0:05 We're gonna go ahead and call the meeting to order.
0:08 This is the information technology board meeting.
0:11 My name is Joseph O'Connor.
0:13 I'm the president of the board.
0:15 It is June 23rd, 2026, approximately 9 35 a.m.
0:21 And we are in room 221 of the city county building.
0:25 First thing we'll start off with is introductions on my right.
0:30 Amy Jones, Mary Superior Court.
0:34 Kevin Wethington, Mayoral appointee for public safety.
0:38 Colonel Martin, Mary County Sheriff's Levels.
0:42 Controller Abby Hansen.
0:46 I am Barbara Lawrence, Marion County Treasurer.
0:50 Kate Sweeney Bell, Marion County Clerk.
0:56 Laura Larromer, also appointed from the community.
1:03 Next up we'll have the approval of the April 28th, 2026 meeting minutes.
1:08 Do we have any additions or corrections to those minutes?
1:14 President hearing no additions or corrections or amendments and move approval of the minutes as presented.
1:22 Okay, we have a motion to approve in a second.
1:24 All in favor, please signify by saying aye.
1:28 Minutes are approved.
1:32 Looks like we have our ISA board report.
1:38 Chairman and members of the board.
1:39 My name is Kate Coten, and I am the interim chief information officer for ISA in the City County.
1:48 Pleased to go through starting with our enterprise projects.
1:51 I have some updates to present.
1:53 The first project you'll notice is password list authentication for public safety.
1:57 You'll notice last month it was our last board meeting it was yellow.
2:01 Implementation is red due to a functionality issue with the purchase badge readers.
2:06 This is preventing completion of the base configuration and still laying testing.
2:10 We have two paths forward, and we anticipate having resolution in terms of what path we're going to take in the next week or so, and anticipate it getting back on track after after that issue is resolved.
2:22 So we need to determine if the readers that we have will satisfy or if we need to pivot to a new solution.
2:27 Next up is address and parcel modernization initiative.
2:30 This remains yellow due to largely largely around conversations around governance outside of technical areas.
2:38 So bringing together the different stakeholders across the enterprise to make sure that we've accounted for all the various downstream data governance pieces that are needed to ensure that the new processes account for them.
2:50 We are on track in terms of clearing those barriers.
2:53 We have a path forward, but it is just taking a little bit longer, I think, than initially anticipated.
2:59 We are also evaluating our legacy GIS applications to assess if it's worth investing in pivoting or more time to account for the new process.
3:12 So there's more to come there, but we're really trying to evaluate holistically on what is best long-term so that we're putting our efforts in the right direction that sets us up for success.
3:23 So some of our legacy applications will require additional work to work with the new address management system, and we're trying to see if it's worth that or pivoting to a new more like cost-based ESRE solution for mapping.
3:35 But work is proceeding.
3:37 Our device refreshes green.
3:38 I have some great updates here.
3:40 We have brought on an additional refresh person to assist specifically with the volume of refreshes.
3:47 Currently working through parks, and a little under 100 devices are set to complete this week.
3:52 Next, we'll move on to the fire department, and that refreshes about 175 devices.
3:58 Once we finish with fire, we'll be moving on to courts.
4:01 So we are on track for completion of our annual refreshes for 2026 and are grateful for the team and all their work on that.
4:10 Next we have our PeopleSoft Oracle migration.
4:16 We have completed infrastructure readiness.
4:21 We are now working with agencies on their testing.
4:24 More around validation, the user experience hasn't changed, just making sure that nothing has been impacted in the cloud migration.
4:32 Since the last board meeting, we've um redesigned our login and log out experience, confirmed our approach to disaster recovery, completed data export import, building our non-production environments, and our working through knowledge transfer and documentation.
4:47 So we're currently working on finalizing our cutover plans and final security settings and are on track.
4:55 Next, we have our CCCB Restack project.
5:00 The current scope of this largely centers around East Wing in support of the IMPD team, the police department.
5:07 The fifth floor east wing plans were confirmed earlier this month, and I believe that there are still conversations with the teams on the fourth floor plans.
5:16 And the last enterprise project is property tax management software.
5:21 Since the last board meeting, we cleared milestone two, which was delivery of a phase one project plan.
5:27 Phase two of that project plan will include more detailed integration documentation as well as final technical requirements that are still pending.
5:38 So, but phase one is looking great.
