OPENPUBLICA · PUBLIC MEETING RECORD
Record of Proceedings

Marion County IT Board Meeting Summary - November 18, 2025

Other Meetings (I) — Tuesday, November 18, 2025
BodyIndianapolis, Indiana
SessionOther Meetings (I)
DateTuesday, November 18, 2025
StatusFILED
Video Record
0:00 / 1:06:51

Transcript — Verbatim
0:00

Help the enterprise get comfortable with specifically generative AI.

0:03

Kate Coton, our chief digital officer, has been been leading the effort for us.

0:06

We have just completed our co-pilot chat training.

0:10

We've done two of those for the enterprise.

0:12

They were very well attended.

0:13

I think there was a total of about 150 people who attended those two trainings.

0:16

So successful, we're looking at doing a couple more with Microsoft again coming up.

0:21

We're also beginning to focus and look at what it looks like to bring in Copilot Studio and work on agentec AI within within Copilot, is where we're focusing.

0:30

And the idea there being that if we can get people within the enterprise comfortable with generative AI and using that and how it how it works, what it does well, what it doesn't do well, it will hopefully help uh the enterprise make good decisions as far as the AI tools that they're looking to use.

0:47

Uh just to give uh give everyone some some idea of what we're looking at doing there.

0:51

Um that one is is some uh an initiative that ISA has been really focused on on doing for the enterprise that falls off as far as the due date at the end of the year.

0:59

Uh we that doesn't mean that we're gonna stop working on AI and doing initiatives, but as far as this initial focus, that that would end that that focus for for this time being.

1:08

Um the next one on the list is purview implementation, just for a bit of history.

1:13

Uh ISA uh chose to change our licensing model for for Microsoft, and we brought in a purview, which is kind of like a high level data management piece uh for our Microsoft accounts and and for Microsoft technologies within the entire Microsoft stack of Office 365.

1:32

To that end, uh one of the things that that comes with is a is a new e-discovery tool that we've been working on and and bringing out, but we've also been working on other things to make sure that our our security for uh the data within the Office 365 environment environment is secured and tagged and known uh and and not being lost to lost uh out into the world without having some knowledge about what's going on.

1:55

So to that end, the next step in this is uh the security team will led by Nicole Heatley Holmes will be uh releasing um email encryption for since a critical data that goes out.

2:06

So if you if you send externally a uh social security number or or something to that effect, like a like a credit card number out to the to a person within the outside of the organization, it will automatically encrypt that email moving forward.

2:22

We've been doing some testing with an ISA uh and it's it's relatively easy to use from it for an outsider to do.

2:28

It's it's uh it gives you all the instructions you need for the outsider to receive that email.

2:33

They will log into a portal and then download that message as they need it.

2:37

Um so we're look certainly gonna be looking for feedback there, but we're excited to roll out this next step in securing our environment.

2:44

Uh next below that is the CCB Restack phase three.

2:48

This is obviously the third phase of multiple phases of of moving around people within the enterprise and and redoing floors.

2:54

The last step here, uh, and you'll see the date I has been changed from uh what was December this year to the to March of next year.

3:01

Uh and that last office to be moved is the auditor's office.

3:06

Currently, they're they're working on the first floor and on the sixth floor uh as their floor is being redone.

3:12

Uh and uh once that's completed, they'll move back in March, and that will end phase three of the CCB Restack.

3:17

And that's the final phase.

3:19

No, there are other things going on with uh IMPD's east wing is being renovated.

3:24

That would be like a phase three B, but uh we're not talking about that one.

3:28

I think they're still looking at what it looks like to get that done and and when that will actually take place.

3:33

It's more in the planning session.

3:34

But all of the center tower will be completely rehabbed or moved on.

3:40

No, we're still in progress.

3:41

There's still some lingering agencies that we're we're working through.

3:45

Okay.

3:53

Other than community corrections.

3:55

Okay.

3:57

Great.

3:58

All right.

3:59

Uh next on that list is passwordless authentication.

4:02

So uh over over the years we've moved to uh you know long long passwords, long past phrases.

4:08

Uh the next step here is is a uh is passwordless authentication.

4:12

That's usually something something you have in a PIN within a workstation.

4:16

We're specifically focused on doing testing with our public safety agencies and courts uh to look at what that looks like in order to make that uh work for them.

4:26

There's a a CGIS requirement that's kind of driven some of this uh work.

4:30

We're we're testing two solutions right now uh and and looking to make a decision and move forward by the end of the year.

