InforME Board Meeting Minutes

Thursday, March 28, 2013
1:00-3:00 pm
19 Union Street, Augusta

Attendees:
Board Members Present:
Richard Trahey
John Martins
Matt Dunlap
Greg McNeal
Denise Garland
Anne Davis
Chris Pinkham
Dick Thompson
Paul VandenBussche, Non-Voting Member

InforME Staff and Conference Facilitator
Dustin Biggs
Lesley Mosher
Dan Andrews
Dominic Eramo

Guests and State Agency Members
Eric Stout- OIT
Eric Ellis- Fire Marshalls Office
Vanessa McCoy- SOS

I.	Introductions 

II.	Adoption of February Minutes – 5 mins.
a.	Motion: Matt Dunlap motioned to adopt the meeting minutes as presented.
Second: Dick Thompson
Vote: Unanimous

III.	Service Agreements – 20 mins.
a.	Department of Public Safety (DPS)/Office of the State of the Fire Marshall – Fire Sprinkler Licensing Application – New Licensing Enhancement – SOW and Revised Schedule A – VOTE
i.	Paul VandenBussche introduced the enhancement to the existing licensing service stating that the changes would allow for new licenses as well as provide an extension for the renewal period. This enhancement has been requested due to a shortage of staff time at the agency. Development costs will take approximately 3+ years to recover.
ii.	Chris Pinkham asked when these enhancements would be completed. Dan Andrews answered that they would be ready by the Fall of 2013.
iii.	Chris Pinkham questioned whether Maine Information Network puts together case studies on specific services so that agencies can be provided with detailed examples of savings through participation in and creation of online services. Paul VandenBussche responded that MIN does put together those numbers from time to time and is specifically working with the Department of Economic and Community Development to get statistics on its Business Licensing service as there has been a 50% increase in activity through the service. Lesley Mosher also stated that agencies have been approached for statistics with regards to the GovDelivery service.
iv.	Greg McNeal stated that the types of metrics being discussed are important and will help sell future services, especially to agencies who may be initially hesitant. 
v.	Motion: Matt Dunlap motioned to proceed with the enhancements as presented.
Second: Denise Garland
Vote: Unanimous

IV.	Discussion – 30 mins.
a.	Maine Information Network/InforME Contract Renewal – VOTE
i.	Paul VandenBussche introduced the 2 year renewal period and highlighted some of the portals past achievements and notable benefits, including: PCI/DSS compliance, Cybertrust certification, 10 top 10 placements in Best of the Web over a 12 year period, $80 million in secure transactions, 300,000+ web pages and over 20 millions page views per month.
ii.	Chris Pinkham asked if this vote was for the 2014 July Renewal. Dick Thompson responded that it was to start the renewal process and the reason behind an early vote was due to the fact that an RFP would take close to 9 months and a transition would take at least another 6 months once a candidate was chosen. 
iii.	Chris Pinkham and Greg McNeal spoke about the idea of creating specific deliverables for the next renewal with regards to metrics to hit and numbers that could be measured against. This was discussed by the board and it was decided that it will be revisited during future board meetings and during the retreat.
iv.	Anne Davis stated that citizen/municipal services will become more important once a state budget is passed due to any cutbacks.
v.	Motion: Matt Dunlap motioned to move forward with the contract renewal process.
Second: Denise Garland
Vote: Unanimous 
b.	Board Meetings (In Person/Conference Calls)
i.	Paul VandenBussche introduced and spoke briefly about the prior months meeting and asked if the board wished to have meetings by conference call when monthly agendas were light or if that was something the board would specifically use for emergencies and bad weather.
ii.	Chris Pinkham stated he preferred face to face meetings instead of conference calls whenever possible.
iii.	Anne Davis mentioned that an in person meeting would make it easier for the public to attend if they chose to do so.
iv.	After listening to the board Greg McNeal concluded that in person meetings would continue to be held.

V.	Other Business – 15 mins.
•	2013 Marketing Plan
o	Lesley Mosher introduced the 2013 Marketing Plan and highlighted specific items including: Planned growth for both new and existing services, 2013 event and award schedule, promoting portal services to state agencies and commissioners and continued municipal outreach to increase adoption in local services such as Boat Registration, Rapid Renewal and Vital Records. Lesley also stated that each new service would have its own specific marketing plan.
•	2013 Security Plan
o	Paul VandenBussche introduced the 2013 Security Plan and touched upon each aspect of the plan including: Employee security, physical property security, network security, application security, desktop/laptop security and information security. Paul also spoke about the breach management and response requirements and the process of internal and external auditing. Paul stated that the document would be updated throughout the year.
o	Chris Pinkham stated that if LD158 passed it would require notification to the Attorney General within 30 days of any and all breaches and this would impact everyone including state government, InforME and universities. 
o	Paul VandenBussche stated that the current contract requires InforME to provide notification to OIT within 24 hours.
o	This Security Plan will be shared with OIT.
•	Time and Materials Report

VI.	Adjournment 2:10
a.	Motion: Matt Dunlap motioned to adjourn the meeting
Second: Anne Davis
Vote: Unanimous

VII.	Next Meeting Dates
•	April 25th: 1pm – 3pm
•	May 23rd: 1pm – 3pm 
•	June 27th: 8:30am – 4:00pm - Strategic Planning Retreat