5:40 We're anticipating an updated project schedule next week, and that will move us from yellow to green.
5:46 So right now, our yellow status is really around a pending a schedule for alignment, but the team is feeling really good and on track.
5:55 Biggest conversations right now are on data conversion and data mapping from the current provider to the new provider, making sure that we have everything sorted.
6:02 And we're still working through a subcontract for the images that was previously brought to the board.
6:08 So the sketches, but work is moving along.
6:11 Before I move on to building projects, any questions?
6:19 All right, we have a few building projects.
6:21 This will be the last time I bring animal care shelter as it was completed on May 11th, since our last board meeting.
6:29 IFD 20 is still in implementation since the last board meeting.
6:34 They've received the right of way permit and they're waiting AES to complete the primary electrical connections.
6:40 Our team won't be able to get in to the location until we're looking at late June, early August, and we anticipate about a two-week working period once we are in the building.
6:50 But my understanding is that this all aligns and we're on track from our perspective.
6:57 IMPD North District is still very much in the planning phase.
7:02 Since the last board meeting, we have re-quoted for a decrease in the number of drops from four to two, and have provided that information and those quotes to the necessary folks.
7:15 The next steps are remaining hardware counts in coordination with Security 101 in coordination with IMPD, and obviously all this work is pending funding, but from our side, we've provided the plans and the quotes that are needed from an IT perspective.
7:30 And we're here to help whenever it's moving.
7:32 New election or the new build out of the election center is moving along.
7:38 The closed and wiring estimate was sent to the election board team on early this month on the 16th.
7:45 ISA is now working on service quotes with ATT.
7:49 The agency began moving items into the building earlier this month, but they're waiting on-site storage with larger equipment planned later.
7:57 Essentially, we're looking at about three weeks of work once we are able to get into the building.
8:03 And I think we're looking at mid to late July to get into the building.
8:06 And so there's close coordination with the election board team to make sure that we're meeting their needs and that their team can get into the building as needed.
8:16 Oh, also for the election board, the team is moving IT devices like workstations and phones as well.
8:28 So moving on to our vendor service level agreements, a lot of gratitude to our managed partners in Dell, our Bell and DAI for clearing all of their contractual SLEs during the service period.
8:42 They're critical to the services that we deliver, and we're grateful for their continued efforts.
8:48 And our customer satisfaction score, this is a measure of the closed tickets, be they requests or incidences that are filled out on giving us feedback.
8:58 So in the month of May, you'll notice we went from 98 to 99, so we're holding steady for three months at a service rate of 99, which well exceeds the CSAT recommended base benchmark.
9:20 Pending any questions, we can define some financial.
9:23 Any questions from the board?
9:26 Okay, it looks like we have the financial report.
9:29 Shelley Campbell is here to present.
9:49 My name's Shelly Campbell.
9:51 I'm the new finance administrator.
9:52 I work closely with Kai Davner.
9:55 And I'll be doing the I'll be giving the financial report.
9:59 This is from our next slide.
10:04 So you can see on this slide where we are on our four characters year to date as of the end of May.
10:11 So it's this is the end of May.
10:13 In character one, we had our remaining budget of just under 60%.
10:20 So that means that we're halfway through the year, but we've only burned 40% of our character one.
10:26 So we're projecting at this time that we're gonna have some underspend in character one, and we'll be asking to utilize that at the end of the year in a fiscal to augment our character three because we've used a lot of our character three, some of our character three money for staff augmentation through staffing agencies, and I'm one of those.
10:47 So we're hoping at the end of the year to square that up.
10:53 This is reserved for supplies.
10:55 I mean, computer mice, little stuff, non-warranty parts.
11:00 Um we've only burned 25% of that, and we're really predicting an underspend here as well.
11:07 Uh and I'm then I'm gonna skip to character four.
11:10 Um, character four is for our large items, UPSs, um, channel 16's video equipment, things like this, large purchases.
11:19 Um, up here on the slide, you only see a $200,000 budget, but we actually received um uh money for a state required purchase and a fiscal.
11:31 So at today we actually have a 450,000 dollar budget.
11:36 Now we're anticipating that we will need to spend that, um, particularly I know UPS batteries being a project that we're looking at.
11:45 And then we're gonna move back to um character three.
11:49 Um this also does not show one of our fiscals for 800K because this is the end of May.
