Exh 8E8E
MEMORANDUM l ~~ Z 5~- ~ 9
TO: Jim Hanson, City Manager
FROM: George Worley, Community Development Director
DATE: October 20, 1999
RE: Year 2000 compliance status report
We have inventoried all of our date-dependent software and hardware, we have
contacted all of our commercial product vendors to determine if their products will
properly operate when the date changes from 1999 to 2000. Highest among our priorities
was the AS400 computer system which operates our financial and utility billing systems.
At this time we have conducted upgrades to both the IBM operating software and the
H.T.E. budgeting and utility billing software to make them Y2K compliant. We have
completed the inventory process and the verification of our equipment and software
products Y2K status. At this point we believe that we are 100% compliant in mission
critical software and computer equipment.
The staff Y2K team has obtained compliance notices from our commercial software
vendors, as well as compliance statements from mission critical suppliers, banks and
financial institutions used by the city. We have also checked the compliance of devices
other than computers which may be effected by the year 2000 date change. Our security
systems, irrigation timers, communications equipment, pagers have been reviewed.
Some unforseen date related problems may occur, but none will be of a mission critical
nature.
Another issue addressed by staff is our dependence on other agencies or
institutions for continuance of necessary services such as electrical power, traffic light
management, telephone services, etc. Our citizens may also be affected by other
agencies or institutions Y2K failures, such as delayed checks or corrupted computer
records. In an effort to prepare for potential problems, staff has been in regular contact
with the Jacksonville Sheriffs Office, JEA, the Jacksonville Streets and Highways
Department the City of Jacksonville Beach and the City of Neptune Beach to help us
anticipate failures within their jurisdictions which may adversely affect Atlantic Beach. At
this time those agencies profess to be at or near 100% compliant in mission critical
functions.
The county Emergency Management Agency will staff the downtown Emergency
Operations Center at a level 2 status which activates contacts with critical Jacksonville
agencies, other municipalities and state agencies. This also allows for rapid expansion of
their operations if necessary.
Staff anticipates publication of a Y2K status report and general preparedness
guide on the City Web site in the near future. Although the level of public concern about
this issue is relatively low at present, it is likely that such concern will increase in the
coming two months. Our ability to assure the citizens of Atlantic Beach that their basic
services will continue uninterrupted remains a high priority with the Y2K Team.
i ~ iT
Team
Florida
2000
Florida
Department
of Management
Services
Office of
the Secretary
4050 Esplanade Way
Suite 280
Tallahassee, Florida
32399-0950
Telephone:
850/488-7241
SUNCOM 278-7241
Fax:
850/922-6149
E-Mail:
tf2k@dms.state.fl.us
Internet Address:
http://www.tf2k.org
~~~ ~~.
~~n~•
Governor
Jeb Bush
Honorary Chairman
Thomas D. McGurk
Chairman
Scott McPherson
Executive Director
Lt. Governor
Frank Brogan
Group Leader
Steven Seibert
Group Leader
Joe Myers
Group Leader
Joe Lacher
Group Leader
~~C'D OOT - 6 1999
October 4, 1999
The Honorable Suzanne Shaughnessy
City of Atlantic Beach
800 Seminole Road
Atlantic Beach, FL 32233-5445
Dear Ms. Shaughnessy:
As you know, this past Summer your governmental unit went through a Year 2000 (Y2K)
Readiness Survey from a member of Team Florida 2000. Team Florida 2000 is Governor Jeb
Bush's statewide Y2K effort.
This effort to determine Y2K compliance was not unique to your organization; in fact, more
than 500 state Y2K inspectors fanned out all over Florida, scheduled by the Office of the
Auditor General. These Y2K Inspectors have gone face-to-face with local governments and
critical infrastructure organizations across Florida to determine Year 2000 preparedness.
Your organization reported to us that it was 85% complete with its mission-critical systems.
The results of the survey effort were posted onto our Web site at ~v«tiv.tf2k.or~, and the results
were announced at a press conference August 30.
It is entirely possible, however, that your systems experts or contingency planning people may
have. "kicked over a rock," and found an isolated system or rivo that missed your earlier
inspections.
An example occurred in Nebraska, a state that had been reporting 100% compliance. A Y2K
upgrade of their misdemeanor warrants system blew the system out for a week in July. So, eve
need to validate your earlier responses.
Please observe the following steps:
As mentioned earlier, your organization originally reported being 85% complete with its
remediation efforts. Please let us know your new status by the close of business October
11`h. How to report is covered in a coming paragraph.
