5.6. SR 07-12-1999
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Item #5.6.
MEMORANDUM
TO:
Mayor & City Council
FROM:
Pat Klaers, City Administrator
DATE:
July 12, 1999
SUBJECT: Y2K Presentation
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The city has been working on the widely discussed Y2K problem for a long
time..."officially" starting some time last year. Mter reviewing and
evaluating all of the concerns from a citizen/property owner point of view and
from a city official point of view, I believe that we, as a municipality, are in a
very reasonable state ofY2K readiness. If there are public concerns
regarding this issue, then these concerns most likely relate to health, safety,
and welfare issues rather than the city finance computer system not working
or the liquor store check out scanners not working. Accordingly, staffhas
been looking at Y2K as an emergency situation, much like a tornado, and I
have designated Fire Chief/Fire Marshal and Emergency Preparedness
Director Bruce West as the Y2K coordinator for the city of Elk River. At this
July 12 City Council meeting I am asking the City Council to confirm this
appointment by a formally approved motion.
Please see the attached material from Bruce regarding the city's Y2K
readiness status. Generally a great deal of the public's concern relates to
issues that are outside of the city's control. These concerns include no heat,
no electricity, no gas, etc., being available for an extended period of time. In
most cases, all that municipalities can do is contact its appropriate vendors
and suppliers in order to ascertain the status of their Y2K readiness and plan
accordingly. Certainly if there are problems with major industries, the
problems will be foreshadowed by experiences in major metropolitan areas on
the east coast, England, and even Australia many hours before they are
experienced in Elk River.
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Most of what we are doing from a pro-active or preventive scenario is related
to ensuring that the Wastewater Treatment Plant lift stations are in
operation, that the wells are pumping water, and that our municipal electric
utility can function in order to provide electricity to quadrants of the
community on an emergency basis for four hour intervals. However, the
entire municipality is not in the city electric district so this electric Y2K
readiness won't impact all of our citizens.
13065 Orono Parkway. P.O. Box 490 · Elk River, MN 55330. TDD & Phone: (612) 441-7420 · Fax: (612) 441-7425
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A lot of what the city can do regarding this issue is disperse public
information on what we know and how the public should approach this
unusual event. In this regard, the attached Red Cross information has been
distributed with the municipal utility bills (which go to all residents in the
city), information has been put on the city web page, newspaper articles are
planned, and city newsletter articles have taken place and are scheduled to
take place.
At this 7/12/99 City Council meeting, Bruce and the majority of the
department heads who would respond to a natural disaster, will be in
attendance to discuss with the City Council action their department is taking
in order to be prepared for the worst case situation.
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Item #5.6.
MEMORANDUM
River TO:
FROM:
Mayor & City Council >. i, I J
Bruce A. West, Fire Chief V> JI.W
DATE:
July 12, 1999
SUBJECT: Y2K Readiness
As fire chief and emergency management director for the City of Elk River, I
also have been designated the Y2K coordinator to assist in the preparation
for the new millenium. At the July 12 City Council meeting, I, and various
department heads, will be making a presentation in reference to the Y2K
readiness of various departments throughout the city. The critical areas
within the city of Elk River have been identified and assessment of those
critical areas has been taking place during the past year.
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Our department heads are continuously aware of the potential Y2K
problems, and with less than a year to go, are preparing to minimize the
potential impact ofY2K problems within our community. Each and every
department head is committed to addressing potential problems and taking
responsible action to remedy them.
We are using our Emergency Operations Plan (EOP) as the concrete
foundation for our Y2K contingency planning and consequence management.
Each department head, referencing the critical systems for the health and
safety of the public, has been identifying potential problems and developing
contingency plans if some critical systems fail on January 1, 2000. The
department heads within the City of Elk River are also developing
consequence management plans that will deal with the consequences rather
than the causes of any potential failure. The consequence management plan
will help department heads reduce the number of decisions made during
response and recovery operations should there be critical system failures.
The consequence management plan will also provide and restore critical
services quickly to minimize the impact on the public's safety and health.
The goal of a consequence management plan is to restore a critical system
and/or a department's service in a timely and cost effective manner.
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The most critical systems within our community have been identified and
include:
. Electric and water as supplied by Elk River Utilities
. Wastewater Treatment Plant
13065 Orono Parkway · P.O. Box 490. Elk River, MN 55330. TDD & Phone: (612) 441-7420. Fax: (612) 441-7425
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· Police Department operations, 911 Dispatching
· Fire Department/Ambulance Service
. Administration/Finance
· Public Works/Street Department.
Each department head in the most critical areas as listed above will be in
attendance at the July 12, 1999, City Council meeting to give a brief
presentation in reference to their Y2K readiness. After the presentations of
the department heads, we will answer any questions you may have in
reference to Y2K.
