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Home My WebLink About2.a. Y2K Update CITY OF ROSEMOUNT EXECUTIVE SUMMARY FOR ACTION COMMITTEE OF THE WHOLE MEETING DATE: JUNE 9, 1999 AGENDA ITEM: Y2K UPDATE �� PREPARED BY: SUSAN M. WALSH ASSISTANT TO ADM1I�iISTRATOR ATTACHMENTS: LEAGUE OF MINNESOTA CITIES Y2K APPROVED BY: NEWS LETTER /1 ✓j Attached for City Council review is the fifth Y2k Action News that the League of Minnesota Cities has provided to its members. On page 2 are some illustrations of contingency plans that cities can implement. City staff is currently working on our contingency plans. Police Chief Kalstabakken and I have invited representatives from our local churches to attend a meeting to discuss Y2k and to find out how the city can work with the faith community and what services and involvement the churches will have if there are problems. GTIES AWARE, GTIES PREPARED ��'� - ' - - � - _ _ _ _ _ _ - � ' - - ' - - " • A monthly publication from the League of Minnesota Cities May 1999,Number 5 Onl 31 weeks left until the ear 2000 y y Cities work with community members to finalize contingency plans BY LAURA PETERSEN - Cities across the state continue police and fire halls,�chich are their communiry.After attending to diligently address the potenrial all together." They'll soon look at a workshop sponsored by the state problems related to the year 2000 specificarions and purchasin�.The Department of Children,Families issue.Please share your city's efforts one for the lift starion"«-ill cost and Learning,Clerk-Treasurer �vith the League.Send information some money,generaton are not Elaine Hanson explained that the and lessons learned to Public Rela- cheap,"he said. city is trearing the issue as it would - tions Coordinator Laura Petersen This spring,city staff continues a major�vinter storm and"��ill focus at the League,or contact Laura at to work on detailed condngency on emergency service`what ifs':' (651) 215-4031 or lpeterse@lmnc. plans in case the communiry experi- Hanson then drafred a letter outlin- org.The effort isn't as ovenvhelm- ences any disruption in ser�-ices, ing ho�v their city is responding. ing as it may appear.Read how the like electric or gas suppl}=Urbia Garvin residents are asked to cities of Blue Earth and Garvin are also plans to coordinace«-ith other look out for their neighbors,par- preparing for the year 2000. agencies and with the counry to ricularly senior cirizens who may begin community-wide a��areness need extra assistance.The Garvin Blue Earth (pop. 3,7�7� of potential issues and emergency Fire Departinent and [he Garvin Blue Earth City Manager Dave management plans. Area First Responders plan to be Urbia was one of a small group Urbia points out that preparing on alert Dec.31 in case any emer- of city officials who provided guid- forY2k has community benefits gencies arise.According to the letter, ance during the development of the even if it"turns out to be a bust," a generator is available at the Fire League's Cities Aware, Cities Prepared: which is his hope."We're not treat- Hall,�vhich�vould serve as an emer- Year 2000 Action Guide,helping staff ing it that way,but w-hat«-e'll get genry command center. - shape how to best prepare our mem- from all this other planning is better The letter also addresses area bers for assessing and evaluaring contingency planning for other utilities issues,noting that NSP, theirY2k challenges. situations.It's given us a new per- US West,and Red Rock Rural The city began its own assess- ception on our operaaons and I Water aIf�ave shared their readiness ment and inventory of city opera- think we're better prepared:' and conringency plans with the city. tions last year and since then,staff The ciry of Blue Earch is pre- Residents are responsible for their has done a good job following up paring to apply for LMCIT's Ex- individual sepric systems,so a city �vith vendors and suppliers,Urbia pandedY2k Coverage."Right now `vastewater system is not an issue. said. He and his staff also took ad- we've talked about contingency Hanson said she attended the vantage of the specialY2k work- plans,but we need to write them �vorkshop to learn more about how shops held