OPENPUBLICA · PUBLIC MEETING RECORD
Record of Proceedings

Information Technology Board Meeting - September 23, 2025

Other Meetings (J-Z) — Tuesday, September 23, 2025
BodyIndianapolis, Indiana
SessionOther Meetings (J-Z)
DateTuesday, September 23, 2025
StatusFILED
Video Record
0:00 / 1:09:50

Transcript — Verbatim
0:00

Okay, I'm gonna go ahead and call this meeting to order.

0:03

This is the information technology board meeting.

0:07

My name is Joseph O'Connor.

0:08

I am the chairman of the board.

0:10

Today is September 23rd, 2025, approximately 9 02 a.m.

0:16

A.M.

0:17

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

0:21

The first order of this will be to uh do a roll call or attendance.

0:25

And I'll start on my right.

0:29

Chief.

0:30

Kevin Wethington, uh Deputy Chief from IMPD, Mayor World Appointchief for Public Safety.

0:37

Colonel James Martin, uh point to Marion County Sheriff Carrie Forestall.

0:42

Mayor and County Treasure Barbara Lawrence appointing of the City County Council.

0:50

Deanne Goldblatt said again for Clerk Kate Sweeney Bell today.

0:54

Controller Abby Hansen.

0:58

Thank you.

0:58

Next up we have the uh approval of the twilight 22nd, 2025 meeting minutes.

1:05

Do I have any corrections or addition to those minutes?

1:10

Mr.

1:10

Chairman.

1:11

Excuse me, Mr.

1:12

Chairman hearing no additions or modifications.

1:16

I move approval of the minutes.

1:19

Second.

1:19

Okay, we have approval and a second.

1:21

All in favor, please signify by saying aye.

1:23

Aye.

1:24

Opposed, same sign.

1:26

Minutes are approved.

1:29

Next we have the ISA board report from Mr.

1:32

Colin Hill.

1:33

Good morning.

1:34

Good morning, Mr.

1:35

Chair and members of the board.

1:36

My name is Colin Hill, Chief Information Officer for Indianapolis and Marion County and Director of ISA.

1:42

As usual, we start our IT boards with the uh ISA IT board report.

1:50

Going through, you can see our updated enterprise project slides at the top.

1:54

We have passwordless authentication.

1:56

This is an effort from ISA to help facilitate uh increased security and access for different users within the uh enterprise, including uh the those responsible for uh CGIS compliance.

2:12

This is the primary goal of this.

2:13

There are two main use cases we're looking at, and two vendors that we're discussing options with, and we continue to test those options and work through that, and we'll update hopefully at the next board meeting what that direction looks like.

2:25

You can see we have a target data of the end of the year on that, but we continue to work through that process.

2:30

Next up there is the Windows 11 upgrade.

2:32

We have gotten through the large portion of the enterprise as far as Windows 11 upgrade has happened.

2:38

We have until October 15th.

2:40

There are largely three outstanding agencies with with IMPD, uh, the sheriff's office and IFD remaining.

2:48

We've had separate conversations with each agency on what it looks like to get those finished up by the deadline, and we continue to work through that process.

2:56

Next up is WebEx calling.

2:58

You'll notice that that says complete.

2:59

What we have completed the moving from the unified call management system that was primarily Cisco to WebEx calling with everyone who was on that former system.

3:08

There are still remaining a via systems, but we're working on those, and those are a little bit different and outside of this initial project, but we're still keeping track of that and working towards that goal of getting those out of here by the end of the year.

3:20

Uh stepping down, we have the PeopleSoft Cloud Migration.

3:23

Currently, there is a request for qualifications out on the street.

3:26

I think that end date is tomorrow.

3:28

Uh so we continue to work through that process and we'll we'll continue to update the board.

3:33

Uh step down with the CCB Restack.

3:36

Our biggest focus is assisting building authority, which with the HVAC moves and making sure people have what they need right now.

3:41

Uh, but we will continue working through phase three of that process uh as needed to work with our partners.

3:48

Uh next up is advancing AI within the city county.

3:52

Uh, this has been a year-long effort by us to look at artificial intelligence, particularly Gen AI, and decide how to kind of level up everyone's understanding and and prepare for usage and governance within the city county, and it has multiple layers, but our current focus right now uh from Kate Coton and uh uh AI cohort leads within ISA.

Discussion Breakdown — Share of Meeting
Technology and Innovation█████████████████████████████████████████████53%
Information Technology█████████████████20%
Procurement██████████████16%
Data Center Regulation███4%
Budget██2%
Public Records Management██2%
Personnel Matters██2%
Data Analysis█1%
Summary of Proceedings

Information Technology Board Meeting - September 23, 2025

The Information Technology Board of Indianapolis and Marion County met on September 23, 2025, at 9:02 AM in Room 221 of the City-County Building. Chair Joseph O'Connor presided. The board approved minutes from August 22, 2025, received the ISA director's report and financial report, and unanimously passed six resolutions authorizing technology investments, including a major property tax system replacement.

Consent Calendar

  • Approval of the August 22, 2025 meeting minutes was moved and unanimously approved.

