Information Technology Board Meeting - October 29, 2024
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Information Technology Board Meeting - October 29, 2024
The Information Technology Board (ITB) convened on October 29, 2024 at approximately 9:35 AM in Room 260 of the City-County Building. Chairman Joseph O'Connor presided. The board approved minutes from the August 27, 2024 meeting, received the ISA board and financial reports, and unanimously approved six resolutions. A discussion item highlighted a GovX award for smart court technology.
Board Report and Financial Update
- Enterprise Projects: ISA Director Mr. Hill reported on project statuses: the Unified Communications (WebEx calling) transition is underway; the CCB Restack Phase 2 will complete with Parks moving by end of December; storage modernization remains on hold due to equipment issues; the Kronos UKG timekeeping project for IMPD was completed in September; the property tax management RFP is imminent; the jail management system relaunch and enterprise GIS upgrade are progressing, with GIS completing by end of December and vendor support through 2026.
- Capital Projects: The coroner’s office and forensic services building became operational on October 7. Other projects (youth and family services center, solid waste garage, animal care shelter, Grassy Creek, IFD 32 and IFD 20) are in various stages of cabling, design, or construction.
- Vendor SLAs: Bell Tech Logics and Daniels and Associates met all SLAs for July–September. Customer satisfaction returned to 99%.
- Financial Report: CFO Kai Davis reported the agency turned a projected half-million overspend into an underspend. Revenue from city chargebacks was received for Q3; county chargebacks were pending. External billing is being renewed. XBE spending exceeded 51% overall but fell short in minority category due to limited IT-certified vendors; efforts to expand the pipeline continue.
Action Items and Resolutions
All resolutions were approved unanimously (all ayes, no opposition).
- Resolution 24-55 (Virtisoft LLC): Authorized $750,000 over three years for OpenGov software to digitize public-facing services, initially for the Department of Metropolitan Development. (Approved)
- Resolution 24-56 (COFACS): Authorized $150,000 for licensing, maintenance, and migration from COFACS Capture to COFACS Total Agility to unify platforms and meet security compliance. (Approved)
- Resolution 24-57 (Granicus): Amended the existing agreement for streaming and archive services, increasing the not-to-exceed by $317,582.90 to a total of $587,197.15 over four years. (Approved)
- Resolution 24-58 (ATT Mobility): Authorized $487,001 for three years for enterprise VPN and mobile connectivity services. (Approved)
- Resolution 24-59 (Authorized Approval Policy), 24-60 (Local Administrator Rights Policy), 24-61 (Enterprise Security Program Policy): Three policies were approved after Mr. Hill noted they are refreshed versions of previously approved policies, updated and vetted through the IT Advisory Committee. (Approved)
- Resolution 24-62 (Recognizing Sarah Reardon): Recognized departing board member and former City Controller Sarah Reardon for her service from May 29, 2023 to October 14, 2024. (Approved)
Discussion Item: GovX Smart Courts Award
Deputy Director Jim Jarvis announced a GovX award won jointly by Marion Superior Court and ISA. The award recognizes innovative use of technology, including AI-powered speech-to-text for court transcription, digital dockets, smart screen kiosks, and wayfinding systems. Partners included New Era, Record Exchange, and Daniels and Associates.
Key Outcomes
- Approved minutes of August 27, 2024.
- Approved all six resolutions unanimously.
- Next meeting is scheduled for November 19, 2024 at 9:30 AM in Room 260.
Meeting Transcript
I'm gonna call the meeting to order. Good morning. Good morning. I'm gonna go ahead and call the meeting to order. This is the information technology board meeting. It is October 29th, 2024, approximately 9 35 a.m. and we are in room 260 of the city county building. My name is Joseph O'Connor. I am the chairman of this board, and we will start off with introductions on my left. Jane Richardson, mayorial appointee from the community. Janae Rotlin, mayoral appointee. Um I'm with the Office of Finance and Management. Good morning. I am rank out each year's City County Council appointment. Val Cunningham, mayoral appointee IMPD. Colonel James Barden. All right, thank you. The first order of business will be to approve the August 27, 2024 meeting minutes. I don't believe I was at this meeting. You were not any corrections or additions to this these minutes. Hearing none, I'll entertain a motion. And the approval of the minutes is presented. Okay, we have a motion to approve in a second. All in favor, please signify by saying aye. Aye. Opposed, same sign. Motion or minutes are approved. Morning, madam clerk. Do you want to introduce yourself real quick? We just started. Okay. We will jump right into the ISA board report. Mr. Hill. Good morning. Thank you, Mr. Chairman and members of Halloween. I appreciate it. Halloween's in two days. And with our IT board report, we always start with our enterprise project slide. Looking at the enterprise project slide, there's been some some changes to this. So as the board knows, in July of this year, we approved the WebEx calling transition. So the Unified Communications Process project, which has been on the slide since 2020, will migrate into WebEx calling at the beginning of the year as we transition off of this one contract to another. As we do so, we're still working through the different phases. We've completed forensics and corner the phone move for that this past month. We're working on uh elections and voter election board and voter registration to make sure that's that's proper. Uh and then as we do that, we'll move into other units, both public safety and then some of the internal as the treasurer's office is one of them that will move on to the new WebEx calling platform as we move forward and then the date of this will absolutely change uh as we move into next year in January. Uh the second one there is the CCB stack, the City County Building Restack. Phase two of that will complete with the parks and rec being moved to their permanent home at the end of December. I know that IMPD East Wing is is affiliated with the CCB Restack, but I think we're still in the planning session of redoing the IMPD Eastern wing for the tower.
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