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I also want to update the council in reference to a community wide meeting
that will be held in September 1999. The community wide meeting is called
"A Community Conversation Leading the Way to Y2K." During this
community conversation town meeting, numerous speakers will be present to
discuss their Y2K readiness in many critical areas throughout our
community. For example, we will be inviting speakers referencing electric
and water, wastewater treatment plant, natural gas supplies, police 911
operations, fire/ambulance services, US West telephone communications, Red
Cross operations, hospital readiness, banking, etc. This will be an
opportunity for our community's citizens to ask questions, not only of their
local government officials, but also community leaders in reference to the
Y2K readiness. Information in regard to date, time, and location of this very
important Y2K readiness meeting will be presented to the council at a later
date.
The City of Elk River's department heads have been working very hard in
their contingency planning for any potential problems that may occur within
our community. Even with the testing, contingency planning, and
consequence management within the critical systems, there still could be
problems within our community. Our department heads are addressing the
Y2K issue as another area of disaster planning and disaster management.
As emergency management director, all of the Y2K preparation is having a
very positive impact on our overall EOP for our community.
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As Y2K coordinator, I have received numerous letters from various
community groups and private businesses in reference to the city of Elk
River's Y2K readiness plan. Already to date, I have met with various
concerned citizens and groups and updated them on the status of the
readiness of the City of Elk River. I believe it is very important for the City
of Elk River to repeat the message about the City of Elk River's Y2K
readiness through city newsletters, council meetings, community meetings,
and newspaper articles. The more prepared and secure residents feel about
the transition to the year 2000, the less fear they may feel if glitches in
service delivery occur in ether the public or private sector. When a letter is
received in regard to our Y2K readiness, I will be addressing the issue via a
return letter referencing the preparation our city has undertaken to prepare
for the year 2000.
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I have enclosed for the council review a sample contingency plan for a
wastewater treatment plant. This contingency plan is similar to what our
department heads with critical systems have been, and are currently working
on if there were a system failure during any emergency situation. Once the
contingency plan is completed, a copy of the plan is given to the Y2K
coordinator and also to Assistant City Administrator Lori Johnson to keep on
file.
If there are any questions in reference to the Y2K presentation for the July
12, 1999, City Council meeting, please feel free to call me at the Elk River
Fire Department at 441-4919.
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SAMPLE PLAN
Contingency Plan for Wastewater Collection System
The jurisdiction's Wastewater Collection System consists of 3 lift stations, light
alarm systems, and gravity sewer lines.
I. Objective of the plan
To provide normal level of service.
2. Criteria and procedures for activating the plan
To ensure that electricity flows out to one or more lift: stations, the Public Works
Director will assign employees to monitor the system beginning on December
31, 1999, through a night shift: into January 1,2000, on .an emergency basis until
it is clear that there are no problems with the operation of the system. If an
employee discovers a problem, then he or she will notify the Public Works
Director (or designee) via (describe primary and backup communication
methods for contacting the Director) and describe the nature of the problem.
If needed, the Director will notify other employees to report for duty and will
assign them emergency responsibilities.
3. Roles, responsibilities, and authority
The Public Works Director will be in charge of activating and implementing this
contingency plan. The Director will assign workers in the department as needed.
If additional personnel are needed, the Director will have the authority to use
personnel from the Parks Maintenance Dept If the Public Works Director is
unavailable, the Sewer Lead Worker will assume the responsibilities of the
Director as outlined in this plan.
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Contingency and Consequence Management Plan~jng forYear 2000 Conversion
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4. Procedures for operating during or after system failures
· Portable Generators - The jurisdiction has two portable generators that
can operate the lift station. and all three lift stations have a generator
receptacle so that they can be run by a portable generator. Based on the
amount of storage in the lines and the wetwell in the vicinity of the lift
stations. the Public Works Director will assign employees to transport and
hook up the portable generators to the lift stations. If all three lift stations
are not working. the Director will establish a schedule to rotate the two
generators among the three lift stations. If necessary, the Public Works
Director will try to obtain an additional generator through mutual aid
agreement or rental.
· Vacuum Truck - If the generators are not able to handle the flow. the
jurisdiction can pump sewage out of the lift stations with the vacuum truck
The Public Works Director will assign employees to use this truck to pump
sewage.
· Tanker Truck - The jurisdiction also may be able to pump the sewage into
its tanker truck The Public Works Director will assign employees to pump
sewage using this truck
· lift Station Bypass - Because of the topography in the vicinity of lift station
# I , we would be able to establish a line to bypass that lift station. If needed,
the Public Works Director will contact a contractor to construct this line.
This is not an option for lift stations #2 and #3 because the distance to a
manhole, which discharges into a gravity line, is too great
· Temporary Overflows - To avoid sewer backups in citizens' houses if the
above options do not handle overflow, the jurisdiction may have to establish
temporary overflows from the lift stations.The jurisdiction will work with
the State Environmental Protection Agency to try to minimize the use and
impact of this option.
