July 2017 (final)

Unified Carrier Registration Plan (UCR)
Board of Directors Meeting
July 13, 2017
Teleconference

BOARD & STAFF ATTENDEES

NAME ORGANIZATION PRESENT
Avelino Gutierrez (Chair) NMPRC X
Bob Pitcher ATA X
Adam Anderson UDOT X
Carol Fallin TXDMV X
Daphne Jefferson FMCSA
Elizabeth Leaman MADPU X
Larry Herold COPUC X
Woody Chambers OOIDA X
Monte Wiederhold Reever Transport X
Chris Burroughs TIA
Rick Schweitzer NPTC X
Mike Hoeme KCC X
Sandy Bowling INDOR X
Scott Morris ALPCS X
Tina Thurman MODOT X
Dave Scholz, Depository Manager UCR X
Jon Krueger, Operations Manager UCR X
Brooke Mason, Staff Associate UCR X
Dave Lazarides, Consultant DSL X

 

 

MINUTES

I. Call to Order

Chair Avelino Gutierrez called the meeting to order at 12:03 p.m. Eastern and welcomed attendees.  Mr. Gutierrez conducted a roll call of Board members (see above) and non-Board members.  This is the one hundred twenty first (121st) UCR Board of Directors meeting.

II. Review & Approval of Agenda

Mr. Gutierrez proposed to modify the agenda by re-arranging the order of several subcommittee reports.

A MOTION was MADE as SECONDED to amend the July Board agenda as suggested.  THE MOTION CARRIED.

III. Review & Approval of June Meeting Minutes

Mr. Gutierrez reported that Secretary Adam Anderson had distributed draft minutes from the June 7 Board teleconference.  Several grammatical and clerical edits were suggested.

A MOTION was MADE and SECONDED to approve the June 2017 Board minutes as amended.  THE MOTION CARRIED.  (Revised draft minutes are attached).

IV. Updates Concerning UCR Legislation

There were no updates regarding UCR legislation.

V. FMCSA Update

Ken Riddle reported that a final rule on UCR fees for the 2018 registration year, as well as Board appointments, are being reviewed by chief counsel.  Updates expected by next Board meeting.

VI. Report of the Industry Advisor Subcommittee

Vice Chair Bob Pitcher reported that the subcommittee will likely not meet in person during the California meetings in August.

VII. Report of the Dispute Resolution Subcommittee

Chair Tina Thurman reported that the subcommittee is developing a new proposed policy to address non-compliance among some states.

A MOTION was MADE and SECONDED to authorize the Dispute Resolution Subcommittee to develop specific policies to address establishing compliance standards, procedures for assessing the process, and for handling non-compliance.  THE MOTION CARRIED.

It was suggested, and the Board agreed, that Dave Lazarides be involved in the development of the new policies.

VIII. Report of Dave Lazarides, DSL Transportation

Consultant Dave Lazarides provided a report on the Focused Anomaly Reviews (FARs) program and answered questions.  He noted that about $150,000 in fees are now under investigation by multiple states and about $500,000 is assigned for future investigation.

IX. Report of Kellen (UCR Administrator)

Depository Manager Dave Scholz and Operations Manager Jon Krueger provided updates on Kellen’s transition activities as the UCR’s new Administrator and answered questions.

Mr. Scholz reviewed a resolution to create a bank account at SunTrust Bank and to transfer a portion of the UCR’s operating funds to SunTrust bank.

Following discussion, a MOTION was MADE and SECONDED to accept Kellen’s resolution to create a new account at SunTrust to transfer a portion of the UCR’s operating funds.  THE MOTION CARRIED.

X. Report of Audit Subcommittee

Chair Mike Hoeme reported that his subcommittee is providing states with the audit template and the latest FARs report.  Mr. Hoeme advised that 31  state audit reports for 2016 are received and 10 are not.

XI. Report of the Procedures Subcommittee

Chair Adam Anderson reported his subcommittee will soon have a revised UCR FAQ document to share with the Board.  The subcommittee is also working to finalize the UCR registration form and will be in position to complete once new fees are finalized.

XII. Report of the Indiana System Subcommittee

Chair Scott Morris reported that he, Mr. Scholz and Mr. Lazarides were in Indiana reviewing several requests for upgrades with the Indiana staff.  Mr. Morris reported that the subcommittee will soon deliver to the Board a new proposed policy for more efficient fund transfers, which will align with the system modifications being requested of Indiana.

Mr. Morris also reported that the subcommittee is beginning work on an RFP for bidding out services to design and develop its own registration system.  Mr. Morris mentioned that the subcommittee will meet in California in August.

XIII. Report of the Indiana Department of Revenue

Chair Sandy Bowling reported that the Indiana Department of Revenue (IDOR) is currently supportive of the system modifications being requested by UCR.

XIV. Report of the Revenue & Fees Subcommittee

Chair Larry Harold reported that the subcommittee is currently working on financial projections for 2019 and will share with the Board when ready.

XV. Report of the Administrative Fees Subcommittee

Chair Elizabeth Leaman reported that she and Mr. Lazarides are working with the new team at Kellen to develop a plan for launching a new UCR website and electronic newsletter.

XVI. Report of the Depository Subcommittee

Chair Scott Morris reported that a full transition to Kellen of accounting management for the depository is planned for August 1.  Mr. Morris reported that the subcommittee is closing out reconciliation of 2010 and 2011 invoicing discrepancies.  The subcommittee will soon begin work on 2012-2015.  Mr. Morris reported that no 2017 distributions will occur prior to October 1 unless requested by a state to Mr. Morris directly.

XVII. Old/New Matters

Mr. Gutierrez asked for any additional business to come before the Board, and there was none.

XVIII. Future Board Meetings

  • August 24 at 1pm Pacific (Dana Point, CA)
  • September 14 at Noon Eastern (teleconference)
  • October 12 at Noon Eastern (teleconference)
  • November 9 at Noon Eastern (teleconference)
  • December 14 at Noon Eastern (teleconference)

Mr. Gutierrez noted that the winter meeting is scheduled for January 28-February 1 in New Orleans in conjunction with the NCSTC event, and that the summer meeting is scheduled for June 3-7 in Ft. Lauderdale, again in conjunction with NCSTC.

XIV. Adjourn

There being no additional business, Mr. Gutierrez adjourned the teleconference at 1:50   p.m. Eastern.

June 2017 (final)

Minutes of the One Hundred Twentieth Unified Carrier Registration Plan Board of Directors Meeting
June 7th, 2017
In-person & Tele-conference

The One Hundred Twentieth (120th) Unified Carrier Registration (UCR) Plan Board of Directors (Board) meeting was called to order by Avelino Gutierrez, Chairman at 8:30 am MDT.

Attendance – Board of Directors:

Present – Avelino Gutierrez, Adam Anderson, Sandy Bowling, Woody Chambers, Tina Thurman, Daphne Jefferson, Larry Herold, Mike Hoeme, Elizabeth Leaman, Scott Morris, Bob Pitcher, Monte Wiederhold, Carol Fallin,

Absent –Chris Burroughs and Rick Schweitzer

Avelino Gutierrez conducted a roll call of the States with self-introductions of government and industry representatives made by those in attendance.

Larry Herold moved to accept the meeting agenda, which was seconded by Sandy Bowling (Exhibit A) – motion passed

Sandy Bowling moved to accept the minutes for the March 16th, 2017 Board meeting, seconded by Mike Hoeme, (Exhibit B)

Robert Pitcher moved to accept the minutes for the May 25th, 2017 Board meeting, seconded by

Avelino Gutierrez established the teleconference ground rules.

UCR Legislative Update – No Update

FMCSA Update – Daphne Jefferson, Deputy Administrator FMCSA – Sent a letter to the Board in regards to the rulemaking for the change in the fees and will report more next month. Also in process on the re-nominations for Board Members.  This summer FMCSA will be doing numerous activities in relation to training etc. on the ELD’s.

RFP /Contract with Kellen – Scott Morris – moved to bring back the tabled motion to approve the Kellen contract, seconded by Robert Pitcher. Scott Morris then presented a revised motion to approve the revised contract with Kellen, seconded by Robert Pitcher, motion passed. (Exhibit C)

Report by DSL Transportation Services, Inc. – Dave Lazarides – updated the Board on the FARS (Focused Anomaly Reviews) program. The FARS seems to be a vital part of the auditing process.  It will also help states to demonstrate accountability. A website has been commissioned, the website is completed.

Sandy Bowling reported that she attended a meeting in relation to the data uploaded to FMCSA by the states on the vehicle registration.  She is trying to get the data to help in developing reports for everyone.

Audit Subcommittee – Mike Hoeme – Moved that underpaid motor carriers, that have under paid and it has been determined as such by the state and have not, be treated as unregistered in the registration status, seconded by Robert Pitcher, motion passed.

