HomeMy WebLinkAboutY2K Memorandum and Plan - 1999THEl%/O11111, CITY OF
To: Bob Freeman
CC: Gary McKamie
Tom Cox
From: Dan McLain
Date: 04/15/99
Re: HTE Courts Data Conversion
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As you are aware, our Municipal Court is in the process of implementing a new Court Management
system from H.T.E. They have had their first training session and will soon require that work begin
on their data conversion. This work will be performed by subcontractors working for H.T.E.
Based on a memo I received from Gary McKamie in October, 1996, my staff and I are not allowed
access to the data on your systems, thus preventing us from performing this task ourselves. We are
prepared to assist your staff in this endeavor, and will grant them administrativeghts to the new
system during this process. , r✓ 1� �A
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I will, of course, insure that this data is then protected on the new AS/400 to continue compliance,,/
with the previously described memo, a copy of which is attached. c '
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T H E C I T Y O F
EULEN�.
TO: Danny McLain
Information Services Manager
FROM: Gary L. McKamie
Chief of Police
DATE: October 23, 1996
RE: Law Enforcement Records
As you are aware, State Law designated the head of a law
enforcement agency as the custodian of the records. He is held
responsible for access and dissemination of records information.
Improper access or dissemination of law enforcement records can
result in civil or in some cases criminal penalties.
The need for technical support requires that I allow you and your
staff access to our computer system. However, that access is
limited to technical support and technical support alone.
In order to ensure compliance with all legal requirements relative
to access and dissemination of law enforcement records, I must
require the following of you and your staff:
1. Requests for law enforcement records will be directed to
the police records supervisor in writing. The records
supervisor will fill such requests when appropriate.
2. Access to arrest, offense, or investigative data files
is prohibited without the expressed consent of the
Service Division Commander.
3. No information contained within the Police Department
computer system(s) will be accessed or disseminated
except within City policy, local, state, and federal
law.
I trust that adherence to these guidelines will allow us to operate
an efficient law enforcement records management system in an
ethical and legal manner
201 N. Ector Drive, Eudess, Texas '6039-359S
085-100 o Metro 81-26 -4-t03 o FAX 81-08h -141(i
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T H E C I T Y
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TO: Tom Cox, Director of Administration
FROM: Alice Cahill, Personnel Analyst tL L--
DATE: May 10, 1999
SUBJECT: January 1, 2000 Holiday
On Friday, December 31st, 1999 the following cities will be closed in observance of New Year's
Day 2000:
Arlington
Fort Worth
Grapevine
Grand Prairie
Mesquite
Richardson (Closed on 12/31 /99, however all employees will either be at work or out on
Emergency Leave on Monday, January 3rd.)
Lewisville (All department heads will be working until midnight on Friday)
Farmers Branch (Employees will receive their December 31st paychecks earlier than
12/31 /99)
lowing c ' s will close their offices on Monday, January 3rd:
Hurst
Plano
Bedford c
Dallas
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e5110
201 N. Ector Drive, Euless, Texas 76039-3595
817/685-1400 o Metro 817/267-4403 a Fax 817/685-1416
T H E C I T Y O F
tuLESS
U^ TO: Tom Cox, Director of Administration
FROM: Alice Cahill, Personnel Analyst 6L U
DATE: May 10, 1999
SUBJECT: January 1, 2000 Holiday
On Friday, December 31 st, 1999 the following cities will be closed in observance of New Year's
Day 2000:
Arlington
Fort Worth
Grapevine
Grand Prairie
Mesquite
Richardson (Closed on 12/31/99, however all employees will either be at work or out on
Emergency Leave on Monday, January 3rd.)
Lewisville (All department heads will be working until midnight on Friday)
Farmers Branch (Employees will receive their December 31st paychecks earlier than
12/31 /99)
The following cities will close their offices on Monday, January 3rd:
Hurst
Plano
Bedford
Dallas
201 N. Ector Drive, Euless, Texas 76039-3595
817/685-1400 - Metro 817/267-4403 - Fax 817/685-1416
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From:XJune
To:
Date: 11:46 AM
Subject:
From your . Below are some answers to y r questions.
