Command go ahead and call the meeting to order.

This is the information technology board meeting.

My name is Joseph O'Connor.

I'm the chairman of the board.

It is February 17, 2026, approximately 932 a.m.

And we are in room 221 of the city county building.

We'll go ahead and start with introductions on my left.

Jane Richardson, mayoral appointee from the community.

Kate Sweeney Bell, Mary and County Clerk.

Good morning.

I am Barbara Lawrence, Marion County Treasurer and Secretary of the Board.

Controller Abby Hansen.

Kevin Wethington, Deputy Chief from IMPD, mayoral appointee for public safety.

Amy Jones, Judge Harris here at court.

Thank you.

I think Colonel Martin's on his way, so we'll go ahead and get started.

First order of business will be to approve the January 27th, 2026 meeting minutes.

Do we have any additions or corrections to those minutes?

I'll entertain a motion.

I have a approval of those minutes.

Second.

We have a motion to approve and a second.

All in favor, please signify by saying aye.

Aye.

Post, same sign.

Minutes are approved.

Jumping down to the ISA board report.

Mr.

Hill, good morning, sir.

Good morning, Mr.

Chair and members of the board.

My name is Colin Hill, Chief Information Officer for Indianapolis and Marion County and director of the information services agency.

With the board report, we usually start that with enterprise projects.

As you can see from the slide, we're tracking on six projects across the enterprise and looking at adding a few more during the next board meeting.

That said first up is passwordless authentication.

This is for primarily public safety agencies and those requiring CS compliance.

This allows access using multi-factor authentication into workstations and laptops within the enterprise.

Hope to have a more detailed plan on what that looks like soon, but also making sure that we are implementing appropriately across those agencies.

The second one on that list is address and parcel.

Sorry, that we changed the name on that address and parcel modernization initiative.

This is moving from a highly customized parcel framework that we had within our GIS structure to a more configured parcel structure that makes it easier to work with and on uh an ESRI backbone as opposed to something that we've custom developed.

We've had uh conversations and data mapping uh completed and we're working through understanding making sure that the functional requirements are met by all the departments and agencies within the enterprise and continue to work through that.

We are a little concerned about the the due date on this one, so uh at the next board meeting, this may change the what it looks like as far as when we think this will be completed.

The next one down is our PeopleSoft Cloud migration.

Um we have started uh on the tenant setup within the cloud.

We have also worked to uh figure finalize the architecture and layout of that.

We're nearly complete on that, so it's it's not quite there, but we should be there uh in the next week or so.

Um but that continues to move forward.

We we've talked to internal stakeholders, making sure that we're all in alignment on what we're doing, and the expectation is that we should be able to complete this by the scheduled date.

Next on that list is the city county building restack.

This is of course, uh after the courts have moved out of the building.

This is realigning what it looks like within the city county building to make sure that we brought in all the departments and agencies that we can and making the best use of the space that we have.

In that regard, uh, the last city county building tower piece that's moving is the auditor's office, and I believe they're moving back to their floor on March 9th or the week of March 9th, so that will be the last in the tower for now.

Uh and then finally, IMPD and the east wing.

We're working on floor six and four.

I believe uh we have pulled wire and terminated wiring for those floors, or actually, I'm sorry, that is actually happening at the end of the month, uh, so that is coming up soon.

Next on that list is our device refresh.

Uh we have lost the manager responsible for for doing that.

She she had moved on to a to uh out of out of the city county, uh, and we're working through what that refresh looks like.

Uh that date is a little suspect.

I'll I'll be honest as we work through uh her departure, uh, but we're working to fill that role as soon as possible and continue to build out that plan and continue to do refreshes as we go uh in conjunction with our our business and the departments and agencies.

Finally, on that list is the property tax management software.

We have uh with the vendor uh finished working with the offices involved, the auditor, the treasurer, uh, and uh the assessor, sorry, sorry, Sessor Connor.