Mike Hoeme moved states that have not submitted their UCR audit report to the Audit Subcommittee by June 1st, as required, shall receive a delinquent notice from the Audit Chair and that their status be posted on the UCR website. The State representative be summoned by the UCR Board to appear and explain to the Board their corrective action plan. Secondly, if the delinquent status continues the UCR Chair will send a letter to the States Governor highlighting the potential consequences.  Third, if the first two steps fail then that states Depository funds be frozen until compliant, seconded by Monte Wiederhold, motion passed.

Mike Hoeme moved that the Focused Anomaly Reviews (FARS) should be incorporated into each states audit program, seconded by Robert Pitcher, motion passed.

Mike Hoeme moved that states be allowed to develop their own auditing format as long as they meet the percentage requirements, seconded by Elizabeth Leaman, motion passed.

Procedures/Best Practices Subcommittee – Adam Anderson – turned the time over to Robert Pitcher, he gave out a copy of the outline for the reworking of the FAQ’s.

Procedure Subcommittee will begin working on language for changes to the agreement based upon the motions passed today.

Indiana System Subcommittee – Scott Morris – Continuing to work on the upgrades. The modification to move the money straight to the Depository will be a major change and will require a sit down with the programmers.

Indiana Department of Revenue – Sandy Bowling – Sandy reminded everyone to not have the UCR website set as a favorite in their web browsers.  Make sure the money verification for March is completed but not for May.

Avelino Gutierrez moved that the Boards policy that all states that have their own registration system will be required to upload the base file for the 2018 registration year to FMCSA, seconded by Scott Morris, motion passed.

Industry Advisory Subcommittee – Bob Pitcher – No report

Revenue and Fees Subcommittee – Larry Herold – No report.

Dispute Resolution Subcommittee – Tina Thurman – No report.

Robert Pitcher reminded us that as he had mentioned several times there will need to be a formalization of the stuff we had looked at this week by going through the public notice and hearing process.

Administrative Fee’s Subcommittee – Elizabeth Leaman – reported on her update on the contract being completed on the go to meeting. There will be some updates and edits made to the expenses policy and then sent to the committee and then the Board.

Depository Subcommittee – Scott Morris – Reviewed the quarterly budget especially the legal portion of this budget (Exhibit D).

Scott Morris moved that the annual budget be increased from $50,000 to $100,000 for the 2017 year, seconded by Elizabeth Leaman, motion passed.

Old/New Matters:

Avelino Gutierrez let everyone know that anyone who paid for a rental car to get to the conference from the airport will be reimbursed for that cost.

Robert Pitcher reminded us the Board needs to come up with a more formal procedure for comment on policies.

Avelino Gutierrez moved that the Board authorize the Chair to stay at the Doubletree by Hilton with a cost between $3000 to $4,000, with some incidentals, seconded by Scott Morris, motion passed.

Avelino moved that the Board approve a check for $3,555 plus or minus a few hundred dollars, Elizabeth Leaman

Future Board Meetings:

July 13th, 2017 12:00 PM EDT

August 23rd – 24th, 2017 Board Meeting on the 24th at 1 pm Pacific, Dana Point, CA

September 14th, 2017 12:00 EDT

October 12th, 2017 12:00 EDT

Winter Meeting – New Orleans Jan 28th, 2018 to Feb 1st, 2018 with NCSTS

June 3rd – 7th in Fort Lauderdale FL

Minutes approved by the UCR Board on .

Adam Anderson,

UCR Board Member/Secretary

Exhibit A – Meeting Agenda

Exhibit B – May 2017 Board Meeting Minutes

Exhibit C – UCR –services agreement with Kellen

Exhibit D – Qtrly Budget Report

May 2017 (final)

Minutes of the One Hundred Nineteenth Unified Carrier Registration Plan Board of Directors Meeting
May 25th, 2017
Tele-conference

The One Hundred Nineteenth (119th) Unified Carrier Registration (UCR) Plan Board of Directors (Board) meeting was called to order by Avelino Gutierrez, Chairman at 9:00 am PST.

Attendance – Board of Directors:

Present – Avelino Gutierrez, Adam Anderson, Sandy Bowling, Woody Chambers, Tina Thurman, Mike Hoeme, Elizabeth Leaman, Scott Morris, Bob Pitcher, Monte Wiederhold,.

Absent – Daphne Jefferson, Larry Herold, Carol Fallin, Chris Burroughs and Rick Schweitzer

Avelino Gutierrez conducted a roll call of the States with self-introductions of government and industry representatives made by those in attendance.

Scott Morris moved to accept the meeting agenda, which was seconded by Sandy Bowling (Exhibit A) – motion passed with changes to move the report for the Administrative Fees up and the vote and discussion on the contract with Kellen.

Elizabeth Leaman moved to accept the minutes for the April 28th, 2017 Board meeting, seconded by Woody Chamber, (Exhibit B)

Avelino Gutierrez established the teleconference ground rules.

UCR Legislative Update – No Update

FMCSA Update – Daphne Jefferson, Deputy Administrator FMCSA – Rick Wood let the Chair know that the e-mails from the expiring Board Members was received and that they working the process.  All four had indicated they wanted continue serving on the Board.

Administrative Fee’s Subcommittee – Elizabeth Leaman –  Reported that she had compared the differences between keeping the go to meeting the same as before and reducing some of the features.  It was discussed to keep it the same other than the number of facilitators would be reduced.  No motions taken because Elizabeth was given the authority in the April meeting to renew the contract (Exhibit C)

RFP /Contract with Kellen – Scott Morris – motioned to have the Board accept the contract with Kellen as the Administrator, Seconded by     ,  (Exhibit D)          .

Robert Pitcher – moved to table the discussion and the vote on the Kellen contract until the June meeting to allow Board members time to review the contract, Seconded by Avelino Gutierrez, motion to table passed.  Roll Call vote.

Report by DSL Transportation Services, Inc. – Dave Lazarides – Dave gave a brief report on his activities for the Board (Exhibit E). Robert Pitcher gave his endorsement on the work that is being done on the FARS work.

Audit Subcommittee – Mike Hoeme – moved that states no longer send in reports for 2015, seconded by _________, motion passed.

Procedures/Best Practices Subcommittee – Adam Anderson – reported that Robert Pitcher is still working reviewing the UCRFaq with further work to be done in Santa Fe.

Indiana System Subcommittee – Scott Morris – continue to work on the various upgrades.  Still have some issues on the depository side. Some states may receive duplicate invoices and that is being worked on.

Indiana Department of Revenue – Sandy Bowling – Sandy reviewed the items that the programmers have completed and tested. She also reviewed some of the issues that are still in progress.

1)      Self-registration for Permit Service users and state users.

2)      Permit Service history report

3)      Classification changes not allowed by carriers/permit service users during adjustments

4)      Adding new logo on UCR applications and reports.

5)      Migrating to new payment service

6)      Adding print receipt option to all the users

7)      Updating the verbiage and showing more info on receipt page or view more info page.

8)      Fix the remedy issues for UCR no-pay button related to phone/fax/zip code.

9)      Showing grand total on transmittal and registration fee report.

10)   UCR Dashboard report – to add bad check.

Industry Advisory Subcommittee – Bob Pitcher – No report

Revenue and Fees Subcommittee – Larry Herold – No report.

Dispute Resolution Subcommittee – Tina Thurman – No report.

Depository Subcommittee – Scott Morris – moved that the contract with Ms. Pamela Gilbert be extended to December 31, 2017, Seconded by Woody Chambers, motion passed.

No additional funds were asked for as there should be sufficient funds in the subcommittee budget already.

Old/New Matters:

Avelino Gutierrez brought that he had sent and included a copy of the letter to Mr. Mark Miller with Student Transportation and the issue of subtracting buses (Exhibit F)

Avelino brought about the memorandum from Missouri regarding owed funds.  Scott Morris reviewed for the board (Exhibit G)

Future Board Meetings:

April 28th, 2017 27th, 28th in Atlanta Georgia. Board meeting will be at 1:00 PM EDT

May 25th, 2017 12:00 PM EDT

June 3rd thru 7th, 2017, Board Meeting on June 7th, 2017 8:30 AM MDT (Santa Fe, NM)

July 13th, 2017 12:00 PM EDT

Potential face to face Board meeting in August or September.

Minutes approved by the UCR Board on June 7, 2017.

Adam Anderson,

UCR Board Member/Secretary

Exhibit A – Meeting Agenda

Exhibit B – April  2017 Board Meeting Minutes

Exhibit C – Go to Meeting

Exhibit D – Draft Kellen Contract

Exhibit E –  DSL Report

Exhibit F – Board Letter to Student Transportation

Exhibit G – Memo from Missouri

March 2017 (final)

Minutes of the One Hundred Seventeenth Unified Carrier Registration Plan Board of Directors Meeting
March 14th, 2017
Tele-conference

The One Hundred Seventeenth (117th) Unified Carrier Registration (UCR) Plan Board of Directors (Board) meeting was called to order by Avelino Gutierrez, Chairman at 9:00 am PST.