· Water restrictions - If a jurisdiction-wide or regional power outage lasts
more than 24 hours. the jurisdiction will consider restricting community
water usage to reduce flow of wastewater through the system.
Contingency and Consequence Management Planning for Year 2000 Conversion
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5. Resources available to support emergency operations
· Personnel - 3 Public Works employees for most operations. If necessary. an
additional 3 employees from the Parks Maintenance Department
· Equipment - 2 portable generators and trucks to transport them; I vacuum
truck; I tanker truck with pump; pipe or hose for lift station bypasses.
6. Criteria and procedures for returning to normal operations
· Restore electricity to all three lift stations.
· Disconnect any portable generators that have been connected to the lift: stations.
· Remove bypass for lift station if that ~ constructed.
· Clean up any temporary overflows.
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7. Estimated cost of the plan
· Personnel including regular; overtime, and holiday pay for three workers for
a five-day period: $2.000-$3.000.
· Generator rental at $1 OO/day. 5 days: $500.. (Purchase of generator-$30,ooO)
· Construction of bypass-$500.
8~ Testing the plan
Prior to December 31, ,1999. the Public Works Department will provide training to
its employees and the Parks Department employees on how to implement this plan.
9. Post-emergency plan
The Public Works Director will meet with. the personnel who assisted in
implementing the plan to determine how it worked. If necessary. changes will be
made to the plan for future emergencies.
Prepared by:
Date:
PRINT
Department! Agency Head:
Date:
SIGNATURE
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Sheet1
Elk River Municipal Utilities
Y2K Eauipment Analysis May-99
Eauipment Manufacturer Model ComDliance Compliance Date Comments
Cert.Reauest Cert. Received Tested
Administration
Network SYStem Novel Ready
Accountinal General Ledger APPA Power Manaaer Ready
Payroll APPA Power Manaaer Ready
Acct Recievable/Payable APPA Power Manager Readv
Invertorv APPA Power Manager Readv
Utility Billino
P C ComDuters Mircosoft Windows 95 Chanae Date Before 12-30-99 Readv
Mircosoft Windows 97 Chanae Date Before 12-30-100 Ready
Mircosoft Windows 98 Chanae Date Before 12-30-101 Readv
Mircosoft Office 97 Chanae Date Before 12-30-102 Ready
Computer Printers . Ready
Back UP Hardware No Time/Date
Modems Readv
UPS Units No TimelDate
Meter Readina SYStem Itron MVRS/FS3 11/4/98 Readv
Telephone System Lucent Partner Readv
Fax Machine Toshiba TF 631 11/17/98 Readv
CoDV Machine Toshiba 5540 11/17/98 Ready
Postaae Meter Ready
Paaer SYStem County
Paaer SYStem Sherbume Co 3/26/99 'N System Installed Ready
Bob , Glenn, Brvan MinnComm Motorola 12/6/98 Ready
Two Way Radio System Ready
Cell Phones AT&T Wireless 3/26/99
On Call, Glenn, Wade, Bob Steve
Security SYStem ITI Caretaker Plus 10/23/98 Ready
Ootex MDC Serice +/- Customer. Y2K OK but will not rec<Xlnize leap year.
without being reset.
Fumnace @ Office Lennox Pulse No Time/Date
Water Depl
Demand Metering-
ABB ABB A1Dha + 7/30/98 Ready
Schlumberaer Schlumberaer Vectron 1/7/98 Ready
Residental Meterina Mechnical Meter
Gopher State One Call Toshiba TF-5521 11/17/98 Ready
Water Meters RochwelVBadaer Mechnical Meter
Water Well #2,3,4,5
Well Motor Control Center Allen Bradelv No Time/Date
Filter Motor Control Center Allen Bradelv No Time/Date
Floride Control Center Aquatrol No Time/Date
Aauatrol Aauatrol No Time/Date
Radio Information System Motorola No Time/Date
Pressure Booster Stations No Time/Date
Pressure Reducina Station No Time/Date
Off Peak Meter Control System Recievers No Time/Date
Control Computer UPA indicates a problem but are workina on
Y2k
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ELK RIVER MUNICIPAL UTILITIES
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322 King Avenue
Elk River, Minnesota 55330
Phone (612) 441-2020
Fax (612) 441-8099
To: Elk River City Council
Stephanie Klinzing, Mayor
John Dietz
Daryl Thompson
Larry Farber
Paul Motin
July 2, 1999
From: Bryan C. Adams
Subject: Y2K Update
There has been a tremendous amount of information published lately concerning Year 2000
software challenges more affectionately known as the Y2K problem. Due to the critical nature of the
electric and water utility to our society, both of these industries have taken this problem seriously.
