AAMVA Board of Directors Meeting August 24-25, 1996

Transcription

1 MEMORANDUM DATE: October 18, 1996 TO: FROM: RE: Chief Motor Vehicle Administrators & Law Enforcement Officials John H. Strandquist, CAE President & CEO Summary of Minutes from August Board Meetings For your information, the following is a summary of the issues discussed and the actions taken at the AAMVA, AAMVAnet and IRP, Inc. Board of Directors Meetings held this August in Indianapolis, Indiana. AAMVA Board of Directors Meeting August 24-25, 1996 Board Appointments: Region I - Jerold A. Gnazzo, Massachusetts, an additional three-year term to 1999 Region II - Martha Irwin, Tennessee, an additional one-year term to 1997 Region II - Rex McDonald, Louisiana, an additional three-year term to 1999 Region III - Betty McBride, Kansas, a one-year term to 1997 Region III - Keith Kiser, North Dakota, an additional three-year term to 1999 Region III - Gilbert L. Holmes, Indiana, an additional four-year term to 2000 Secretary: Katherine Burke Moore, Minnesota 2 nd Vice Chair: J. Glen Beaton, Prince Edward Island 1 st Vice Chair: Jay N. Dulany, Alaska Chairman of the Board: Fredrick D. Porter, Arkansas Treasurer: Gregory C. Hanscom, Maine Alan Cockman, Saskatchewan, was appointed by Chairman Porter following the Annual International Conference to a one-year term until 1997 to fill a portion of the three-year position in Region IV left vacant by the resignation of Steve Rumsey, British Columbia. 1

2 FY97 Budget: The budget request contained no new financially significant programs. In addition, the FY97 budget is the first in which the three organizational entities AAMVA, AAMVAnet and IRP, Inc. are self-sufficient from operating revenues. Contained in the budget for FY97 is a five percent salary pool for funding performance-based increases. There will be no cost-of-living increase for FY97; however, an adjustment to a 37.5-hour work week for the three corporations will result in an upward salary adjustment for those employees who were previously on a 35-hour work week and compensated on an hourly basis. Salaries for employees who were previously on a 40-hour work week and compensated on an hourly basis will remain the same. The budget also includes a five percent increase in jurisdictional dues, which was approved at the January 1995 Board meeting. This is in keeping with the Board s decision some years ago to adopt a bylaws change to establish the requirement that AAMVA approve and notify jurisdictions of any dues increases at least 18 months prior to implementation. The required dues notice was sent to the jurisdictions in February In addition, IRP, Inc. will become self-sufficient in FY97, the end result of an agreement made a few years ago with the Base State Working Group to combine federal and AAMVA funding to support IRP, Inc. Stan Kelly, IRP, Inc. president, reported that the IRP agreement states that jurisdictions that do not pay their dues to IRP, Inc. by December of the fiscal year will receive a certified letter; non-payment by January will require that such cases go before the Dispute Resolution Committee and may result in a sanction being imposed against the jurisdictions. FY97 Master Plans: Highlights of this year s master plans include: a continued commitment to implement the National Motor Vehicle Title Information System, Electronic Lien & Title and Fleet & Dealer applications. planning and operation of a privatization symposium tentatively scheduled next spring to discuss service options to help members to do more with less. the kick-off of the Association s magazine. the development of a vehicle inspection manual for sale to inspection service providers. funding for the completion of the Association s strategic and business practices plans. funding for the new administrators seminar to be conducted next spring. As in the past, funding for master plan projects will come from endowment fund earnings. Reappropriation of unspent funds from previous years ($160K) and current year s earnings ($325K) will cover the costs of the Plan. Procedure for Reviewing AAMVA Policies: Last year, Chairman Gilbert L. Holmes initiated an effort to eliminate redundancies and duplications from the procedures for reviewing and adopting AAMVA policies. As a result, AAMVA s Legal Services Committee began developing a procedure that would take advantage of the new fall workshop schedule. AAMVA Executive Vice President Marshall Rickert clarified that each member jurisdiction had received written notice 60 days in 2

