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Home My WebLink AboutTR-4-99 THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON REPORT Meeting: General Purpose and Administration Committee File #: Llt) G Date: February 1, 1999 J-�� - Report#: TR-4-99 File #: By-Law#: Subject: YEAR 2000 Recommendations: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1. THAT Report TR-4-99 be received; 2. THAT staff proceed immediately with the plan of action outlined in the body of this report; 3. THAT as an interim measure, no municipal staff be permitted to schedule vacation time between December 31, 1999 and January 7, 2000; 4. THAT no municipal facilities under the control of municipal staff be booked for special events between December 31, 1999 and January 7, 2000; and 5. THAT a copy of this report be forwarded to all known external agencies that may affect the public safety of the Municipality and all affiliated groups, including the Recreation Boards, Newcastle and Orono Arenas, Museums, Library, the Older Adult Centre and Youth Centre. BACKGROUND AND COMMENT: 1.0 As Council is aware, the Y2K issue is not just an Information Technology problem, it is a business issue. The technical solution is an Information Technology function and has been addressed in part, in prior Report TR-81-98, but the business solution requires executive action. To measure the risk to the Corporation, staff are attempting to identify each area where there may be a problem. This issue involves not only the Corporation's internal operation but also the vendors from whom goods and/or services are purchased, as well as other organizations operating within the TR-4-99 Page—2 - municipal boundaries. With the added problem of possible embedded chips in equipment, the potential exists for the Y2K problem to affect everything from electricity, water, vehicles, elevators, sprinkler systems, fax machines, copiers, HVAC equipment and the list goes on and on. 1.1 The Municipality has a legal, as well as moral responsibility, to exercise due diligence in attempting to identify and address as much as possible, any potential hazards to public safety posed by the Y2K challenge. This includes possible disruption to essential community services and the impact on our ability to respond to a major emergency or to implement the Municipal Emergency Plan. The Ministry of the Solicitor General and Correctional Services, which is responsible for overseeing public safety across the Province through Emergency Measures Ontario, is undertaking a number of projects to have its own mission and business critical systems Y2K compliant at the earliest possible date. Also, the Ministry of Municipal Affairs and Housing is focusing on Municipal efforts. They have been contacted to provide information and contacts for consultants with expertise particular to the Municipal environment. Due to the critical time factors and potential impacts, it is now critical for Department Heads to take an active role in advising the Committee and maintain an awareness of all Y2K activities. 1.2 The issue of staffing during the time period December 31, 1999 to January 7, 2000 is a crucial one. Many municipalities, including the Region of Durham, are currently not permitting employees to schedule vacations over this time period. It is recommended that until a detailed contingency plan is established and approved by Council, that as an interim measure, no employees' vacation time be approved over this time frame. The Year 2000 committee, in conjunction with Department Heads will attempt to identify key positions and responsibilities that must be maintained and report back to Council. Any employees who have already made financial commitments for vacations during this time are requested to notify their respective Department Head. 1.3 Currently, the Community Services Department has received several requests for booking special events at the facilities during the New Year celebration. These 8 U 2 TR-4-99 Page—3 - include the annual Firefighters New Year's Eve event as well as a major event on January 2, 2000, sponsored by many of the area churches. A detailed contingency plan for emergencies is not yet complete, however, it is likely that several of the facilities may be necessary to be kept available in the event that emergency shelter is required. These facilities will be identified by the Year 2000 committee in conjunction with Department Heads, along with generator and food requirements as part of the Municipality's contingency plan. Due to the unpredictable nature of the Year 2000 issue, it is recommended that no special events be scheduled at the facilities during the period of December 31, 1999 to January 7, 2000. Regular bookings and swimming times can continue subject to short notice in the event of a necessary cancellation. 1.4 Subsequent to Report TR-81-98 (requesting funding to address Y2K issues), the Y2K Committee has identified the following as ideal objectives: 1. Public safety; 2. Minimize liability; 3. Minimize loss of revenue; 4. Preservation of current operations; 5. Minimize disruption to business; 6. Minimize conversion time, efforts and costs; 7. Maintain communication with staff, council, public (customers), vendors, and business partners. 