HomeMy WebLinkAbout1998-11-18 PACKET 04.G.REQUEST OF CIIY COUNGIL ACTION CdUIVCIL RGENQA
MEETI(VG ITEM #
DATE ("( (B'�7�1 r
PREPARED BY Finance Liz Johnson
ORIGIIVATING DEPARTNIENT STAFF AUTHOR
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COUNCIL ACTBON REQUEST
Approve resolution appointing a Year 2000 Coordinator
BUDGET IMPLICATION: $ $
BUDGETED AMOUNT ACTUAL AMOUNT
ADVISORY COMMISSION ACTION
❑ PLANNING
❑ PUBUC SAFETl'
❑ PUBLIC WORKS
❑ PARKS AND RECREATION
❑ HUMAN SERVICES/RIGHTS
❑ ECONOMIC DEV. AUTHORITY
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SUPPORTING DOCUIVlENTS
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REVlEWED
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FUNDING SOURCE
APPROVED
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DENlED
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ADMINISTRATORS COMMENTS
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City Administrator Date
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Memorandum
To: Honorable Mayor and City Council
Ryan Schroeder, City Administrator
From: Elizabeth Johnson, Finance Director
Date: 11/09/98
Re: Appointing Year 2000 Coordinator
Introduction
Tl�e Year 2000 computer issue, commonly referred to as Y2K, has the potential to
impa�t every segment of city operations. City staff has begun to address this potential
problem, We aze requesting the City Council to approve the resolution appointing a
Year 2000 Coordinator.
IIiscussion
�r[efly, #he Y2K issue involves those softwaze progams, computer equipment or
embedcled systems that will be unable to recognize the date change on 1/]/2000 and the
probiems that may occur in conjunction with a possible failure.
Recently, the Governmental Accounting Standazds Boazd has issued a technical
builetin, which will require local governments to disclose in their financial statements
concerning what the governmental entity has done and will do to address and correct the
problem.
The stages ofwork that staffis contemplating is consistent with what has been
suggested by the Securities and Exchange Commission. The stages of work include:
1. Awazeness
2. Assessment
3. Remediation
4. Validation and Testing
5. Implementation
November 9, 1998
As you can see from the attached assessment log, we aze primarily in the assessment
phase. The Y2K "bug" can affect how the City provides services to the community
through its systems. It can also affect how the City's major partners who provide
services to us will affect City services through their systems. I have been in contact wi2h
our major financial partners; US Bank (our primary bank), our brokers and Depository
Trust, who acts as the clearinghouse for debt repayment, concerning their progress with
the issue. �
I have requested ow external auditors to add the Year 2000 issue as an additionai audit
step because we will be making a disclosure in the financial statements concerning our
efforts with this problem.
Requested Action
Approve a resolution appointing a Yeaz 2000 Coordinator,
RESOLUTION NO. 98-
RESOLUTION APPOINTING A YEAR 2000
COORDINATOR
WHEREAS, the City of Cottage Grove recognizes that the Year 2000 computer
probiem involves more than just a computer issue; and
WHEREAS, the City recognizes that ail of its departments and services may be
impacted by the Year 2000 problem, and
WHEREAS, the City's efforts to minimize the potential impact of the Year 2000
probiem will likely involve multiple city operations and outside organizations; and
WHEREAS, the City believes that coordination of all persons working on the
Year 2000 problem on behalf of the City are essential to the efficiency and
effectiveness of the City's overali Year 2000 effort; and
WHEREAS, the City pledges to create contingency and community
preparedness pians to reduce the possible effects of computer and operation system
failures throughout the community; and
WHEREAS, the League of Minnesota Cities has requested #hat cities designate
a contact person to receive information on the Year 2000 problem;
NOW THEREFORE BE IT RESOLVED, the City Council of the City of Cottage
Grove, County of Washington, State of Minnesota, hereby appoints Elizabeth Johnson,
Finance Director to serve as the City's Year 2000 Project Coordinator
Passed this 18th day of November, 1998.
John D. Denzer, Mayor
Atfest:
Caron M. Stransky, City Cierk
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