by LMCIT and the down,"said Dave."Once that's done, Garvin and other small ciaes should League over the last si�c months. we'll be ready to send in the appli- deal with potentialY2k problems "We've done some testing of carion." and then has�vorked to prepare computers and had a consultant in her community.r '�`t on our wastewater plant,"he said. Garvin, pop. 1.40 "We do have a couple of issues The city of Garvin has taken some Laura Petersen is public relations coordi- though,like backup generators for simple steps to help prepare their nator tivith tlie League of Minrtesota the lift station, and for City Hall, the cidzens for possible problems in Cities. � LEAGUE OF MINNESOTA CRIES Y2K AC710N NEWS 1 Takin sim le ste s towards Y2k contin enc g p p 9 y and emergency planning BY KEM SULEM Cities are concerned about their • Loss of fire department pagers. police and fire protection,or drink- ability to cxeate adequate contin- Alert volunteer firefighters that a ing water. gency and emergency plans for test page will be sent at a desig- Idenrifying needed supplies and dealing with potenrialY2k problems. nated ume.If it is not received by obtaining them is also an important Creating such a plan does not have the set time,a designated crew will part of the planning process. to be as ovenvhelming as it may report to the fire hall and crews Finally,the city must communi- at first appear.Even the smallest will rotate shifrs until normal cate the plan to residenu and to city can develop a basic plan to operations are restored. other potentially affected individuals minimize the impact of potential • Loss of water service. Let residents or entities.If people are informed Y2k problems. kno�v about water restrictions to about the ciry's ability to continue Conringency and emergency protect the water reserve.Priori- delivering key services,they are . planning answers,"What if...?" tize use of resene;i.e.,fire protec- less likely to panic and create addi- What if there is a problem with the tion,drinking�vater,etc.Identify uonal problems.If they understand pager system used to not�volunteer other sources of�vater like a that they may need to take steps to firefeghters of an emergency call?What neighboring community's supply, prepare forY2k,and that they may alternative methods of communicat- a designated well site with a back- need to follow alternative proce- ing with firefighters e�cist? What if up generator,Red Cross/Salvation dures,they can be ready.Such per- the water systern fails?What alterna- Army tanker trucks,bottled water sonal and communiry preparedness tive water sources exist? Contin- reserves,and alternarive water will lessen dependency on city gency plans deal with city depart- purification methods.Prioritize services and minimize the risk ments and functions,and being able access to and use of resources of major problems. to keep those departments function- if limited. A little prepararion can make ing. Emergency plans deal with the • Loss of telephone systems. Identify a significant difference in an actual bigger,communiry-wide response alternative methods of communi- emergency.Developing and explain- to a problem. carions,such as cellular phones, ing contingency and emergency By answering these types of radios,and human relay chains. plans will also go a long way in questions, cities can minimize Designate emergency reporting showing due diligence and reducing the impact of Y2k-related problems. sites, and place radios in those sites. a city's liabiliry exposure.r'� In an ideal scenario,the plans will Work with schook to use bus • mean that residents won't notice radios to ensure an adequate Kent Sulem is year 2000 project coord- a change in the level of service. number of radios for the city's inator with the League of Minnesota In a realistic situarion,the level land area. Cities. of service in the contingency or • Loss of finance computer. Issue emergency mode may be less than checks by hand,and keep a what is normally provided,but still manual log of receipts and expen- adequate to protect health,safety, ditures.Department may be tem- ��G�V{�1f'Crp�h and welfare. porarily shut do�vn�ntil staffing �- � is available.Communicate with � � Contingenry plans credicors. � � i \ Here are some simple contingency Talking to surrounding commu- 1 2 plans your city can implement.If nities and county officials,as well as � 1 t ' Workd�s ` your city has a plan,please send it to key service providers like hospi- � � 1 ` / to Kent Sulem,Y2k project coordi- tals,the Red Cross,Salvation Army, • nator,at the League: 145 University and utility providers,is critical to yeQ�2�O Avenue West,St.Paul,MN 55103. identifying resources that can be Phone (651) 281-1245 or (800) used as part of the conringency plan. Y2k countdown�nly 162 work 925-1122.E-mail:ksulem@ This is particularly true if the city d�,s left beFore the Year 2000. lmnc.org. relies on others for key services like Cities Aware—{ifies Prepared? LEAGUE OF MINNESOTA CITIES � Y2K Acnor� News � Making money on a glitch BY MINNESOTA ATfORNEY GENERAL MIKE HATCH Y2K C�eCkllSt iOf St11dII Cltl@5 A number of smaller cities hrne told Y2k?A fe�v years ago,we all would ber to people you don't know, us that the�/re Finding it diFficult to have assumedY2k was a new super especially over the phone. find the time to work through the Y2k computer or a new Internet com- • As always,keep copies of all finan- assessment, evaluation, and contin- pany.Now we knowY2k is a com- cial records.And,check your genry planning process outlined in puter glitch that could rinker with monthly statemenu and canceled the League's Year 2000 Action systems�vorldwide.If we didn't checks for accurary. Guide. In response,we re working know that our lives were dependent • Ask your bank about theirY2k on a simpler checklist-type tool, on computers before,we do riow efforts.It's likely you'll hear more Which we hope will make it eosier Fortttnately,Y2k is being ad- about terminating the bug than for smaller cities to oddress Y2k dressed by creative minds across the you ever�vanted to know issues. country and here in Minnesota.The • Watch out for special investment This checklist questionnaire will not state of Minnesota and private busi- opportunities,worthless books or only guide the smaller city through nesses are investing millions to help other subscriptions that will"save" �e pr«ess, but will help to docu- make sure this pesky litde bug does you from the coming"crisis:' ment the cit�/s efforts�n important not cause any widespread,prolonged • Read up on the millennium.The �onsideration if there should be fvivre claims against the ciy because of computer,banking,or service prob- bug has set in motion an unprec- Y2k problems. The completed check- lems.Unfortunately,there are scam edented,«-orldwide effort to fix list will also provide the information artists trying to ring in the millen- the problem,but it never hurts to LMCIT's underwriters will need to nium with fear. be educated.For additional infor- evaluate the ciy's application for It seems somebody has been mation about theY2k problem, LMCIT's Expanded Y2k Coverage. trying to convince customers that visit the State of Minnesota's Web We hope to have the new checklist the banking industry does not have site at:wzvw y2k.state.mn.us. tool to cities by the end of May. its act together on theY2k computer You can also call theYear 2000 For more inFormation, please call glitch.The scam artist tells people Project Office at (651) 282-2000 Y2k Coordinator Kent Sulem at that all bank customers must transfer or (877) 92�-4189, or the Office �651 J 281-1245; LMCIT Under- their money out of their accon�� ofTechnology at (651) 215-3871 writing Manoger Mike Wozniak keep it safe.They suggest putting the or (877) 8�7-2200. at(651) 215-4090;or LMCIT money into a bond account until If you are contacted by a scam Administrator Pete Tritz at(651 J the bank gets its system ready for the artist regardingY2k,please call the 28�'�265;Qr call LMC's moin toll- next millennium.The crook asks for Minnesota Attorney General Office's free number at(800) 925-1122. account information to verify he is Consumer Assistance Hotline at tallcing to the proper person,and (651) 296-33�3 or(800) 657-3787. •• asks for verbal authorization to The information you provide may transfer funds to the special account. help the Attorney General's Office Watch out