11:57 Um, but our character three, now we burn through over really over 80 percent.
12:03 You have to remember that character three is something that we um encumber at the beginning of the year, so some of it we're still holding in our hands, but we know that we're gonna spend um uh this does not include hopefully some more fiscal um uh for a network refresh, uh some state grants, and our copper wiring project is looking to be coming out of here.
12:29 Um, do you have any questions about where we stand here before we move on?
12:41 So, okay, so this is a little bit different.
12:46 Um Kai and I and our chargeback analyst Jared worked on this slide.
12:51 We've changed a little bit.
12:53 You used to see the revenue budgeted by month, but we actually don't bill by month.
13:00 So this is a reflection of when the bills actually go out.
13:04 And we did this so that you could see a little, you could get some actual comparison before it was difficult to compare.
13:11 So the first Navy line there in April represents what was budgeted for the quarter, and then billed in April.
13:19 And the billing is the red line.
13:21 And you can see that there's a difference between what's billed and what's budgeted that accounts for agencies um looking through their bills and finding out that they don't have the staffing they thought they had.
13:34 So they don't need as many counts as they did.
13:36 So we adjust their bills, and that's gonna be kind of typical.
13:40 Um, and then you can see here in May the money that's been collected.
13:44 Uh we have about we've just over 60,000 still outstanding to be collected, but it's from rep really well.
13:55 Outside agencies that we have really good, you know, report with.
13:58 We don't anticipate there being any issue collecting it, it's just timing.
14:06 Oh, we also received a thousand dollars and yeah, one thousand sixty-nine dollars in additional revenue, which was basically a recycling old broken cell phones.
14:18 So, I'm also gonna be doing the XBE report.
14:23 Are there any questions about chargeback revenue?
14:26 Any questions from the board on the financial report?
14:42 So with our XPE report, we're looking at yeah, year to date.
14:49 Our MB MBE is 3.7%, WBE 37.39%, BBE just um under 1%, and D O B D O B E um at 27%.
15:05 And uh we work really hard to um use XPE vendors whenever possible.
15:10 We would love to see more of them.
15:12 Um there just really is a very small handful of vendors available.
15:17 A lot of them fall under more than one class, and historically, when they did, we assigned them to WBE and we continue to do so, and that's why you'll see our WBE so high.
15:32 Um actually, I think that's it.
15:47 Do we have any questions from the board?
15:53 What is what are D O B E?
15:55 Oh, um you've got minority business owned, women business owned, um, veteran business owned and disabled owner.
16:11 I may just have to tell you.
16:15 Any other questions?
16:17 Lairmore, did you have a question?
16:19 That's my question.
16:27 Okay, moving on to our action items.
16:28 We have resolution 26-29, Virtusoft LLC.
16:32 It's like we have Abby Brands here to present.
16:34 Good morning, Abby.
16:44 I'm the director for the Department of Business and Neighborhood Services.
16:47 I bring to you today a resolution 26-29.
16:51 Uh over the last couple years, BNS has come to this board a couple times uh seeking uh new ways to leverage technology to improve our customer service and general service experience.
17:02 Um several organizations in the enterprise have leveraged um open gov in the last few years to expand on the ways that they can provide technology.
17:12 Um of our main partners, DMD has uh unveiled a new portal where you're allowed to uh open new forms and registrations through their department, and that's been going very well.
17:25 Um and over the last couple years we've been looking at ways that we can either expand on a seller, our current permit solution, or potentially replace a seller, and open gov seems like a potential solution for that.
17:39 Um so we are asking today to uh expand the Virtisov NTE because it is the reseller that OpenGov uh licensing has been purchased through through the enterprise.
17:50 Um we are increasing it uh 199,998.72 cents for a total NTE increase of 1,959,729.26.
18:04 Um this roughly $200,000 dollars is for a contract to do um some kind of proof of concept work to see what exactly they need to develop and what that would look like if we were to engage in their platform.
18:16 So we've already been working alongside them.
18:19 They've been a very good partner as far as giving us demos and looking at requirements and things that we might need for the solution.
18:24 So this is kind of that first formal step into seeing if this is a viable long-term partnership.
18:30 So happy to answer any questions you have.
18:33 Does the zealot is a cellar just permitting?
18:36 And I know we use a sell of, I mean we are accessed to a seller for our permits.
18:29 That's a great question.