4:37

Uh we will continue to update a board on that progress as we move forward.

4:42

Next one down is address and parcel modernization initiative.

4:46

It's kind of a mouthful, but we used to call it MAD, and that didn't seem to work out very well.

4:50

Master Address Database is what that MAD stood for.

5:00

So what we're doing here is we're updating the underlying GIS systems with Ezri address data management and the SRE parcel fabric so that we get better accuracy and sharing capabilities for the addresses within our systems.

5:11

And so that project's going to take take a little while, but we recently kicked it off also in line with what will appear on this agenda is the uh property tax management software installation that we'll be going through.

5:23

So those two are are closely linked together, uh, but you'll see that one added in January as well.

5:29

But we're looking targeting uh uh June as a as the late latest date for uh 2026 for the um what is it called address and parcel modernization project.

5:42

Uh next on the list is is PeopleSoft Cloud Migration.

5:45

Uh we are working through uh a vendor selection and we're working on signing a contract with a vendor now uh as that project goes for for the uh the better part of next year we will uh have further updates for the board as we move forward on that project.

6:01

Uh next up is AP ACH reimbursements.

6:04

Right now, there's uh exploring what that looks like for with the auditor's office for employees uh across the enterprise that's sort of in a been in limited testing, and we're still with the PeopleSoft team working through what that looks like and how we'll be rolling it out to everybody.

6:19

But we wanted uh no deadline on that, no date on that, but that is coming and wanted to keep it here because it affects uh all the employees of the enterprise.

Discussion Breakdown — Share of Meeting
Technology and Innovation██████████████████████████████████████████42%
Public Safety█████████9%
Disability Rights████████8%
Fiscal Sustainability██████6%
Election Procedures██████6%
Emergency Management█████5%
Personnel Matters█████5%
Public Engagement████4%
Data Analysis███3%
Summary of Proceedings

Marion County IT Board Meeting Summary - November 18, 2025

The Marion County Information Technology Board convened for its final meeting of the calendar year to review a wide range of operational updates, financial reports, and eleven (11) approval requests. The agenda covered critical initiatives including Generative AI training, capital projects, security enhancements, and vendor contract renewals. The board also received updates on ADA compliance timelines, public broadcasting services, and the upcoming annual enterprise survey. All presented resolutions and updates were discussed by board members and presented staff, with unanimous approval granted for all proposed actions.

Consent Calendar

Public Comments & Testimony

Discussion Items

  • ISA Enterprise Initiatives & Status Report

    • Generative AI: Chief Digital Officer Kate Coton reported that the enterprise is comfortable with Generative AI, noting 150 attendees across two training sessions. The ISA team is now focusing on "Copilot Studio" and "Agent AI" initiatives, with the initial focus period ending by the end of the year.
    • Purview Implementation: The team announced a new email encryption feature led by Nicole Heatley Holmes. This tool will automatically encrypt emails containing sensitive data (e.g., Social Security numbers) sent externally, requiring external recipients to log into a portal to download the message. Testing confirms the tool is user-friendly.
    • CCB Restack Phase Three: The final phase of office reorganization is scheduled for completion in March 2026, culminating with the move of the Auditor's Office. No vote was taken on this timeline update, which serves as an informational status report.
    • Passwordless Authentication: Testing is underway with public safety agencies and courts using two solutions to replace long passwords. A decision is targeted by the end of the year, driven by CGIS requirements.
    • Address and Parcel Modernization: The initiative, formerly known as MAD, is in progress to update GIS systems with Ezri and SRE parcel fabrics. The project target completion is late 2026.
    • PeopleSoft Cloud Migration: Vendor selection is ongoing, with contract signing expected soon. The project will consume resources throughout next year.
    • AP ACH Reimbursements: Limited testing with the Auditor's Office is continuing. No specific deadline exists, but the rollout is anticipated for all employees.

  • IT Vendor Performance (SLAs & Satisfaction)

    • Service Level Agreements: Controller David Hill reported 99.96% adherence to P4 response times in October, correcting an initial typo of 25% missed. Derek Cheek (Bell) explained that three missed SLAs in October were due to a power outage caused by a miscommunication regarding plug placement during a scheduled data center shutdown.
    • Customer Satisfaction: The raw satisfaction score is 94-95.7%, while the adjusted score (excluding misclicks) is 99%. Board members noted the value of the vendor's process to investigate and correct unsatisfied feedback.
    • Staff Appreciation: Public commendation was made for Chad Huber, who climbed stairs to resolve a data center issue during a non-functional elevator situation.

