member duties, opportunities & responsibilities
DESCRIPTION
Member Duties, Opportunities & Responsibilities. Presented by: Deann Williams, KS Laurie Glenn, NE Ken Carey, IRP, Inc. Our Program Today. Key duties in administering the IRP Voting and Ballots IRP committees and volunteers Annual fee test & Annual report of plan activity - PowerPoint PPT PresentationTRANSCRIPT
Presented by:Deann Williams, KSLaurie Glenn, NEKen Carey, IRP, Inc.
Member Duties, Opportunities & Responsibilities
Our Program Today• Key duties in administering the IRP
• Voting and Ballots
• IRP committees and volunteers
• Annual fee test & Annual report of plan activity
• Requirements of jurisdictions when fees change
• Audit basics
• Peer Reviews
Member Duties
• Administer the IRP agreement as outlined in Article XII
– All jurisdictions shall administer the Plan in a way that won’t cause undo harm toward other member jurisdictions.
– Each jurisdiction will cooperate with other jurisdictions in connection with applications and the collection of fees.
Member Duties ...
• Each jurisdiction shall make sure the fees collected on behalf of the other jurisdictions are done as if that jurisdiction is making the collection itself.
• Each jurisdiction shall expend reasonable resources to prevent, fraud and sham in all areas of the Plan.
Voting and Ballots
Membership
Board of DirectorsTask Forces
Full Reciprocity Compliance Audit INCVA
IRP Inc. (the Repository)
Audit Committee
Dispute Resolution Committee
Clearinghouse Committee
Peer Review Committee
International Committee
Education Committee (nee PPEC)
Industry Advisory Committee
IRP’s Structure
Board of Directors
ChairChair Vice ChairVice Chair TreasurerTreasurer SecretarySecretary
US Region I2 members
US Region I2 members
US Region II2 members
US Region II2 members
US Region III2 members
US Region III2 members
US Region IV2 members
US Region IV2 members
Canada2 members
Canada2 members
US Rotating1 member
US Rotating1 member
AAMVA1 member
AAMVA1 member
Industry3 members
Industry3 members
CCMTA1 member
CCMTA1 member
CVSA1 member
CVSA1 member
US Government1 member
US Government1 member
Mexican Gov1 member
Mexican Gov1 member
Executive Committee
Voting Members Board Advisory Panel
Past Chair(non-voting)
Past Chair(non-voting)
Audit Committee
Duties:• Review recommended audit standards and procedures for
compliance with the Plan, APM and Audit Training Manual• Propose audit related ballots• Review ballots affecting the IRP audit program• Assist jurisdictions with audit matters• Advise IRP, Inc. committees and the board on audit-
related issues• Develop the agenda and related materials for the annual
IFTA/IRP Audit Workshop.
ChairChair
Vice ChairVice Chair
Region I2 members
Region I2 members
Region II2 members
Region II2 members
Region III2 members
Region III2 members
Region IV2 members
Region IV2 members
Industry2 members
Industry2 members
Board LiaisonBoard Liaison
Past ChairPast Chair
Clearinghouse Committee
ChairChair
Vice ChairVice Chair
US Region I1 member
US Region I1 member
US Region II1 member
US Region II1 member
US Region III1 member
US Region III1 member
US Region IV1 member
US Region IV1 member
Board LiaisonBoard Liaison
Past ChairPast Chair
Canada1 member
Canada1 member
Duties:
Provides expertise in addressing the issue(s) of enhancements or changes to Clearinghouse
Dispute Resolution Committee
ChairChair
Vice ChairVice Chair
US Region I1 member
US Region I1 member
US Region II1 member
US Region II1 member
US Region III1 member
US Region III1 member
US Region IV1 member
US Region IV1 member
Board LiaisonBoard Liaison
Past ChairPast ChairIndustry6 members
Industry6 members
Canada1 member
Canada1 member
Duties:
• Interpret the International Registration Plan (Plan)
• Resolve issues of Plan compliance
• Enforce compliance with the provisions of the Plan
ParliamentarianParliamentarian
Education Committee (nee PPEC)
ChairChair
Vice ChairVice Chair
Region I1 member
Region I1 member
Region II1 member
Region II1 member
Region III1 member
Region III1 member
Region IV1 member
Region IV1 member
Board LiaisonBoard Liaison
Past ChairPast ChairIndustry2 members
Industry2 members
Duties:
• Develop training tools and programs to educate IRP Member Jurisdictions
• Provide educational content for IRP meetings and/or workshops
• Monitor and review ballots and provide comments to ballot sponsor(s)
• Complete other responsibilities as assigned by the Board
Any Jurisdiction2 members
Any Jurisdiction2 members
International Committee
ChairChair
Vice ChairVice Chair
US Region I1 member
US Region I1 member
US Region II1 member
US Region II1 member
US Region III1 member
US Region III1 member
US Region IV1 member
US Region IV1 member
Board LiaisonBoard Liaison
Past ChairPast ChairIndustry5 members
Industry5 members
Canada2 members
Canada2 members
US Federal Gov1 member
US Federal Gov1 member
Mexico Gov1 member
Mexico Gov1 member
Law Enforcement1 member
Law Enforcement1 member
Canadian Gov’t1 member
Canadian Gov’t1 member
Duties:
•Address issues relating to travel between the U.S., Canada and Mexico
