1999 AGN JAN 19 I24 - Laserfiche WebLink

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Page 2 Y2K Compliance For City Council Meeting January 19, 1999 ALTERNATIVES The City could take a passive approach to this problem and wait until the clock changes to see if there are any adverse effects of the date rollover. Conversely, the City could take a proactive position by evaluating all of the known components in the City systems and ascertain any potential problems that could occur and make a conscientious effort to mitigate any impacts of the date change. Because of the potential liabilities that may face the City, the latter alternative would be recommended. To accomplish this, the Utility Department has engaged the services of TAVA / R. W. Beck to perform the systems analyses for the City. Their task is to inventory all of the embedded program components throughout the City facilities and render a report stating whether or not each is in compliance or fails in functioning when the millennium changes. In addition to the contract work, each department, through the Finance Department and Information Systems, will be responsible to contact any software vendor to determine their compliance with the Y2K problem. Once all of the tasks are completed, the City will have a pretty good idea of its exposure to any Y2K noncompliance and the probable impacts on City services. FINANCIAL It is difficult to determine the ultimate costs of complying with the Y21K situation. We are sure that the costs TAVA / R. W. Beck will be in the $17,000 range. This will be paid through the billings from SCPPA as prearranged by the eleven members of the JPA who initiated and authorized the expenses for the participating cities. The costs for bringing the City into compliance will not be known until the systems review is complete. From this the various components, if any, can be identified and the costs of replacement or modification can be quantified. This could be minor if the only problem is associated with something as trivial as a programmed thermostat, but could be substantial if a major piece of software or component at the substation or wastewater treatment plant fails to comply. ENVIRONMENTAL IMPACTS No environmental impacts are envisioned from either compliance or noncompliance. RECOMMENDATION It is recommended that the City complete the inventory of Y2K sensitive components. Upon the- receipt of the final report, determine the sensitivity of each element in noncompliance and prepare a budget for mitigation. This budget should be presented to City Council prior to the establishment of the FY 1999- 2000 City budget. Once this step to mitigate any problems is devised, the costs to fix, or minimize any impacts of the date change can be incorporated in each departmental budget. In addition to any mitigation of existing components, the City should establish a policy to assure that any new purchases between now and into the next year include provisions that the vendor will provide assurance that any equipment with embedded program chips will be Y21K compliant.