Attendance – Board of Directors:

Present – Avelino Gutierrez, Adam Anderson, Sandy Bowling, Woody Chambers, Tina Thurman, Daphne Jefferson, Larry Herold, Mike Hoeme, Elizabeth Leaman, Scott Morris, Bob Pitcher, Monte Wiederhold, Chris Burroughs and Rick Schweitzer.

Absent – Carol Fallin.

Avelino Gutierrez conducted a roll call of the States with self-introductions of government and industry representatives made by those in attendance.

Scott Morris moved to accept the meeting agenda, which was seconded by Sandy Bowling (Exhibit B) – motion passed.

Scott Morris moved to accept the minutes for the February 7th 2017 Board meeting, seconded by Elizabeth Leahman, (Exhibit C)

Avelino Gutierrez established the teleconference ground rules.

UCR Legislative Update – No Update

FMCSA Update – Daphne Jefferson, Deputy Administrator FMCSA – None

Report by DSL Transportation Services, Inc. – Dave Lazarides – Reviewed three items:

First – the contingency plan.  Having only 90 days to try get a RFI or RFP out to potential vendors and all the steps to enter a contract, design a system and build it could not happen.  IF the Board could find a vendor and if the Board was free of the constraints of the RFI and RFP and the vendor is already familiar with the UCR, then you could probably do it but it would really cost.  Recommendation is that the Board gets proactive and start working now on a scope for an RFP.  Start now set aside $4 million and decide what is wanted in a registration system and streamline it.  We should move to only have one registration system instead of the 4 to 8 out there.

Second – met with Indiana on the updates and met with the new Indiana Administrator Rex Steffie.  Rex said he was committed to the MOU for the duration. Rex wants to run the Division as a business, look at and recalculate the costs and add a profit margin.

Third – audits and the focused anomaly reviews – it was fair to say that it was determined informally that t some of the carriers looked at owed more money.  Kansas was looking at a second round of letters to the carriers who did not respond to the first letter. (Exhibit D)

 

Audit Subcommittee – Mike Hoeme – By Dave Lazarides – there have been 24 states reply on the audit reports for 2015, the information gleaned was sparse because some states included the amount collected and some only included the number of audits done.

Procedures/Best Practices Subcommittee – Adam Anderson – Reported that there has only been one response on the FAQ update and that the committee has not had a chance to meet.

Indiana System Subcommittee – Scott Morris – continue to work on the various upgrades.  Still have a lot of issues on the depository side.

Indiana Department of Revenue – Sandy Bowling – Sandy reviewed the items that the programmers have completed and tested. She also reviewed some of the issues that are still in progress.

Industry Advisory Subcommittee – Bob Pitcher – let everyone know that he would not be at the Atlanta meeting and added that he had only received feedback from one person and he would start making revisions to the FAQ document and hoped to have it finished before the Atlanta meeting.

Revenue and Fees Subcommittee – Larry Herold – No report.

Requests for Proposals – Scott Morris – reported on the five responses received on the RFI. These responses were used to help formulate the Request for Proposal (Exhibit E). RFP response are due March 31st, 2017.  Review and in-person interviews for finalists will be held on April 27th. The Board will make a decision on April 28th.

Rick Wood will check to see if the review of the RFP’s needs to be a closed session.

Scott Morris moved that Board allow the release of the RFP upon approval of the taskforce (Scott Morris, Avelino Gutierrez, Rick Schweitzer, Adam Anderson), seconded by Larry Herold, motion passed.

Dispute Resolution Subcommittee – Tina Thurman – Tina asked if the Board members had review the procedures document for the dispute resolutions.  It was decided to take a vote in April.

Woody asked about the status of Illinois.  Scott reported that Illinois had cleared up most of their back log.

Administrative Fee’s Subcommittee – Elizabeth Leaman – no report.

Depository Subcommittee – Scott Morris – still working with the accountants on the report for the 2016 calendar year.  Scott gave an update on the RFP and five companies had shown an interest. Scott is working on replies to those companies and will hold an in-person presentation to the potential applicants.  Responses are required to be turned in by March 31st.

Reservations have been set up at the hotel in Buckhead. There are two interviews scheduled for Thursday, to start at 2 pm and then two on Friday morning before the afternoon Board meeting.

Avelino Gutierrez moved to authorize the RFP taskforce to pare down the applicants for the final presentation to four entities, seconded by Scott Morris, motion passed.

Old/New Matters:

Sandy Bowling – asked about the UCR letter that is needed for Mark Bryne, from Nebraska, in regarding the bus issue.  Avelino said he would get the letter out as soon as possible.

Rick Wood – asked if there was any more public comments on the fee reduction.  Avelino indicated that there was not.  Rick said that FMCSA is ready to move forward with the rule making procedure as soon as they get a fee recommendation.

Avelino Gutierrez said he would send a letter with no further comments and the fee recommendation.

Monte Weiderhold brought up about the difference in the cost on the hotel rates in San Diego.  Elizabeth said the reason there was a difference was because the Federal rate changed after it was booked.

Scott Morris moved that the Board recommend to the Secretary of Transportation that the 2018 and the 2019 fee structure be set in accordance to the 2018/2019 fee recommendation document as adjusted for the January and February numbers and directing the Chair to send aletter to FMCSA and USDOT with that recommendation, seconded by Larry Herold, motionpassed.

Future Board Meetings:

April 28th, 2017 27th, 28th in Atlanta Georgia. Board meeting will be at 1:00 PM EDT
May 25th, 2017 12:00 PM EDT
June 3rd thru 7th, 2017, Board Meeting on June 7th, 2017 8:30 AM MDT (Santa Fe, NM)
July 13th, 2017 12:00 PM EDT

Minutes approved by the UCR Board on June 7, 2017.

Adam Anderson,

UCR Board Member/Secretary

Exhibit A – 2018/2019 Fee Recommendation to FMCSA
Exhibit B – Meeting Agenda
Exhibit C – February 2017 Board Meeting Minutes
Exhibit D – Contract Services Report
Exhibit E – Draft RFP

February 2017 (final)

Minutes of the One Hundred Sixteenth Unified Carrier Registration Plan Board of Directors
Meeting
February 7th, 2017
In Person/Tele-conference

The One Hundred Sixteenth (116th) Unified Carrier Registration (UCR) Plan Board of Directors
(Board) meeting was called to order by Avelino Gutierrez, Chairman at 9:00 am PST.

Attendance – Board of Directors:
Present – Avelino Gutierrez, Adam Anderson, Sandy Bowling, Woody Chambers, Tina Thurman, Daphne
Jefferson, Larry Herold, Mike Hoeme, Elizabeth Leaman, Scott Morris, Bob Pitcher, Carol Fallin and
Monte Wiederhold.

Absent – Chris Burroughs and Rick Schweitzer.

Avelino Gutierrez moved that the Board reconsider the sending of the letter to FMCSA requesting the
fee reduction and open up a time frame for public comments, seconded by Bob Pitcher, motion passed.

The time frame for public comment will be a week to ten days:

Scott Morris discussed the proposal for the fee reduction. It was a little different than the
original proposal because it did not address the overages that already been collected (Exhibit A).
The proposed is a two-step proposal.

Public Comments for the Fee reduction, 2 comments:

Randy Coplin, Michigan State Police, requested that the Board proceed very cautiously because of
state budgets are projected out up to 18 months in advance while I recognize that the excess fees
have to be returned there needs to be a mechanism in place in which we can recover the short falls
and states are adequately reimbursed from one year to the next for the full amount.

Mr. Berndnder with the Wisconsin Dept. of Transportation – I do appreciate the Boards work on this
issue do intend to be full participant’s in this program. I certainly endorse the prior comments
of making sure we receive our entitlements and just wanted to add that I think the approach is good
to correct the over collection and provide for a stable collection for the future. I have not
followed it closely enough to know exactly what if there is a stated cost across the board for
future years. The next step would be to estimate that and then one could decide if the registration
figure for 2019 would be $73 or $74.

Avelino Gutierrez closed the phone comment period and moved that the written comment period remain
open until February 20th 2017at 5 pm EST to allow for written comment in the form of email or
written mail. Seconded by Robert Pitcher, motion passed.

The written comments are to be sent to [email protected] .nm.us or PO BOX 1269, Santa Fe NM,
87564

Avelino Gutierrez conducted a roll call of the States with self-introductions of government and
industry representatives made by those in attendance.

Adam Anderson moved to accept the meeting agenda, which was seconded by Scott Morris
(Exhibit B) – motion passed.

Woody Chambers moved to accept the minutes for the December 15th 2016 Board meeting, seconded by
Sandy Bowling, (Exhibit C)

Avelino Gutierrez established the teleconference ground rules.

UCR Legislative Update – No Update

FMCSA Update – Daphne Jefferson, Deputy Administrator FMCSA – delaying full implementation of the URS to allow states to do their testing due to some issues with the system. Continuing with the new
application tool. FMSCA welcomed the new Secretary of Transportation MS. Chau.

