DuPage committee approves Hexagon milestone payments and $876,474 appropriation to PRMS fund

The DuPage Police Records Management System Oversight Committee approved two milestone payments to Hexagon Safety and Infrastructure and moved an $876,474 appropriation into the PRMS operations fund during its meeting.

The committee voted to pay milestone No. 2, $71,021, and milestone No. 5, $17,755, under purchase order PO 1914-0001 between the DuPage County Emergency Telephone System Board and Hexagon Safety and Infrastructure. The vote was taken by roll call and the motion carried. Committee members then approved an additional appropriation of $876,474 to PRMS operation fund company 4000, accounting unit 5830; that motion also passed on a roll-call vote.

The appropriation covers two parts: the contract-related Delta workshops and a larger component described by staff as prior-year billing. A staff member explained, “that 689, thousand was prior year expenses accrued by DuPage that should be reimbursed this year,” and said the appropriation is largely an accounting adjustment to allow payment of amounts already collected and held in fund balance. The staff member said the contract work (the Delta workshops and server software staging) is part of the Hexagon application upgrade and that the milestone work has been completed.

Committee members clarified that much of the money already exists in the equipment replacement fund or PRMS fund balance and that the appropriation is intended to “clean up the accounting side” so bills can be paid promptly. A staff speaker noted the equipment replacement fund is an appropriate source for upgrade-related payments and recommended the committee consider a standing approach for future milestones.

Member France asked for clearer timing and documentation in the next budget cycle so members know when payments are expected. The committee agreed to schedule a special meeting to present the 2026 budget in August and to address the timing of such payments during that presentation.

No statutes, ordinances, or other legal authorities were cited during the discussion. The committee did not amend the contract language; members described the actions as payment approvals and a budgetary appropriation to permit payment of completed work and prior-year billings.

The committee adjourned with the next oversight meeting and a special budget presentation tentatively set for Wednesday, Aug. 27.