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HomeMy WebLinkAboutCity of Tamarac Resolution R-99-306Page 1 CITY OF TAMARAC RESOLUTION NO. R-99-306 A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF TAMARAC, FLORIDA ACKNOWLEDGING THE CITY'S Y2K READINESS REPORT AND RECOGNIZING THE CITY'S YEAR 2000 PREPARATION EFFORTS FOR A SMOOTH TRANSITION INTO THE NEW MILLENNIUM; PROVIDING FOR CONFLICTS; PROVIDING FOR SEVERABILITY; AND PROVIDING FOR AN EFFECTIVE DATE. WHEREAS, the City of Tamarac has been named a "Millennium Community" by the White House Millennium Council; and WHEREAS, the Millennium Community designation recognizes city governments for preparing to service their citizens in the new millennium; and WHEREAS, the City of Tamarac understands the importance of preparing for the transition from 1999 to 2000 in regard to the "Year 2000" Technology Challenge; and WHEREAS, the City Commission of the City of Tamarac desires to provide its residents a continuous level of service throughout the transition to the new Millennium; and WHEREAS, the City of Tamarac has already undertaken Year 2000 Readiness activities, including surveying all City hardware, software and vendors; and WHEREAS, the City of Tamarac purchased a Y2K insurance rider to cover possible issues associated with the Y2K transition; and Page 2 WHEREAS, the City's Year 2000 readiness activities are documented in a Year 2000 Readiness Report; and WHEREAS, Y2K Committee and the City Manager recommend that the City Commission acknowledge the City's Y2K preparation efforts; and WHEREAS, the City Commission deems it to be in the best interest of the citizens and residents of the City of Tamarac, Florida to acknowledge the City's Y2K Preparation efforts. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF TAMARAC, FLORIDA: Section 1: The foregoing "WHEREAS" clauses are hereby ratified and confirmed as being true and correct and are hereby made a specific part of this resolution. Section 2: The City Commission acknowledge the City's Y2K Readiness Report attached hereto as Exhibit "A", as prepared by the City Staff and recognize that the City of Tamarac has undertaken all due diligence in preparing for the Year 2000. Section 3: It is also recognized that the City of Tamarac is prepared to enter into the new Millennium with little or no interruption in services provided to the residents of Tamarac. Section 4: All resolutions or parts of resolutions in conflict herewith are hereby repealed to the extent of such conflict. Section 5: If any clause, section, other part of application of this Resolution is held by any court of competent jurisdiction to be unconstitutional or invalid, in part or in Page 3 application, it shall not affect the validity of the remaining portion or applications of this Resolution. Section 6: This Resolution shall become effective immediately upon its adoption. PASSED, ADOPTED AND APPROVED this J� y of November, 1999. JOE SCHREIBER, MAYOR ATTEST: jc'-4� ax / CAROL GOLD CITY CLERK I HEREBY CERTIFY that I have Approved this Resolution as to form. W,ITCWELL S. 'CRAFT CITY ATTORNEY 1 RECORD OF COMMISSION MAYOR SCHREIBER DIST 1: COMM. pQRTNE DIST 2: V!M MISHKINA� DIST S:Co DW 4• P,j • Of City of Tamarac Year 2000 Readiness Report October 1999 Exhibit "A" City of Tamarac Year 2000 Readiness Report C, Exhibit "A" UNDERSTANDING THE Y2K PROBLEM The Year 2000 is projected to cause problems with electronic equipment throughout the world. In the early computer age, computer programmers sought to save space in programming code. One way to do so was to shorten date fields. The abbreviated code for the year 1900 became 00. Those early programmers believed that by the time the year 2000 came upon us, technology would have changed significantly and that the later programmers would have found a new way to write code. Unfortunately, that did not happen. The computer programming that began with those early programmers carried through until the 1980s and even into the 1990s, when computer programmers became aware that the abbreviated date fields could cause problems. The year 2000 could be mistaken for the year 1900, and calculations could be erroneous. This problem exists not only in computer hardware and software, but also in many embedded chips, which can be found in virtually every piece of electronic equipment. RECOMMENDED Y21K PREPARATION PLAN The computer industry has shown that there are several steps that should be taken when dealing with the impact of the Year 2000 issue. The first is to conduct an inventory of all electronic and computer equipment. Testing each piece of equipment for Year 2000 problems should follow this first step. Remediation should be conducted with each piece that demonstrates difficulty in processing the Year 2000 transition. Equipment and software should be replaced or repaired, and the new or fixed equipment tested to ensure proper date calculations. Public and internal education campaigns should be implemented to allow everyone an opportunity to evaluate the impact Year 2000 will have on their own lives and work processes. Finally, contingency plans should be created in case the testing is erroneous or the problem cannot be resolved in time. THE CITY OF TAMARAC'S Y2K PREPARTION EFFORTS The City of Tamarac's approach to Y2K Readiness has included all of the major steps that the computer industry has identified as being important in preparation for the Year 2000. Page 1 of 4 City of Tamarac Year 2000 Readiness Report Exhibit "A" Establishment of a Y2K Readiness Committee The City