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Record of Proceedings

Information Technology Board Meeting - October 27, 2026

Other Meetings (J-Z) — Tuesday, October 27, 2026
BodyIndianapolis, Indiana
SessionOther Meetings (J-Z)
DateTuesday, October 27, 2026
StatusNEW · FILED
Video Record
0:00 / 35:46

Original source
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Speaker numbers apply only to this recording.

Speaker 1

1:07

I'm gonna call the meeting to order.

1:09

This is the information technology board meeting.

1:11

My name is Joseph O'Connor.

1:13

I'm the chairman of the board.

1:14

It is October 27th, 2026, approximately 9.30 a.m.

1:20

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

1:24

We'll start off with introductions on my left.

Speaker 2

1:31

Jane Richardson, mayoral appointee from the community.

Speaker 3

1:36

Laura Larimer, City Council appointee.

1:40

Kate Sweeney Bell, Marion County Clerk.

Speaker 4

1:43

Good morning.

1:44

I am Irving Lawrence Marine County Treasurer and a city county council appointee.

Unassigned speaker

1:50

Good

Speaker 5

1:50

morning, Colonel James Martin on behalf of Sheriff Kerry Forrestall.

Speaker 6

1:55

Good morning, Deputy Chief Kevin Wedhington, Mayoral appointee for public safety.

2:00

Judge Mark Rothenberg, Chief Judge Marion Superior Court.

Speaker 1

2:04

Thank you.

2:05

The first order of this will be to well, we'll go ahead and we introduce you, but we'll welcome you back to the board.

2:12

I know this is this your second time on the board.

2:15

Second.

2:16

It is my second time on the board.

2:18

Good to be back.

2:18

Second stretch.

2:19

Good to have you back.

2:23

I am.

2:24

Good.

2:27

All right.

2:28

So we will have the approval of the September 22nd, 2026 meeting minutes.

2:36

Do we have any additions or corrections to those minutes?

Unassigned speaker

2:44

I

Speaker 3

2:44

move approval.

2:45

Second.

Unassigned speaker

2:47

Okay,

Speaker 1

2:47

we have a motion to approve and a second.

2:49

All in favor, please signify by saying aye.

2:51

Aye.

2:51

Aye.

2:52

Post, same sign.

2:53

Minutes are approved.

3:01

We now have the ISA board report.

3:03

Ms.

3:03

Kate Coatin.

3:04

Good morning.

Speaker 7

3:06

Good morning, Mr.

3:06

Chairman, members of the board.

3:07

I'm Kate Coten, Chief Information Officer for the City County.

3:11

Excuse me.

3:12

And Director of ISA, um, please to present our October board report.

3:16

We'll start with the updates on our strategic initiatives.

3:20

Um just reorganize.

3:23

So our password list authentication remains yellow, and um we're evaluating the uh approach, the strategy, and the scope to make sure that we're optimizing our investment.

3:33

So we are we're still doing research.

3:36

I hope to have more by the end of the year.

3:38

Our address and parcel modernization initiative is full steam ahead.

3:42

Um they've worked on data formatting changes and training in the past couple of weeks, and we're on tar on target for a cut over, full cut over the end of November.

3:51

Um, this has been a massive amount of work that's gonna shift how we're managing our address and parcels, and I'm so grateful for the all the agencies and collaboration.

Unassigned speaker

3:59

Our

Speaker 7

4:00

device rate refresh remains on track.

4:02

Um the sheriff's office is in the final stages as I understand it.

4:06

244 devices have been refreshed.

Discussion Breakdown — Share of Meeting
Information Technology███████████████████████████████████████39%
Technology and Innovation████████████████████████24%
Procedural███████████11%
Financial Reporting███████7%
Public Safety███████7%
Emergency Management█████5%
Public Engagement█████5%
Human Resources Policy██2%
Summary of Proceedings

Information Technology Board Meeting - October 27, 2026

The Information Technology Board convened on October 27, 2026, at 9:30 a.m. in Room 221 of the City-County Building, chaired by Joseph O'Connor. The board approved the September 22, 2026 meeting minutes, received reports from the Information Services Agency (ISA) and finance, and unanimously approved ten resolutions covering technology acquisitions, maintenance contracts, software renewals, and a recognition resolution.

Consent Calendar

  • Approval of the September 22, 2026 meeting minutes (moved, seconded, passed unanimously).