Woody Chambers asked Daphne and Rick Wood asked for an update on the UCR suffix on the
392.2 violation code. Rick Wood asked for more clarification on what Woody is looking for. Rick and
Woody will talk offline.

There had been recommendations that FMCSA help promote the UCR and there is a link now on the FMCSA website.

Report by DSL Transportation Services, Inc. – Dave Lazarides –

Audit Subcommittee – Mike Hoeme – Inga Johnson (Alaska) and Mark Burn (Nebraska) joined the
Subcommittee. Been working on some IRP reports to help with auditing. Further testing is ongoing
with additional states.

Mike gave a reminder that he needed to have states resend their 2015 reports. He only received a
handful and reminded that the 2016 is due by June 1, 2017.

Procedures/Best Practices Subcommittee – Adam Anderson – reported the subcommittee’s work on the
FAQ’s. A list was sent out to everyone and asked everyone to review that list of the items being
looked at and any suggestions on the proposed changes (Exhibit D). Also reviewing the 15 minute
upload for data to Iteris.

Adam turned time over to Scott Morris on a proposed change to acknowledgement of funds received by
states for funds from the Depository.

Scott Morris explained the issue is when states have to acknowledge those funds received in a
timely manner but it is not happening. Scott explained that the actual transaction is done by the
Bank and if there is a problem there they are quickly identified and he is notified by the bank and
he gets ahold of the State.

Scott Morris moved that the need to have the States acknowledge the receipt of the Depository
Distributions funds be removed from the depository function, seconded by Adam Anderson, motion
passed.

An e-mail will go out when the system has been updated to remove this requirement it may take a few
months.

States still have to acknowledge the funds received from Indiana.

Indiana System Subcommittee – Scott Morris – time was given over to Sandy Bowling to give a report
on the System. The team has finally been created to work on the UCR stuff all the time. The team
did a lot of testing with the upload and downloads with the cloud environment. Also offering an
online chat line and other enhancements (Exhibit E). Sandy will make sure there is a report
provided each month on the status.

Scott Morris reported that Jim Poe is no longer with Indiana. Scott and Dave will be heading to
Indiana to test some of the enhancements that have been completed.

Dave Lazarides said one of the things they are trying to do is to accommodate more web browsers.
The team we have with Indiana is working really well.

Scott Morris brought of the fact that with the changes in Indiana that our MOU expires in about 21
months and if something was to happen and Indiana not renew the MOU or if they exercise the 90 out
clause, the Board does not have a Plan B or contingency plan with that in mind Scott recommended
that the Board develop a plan b by first developing a design document.

Scott Morris moved that the Board direct Dave Lazarides to come back to the Board next month with a
list of resources and a proposal to develop a design document relative to a new registration
system, seconded by Adam Anderson, motion passed.

Indiana Department of Revenue – Sandy Bowling – reported on some of the statistics of what they do. Sandy said she wrote 1,189 IT remedy tickets from 2015 through 2016 (Exhibit F).
Sandy recommended that each state go into the registration System and pull a report that show’s how
many registrations that are processed in house versus online.

Avelino Gutierrez moved that the Board authorize payment to the Indiana Department of Revenue in
the amount of $40,242.60, for the postage and mailing of the 2017 notices and the delinquent
notices for 2016, seconded by Adam Anderson, motion passed (Exhibit G).

Sandy Bowling – a few months back Len Shenk from Ohio took on the task of creating a database for
the motions voted upon and she asked if Tina could post it on the website. Avelino mentioned that
this would be one of the tasks the administrator will take on also to keep up to date.

Sandy Bowling asked for clarification that if a company should have paid the 2015 registration fees
and did not, should they be getting citations now that the system has shut down the 2015
registration year?

Avelino Gutierrez moved that the Board recommends to the States that citations should only be
issued by the states for the current registration year and the prior year, seconded by Robert
Pitcher, motion passed.

Industry Advisory Subcommittee – Bob Pitcher – The subcommittee has reviewed the topic of the fee
adjustment that would be taking into account the excess fees collected in 2016 and the projected
for 2017 along with the unspent administrative fees (still to be determined and would have to wait
until 2019 for the adjustment). Another item discussed was the audits of the motor carriers and the
states, it seems to be well in hand and whether the states are actually doing the audits is another topic since most have not bothered to turn in their report. Also  discussed the UCR Q & A, the Indiana Registration System and the dispute resolution.

Revenue and Fees Subcommittee – Larry Herold – Reported that before we can properly set fees we
need to have an operating budget. Dave Lazarides reported on the operating budget (Exhibit H).

Robert Pitcher mentioned that he presumed that some of the line items such as the consulting that
could possibly be put into the RFP. Dave and Scott agreed that that could be a possibility and we
will have to wait and see.

Avelino Gutierrez brought the fact that this budget did not include a reserve fund.

Larry Herold moved that the Board approve this per forma operating budget as an interim budget for
calendar year 2017, seconded by Scott Morris, motion passed.

Larry Herold then brought up the discussion about a reserve fund, especially if something was to
change in our relationship with Indiana (not that we want any change). No decision taken at this
time on how much the reserve should be.

Requests for Proposals – Scott Morris – reported on the three responses that had been received on
the RFI’s. These responses were used to help formulate the Request for Proposal (Exhibit I). Scott
asked that the Board members review the RFP document and if there is anything that needs to be
changed let him know but be specific as to what you want it to say. The target date to send out the
RFP is March 1st, 2017, but if possible to release it sooner. Due date for responses March 31st,
2017. Review and then hold an in-person interview for finalists on April 27th and then the Board
make a decision on April 28th on who to award the contract to.

Rick Wood will check to see if the review of the RFP’s needs to be a closed session.

Scott Morris moved that Board allow the release of the RFP upon approval of the taskforce (Scott
Morris, Avelino Gutierrez, Rick Schweitzer, Adam Anderson), seconded by Larry Herold, motion
passed.

Dispute Resolution Subcommittee – Tina Thurman – reviewed the draft copy of the Dispute Resolution
Procedure and asked that the Board Members review the document and report back to her and Robert
Pitcher on any suggestion by February 28th (Exhibit J).

Avelino Gutierrez gave a special thanks to Robert Pitcher for his help in drafting the procedure.

Administrative Fee’s Subcommittee – Elizabeth Leaman – tabled the website development until the
Administrator has been chosen and that the go to meeting is due up for renewal and will look at the
pricing but this too may be part of the Administrators duties.

Depository Subcommittee – Scott Morris – reviewed the preliminary Schedule of Operating Fund
Activity (Exhibit K). Scott gave some preliminary numbers for the registration totals for 2015
($112,725,023), 2016 ($116,653, 609), 2017 ($106,583,045). Scott then reviewed his
Subcommittee Budget (Exhibit L).

Scott Morris moved that the Board approve the operating budget for the Depository Subcommittee of
$135,000, seconded by Elizabeth Leahman, motion passed.

Scott looked into bringing on a temporary employee to help out with the functions. However he found
out he could not bring someone into the office space there. He did find an office space to rent and
he proposed that he could bring on a temporary office assistant to help with depository functions
and asked for authorization to enter the agreement for 6 months. This space can also be used during
the transition with the Administrator.

Scott Morris move that the Board authorize him to be able to enter into an agreement with Kelly
Services for 6 months to provide an administrative assistant and with Regis for a 6 month lease for
office space, seconded by Adam Anderson, motion passed.

Scott Morris welcomed Carol Fallin to the Depository Subcommittee.

Scott Morris moved that the Board authorize that Carol Fallin be added to the list of signatories
at the Bank of North Dakota, seconded by Mike Hoeme.

Scott Morris moved that he be allowed to open a new savings account for the 2017 registration and
another account for excess funds, seconded by Woody Chambers, motion passed.

Old/New Matters:

Avelino Gutierrez reviewed the invoice from NCSTS for the UCR’s portion of bill for the San Diego,
in the amount of 3,466.33 for food meeting room and av costs.

Avelino Gutierrez moved to reimburse NCSTS in the amount of $3,466.33, seconded by Carol Fallin,
motion passed.

Sandy Bowling brought the issue with the Student Bus Transportation for Nebraska and Mike Hoeme
responded that Nebraska will receive a letter from Avelino Gutierrez confirming Nebraska’s stance
on the audit.

Future Board Meetings:

March 14th, 2017 12:00 PM EDT
April 28th, 2017 27th, 28th in Atlanta Georgia May 25th, 2017 12:00 PM EDT
June 3rd thru 7th, 2017, Board Meeting on June 7th, 2017 9:00 AM EDT (Santa Fe, NM)

Minutes approved by the UCR Board on March 14th, 2017 . Adam Anderson,
UCR Board Member/Secretary

Exhibit A – 2018/2019 Fee Recommendation to FMCSA Exhibit B – Meeting Agenda
Exhibit C – December 2016 Board Meeting Minutes
Exhibit D – UCRA Q & A Suggested Revisions Exhibit E – UCR Summary Enhancements Exhibit F – Stats
for 2017
Exhibit G – Invoice for Indiana Mail Outs Exhibit H – Budget Outline
Exhibit I – UCRA RFP Draft
Exhibit J – Draft UCR DR Procedures
Exhibit K – Schedule of Operating Fund Activity

April 2017 (final)

Minutes of the One Hundred Eighteenth Unified Carrier Registration Plan Board of Directors Meeting
April 28th, 2017
Tele-conference

The One Hundred Eighteenth (118th) Unified Carrier Registration (UCR) Plan Board of Directors (Board) meeting was called to order by Avelino Gutierrez, Chairman at 1:00 pm EDT.