  • Financial Report & XVE Data

    • Budget & Fiscal Adjustments: The board is requesting a $4.8 million fiscal adjustment for IT system updates, including $500,000 for digitalization and public records programs. Q4 invoices are targeted for release in the second week of December.
    • XVE Report: The city exceeded the 27% target, achieving nearly 52% in women-owned businesses. Staff noted the goal to have GSA contracts excluded from these statistics to see higher representation locally.

  • Resolution Approvals

    • R-25-31 (Blue Crest Inc.): Approved for the renewal of the RelyAVOT vote-by-mail system. The renewal covers licensing, maintenance, and support for $475,000 over three years, following five elections using the system.
      • Position: Staff expressed that the system creates significant efficiencies and ensures ballot accuracy; no opposition was voiced.
    • R-25-32 (Envisaged Technologies): Approved for the ACADIS readiness custom bundle for IMPD training records maintenance. The cost is not to exceed $639,250.55 for five years.
    • R-25-33 (ESI Jivari): Approved for the Web EOC and Crisis Track software to improve county-wide situational awareness and disaster cost recovery. The agreement is not to exceed $675,000 over five years.
      • Position: Chief Wethington noted the necessity of moving away from the non-customizable state-owned system to ensure local control during disasters. The Controller acknowledged the difficulty of compiling post-disaster documents, supporting the new automated tracking capabilities.
    • R-25-34 (Via Path/DSI, ITI Inc.): Approved for offender management system products and support for the Sheriff's Office. The cost is not to exceed $1,050,000 for four years.
    • R-25-35 (Forum One Communications): Approved for a contract amendment to extend support for the Indy Parks website.
      • Position: Chiefs Trebovich and Court expressed strong support for the new site, citing over 400,000 page views and improved processes for scholarships and park searches.
    • R-25-36 (Unified Informatics): Approved for an amendment to the Capital Improvement Program (CIP) software agreement, increasing the total not to exceed to $7,151,159.12 and extending the term to December 31, 2026.
    • R-25-37 (Opportunity Space/Tolemi): Approved for a two-year contract extension for land bank applications (Building Blocks, Slate, Publicity) at $95,000 annually ($190,000 total).
    • R-25-38 (NeoGov): Approved for a one-year amendment to the GovernmentJobs.com agreement to allow time for a new RFP process in 2026. The total not to exceed will be $345,210.86.
    • R-25-39 (Safeware): Approved for a security systems contract (cameras, alarms, access) available to all county departments via Omnia Partners. The agreement is capped at $1,000,000 initially.
      • Position: Director of Public Safety Kathy Condon expressed full support for the open-source/universal equipment policy to avoid proprietary lock-in. She noted that the $1 million cap is likely insufficient for one year of demand, predicting a request for more funds before the three-year term ends.
    • R-25-40 (Tech Five): Approved for an identity software amendment for public safety agencies, adding $183,576.98 for a revised total not to exceed of $385,000.
    • R-25-41 (Kerasoft Technology): Approved for a two-year agreement to improve MFA capabilities, not to exceed $6,000,000, available citywide.
    • R-25-42 (MTS Integra): Approved for an amendment to the call detail records vendor agreement, increasing the total not to exceed to $299,612.40.
      • Position: Staff bid farewell to David Williams, who served for five years, highlighting his critical role in election telephone operations and system transitions.
    • R-25-43 (Verisoft LLC): Approved for an expenditure increase to cover renewals for the OpenGov platform, raising the total not to exceed to $1,060,283.40.
    • R-25-44 (GovI's Auction LLC): Approved as a "cleanup" resolution to amend the dollar amount discrepancy from the original resolution. The total contract is raised to $1,600,000.

  • Initiative Updates

    • ADA Compliance (Section 508): Kate Coton and Office of Corporation Council staff explained that the compliance deadline for local governments (population >50k) is April 26, 2026. While the indie.gov code is 99.53% compliant, agencies own the responsibility for content (PDFs, images). The ISA team is providing tools and training, and the scope includes mobile apps and multimedia.
    • Channel 16 Updates: The board was informed of a proposal to explore closed captioning for in-person meetings and the resolution of process gaps related to the July 1, 2025, Open Door Law implementation.
    • Annual Survey: The enterprise survey will be administered via Esri's Survey123 tool, with results to be reported in January 2026.