Uh, the uh and and understanding what making sure that the the build out is aligns to the functional requirements and what those offices expect.

Uh we are also working through data conversion in regards to uh both the mapping from the not the mapping, but the the camera uh layouts of the properties and then also from our our current vendor and what that looks like.

There is a little hiccup that we're working through on the drawings, but we continue to work through that and make sure that we're we're on track for for next year's completion.

Any question on those enterprise projects?

Oh, just on the MAD project, like maybe dive a little deeper.

How does that benefit the enterprise or or who is that benefiting the most?

So I would say it's gonna benefit all of us in the long run.

So the underlying architecture there was a was a very old system that had been completely custom developed to bring in multiple parcel layers.

Uh and as we move past that and and use something that we already had licensing and and uh capability for and move to the parcel fabric within Ezra, uh, it should make the access from both vendors, the public, and from the internal departments agencies easier because it's a configured piece as opposed to something that's custom developed and very old.

Otherwise, we'd be in a constant update cycle as as code uh got old and stale, and we have to keep that fresh and make sure that we're meeting the functional requirements.

So it puts us out of that constant cost customization mode of tweaking every time an update is done.

Uh to some extent, I I mean uh we are we are tied to uh a vendor and how they update, but those being on a on a configuration versus customization, you're you're not having to rewrite everything each time, but you still have to test and make sure things are changed with are are working with each update.

Okay.

That's all I had.

All right, moving on to the next slide is our capital project slide.

Um at the top, you'll see the solid waste garage.

This is uh working on a moving date, but it's substantially complete.

Uh I as of last week I didn't have a move in date for when that would go live or open uh for the shelter, ACS shelter, animal care services.

Uh suspens substantial completion is supposed to be the end of March with uh move in April or May, and then uh an actual opening date towards the end of May.

IFP 32, there are walkthroughs going on this week, and then an opening will be scheduled after that.

IFB 20, we are tentatively looking at August for an opening.

I know that we order equipment and working towards our end of that, uh, but I haven't had a significant update on if that foggest timeline is still good.

Uh for IMP North District, we'll start working with the builder ISA is involved to make sure that we're providing uh setting up IMP with what they need uh as that gets planned out and built.

Uh finally, uh this isn't a capital project, but it is going to be uh eventually added to this list of the enterprise project list is the election board is moving the election services center and taking that to council for uh the approval to rent.

I think that's yeah, that's accurate.

Um my mic was not on.

My apologies.

Um that being said, uh when that goes on, that will be that move would potentially take place between May and uh uh October of this year between the elections, so it would be a lot to build that out prior.

I think we work on the build out prior to that move, uh, and then making sure that we're we're in place at the election services and election services center prior to the general election in November.

Any questions on those?

Thank you.

Uh yeah, actually, uh you don't have to go back.

It's um because I don't all those are vitally important.

Uh however, could you explain a little bit about uh it will not surprise you that my uh interest is in the in the move for the election service center and uh how long that takes because not moving in May, and probably not June, maybe at the end of June, and not moving after September.

So there is a at least for government a very tight timeline.

From from the information services agency perspective and what we look at for a move, as as you're building out a facility for your needs, we need to understand uh where networking is required, uh, from our standpoint where phones are required, uh, where workstations may be required.

And so we have to potentially do a wireless map of of what it would look like to best fill that area with wireless access for the election services center.

There are multiple different networks there meeting different needs and different security requirements.

And that being said, that that takes uh planning.

We will have to do drops and pull wires and make sure that they meet and are dropped wherever there's a wireless network or potentially where there's a phone or a desktop or laptop.

And when you talk about schedule, it really depends on the size.

And as the future potential election services center and the size that it's required, depending on where the offices will be within there, uh not to mention the the warehouse where things will be stored.

Uh it's a pretty significant area, and uh that will take you know at least probably a month or two to plan out, and uh at least uh, and then there's ordering and making sure that we have the equipment uh and making sure that uh from the networking stack, whether it's switches, routers pulling in, uh the different uh networking connections.