3 advance of the August 28 meeting that a vote for a proposed Bylaws change would be put before the membership. The Bylaws change was adopted by the membership at the August 28 meeting. Strategic/Business Plan Update: First Vice Chair Fred Porter reported that KPMG had met with the administrators at regional conferences to obtain their input into the plan. The Business Practices Guidelines state that the service/product/program: must help jurisdictions promote and conduct their business. should be developed for two or more jurisdictions to conduct business, and if there is the potential for other jurisdictions and third parties use if proven to be successful. should not distract from servicing members, and should be made equally available to users of the same category. Both AAMVA and IRP, Inc. will conduct strategic planning meetings in Hot Springs, Arkansas, October In attendance will be representatives from KPMG, members of the AAMVA and IRP staffs, the Strategic Planning Committee, the AAMVA Executive Committee, AAMVA s four regional presidents, the Chair of the AAMVAnet Board, and the IRP, Inc. Board of Directors. The full AAMVAnet Board will hold a separate planning meeting in November in South Carolina. NADLA: At the May 1996 AAMVA Board meeting in Del Mar, CA, a motion was carried that suspended the Association s allocation of fiscal resources to NADLA. Letters have been sent to FHWA and NHTSA, as per the Board s request, asking if they would continue to provide funding for the NADLA project, what their position is on the creation of an all driver pointer file, and if they would be in support of federal legislation that would mandate this. No response has been received to date. The Board moved that AAMVA will continue to address issues related to the establishment of a single driver/single record vision. In doing so, the Association will improve the current compacts and enhance the strength and uniformity of future federal legislation. CVISN: AAMVA President & CEO John H. Strandquist reported that George Reagle at FHWA had established a working group to address the concerns raised by the AAMVA CVISN Committee and FHWA s subsequent written response to those concerns. At a meeting held on July 17: FHWA agreed that it did not have a full understanding of the requirement for electronic roadside clearance and volunteered to pay AAMVA staff travel costs to the upcoming CVSA meeting to facilitate the gathering of information from the attendees. Attendees concluded that a complete plan needs to be developed to deal with the requirements once they are known. FHWA stated its intent to adhere always to the various disclosure laws that apply to managing state data. Also, the concern over loss of revenue had been expressed in the past and FHWA had planned on involving the states in the development of a system that would protect the state revenue system. AAMVA responded that a statement in writing to that effect from FHWA is needed. 3

4 Due to the uncertainty surrounding this program, the Association, in conjunction with the CVISN Committee, returned a negative response to the ballot of the ANSI X transaction set. Several policy issues were identified as the reason for the negative vote. Electronic Lien & Title: RTVDM Committee Chair David Woodford reported on the status of the Electronic Lien & Title Project. Upon completion of the pilot project, the RTVDM Committee supports the roll-out of the Electronic Lien & Title System. In addition, the Committee believes that the benefits will occur as soon as the system is implemented for those jurisdictions that chose to use it, and that AAMVA will completely recover its costs. AAMVAnet Report: AAMVAnet Vice President Jay Maxwell reported on his corporation s activities, including the status of NMVTIS, the establishment of the Association s web site on the Internet and the conducting of a network requirement study for reprocuring the AAMVAnet network. IRP, Inc. Report: President Kelly reported that the following jurisdictions have paid their IRP dues: Alberta, Arkansas, British Columbia, Louisiana, Maine, Massachusetts, Minnesota, Missouri, Montana, New Hampshire, Oregon, Saskatchewan, Virginia, Washington and Wyoming. Associate Membership Applications: The Board accepted applications for associate membership from the Registrar of Imported Vehicles, Toronto, ON; De La Rue Identity Systems, Albany, NY; Sandia Imaging Studios, Carrollton, TX; and Avis, Inc., Garden city, NY. President s Report: Strandquist reported on several Association activities, including efforts to assist Mexico with driver training, the search for a new COO for AAMVAnet and the unveiling of the Association s new magazine. Harvard Fellowship Program: Delaware s Karen Johnson, the recipient of the 1996 Harvard Fellowship, described her experiences at Harvard during the three-week program and thanked the Board for selecting her to receive this honor. Standing Committee Reports: DL&C Committee Chair Ernie Kitchen facilitated the committee chairs meeting on August 24 where the following issues were addressed: Muffet Robinson, incoming CSE Committee chair, has accepted the responsibility of chairing a work group to organize a symposium on privatization, with assistance from the other committee chairs as necessary. The PACE Committee asked the Board to consider, in the next budget cycle, ways that it can be involved with other committee structures to try to develop the materials that will help promote the efforts of AAMVA. The MVIS Committee has stressed that the Board should be cognizant of the need to bring together the IRP/IFTA community, along with commercial motor vehicle and other committees, to address the issues of one-stop shopping and other opportunities. The Legal Services Committee presented background on the new policy adoption procedures. The other committee chairs agreed that it would be helpful if the Board would provide 4

