Information Technology Commission
INFORMATION TECHNOLOGY COMMISSION
Thursday, September 10, 1998 - 1:30 p.m. - Room 403 State Capitol
Sen. David H. Steele, Chair
Rep. Blake D. Chard, Chair
Rep. Brent H. Goodfellow
Rep. Martin Stephens
Mr. Gerald R. Capps
Mr. Ronald L. Fox
Ms. Nancy CW Gibbs
Ms. Eileen B. Longsworth
Commissioner Stephen F. Mecham
Mr. Leon Miller
Mr. David C. Moon
Mr. David A. Packer
Dr. Mike Petersen
Mr. Jerry P. Peterson
Members Absent:
Sen. Robert Montgomery
Mr. Robert W. Hood
Mr. Garth Howard
Members Excused:
Sen. Scott N. Howell
Mr. Cliff L. Ames
Mr. Peter R. Genereaux
Judge Michael Wilkins
Staff Present:
Mr. Richard North,
Research Analyst
Ms. Tani Pack Downing,
Associate General Counsel
Ms. Junie Anderson,
Legislative Secretary
Note: A list of others present and a copy of materials distributed in the meeting are on file in the Office of Legislative Research and General Counsel.
1. Call to Order - Chair Steele called the meeting to order at 1:37 p.m.
MOTION: Ms. Gibbs moved to approve the minutes of the August 20, 1998 meeting. The motion passed unanimously.
2. How Are The Public Service Commission Regulated Power and Telecommunication Entities Preparing For The Year 2000 Issue? Mr. Dave Fletcher, Y2K Coordinator, Utah, said there was a Year 2000 Utility Forum on August 25 that involved participants from four sectors - power, water, gas, and telecommunications. They discussed the status and cooperative efforts between members of the four sectors within the state regarding the Year 2000 (Y2K). He said that Sen. Bennett was present at the forum and gave an update on efforts at the federal level. Governor Leavitt also spoke of efforts at the state level.
Mr. Fletcher distributed a handout titled "Transportation Sector & Year 2000." He discussed reports from various transportation-related enterprises that were included in the handout. Also included was an assessment, performed by the Utah Department of Transportation, of systems at risk within the transportation infrastructure.
Mr. Moon distributed a handout titled "Report on Y2K Utility Forum," and discussed the report which basically consisted of notes taken from the forum.
Mr. Ted Smith, Vice-President, U S West, distributed a handout titled "Year 2000 Status Report." He explained U S West's approach and strategies for its Year 2000 efforts as detailed in the report. He defined 'Year 2000 Compliant', and announced U S West's Year 2000 effort categories. He said his company is not concerned that the public switch network will shut down because it does not operate on systems that are date-oriented. However, there is concern for ordering, billing, and repair systems because they are date-oriented. He indicated that his company will be ready, in advance, to handle most situations associated with the Y2K date change.
Mr. Smith also gave an update on the U S West strike.
Mr. Kevin Brown, Department of Environment Quality (DEQ), Division of Drinking Water, said that his department started working on the Y2K issue approximately ten days ago. He reported on the notification process used by the department to advise those responsible for water systems in the state of potential Y2K problems and which organization to contact for assistance. He was concerned that there may be a problem with computers on September 9, 1999, because of certain programming practices of the past.
Mr. Doug Evans, Salt Lake County Special Service District #3 (Snowbird), representing small water systems, reported on efforts taken by his office to help small water systems become Y2K compliant. He said most water systems, if not all, will continue to function even if computers go down because they do not rely on computer technology. He said the contingency plan is to keep a month's supply of chlorine and chemicals on hand that are required to treat water systems.
Mr. John Carman, Metropolitan Water District of Salt Lake City, reported on efforts to assist large, wholesale water operations in becoming Y2K compliant. He expressed concern over chemical supply availability. He noted that his office is developing a contingency plan that will allow manual operation of the facility.