It's it's a pretty significant timeline.

I think planning can go into that ahead of time.

Uh so when we have to meet that timeline, where we've got everything ordered, we have everything planned, and then we're just working on an execution plan during those two months.

Thank you.

But to be more specific, it's probably uh two to three months in planning with with the folks building out the uh the infrastructure within the building to make the space appropriate for you.

Uh and then it's or sorry, for the election board, and then uh another month or two to get everything pulled and set up appropriate.

Uh moving on to the SLAs from our vendors, both Bell Tech Logics and Daniels and Associates DAI met all of their January SLAs.

Uh, we thank them for their help with not only ISA but for the city county as well.

Uh any questions on the vendor SLA?

Thank you.

And then finally, our customer satisfaction.

Uh it's only been a month since we met, so there's only one update to this, and that was that we were at 99% for January this year uh for all of our ticket responses uh and callbacks on those.

So uh we're tracking very well at this point.

Any questions overall for the IT board report?

Any questions from the board?

Thank you.

Thank you.

Next we have our ISA financial report.

Kai Davis is here.

Good morning.

Good morning, Mr.

Chair, members of the board.

My name is Kai Davis.

I'm the CFO of ISA, and I am here to present the financial report.

That is not how you do it.

I'm gonna let you do it.

Leave it to the financial person to mess up the IT stuff, right?

Uh so for the 2026 uh expenses by character, we are projecting a slight underspend in character one at this time.

Uh as Colin had mentioned earlier, we had a little bit of turnaround over the last couple months, and we are working on uh finding those replacements.

Um nothing spectacular to note in characters two and character four.

Character three uh is primarily um the leases that we have at the beginning of the year, large encumbrances that we hold for the entire year, uh so forth.

Uh moving on.

For the revenues for 2026, obviously we are still in Q1, so we haven't actually invoiced anything.

The only thing you see there is.

Sorry, did I go to no go ahead, go back?

Oh, yeah, that's right, sorry.

Yeah.

Oh, gotcha.

I'm sorry.

Uh so for 2026, you're not gonna see anything.

We're still in Q1, we haven't invoiced anything.

The only thing you're gonna see is the budget.

So I wanted to make sure that I brought in the 2025 data, and now you can go ahead and move forward.

I'm sorry, Colin.

Because last time we met, uh we hadn't been 100% collected on our internals, um, and we did have a little bit of uh more movement in our externals.

Our externals, we have moved into uh requesting an MOU.

Uh just that that way we can be financially protected as well as the external agencies.

Uh so a lot of these agencies, the external agencies are having some questions about the MOU.

We are also working on uh previous billing and things like that, but we are getting much closer to that.

And the internal chargeback, we are at 100% collected.

So I wanted to make sure that you guys had a chance to take a look at the last year's revenues.

Is there any questions about the financial management?

Okay.

Do I have an XB?

Okay, that's it.

Thank you.

Thank you.

Moving on to our action items, we have resolution 25-5.

Looks like we have Mr.

Becker here.

Good morning.

Good morning, Patrick Becker, Director of Elections.

Here to present resolution 26-25, I believe.

And this resolution is a request to approve an RFP 45 ELC-37.

We are currently hopefully in the final stages of wrapping up an RFP for a new electronic poll book system for the county.

So this resolution contemplates request to enter into a contract with that selected vendor.

And the not to exceed that is in this resolution is 1.2 million, which we believe is more than what any of the vendors will come back with their best and final offer.

But that is currently sort of the the cap of of the of the bids.

But I think that is sort of the gist of the resolution.

So we're down to the final two.

How many did we start with?

So and we're we're I think either vendor that we select will uh the county will have a very good product.

Great.

Any questions from the board on resolution 26 5?

Can you just give a very brief explanation of what it is?

I think many of us know, but maybe not everybody who's watching.

Sure.

Thank you.

I guess we'll inspire them to get out and vote.

Sure.

Thank you, Madam Clerk.