Attendance – Board of Directors:

Present – Avelino Gutierrez, Adam Anderson, Sandy Bowling, Woody Chambers, Tina Thurman, Daphne Jefferson, Larry Herold, Mike Hoeme, Elizabeth Leaman, Scott Morris, Monte Wiederhold and Carol Fallin.

Absent – Bob Pitcher, Chris Burroughs and Rick Schweitzer.

Avelino Gutierrez conducted a roll call of the States with self-introductions of government and industry representatives made by those in attendance.

Avelino Gutierrez read the certification of Exception to Sunshine in the Government Act as provided to by the Boards Chief Legal Officer that the Board meeting as published by The Board in the Federal Register for April 28th, 2017 may be a closed meeting (Exhibit A).  Avelino mentioned that we would not have to close the meeting as long as we did not talk about the specific financial numbers of the applicants for the Administrator.

Avelino Gutierrez moved that the Board authorize the Plan Administration Task Force, made up of Scott Morris, Adam Anderson and Rick Schweitzer to enter into negotiations with Kellen for a best and final offer that; 1) adds to the scope of work an RFP for the Registration System with a priority such that a new contract or MOU to replace the current MOU would take effect when the current MOU expires in September 2018; and secondly, further allows the Plan Administration Task Force to utilize the legal services of Bradley Arant in contract drafting if needed; and finally, that when the Task Force and Kellen deem the proposed contract complete to bring the contract to the Board for final approval, seconded by Adam Anderson, motion passed, roll call vote (Exhibit B), note – Daphne Jefferson had left by the time the board got to the vote.

Discussion on the Motion:

Scott Morris – felt that all three candidates were all qualified and would do a good job for the Board but after looking at the details behind the proposal’s Scott felt that Kellen had the strongest standing because the amount of the staff they had, the amount of time they have been around and the best financial position.

Elizabeth Leaman – agreed with Scott in that she felt Kellen was the leading candidate and that all the presentations were good.  She felt having the representation from the whole team we would be working with and they seemed very pliable and understood what our needs are. They understood that there are a few gray areas that have to be worked out.

Monte Weiderhold – Agreed that Kellen had the depth of the resources above the others and their presentation was very strait forward and they understood there was a few gray areas.  One question Monte had was what out sources that we have are we looking to consolidate into the contract with Kellen i.e. the accounting.

Scott Morris – envisioned that some of the day to day stuff for the accounting will move into Kellen and that Jackson Thornton would continue in an oversight roll.  Have another set of eyes.  There will be a transition as we move things and we will need to define their roll and it was envisioned that the accounts roll will be significantly less as we transition.  Don’t really see it impacting Iteris since they are the only ones providing the data services for the Board. Some of the administrative help that is currently being provided will go away as we transition. The auditing will depend on the policies we adopt.  Some they will be able to do and some may have to be done by an outside auditor.

Elizabeth Leaman asked about the length of the contract.

Scott Morris reminded everyone that the RFP mentioned 2 -3 years.

Woody Chambers asked about DSL services.

Scott Morris said that that would depend upon what the Board decides.

Avelino Gutierrez said that we would rely upon Kellen to help determine what was needed.

Larry Herold also agreed that Kellen was the best based upon the fact that they already had 100 plus customers and the size of the staff.

Woody Chambers added that if you compared their hourly rate with the others that Kellen’s was a lot cheaper than the others.

Other UCR Board Matters

Avelino Gutierrez – in regards to the dispute resolution procedure it was discussed with Tina Thurman that Alex Leaf recommended that we do not adopt the procedure yet until we adopt some protects. Tina Thurman has agreed.

Scott Morris this decision came about based upon the need to get a legal opinion on if we can and how we do it. The whole thing goes into how we adopt policy.

Alex Leath – Gave a brief history or basis of what is trying to be done.  With the major step the Board has taken today it will shift the Board to being an actual policy deciding Board.  What is the authority of the Board and steps that the Board took in deciding upon its policy and procedures?  What is being looked at is the procedure by which the Board takes in deciding its policies and procedures. The reason being is if someone challenges one of its actions the Board would have behaved in a way that caused it to get Chevron deference. This causes the court to be extremely deferential to the Board. What do we need to do to accomplish this:

  1. What we have to do is tell people about it,
  2. Tell them what we are going to do,
  3. Tell them what we did,
  4. Give people a reasonable amount of time for people to review and comment on what was done,
  5. Hold a public hearing for people to present those comments,
  6. Then take those changes into consideration, (not necessarily accept them),
  7. Adopt any changes and make those changes to the proposed procedure,

Four step process:

  1. Publish a notice of proposed action (at least on the website and/or federal register)
  2. We would publish a draft of the proposed procedure and inform them they have 40 to 60 days to make comments.
  3. We would then hold the public hearing (physical or electronic). Consider the comments (accept or reject).
  4. Adopt the proposal.

Rick Wood – Just wanted to caution of going down the road of handling matters under Administrative Procedure Act comes with baggage. Happy to take a look at this memorandum.  Not too sure that the Plan falls into the restrictions under the Administrative Procedure Act.

Rick Wood – also brought up that there are four Board members whose time is expiring at the end of May (Carol Fallin, Adam Anderson, Sandy Bowling and Elizabeth Leaman).  If they wish to continue they need to send an e-mail to Rick and copy it to Avelino.

Elizabeth Leaman – the go to meeting will expire at the end of May and wanted to know what the wishes of the Board was since the Administrator will not be on board yet.

Avelino Gutierrez moved that the Board allow Elizabeth to negotiate a new contract with go to meeting, seconded by Scott Morris, motion passed.

Sandy Bowling let everyone know she would be sending out everyone’s 2017 non-compliance list. Also, there will be some new items put into the registration system.  The payment system is going to be updated and it should be easier for people to use.

Mike Hoeme gave a brief report that there are a few states that have now given a report at all.  Brought up that the states must have access to MCMIS and found out that 11 states did not have access to the Iteris system.  Mike indicated that the audit subcommittee would make a recommendation for states to use their own system instead of the Matrix.

Elizabeth Leaman asked if anybody thought we needed to do a webinar on how to do an audit. Mike suggested that one should be done once they get everything completed with the audit requirements etc.

Regarding states audits of carriers.  If a state has not done any audits they need to reply to Mike Hoeme as such.

Mike Hoeme brought up the topic of vehicles rated for less than 10,000 lbs. but have IRP plates.  Mikes thoughts were that the carrier does not have to count those vehicles even though they have IRP plates.  The only reason they have IRP plates is because they are towing a trailer.

Future Board Meetings:

May 25th, 2017 12:00 PM EDT

June 3rd thru 7th, 2017, Board Meeting on June 7th, 2017 8:30 AM MDT (Santa Fe, NM)

July 13th, 2017 12:00 PM EDT

Minutes approved by the UCR Board on 5/25/2017.

Adam Anderson,

UCR Board Member/Secretary

Exhibit A – Certification Letter from Chief Legal Officer

Exhibit B – Roll Call Vote

December 2016 (final)

Minutes of the One Hundred Fifteenth Unified Carrier Registration Plan Board of Directors Meeting
December 15th, 2016
Tele-conference

The One Hundred Fourteenth (115th) Unified Carrier Registration (UCR) Plan Board of Directors (Board) meeting was called to order by Avelino Gutierrez, Chairman at 2:00 pm EST.

Attendance – Board of Directors:

Present – Avelino Gutierrez, Adam Anderson, Sandy Bowling, Woody Chambers, Tina Thurman, Daphne Jefferson, Larry Herold, Mike Hoeme, Elizabeth Leaman, Scott Morris, Bob Pitcher and Rick Schweitzer.

Absent – Chris Burroughs and Monte Wiederhold.

Sandy Bowling was present on the call, but unable to speak very well due to illness.

Avelino Gutierrez conducted a roll call of the States with self-introductions of government and industry representatives made by those in attendance.

Adam Anderson moved to accept the meeting agenda, which was seconded by Rick Schweitzer (Exhibit A) – motion passed.

Woody Chambers moved to accept the minutes for the November 10th 2016 Board meeting, seconded by Elizabeth Leaman, (Exhibit B)

Adam Anderson indicated he would be leaving the meeting early. Tina Thurman will be taking minutes in his absence.

Avelino Gutierrez established the teleconference ground rules.

