Meeting Minutes

Thursday, February 26, 2009
OIT Office, 36 Anthony Avenue, Augusta

The meeting was called to order at 1pm by Richard Thompson, Chairperson.  

 In Attendance:
Anne Schink
Abbe Yacoben
Cindy Butts
Anne Davis
Chris Pinkham
Kathy Record
John Forker 
Dan Gwadosky
Richard Thompson
Matt Dunlap

InforME Staff: 
Todd Tolhurst
Michelle Boivin
Britton Child
Tim Swan
Lesley McCaw 
Dan Andrews

OIT Staff:
Lisa Leahy
Paul Sandlin

Agency Attendance: 
Clarissa Hurley, BMV 

I.	Adoption of January 22, 2008 Meeting Minutes – 
Action:
Motion:  There was a motion by Chris Pinkham to accept the meeting minutes of January 22, 2009 as presented. 
Second:  Anne Davis seconded the motion
Vote:  unanimous

II.	Prioritizations & SLAs –
a.	DPS – Background Check Premium Service – Dan Andrews is the project manager for this service.  InforME proposes to create a background check premium service that combines existing InforME services in one easy-to-use package.  The service, to be primarily used by private investigators and employers, will allow a user to request the following records for a given individual in a single transaction and receive a single report: Maine Criminal Record History Record (DPS); Maine Crash Reporting (DPS); Maine State Sex Offender (DPS); Driver’s Record Check (BMV).    The fees associated with each service will remain the same. There will be an additional premium service fee.  

Action:
Motion:  There was a motion by Cindy Butts to move forward with the proposed premium service for DPS.   
Second:  Matt Dunlap seconded the motion
Vote:  unanimous

b.	IF&W – Re-sign and Storefront Fee Change – Lesley McCaw is the project manager for the IF&W Webshop.  InforME proposes to build a Point of Sale enhancement to be used by the Department of Inland Fisheries & Wildlife in conjunction with their existing online store.  This enhancement will be available as part of the enterprise Webshop application once it has been completed.  The agency will be using the Point of Sale feature to record all phone in, mail in, and walk in merchandise orders.  IF&W staff will also record all inventory depletion relating to marking, events and giveaways through the inventory control portion of this enhancement.  The agency has agreed to a $0.50 fee increase for the storefront to help fund the enhancement to the service.

Action:
Motion:  There was a motion by Matt Dunlap to move forward with the project.   
Second:  Kathy Record seconded the motion
Vote:  unanimous

c.	OIT – Domain name registration and multimedia services – OIT will participate in the enterprise multimedia service. In addition, MIN provides domain registration services for state agencies for .com, .net., and .org domains, and invoices OIT for the registration fees. 

Action:
Motion:  There was a motion by Cindy Butts to approve the SLA and Schedule A. 
Second:  Kathy Record seconded the motion
Vote:  unanimous

d.	DOT – Aircraft Registration Renewal – InforME is proposing to terminate the Aircraft Registration renewal service.  In 2008 there were a total of three transactions; one of which was returned as a bounce and needed to go through a collection process.   Since there is such a low volume and the service is actually costing MIN money, it is the mutual decision of the agency and MIN to terminate the online service.  Participating municipalities will be notified.

Action:
Motion:  There was a motion by Matt Dunlap to take the service off line.   
Second:  Cindy Butts seconded the motion
Vote:  unanimous

III.	Free Services Prioritization– 
•	Transparency Website – 
Tim Swan presented a demo of the new site to the Board.  This will be an ongoing project with a phased approach to providing full transparency of stimulus funding.
•	BMV free service request – drivers education reporting
A project request for a BMV free service was presented to the Board for review.   The current process for Driver Education Schools is completely a paper and manual process.   The proposed service would allow for driver ed schools to submit all of the necessary forms online.  

A current list of “free” online applications that are currently in the InforME queue was presented.  There was not a priority associated with any of the Projects on the list.   Board members would like to have the free services list and the proposed application brought back to the April meeting for discussion.   It was requested that the list be prioritized.  

The board would like to see the “free services” list as a review items every few months on the Board agenda.  

Action:
Motion:  There was a motion by Cindy Butts to move the driver ed form exchange to be added to the free service list.  
Second:  Kathy Record seconded the motion
Vote:  8 in favor; 1 opposing vote (Dan Gwadosky); 1 abstaining vote (Matt Dunlap) 

IV.	Demo & Discussion: Multimedia – 
•	Demo of Media Gallery – Tim Swan explained that this would be for agency use under an SLA, allowing agencies to easily post video/audio content to Maine.gov.  Content will be posted on MIN’s external media server, so that Maine.gov bandwidth would not be used.
•	Update on Live Streaming Media solution – This is still in the discussion/research process.  There are 2 vendors currently being considered for the solution.   One of the vendors will provide live captioning, the other does not.  The difficulty with the decision-making is understanding what the needs of agencies are, the potential usage pattersns, and expectations for MIN.  
•	Discussion of multimedia policy issues

V.	Break – 

VI.	Demo & Discussion: Blogs – 
Paul Sandlin explained that he is looking for guidance from the Board to determine what the appropriate use of a Blog will be.  
Kathy Record suggested that Paul come back to the Board with more information concerning how blogs will be used on Maine.gov. 

VII.	2009 Marketing Plan – 
Postponed

VIII.	Other Business: -
•	SLA Re-signing – Lesley McCaw advised the board that all of the resigns for Municipalities have been distributed, however they are not all being returned as quickly as MIN would like.   Matt Dunlap suggested that the Board allow for a 90 day extension of the process that will allow MIN to receive all of the resigned SLAs that have been sent out.   Board members agreed without any further discussion and without a formal vote.  
•	T&M Report

IX.	Next Meeting Dates
•	March 26, 2009
•	April 23, 2009

Adjournment

Action:
Motion:  There was a motion by Matt Dunlap to adjourn the regular monthly meeting of the InforME Board.   
Second:  Chris Pinkham seconded the motion
Vote:  unanimous