Oh yeah.

Okay, so we're trying to read a guest today.

Oh I let Judge Davis know that we wouldn't be doing the teens version.

She said she was out of time or a town, so I don't think I can do both.

Um is this sufficient?

I don't know my own core.

Uh well, we're waiting on our one agenda item is um.

Oh, I wonder if that was Chris trying to get in.

Oh, hi Chris.

Chris, you can call up here to the front.

Yeah, we can get started.

I think you have another style.

Yeah, quorums four, so yeah.

Um experienced in this manner.

All right.

Good afternoon, everyone.

I'm calling the space allocation meeting to meet uh space allocation committee meeting to order.

My name's Abby Hansen, and I'm the chairperson.

Thank you all for being here.

We are uh being recorded under the public access law, whatever it's called, but so just make sure that you turn on your mic so that for recording purposes we can hear.

So can we take a moment to do introductions starting all the way on my right?

Joseph O'Connor on the Marion County Assessor.

I am Brianne Delaney, City Councilor, District 2 from the north side of Indianapolis.

Mark Peterson, General Manager, Indianapolis Marion County Building Authority.

Megan Bukasit, Director for the Department of Metropolitan Development.

Candice Harris, uh City Council CFO.

Okay.

First, we need to start by approving the minutes from January 15th, 2026.

Has everyone had a chance to review those minutes and do we have any corrections.

No.

I move to approve.

Second.

Thank you.

Awesome.

Uh all in favor?

Aye.

Opposed.

Great.

All right.

Minutes are approved.

So now we have just one item of new business.

The clerk's warehouse storage lease amendment at 1330 South Madison Avenue.

Go ahead.

Thanks, Committee Chair.

Yeah, just one item.

Uh and we have Chris Becker here from the clerk's office to kind of explain the need for the lease.

Hello, I'm the chief of staff for the clerk's office.

Um the clerk has been in this location since 2016.

Um it's um housing all of our court records and other records that the clerk is required to keep.

Most of those are still in paper.

Some of them are on microfilm.

Um long term the clerk is um working to digitize as much of that as possible.

Um our general philosophy is we're required to keep these um records.

We're going to have to pay for space either physically or virtually.

Um and we are moving to do that virtually to the extent um possible so that they are easier to access for everyone.

Um over the last few years since the um courts uh moved to the CJC.

Um a lot of the records were housed within the court offices.

Um those were then consolidated into various spaces around the city county building um for a while before ultimately being relocated to the clerks record center on Madison Avenue.

So um we have spent the last several years moving records um and moving them out there and trying to get them um stored and organized in a way that we can retrieve them uh when they're requested.

Um additionally, last year we relocated all of our juvenile records out of the former juvenile detention center.

I'm not sure what the more appropriate term for that is, but um to the record center.

So it is full of records.

Um fortunately we had space um and made space to accommodate the influx of records out of the city county building and from the juvenile detention center.

But those are all located in one location now, which is easier for us.

We do have um requests for those we know where they are.

We're not searching through various rooms in the city-county building looking for them anymore.

Um and um the lease um is extending for another five years from the ten years the initial ten.

Um part of that is that we want to re-evaluate our space needs in five years to see if we really need this much space um if those digitization efforts are um do come to fruition, but we um I hope left ourselves that flexibility for an additional five years after that if need be, if we we need all of that space.

So I'm happy to answer questions about that to the extent I can.

Any questions?

Yeah.

Um thank you, madam chair.

I have been to the facility and it was pretty full when I visited it.

Um, and that was prior to bringing the records from the city county building out there and the juvenile records.

I also had the opportunity to visit some of the locations in the city county building where the court records were stored, and um, so I can only imagine the task that it took to get that stuff to records in an orderly manner.

So if you could just up like how how is there room, like how did you make room?

What could you just elaborate on that?

Uh yes, and um I will give kudos to our team for um for taking this you know Herculean effort on.

Uh so some of it um we were housing records that really didn't belong to the clerk, and we've um had those agencies pick those up.

Um we've also were a little bit more um thorough in reviewing records that we did not have to keep and were eligible for destruction, so we created some space that way.

Um we did purchase some shelving at the end of 2024 to help with organizing um some of those records.

Um I'll say most of them are still on in boxes on pallets, um, and that is not an ideal way to house those long term, especially if we needing to get to inevitably it's always the box at the bottom that we need to pull the file from.

So um our evaluation is do we continue investing money in shelving or invest that money in digitizing those records?