18:43 So a CELA is the source system for everything BNS does.
18:46 So it covers all of our permitting, it covers all of our licensing, it covers all of our code enforcement.
18:51 It also handles some case management for DMD as well.
18:54 And potentially IHPC.
18:56 So yes, if we were to move this platform, it would be a very large undertaking and it would touch every facet of our business.
19:08 Okay, hearing none, I'll entertain a motion.
19:11 Credson, any hearing no question, the approval of resolution 26.
19:17 26-29 for approval.
19:21 Okay, we have a motion to approve and a second.
19:23 All in favor, please signify by saying aye.
19:26 Opposed, same sign.
19:30 Resolution 26-30 and four.
19:48 Chairman, members of the board.
19:49 My name is Meg Richmond.
19:50 I'm application services manager in information services agency.
19:53 I'm here to present resolution 2630.
19:57 Authorized expenditure with in for public sector.
20:00 We're looking for approval to amend the agreement and raise the not to exceed by 553,267.37 cents for a revised total NTE of $2,035,615.60 cents.
20:15 Yeah, import is our work order program for DPW.
20:18 It's integrated to many of our other systems.
20:20 And then Dana Stevenson here is our expert on it if you have any questions.
20:26 Any questions on this resolution?
20:32 Hearing no questions.
20:34 I will do approval of resolution.
20:38 I keep forgetting to do this.
20:40 I move approval of resolution 26-30 for N4.
20:46 Okay, we have a motion to approve and a second.
20:48 All in favor, please signify by saying aye.
20:51 Proposed, same sign.
21:01 Richmond, go ahead.
21:02 I'm here to present 2631.
21:04 Uh authorized expenditure to BERC one.
21:07 ISA recommends the approval of an additional expenditure to correct a vendor billing clerical error in an amount not to exceed 153,969.20 for a revised total NTE of two million eight hundred thirty-nine thousand three hundred and fifty-seven dollars and twenty cents.
21:25 Berk one provides two of our products that uh they power a lot of our systems in the city, our digital contract system and file net are uh file repository, and this was just a billing error, and it was services that we had used and are still in use today.
21:42 Any questions from the board on this resolution?
21:46 Uh, do you know when that contract is up?
21:54 Any other questions?
21:57 Chairman, move approval of resolution 26-31 for one.
22:04 Okay, we have a motion to approve and a second.
22:06 All in favor, please signify by saying aye.
22:13 Resolution 26-32 lifeline.
22:18 Moore, good morning.
22:24 Chairman, members of the board.
22:25 I'm Kevin Moore, Chief Operating Officer at ISA.
22:30 Bringing to you resolution 2632.
22:34 ISA currently contracts with Lifeline to utilize their hosting services through July 1st, 2029.
22:45 We are recommending amending the contract to allow for the usage of those services through July 1st, 2029.
22:55 So we're seeking approval from the board to amend the agreement, raise them not to exceed by an amount of 223,200 and zero cents for a revised NTE of 539,860.24 cents.
23:22 Hearing none, I'll entertain a motion.
23:33 Okay, we have a motion to approve and a second.
23:35 All in favor, please signify by saying aye.
23:40 Looks like you're sticking around for 2633.
23:45 Resolution 2633 is to talk about Virtue.
23:51 We currently contract with Verde for critical power infrastructure support, which includes UPS batteries, and related power system maintenance for city-county facilities.
24:06 We are seeking approval from the board to amend this agreement with Verdu and raise them not to exceed by 223,000 dollars and zero cents for our revised NTE of 758,007 and 65 cents.
24:29 So these are battery.
24:33 These are building systems.
24:49 Yep, whole building, yes.
24:52 Alright, any questions on this resolution?
24:58 Chairman, I move approval of resolution 26 to 33 for verdict.
25:05 Okay, we have a motion to approve and a second.
25:07 All in favor, please signify by saying aye.
25:10 Opposed, same sign.
25:26 All right, looks like that concludes our action items today, as well as our agenda.
25:31 Looks like the next, we do have an executive session starting right after this meeting.
25:38 But our next scheduled IT board meeting will be held Tuesday, July 28th, 2026 at 9 30 in this room, which is 221 of the city county building.
25:50 Looks like that's all the agenda today.
25:52 If we have any other business to come before the board today, if not, I will entertain a motion to adjourn.
25:59 Okay, we are adjourned.