InforME Board
Meeting Minutes
August 17, 2005
Nash School, Augusta

Board Members Present
Dick Thompson, Chairman
Deborah Carson
Linda Cohen
Gerry Dube
Matthew Dunlap
Dan Gwadosky
Jaynie Higgins
Dick Hinkley
Craig Hitchings
Christopher Pinkham
Dick Trahey 
Erin Hutchins

Others Present 
Casey Faiman, InforME
Kelly Hokkanen, InforME
Tiffany Glidden, InforME
Michelle Boivin, InforME
Ruth Lunn, Department of Public Safety
Maj. Robert Williams, Department of Public Safety
RoseMary Muir, Department of Education
Lt. Thomas Kelly, Department of Public Safety

Meeting Opens
Chairman, Dick Thompson, opened the meeting with a brief introduction of each of the board members and those present from InforME. 
I.	Adoption of June 15, 2005 InforME Board Meeting MinutesI.	
Action:
It is moved to approve the last Board Meeting Minutes.

Motion:  Dan Gwadosky made a motion to accept the meeting minutes as presented
Second:  Linda Cohen 
Vote:    10-0 to accept meeting minutes of June 15, 2005
II.	Service Level Agreements
A.	Department of Public Safety, Bureau of State Police
The Board was presented with an Addendum to the current Department of Public Safety Service Level Agreement, Schedule A.

Online Finger Print Registration Fee Addition
The new fee will not affect all education personnel, only prospective licensees to the education system.  Renewals are not required to be re-fingerprinted. There is a new statutory filing fee of $55.00 for each fingerprint request. The proposed portal share for each request is $1.00.  The online service is offered as a credit card service using the agency’s merchant account for the monies collected.  

Discussion
Q:  What is the approximate count of users? 
A:  (RoseMary Muir) The audience can not be predicted as they receive varying requests for certification each year.

Crash Reporting Fee Increase
Major Robert Williams explained that there will be an increase in the amount of each crash report.  The fee is increasing from $5.00 per report to $10.00 per report.  The portal share will increase by $.50 bringing the new portal share to  $1.50 per record.  

Motion:  Linda Cohen motions to accept the Department of Public Safety Service Level Agreement Schedule A Addendum. 
Second:  Matthew Dunlap
Vote:    10-0

B.	Secretary of State 
The Board was presented with an Addendum to the current Secretary of State 
Service Level Agreement, Schedule A.

Bureau of Motor Vehicles
The pilot kiosk service for Driver License Renewal and Duplicate will be charging to a portal fee of $.50 versus the existing portal share of $1.00.  The smaller portal share reflects the piloted version of the kiosk service and is an incentive to use of the kiosk at BMV branches.  

There will be one pilot kiosk located in the Augusta Branch with the idea that there will be a need to expand in the future.

	Corporations, Elections, and Commissions
	The Annual Report fee changes on the Addendum reflects a statutory increase in the late Annual Report filing fees.  The portal share will increase and vary  as outlined in the Schedule A Addendum.  

Action
Motion:  Dan Gwadosky motions to accept the Secretary of State Service Level Agreement Schedule A Addendum. 
Second:  Dick Hinkley.  
Vote:  9-0 with 1 abstaining vote (Mathew Dunlap)

Office of the Treasurer and Office of the State Controller regarding establishment of merchant accounts and processing of merchant fees.

Discussion
Erin Hutchins begins the discussion concerning the establishment of merchant account and the processing of the merchant fees. The discussion centers around the continued use of the InforME merchant account versus state merchant accounts for online services. Several agencies currently use the InforME account and wish to continue in this manner. The Office of the Treasurer has requested that InforME cease the establishment of online services using the InforME account.  