Peer Review Committee
Duties:
• Perform peer reviews of each IRP Member Jurisdiction
• Administer the annual fee test
Region I2 members
Region I2 members
Region II2 members
Region II2 members
Region III2 members
Region III2 members
At Large Positions1 US member1 CA member
At Large Positions1 US member1 CA member
Board LiaisonBoard Liaison
Past ChairPast ChairRegion IV2 members
Region IV2 members
Industry Advisory Committee
Duties:
• Provide a forum within IRP for matters concerning the motor carrier industry and allied industries in relation to the Plan
• Provide advice and policy recommendations relating to the Plan
• Nominate industry members to the Board Advisory Panel
• Nominate industry members to standing and ad hoc committees of the Board
Steering Committee4 members + Chair/VC
Steering Committee4 members + Chair/VCChairChair
Vice ChairVice ChairMotor Carrier Industry,
Allied Industries and Industry Associations 24 members
Motor Carrier Industry, Allied Industries and Industry Associations
24 members
IRP, Inc. (The “Repository”)
Executive Director
(Tim Adams )
Executive Director
(Tim Adams )
Senior Director, Programs and
Education(Claudia Rizzo)
Senior Director, Programs and
Education(Claudia Rizzo)
Communications Coordinator
(Danielle Polo)
Communications Coordinator
(Danielle Polo)
Director, Clearinghouse &
Info. Systems Management
(Robin Murphy)
Director, Clearinghouse &
Info. Systems Management
(Robin Murphy)
Membership Assistant
(Lora Pickard)
Membership Assistant
(Lora Pickard)
Program ManagerCompliance
Programs and Education
(Ken Carey)
Program ManagerCompliance
Programs and Education
(Ken Carey)
IRP is Volunteer Driven
Volunteering with IRP – A How to:
Standing Committees• Appointed by Board Chair
(in consultation with region/ country/ IAC)• 2 year terms• 2 terms for most (industry members 3 terms, DRC 3 terms)
Standing Committees• Appointed by Board Chair
(in consultation with region/ country/ IAC)• 2 year terms• 2 terms for most (industry members 3 terms, DRC 3 terms)
Board of Directors•Voting members elected by ballot for each term•Voted on only by region or country• 3 year terms (except 1 rotating US member)
• 2 terms max
Board of Directors•Voting members elected by ballot for each term•Voted on only by region or country• 3 year terms (except 1 rotating US member)
• 2 terms max
Task Force(s)•Appointed by Board Chair•No term limits
Task Force(s)•Appointed by Board Chair•No term limits
Board Advisory Panel•Appointed by Board Chair•1 year term•No term limit
Board Advisory Panel•Appointed by Board Chair•1 year term•No term limit
ADD SHORT term volunteer opps.
Short term/ Ad hoc•As requiredShort term/ Ad hoc•As required
To apply to volunteer, contact: [email protected]
Volunteering with IRP – A why to:
“ I felt I had a lot of insight and skills that would benefit the IRP community as a whole. I also got involved to develop relationships with other states that will allow better insight into other states’ best practices.”- Chester Cook (GA), Audit Committee
“I have always found the experience worthwhile, for three reasons. (1) working with these groups, you can make a real difference, (2) you always learn something new, and (3) the people involved with IRP are the best!”- Robert Pitcher (ATA), Industry Advisory Committee & Dispute Resolution Committee
“There are three main reasons for volunteering:• To give back to the community. IRP was built by the membership and we must all continually give back to keep the program strong and build the bonds between jurisdictions.• To expand one’s knowledge. All volunteers will gain from being a volunteer. We are here to...learn and expand our knowledge.• To teach others. We must share back the knowledge we learn with the community.” Richard Wagner (KY), Audit Committee
“I volunteer for...the common good of IRP; to help others and for my own skill development.”- Drake Israel (IL), Audit Committee
“ I think of volunteering as a learning experience, I have been around the IRP world for many years, but listening to what other jurisdictions do and why they do it is a great way to learn.”- Leo Luttjohann (KS), Clearinghouse Committee
Duties Related to Fees
Fee Changes
Article XII Section 1205
• Member Jurisdictions will notify IRP regarding fee changes
• Once IRP is notified, a notice will be sent to the other jurisdictions within 10 days
Notifying IRP
Jurisdictions’ submit fee changes in the following format:
Memo
Fee Schedules
Fee Calculations
Implementation
• Jurisdictions have 120 days to implement fee changes from the date notification was received from IRP
• Jurisdictions may implement changes anytime within the 120 days
Compliance
• Jurisdictions can ask for a confirmation of when the fee changes have been implemented
• Jurisdictions can monitor their fee changes through the transmittal and/or the Annual Fee Test
Timely Collection of Apportionable Fees
Article XII Section 1210
Base Jurisdictions are required to suspend a carrier’s registration if a carrier does not pay for a supplement or temporary within 90 days of issuance.