#1 - Fuelorders for advanced deliveries will not be taken until @ mid October for this type of service. I
will keep you posted.
#2 - I have contacted Lon Holloway of North East Butane and he has informed me that both units can be
converted easily and may also be reconfigured to on duel fuels (Natural gas & Propane). I am get
back to him with serial numbers and engine sizes.ru ,� (4.; S e_ 'f �
#3 - Gaynel Burch from Darr power systems will be contacting me on the pric' and availability of a
"CLEAN" power generator for building B. I will also keep you posted on this.
#4 - I will be sending an E-Mail to all depts. that have access to this benefit otherwise I will contact the
correct personnel in person to get a inventory count.
As things progress further I will keep you informed.
KLM.
GAFY�MCKA1u11E�--Y2K�Comm.:.::::.................................................................................................................................................................................................. -....
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From: JANINA JEWELL
To: CAMPBELL, SCOTT; COX, TOM; Cullum, Clyde; FREEM...
Date: Wed, Jun 2, 1999 8:30 AM
Subject: Y2K Committee
Per the discussions at the Year 2000 meeting, we have created a Y2K expense line item in the current
budget for any expenses you may incur with this committee. The account number is 02-90-60-8684 and
has been allotted $5,000 for this fiscal year. Please let me know if you have any questions regarding this
account.
Janina Jewell
THE WHITE HOUSE
WAS H I N GTO N
July 15, 1999
Dear Mayor Saleh:
I am writing to community leaders across the country to ask that you consider supporting an
important new national initiative we have begun called "Y2K Community Conversations," to
encourage public dialogue about local readiness for the Year 2000 date change.
Y2K Community Conversations are designed to inform citizens about the efforts that are
underway at the iocai ievei to address p ie C"raiieriges Lhai iric transicion co die rium ceiftary
presents to our communities and to you as an elected official. It is critical that citizens know
about the Y2K readiness of their respective communities.
As a leader in your community, one of the most important things you can do is help provide
people with information about Y2K work locally that has been completed as well as the work in
progress. Much has been accomplished in recent months on Y2K, but a great deal of work
remains and failures are possible -- especially at the local level. Therefore, it is important to
develop and discuss with citizens local Y2K contingency plans and other preparedness activities.
Y2K Community Conversations are locally driven events. They are designed to bring together
service providers, public officials, business and religious leaders, civic organizations, grassroots
groups, and others in an effort to share information, encourage discussion, and initiate follow-up
actions.
To support and assist you, we have developed a free tool kit that includes a guidebook for
planning Y2K Community Conversations, frequently asked questions, promotional material, and
a videotaped introduction by President Clinton. The tool kit is available by calling
1-888-USA-4-Y2K. Toolkit materials can also be downloaded from the President's Council on
Y2.K Coilversior we'll site st
With less than 200 days until January 1, time is of the essence. Your commitment to this
important initiative, whether you organize Y2K Community Conversations or simply participate
in those being organized by others in the community, is critical to our nation's ability to ensure a
smooth transition to the new millennium.
Thank you for your help.
Sincerely,
John A. Koskinen
Assistant to the President and Chair.,
President's Council on Year 2000 Conversion
. � A
Rick Vaughn!
Area Manager;
i
November22,, 1:999
i .
Mr. Joe Hermit'
City Manag6r 1 .
City of Euless':
201 N. Ectdr OOve
Euless, Teas: 16039
Re: Y21K Update on TXU
Dear Joe:
TXU
TXU is Y2k ready. That means essential functions to keep electricity and natural gas flowing are
complete, and Ii iat the Year 2000 rollover will be a normal day for electricity and gas customers.
