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OPENPUBLICA · PUBLIC MEETING RECORD

Record of Proceedings

IT Board Meeting Approves Five Resolutions and Receives ISA Reports on September 22, 2026

Other Meetings (J-Z) — Tuesday, September 22, 2026

BodyIndianapolis, Indiana

SessionOther Meetings (J-Z)

DateTuesday, September 22, 2026

StatusFILED

Video Record

0:00 / 25:58

Transcript — VerbatimClick a timed line to jump · ⧉ to share it

0:02

All right, good morning.

0:02

I'm gonna go ahead and call the meeting to order.

0:05

This is the information technology board meeting.

0:08

My name is Joseph O'Connor.

0:09

I'm the chair of the board.

0:10

It is September 22nd, 2026, approximately 9 32 a.m.

0:16

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

0:20

The first order of business will be introductions on my left.

0:23

Jane Richardson, mayoral appointee from the community.

0:27

Good morning.

0:28

I am here in County Judge or Barbara Lawrence to City County Council appointment.

0:34

Colonel James Martin on behalf of Sheriff Kerry Forstall.

0:38

Deputy Chief Kevin Wethington for my MPD, the mayoral appointee for public safety.

0:43

Okay, we're gonna go ahead and uh we'll do the minutes first and then we'll jump down to the action items.

0:47

We have a board member that needs to leave early for a meeting.

0:50

So do we have any looks like we have the approval of the August 25th, 2026 meeting minutes?

0:58

Do we have any additions or corrections to those minutes?

1:01

Mr.

1:02

Chairman, right now uh additions or corrections.

1:06

I move approval with the minutes as presented.

1:09

Second, okay.

1:10

We have a motion to approve in a second.

1:12

All in favor, please signify by saying aye.

1:14

Aye, opposed, same sign.

1:17

Minutes are approved.

1:18

So we'll jump down to action items resolution 26-42.

1:23

No wink LLC.

1:25

Looks like we have Mr.

1:27

Becker here this morning.

1:32

Good morning.

1:33

Good morning.

1:41

Good morning.

1:43

I'll try to be quick.

1:45

Uh so this is a resolution uh to uh increase a current uh agreement with No Inc.

1:53

LLC who provides us e-poll book electronic poll book uh hardware software and support.

2:01

Um this board previously has uh also authorized us to enter into a future agreement uh that is going to be the result of an RFP that we've been conducting.

2:12

Um our board has uh requested that we continue with this vendor through this election and and make that decision uh after the election.

2:21

So this uh in order for us to uh to execute that amendment, uh we need the authority of the IT board to uh increase that not to exceed.

2:32

Uh it's an increase of sixty thousand dollars for this election, which does take the total uh to um over 4.2 million, um, and that is based on the original agreement uh that that over that length of term, which was uh started back in 2018.

2:49

Um so that 4.2 is over uh that that term since 2018 and happy to answer uh any questions.

2:57

What exactly does this equipment do?

2:59

Is this the pads?

3:01

That's correct.

3:01

So these are the I the iPads uh when you go to vote and you scan your ID, we check you in, it produces the barcode that activates your ballot for you.

3:10

Um and then uh yeah, so these are the electronic poll books uh and the it's the voter registration information that's checking everybody into the polls when they come to vote.

3:19

Okay, thank you.

3:22

Any questions on resolution 26-42?

3:26

So this is hardware and software.

3:28

Yes, so this is uh continuing our our uh previous agreement with them, which is uh support.

3:34

We we own the hardware at this point, but software licensing and then ongoing support through the election.

3:41

Any questions, comments?

3:43

Hearing none, I'll entertain a motion for resolution 26-42.

3:47

Mr.

3:48

Chairman, I move approval uh resolution 26-42 for note.

3:55

LC.

3:56

Second.

3:57

Okay, we have a motion to approve in a second.

3:59

All in favor, please signify by saying aye.

4:01

Aye.

4:02

Oppose, same sign.

Discussion Breakdown — Share of Meeting

Information Technology█████████████████████████████████████████████54%

Procedural██████████████████21%

Minority And Women Business Development████████10%

Budget███████8%

Technology and Innovation███4%

Forensic Services███3%

Summary of Proceedings

Information Technology Board Meeting - September 22, 2026

The Information Technology Board met on September 22, 2026, at 9:32 a.m. in Room 221 of the City-County Building. Chair Joseph O'Connor presided. Board members present included Jane Richardson, Barbara Lawrence, Colonel James Martin (for Sheriff Kerry Forstall), and Deputy Chief Kevin Wethington. The board unanimously approved the minutes from August 25, 2026, and passed all five action items without opposition. Reports were presented by the CIO, CFO, and XBE officer of the Indianapolis Service Assembly (ISA).

Approval of Minutes

The board unanimously approved the minutes of the August 25, 2026, meeting as presented.

Action Items (Resolutions)

Resolution 26-42 (KNOWiNK, LLC): Approved an increase of $60,000 to the agreement with KNOWiNK for e-poll book hardware, software, and support (iPads used for voter check-in and ballot activation), bringing the total not-to-exceed over the term (since 2018) to over $4.2 million. This covers the upcoming election. Motion carried unanimously.
Resolution 26-43 (DMT Solutions Global d/b/a BlueCrest): Approved an increase of $7,000 to correct a miscalculation, raising the not-to-exceed from $475,000 to $482,000 for the contract. Motion carried unanimously.
Resolution 26-44 (Qiagen, LLC): Approved a third amendment to the Qiagen service agreement for forensic instruments (EZ1, QIAcube, QIAagility) used in DNA extraction and sample processing. The amendment extends through January 19, 2028, with a new total of $253,359. Motion carried unanimously.
Resolution 26-45 (ISA Policy: Security Controls for Contingency Planning): Approved a policy establishing rules for contingency planning to ensure system resiliency and compliance with CJIS and FBI guidelines. Motion carried unanimously.
Resolution 26-46 (ISA Policy: Media Protection): Approved a policy governing media protection to safeguard data confidentiality, integrity, and availability across the lifecycle, also mandated by FBI guidelines. Motion carried unanimously.