Discussion Items

  • ISA Board Report (Colin Hill): Update on enterprise projects: Passwordless authentication testing continues with a target by end of 2025; Windows 11 upgrade largely complete (three outstanding agencies: IMPD, Sheriff's Office, IFD) with a deadline of October 15, 2025; WebEx calling migration completed; PeopleSoft Cloud Migration RFQ due September 24, 2025; CCB Restack ongoing; AI cohort evaluating Microsoft 365 Copilot with ~160 users; Purview implementation for data governance; Enterprise GIS upgrade complete, moving to master address database; ACH reimbursements in discovery. Capital projects: network equipment purchased for solid waste garage and ACS shelter.
  • Vendor SLA Report: Two SLA misses in July: average speed to answer missed by 0.4% due to contributing factors (HVAC moves, Bell staffing), and P3 (priority 3) resolution missed due to 250 MFA transition requests from DPW. Customer satisfaction steady at ~98%.
  • ISA Financial Report (Colin Hill): Spending tracking on track; Quarter 2 chargebacks collected; Quarter 3 chargebacks forthcoming.
  • XBE (Minority/Women Business Development) Report: Eligible spending for XBE is 47% against a 27% goal. Trailing behind on MBE spend ($601,000 total, $296,000 in Q2), veteran-owned ($109,000 total, $59,000 in Q2), and disabled-owned ($22,000 total, $16,000 in Q2). Office of Minority and Women Business Development available to certify vendors.

Action Items (All Unanimously Approved)

  • Resolution 25-25 (ESCO Communications): Authorized up to $1,018,021 through 2028 for audiovisual equipment services in courtrooms, probation department, and new Youth Services Center. Presented by Amatov. Approved.
  • Resolution 25-26 (Ask Reply/B2G Software): Updated total for certification, contract compliance, payroll verification, and grant management software. Presented by Michelle Navnet. Approved.
  • Resolution 25-27 (DocuSign – Enhanced Access Funds): $115,000 for purchase and implementation of DocuSign enterprise license (75 seats, unlimited submissions, e-signature, integration). Presented by Kate Coten. Will replace existing form platforms; supports ID verification, single sign-on, and state-ramp compliance. Approved.
  • Resolution 25-28 (OpenGov Request Management – Enhanced Access Funds): $125,000 ($100,000 recurring license, $25,000 one-time implementation) to bridge procurement and contract management, replacing KTA system. Supported by OFM and OCC. Presented by Kate Coten. Approved.
  • Resolution 25-29 (Preservica – Enhanced Access Funds): $125,000 for cloud-based digital preservation, replacing on-premise archival solution. Includes $91,000 annual storage, $25,000 accelerated success, and $9,000 tenant configuration. Presented by Kate Coten. Approved.
  • Resolution 25-30 (Property Tax System RFP Award to EXOFT): Awarded to XSoft (Indiana-based) for $6,090,000 over four years ($3,515,000 initial setup, $775,000 annual support for three years, plus $250,000 contingency). Will replace CAMA and tax billing systems with unified solution; go-live expected Q4 2026 for assessment, Q1 2027 for tax. Presented by Kate Coten with Brian Booker and Scott Stevens from XSoft. Approved.

Other Business

  • Recognition of Ryan Click, who is leaving city-county service after 12 years (BNS and ISA). Deputy Chief Wethington and CIO Hill thanked him for his contributions to public safety and technology projects.

Key Outcomes

  • All six resolutions passed unanimously by voice vote with no opposition.
  • Next scheduled board meeting: October 28, 2025 at 9:30 AM in Room 221.

Meeting Transcript

Okay, I'm gonna go ahead and call this meeting to order. This is the information technology board meeting. My name is Joseph O'Connor. I am the chairman of the board. Today is September 23rd, 2025, approximately 9 02 a.m. A.M. and we are in room 221 of the city county building. The first order of this will be to uh do a roll call or attendance. And I'll start on my right. Chief. Kevin Wethington, uh Deputy Chief from IMPD, Mayor World Appointchief for Public Safety. Colonel James Martin, uh point to Marion County Sheriff Carrie Forestall. Mayor and County Treasure Barbara Lawrence appointing of the City County Council. Deanne Goldblatt said again for Clerk Kate Sweeney Bell today. Controller Abby Hansen. Thank you. Next up we have the uh approval of the twilight 22nd, 2025 meeting minutes. Do I have any corrections or addition to those minutes? Mr. Chairman. Excuse me, Mr. Chairman hearing no additions or modifications. I move approval of the minutes. Second. Okay, we have approval and a second. All in favor, please signify by saying aye. Aye. Opposed, same sign. Minutes are approved. Next we have the ISA board report from Mr. Colin Hill. Good morning. 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 ISA. As usual, we start our IT boards with the uh ISA IT board report. Going through, you can see our updated enterprise project slides at the top. We have passwordless authentication. This is an effort from ISA to help facilitate uh increased security and access for different users within the uh enterprise, including uh the those responsible for uh CGIS compliance. This is the primary goal of this. There are two main use cases we're looking at, and two vendors that we're discussing options with, and we continue to test those options and work through that, and we'll update hopefully at the next board meeting what that direction looks like. You can see we have a target data of the end of the year on that, but we continue to work through that process. Next up there is the Windows 11 upgrade. We have gotten through the large portion of the enterprise as far as Windows 11 upgrade has happened. We have until October 15th. There are largely three outstanding agencies with with IMPD, uh, the sheriff's office and IFD remaining. We've had separate conversations with each agency on what it looks like to get those finished up by the deadline, and we continue to work through that process. Next up is WebEx calling. You'll notice that that says complete. What we have completed the moving from the unified call management system that was primarily Cisco to WebEx calling with everyone who was on that former system.

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