So um we're um you know making that determination kind of as we go.

But um, yeah, it took a lot of effort to get um them out of this building, and it seemed like every few months I would get a call or an email saying we found more records that belong to the clerk.

Um the I don't want to say the wrong amount, but it it was a lot, um, several thousand boxes of records that had to be um boxed at juvenile and then transported to um the record center.

It took several days for the actual move of the records and several weeks for us to actually box all of that stuff up.

So um I will give full credit to Diane Mims, our division director, who found very creative ways of making space to to accommodate those records um when we needed to.

So thank you.

Yep.

I know you have full appreciation of that effort for brands.

Any other questions?

I have a question.

Yeah.

So uh since this is just a renewal for a five-year extension, how does it compare in costs?

Is there a cost increase?

And does your budget are you able to absorb it for this year?

Do you know?

Uh yes, there is a rather significant um cost increase compared to the existing rates.

Um I can't speak to um market terms or who negotiated that lease ten years ago.

The previous tenure lease was like well below market rate of getting a grade.

So uh as part of the new deal, we did get we're required to get two brokers' opinion of value.

Um actually in the first year we are under that.

We're at uh six dollars and fifty cents uh per square foot, and our two uh opinions of value for a space like this are between six dollars and seventy-five a square foot and seven dollars and seventy-five cents a square foot.

So there was a big increase, but we got quite the deal, I believe, on the initial uh 10-year lease.

Um sorry.

I was gonna say that one didn't require going in front of for council approval because the threshold is annual rent um above 250,000 a year, which we don't um exceed in this lease until the third year, but since one of the years is over 250,000, now it's required to go through council approval.

per square foot and our two uh uh opinions of value for a space like this are between six dollars and seventy five a square foot and seven dollars and seventy five cents a square foot so there was a big increase but we we got quite the deal I believe on the initial uh tenure lease um sorry I was gonna say that one didn't require going in front of for council approval because the threshold is annual rent um above 2500 a year which we don't um exceed in this lease until the third year but since one of the years is over 250,000 now it's required to go through council approval uh the answer to your second question is yes uh we've um kind of we we can accommodate this year's increase since it doesn't begin until May 1 so it's really you know seven months instead of the full year um and obviously we'll work with the budget team for those increases going forward thank you are you the only tenant in this building um yes there is space that um surplus is using on I don't I maybe a thousand square feet or something like that the surplus is using at the back end of it um and then the parking lot is also being used for storage I believe for I don't know if it's DMD or parks for for some placemaking yes yep thank you but you don't you won't you have no need to grow into a space you're you're declining in need for space um based on just record unless somebody opens another door and says we found more court records for you uh we we think we're uh we have all of the court records that exist and our our our hope is again to shrink the number of records that we're um housing there through through scanning projects and our staff um you know we kind of have a touch at once philosophy if you have to pull a record for somebody it it gets scanned so that we don't put it back um and then uh you know we uh when staff has downtime too they're also scanning things um so it's slow going um if money were no object it would be done much sooner but uh working within budgetary constraints to get that done are most of them like forever retention or do are they on a schedule no um court records are a little more complicated in their retention schedule um not everything in the file needs to be kept um but it's sort of going through each each case file to pull out what needs to be retained and scanned the other part of that is uh working with the state court uh administration um you know in 2016 um the state courts went and to electronic filing so there aren't really any records from 2016 forward they're all older than that um some of those records can be scanned into the court's case management system odyssey um some of those um they don't want stored there so we use other you know they're they're scanned somewhere else for long term any other questions okay with no more questions do I have a motion to approve the lease at 1330 South Madison Avenue to the city county council and to continue the lease through its formal approval process so moved second okay we have a move or a motion and a second all those in favor aye aye all opposed okay motion carries there's old bus business listed here about IMPD lease 1451 at Keystern Avenue do you have an update on that?

Uh that uh received full council approval uh in the February council hearing if it seems like we have a lot of leases that are going to council don't worry we're not increasing the number of leases just kind of an anomalous thing that they all decided to end right next to each other because we only have 10 or so leases of this size and we've had three council hearings now we will with this next one coming up in April uh but we shouldn't have another one until 2030 or so just kind of a coincidence that they're all happening back to the making my life fun yes okay uh so that is uh the end of our agenda uh our next schedule meeting is June 18th 2026 which will be pending if we have business we have new business or not so we'll use that to dictate okay if not I'll entertain a motion to adjourn.

Okay great thank you meeting to do thanks