So the electronic poll book is replacing if you you're you're old enough to remember the old paper poll books where you would go and uh the clerk would have to find your name and and you'd sign on the paper poll book and they'd hand you a ballot.

Uh when we moved to vote centers uh in 2019, uh we fundamentally changed how we vote in this county.

Um and that required you, you know, when you can go vote anywhere, we have to have everybody on a list at that polling site.

So it's very difficult to put 650,000 people on a paper list and ask those clerks to go through and verify that information.

What electronic poll books allow you to do is uh scan a driver's license or state ID card or look somebody up, you know, manually with a you know typing it in and um identify that person on the poll book, uh, confirm their registration, check them into the poll book, have them sign and capture their signature, and then it also issues uh their correct ballot style for them.

So it will print a little barcode on their ballot that is the ballot style for their particular precinct.

Um in a primary, if they put pick one of the parties, it'll have that party ballot as well.

Um and then that activates their uh ballot marking device and that allows them to select make their selections, print it out and and tabulate their vote.

So the electronic poll book is required to be um connected to the internet um and it's so that it can communicate with all the other poll books that are deployed at the same time throughout the county, um, and it does a constant sync with a secure cloud so that all of the check-ins that are happening throughout the day are constantly being pushed back out to all of the poll books that are deployed.

Uh so there's a constant communication between uh all of the poll books, not only within themselves at the location, but also to a secure uh government cloud where they are then uh aggregating all that data and pushing it back out to all the poll books across the county.

So that is what enables us to have people vote uh you know faster, easier anywhere.

Um and um again it's a fundamental change that we've gone through in this county, um, and I think people are happy about it.

And so uh we're five years into this technology.

Um we're actually getting you know seven years into this technology as it is now, so um, it's kind of time for the next iteration of these um this this poll book any questions or comments on 26-5?

Okay, hearing none, I'll entertain a motion.

I make approval of resolution 26-05.

Okay, we have a motion to approve and a second.

All in favor, please signify by saying aye.

Aye, opposed, same sign.

And all of stays you don't have to.

But if I didn't, I should be for it.

Thank you.

Thanks.

Resolution 26-6.

Good morning.

Morning board.

Phil Tremovic, Chief Audit and Technology Officer for Indy Parks.

Um, I am coming to you with an approval for uh RFP 17 DPR 323.

We've we are actually in contract negotiations right now for the software.

It is the lifeblood of parks business.

This is what runs our program registration, rental software, point of sale software, credit card readers, reporting, everything you do at parks from a customer standpoint.

This will run through.

Um for Madam Controller, all the data will export to PeopleSoft.

That was one of the conditions of the RFP was compatibility with that.

Um PCI compliance.

This was about two and a half years of research prior to doing the RFP that we've done with vendors.

For parks, we're on a very aggressive timeline for implementation.

Uming the nature and business of parks, our goal is we switch software is December 31st of this year.

And so with training of staff, getting everything in line.

We wanted to make sure we can keep everything rolling with getting IT board approval, and then my plan is to come back with the official vendor in April for signing of it.

What this contract um will include is um we are going to start off with the revenue share based on budget calculations.

That's the way we're gonna do it.

We're gonna leave the door open though to switch to a subscription based in the future.

This contract will then also pay for our credit card readers and any new scanners we need for compatibility.

Um it was a very robust RFP that we included multiple people from multiple agencies.

I think I had a team of over 30 people that weighed in and allowed us to make the best and most informed decision for parks.

So we are very confident our decision and are hopefully gonna be awarding contracts very soon.

Happy to answer any questions the board may have for this.

I do have a quick one.

And you envision that everything will be in place and operational.

I envision we're gonna be in place operational December 31st, and we are going live January 1st.

The nature of how parks operates and how we do things in parks, it's the only time that this transition will work.

Okay.

What does this mean for the public utilizing parks?

Better for the public.

Um it will be easier to use.

We are going to introduce better technology.