Registrant’s Payment of Fees
Annual Report of Plan Activity
Article XII Section 1220
Each jurisdiction will submit an Annual Report of Plan Activity for the preceding calendar year to IRP, Inc. by March 1 of each year.
Annual Report of Plan Activity
Annual Report of Plan Activity
Annual Fee Test
Article XII Section 1225
Fee Test• A Member Jurisdiction shall complete an annual
fee test according to such a format and schedule as determined by the Peer Review Committee.
Purpose of Fee Test
• Fee test is a tool designed for jurisdictions to insure that fees collected on the behalf of other jurisdictions are being calculated correctly
• Base Jurisdictions use the fee test to analyze member jurisdictions fee calculation of their fee
Annual Fee Test Instructions
All calculations will be for January 1-December 31 of the current year. If your jurisdiction cannot use the provided effective dates, use a 12-month period.
Scenarios
FEE TEST 2•Supplement 000 – Add•Effective Date of “Add” Transaction: January 1, 2011•Carrier type is Haul for Hire•Add Equipment #1:Year: 2000 (Used)Make: KenworthVIN: 1KWTESTVEH0212345Axles: 3Fuel: DUnladen Weight: 18,000 lbs./8,163 kgs.GVW: 80,000 lbs./36,287 kgs. (6 axles for Quebec)Factory Price: $95,000 US/ $94,164 CDPurchase Price: $60,000 US /$59,472 CDDate of Purchase: January 1, 2006•Calculate fees for 12 months•STOP: Verify your work before completing the next test
FEE TEST 3•Supplement 001 – Add/Delete•Effective Date of “Add/Delete” Transaction: April 1, 2011•Delete Equipment #1•Add Equipment #2:Year: 2007 (Used)Make: FordVIN: 1FDTESTVEH0112345Axles: 3Fuel: DUnladen Weight: 18,000 lbs./8,163 kgs.GVW: 80,000 lbs./36,287 kgs. (6 axles for Quebec)Factory Price: $149,000 US /$147,689CDPurchase Price: $120,000 US /$118,944 CDDate of Purchase: April 1, 2011
*(Use current date if system will not accept future purchase dates)•Calculate fees for nine monthsSTOP: Verify your work before completing the next test
Sample of Fee Test Results
Cooperative Agreement
IRP Inc. Dues
• Specified in the Plan• Fee changes done by ballot to amend the Plan
(75% required to pass)• Penalties in the Plan for non-payment• Dues include membership in the Clearinghouse
IRP Inc. Dues $
$6,000.00 U.S. per Jurisdiction plus an amount based on the
number of power units
Audit Basics
The 3% Rule explained:
• Jurisdictions must perform a number of audits equivalent to an average of 3% of its number of renewed IRP fleets for each year of the peer review period.
Audit Basics … Continued
Audit Basics – Post Ballot 371
The 3% Rule• Mostly Same as before except from July 1, 2013• Three Record Reviews, which are not as in depth
as audits, can be conducted to account for one audit for up to 25% of a jurisdiction’s annual audit quota
• Audit webinar, March 21
Peer Reviews – the Basics
Why is peer review important?
• It’s required by Section 1355 to happen every five years
• It’s an effective process to ensure member jurisdictions are in compliance with Sections of the Plan and Audit Procedures Manual (APM)
• It’s a tremendous training opportunity and information sharing activity
• It ensures that you are collecting the appropriate fees and taxes for other jurisdictions
Common misconceptionsFiction:
Peer Review Committee (PRC)’s goal is to write up a jurisdiction for non-compliance
Fact:
The PRC is not a “gotcha group”
The PRC uses the compliance guide to verify that the processes and procedures are followed
Helps ensure jurisdictions’ quality control isn’t being overlooked
The PRC works with the jurisdictions throughout the review process to assist in achieving full compliance
Peer Review Prep
How can you prepare for a peer review?
•Do your own mock peer review on yourself…
•Use the compliance guide and related documents (all available at IRPonline.org)
•Why wait… do an annual self review
•Review recent Final Peer Review Reports @ IRPonline.org
•Check the Final PRC reports to ensure your jurisdiction is in compliance
•Ask questions of the PRC about the process or issue before they come (questions don’t count as a non-compliance finding!!!)
In conclusion…
59
Jurisdictions
Collection of Fees
Annual Activity Reports
Fee Test
Volunteers
IRP Staff
Industry
Audits
Peer Review
Questions?
Member Duties, Opportunities & Responsibilities
Advanced Fees & Distance
IRP Audits
The IRP Ballot Process
IRP Advanced Plan Administration Certificate
History of IRP
IRP Apportioned Vehicles, Forms and Credentials
Basing and Application Requirements
Introduction to IRP Fees and Estimated Distance
IRP Education Fundamentals Certificate