Hundreds cf eia.iployees have spent several years preparing for the Year 2000. TXU's effort started in
mid-1996, ft6n its employees began checking operating systems and components for any code that
could cause. pj`bblems as the clock rolls to January 1, 2000. This comprehensive project addressed
mainframe iap�l,ications, computer infrastructure and embedded microprocessor systems. All mission
critical busi;ies:s• systems have been tested to be Year 2000 compliant.
The followir.ig'are some of the accomplishments made to insure that mission critical systems in Texas are
100 percent ready for the Year 2000:
• i TXJ Specialists have checked more than 113 million lines of computer code;
B01i nuclear units at Comanche Peak have been upgraded, tested and are Y2K ready;
'JYJ has worked closely with industry associations, such as the North American Electric
Re;iability Council and the American Gas Association;
• 's Cu stomers have already been receiving Y2K kilowatts from three generating units that have
:equipment clocks turned ahead to the Year 2000. Various plants were tested on-line in 1998
and 1999.
Customers icar also feel reassured, because several hundred additional TXU staff will be at control
centers and in;Mhe field during the Year 2000 rollover as part of TXU's contingency planning process. We
hope that tljis ii•tformation will assist you in answering questions from your citizens who may inquire about
TXU Electrib &•Gas and its Y2K preparedness. Please feel free to call me at 817-821-6330 should you
have any questions or need additional information.
Sincerely,
Rick Vaughn
To: Y2K Committee
From: Gary McKamie
Date: May 28, 1999
Re: Summary of Meeting 5/27/99
The following is a summary of issues we agreed to focus on during our meeting
yesterday:
1. Know how to contact Mayor Saleh for any emergency declarations, which may be
required.
2. Move the holiday to Monday, 1/3/00.
• Tom Cox to issue memo
3. Decide what staffing and/ r standby requirements will be.
• Discuss in Directors meeting ASAP
4. Decide what E.O.C. staffing will be required
• Discuss in Directors meeting ASAP
5. Increase available cash
• Loretta to provide for the availability of cash for emergency purchase of
supplies
6. Payroll1/4/00
• Loretta to print paychecks early dated 1/4/00
• No direct deposit for this pay cycle. Need to clearly communicate this to
the employees
7. All departments to stock up on necessary supplies beginning in November Y
8. Kyle to make certain all fuel tanks are full.
• Fuel center can be powered by Fire Station #2 emergency generator
9. Randy to make certain all water tanks are full
• Will have 2 days supply of water in the event there is an interruption of
electric service
• Water must be limited to personal consumption
10. Back-up fuel supply for emergency generators
• Kyle to determine costs for temporary placement of propane tanks at
Police Department and Fire Station #2
11. Back-up power for Bldg. B
• Required to maintain telephone service
• Kyle to determine costs
12. Jenny to do brochure in mid -summer for our citizens
• Basic information, being careful not to cause undue alarm
13. Traffic control in the event electric service is interrupted
• Clyde to have on hand and readily available, adequate portable stop signs
to meet needs at all signalized intersections.
14. Portable emergency generators
• Kyle to coordinate inventory of city -owned portable generators
• Kyle to insure all generators are operational
If there are other issues that I failed to not or if you think of others, please let me know.
W'
Rick Vaughn �4
Area Manager
November 22, 1999
(ul)ess,Te
nig
er
ss
r Drive
as 76039
Dear Joe:
Re: Y2K Update on TXU
oft, TXU
TXU is Y2K ready. That means essential functions to keep electricity and natural gas flowing are
complete, and that the Year 2000 rollover will be a normal day for electricity and gas customers.
Hundreds of employees have spent several years preparing for the Year 2000. TXU's effort started in
mid-1996, when its employees began checking operating systems and components for any code that
could cause problems as the clock rolls to January 1, 2000. This comprehensive project addressed
mainframe applications, computer infrastructure and embedded microprocessor systems. All mission
critical business systems have been tested to be Year 2000 compliant.
