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Record of Proceedings

Information Technology Board Meeting - January 28, 2025

Other Meetings (J-Z) — Tuesday, January 28, 2025
BodyIndianapolis, Indiana
SessionOther Meetings (J-Z)
DateTuesday, January 28, 2025
StatusFILED
Video Record
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Transcript — Verbatim
0:01

I will go ahead and call the meeting to order.

0:04

This is the information technology board meeting.

0:07

It is January 28th, 2025 at approximately 9 30 a.m.

0:13

And we are in room 260 of the city county building.

0:16

My name is Joseph O'Connor.

0:18

I am the chairman of this board, and we will start off with introductions on my right.

0:23

And we have we do have a new board member.

0:27

The executive committee of the judicial branch of our government has selected Amy Jones.

0:33

So I'll let her introduce herself and say a few words.

0:36

Welcome.

0:37

Thank you.

0:37

Thanks for having me.

0:42

Judge you might go on.

0:43

I'm sorry.

0:46

There we go.

0:47

I'm Amy Jones.

0:48

Um I'm a Marion Superior Court Judge.

0:50

I preside over Superior Court 34, which is primarily low-level felonies and misdemeanors.

0:56

I've also the presiding judge of our mental health alternative courts, served on the executive committee for six years, the 12 years that I've been on the bench.

1:03

So I've had a lot of interaction on the periphery with this group, and I'm looking forward to working with you now.

1:09

Thanks.

1:09

Thanks.

1:10

Welcome aboard.

1:12

Colonel James Martin, uh Sheriff's Force will also point to the board.

1:18

Deputy Chief Valerie Cunningham, IMPD mayoral appointee.

1:22

Good morning.

1:23

Hi and Brothera and Smarine County Treasurer, and I'm an appointment of the City County Council.

1:31

Kate Sweeney Bell, Marion County Clerk.

1:33

I too am a council appointee.

1:38

Controller Abby Hansen.

1:41

I presume mayor's office appointment.

1:45

Hello, Jane Richardson, may oral appointee from the community.

1:51

Thanks.

1:52

The first order of this will be to approve the November 19th, 2024 meeting minutes.

1:58

Do I have any additions or corrections to those minutes?

2:03

Hearing none, I'll entertain a motion.

2:05

I move approval.

2:06

I second.

2:07

We have a motion to approve in a second.

2:09

All in favor, please signify by saying aye.

2:11

Aye.

2:11

Aye.

2:12

Opposed, same sign.

2:13

Minutes are approved.

2:15

Jumping down to ISA board business, Mr.

2:17

Colin Hill.

2:18

Good morning, sir.

2:20

Good morning, Mr.

2:21

Chair and members of the board.

2:22

It's nice to be back here with all of you.

2:24

As usual, we we start our IT or the information technology board with the IT board reports.

2:31

Or I guess the official title is the ISA board report.

2:34

I never realized that before until today.

2:36

Sorry.

2:37

So we start with our enterprise projects.

2:39

At the top, we have a a new one, which is our Windows 11 upgrade.

2:44

Windows 11 goes end of life and October of this year, and we're working to roll that out to the entire city county.

2:51

Right now we've been through some pilots within ISA, and we're working on doing pilots with different agencies and departments and uh formulating our plan for rollout.

3:02

We've we've done several rollouts over the years, but this one is is relatively a light lift, but there are so many different applications at different departments and agencies.

3:10

It's important to get the testing completed and appropriately underway.

Discussion Breakdown — Share of Meeting
Technology and Innovation█████████████████████████████████████████████52%
Artificial Intelligence Regulation██████████████16%
Public Engagement██████████11%
Data Analysis██████7%
Public Records Management███4%
Procedural███3%
Budget███3%
Personnel Matters██2%
Public Safety█1%
Summary of Proceedings

Information Technology Board Meeting - January 28, 2025

The Information Technology Board (ITB) met on January 28, 2025, at 9:30 a.m. in Room 260 of the City-County Building. Chairman Joseph O'Connor presided. The meeting included introductions of a new board member, approval of previous minutes, reports from ISA and Channel 16, five action items (all approved unanimously), and discussion items on the annual ISA survey and advancing AI in city-county operations.

Consent Calendar

  • The minutes from the November 19, 2024 meeting were approved unanimously.

Public Comments & Testimony

  • No public comments or testimony were recorded.

Discussion Items

  • ISA Board Report (Colin Hill): Key updates included:

    • Windows 11 Upgrade: End of life in October 2025; pilots underway; rollout planned for October 1, 2025.
    • WebEx Calling: Replacing Avaya and Cisco phone systems; Cisco contract expires June 30, 2025; non-disruptive flash conversion expected.
    • CCB Restack Phase 2: OCC in temporary space; MAC and East Wing upgrades upcoming; ISA handles wiring and wireless.
    • Storage Modernization: Equipment received; now green; completion expected in Q2 2025.
    • Enterprise GIS Upgrade: Parallel systems running; training ongoing; transition by March 31, 2025; support vendor stays for another year.
    • CJIS Compliance: Audits in April 2025; partnership with Sheriff and IMPD.
    • Capital Projects: CJC Youth Services Center move-in mid-February; Solid Waste Garage late 2025; Animal Care Shelter early 2026; Grassy Creek network install; IFD stations; Housing Hub scoping.
    • Vendor SLAs: Bell Tech Logics and Daniels & Associates reported.
    • Customer Satisfaction: 99% in December (based on ticket surveys).