Key Outcomes

  • Unanimous Approval: All 14 resolutions (R-25-31 through R-25-44) were passed with voice votes ("Aye").
  • Timeline Confirmations: The Auditor's Office move is confirmed for March 2026; the ADA compliance deadline is confirmed as April 26, 2026.
  • Budget Adjustments: A $4.8 million fiscal adjustment request is moving forward for IT system updates.
  • Operational Changes: Email encryption for sensitive data is rolling out; passwordless authentication testing is ongoing for public safety.
  • Administrative Actions: David Williams is recognized for his 5 years of service and departure from ISA.
  • Meeting Schedule: The next IT Board meeting is scheduled for January 27, 2026, at 9:30 a.m.

Meeting Transcript

Help the enterprise get comfortable with specifically generative AI. Kate Coton, our chief digital officer, has been been leading the effort for us. We have just completed our co-pilot chat training. We've done two of those for the enterprise. They were very well attended. I think there was a total of about 150 people who attended those two trainings. So successful, we're looking at doing a couple more with Microsoft again coming up. We're also beginning to focus and look at what it looks like to bring in Copilot Studio and work on agentec AI within within Copilot, is where we're focusing. And the idea there being that if we can get people within the enterprise comfortable with generative AI and using that and how it how it works, what it does well, what it doesn't do well, it will hopefully help uh the enterprise make good decisions as far as the AI tools that they're looking to use. Uh just to give uh give everyone some some idea of what we're looking at doing there. Um that one is is some uh an initiative that ISA has been really focused on on doing for the enterprise that falls off as far as the due date at the end of the year. Uh we that doesn't mean that we're gonna stop working on AI and doing initiatives, but as far as this initial focus, that that would end that that focus for for this time being. Um the next one on the list is purview implementation, just for a bit of history. Uh ISA uh chose to change our licensing model for for Microsoft, and we brought in a purview, which is kind of like a high level data management piece uh for our Microsoft accounts and and for Microsoft technologies within the entire Microsoft stack of Office 365. To that end, uh one of the things that that comes with is a is a new e-discovery tool that we've been working on and and bringing out, but we've also been working on other things to make sure that our our security for uh the data within the Office 365 environment environment is secured and tagged and known uh and and not being lost to lost uh out into the world without having some knowledge about what's going on. So to that end, the next step in this is uh the security team will led by Nicole Heatley Holmes will be uh releasing um email encryption for since a critical data that goes out. So if you if you send externally a uh social security number or or something to that effect, like a like a credit card number out to the to a person within the outside of the organization, it will automatically encrypt that email moving forward. We've been doing some testing with an ISA uh and it's it's relatively easy to use from it for an outsider to do. It's it's uh it gives you all the instructions you need for the outsider to receive that email. They will log into a portal and then download that message as they need it. Um so we're look certainly gonna be looking for feedback there, but we're excited to roll out this next step in securing our environment. Uh next below that is the CCB Restack phase three. This is obviously the third phase of multiple phases of of moving around people within the enterprise and and redoing floors. The last step here, uh, and you'll see the date I has been changed from uh what was December this year to the to March of next year. Uh and that last office to be moved is the auditor's office. Currently, they're they're working on the first floor and on the sixth floor uh as their floor is being redone. Uh and uh once that's completed, they'll move back in March, and that will end phase three of the CCB Restack. And that's the final phase. No, there are other things going on with uh IMPD's east wing is being renovated. That would be like a phase three B, but uh we're not talking about that one. I think they're still looking at what it looks like to get that done and and when that will actually take place. It's more in the planning session. But all of the center tower will be completely rehabbed or moved on. No, we're still in progress. There's still some lingering agencies that we're we're working through. Okay. Other than community corrections. Okay. Great. All right. Uh next on that list is passwordless authentication. So uh over over the years we've moved to uh you know long long passwords, long past phrases. Uh the next step here is is a uh is passwordless authentication. That's usually something something you have in a PIN within a workstation. We're specifically focused on doing testing with our public safety agencies and courts uh to look at what that looks like in order to make that uh work for them. There's a a CGIS requirement that's kind of driven some of this uh work. We're we're testing two solutions right now uh and and looking to make a decision and move forward by the end of the year. Uh we will continue to update a board on that progress as we move forward. Next one down is address and parcel modernization initiative. It's kind of a mouthful, but we used to call it MAD, and that didn't seem to work out very well.

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