Mr. Vern Steel, Rural Water Association of Utah, spoke on ways the Association is assisting rural utilities to achieve Y2K compliance.
Mr. Rich McKeown, Chair, Utah State Tax Commission (USTC), said the Tax Commission is close to achieving Y2K compliance.
Mr. Barry Conover, Deputy Director, USTC, also expressed confidence that the Tax Commission will function properly in the Year 2000. He said the office started planning for the Y2K
issue in 1991. He also noted that the inventory and budget preparation for Y2K was started in 1996,
and in FY97-98, the Legislature approved the budget requests for Y2K initiatives.
Mr. Tim Daffern, Year 2000 Project Manager, USTC, distributed a document titled
"Achieving Year 2000 Compliance." He summarized the Tax Commission's currentY2K program.
Mr. North distributed an article from the Deseret News titled "Y2K scare spurs surge in food
sales."
3. CIO's Report: Information Technology Organization & Structure - Mr. Moon distributed a handout titled "Report on Information Technology Organization Structure and
Recommendations." He explained each section of the report, including recommended changes and
refinements in state IT management needed to resolve the problems addressed in the document.
Mr. Moon also distributed a document titled "Assessing Risks and Returns: A Guide for
Evaluating IT Investments." He discussed the matter as written and explained that the guide was
developed to provide structure to the process used by the state and its agencies in selecting and
managing IT projects.
4. Information Technology Budgets: Discussion Regarding Format For This Year's Presentation To The Commission - Chair Steele opened a discussion regarding this year's budget presentation.
Mr. Jonathan Ball, Legislative Fiscal Analyst's Office, explained there is a standard
submission from each agency followed by any requested detail on a submission by the analyst. He
said there has been a problem with the IT plans and his office is working on a new process for
collecting planning information that will tie the budget numbers to the IT projects. He suggested
the Commission establish a standard format for requesting information on IT projects.
Chair Steele recommended that Mr. Ball assist staff in preparing a template of budget
recommendations and present it to the Commission at the October 22 meeting for review before
presenting it to the Executive Appropriations Committee.
5. Governmental Immunity - Year 2000 Draft Legislation - Ms. Downing distributed draft legislation titled "Year 2000 Government Immunity," and explained language inserted in the bill.
She also discussed the Constitutional note at the end of the draft.
Mr. Alan Edwards, Department of Risk Management, discussed some additional changes to
the September 9, 1998, draft bill. He suggested changing the definition of "Year 2000 problem" on
page 2, lines 29-31 to: "means any failure or malfunction which is caused directly or indirectly by
the failure of an electronic computing device to accurately or properly recognize or process the
change in date from the year 1999 to the year 2000."
Mr. Bruce Garner, Assistant Attorney General, Utah, also provided comments pertaining to
the amended language.
Mr. North suggested one option regarding Y2K compliance would be a Sunset Review.
MOTION: Mr. Fox moved to approve the draft legislation "Year 2000 Government Immunity," amended to include Mr. Edward's recommendations, as a Commission bill.
SUBSTITUTE MOTION: Commissioner Mecham moved that staff:
(a) refine the draft legislation "Year 2000 Government Immunity," to include the following
amendments:
Page 2, Lines 30-31: After "failure of" insert "electronic computing device" and delete "computer hardware or software or any other information technology system"
(b) consider recommendations for amendments from interested parties which are submitted to Ms.
Downing by the end of September, and
(c) present the refined draft legislation to the Commission at the October 22 meeting. The motion
passed unanimously, with Rep. Stephens, Dr. Petersen, and Mr. Peterson absent for the vote.
Chair Steele reminded the Commission that Mr. Genereaux requested their attendance at the
UITA Conference on September 29 and 30.
6. Adjournment -
MOTION: Ms. Gibbs moved to adjourn the meeting at 4:20 p.m. The motion passed unanimously, with Rep. Stephens, Dr. Petersen, and Mr. Peterson absent for the vote.
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