IRP, Inc. Board of Directors Meeting Minutes Jan , 2012 Orlando, FL

Transcription

1 IRP, Inc. Board of Directors Meeting Minutes Jan , 2012 Orlando, FL IRP, Inc. Board Members: Region I: Robert Ide (VT), Anita Wasko (PA Vice Chair) Region II: John Poole (TX), Jay Starling (AL - Chair) Region III: Cathy Beedle (NE), Deann Williams (KS - Treasurer) Region IV: Arthur Farley (WA) (Gregg Dal Ponte (OR - Secretary) unable to attend) Rotating Position (Region I): Sharon Crow (MD) Canadian: Shaun Hammond (AB), Peter Hurst (ON) AAMVA Representative: Mike Robertson (NC) Past Chair: Kevin Park (UT) Legal Counsel: Paul Cooney Board Advisors Attending: Anna Amos, US Federal Motor Carrier Safety Administration (FMCSA) Lanny Gower, Con-way Richard Harris, Penske Vic Parra, United Motorcoach Association Beatriz Robles Linares Velez, SCT Mexico Unable to attend: Ron Foord, Canadian Council of Motor Transport Administrators (CCMTA); Collin Mooney, Commercial Vehicle Safety Alliance (CVSA) IRP, Inc. Staff: Tim Adams Robin Murphy Danielle Polo (by phone) Guests: Jay Maxwell, Claris Solutions Bob Pitcher, American Trucking Associations Neil Schuster, AAMVA Jackie Bryant, Tate and Tryon (by phone) Welcome Chair Jay Starling welcomed the group to Orlando. New board members John Poole (TX), Arthur Farley (WA), Shaun Hammond (AB), Peter Hurst (ON), and Mike Robertson (NC) were sworn in and introduced to the group. Financial Reports- Current financials and investments Jackie Bryant of Tate and Tryon reported on IRP financials. Tate and Tryon has been working with IRP, Inc. since October Processes have been established during that time period; some fine tuning reporting of processes and reporting is ongoing. The Board discussed some specific numbers.

2 After Bryant left the call, Starling indicated that IRP, Inc. has been struggling with timeliness and accuracy of financials. Starling expects adjusted, revised, fixed financial statements by May. Interim Executive Director Tim Adams indicated confidence that Tate and Tryon will provide this. Presentation on Virtual Office Cloud Computing Jay Maxwell of Claris Solutions provided a case study of how his company works in a completely virtual environment. He provided details of how his group has dealt with , phone, fax, meetings, IT, copying, accounting, and supervision. Strategic Planning Anita Wasko talked through the existing strategic plan. The Board agreed to do two to five years of strategic planning. Core Purpose: After discussion, the Board established IRP s new purpose: To support jurisdictions and industry with the administration of and compliance with the International Registration Plan, and serve as a voice for commercial motor vehicle registration. Vision: The Board decided not to reconsider the vision given current organizational changes. Revised goals: Goal B was changed to IRP, Inc will continue to be financially secure. Goal C was changed to IRP, inc. will be the authoritative voice for advancing the effective and efficient registration of commercial motor vehicles. Expense Reimbursement Policy Adams indicated that as IRP is going paperless, reimbursements should be scanned and ed instead of sent by mail. Starling announced that IRP will not cover alcohol from this point on. The policy will be revised. Executive Director Report Adams walked though IRP s current contracts. The Executive Committee is working on an executive search for CEO. The budget included a CEO salary only through April 30. Wasko is working on a CEO contract with Paul Cooney. There was discussion about the titles of President and CEO versus Executive Director. The bylaws use President and CEO; there would have to be a bylaws change if the title is changed. FMCSA Report Anna Amos provided a report from FMCSA. The registrant-only number will be effective Sept. 1. Amos talked about the relationship between FMCSA and IRP on Clearinghouse data. Steve Smith and Betsy Bentkowski of the IT and program office will be working with IRP. Amos is aware that approval would be needed from jurisdictions for use of this data; FMCSA prefers to deal with IRP as the central repository. Website and YourMembership Presentation Communications Coordinator Danielle Polo demonstrated the new website and different functionality that will be built into the site over time. The site will be available March 1, 2012.