Discussion Items

  • ISA Board Report (Kate Coten, CIO): Provided updates on strategic initiatives. Password list authentication remains yellow; address and parcel modernization is on track for full cutover by end of November; device refresh: 244 sheriff's office devices completed, courtroom devices in progress, IMPD targeted for late November. Windows 11 upgrade: soft deployed, only 24% adoption, force push planned in November. PeopleSoft Oracle cloud migration complete; property tax software migration over 30% data conversion done, training planned for December/January. Data information protection: testing auto-labeling of critical data. Building projects: IMPD on hold, IFD20 wiring complete, election center networking nearly complete. All SLAs green; customer satisfaction 99%.
  • Financial Report (Kai Davner, CFO): Presented financial management slide. No additional appropriation needed; moving funds between charters to cover overspend in charter 3. Internal chargebacks: 49% billed (Q1-Q2), 100% collected. External chargebacks: some agencies behind. XBE report: added one new MBE vendor, but MBE percentage slightly lower due to overall spend fluctuation; best reflection in January.
  • Action Items (Resolutions):
    • Resolution 26-47 (ESI acquisition): Amend existing agreement to add internal notification system and raise NTE by $67,375.86 (includes $50,000 for additional user licenses). Presented by Jacob (Emergency Management).
    • Resolution 26-48 (Federal Signal Corporation): Five-year maintenance contract for outdoor warning siren network (171 sirens, 64 being upgraded). Includes preventative maintenance, monitoring, cellular backup upgrades. NTE $1,454,847.48 through June 30, 2031.
    • Resolution 26-49 (Invoice Cloud, Inc.): Second amendment to extend term two years through Dec 31, 2028, raise NTE by $20,000 to total $260,000. Online payment system for property taxes.
    • Resolution 26-50 (Unisolutions Inc., formerly eCivis): Amendment to extend contract through Dec 31, 2026, raising NTE by $50,520 to total $411,620. Transition off the grant management software, saving $130,000+/year.
    • Resolution 26-51 (American Platform Services / Record Exchange): New five-year contract for online records requests and transcript production. NTE $2,175,000.
    • Resolution 26-52 (Eptura, formerly iOffice): Software/hardware license management for courthouse. Amendment raising NTE by $283,737.27 to total $968,732.83 over nine years.
    • Resolution 26-53 (NeoGov / Governmentjobs.com): New two-year contract for applicant tracking system. NTE $259,009.39. RFP determined NeoGov best for government.
    • Resolution 26-54 (Brightly Software Siemens): One-year amendment for calendar software (calendar.indy.gov). Raise NTE by $35,101.02 to total $271,071.99.
    • Resolution 26-55 (Unisolutions CityBase): Three-year renewal for website content management system, screen door platform, e-commerce. Raise NTE by $2,204,000 to total $7,000,000.
    • Resolution 26-56 (Recognition of Judge Amy Jones): Recognizing Judge Amy Jones for service on the IT Board from Dec 1, 2024 to Sep 22, 2026. Read into record by Chair.

Key Outcomes

  • All ten resolutions (26-47 through 26-56) were approved unanimously.
  • The next regular board meeting is scheduled for November 17, 2026, at 9:30 a.m. in Room 221.
  • The board thanked Jacob for his leadership during the flood response, where the newly implemented Crisis Track software enabled nearly 4,000 structure assessments in 2.5 days.

Meeting Transcript

I'm gonna call the meeting to order. This is the information technology board meeting. My name is Joseph O'Connor. I'm the chairman of the board. It is October 27th, 2026, approximately 9.30 a.m. and we are in room 221 of the city county building. We'll start off with introductions on my left. Jane Richardson, mayoral appointee from the community. Laura Larimer, City Council appointee. Kate Sweeney Bell, Marion County Clerk. Good morning. I am Irving Lawrence Marine County Treasurer and a city county council appointee. Good morning, Colonel James Martin on behalf of Sheriff Kerry Forrestall. Good morning, Deputy Chief Kevin Wedhington, Mayoral appointee for public safety. Judge Mark Rothenberg, Chief Judge Marion Superior Court. Thank you. The first order of this will be to well, we'll go ahead and we introduce you, but we'll welcome you back to the board. I know this is this your second time on the board. Second. It is my second time on the board. Good to be back. Second stretch. Good to have you back. I am. Good. All right. So we will have the approval of the September 22nd, 2026 meeting minutes. Do we have any additions or corrections to those minutes? I move approval. Second. Okay, we have a motion to approve and a second. All in favor, please signify by saying aye. Aye. Aye. Post, same sign. Minutes are approved. We now have the ISA board report. Ms. Kate Coatin. Good morning. Good morning, Mr. Chairman, members of the board. I'm Kate Coten, Chief Information Officer for the City County. Excuse me. And Director of ISA, um, please to present our October board report. We'll start with the updates on our strategic initiatives. Um just reorganize.

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