5 clarification on what role they should play in developing policies as well as the actual date for full implementation of the new procedures. The committee chairs asked the Board to consider continued efforts to encourage the support of updating member databases and directories that are provided to the jurisdictions and other parties through the Association. Industry Advisory Board Report: IAB Chair Dan Gill reported that his Board adopted the Business Practices Plan and accepted two new members Viisage Technologies (a division of Lau Technologies) and General Systems Solutions. AAMVAnet, Inc. Board of Directors Meeting August 22, 1996 Appointments Election of Vice Chair: Katherine Burke Moore, Minnesota, was nominated and elected as vice chair. Appointment of Technical Committee Members: Based on recommendations made by the AAMVA MVIS Committee, the Board moved to add MVIS Committee Chair Cheryal Roe, Delaware, to the AAMVAnet Technical Committee. Financial Issues: The FY97 budget was adopted as presented by AAMVA Finance Director John Mamone, who also presented the third-quarter financial report. Departmental Objectives and Status: Maxwell presented highlights of AAMVAnet departmental status reports. One key issue presented included AAMVAnet s plans to recommend to the AAMVA Board that the application-based pricing for ELT include a component to recover the capital investment. The capital investment will be recovered over a five-year period with the participating eleven states. Maxwell also presented updates on NMVTIS, Driver License Systems activity, Motor Carrier Systems activity as well as organ donor and Coast Guard projects. World Wide Web Debut: AAMVAnet Communications Manager Rob Stershic gave a demonstration of the Association s new World Wide Web home page, which can be accessed through the Internet at Advantis Contract Extension: AAMVAnet Director of Subscriber Services Judy Frazier reported that Advantis has been informed that AAMVAnet would like to modify its contract, which expired in September. AAMVAnet is seeking a two-year extension on the Advantis contract with two oneyear options. 5

6 TML Status: Rickert presented an update on the issues pertaining to TML. He reported that AAMVAnet is working hard with TML to ensure a smooth working relationship. Burke Moore recommended that President Strandquist forward correspondence to FHWA documenting all concerns. Strandquist stated that he would request that a meeting be held at headquarters with FHWA s George Reagle and the AAMVA Executive Committee. Technical Committee Report: Technical Committee Chair Stu McDaniel reported the Committee s recommendations to the AAMVAnet Board, including issues pertaining to network reprocurement, network security and CDLIS reprocurement. IRP, Inc. Board of Directors Meeting August 25, 1996 New Board Members: Jerry Dike of Texas and Alan Cockman of Saskatchewan were appointed and sworn in to the IRP, Inc. Board of Directors. Dike replaces Charles Brantley of Florida and Cockman replaces Steven Rumsey of British Columbia. Elections of Officers to the Executive Committee: Chairman Fred Porter announced his resignation as chairman of the IRP, Inc. Board, effective at the end of AAMVA s 1996 Annual International Conference, to begin his position as Chairman to the AAMVA Board of Directors. New officers include Chairman Greg Hanscom, Vice Chair Bonnie Rutledge and Secretary Alan Cockman. Standing Committee Reports: Audit Committee Novella Crouch reported that the IRP Audit Workshop will be held November in St. Louis. Crouch submitted the annual audit report, noting that some jurisdictions had yet to respond to the report. The IRP Audit Committee charter was offered for review and comment by the Board. Dispute Resolution Committee Hanscom reported that Randy Leuschke, IL, was appointed to the Committee. Peer Review Committee IRP, Inc. s Jaimie Lindley reported that Bob Camp was appointed as Region II supervisor; submitted the revised Peer Review schedule, which included Rhode Island, New Jersey and the District of Columbia; and reported the findings for the Florida and Utah Peer Reviews. She also stated the Committee s request that the Board approve the revised Compliance Guide, which has been updated to accommodate the changes within the Plan. The Committee also requested that the Board approve recommended changes to the Peer Review charter, which include provisions for the Committee to elect a chair and vice chair. IRP, Inc. Special Interest Committee Reports: Lindley reported that in the last four months, five new ad hoc committees were formed: 6

7 The Established Place of Business Committee was created as a result of the Protran Services issue reviewed during the Dispute Resolution Committee meeting in April. The Exceptions to the Plan Committee was created as a result of the townhall meeting at the April MCS/IRP Workshop. Vince Veseling, IL, requested that all exceptions to the Plan be removed. At present, Veseling has worked with Kansas and Idaho to remove their exceptions. The Committee has a plan of action to remove the remaining exceptions within the ensuing months. The NAFTA Committee was created to examine the changes needed in the Plan with respect to Mexico joining the Plan as a country, not individual states. The Restricted Plate Committee was created as a result of the Region I Conference. Pennsylvania asked that a committee be created to study the issue of restricted plates and how they are handled in the Plan. The Uniform Motor Carrier Manual Committee was created at the request of Oregon. The IRP, Inc. Board approved the establishment of this Committee during the last Board meeting. Lindley reported that, to date, 35 jurisdictions are involved in special interest or standing committees, with 52 members of the IRP community participating. Kelly commented that due to the increased quantity of new committees, the staff resources were vested. Chairman Porter suggested adopting a policy limiting the number of ad hoc committees. He tasked the staff with examining the issue and bringing a recommendation to the Board at the October Strategic Planning Meeting. Communications: AAMVA s Kate Wernersbach reported that during the April MCS/IRP Workshop, IRP, Inc. hosted a townhall meeting to facilitate communications between IRP, Inc. and the members. Jurisdiction representatives were offered the opportunity to voice their opinions about IRP operations. A survey was recently conducted seeking feedback on the effectiveness of IRP, Inc. s continuing efforts to promote open and proactive communications with members. Wernersbach reported that the PACE Committee offered to continue working with IRP, Inc. to address the issues raised in the survey and to develop more solutions to the IRP, Inc. communications plan. Kelly commented that IRP, Inc. is dependent upon jurisdictions notifying the staff of any changes to the mailing lists. He recommended that the staff will indicate who jurisdictional representatives are when they next update the mailing list. IRP, Inc. Budget/Quarterly Report: Roger Cross provided the Board with the Treasurer s Report on IRP, Inc. s third quarter financial statement. Cross reported that the statements offered more detail in response to the requests from several jurisdictions for more detailed reports. Rickert submitted the IRP, Inc. budget for FY97 and presented an overview of the association-wide framework from which the IRP, Inc. operating budget was constructed. Mamone presented a report of the detailed worksheet provided to the Board, which listed the IRP, Inc. proposed budget by project and category. Mamone reported that IRP, Inc. was self-sufficient with income from dues, federal contracts and audit activity. 7

