InforME Board Meeting Minutes

Thursday, March 22, 2012
1:00-3:00 pm
19 Union Street, Augusta

Attendees:
Board Members Present:
Ellen Wood
Chris Pinkham
Cindy Butts
Charles Summers
Anne Schink
Greg McNeal
Anne Davis
Tim Poulin
Abbe Yacoben
John Martins
Kelly Hokkanen, Non-Voting Member

Agency Representatives & Guests
Barbie Redmond – SOS
Godfrey Wood- Portland Regional Chamber of Commerce
David Bowler- DPS
Lori Nolette- DPS
Paul Sandlin-OIT

InforME Staff 
Dustin Biggs
Lesley McCaw
Dan Andrews

Record of voting activity since the last meeting:
4/11/2012 - Email vote by the Board
By an email vote of 11 “yes” and 0 “no” the InforME Board approved a request to extend the current InforME Network Services contract to June 29, 2012.  All terms and conditions of the original contract dated March 14, 2008 remain in place until June 29, 2012.  As directed by the InforME Board, the InforME Network Manager and the State of Maine’s eGovernment Services have committed to a process of finalizing negotiations on a 2-year amendment to renew the InforME Network Services as allowed for in that agreement.  Major areas under discussion are:
•	Incorporation of the State’s standard agreement to purchase technology services into the existing master agreement. 
•	An updated Termination clause.
•	An updated Custom Software agreement, aka Intellectual Property clause.

I.	Adoption of January Minutes
a.	Cindy Butts motioned to adopt the minutes as presented
  Second: Tim Poulin
  Vote: Unanimous

II.	Service Agreements
a.	DPS liquor label registration – Prioritization, SOW, Schedule A (VOTE)
i.	Kelly Hokkanen introduced the liquor label registration service. Lt. David Bowler from Maine State Police elaborated on the efficiencies a service like this would create for his agency and the need for a paperless system to save staff time and office space. 
ii.	Anne Schink asked whether this would help organize data for the agency. Lt. Bowler stated that it would better organize information for both the agency and the customer.
iii.	Tim Poulin remarked that high profit industries are willing to spend money in order to gain a simplified process that will help their business in the long term.
iv.	Paul Sandlin asked about a similar service in cooperation with the Department of Agriculture and where that currently stands. Kelly Hokkanen stated that there have been initial discussions with Agriculture about a service for registration of beverage labels as required by the “bottle bill”. It is hoped that this can be incorporated into the DPS liquor label online service as a Phase 2 to provide an integrated approach for users.  
v.	Abbe Yacoben motioned to accept the prioritization of the service.
Second: Cindy Butts
Vote: Unanimous

b.	SOS/CEC – MORAA change request (VOTE)
i.	Kelly Hokkanen introduced the change request that would eliminate a customer’s ability to submit a filing with unchanged information. This will save time for the Agency.
ii.	Tim Poulin motioned to accept the change request at no additional cost to the agency.
Second: Cindy Butts
Vote: Unanimous

III.	Portland Regional Chamber of Commerce – Chamber’s Veterans Initiative 
Godfrey Wood, CIO
a.	Charles Summers introduced Godfrey Wood and the veteran’s initiative program created by the Portland Regional Chamber. Mr. Wood elaborated on the current effort to create a structure that will assist veterans in their search for employment when they return home from active duty. The initiative will provide informational forums, job coaching, job placement, mock interviews, educational services, etc.
b.	Charles Summers stated that adding a link to the Maine.gov portal home page would assist in directing veterans to this program and its resources.
c.	Greg McNeal remarked that this initiative will provide great opportunities to veterans returning home. He cautioned that a link on the home page of Maine.gov would be an endorsement for the program and its partners and stated that everyone should believe in the cause if voting to approve the link placement. 
d.	Kelly Hokkanen suggested creating a Veterans Resources page on the Maine.gov portal and highlighting that on the home page instead of a specific link to the Chamber site, so that if other organizations ask for links there will be a way to handle that and give them all fair treatment.
e.	Abbe Yacoben asked if there is a policy for how requests for links on Maine.gov are handled. Kelly responded that there is a linking policy posted on Maine.gov that addresses this to some degree, but then there is a gray area where it is a judgment call. 
f.	Paul Sandlin suggested that this would be an opportune time to think about the link policy for the Maine.gov portal and possibly develop further guidelines.
g.	Charles Summers motioned to add a link to the Maine.gov portal home page that would direct to the Veterans Network website.
Second: Cindy Butts
Vote: Unanimous 

IV.	Contract Renewal Update
a.	Paul Sandlin introduced and spoke about the renewal period and the new adjustments that have to be made to the current contract in order to complete the renewal.

V.	Maine.gov Portal 2012
a.	Kelly Hokkanen introduced the upcoming enhancements to Maine.gov that will launch this May, including a redesign of the home page and the focus / improvement of the search feature on the portal.

VI.	2012 Marketing Plan
a.	Lesley McCaw introduced the InforME marketing plan for 2012 and spoke about highlighted services, events, award submissions and goals for the year. 

VII.	Other Business
a.	LD1 Update
i.	Kelly Hokkanen introduced the update and Paul Sandlin spoke about the report provided by DECD to the legislature regarding what has been accomplished to date.

b.	US PIRG report on Financial Transparency
i.	Kelly Hokkanen mentioned the recent US PIRG the report findings and subsequent news article and spoke about discussions with the state controller focused on improving transparency.

c.	Payment processing/reconciliation
i.	Paul Sandlin introduced and spoke about 3 separate issues regarding agency reconciliation and their resolution.

d.	Campgrounds 2012 Launch Update
i.	Kelly Hokkanen provided statistics and analysis of the service’s successful launch for 2012.  

e.	2011 Annual Report
i.	The 2011 InforME annual report was provided to board members and has been distributed to the legislature.

f.	Time and Materials Report

VIII.	Adjournment 3:00 P.M
a.	Motion: Chris Pinkham motioned to adjourn the meeting.
  Second: Anne Davis
  Vote: Unanimous

IX.	Next Meeting Dates
•	April 26
•	May 24