UCR Legislative Update – No Update

FMCSA Update – Daphne Jefferson, Deputy Administrator FMCSA. URS implementation is being delayed. FMCSA does not have an implementation date yet but wants to get information out as quickly as possible. FMCSA will provide an update after the first of the year. As of last month we had over 100,000 new applicants through the URS system and that process is going well.

FMCSA has a nomination to fill the UCR Board vacancy. They are working on the vacancy and will be getting back to us soon on the status of the nominee.

Washington D.C. continues to work through the transition process with the new administration coming on board. One of the new members in a former Chief Council for the FMCSA, so they already know some of our needs. This is a good thing. Daphne will be sticking around as a career person and continue to move forward with UCR issues.

Rick Wood also mentioned that Woody Chambers had asked about the 392.2 UCR violation/report on MCMIS during the last meeting. Rick indicated he isn’t sure what the issue is and asked Woody to send him a little more information. Woody responded he needed to get with the people in his office to find out where they are no longer able to find the UCR violation information and then he would email Rick.

Report by DSL Transportation Services, Inc. – Dave Lazarides – Dave provided the monthly status report (Exhibit C). Dave provided an update on the Director and Office (D&O) insurance. An application has been completed to obtain an estimate.

Indiana asked Dave to look into search engine placement of UCR.IN.Gov when people google UCR. Dave has contacted Google, who put him in touch with the Ad folks. In order to do anything meaningful, they need to speak with owner of the 10 digit code of the website. Dave has turned this information over to Indiana and they will follow up with Google. Dave also mentioned the UCR link on FMCSA importance. It seems most people who have fallen victim to the third party services are the new carriers who don’t know where to register. Dave stressed the importance of the UCR link to be embedded in to the FMCSA registration process.

UCR Website – Discussion continues with Iteris. They can begin phase one, basic phase after the first of the year. Phase 2 would include individual accounts; log ins, uploading audits, and etc. Phase one doesn’t include much maintenance. Indiana believes they can provide many of the phase two services. We may need to revisit the phase two services to determine if we want to pay Iteris to provide these services when Indiana can do it.

Audit Subcommittee – Mike Hoeme – Mike reported he has been working with Dave and Sandy on an audit report. This is reflected within Dave’s status report provided in Exhibit C. The Audit Subcommittee hopes to have a presentation ready for San Diego.

Procedures/Best Practices Subcommittee – Adam Anderson – Adam sent out the UCR Agreement updates. Adam also sent out updates to the State with their own system regarding the requirement to update Iteris every 15 minutes and they have three months from November 10th to comply. Iteris having a hard time getting downloads timely from FMCSA. Adam asked Dave to get with him to make a call to Iteris regarding the timing of the FMCSA downloads. Dave responded that Iteris does testing for FMCSA and believes they have good FMCSA contacts. Iteris acknowledged they had some problems, but thought updates were going pretty well.

Adam indicated he will be in contact with his subcommittee members soon to set up a teleconference meeting in January. Adam also indicated he plans to do extensive work on the FAQ’s in San Diego. Adam asked states to review the FAQ’s and provide feedback to him before the San Diego meeting.

Avelino asked all subcommittee chairs to email him if their subcommittee plans to meet in San Diego and a time estimate so he can create an agenda.

Scott Morris mentioned how we handle states that are behind on payment or reporting obligations moving forward. We have procedures in place to withhold payment from the Indiana registration system. We are in the process of building a methodology to do that on the depository side also. Recently we actually had to release money to states who shouldn’t have received payment so other states would receive their payment. During the meeting in Indiana where they were scoping through some of these changes, one of the things determined was that the actual development to build a withhold function on the depository side would be pretty extensive. We were looking for a couple of options. One option is for states that typically hit their cap pretty quickly to exclude them from distribution so we aren’t sending them money and then they are turning around and sending it right back. We feel that this is a really important tool that will prevent a lot of sending money back and forth to each other. This piece is pretty easy to code. The more difficult area to code is when a state is out of compliance and the system needs to hold payment and distribute payment later when that state comes back in to compliance. From a programming stand point this is very difficult. From procedures stand point; we need to discuss how we go about this. We need to look at the policy because of the development resources. Possibly adopting a formal policy that if you are not current with obligations to the plan and a distribution is coming due that you miss that distribution and go to the back of the line and that money will be distributed to other states. Once that state comes back in to compliance, that states comes back in to the lines and partakes in future distributions.

Iteris 15 minutes update requirement – After discussing this requirement with the developers in Indiana we have determined this requirement is not difficult to code. But, the problem with an update of this frequency is that when there are discrepancies, manual intervention is required. With uploads every 15 minutes, which is a possibility of 100 uploads daily. This may be a topic we need to give some thought to in San Diego.

Indiana System Subcommittee – Scott Morris – Dave and Scott went to Indiana last week and met with their key project team and developers. They discussed the process and the template form developed for requests. One of the items discussed was that UCR needs to provide a hefty workload of items in a worklist for the developers. Scott and Dave plan to have weekly conference calls with the developers for the next couple of months to make sure the developers always have at least three weeks of work. They may change the calls to bi-weekly later.

Dave Lazarides reported the Indiana folks use the Agile methodology which is designed to narrow down exactly what everybody is doing in the next few weeks. The Indiana programmers continue to be focused on data exchange with FMCSA right now. It will probably be mid-January before the first results from the depository updates happen.

Indiana Department of Revenue – Sandy Bowling – Scott Morris provided the Indiana Department of Revenue update along with the Indiana System Subcommittee update since Sandy Bowling was ill and unable to speak.

Industry Advisory Subcommittee – Bob Pitcher – The Industry Advisory Subcommittee will be meeting in San Diego. Bob will provide an agenda prior to the meeting date.

Revenue and Fees Subcommittee – Larry Herold – Larry sent out a Revenue and Fee Reduction Spreadsheet (Exhibit E) to be discussed. The 2016 UCR cap has been exceeded through November. Scott also did a great job of projecting numbers two different ways. He took the last three preceding registration years average for each month during the last 13 month period projecting an additional $2M in revenue. He also took the last three preceding registration years using the minimum for each month during the last 13 month period projecting an additional $1.7M in revenue (see exhibit E for both average and minimum numbers). We are projected to have somewhere between $4.5M and $4.8M revenue over the cap. We are all in agreement that this should be used in the calculation to reduce UCR fees. If we go with the three year average, the fee reduction is 4.28%. If we go with the three year minimum the fee reduction right at 4%. See table below for fee reduction recommendations. Larry opened the floor for discussion.

The Revenue and Fees Subcommittee recommends that we reduce 2018 fees, that we make the recommendation to FMCSA, for the numbers highlighted in blue. Scott Morris indicated he has done the math behind the numbers and that he would replace the projected numbers with actual numbers as they come in. He expects the decrease may become larger as the actual number come in. Scott indicated UCR would need a final ruling from FMCSA no later than August 31, 2017 to allow for programming of UCR system to be ready for the 2018 registration year to be ready to go by October 1. Laurie O’Flaherty in California commented that the August 31 cutoff is too close of a turnaround time for California to prepare UCR mailing materials and have everything out by October 1. Scott commented that the UCR Board has used this date in the past and it has been sufficient time for the Board the other State with their own systems to prepare. Laurie O’Flaherty commented that California needs at least six weeks to allow for printing of post cards and to prepare mailings. Avelino commented that some state do not print the actual UCR fees on the post card and that possibly that would be an option or a workaround. Laurie O’Flaherty indicated she would like to see an August 1 response date from FMCSA. Rick Wood responded that it is already December and we still need to resolve when we are going to get a recommendation and what is going to be in it. And then if we have to do notice and comment before FMCSA could have a decision on a recommended fee decrease. If time is taken away at the other end, there will be some heavy lifting to do. FMCSA doesn’t want to be committed in that short period of time. If notice and comment is required it will be very difficult to get this accomplished. Laurie O’Flaherty questioned how long it takes to get it approved for reduction? Rick responded that if it has to go out for public notice and comment it’s a minimum of 60 days, that’s assuming you can get the OST to approve it timely, and this is during a transition period. Any comments submitted would also have to be evaluated and then a final rule would have to be made. Rick simply stated that he didn’t want to commit FMCSA to having anything prior to August 31, 2017 until he knows a fee reduction doesn’t require notice and comment – and even then it won’t be an easy process. Avelino commented that in the past FMCSQA actions have taken longer than expected simply because of all the hoops they go through. Laurie O’Flaherty commented that California notices will most likely be late and there isn’t much she can do about it.

