Committee reviews IT monthly report and previews new agenda meeting management center

The Administration Communication and Technology Committee met Tuesday, June 10, 2025, at 5:30 p.m. and received the monthly CIO/CISO report and a live demonstration of a new CivicPlus agenda meeting management center the town plans to roll out for council meetings in September and expand to boards and commissions next year.

Committee members were told the meeting management center will host agendas and packets, make attachments searchable, allow private note‑taking for logged‑in users, and provide a way for staff and the public to access minutes and past agendas from 2020 forward. The IT presenter said staff plans training in July and August, a council go‑live in September and an internal-only transition by October, with boards and commissions to follow mid‑next year.

In the CIO/CISO monthly update, IT reported preventive maintenance on the building UPS, replacement of failing digital signage units in the lobby, recording of planning commission meetings for the town’s YouTube channel, testing a potential new security solution with the police department, and ongoing work to install four security access doors at the Chestnut Street garage. IT said parts are imminent for an audio upgrade to the council chambers and that a subset of staff is exploring Microsoft Copilot and other AI integrations. The presenter also emphasized a deadline to upgrade machines running Windows 10 to Windows 11 by Oct. 25, 2025, because of the end of security updates.

On cybersecurity metrics, the presentation recorded 34 automated phishing incidents blocked by the town’s defenses, 48 staff‑reported suspicious items handled by incident response, and 71 help‑desk tickets processed in the month; the presenter said there were no account takeovers and that staff fared well on a phishing test. IT also reported one unscheduled service event: the raw water (transcript: “race water”) plant at Taylor Run briefly lost Internet and network access on May 29, which IT said was caused by a T‑Mobile outage.

On the meeting management center, the presenter demonstrated features including keyword search across agendas and attachments, a meeting overview view, the ability for registered users to annotate and share notes, and consolidated agenda packets (single PDF per meeting). He said staff imported agendas back to 2020 and will progressively add packet attachments; converting earlier records to full packets requires manual work and will be done over time. He told the committee that personal notes are private unless explicitly shared. During the demonstration a resident asked whether boards and commissions would move to the new system mid‑next year; the presenter confirmed the project currently covers council meetings and that volunteer boards will be phased in later with targeted training.

Committee members asked about a dry run and training; the presenter said he plans hands‑on training and expects committee members to use laptops or tablets during meetings once staff and members complete training. A town resident also asked about attachments for older agendas; the presenter said attachments will be added where feasible and that all 2025 materials will be packetized by the launch.

The committee did not take formal action on the IT report or the meeting management center during this session; the presentation concluded with an invitation for questions and no votes recorded.