Edward A. Karass, State Controller, explains the concerns of both the Office of the Treasurer and his office, stating that state statute requires that all Department/Agencies deposit statutory funds directly into an account managed by the Office of the Treasurer. Further, by allowing agencies to utilize the InforME merchant account, proper booking of expenses and merchant fees may be circumvented, and are not budgeted, therefore not included in agency appropriations. The Controller considers this a hidden cost. Mr. Karass further explained that agencies using their own merchant accounts could allocate and budget these expenses, as required.  However, it may require repeated appropriations and review.

Erin Hutchins explains that InforME typically has a project lifecycle of approximately 3 months.  By requiring agencies to seek repeated appropriations, this lifecycle would certainly be extended, which would definitely be an impediment to the continued growth of the state’s eGovernment initiative.

Secretary Dunlap and Dan Gwadosky reiterated their concerns for the forward progress of eGovernment under the conditions required by the Controller and the Office of the Treasurer.

	Action
The Chairman referred the issue to the InforME Board Finance Committee, chaired by Secretary of State, Matthew Dunlap.  A review of the status of this item of business will be discussed at the September 2005 InforME Board Meeting.

General Manager’s Report
Erin Hutchins reviews the highlights of the June/July InforME General Manager's Report:

A. 	Marketing Overview
Events
•	Maine's ADA Celebration- Several staff members attended the event celebrating the fifteenth anniversary of the Americans with Disabilities Act. 
•	Kelly Hokkanen participated in a web conference sponsored by Maine's CIO, titled The Collaborative Road to Maine State Web Accessibility.  
Awards
•	InforME nominated the State of Maine Web Consistency Initiative for the Excellence in Enterprise Architecture Award in July.
Promotional/Media
a.	Maine Expands its Secretary of State Online Services at www.Maine.gov (released nationally by NIC June 9)
b.	Web Conference Highlights Maine’s Commitment to Web Accessibility (PR to accompany conference referenced above), June 20
c.	Open Burn Permits are now Available Online to Residents in Southern Maine Municipalities and all Unorganized Territories, July 8
d.	Maine.gov service offerings, Society of Human Resource Managers, Central Maine Newsletter
e.	Rapid Renewal Releases
•	Biddeford – June 21
•	Eliot – July 14
•	Acton – July 14
•	Lyman – July 18
•	Bar Harbor – July 28
•	Lisbon – July 29

B. 	Agency Meetings
•	Office of the Governor: 
a.	Creative Economy website 
•	Inland Fisheries and Wildlife- system transition and snowmobile upgrades
•	SOS:
a.	BMV vanity plate purchases online
b.	BMV technical discussion regarding new interfaces 
c.	BMV marketing – Over Limit service
d.	CEC- new service priorities
•	Office of the Treasurer:  
a.	New online application for unclaimed property holder report
b.	Redesign of Treasurer’s website (current project) 
•	Department of Agriculture:  
a.	Online technical and shelter resource form (MaineSMART)
•	PFR:  Marketing online professional licenses
•	DAFS/BHR: online job application project
•	DHHS:  MYDAUS (education survey results) updates
•	State Library:  Online database project
•	DPS/EMS
•	DPS/DOE – Fingerprinting changes for educators
•	City of Portland – Building permits online
•	DECD – Online grants
•	Historic Preservation Commission: website redesign project
•	Maine State Police: website redesign project
•	Career Center (DOL): website What’s New tool project
•	DOE Citizenship Education Task Force: website design project
•	Communities for Children: web template/logo design
•	DOL- business registration service

C. 	Rapid Renewal Meetings

Month and Town	Event	
June		
Biddeford	Live, June 21	
Brownfield	Live, June 21	
Eliot	LIVE – June 23	
Woodstock	Informational Visit and Beta, June 23	
Month and Town	Event	
July		
Rumford	Informational Visit – July 7	
Acton	Live, July 12	
Lisbon	Informational Visit, July 14	
Lyman	Live, July 18	
Bar Harbor	Live, July 25	
Woodstock	Live, July 25	
Lisbon	Live, July 29	
August		
Hampden	Upcoming visit, August 10	

Discussion
Jaynie Higgins requested a list of potential Rapid Renewal Towns.

