member duties, opportunities & responsibilities

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


US Region I1 member

US Region I1 member

US Region II1 member


US Region III1 member


US Region IV1 member



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


US Region I1 member

US Region I1 member








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


Region I1 member

Region I1 member

Region II1 member

Region II1 member

Region III1 member

Region III1 member

Region IV1 member

Region IV1 member



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


US Region I1 member

US Region I1 member









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


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


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


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 Fee Test


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

member duties, opportunities & responsibilities

Documents

audit mattersadvise

irp voting

irp agreement

ballots irp committees

auditrelated issuesdevelop

recommended audit standards

annual iftairp audit

collection of fees