The following are some of the accomplishments made to insure that mission critical systems in Texas are
100 percent ready for the Year 2000:
• TXU Specialists have checked more than 113 million lines of computer code;
• Both nuclear units at Comanche Peak have been upgraded, tested and are Y2K ready;
• TXU has worked closely with industry associations, such as the North American Electric
Reliability Council and the American Gas Association;
• Customers have already been receiving Y2K kilowatts from three generating units that have
equipment clocks turned ahead to the Year 2000. Various plants were tested on-line in 1998
and 1999.
Customers can also feel reassured, because several hundred additional TXU staff will be at control
centers and in the field during the Year 2000 rollover as part of TXU's contingency planning process. We
hope that this information will assist you in answering questions from your citizens who may inquire about
TXU Electric & Gas and its Y2K preparedness. Please feel free to call me at 817-821-5330 should you
have any questions or need additional information.
Sincerely,
Rick Vaughn
:GARY,MC,KAMIE ,Y21<:Signal_Controller:Compliance..................:.:...................................................................................:........... Pa e 1
From: ANDREA BAXTER
To: BYERS, RANDY; COX, TOM; HENNIG, JOE; MCKAMIE, G...
Date: Sun, Jun 20, 1999 11:29 AM
Subject: Y2K Signal Controller Compliance
Euless Signals Controllers:
Ash @ Fuller Wiser - compliant but old
Ash @ N. Main - non -compliant
Harwood @ N. Main - currently non -compliant but scheduled for replacement
Mid -Cities @ N. Main - currently non -compliant but scheduled for replacement
Mid -Cities @ Fuller -Wiser - compliant
W. Pipeline @ Raider - compliant but old (replace w/ W. Pipeline project)
W. Pipeline @ S. Hospital - new and compliant
W. Pipeline @ El Camino - new and compliant
W. Pipeline @ Central Jr. High - compliant
Westpark Way @ Marlene - new and compliant
Westpark Way @ Tibbets - new and compliant
Westpark Way @ W. Pipeline - new and compliant
N. Main @ Midway - compliant but being replaced with N. Main project
N. Main @ Bear Creek - non -compliant
Several Issues -
Complance. We believe only the signal controllers at Ash and N. Main and N. Main @ Bear Creek will
require replacement before the end of the year. The signal controllers that are non -compliant but being
replaced on the Mid -Cities road project will be manually reset to permit the signals to run until they are
replaced. We are hopeful the new signal at Harwood @ N. Main will be in place by Jan 1. Otherwise, the
controller will be manually reset.
We are replacing all backup batteries to minimize problems if power goes out. Cost of controller
replacement (2) plus backup batteries is approximately $5000 to $6000. Funds available in
26-66-06-5113.
Old Controllers. There are several controllers that need to be updated in the relatively near future
because they are so old. Once we decide which manufacturer (see below) to go with we will begin
planning our replacement program. Funds are available in 26-66-06-5113.
Manufacturer Problems (Multisonics). We have been using Multisonic controllers. (The TxDOT signal
specs. did not permit us to specify a brand so we have other controllers at 4 locations) Multisonic no
longer has local rep. support so we need to choose another brand to start using. Donald and Paul are
trying to finalize their work on this.
Staff Availability on New Years Eve. Donald Dacus will be "on call" to work on signals. Suggest we
obtain extra temporary stop signs for backup planning purposes.
TxDOT Signals. We understand TxDOT's controllers are compliant. Donald can get into the TxDOT
controllers New Years Eve to reset, if necessary. If TxDOT has problems that night they won't have the
staff to help us (in my humble opinion).
I can create something in a table form if you find this e-mail confusing. Let me know if you find
discrepancies. It boils down to this ... we feel we are in pretty good shape. We will let everyone know if we
come up with something else.
CC: KRUCKEMEYER,PAUL
Report on Y2K Meeting, Tarrant County O.E.M.
Consensus: Problems will be "people" issues, not "system" issues.
Agencies in attendance:
➢ Fort Worth Office of Risk Management
➢ Tarrant County Commissioners Court Rep.