3 Transition: Office Space The Board discussed whether IRP should have a virtual or physical office. Most board members indicated support of a virtual office environment. Mexico Report Beatriz Robles Linares Velez updated the Board on activities of SCT Mexico. She expressed interest in continuing discussions with the IRP Board on partnership areas. Status of Clearinghouse Support Robin Murphy, director, Clearinghouse and Information Systems Management, reviewed the Clearinghouse proposed schedule, risks and mitigation, overall costs/cost savings over three years. Murphy also asked for assistance: Wasko volunteered a Pennsylvania technical representative to provide technical help in the networking area. Cathy Beedle will provide a Nebraska technical contact to help develop strategy/questions for the discussion and negotiation with the vendor. Other board members will reach out to the jurisdictions in their regions to determine concerns and issues, and assure that these are provided to Murphy in order to develop a comprehensive plan and contingencies. Mike Robertson and Neil Schuster confirmed that AAMVA is committed to making the transition successful. It was agreed by all that the vendor will not work before the contract is signed. Bylaw changes Motion and second, to take the draft ballot Composition of the Board of Directors of the Repository forward. Motion carried. CAWG Ballot 371 The most important issue for implementation of the audit rewrite is the date of compliance for carriers and jurisdictions. The CAWG & the Peer Review Committee are currently working on this. Peer Review Committee Jurisdictions can choose whether they would like a remote or in-person review. The Peer Review Committee had already scheduled reviews for 2012, so it has contacted these jurisdictions. Eight of 12 agreed to remote reviews. The committee is working on the 2013 schedule and will work to get as many remote reviews as possible. The Tennessee review went well. IFTA Items for Discussion Updates were: The IFTA-IRP Audit Workshop in January 2012 was a success with good participation. The IFTA-IRP Managers'/Law Enforcement Workshop is scheduled for September Planning is in process. There will be both IRP and IFTA sessions at the CVSA meeting in April There will be a joint Board meeting with IFTA in October 2012 in Arizona. The IRP Board will spend half a day with the IFTA Board and then one and a half days meeting alone.

4 Full Reciprocity Starling reported on behalf of Gregg Dal Ponte, who is now taking the lead on full reciprocity. The white paper has been reworked. The plan is to do a study on the potential impact for sample jurisdictions. Monetary pledges have been received from industry and Oregon will fund the rest. An RFP using Oregon state procurement rules will be used and the contract will be with Oregon, not IRP, Inc. The Board approved this plan. INCVA (International Non-Apportioned Commercial Vehicle Agreement) Starling asked the Board to study the INCVA proposal and discuss it within their regions. There was discussion about what association would have oversight over such an agreementis IRP just facilitating or will it be the repository? There was agreement that this would be separate from IRP. CCMTA Shaun Hammond provided an update from CCMTA, including the business intelligence project. This project identifies proven strategies worldwide that work for a target group. AAMVA Neil Schuster and Mike Robertson represented AAMVA. They indicated AAMVA will do everything possible to ensure IRP, Inc. s success. Robertson offered staff assistance from his jurisdiction to help with the Clearinghouse transition. IRP, Inc. and AAMVA will work together in motor carrier safety. IRP Annual Meeting The Board discussed which jurisdictional representatives would have attendance at the Annual Meeting funded by IRP, Inc. Motion and second to fund all Board, International Committee, Dispute Resolution Committee, Peer Review Committee and Education Committee members plus one attendee from each jurisdiction if they are not on the Board or on one of the committees noted. Motion Carried Consent Agenda Motion and second to accept the consent agenda, with the exception of the Peer Review Committee report. Motion Carried Peer Review Committee Cathy Beedle discussed proposed changes to the charter for the Peer Review Committee (PRC). The committee s normal practice for membership is not reflected in charter. Language says chair moves into past chair position. By practice, the individual has been allowed to be the jurisdictional role of the committee. The PRC proposed additional language: an immediate past chair that has not yet completed two full terms of service may elect to continue as the respective audit or administrative IRP region member in a voting capacity. In this instance, a previous past chair shall serve as the non-voting member. The Board agreed that the committee s practice was fine in accordance with the current wording of the charter. Other changes to the charter proposed by the committee need to be approved - in particular, the adding two members to the committee size. After discussion, Beedle agreed to go back to the PRC and discuss this item again to determine if any action is needed.

5 New Business Starling indicated that a speaker agreement is on hold until May. The Board needs to discuss. The open meeting was adjourned and the Board went into Executive Session.