D. 	Online Service and Website Highlights
Recent launches with high citizen benefit:  
a.	InforME has analyzed the results of the Moose permit data service via the web.  A summary as follows:
•	74 total orders through the end of July, of which 85% were purchased online, with 50% of the online purchases made in the first 2 days
•	InforME assisted 24 people with the new online process, with an average time on the phone of approximately 5 minutes.  The calls resulted in two upgrades to the system for next year.
•	The online system saved InforME staff approximately 20 hours of time over the same period last year.   

b.	The Maine Forest Service launched online Burn Permits on June 28, 2005. Permits may now be obtained 24 hours per day, 7 days per week (conditions permitting) through the online service for Southern Maine towns and all Unorganized Territories.  More than 225 permits have been issued since project launch in late June.

D. 	Financial Summary
Erin Hutchins reviews the financials for the months of June and July 2005. Erin explains to the Board that both financial statements were completed before some payables had been posted, causing an irregular, negative balance to liabilities. 

The Chair notes that the financials will be turned over to the Finance Sub-Commitee for review.
I.	Prioritization: Department of Public Safety, Office of Emergency Management Services, online licensing, Phase 1V.	
 	Tiffany Glidden, eGovernment Specialist from InforME, describes this service as a three phase project. The first phase will provide Medical Professionals the ability to renew licenses online.  The second Phase is aimed toward the Emergency Vehicles service provider, which is an annual license. The third phase will allow regional offices to interact with one another.  

	The prioritization for Phase 1 of the project is assessed as a moderate value service and requiring moderate resources. Based on this assessment, the InforME staff recommends proceeding with the project.
	
	Discussion
	Q:  What is the procedure for adopting a prioritization?
	A: (Dan Gwadosky) Prioritizations have generally been adopted unless a Board member expressed their desire otherwise.
	
	Action
	Dick Thompson asked members if there was any reason not to adopt the prioritization. The Board response indicated that there was no reason not to.

ACCMonitor Test Results Summary 
Kelly Hokkanen explains that the ACCMonitor Summary Report was included in Board packets.  ACCMonitor is software purchased by the Office of Information Technology and managed by InforME for the purposes of reviewing Executive Branch websites for adherence to the state’s accessibility policies.  The software creates a comprehensive and summary report, both of which are provided to agency web coordinators.  

VII.	Online Business Registration, Memo for Pilot participants
Erin Hutchins provides the Board with a draft memo indicating the project status and plan for the Maine Business Registration service.  The memo is a result of a request by the Department of Labor, which was hoping to have a written directive regarding the implementation of the service.  Because InforME is named as the primary party under the mandate, Erin wanted approval of the Board to proceed with this memo and also seek any additional guidance from the Board.

Discussion
Q:  How was this project established with regard to the legislative mandate? 
A:  (Erin Hutchins) The legislative reference is LD1325.

Dan Gwadosky provides the Board with additional information with regard to the Steering Committee and previous meetings of that group.

	Action
Dick Thompson indicated that support of the Office of the Governor is certainly necessary to produce the best results. Therefore, he will converse with the Governor’s Office to develop a notice to Executive Branch agencies, encouraging participation.

Dan Gwadosky volunteered to participate and provide guidance to the Steering Committee as it relates to the processes, directives, and requirements of the InforME Board.

VIII.	RFP Review
Dick Hinkley reports that members of the state’s RFP Committee have held several meetings with various agency groups with regard to the services provided by InforME, future needs, concerns, and the like.  As a result of these meetings, Dick Hinkley requests the assistance of the Board and InforME staff in providing communications, public relations, and information regarding InforME. The RFP Committee continues to review the results of these meetings in order to compile the requirements for the coming RFP. 

IX.	Next Board Meeting
September 21, 2005

Meeting adjourns at 3:05 p.m.