➢ Bedford
➢ Benbrook
➢ Euless
➢ Keller
➢ Mansfield
➢ North Richland Hills
➢ Watauga
➢ Tarrant County O.E.M.
• Austin Town Hall Meeting -
Plan Remediation Review- Koskinen reports all federal systems are compliant
Only the fanatic fringe that had a special interest attended
"Questionnaire" - JMLORD - survivey2k.com - wild2k.com
Week Prior, "Empty shelves"
Southwestern Bell- Slow or no dial tone for'/2 to 1 hour following midnight
State Response- Letter to Mayor's in near future, extensive PSA campaign, "Y2K Awareness
Week".
Ft. Worth- Staffing at Level IV, every rolling unit staffed and on the street, staging Gang Task
Force/SWAT for rapid deployment, staffing every Fire Station with one extra Firefighter
dedicated to communication, holding over extra dispatchers in communication, RACES
representative assigned to all key locations/facilities/staff. "Drunks" galore -taxing facilities &
manpower. Current problems faced are "hype" at gun shows, bulk storage of flammable
fuels.
• Bedford- Canceling all vacation from December 29th to January 4th . Opening EOC
midafternoon and running until at least 2am. Extra staffing until at least 8am on the first -
possibly until midafternoon. Looking at stocking food and water to last one week and provide
for FULL EOC staffing. Staging portable stop signs at ALL intersections.
• Local Inquiries- Irving FD Flyer, other "unusual" individuals.
• Special Events- FBCE-30k
Tarrant 1-To be designated Y2K Communication Link.
Questions for Austin Community Conversation on Y2K
Poor people and the elderly on fixed incomes often live hand-to-mouth, who is responsible to make sure
they have what they need if there is a Y2K failure?
Because there may be national shortages of some essential items due to Y2K failures in manufacturing,
transportation, power, and telecommunications, the federal government has increased production of two
key commodities, oil and cash. What other commodities, .ie. food, batteries, kerosene, have our state or
local officials ordered or requested to be increased in production for high risk Y2K times?
Some people have said that the national food supply system and supply chains for medications are not
likely to be disrupted by Y2K failures. Citizens, they say, need only be concerned about "localized
shortages." Austin or other parts of Texas could well experience these "localized shortages." How many
days or weeks of essential food and medicines are in the stores in our community in regional warehouses
and manufacturers plants? What range of scenarios is reflected in our community's current contingency
plans. The community -wide preparedness work in Portland Oregon involves planning for scenarios of three
days, one two weeks and eight weeks. What range of scenarios in reflected in our contingency plans?
How are people going to be notified of preparations they should take and the contingency plans?
U.S. Senator Bennett recently mentioned the possibility of civil unrest if because of Y2K failures assistance
checks were not delivered to the needy or if food were distributed only to some parts of the city. Where
would you go to get current contingency plans that deal specifically with preventing such problems? What
should citizens do in that event?
Texas has a large concentration of petro-chemical industries which are upwind of Austin. Austin's
electronics manufacturers also use large amounts of hazardous chemicals. When OxyChem inventoried
their 40 chemical plants around the globe. They identified 3000 systems which needed to be remediated.
However, OxyChem's independent auditors uncovered 30,000 systems which had possible problems. Have
local chemical facilities and facilities upwind of Austin had independent audit performed? Have they audited
their suppliers to ensure that their computer systems are Y2K compliant?
Do we know if chemical companies are stockpiling hazardous chemicals to prepare for Y2K? If they are
stock -piling hazardous chemicals, who is monitoring to make sure they are safely stored? Shut -downs and
start-ups are particularly risky events at chemical plants. Are emergency services officials being notified so
they know of any added risks because of the storage of chemicals, safety holiday shut -downs, potential
emergency shutdowns, or restarts?
The Texas Year 200 Working Group has been focused on getting the state agency and state university
computers up to speed. According to an article in the Houston Chronicle the Texas Natural Resource
Conservation Commission was not taking responsibility for industrial compliance. The article said that the
TNRCC sent out a letter advising companies of web -sites they could use as resources. Who will take action
if companies have not made their facilities Y2K compliant? Are Mayor Watson, the other area elected
officials, including the Governor prepared to issue Executive Orders to force utility companies to work
together to make sure that people have power, for instance?