Sandy would prefer to have the whole dollars and remove the cents on the fee recommendations. Scott indicated that no one pays in cash anymore so he didn’t believe it made much of a difference but was happy to round to the nearest dollar. Laurie O’Flaherty in California commented that she understood why Sandy wanted the cents rounded. California does collect some cash and the cents make its inconvenient. Also, when you are working with cents and you have a balancing issue, a large amount of time can be invested in searching for the discrepancy. Suzanne from Washington also commented that they receive walkin customers who pay by cash and the cents would be an inconvenience. Scott asked Woody what his opinion is since his group is probably the group most likely to be paying in cash. Woody indicated that he had no problem rounding to the nearest dollar and it would probably be easiest for his guys too. Woody also mentioned that we should take the excessive fees that will be in the administrative fees account in to consideration. Bob Pitcher indicated that if we consider those fees right now, there will be no fee decrease recommendation until the next meeting at the very latest and there will be absolutely no chance at any decrease for 2018. Woody agreed for now and to round to the nearest dollar. Larry responded to Woody and indicated that the Board needs to get an overall budget set that includes reserves, contracts, etc so we can start really having those numbers in the future. This is our best opportunity to get something for 2018. Larry Herold made a motion that the UCR Chairman write a letter to FMCSA recommending FMCSA reduce fees in the fee brackets for 2018 to $73 for the first bracket, $218 for the second bracket, $434 for the third bracket, $1,513 for the fourth bracket, $7,211 for the fifth bracket, and $70,412 for the sixth bracket provided the fees for 2018 are published by FMCSA on or before August 31, 2017. If these fees are not published on or before August 31, 2017, these fees would not go into effect for 2018 but will be rolled over for the 2019 fee calculation. Bob Pitcher seconded the motion. Rick Wood commented that the more justification and explanation that can be provided that supports the amount of the adjustment that can be incorporated into a rule making document would be greatly appreciated. Avelino commented that he will provide as much justification as he can with the letter within one week and will follow up with whatever other documentation is needed. Scott commented that he would follow up and provide actual numbers as they come in. Larry responded that the motion does not allow for adjustment as it stands. Rick indicated we don’t need to worry about it for now. The motion passed without objection.

Larry commented that the Revenue and Fees Subcommittee will have a follow up meeting in San Diego.

Dispute Resolution Subcommittee – Tina Thurman – No Report.

Administrative Fee’s Subcommittee – Elizabeth Leaman – Liz reported that she and Dave have been meeting with Iteris weekly on the UCR website. The initial goal is to develop a static website. Liz will be contacting everybody to begin data collection to determine what kind of data will be on the website. So Liz will be contacting Subcommittee chairs to determine what the needs of each subcommittee are. Liz will also be reaching out to each chair for a bio to board member info can be placed on the web. Dave and Liz plan on continuing to work with Iteris and hope to have a rough draft to present to the Board in San Diego.

Depository Subcommittee – Scott Morris – The November numbers are not in from the accountants yet. Scott indicated that he has made a 2016 distribution for the month of July. That distribution should have made all states whole for 2016. Scott would like to without making anymore 2016 distributions to States until the depository changes are made at this point to avoid states having to send fees right back to the depository. Avelino made a motion that Scott Morris be allowed to withhold additional 2016 distribution money to any state that has already capped for 2016. Mike Hoeme seconded the motion. Scott commented that all states have capped for 2016. The motion passed without objections.

Scott Morris made a motion to authorize a continuing resolution to allow all subcommittees to be funded at 25 percent of their Board approved 2016 budgets. Elizabeth Leaman seconded the motion. Liz asked if there is a document that lists the approved budgets of all subcommittees. Avelino responded that no document exists right now. Scott Morris asked for Dave Lazarides to create a list of all the approved subcommittee budgets. The motion passed without objection.

Scott Morris provided an update on the RFP process for a provider to support the administration of the UCR agreement. Scott indicated the consultant decided to begin with a RFI to solicit some more input form the folks that may be doing this that would help us create the final RFP. A draft RFI (Exhibit E) was shared with the UCR Board that will be published on December 20. Responses due by January 17, with responses by February 3. The goal is to have a draft RFP ready for review at the San Diego Board meeting with the goal of releasing the RFP in March. Scott made a motion that the RFI be released on December 20, 2016 subject to the approval of the UCR plan board Chair. Elizabeth Leaman seconded the motion. The motion passed without objection.

Old/New Matters:

Woody Chambers asked Rick Wood if the 392.2 UCR violations are on the MCMIS database. Rick responded that he gets a monthly report with the data. But, there may be issues with who has access to the data. Rick asked Woody to send him an email outlining the nature of this inquiry.

Kathy from Nebraska questioned an issue that was brought up to Sandy regarding school buses. The state of Nebraska audited a carrier and the carrier is disputing the audit. The issue is being delayed until the San Diego meeting. Mike asked Kathy to forward any information they have on the audit to him.

Future Board Meetings:

February 5th thru 7th, 2017, Board meeting on February 7th (San Diego, CA)

March 16th, 2017 12:00 PM EDT

April 20, 2017

June 3rd thru 7th, 2017, Board Meeting on June 7th, 2017 9:00 AM EDT (Santa Fe, NM)

Minutes approved by the UCR Board on .

Adam Anderson,

UCR Board Member/Secretary

Exhibit A – Meeting Agenda

Exhibit B – Board Meeting Minutes

Exhibit C – DSL Services report

Exhibit D – Revenue and Fee Reduction Spreadsheet

Exhibit E – Draft RFI

November 2016 (final)

Minutes of the One Hundred Fourteenth Unified Carrier Registration Plan Board of Directors Meeting
November 10th, 2016
Tele-conference

The One Hundred Fourteenth (114th) Unified Carrier Registration (UCR) Plan Board of Directors (Board) meeting was called to order by Avelino Gutierrez, Chairman at 2:00 pm EST.

Attendance – Board of Directors:

Present – Avelino Gutierrez, Adam Anderson, Sandy Bowling, Woody Chambers, Tina Thurman, Larry Herold, Mike Hoeme, Elizabeth Leaman, Scott Morris, Bob Pitcher, Rick Schweitzer, Chris Burroughs and Monte Wiederhold.

Absent – Daphne Jefferson

Avelino Gutierrez conducted a roll call of the States with self-introductions of government and industry representatives made by those in attendance.

Scott Morris moved to accept the meeting agenda, which was seconded by Sandy Bowling (Exhibit A) – motion passed.

Sandy Bowling moved to accept the minutes for the October 13th 2016 Board meeting, seconded by Monte Wiederhold, (Exhibit B)

Avelino thanked Tina Thurman for taking the minutes.

Avelino Gutierrez established the teleconference ground rules.

UCR Legislative Update – No Update

FMCSA Update – Daphne Jefferson – None,

Rick Wood mentioned that the appointment letter to replace Angel Oliver has taken a little longer than expected.

Woody Chambers asked how come the 2016 MCMIS does not have a UCR identifier on the 392.2 code. Rick Wood said he will look into it and report back.

Report by DSL Transportation Services, Inc. – Dave Lazarides – Reviewed his report provided to the Board (Exhibit C). As part of the discussion Dave talked about getting with Indiana to come up with a report to track the work the I/T FTE’s are doing so the Board is getting what is paid for or is the hours accumulating as owed to the Board.

Sandy Bowling reported that they are going through 40 applications at this time to hire the /T people.

Audit Subcommittee – Mike Hoeme – No Report.

Procedures/Best Practices Subcommittee – Adam Anderson – Reviewed his document titled “Current UCR Agreement Section 10” – (Exhibit D) the proposed changes was have a place in the Agreement to have each of the individual registration systems to upload data in a timely manner to Iteris. This is to help resolve the issue with the upload issues to Safer.

Adam Anderson moved that the Board approve the proposed changes to the UCR Agreement to add a section “A” and “B” in Section 10(f)(4). Section “A” requiring that registration systems upload completed registration information within 15 minutes of completion and section (B) requiring declined payment information being sent also, seconded by Scott Morris, motion passed.

Discussion: Sandy Bowling asked for a clarification as to which decline they are reporting.   She gets a report back from FMCSA that the payment didn’t upload or that it actually declined from the bank.  Adam reported it was when it is declined from the bank.  This is because sometimes it is still showing in CVIEW as paid but it is not showing in Safer as paid.

Sandy said the issue is when it goes from FMCSA to CVIEW.

Adam Anderson moved that all registration systems are to be in compliance with this motion within three months from today, Elizabeth Leaman seconded, motioned passed.

Adam Anderson also reported he had sent out the update on the contract report (Exhibit E).  Scott reported he had one or two more to get to me. Also an updated contract with DSL.  An email will be sent to those state with their own systems.

Indiana System Subcommittee – Sandy Bowling – Avelino Gutierrez brought up that he had talked to Sandy Bowling about having Scott Morris be the acting Chair of the Indiana Subcommittee because of the change in the MOU with Indiana and a potential conflict of interest.

Scott Morris – Advised everyone that Dave Lazarides will be the designee to work with Indiana.

Indiana Department of Revenue – Sandy Bowling – Sandy Bowling moved to have Dave Lazarides to look into how much it would cost the Board to have the UCR On-line system be at the top of the list on search engines, seconded by Scott Morris, Motion passed.

Larry Herold asked if we need to have a motion just to look into it.

Elizabeth Leaman pointed out that it is a state protected system and there will need to be a bit of research.