These industries, along with Elk River Municipal Utilities (ERMU) at the local level, have done
inventory, problem assessment, equipment testing, and equipment verification to determine if Y2K
problems do exist, and if so, correct them in a timely fashion.
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On the national level all electric utility companies have undertaken an extensive verification
program in the generation, transmission, distribution, and administrationl customer service areas of
the industry and have not found for the most part, any serious Y2K problems. There will probably be
some minor glitches but nothing major.
On the local level, attached is ERMU's Y2K equipment analysis. This analysis reflects the
administration, water and electric department areas. The only difficulty we found was our Itron Meter
Reading system was not compliant. That system was replaced in 1998. All other systems and
equipment do not appear to be Y2K sensitive and should not present any problems. If all other
companies do the proper inventory, assessment, testing and verification, January 1, 2000 should
come uneventfully.
If other companies are not as diligent or miss something in the inventory or testing process,
problems could develop where contingency plans may become critical. ERMU has developed a
contingency plan. Elk River is fortunate, for we have 10,000 kW of diesel generation capacity. In the
winter months, these diesel generation units can supply electricity to approximately one half of the Elk
River customers we serve. We would utilize rolling blackouts where customers would have power for
3-4 hours and then no power for the next 3-4 hours. We plan to have electric linepersons and electric
generation people working on New Years Eve. These diesel generators will also be able to keep Elk
River's water system pressurized and operational. Vehicles and necessary equipment will be fueled
the day before and the fuel storage tanks will also be filled December 31,1999.
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Sheet1
EQuipment I Manufacturer Model Compliance Compliance Date Comments
I Cert.ReQuest Cert. Received Tested
Electric Generation & Distribution
Engine & Generator #1 Worthington No Time/Date
Enaine & Generator #2 Worthinaton No Time/Date
Engine & Generator #3 Cooper Bessumer No Time/Date
Engine & Generator #4 Worthinaton No Time/Date
Plant RelayS & Reclosures No Time/Date
Plant Sub Voltage Regulators Cooper CL-4C 1/21/99 Ready
Voltaae Reaulator Co Rd 30 Electro/Mechanical No Time/Date
Voltage Regulator Otsego ElectrolMechanical No Time/Date
VOltaae Reaulator Davton Electro/Mechanical No Time/Date
Stat14,WB1,WB2 Reclosure Control Kyle Type ME Form 4c 6/13/97 12/16/98 Ready
Sub Otseao Reclosure Control McGraw Edison Form 3A No Time/Date
LTC station 14 Waukesha 5173362tOO 1/19/99 3/22/99 Ready but will be tested
LTCWB1 McGraw Edison 15312 1/19/99 3/26/99 Ready
LTC WB2 . Cooper ~7752-o1 1/19/99 3/26/99 Ready
station 14 69 KV Breaker AEG OT1-72F1 1/19/99 3/23/99 Ready
Heatina System /a! Plant Rayco Vac No Time/Date
Signal Light Control System City Econlite K;ompliance per MOOT 3/24/99 Ready
Sianal Liaht Control System state Econlite Compliance per MOOT 3/24/99 Ready
street Light Control System
OronoParkway,FreePOrt,Dodae
Capacitor Bank Controller Fisher Pierce 4400 3/2/98 Rea y
Copier @ Plant Toshiba 1710 11/17/98 Rea v
Gopher state Fax Toshiba TF-551 11/18/98 Rea y
Office People Finder Motorola People Finder 12/4/98 Rea v
Plant Radio Base station GE Custom MVP Will Be Retaired
Vehicle Radio Motorola Maratrac 12/4/98 Ready
Johnson Challenger Plus No Time/Date
Midland 7Q-336b No Time/Date
Hand Held Radio Motorola HT1 oooIHT90 12/4/98 Ready
Vehicles
Ford Pick-up95,90,92 Ford F150 12/16/98 3/23/99 Reaey
Chev Pick-up 96,97 Chev 12/16/98 117/99 Reae y
GMC Topkick 91,92;96 GMC Topkick 12/16/98 1/17/99 Reae y
Ford F360 90 Ford F350 12/16/98 3/23/99 Reae y
Ford F700 96 Ford F700 12/16/98 3/23/99 Ready
Dodae Ram 250 93 Dodae 250 12/16/98
GMC 7000 87 GMC 7000 12/16/98 1/17/99 Ready
Chev 70 80 89 Chev C70 12/16/98 1/17/99 Ready
Ford Freightliner FL70 12/16/98 Feb-99 Ready
UPA Y2k Compliance Officer Sam Kokkian 241-2389
Process
Take Inventory
Assess the Problem
Test the Systems
Plan the Business strategy
Implement the Strategy
Pan for Continacies
Y2k
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