Have local utilities audited the systems that supply them? Has the electric grid been checked out
nationally? Who in the government is responsible for such an audit and providing a copy of it to the public?
Texas has its own electric grid? Has the decision been made to keep Texas hooked up to the grid yet?
Who is making these decisions and when will they be made if they have not been made already?
If there is little to nothing to worry about, why have industry groups fought so hard in Texas and in Congress
for legislation to limit lawsuits in the event of problems?
C <WMMRCE>
11;f�U
Z o 0 0
July 8, 1999 0
c
Mr. Rick Herold LS
Manager J U L 2
Texas Star Golf Course 1999
201 N. Ector Drive
Euless, TX 76039-3595 r'1 O�FE LESS
YEAR 2000 READINESS DISCLOSURE
Dear Rick:
Recently, you inquired as to whether or not Workforce 2000's products and services are Year
2000 compliant. This issue has received a great amount of attention over the last few years and
every one is rightly concerned about the effects the new century will have on existing computer
systems and software.
The problems posed by the Year 2000 involves the storing of dates and calculations based on the
date string. Proper handling of the date calculations involving dates beyond 1999 would make a
product "century compliant." By "century compliant we mean that all dates are stored using a
format that includes the day, month and four -digit year.
In the case of Workforce's software, our IBM AS400 operating system, which was implemented
in 1998, is Year 2000 compliant. Also in 1998 we made a significant upgrade in our PCs. In our
mainframe software, all situations where a date is utilized in a calculation or for sorting purposes
we are using a four -digit year. Date conversions have been identified and we are in the process
of malting the revisions and testing. We plan to complete implementation by July 31, 1999;
however, testing will continue through 1999.
Though we feel confident that Workforce's software is compliant, whether the few third parties'
applications we utilize are compliant is outside of our control. We are making ongoing
assessments about the Year 2000 compliance of our service providers in an effort to reduce or
eliminate any disruption that our customers may experience.
■ Chase Bank, who is the primary software platform for our automated banking services, has
stated their products are Year 2000 compliant.
■ Scudder Kemper Investments, our 401(k) retirement plan investor, believes they are taking
reasonable steps to prepare for Year 2000.
We encourage you to retain copies of all Year 2000 correspondence in your files. If you have
any questions or comments, please do not hesitate to call us at 1-800-522-9778.
Sincerely,
xt,4�
Lori Bowles
President
PROFESSIONAL EMPLOYER SERVICES
1903 Central Drive, Suite 200
Bedford, Texas 76021
800 522-9778 a 817 868-7277
Fax 817 868-7210
GARY MCKAMIE - Y2k - Generator information
Page 1
From: KYLE MCADAMS
To: TOM COX
Date: Tue, Jul 20, 1999 11:45 AM
Subject: Y2k - Generator information
I met with Gaynel Birch of Darr Power Systems this past Monday, based on Ed's Electrics input I have
come up with the following recommendations.
If we decided to power up City Hall buildings, A, B and C we will Need the following.
500 kW - 720 Kva Trailer unit.
With 200 free hours.
Anything over 200 will be an additional $66.60 per hour.
Unit will burn @ 38 gallons of diesel per hour under load.
$6660.00
One month rental generator
$2500.00
One month rental cables
$550.00
Delivery fee - Generator
$500.00
Delivery fee - Cables
$10,210.00
Total
If we decided just to power up just the phone system we will need the following.
60 KW - 175 Kva Trailer unit.
With 200 free hours.
Anything over 200 will be an additional $15.75 per hour.
Unit will burn @ 5 gallons of diesel per hour under load.
$1575.00 One month rental - Generator
$1000.00 One month rental - Cables
$200.00 Delivery fee - Generator
$200.00 Delivery fee - Cables
$2975.00 Total