of Tamarac organized a committee whose task was to identify and implement the steps necessary to prepare the City for the Year 2000. The Y2K Readiness Committee consists of the following staff members: MIS Director Levent Sucuoglu, Systems Manager Glenda Christian, Network Administrator Carlo Nuesa, Assistant to the City Manager Jonathan Allen, Management Intern Kristin McKew and Management Intern Andrew Russell. The Committee worked closely with all of the departments of the City in order to accomplish the important task of preparing the entire organization for the technological challenge of the Year 2000. Inventory of Hardware, Software, and Vendors The City has completed an extensive electronic equipment inventory. Lists of equipment that may be effected by the Year 2000 rollover were circulated to every department within the City. The information given to the departments was comprised of the data in the HTE system. Each department director appointed a staff person to serve as the Year 2000 liaison for his or her office. The second step in the City's Year 2000 Readiness effort was to correct . and update the information included in the inventories. Due to transferring equipment and updating the City's computers, some of the information was outdated or incorrect. Departments were responsible for updating the inventory information. Departments were then asked to survey the impact of the equipment on daily operations in regards to the Year 2000 transition. This was done to ensure that the equipment that is most critical to the daily operations of a department could be quickly assessed for Year 2000 issues. The same was done for all software in the City and the vendors that the City has used over the past two years. Y2K Compliance Testing: Hardware and Software The MIS staff has used software to test all computers, computer related equipment and most software programs in the City to judge their Year 2000 abilities. This testing phase informs the City of the equipment and software that needs to be updated or replaced in order to become Year 2000 Ready. The replacement and updating phase is underway, and will most definitely be completed by the turn of the century. Public Education and Community Outreach The City has reached out to the citizens, trying to keep them informed not only of the City's efforts, but also of the efforts of the major industries that will affect their daily lives. A "Y2K and You" forum was held on July 13, 1999 with Representatives from the power, telephone, grocery and banking Page 2 of 4 City of Tamarac Year 2000 Readiness Report 0 Exhibit "A" Industries. Each representative reported a favorable Year 2000 status for his or her respective industry. A representative from Broward County also reported that the county would be well prepared for the transition to the new millennium. Communicating with the City's Vendors The City has also communicated with all vendors used since the inception of the HTE program in 1997 to see if their systems will be ready for the Year 2000. Vendors are responding at a steady rate, and further efforts will be undertaken to survey their levels of readiness, especially the vendors that were identified as most critical to the daily operations of the City. Preparing Contingency Plans Departments were also asked to create Year 2000-specific contingency plans. While it is the City's intention to implement the Citywide Disaster Plan if such need arises during the Millennium transition, certain steps can be taken on a departmental level to ease the transition should electronic equipment fail. Departments identified those steps specific to their needs in their Departmental Contingency Plans. A timeline for instituting those Departmental Contingency . Plans was also created by each department. Utilizing an Independent Auditor While some organizations are contracting with independent auditors for evaluations of their Year 2000 efforts, the Year 2000 Readiness Committee believes it is not necessary for the City of Tamarac to do this. The City's efforts have been comprehensive and thorough. Such an independent auditor will generally only review the status of the City's documentation efforts, not the status of the equipment. With prohibitive costs associated with documentation review, it does not seem efficient to duplicate efforts that the City has already undertaken. In addition, the City has purchased an insurance rider covering issues associated with Year 2000 equipment failure. SUMMARY OF THE CITY'S EFFORTS Y2K Readiness Documentation The results of the City's efforts to date are on file in the MIS office. The results are compiled in three binders entitled "City of Tamarac Year 2000 Readiness Documentation." The Readiness Documentation is a living document is Testing will be updated as needed. This document is a summary of those efforts. Testing is still to be conducted on a weekly basis, and the results of those tests will also be kept on file in the MIS office. Page 3 of 4 City of Tamarac Year 2000 Readiness Report • Exhibit "A" Y2K Readiness Status While no one can anticipate fully what will occur when computer clocks turn from December 31, 1999 to January 1, 2000, the Year 2000 Readiness Committee is confident that the systems in the City of Tamarac will experience little or no problems in this transitional time. The proper steps and due diligence have been taken to identify any and all problems that may occur, and to try to mitigate them beforehand. It is the sense of the Year 2000 Readiness Committee that the City of Tamarac is