InforME Board Meeting Minutes

Thursday, September 23, 2010
1:00-3:00 pm
Cross State Office Building, Room 105, Augusta

Attendees:
Board Members Present:
Herb Thomson
John Martin
Abbe Yacoben
Anne Davis
Chris Pinkham
John Forker
Anne Schink
Cindy Butts (Call In)
Matt Dunlap
Joe Laliberte
Richard Trahey
Dean Corner
Greg McNeal
Kelly Hokkanen, non-voting member

Agency Representatives 
Paul Sandlin, OIT
Barbie Redmond, Secretary of State’s office

InforME Staff 
Britton Child
Dustin Biggs
Lesley McCaw
Todd Tolhurst

Adoption of August Minutes 
•	Motion: Herb Thomson motioned to amend the list of attendees and adopt the minutes after they have been amended
Second: Joe Laliberte
Vote: Unanimous

Service Agreements 
o	DVEM/BVS Online Donations for Veterans Memorial – Prioritization, Schedule A and SOW (VOTE)
Use of WebShop to provide a mechanism for online donations by credit card, under an emergency timeline.
•	Kelly Hokkanen introduced the service and provided information regarding its timeline.
•	Joe Laliberte asked if this service could be used again for future donation sites. Kelly Hokkanen stated that the WebShop enterprise service can be used for other similar donation needs.
•	Richard Trahey questioned whether this rushed timeline could be problematic with regard to expectations for future projects. Kelly Hokkanen stated that this was a very unique situation and she did not foresee it causing any future issues.
•	Motion: Joe Laliberte motions to accept the prioritization of the service
Second: Anne Schink 
Vote: Unanimous

o	GovDelivery Prioritization (VOTE)
A new proposed enterprise email/SMS communication service for state agencies.
•	Kelly Hokkanen introduced GovDelivery and its services
•	Paul Sandlin stated that email will still continue to come from a Maine.gov domain name
•	Greg McNeal acknowledged the benefits of this service and that the CDC and MEMA will have a strong need for a faster notification service such as this.
•	Abbe Yacoben asked if this will make it easier to sign up for specific notifications or if this is just a simpler backend. Kelly Hokkanen responded that it was both; users will have one GovDelivery account to sign up for various notifications through Maine.gov.
•	Barbie Redmond questioned how cost was determined for the agency if they use GovDelivery. Kelly Hokkanen explained that a couple of key agencies are serving as “anchors” to fund the service, and the remaining cost is split among additional participating agencies. As agencies continue to sign on for the service the cost for each agency will decrease, once the enterprise “cap” is reached.
•	Anne Davis inquired about the information that will be gathered from the user when signing up for the service. Kelly Hokkanen responded that this will be determined by each agency.
•	Motion: Joe Laliberte motioned to accept the prioritization of the service
Second: Abbe Yacoben
Vote: Unanimous
Privacy Policy Working Group – Progress Update & Proposed Changes (Possible Vote) 
•	Paul Sandlin introduces the working group and provides an update on the progress and changes
•	Cindy Butts asked if there was any secure data collected from mobile devices with links to identity or geocode location. Todd Tolhurst and Kelly Hokkanen stated that GPS location is used for mobile applications and is not logged.
•	Motion: Abbe Yacoben motioned to accept the privacy policy
Second: Dean Corner
Vote: Unanimous

InforME Statute Working Group – Progress Update 
•	Introduced by Paul Sandlin. The proposed language was reviewed by the AG’s Office and no significant changes were marked.
•	Anne Schink questioned whether the difference between bulk data and a record need to be defined further
•	Matt Dunlap stated that the next steps would be to review the final document and prepare it for submission to the legislature. Kelly Hokkanen added that it would be ready next month for a final vote by the board.

Strategic Plan Updates 
o	Goal 1 Working Group
•	Paul Sandlin introduced and updated about the progress. The study group has been created and data is being collected. A financial summary from 1999-2009 was shared with the board.
•	Anne Schink asked if all services that are not generating revenue are considered free services. Paul Sandlin stated that they are not but they just may not be making as much as they cost to build. Some “revenue” services are subsidized by other services.

o	Goal 3 Working Group
•	Paul introduced and proposed the question as to what direction the board would like to move forward on this item.
•	Matt Dunlap suggested monitoring legislation and discussing in order have a clear understanding of the board’s collective opinion, so that any board member can speak to it.
•	The board suggested providing a monthly legislative update each month during session, as well as using the email list to share information that is time sensitive.

Other Business 
•	Organ Donor Registry Final Statement
•	SmartPhone Mobile Portal Final Statement
•	Time and Materials Report

Next Meetings:
•	The board agreed to hold a combined November/December meeting on December 16, due to the holidays.

Adjournment 2:55 P.M 
•	Motion: Motion to adjourn made by Joe Laliberte
Second: Abbe Yacoben
Vote: Unanimous