1.5 A Y2K proposed action plan has been developed and will be followed to the extent possible: 1. Create a sub steering committee to expedite the process. Representatives from Public Works, Fire, Community Services, Treasury and Property; 2. Assign individual committee members responsibilities; 3. Establish critical path for related activities; 4. Meet with representatives from Municipalities that are advanced in their Y2K progress, ie: Kingston, Richmond Hill, Thunder Bay, North Bay; re: their progress to date, obstacles, etc.; 5. Develop training session for council, all employees, public in general, tenants, municipal contractors and local vendors. Best efforts to maintain communication with all parties; 6. Attempt to inventory items with potential Y2K problems; 7. Meet with the major utility companies to understand their readiness and contingency plans; 8. Identify in priority key suppliers and service providers, evaluate to the best extent possible their impact on our ability to do business. Identify mission critical services or functions; u3 TR-4-99 Page—4 - 9. Identify mission critical situations that are possible in Clarington on December 31, 1999; 10. Test systems once changes implemented; 11. Develop potential contingency plans; 12. Review and implement Municipal Emergency Plan to the extent possible for public emergency; 13. Review staffing requirements for December 31, 1999. 1.6 The Y2K Committee will report back to Council with a proposed contingency plan, as well as a communication package outlining public notification and telephone hotline proposals. 1.7 With respect to the technology problems, the Computer Division has been working on the Y2K issue for the last couple of years and has focused on getting both the hardware and the software ready for the new millennium. The following is a partial listing of the steps that we have taken to address Y2K compatibility for the Municipality's computer systems: • A complete desktop change over took place in the fall of 1997 where all the workstations were replaced with Y2K compliant machines running Windows NT and MS-Office 97; • Email package was upgraded to Y2K compliant version; • The tax system was replaced with Vailtech; • Financials were made Y2K "capable" by 3C Computer Consultant on a transition basis; • New Payroll, HR and attendance applications were implemented; • AutoCAD and Mapinfo applications were upgraded for Planning and Public Works; • In the process of implementing the GIS system to ensure Y2K compatibility of several Planning and Public Works applications. 1.8 The following is a partial list of existing applications that are not Y2K compliant that we are working on either replacing or making modifications for Y2K compliance: • Fire Dispatch system; • Community Services program registration and facilities scheduling; • Several Clerks applications including their Record Management System, Bylaw, Animal Control and other custom written applications; • Fleet management/maintenance application for Public Works Hampton; 6 u 4 TR-4-99 Page— 5 - The ultimate goal is to deal with all of these issues, however as the Year 2000 approaches and any unforeseeable delays occur, prioritizing may become necessary. CONCLUSION: 2.0 Although funding was approved by Council in 1998 (TR-81-98) for various systems applications, should any other operational equipment expenses be revealed as a result of the Y2K Committee work, funding will be addressed in the 1999 budget process. The Committee will consider the engagement of municipal consultants to assist in the extensive Y2K issues over the balance of the year. In summary, the Y2K Committee recommends that Council endorses the above action plan to be put into place immediately. Respectful y ubmitted, Reviewed by, arano, H.BSc.,AMCT., Franklin Wu, M.C.I.P., R.P.P. Treasurer Chief Administrative Officer MM/NT/LB/hjl � U � Courtice and Area Community Association Courtice Park Association Brad Greentree Marian Corcoran P.O. Box 183 13 Cloverfield Street 1651-1669 Nash Road Courtice, Ontario L1 E 1 K3 Courtice, Ontario L1 E 1S8 Hampton Recreation Association Hampton Community Association Beth Knowler Edith Beavis P.O. Box 158 5360 Old Scugog Road Hampton, Ontario LOB 1 JO Hampton, Ontario LOB 1 JO Kendal Athletic Association Orono Athletic Association Brian Foster Gord Lowery 26 Water Street 5250 Main Street Kendal, Ontario LOA 1 EO Orono, Ontario LOB 1 MO Zion Park Association Baseline Community Centre Mrs. Marion Hockney Brenda Metcalf 1590 Pebblestone Road 2185 Baseline Road Courtice, Ontario L1E 2H1 Bowmanville, Ontario L1C 3K3 Brownsdale Community Centre Clarington Beech Centre Harry Clarke Don Welsh Box 20012 26 Beech Avenue Newcastle, Ontario L1 B 1 M3 Bowmanville, Ontario L1 C 3A2 Hampton Hall Haydon Hall Lee Campbell Barbara Walsh Hampton, Ontario LOB 1 JO 8045 King Street Haydon, Ontario L1 c 3K2 Memorial Park Association Newcastle Arena Management Board 88 Ontario Street Beth Creighton Bowmanville, Ontario L1C 2T1 43 Lawrence Crescent Bowmanville, Ontario L1 C 3M7 Newcastle Community Hall Newtonville Hall Gabriel Worsley Wallace Boughan 139 Andrew Street 21 Church Street Newcastle, Ontario L1 B 1J6 Newtonville, Ontario LOA 1 JO Orono Arena & Community Hall Orono Town Hall Pete Maartense Elizabeth Bovaird Box 72 Box 561 Orono, Ontario LOB 1 MO Orono, Ontario LOB 1 MO Solina Community Centre Tyrone Community Centre Deanna MacDuff Patty Woodcock 1914 Concession Road 6 R.R. #5, Box 86 Hampton, Ontario LOB 1 JO Bowmanville, Ontario L1 C 3K6 Visual Arts Centre Bowmanville Museum Margaret Rogers Charles Taws P.O. Box 52 Box 188 Bowmanville, Ontario L1C 3A8 37 Silver Street Bowmanville, Ontario UC 3K9 Clarke Museum and Archives Youth Centre Mark Jackman Terri MacCabe P.O. Box 152 132 Church Street Orono, Ontario LOB 1 MO Bowmanville, Ontario L1 C 1 T5 Cynthia Mearns Bowmanville Library