Information Technology Board Meeting - September 2, 2026
Information Technology Board Meeting - September 2, 2026
The Information Technology Board met on Wednesday, September 2, 2026 at 6:00 PM in the City Hall Training Room. A quorum was present, though members Mr. Corcoran, Mr. Bruders, and Alderman Van Trieste were absent. All business items were presented for review and discussion as part of the capital budget process; no formal approvals were requested or taken. The meeting adjourned at 6:54 PM.
Consent Calendar
- Approval of Minutes: The minutes from the May 2026 meeting were approved by unanimous consent with no corrections.
Public Comments & Testimony
- No members of the public spoke during the public comment period.
Discussion Items
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5A – GIS Bi-Annual Aerial Photography Flight: Brad Bloomer, GIS Coordinator, presented a continuation of the biannual aerial imagery project using Eagle View/Pictometry. The flights produce one-inch resolution imagery and are scheduled every two years to offset county imagery, ensuring annual aerial photography for the city. The imagery is used by multiple departments and available to the public via web mapping applications. No questions or concerns were raised; the item is for review only.
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5B – Conference Room Upgrades (City Hall, Police, Fire Stations): Andrew presented a plan to standardize Microsoft Teams rooms across city facilities. Fire Station One recently completed installation; the proposal extends Teams rooms to other fire stations, police department rooms (training, roll call, chief’s conference, and potentially assistant chief’s offices), and upgrades the council chambers. Council chambers equipment from 2019 has experienced encoder/decoder failures. Estimated cost for council chambers is $270,000, including a hearing loop system ($5,000–$15,000) and possible encoder upgrades. The police department has had $30,000–$40,000 in equipment failures from the original installation. The proposal also includes replacement of downtown outdoor kiosk monitors; current usage analytics show 10–15 QR code scans per month. The city has worked with vendor Forte, but the council chambers project likely requires competitive bidding due to exceeding $100,000. Additional years (2028-2030) show staggered upgrades and maintenance pools. No formal approval requested.
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5C – Legislative Management System Replacement: Andrew discussed replacing the current Granicus system (used for 13 years) due to fragmentation, staff time spent on troubleshooting, and lack of innovation. An RFI yielded 13 responses; only two vendors still use physical encoders, while others offer cloud-based encoding. The estimated cost of $100,000 is a high placeholder; implementation timelines range from four weeks to a full year. Migration of 12 years of data (video, agendas, minutes) is expected to be handled by the new vendor via FTP transfer from Granicus. The board discussed the importance of retaining historical data and avoiding staff burden for manual migration. The item is for review; a future RFP will seek proposals.
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5D – M365 Tenant Audit: Greg presented a plan to conduct an audit of the city’s Microsoft 365 tenant to identify security gaps and align with CIS controls. This is voluntary preparation for a potential move to the Government Community Cloud (GCC) in 2028. No previous audit has been performed. A vendor is already identified. No questions or concerns were raised; the item is for review.
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5E – IT Lifecycle Replacement Equipment: Greg reviewed standard lifecycle replacements for PCs (laptops for mobile workforce, desktops in fire and police report rooms), monitors, docks, keyboards, mice, and network switches. The city aims for a five-year replacement cycle, though some devices are extended to six years. Budget amounts are kept flat year-over-year; inflationary pressures are managed by working with a consistent HP vendor. Greg also noted that the Mitel phone system (installed 2013) is stable but the vendor has filed for bankruptcy twice; a phone system replacement may be needed in 2028, and exploratory work will begin. No concerns were raised.
Key Outcomes
- The May 2026 meeting minutes were approved by unanimous consent.
- All business items (5A–5E) were discussed and will be forwarded as part of the capital budget process to Finance and Council for formal approval.
- No votes were taken; the board’s role was advisory review.
Meeting Transcript
Yeah, I think we've got seven starters and five bench. Yeah. So we keep it pretty thin. So that's why you can rotate through everyone so easily. I just started one, two where it's I think it's called Monster League. So basically it's like Pokemon mixed with Minacy football. So you get into that. You get three players to start, and then you just have to like have them compete against another player, and if their type is better than the other type, um you get like a 1.25 point uh differential on them. And then as you beat them, you capture them onto your team, so your team just gets better and better. I played it last year, but they just released it on Android this year, so like, okay. I can actually have it on my phone instead of you know stopping it at work, checking those three or five things in and calling it a day. Greg, are we expecting any other staff people to be here? No. This is it. Okay. Uh I never heard from Ryan or uh Bob if they are coming or not coming. Chris didn't say anything either, so I don't know. Five after. Well, given that it's six o'clock. It's got a hard out. It's not going. Are we Did you pick this room and not Council Chambers? Uh there's an information technology meeting. Did you want the live manager from? Okay. So the only thing I have is an option is training room. Okay. We have to double check that it's running at the recording at least. Yeah, screen thing. One sec. You can first proceed with the meeting as usual. I'll depart from the screen. We're good to go. Yep. Okay, I'm still recording. All right. I am going to call the September 2nd, 2026 meeting of the information technology board to order. Um we are missing a few members this evening. Uh Mr. Corcoran, Mr. Bruders, and Alderman Van Trieste are not with us, but the other core members are here. We do have a quorum. So we are good to proceed. Uh that takes us through item one. Item two is the Pledge of Allegiance. That goes off to our left. Pledge Allegiance to the United States of America. To the remote public review. Underground indivisible liberty and that takes us to item three, which is public comment. Um seeing any members of the public here for comment this evening.
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