ready for the new millennium. Page 4 of 4 .7 CITY OF TAMARAC RESOLUTION NO. R-99-306 A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF TAMARAC, FLORIDA ACKNOWLEDGING THE CITY'S Y2K READINESS REPORT AND RECOGNIZING THE CITY'S YEAR 2000 PREPARATION EFFORTS FOR A SMOOTH TRANSITION INTO THE NEW MILLENNIUM; PROVIDING FOR CONFLICTS; PROVIDING FOR SEVERABILITY; AND PROVIDING FOR AN EFFECTIVE DATE. Page 1 • WHEREAS, the City of Tamarac has been named a "Millennium Community" by the White House Millennium Council; and WHEREAS, the Millennium Community designation recognizes city governments for preparing to service their citizens in the new millennium; and WHEREAS, the City of Tamarac understands the importance of preparing for the transition from 1999 to 2000 in regard to the "Year 2000" Technology Challenge; and WHEREAS, the City Commission of the City of Tamarac desires to provide its residents a continuous level of service throughout the transition to the new Millennium; and WHEREAS, the City of Tamarac has already undertaken Year 2000 Readiness activities, including surveying all City hardware, software and vendors; and 0 WHEREAS, the City of Tamarac purchased a Y2K insurance rider to cover possible issues associated with the Y2K transition; and Page 2 WHEREAS, the City's Year 2000 readiness activities are documented in a Year i 2000 Readiness Report; and WHEREAS, Y2K Committee and the City Manager recommend that the City Commission acknowledge the City's Y2K preparation efforts; and WHEREAS, the City Commission deems it to be in the best interest of the citizens and residents of the City of Tamarac, Florida to acknowledge the City's Y2K Preparation efforts. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF TAMARAC, FLORIDA: Section 1: The foregoing "WHEREAS" clauses are hereby ratified and confirmed as being true and correct and are hereby made a specific part of this resolution. Section 2: The City Commission acknowledge the City's Y2K Readiness Report attached hereto as Exhibit "A", as prepared by the City Staff and recognize that the City of Tamarac has undertaken all due diligence in preparing for the Year 2000. Section 3: It is also recognized that the City of Tamarac is prepared to enter into the new Millennium with little or no interruption in services provided to the residents of Tamarac. Section 4: All resolutions or parts of resolutions in conflict herewith are hereby repealed to the extent of such conflict. Section 5: If any clause, section, other part of application of this Resolution is held by any court of competent jurisdiction to be unconstitutional or invalid, in part or in Page 3 • application, it shall not affect the validity of the remaining portion or applications of this Resolution. Section 6: This Resolution shall become effective immediately upon its adoption. PASSED, ADOPTED AND APPROVED this J day of November, 1999. ;i JOE SCHREIBER, MAYOR ATTEST: CAROL GOLD CITY CLERK I HEREBY CERTIFY that I have Approved this Resolution as to form. i MITCHELL S. KRAFT CITY ATTORNEY 0 RECORD OF COMMISSION MAYOR SCHREIBER D1ST 1: CDMM. PARTNER DIST � v M MM fVI SHKIN DIST 3: M. SULTAN(�F DISC *, MM Exhibit "A" of City of Tamarac Year 2000 Readiness Report October 1999 • s • City of Tamarac Year 2000 Readiness Report • Exhibit "A" UNDERSTANDING THE Y2K PROBLEM The Year 2000 is projected to cause problems with electronic equipment throughout the world. In the early computer age, computer programmers sought to save space in programming code. One way to do so was to shorten date fields. The abbreviated code for the year 1900 became 00. Those early programmers believed that by the time the year 2000 came upon us, technology would have changed significantly and that the later programmers would have found a new way to write code. Unfortunately, that did not happen. The computer programming that began with those early programmers carried through until the 1980s and even into the 1990s, when computer programmers became aware that the abbreviated date fields could cause problems. The year 2000 could be mistaken for the year 1900, and calculations could be erroneous. This problem exists not only in computer hardware and software, but also in many embedded chips, which can be found in virtually every piece of electronic equipment. RECOMMENDED Y2K PREPARATION PLAN • The computer industry has shown that there are several steps that should be taken when dealing with the impact of the Year 2000 issue. The first is to • conduct an inventory of all electronic and computer equipment. Testing each piece of equipment for Year 2000 problems should follow this first step. Remediation should be conducted with each piece that demonstrates difficulty in processing the Year 2000 transition. Equipment and software should be replaced or repaired, and the new or fixed equipment tested to ensure proper date calculations. Public and internal education campaigns should be implemented to allow everyone an opportunity to evaluate the impact Year 2000 will have on their own lives and work processes. Finally, contingency plans should be created in case the testing is erroneous or the problem cannot be resolved in time. THE CITY OF TAMARAC'S Y2K PREPARTION EFFORTS The City of Tamarac's approach to Y2K Readiness has included all of the major steps that the computer industry has identified as being important in preparation for the Year 2000. Page 1 of 4 City of Tamarac Year 2000 Readiness Report Exhibit "A" Establishment of a Y2K Readiness Committee 0 The City of Tamarac organized a committee whose