2. You must also update your status if you have no contingency plans or citizen awareness
plans under development. If you do not have a contingency or citizen awareness plan under
development, we do not consider your organization finished with its Year 2000 projects.
3. Additionally, if you are aware of any "Y2K showstoppers" in your organization, you must
indicate the nature of that "sho~vstopper" at this time. A "Y2K showstopper" is any system
that remains, as of today, unable to function properly in the year 2000
The Honorable Suzanne Shaughnessy
October 4, 1999
Page Two
and unlikely to be corrected before the fourth quarter of calendar 1999. This would include
any mission-critical computer systems, or a telephone system, 911, CAD, traffic control,
security, HVAC or other embedded microchip system that could, by malfunctioning or
otherwise failing to do its job, pose a severe hardship or outright threat to the health, safety
or well-being of the people within your organization.
4. You should have a program in place that prevents, or minimizes, the possibility that
remediated code could become polluted. Such efforts are called "Clean Management"
programs and help make sure that you do not remediate the same code twice. Making
sure that everyone has the same version of source code, for example, is one way to
practice clean management.
5. Sometime after midnight on December 31, 1999 and before the start of your normal
business resumption, it is recommended that your people conduct an evaluation of
mission critical systems and their ability to function properly. This "day zero" action
would require that appropriate staff bring into operation all mission critical systems
and evaluate their ability to perform in the new century. Results from this evaluation
should then assist in the implementation, ifnecessary, ofyour business continuation
plans.
Every local government and critical infrastructure organization in Florida has been issued a
secure user ID and password for access to the reporting application within the Team Florida
2000 Web site. This allows your organization to update your progress on Y2K issues. If you
cannot locate your User ID or password, please contact the Year 2000 Project Office at 850-
921-2235. Please check with your Y2K coordinator beforehand to see if he/she received the
secure login and password.
You can also use the enclosed LCIR Survey Form to report your status, if using the Internet is
not easy. Please follow the instructions on the form and FAX it to the Project Office by the date
specified. Please forward this document to your YZK coordinator.
The Governor created Team Florida 2000 to ensure that our state is prepared for the
Millennium. Your support and cooperation are critical to this effort. ~~,~e have remediatior~ and
planning expertise available and stand ready to assist you in any way we can.
On behalf of the Governor, we thank you for your continued cooperation and look forward to
talking with you soon.
Sincerely,
=_~~~
Scott McPherson
~~ Year 2000 Compliance Status
City of Atlantic Beach
These data are accurate as of April 1, 1999.
This is the data that we currently have on file for your organization. Please update this information as appropriate
via
• The Team Florida 2000 Online Database located at http://www.tfZk.ore/ If you do not have a
username/password please contact Eric Steinkuehler at (850} 921-2146.
OR
• Fax this form to Mr. Glenn Mayne, State of Florida Year 2000 Project Manager, at (850) 921-2483.
Suzanne Shaughnessy Mayor
Contact Name Title Phone Email
1. Total number of mission critical automated applications that require
remediation (completed and not completed)?
2. Number of mission critical automated applications that still require
remediation?
3. What percentage of all the work necessary to complete Year 2000
remediation in all mission critical applications has been completed as of the
current date? (The term "Completed" is defined to be when the remediated
application is running or operating in a production status.)
4. What is the estimated overall cost for the remediation of mission critical
applications?
5. Does your organization have sufficient fiscal resources to complete this
remediation?
6. Does your organization have sufficient technical and managerial resources,
either internal to the organization or contracted with an outside provider, to
complete this remediation?
7. What is the projected completion date that all mission critical applications
will be in Year 2000 compliance and in production?
8. Has your organization assessed the potential impact of Year 2000 failures
within embedded microprocessor chips that are in products and services that
your organization utilizes?
9. Does your organization have contingency plans to address Year 2000 failures
in the mission critical applications of those companies that provide products
or services to your organization?
10. Does your organization have contingency plans to address your
organization's inability to complete, in a timely manner, the Year 2000
remediation of all mission critical applications?
11. Does your organization have an information plan to keep interested and
concerned parties abreast of your organization's status in addressing Year
2000 date calculation issues?
Current Updated
5
1
85
S
Yes
Technical: Yes
Managerial: Yes
06/1999
Yes
Yes
Yes
Yes
The above questions deal with those mission critical automated applications within your organization that need to be remediated FOr Office Use
in order to satisfy Year 2000 compliance. (The term "Year 2000 compliance" means proper operation of systems before, on, and 8
after the Year 2000. The term "mission critical" is defined to be an application in which Yeaz 2000 failure would seriously impede Duval
the ability of your organization to function properly.)