  • ISA Year-End Financial Report (Kai Davis):

    • Spending: Less than $20,000 remaining at year-end; spot bonuses given.
    • Revenue: Internal chargebacks 101% collected with a $350,000 overpayment from the city (likely credits in 2025). External chargebacks 187% billed; outstanding payments from Warren and Washington Townships being addressed.
    • XBE Report: Over 50% of eligible spending with XBEs.

  • Government Access TV Annual Production Report (Ken Montgomery):

    • Staff: Six full-time plus one contract engineer.
    • Production: 550 hours total (406 meetings, 453 hours meeting coverage); 80 in-kind special events (90 hours); 75 in-kind productions (9 hours, valued at $58,600).
    • Viewership: Most viewed video was the June 25, 2024 ITB meeting (813 views). Total page views 538,644; 41,315 distinct visits. Archive most viewed: DMD (30,773), Council (18,165), Liquor Board (14,248).
    • Ken Montgomery announced retirement plans at end of 2026.

  • Action Items:

    • Resolution 25-1 (NBJ Security): Approval for Indy Parks to contract for intrusion alarms, panic alarms, emergency service, and camera surveillance across 70-85 facilities using non-proprietary technology. Three-year prepaid service via omnial cooperative. Approved unanimously.
    • Resolution 25-2 (BERC 1 Professional Services): One-year extension not to exceed $1 million (total contract now $2.64 million) for scanning, digitization, and support of COFAX/FileNet platforms. Approved unanimously.
    • Resolution 25-3 (IT Standards for Records Digitization and Archiving): Establishes standards requiring coordination with ISA and the City County Archives for any scanning/digitization projects. Jordan Ryan (Archivist) noted the city is not in compliance with state archives law (Indiana Code 5-15) and outlined training and outreach plans. Approved unanimously.
    • Resolution 25-4 (Enhanced Access Review Committee Reappointments): Reappointed existing members; Nicole Heatley Holmes remains chair. Approved unanimously.
    • Resolution 25-5 (IT Cybersecurity Committee Reappointments): Reappointed existing members; Colin Hill remains chair. Approved unanimously.

  • ISA Annual Survey Report (Colin Hill):

    • Response: 631 responses (down from 783 in 2023 out of ~7,500 accounts).
    • Overall Satisfaction: 97% (highest in 10 years).
    • Key Metrics: Strategic direction awareness increased; voice in project prioritization rose to 69%; chargeback process received negative comments (“needs complete revamp”); website described as “embarrassing.”
    • Security: Positive ratings for phishing campaigns (96-98% satisfaction).
    • AI Questions: Residents hesitant; 40% neither agreed nor disagreed about AI in work; privacy/security top concern; only 44% worried about job elimination.

  • Advancing AI at City County (Kate Coten):

    • Background: AI Commission (8 members) met in 2024; produced recommendations aligning with ISA’s strategic plan.
    • Three-Path Approach:
      1. Establishment: Hire Chief Data & Privacy Officer; develop AI security framework via Microsoft Copilot use case; update AI policy using NIST framework.
      2. Education: Partnership with InnovateUS (free public sector AI training); data classification training; both required for Copilot pilot (200 licenses available).
      3. Engagement: Involve functional groups; build internal AI hub; launch public Indy.gov page; host open house AI days.
    • Discussion: Board members expressed concerns about applicability, data security, and human oversight. Treasurer Lawrence noted uncertainty about AI in his office. Colonel Martin highlighted AI’s potential to catch human errors. Chairman O’Connor emphasized the need for a data fabric. No vote was taken.

Key Outcomes

  • All five resolutions (25-1 through 25-5) were approved unanimously.
  • The next ITB meeting is scheduled for February 25, 2025, at 9:30 a.m. in Room 260.
  • The meeting was adjourned.

Meeting Transcript

I will go ahead and call the meeting to order. This is the information technology board meeting. It is January 28th, 2025 at approximately 9 30 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 right. And we have we do have a new board member. The executive committee of the judicial branch of our government has selected Amy Jones. So I'll let her introduce herself and say a few words. Welcome. Thank you. Thanks for having me. Judge you might go on. I'm sorry. There we go. I'm Amy Jones. Um I'm a Marion Superior Court Judge. I preside over Superior Court 34, which is primarily low-level felonies and misdemeanors. I've also the presiding judge of our mental health alternative courts, served on the executive committee for six years, the 12 years that I've been on the bench. So I've had a lot of interaction on the periphery with this group, and I'm looking forward to working with you now. Thanks. Thanks. Welcome aboard. Colonel James Martin, uh Sheriff's Force will also point to the board. Deputy Chief Valerie Cunningham, IMPD mayoral appointee. Good morning. Hi and Brothera and Smarine County Treasurer, and I'm an appointment of the City County Council. Kate Sweeney Bell, Marion County Clerk. I too am a council appointee. Controller Abby Hansen. I presume mayor's office appointment. Hello, Jane Richardson, may oral appointee from the community. Thanks. The first order of this will be to approve the November 19th, 2024 meeting minutes. Do I have any additions or corrections to those minutes? Hearing none, I'll entertain a motion. I move approval. I second. We have a motion to approve in a second. All in favor, please signify by saying aye. Aye. Aye. Opposed, same sign. Minutes are approved. Jumping down to ISA board business, Mr. Colin Hill. Good morning, sir. Good morning, Mr. Chair and members of the board. It's nice to be back here with all of you.

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