task was to identify and implement the steps necessary to prepare the City for the Year 2000. The Y2K Readiness Committee consists of the following staff members: MIS Director Levent Sucuoglu, Systems Manager Glenda Christian, Network Administrator Carlo Nuesa, Assistant to the City Manager Jonathan Allen, Management Intern Kristin McKew and Management Intern Andrew Russell. The Committee worked closely with all of the departments of the City in order to accomplish the important task of preparing the entire organization for the technological challenge of the Year 2000. Inventory of Hardware, Software, and Vendors The City has completed an extensive electronic equipment inventory. Lists of equipment that may be effected by the Year 2000 rollover were circulated to every department within the City. The information given to the departments was comprised of the data in the HTE system. Each department director appointed a staff person to serve as the Year 2000 liaison for his or her office. The second step in the City's Year 2000 Readiness effort was to correct and update the information included�ifte inventories. Due to transferring . equipment and updating the City's computers, some of the information was outdated or incorrect. Departments were responsible for updating the inventory information. Departments were then asked to survey the impact of the equipment on daily operations in regards to the Year 2000 transition. This was done to ensure that the equipment that is most critical to the daily operations of a department could be quickly assessed for Year 2000 issues. The same was done for all software in the City and the vendors that the City has used over the past two years. Y2K Compliance Testing: Hardware and Software The MIS staff has used software to test all computers, computer related equipment and most software programs in the City to judge their Year 2000 abilities. This testing phase informs the City of the equipment and software that needs to be updated or replaced in order to become Year 2000 Ready. The replacement and updating phase is underway, and will most definitely be completed by the turn of the century. Public Education and Community Outreach The City has reached out to the citizens, trying to keep them informed not only of the City's efforts, but also of the efforts of the major industries that will affect their . daily lives. A "Y2K and You" forum was held on July 13, 1999 with Representatives from the power, telephone, grocery and banking Page 2 of 4 City of Tamarac Year 2000 Readiness Report 0 Exhibit "A" Industries. Each representative reported a favorable Year 2000 status for his or her respective industry. A representative from Broward County also reported that the county would be well prepared for the transition to the new millennium. Communicating with the City's Vendors The City has also communicated with all vendors used since the inception of the HTE program in 1997 to see if their systems will be ready for the Year 2000. Vendors are responding at a steady rate, and further efforts will be undertaken to survey their levels of readiness, especially the vendors that were identified as most critical to the daily operations of the City. Preparing Contingency Plans Departments were also asked to create Year 2000-specific contingency plans. While it is the City's intention to implement the Citywide Disaster Plan if such need arises during the Millennium transition, certain steps can be taken on a departmental level to ease the transition should electronic equipment fail. Departments identified those steps specific to their needs in their Departmental Contingency Plans. A timeline for instituting those Departmental Contingency • Plans was also created by each departibent. Utilizing an Independent Auditor While some organizations are contracting with independent auditors for evaluations of their Year 2000 efforts, the Year 2000 Readiness Committee believes it is not necessary for the City of Tamarac to do this. The City's efforts have been comprehensive and thorough. Such an independent auditor will generally only review the status of the City's documentation efforts, not the status of the equipment. With prohibitive costs associated with documentation review, it does not seem efficient to duplicate efforts that the City has already undertaken. In addition, the City has purchased an insurance rider covering issues associated with Year 2000 equipment failure. SUMMARY OF THE CITY'S EFFORTS Y2K Readiness Documentation The results of the City's efforts to date are on file in the MIS office. The results are compiled in three binders entitled "City of Tamarac Year 2000 Readiness Documentation." The Readiness Documentation is a living document . and will be updated as needed. This document is a summary of those efforts. Testing is still to be conducted on a weekly basis, and the results of those tests will also be kept on file in the MIS office. Page 3 of 4 City of Tamarac Year 2000 Readiness Report Y2K Readiness Status exhibit "A" • While no one can anticipate fully what will occur when computer clocks turn from December 31, 1999 to January 1, 2000, the Year 2000 Readiness Committee is confident that the systems in the City of Tamarac will experience little or no problems in this transitional time. The proper steps and due diligence have been taken to identify any and all problems that may occur, and to try to mitigate them beforehand. It is the sense of the Year 2000 Readiness Committee that the City of Tamarac is ready for the new millennium. 0 Page 4 of 4