We will get up to date with current business practices such as tap to pay, Google Pay, Apple Pay.

Part of the new contract is that they will have to stay up to date with current payment processes, which has been a pain point for parks that wasn't previously included, and so we couldn't hold the vendor to that.

We are also making sure we stay up to date with things such as um AI and integrations, how those work, single sign-on methodology.

Basically, for the public, it'll work great for the staff.

It's gonna be better.

I think overall it's a better decision moving to a better process for us overall.

Any more questions from the board on this resolution?

Okay, hearing none, I'll entertain a motion.

I move approval of resolution 25-6.

Yeah, 26-6.

Okay, we have a motion.

And a second.

All in favor, please signify by saying I.

Aye.

Post, same sign.

Motion carries.

Thank you very much.

Prices are going up.

I don't really have parts anyway.

Resolution 26-7, timekeeping systems.

Kinley Weber is here.

Good morning.

Good morning, Mr.

Chairman, members of the board.

I'm I'm Kinley Weber at the Marion County Sheriff's Office.

I'm the director of IT there.

Uh the MCSO seeks approval from the IT board diminute agreement with timekeeping solutions, also known as Guard 1 to extend the term by one year and raise the not to seed amount by 223, 760.0 cents for a vised total amount not to exceed 864,685 and zero cents.

The Guard One system is what we use for inmate tracking.

It is every inmate when they come into the facility gets an armband, then they get their picture taken on that armband with that armband.

So our uh detention deputies when they have a guard one mobile device, which is genuinely a modified cell phone, which they can scan and match that inmate to that pitcher.

So they scan them throughout the day to for uh uh for meals and uh make sure they're still in the facility.

Uh does anybody have any questions?

Do we have any questions on this resolution?

Is this being utilized?

This is enhancing what's utilized today, or or this is uh take over what's this is the same system we are currently using.

We're uh just extending the room out another year.

Mr.

Hill, oh go ahead.

All right.

Do we have any questions from the board?

Okay, hearing none, I'll entertain a motion.

I move approval of resolution 267 yeah, we have a motion and a second.

All in favor, please signify by saying aye.

Aye.

Post, same sign.

Motion carries.

Thank you.

Thank you.

Resolution 26-8 Safeware Inc.

Looks like we have Mr.

Condon.

Good morning, sir.

Good morning, Mr.

Chair.

Good morning, board members.

I'm Dave Conn, administrator for the purchasing division for the City of Annapolis.

I'm here with Eric Swedberg, uh, who knows a lot more about this contract, so he's gonna explain it.

Okay.

Um good morning.

Uh we came to the board in November with a a resolution for a contract with Safeware for building cameras, security systems, access control systems.

Uh the board approved that contract with a total of a million dollars.

Um we found out at the end of the year because of some fiscal year-in spending.

Um, there were some large projects that went through, and we quickly ran up against that that limit with IMPD and other other agencies.

So we are here to ask for an increase authorization up to a total of five million dollars.

We think that will uh cover us through the fall of 2028.

This is a broad contract.

There's a lot of different kind of safety uh systems that could be purchased amongst all of our agencies and departments.

So we are here to request an increase uh to five million dollars total for the safe work contract.

We had no idea the backlog uh that was needed for this this this these systems.

The previous provider we had um for years and probably probably 20 years, I think they're in place over different types of con they were owned, uh they're bought out by different companies over the years, and so the systems are now they're dated, and we're trying to get them all replaced at this point.

So this is a great system to work through the this contract.

I I think the provider, even the local provider, has been excellent to work with.

So have any questions or any questions for this resolution?

Madam Treasurer.

No.

I was actually just gonna move to approve.

Oh, okay.

Well, I'm entertain a motion.

Well, you're good.

I'll entertain a motion.

Did you move?

I thought you moved, and I was I move approval of resolution 268.

I get it.

I I do move approval.

But it was before gate now.

Oh, okay.

Good luck with that.

I tell you, I just try to get in there and I missed my opportunity again.

