HomeMy WebLinkAbout1999-09-14 - AGENDA REPORTS - Y2K CITY READINESS (2)AGENDA REPORT
City Manager Approval
Item to be presented
NEW BUSINESS
DATE:
SUBJECT:
DEPARTMENT:
September 14, 1999
YEAR 2000 CITY READINESS
Administrative Services
RECOMMENDED ACTION
Steve Stark
City Council receive staffs report in addressing the Y2K computer readiness as it relates to
Citywide internal and external operations.
BACKGROUND
The City of Santa Clarita has been aggressively working on the Year 2000 (Y2K) issue since
1997 and has developed a comprehensive internal strategy with which the City is managing
its Y2K readiness efforts. While many organizations have stressed that they are focusing
on the compliance of a few "critical systems," City staff believes that the City should be
compliant in all date -sensitive equipment. Thus, our Y2K strategy includes all affected
systems, not just those that are most "critical." The City has also developed a
comprehensive external strategy that deals specifically with business partners, citizens in
the community, and emergency organizations.
As a summary of the City's efforts, the following actions have taken place internally and
externally over the last two years:
Internal Strategy
1. Completed inventory and review of all City computer hardware and software to assure
Y2K compliance.
2. Conducted a widespread assessment of all City -owned equipment that uses embedded
chips that may be date -sensitive.
3. The City's Technology Services Division has worked to remediate any necessary
components identified by replacing, modifying, or retiring equipment.
4. Each computer information system and its component are tested with real time
transactions, meaning transactions are conducted in the future using dates after the
year 2000. Currently, the City is 95% Y2K ready.
External Strategy
1. Completed inventory and review of all City vendors, suppliers, financial institutions, as
well as other government agencies to assure that they will continue to operate without
problems after the year 2000.
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YEAR 2000 CITY READINESS
September 14, 1999 - Page 2
2. Prepared and mailed questionnaires to each organization to verify that they have
reviewed potential problems relating to the Y2K computer problem.
3. Established an ongoing database that identifies each organization and their efforts to
remedy any Y2K computer problems.
Emergency Preparedness and Strategizing
1. Developed and distributed a Y2K brochure that has been available since March of 1999,
both in hard copy and on the Internet. The brochure contains tips and a checklist to
prepare residents for potential Y2K problems. The brochures can be found at local
libraries, Community Center, Sports Complex, and Samuel Dixon Center.
2. Conducted fifteen Y2K training sessions at various locations with two new training
sessions set up at the Valencia Library on September 16 and October 21. Both training
sessions will be at 7:00 p.m.
3. Co-sponsored an Emergency Preparedness Expo on April 10, 1999, that featured Y2K
preparedness information, as well as other ways of preparing families for emergencies.
4. Participating in the Countywide Millennium Exercise 1999 on Wednesday,
November 17, 1999, in order to review emergency response capabilities.
5. KBET will be running public service announcements in the next few weeks, making
residents aware of potential problems that may occur due to Y2K issues.
The City has worked diligently to address the Year 2000 issue and will be continuing efforts
to assure a seamless transition into the 21" Century. In the event any unanticipated
problems occur, months of emergency coordination and strategy -forming will immediately
fall into place if widespread panic ensues in the Santa Clarita Valley resulting from power
outages or other utility services being disrupted. The City will have its Emergency
Operation Center (EOC) on standby in the event that an emergency situation arises as a
result of the Year 2000 changeover. In addition, the City's Fire and Sheriffs Departments
will be prepared, as with any emergency, to execute emergency response procedures is any
problems occur within the City. Staff will continue to monitor and evaluate all Y2K -related
issues in the City. Staff intends to provide updates to the City Council as the January 1,
2000 date draws near.
ALTERNATIVE ACTION
Other actions as determined by Council.
FISCAL IMPACT
No additional funds were budgeted to support extra efforts to complete the review of
citywide systems. Regular staff time was used to identify, inventory, and evaluate potential
Y2K problems.
ATTACHMENTS
None.
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