ISA Board Report

CIO Kate Kotan presented updates on strategic initiatives:

Passwordless authentication: In auditing/assessment; working with Improvada to right-size deployment and address compliance standards.
Address and personal modernization initiative (yellow status): Behind schedule due to downstream dependencies; remediation plan in progress.
Device refresh (green): Midway through Sheriff's Office refresh; IMPD up next.
Windows 11 25H2 upgrade: Underway to meet November end-of-life deadline; challenge is significant downtime; offering opt-in before forced enforcement.
PeopleSoft cloud migration (green): Cutover completed in August; now focusing on disaster recovery and decommissioning on-prem components.
Property tax management (green): On track for end-of-January cutover.
Data loss prevention and information protection: Maturing; optional CGIS labels deployed; working with Sheriff's Office on auto-label testing.

Building project updates: IMPD North District design complete; IFD 20 network work on hold; new election center move complete except for security cameras; East Wing CCB restack moves ongoing.

Vendor SLAs: One breach in August due to increased ticket volume from fiber outage on August 5 (nearly 200 extra tickets within an hour); resolved quickly. All other SLAs green. Customer satisfaction (CSAT) recovered to 99% after a technical issue that caused a slight dip in July.

ISA Financial Report

CFO Kai Davner presented the financial management report:

Character one: Projected underspend, planned to transfer to character three via fiscal year-end action.
Character two: Likely small surplus.
Character four: Possible underspend to move to character three.
Character three: About $2.5 million remaining across ~10 line items; predicts a small overspend, offset by transfers from other characters.
Fiscal plan: Due to City-County Council in October.
Revenue: Billing at 49% of budget, indicating chargeback system is stabilizing after 3–4 years.
Internal chargebacks: Collected at 100%; external at 93% (two customers: one usually pays, the other – Warren or Washington Township – revising chargebacks).
Miscellaneous revenue: From recycling old cell phones.

ISA XBE Report

Kai Davner also presented the XBE (minority/women/veteran/DOBE) report:

Eligible spending: ~$14 million; total XBE spending: ~$6 million.
30% of XBE spending from WBEs.
Corrected last month’s report: multiple vendors per XBE category (not just one).
Added a new VBE vendor, credited to Bell.
City’s XBE certification requirements are stricter than state’s, limiting technology spending options.
Efforts to maximize XBE spend, especially in character two where more flexibility exists.

Key Outcomes

All five resolutions (26-42 through 26-46) approved unanimously.
Next meeting scheduled for Tuesday, October 27, 2026, at 9:30 a.m. in Room 221, followed by an executive session in Room 341.
Meeting adjourned.

Meeting Transcript

All right, good morning. I'm gonna go ahead and call the meeting to order. This is the information technology board meeting. My name is Joseph O'Connor. I'm the chair of the board. It is September 22nd, 2026, approximately 9 32 a.m. And we are in room 221 of the city county building. The first order of business will be introductions on my left. Jane Richardson, mayoral appointee from the community. Good morning. I am here in County Judge or Barbara Lawrence to City County Council appointment. Colonel James Martin on behalf of Sheriff Kerry Forstall. Deputy Chief Kevin Wethington for my MPD, the mayoral appointee for public safety. Okay, we're gonna go ahead and uh we'll do the minutes first and then we'll jump down to the action items. We have a board member that needs to leave early for a meeting. So do we have any looks like we have the approval of the August 25th, 2026 meeting minutes? Do we have any additions or corrections to those minutes? Mr. Chairman, right now uh additions or corrections. I move approval with the minutes as presented. Second, okay. We have a motion to approve in a second. All in favor, please signify by saying aye. Aye, opposed, same sign. Minutes are approved. So we'll jump down to action items resolution 26-42. No wink LLC. Looks like we have Mr. Becker here this morning. Good morning. Good morning. Good morning. I'll try to be quick. Uh so this is a resolution uh to uh increase a current uh agreement with No Inc. LLC who provides us e-poll book electronic poll book uh hardware software and support. Um this board previously has uh also authorized us to enter into a future agreement uh that is going to be the result of an RFP that we've been conducting. Um our board has uh requested that we continue with this vendor through this election and and make that decision uh after the election. So this uh in order for us to uh to execute that amendment, uh we need the authority of the IT board to uh increase that not to exceed. Uh it's an increase of sixty thousand dollars for this election, which does take the total uh to um over 4.2 million, um, and that is based on the original agreement uh that that over that length of term, which was uh started back in 2018. Um so that 4.2 is over uh that that term since 2018 and happy to answer uh any questions. What exactly does this equipment do? Is this the pads? That's correct. So these are the I the iPads uh when you go to vote and you scan your ID, we check you in, it produces the barcode that activates your ballot for you. Um and then uh yeah, so these are the electronic poll books uh and the it's the voter registration information that's checking everybody into the polls when they come to vote. Okay, thank you. Any questions on resolution 26-42? So this is hardware and software. Yes, so this is uh continuing our our uh previous agreement with them, which is uh support. We we own the hardware at this point, but software licensing and then ongoing support through the election.

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