Okay, we have a motion and a second.

All in favor, please signify by saying aye.

Aye.

Opposed same sign.

Motion carries.

Thanks so much.

Thank you.

26-9, BERC 1 Professional Services.

Ms.

Coten.

Good morning.

Good morning.

Mr.

Chair and members of the board.

Uh my name's Kate Coten.

I'm the chief digital officer for ISA, and I'm here to present resolution 26-9, which is a resolution to amend our current agreement with BARC 1 for professional services.

Um for a total um to increase it by 250,000 dollars for a total not to exceed of that 250,000 dollars for um extension of one year.

These professional services, this is an enterprise agreement that agencies can tap into for various scanning projects or needs to consult with BERC One.

So this is um that that is what this is requested for.

Uh you thank you.

You said that are we in the resolution.

I only see increases it by a year.

Is that all we're doing?

Or do we also need to increase the NTE?

My apologies.

It it looks like the resolution uh no, the resolution is just uh to do one year of the term, not necessarily the NTE, but there is a second resolution for BERC one that increases an NT for a different contract.

Okay, it through me as well.

Do we have any questions?

Go ahead.

When is this contract over?

I think we're about like it.

This isn't a request for a one-year extension.

Um I think we're evaluating the opportunities for further scanning partners and um discussion with purchasing and and others.

Um but this is this would be it would expire in a year essentially.

The request this request.

Thank you.

Any other questions on this resolution?

Okay, hearing none will entertain a motion.

I move approval of resolution 26.

Oh nine.

Second.

Okay, we have a motion to approve in a second.

All in favor, please signify by saying aye.

Aye.

Opposed, same sign.

Motion carries.

Looks like you're sticking around for 2610.

I am, yes, sir.

Um here to present resolution 26-10, which is an authorized um to expend to expend um funds to BERC One.

This is our larger agreement with BERC One.

We have two software platform um services with them.

One is for KTA, COFAX Total Agility, which handles automation and workflow building.

Um, and then file net as well, which is our current um archive um system of record.

Um, so this this uh resolution is to um increase um the expenditure for by 250,000 for a total not to exceed of 2,685,388 dollars and zero cents for it for the total contract amount, and these two products together are what BERC One supports with the previous resolution.

Okay, do we have any questions on this resolution?

Mr.

Hill, do you have a comment?

Yeah, just a point of clarification on this.

This is for 266,000 uh and just that it's over the the 250,000 limit on that.

Uh apologies okay.

Any other questions, comments?

Hearing none, I will entertain a motion.

I move approval of resolution 26.

Second.

Okay, we have a motion to approve and a second.

All in favor, please signify by saying aye.

Aye.

Opposed, same sign.

Motion carries.

Last but not least, we have resolution 2611, Microsoft Unified Support.

Mr.

Moore's good morning, Mr.

Chairman, members of the board.

Uh Kevin Moore, Chief Operating Officer at ISA.

Uh resolution 2611 is a resolution to authorize expenditure with Microsoft Corporation for Microsoft Unified Support.

Uh ISA contracts with Microsoft for uh unified support that provides access to uh things like technical expertise, health checks, proactive services, um targeted workshops, um adoption assistance across uh several of their solution areas.

Um so we are recommending uh contracting with Microsoft for an additional amount not to exceed 350,000 dollars and zero cents.

Any questions?

Do we have any questions from the board on this?

No.

Okay.

Hearing none will entertain a motion.

I move approval of resolution 2611.

Second.

We have a motion to approve in a second.

All in favor, please signify by saying aye.

Aye.

Opposed, same sign.

Motion carries.

Thank you.

Uh looks like we have an executive session on March 24th.

But our next scheduled technology board meeting will be held Tuesday, the 28th of April at 9 30 a.m.

in room 221 221, which is this room.

Uh seeing or hearing no other business come before the board today.

I will entertain a motion to adjourn.

I move.

Okay, we are adjourned.

Uh