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HomeMy WebLinkAboutAGENDA REPORT 1999 0915 CC REG ITEM 11GTO: FROM: DATE: SUBJECT: BACKGROUND MOORPARK CITY COUNCIL AGENDA REPORT The Honorable City Council 0 e °J � . L.-! I , F ITEM / /t e��— - i CITE' OF Mt ORPARK, CALIFORNIA Cl v Council -Meeting of ACTION: Y: C4 ty Donald P. Reynolds Jr., Administrative Services Manager C-�,— September 9, 1999, (CC Mtg. 9/15/99) Consider a Report on the City's Efforts Related to Year 2000 Compliance The City has undertaken efforts to review its computer systems in anticipation of problems that may occur as a result of the date change January 1, 2000. DISCUSSION Several steps are involved in preparing for any potential emergency, and these steps have been applied in the City of Moorpark as follows: 1) An assessment of internal systems, contractual services, and those vital services provided by outside agencies; 2) Action plans based on the results of the assessment; 3) Contingency planing based on the ability to control compliance and acceptance of compliance from outside sources. ASSESSMENTS Each City computer and the related software has been evaluated for the Year 2000 change of date. All of the City's personal computer hardware is currently operating in a Year 2000 compliant format. Issues related to the 000365 Year 2000 Status Page 2 software have also been assessed and upgraded when needed. The City's phone system is eleven years old, and needs to be replaced due more to practical reasons, than Year 2000 issues. It is part of the budget for 1999/00. In February, staff verified with the manufacturers that the embedded chips used in the irrigation systems, security systems and heating and air conditioning controls are not reliant on the year, and the change of date will not directly impact their usefulness. The City's emergency generator was serviced in July, and four portable generators are available if needed. Each City building has been assessed, and in this regard, no modifications were deemed necessary. City traffic signals and streetlights have also been evaluated. It is anticipated that there will be no impact as a result of the date change to these services, as long as power is available. The City is in receipt of written confirmations regarding the critical utilities, and the rail system. Union Pacific Rail is 89% complete assessing their system and making corrections as needed, and will be developing contingency plans in October. Southern California Edison completed its Year 2000 readiness effort July 1 1999, and is now developing contingency plans. As of June 30, Pacific Bell, has "substantially completed all upgrades to computers and networks." The water purveyors (e.g., Metropolitan Water, Calleguas and United Water), and Water Works I have also confirmed that their systems are in compliance with year 2000 standards, and are ready with contingency plans if needed. At a County Disaster Council has been discussing the status of County readiness since March. At the meeting Thursday April 8, all County department heads were present to reassure the Council that that plans are moving ahead quickly. The County Sheriff in particular, is confident that their systems will be ready. The East Valley Sheriff station will be activated December 31 as a department operations center, ready to be activated as an EOC if necessary. The County EOC will be activated on December 31 until no longer needed. The County SWAT Team will be on standby if needed. Having completed the equipment assessments and mitigated these concerns, the County's emergency preparedness efforts are now focussing on 00030E Year 2000 Status Page 3 awareness, and issues that result from "human factors." These may include "hoarding" of supplies during the last few weeks of the year, and holiday festivities that expand beyond their intended scope. ACTION PLANS Action plans for City computer systems have been completed, with the exception of the phone system scheduled for November. All city software is current and compliant. Some older spreadsheets need to be converted to the new software, as each staff member deems necessary. A few older databases will be converted within the next month. Action plans also include guarantees provided by the new accounting software vendor, all new computer purchases, and in the phone system specifications. The Moorpark Police Department preparedness plans are consistent with the County Sheriff. Staffing considerations, a survey of the readiness of local businesses, and some collections of emergency supplies are part of these plans. Cal -Trans will be represented in the County EOC December 31, assisting the City to address any local problems related to state highways. No formal plans for public outreach have been organized. Most other cities in the area are waiting until October to initiate an outreach program because 1) the outlook improves each month as more critical support systems attain compliance, and; 2) for the purpose of publicizing and reminding the public close to the day of a potential event happening. City emergency preparedness efforts have continued to finalize the City's new emergency response plan, and train staff to work in the EOC environment. Monthly meetings have been held at the County level to assure the coordination of efforts between jurisdictions, and to share relevant information. Assistance, advice and public outreach materials have been received from State OES, the League of California Cities, the International City Managers Association, and FEMA, for the City's use if or when a public outreach program is needed. CONTINGENCY PLANS At this point, the City's contingency plans are equal to the standard state of readiness associated with other disasters of three to four days duration. A need for OOU30' ' Year 2000 Status Page 4 contingency planning related to food supplies, and critical utility services has not evolved. The standard contingency plan is flexible, and can be adjusted quickly to meet changing anticipated or real demands. For example, in the event a traffic signal has a Year 2000 problem which is currently not anticipated, the signal will revert to blinking red lights. The contingency plan includes manual traffic control efforts at various busy intersections. County Water Works One has a similar contingency plan for manual operations for essential functions at its sewage treatment plants and water pumping stations. The City, in conjunction with other public agencies and utilities, will provide public information and reminders beginning in October. This will include a message on Channel 10, and an article in the Citywide newsletter. Brochures for business and residential preparedness are currently available at City Hall from the Red Cross, and the State Office of Emergency Services. These will be copied and made available to all businesses, and other interested organizations. The City will also continue to monitor all relevant items and maintain contact with utility providers, law enforcement, and others to receive information about their readiness and related contingency plans. RECOMMENDATION Receive and file this report. 0003GS