8 Kelly reported that IRP, Inc. has received an additional $400,00 from FHWA for the Clearinghouse Project. IRP, Inc. Bulletin Board & AAMVA Web Site: Lindley reported that ballots currently are being tabulated on the Bulletin Board as they are received. Proposed amendments also are being posted, along with Board meeting summaries, committee meeting minutes and the IRP Register newsletters. The IRP, Inc. staff is working with AAMVA and AAMVAnet to transfer this information to the web site. Lindley reported that the Bulletin Board can be updated through . IRP, Inc. s Brian Hollis presented the AAMVA web site to the Board and offered a discussion on ways to enhance the IRP portion. Hollis suggested transferring all Bulletin Board functions to the home page. Hollis also suggested constructing an database to process ballots, where jurisdictions with access to the web site would be able to vote through messages. The results could be published instantaneously on the home page. Hollis foresees that the Bulletin Board and web site would run parallel for approximately one year until more jurisdictions have access to the World Wide Web. IRP, Inc. Estimated Mileage Project Progress Report: Hollis presented a demonstration of the Estimated Mileage Project. He stated that in the following months IRP, Inc. would begin acceptance testing and evaluation. Kelly stated that the Estimated Mileage Committee agreed to offer the project software on diskettes, which IRP, Inc. would provide free to the jurisdictions, along with the specifications. A user s manual with instructions also would be provided with the software. IRP, Inc. Clearinghouse Project Progress Report: Hollis presented a report on the Clearinghouse Project. The demonstration displayed how the Clearinghouse would appear from a jurisdictional point of view. Kelly reported that to implement the project, IRP, Inc. would need to sign a vendor contract for software housing as well as a bank contract for jurisdictional fund transmittal. Motor Carrier Steering Committee Report: AAMVA Director of Vehicle Services Larry Greenberg reported that the MCS Committee developed two recommendations that may facilitate operations for the IRP and IFTA programs: 1) the Base State Working Group should survey jurisdictions to determine interest in holding a joint IRP/IFTA Workshop; and 2) the Base State Working Group should support an analysis of the legal policy needs as well as the strengths and weaknesses of combining the IRP/IFTA repositories. AAMVA requested that the Base State Working Group set aside funds to hire an independent contractor to evaluate and report on the issues. The findings would be presented to IRP and IFTA Boards, allowing the Boards to determine the feasibility of how these two entities may or may not be combined in the future. IRP, Inc. New Member Jurisdictions: Lindley reported on issues with new member jurisdictions. New Jersey extended its implementation period to August 31. A ballot to admit the District of Columbia to the Plan has been circulated to the jurisdictions. Rhode Island began implementing its carriers September 1,

9 President s Report: Kelly presented documentation to the Board regarding: 1) developing specifications for an IRP review module; 2) summarizing the IRP application prerequisites for registration; 3) Alaska s interest in joining the IRP; 4) privatization of audits; and 5) the agreement between IRP, Inc. and FHWA. New Business: Lindley reported that the IRP, Inc. license plate posters distributed to the membership earlier in the year were in need of updating. The vendor who initially created the posters approached IRP, Inc. to provide the updates. The Board directed the staff to prepare a proposal for other vendors to submit bids for developing the posters. Cockman stated that meetings with Canadian jurisdictions are being conducted in September to review the future options for commercial vehicle registration. The non-member Canadian provinces will discuss entering the Plan with the CCMTA Board of Directors in December. If you would like more information about the topics discussed at any of the Association Board Meetings, please contact either AAMVAnet Acting COO Marshall Rickert, IRP, Inc. President Stan Kelly or me. Deleted: President Barry Goleman jpl/jhs 9