for scam artists trying shut down scam artists.TTY num- Y2k Workshop at LMC to celebrate the new year with your bers are (651) 297-7206 or (800) Annual Conference money,and share these rips with 366-4812.r:�` Be sure to attend the special session your residents: devoted.to the year 2000 issue at • Do not provide financial account this year's LMC Annual Conference. information,your credit card Reprinted wirh permission from the The session, Y2k:ls Your Communiy number,or Social Security num- Minnesota Attorney General's O�ce. R��j,?, is scheduled for June 16, 3:30 to 4:30 p.m.,and includes the • • following learning objectives: Cities have a motive to provide information on how their residena can adequately • Who are the p�ayers needec� prepare their homes and businesses forY2k.The more prepared and secure residents feel to get your community reac�y about che transiaon to the year 2000,the less fear they may feel if the community for Y2k? experiences a power outage or glitches in other communiry sen-ices. • Whdt do city officia�s need Cides should find opportunities to educate their residena and communiry groups to do to demonstrate due through communicadons avenues like the local newspaper and radio stadon,the city diligence with Y2k? newsletter,or town meedngs.I,ast month's Y2k Action News included the LMC"Y2k • How do ci y oFFiciols put together Personal and Family Preparedness"memo.We encourage ciaes to share this memo and a community preparedness plon? any of this newsletter's information with communiry memben.And visit the"Year • What ore the essentia� 2000"section on the LMC Web site(www lmnc.org) for otherY2k resources,news, Components to being reac�y? and linlcs. LEAGUE OF MINNESOTA CRIES Y2K Acnori News 3 Due dili ence � Y2k Action.News gY KEM$ULEM Y2k Action News is published monthly While larger cities may have an>- party service providers should also by the Leogue of Minnesora Cities to increased e�osure toY2k liability be included in the inventory. educare ond inform c�nes about yeor because of their size and number of • Document contact, or attempts at 2000 issues. For more information, cor,racr systems,even the smallest city faces contact,�vithY2k-related vendors Y2k Project Coordinotor Kent Sulem at substanrial consequences if prudent and service providers. • 1651�281-1245. measures are not taken and some- • Develop contingency plans. Ideally Executive Director:Jim Miiler body incurs damages that can be all cit}'services will have back up . Y2k Project Coordinotor. Kent Sulem : traced back to the city's lack of 3F2k plans,but it is essential to at least Edaor. Erica Norris preparedness.Every city must there- have a plan to deal with interrup- Des�gner:Gayle Brodr . fore take reasonable steps to address tions in the normal delivery of leogue of Minnesota Gfles potentialY2k problems.Such efforts CriCiC21 ServiCes. 145 University Avenue West will increase the likelihood that a • Communicate with community St. Paul,MN 55103-2044 defense of due dili ence can be members and the media. 1651)281-1200 g Fax: (651►281-1299 sustained against a claim for negli- • Document the reasons for allY2k-. TDD: (651)281-1290 gence should the city be named in related decisions,including such www.lmnc.org a lawsuit. things as limited finances and While every claim will need to staffing.Don't assume if you're be evaluated individually,there are a small community that you some reasonable steps all ciries can don't need to prepare. �' `�y take to help establish a due diligence • Encourage collaborative e�'orts M� defense: with other governmental and 1 � • Complete a thorough inventory. private sector enrities.r'�z� c��,��'��' At the very least,cities need to account for services critical to the Kent Siilern is year 2000 project coord- protecrion of the health,safery,and inator witli the League of Minnesota welfare of their residents.Third Cities. � - - �;�� o�s�-g�oss Nw l�nouu�so� ��l11213802� S 509ZL 2�1 O JlH W OHSf18 JlH1H� I��..��!!'ll�...�l�.��..��[i...��..�.�� 0�� 1!�!fl-E;��x.�.�;.��x��x��d�£ . � ivw`�ndd Is EZZE# llWd3d � �� d I t/ d ��OZ-£OISS i�iL�I InEd ';S 3J`d1SOd'S'fl ;sa�anuan��issaniun St�I �� d1S l�iSad sar�i� ��osauury�3o an`�Ea-I