Dave did point out that he will be glad to look into it, but it could be that someone else could pay more and then they go to the top.

Industry Advisory Subcommittee – Bob Pitcher – No Report.

Revenue and Fees Subcommittee – Larry Herold – Committee talked about what to do with the fees, the possibility of revenue dropping, and a reserve fund.  The committee did not have any recommendation and the Board should make a decision on the reserve.

The committee did look at the possibility of a projected amount of the total revenue collected for 2016, we looked at the projections of where we were at and how much we expect to be over.  If the projections hold out than we would be looking at a possibility of being over 4.2 million with a possibility of a 4% decline.  Larry than opened it out to the Board for a discussion about a fee reduction for 2018 (Exhibit F).

Woody Chambers asked if it was possible to see how many carriers are registering in which bracket and what the number of trucks they are indicating as to the number of trucks in each bracket.  Determine what the trend would be.

Scott Morris reported that we could get some data on the breakdown of the number of vehicles in each bracket but not sure how useful it would be.  For 2017 for the month of October the registrations both dollars and carriers are down compared to previous years. It could be due to the carriers are fully aware of their responsibility, there was one less day this time, or a concern over uncertainty due to the election.

Larry proposed the committee would get the requested data and come back in December with a recommendation.

Elizabeth Leaman asked if we have ever had an economist look over the data and compare it to the economy and comeback with a projection.

Rick Wood mentioned that in the beginning we had some pretty anecdotal work done but never an in-depth study done.

Dispute Resolution Subcommittee – Tina Thurman – No Report.

Administrative Fee’s Subcommittee – Elizabeth Leaman – Received an e-mail from Texas with an invoice seeking reimbursement from the Board for the cost of sending out notifications to the carriers in Mexico.

Elizabeth Leaman moved that the Board approve payment of the invoice to Texas in the amount of $736.71, for reimbursement of costs for mailing out renewal notifications to Mexico, seconded by Woody Chambers, motion passed.

Elizabeth reported that she and Dave will be still working on the website, looking at designing it to be similar to what IRP has.  Still working on what type of website should be, a “.com, .gov, .net”.

Depository Subcommittee – Scott Morris – Reviewed the September Financial report (Exhibit G), revenue is still coming in for the 2015 and 2017 years, invoices should go out in December.

Made a distribution for 2015 and a pending distribution for 2016. The 2016 distribution will put all states over the cap, but the system will still try and send out some revenue until the system catches up on the revenue amounts.

Old/New Matters:

Avelino Gutierrez reported he is currently trying to get a hold of a particular state in regards to their payments to the Depository, but he is playing a huge game of phone tag.

Scott Morris discussed the proposal regarding help with the RFP (Exhibit H). Scott Morris moved that the Board give approval for him to enter into a contract with The Writers For Hire to help draft the RFP, for the initial price of $3,000 and an additional up to a cap of $7,500 dollars, seconded by Adam Anderson, motion passed with one nay vote.

Scott Morris addressed an issue that before he was the chair of the Depository he had been receiving e-mails with excel and outlook files and when he upgraded to a new computer those files have been locked and he can’t open it.  Scott has contacted a computer forensics firm and they believe they can open the files for around $500.00.  Access to those files help resolve some of the issues for prior years.

Avelino Gutierrez moved that Scott Morris be allowed to contract on behalf of the Board with Computer Forensics to help gain access to files that have been password locked to help resolve past years issues, seconded by Adam Anderson, motion passed.

Future Board Meetings:

December 15th, 2016 12:00 PM EST

February 5th thru 7th, 2017, Board meeting on February 7th (San Diego, CA)

March 16th, 2017 12:00 PM EDT

June 3rd thru 7th, 2017, Board Meeting on June 7th, 2016 9:00 AM EDT (Santa Fe, NM)

Minutes approved by the UCR Board on December 15, 2016.

Adam Anderson,

UCR Board Member/Secretary

Exhibit A – Meeting Agenda

Exhibit B – Board Meeting Minutes

Exhibit C – DLS Services report

Exhibit D – Current UCR Agreement Section 10

Exhibit E – UCR Contracts

Exhibit F – Rev. Fee Subcommittee report

Exhibit G – September Financial Report

Exhibit H – RFP Contract

October 2016 (final)

Minutes of the One Hundred Thirteenth Unified Carrier Registration Plan Board of Directors Meeting
October 13, 2016
Tele-conference

The One Hundred Thirteenth (113th) Unified Carrier Registration (UCR) Plan Board of Directors (Board) meeting was called to order by Avelino Gutierrez, Chairman at 2:00 pm EDT.

Attendance – Board of Directors:

Present – Avelino Gutierrez, Sandy Bowling, Woody Chambers, Tina Thurman, Larry Herold, Mike Hoeme, Daphne Jefferson, Elizabeth Leaman, Scott Morris, Bob Pitcher, and Monte Wiederhold.

Absent – Adam Anderson, Chris Burroughs, and Rick Schweitzer

Avelino Gutierrez conducted a roll call of the States with self-introductions of government and industry representatives made by those in attendance.

Avelino Gutierrez commented that Tina Thurman would be taking meeting minutes in the absence of Adam Anderson.

Scott Morris moved to accept the meeting agenda, which was seconded by Elizabeth Leaman (Exhibit A) – motion passed.

Woody Chambers moved to accept the minutes for the September 13th 2016 Board meeting, seconded by Sandy Bowling, (Exhibit B) – Motion passed with a few amendments.

Avelino Gutierrez established the teleconference ground rules.

UCR Legislative Update – No Update

FMCSA Update – Daphne Jefferson – FMCSA has received a recommendation to fill the UCR vacancy left by the retirement of Angel Oliver. They will be working with the administrator to wrap up the vacancy quickly.

Audit Subcommittee – Mike Hoeme – No Report.

Procedures/Best Practices Subcommittee – No Report.

Indiana System Subcommittee – Sandy Bowling – (1) Indiana will be emailing 394,202 UCR notices for 2017 UCR. These are all active carriers with a USDOT number that have an email address. States who do not want to be included in the email blast should contact Sandy. Three states have already contacted Sandy. (2) The Indiana system is experiencing a glitch with Business Credit vs. Debit cards. The glitch will be fixed by tomorrow morning. There also seems to be an issue with carriers who may be using Comdata credit cards.  (3) The amount of UCR renewals this year vs. last year by state – Exhibit C. Total renewals in 2016 578,367 vs, 2017 501,685 for a difference of 76,682 as a result of inactivation of USDOT numbers.  (4) Indiana has also sent the UCR postcard renewals for the non-participating states this week. The Indiana phone number is on the postcard renewals.

Industry Advisory Subcommittee – Bob Pitcher – The Industry Advisory Subcommittee plans to meet in person at the meeting in San Diego in February, 2017.

Revenue and Fees Subcommittee – Larry Herold – Larry questioned the status of the motions project and spreadsheet of the contracts of UCR Board that were discussed in the previous Board meeting. Len Shenk was absent but is still working on the project. Larry reported he anticipates the Revenue and Fees Subcommittee will meet the week of October 24 or October 31 to begin discussion of 2018 fees.

 

Dispute Resolution Subcommittee – Tina Thurman – The Dispute Resolution Subcommittee met on October 12 to continue work on development of procedures. The subcommittee continues to work on procedures and would like to have something to present to the Board in San Diego.

Monte Wiederhold questioned if Illinois is up to date on the fees they were behind paying to the UCR Board. Scott Morris responded that he believes they have made up the bulk of what they owed the UCR Board at this point. Scott hasn’t had time to do a complete analysis but he feels comfortable with where we are. The big bulk of the delinquency was $2.5 million for 2016. That money has been received and distributed to the states. This was the main concern.

Sandy indicated that payment is currently being held for the State of Pennsylvania as they are the only state that owes the UCR depository. Sandy encouraged them to resolve the issue as the Indiana system will be collecting a large amount of money for Pennsylvania soon and will continue to hold funds until the issue gets resolved.

Administrative Fee’s Subcommittee – Elizabeth Leaman – Dave Lazarides and Liz had a conference call earlier in the week with the website developers, Iteris. They are in the discovery stage. Liz and Dave will tackle different items as to what the website needs are and what the frame work should be. Liz and Dave will be reaching out to each subcommittee chair to see what the needs of each subcommittee are.

Woody questioned what happened to the NARUC website where he used to be able to find the UCR Board meeting minutes. He hasn’t been able to access it for months. Tina responded that the weblink has changed. Tina indicated she would email Woody the new link. The link is http://ncsts.naruc.org/Minutes/.

Woody also asked for a report of the amount of carriers per bracket per year since the beginning of UCR to be posted to the new UCR website when it is completed. Liz indicated that shouldn’t be a problem.

Dave discussed several website action items from his meeting with Iteris. He discussed domain names. Scott indicated someone needs to contact GSA or someone at the federal level to find out if UCR qualifies as a .GOV or to simply begin the process. Dave also discussed what the name of the site should be and what our branding scheme should be. The UCR logo has been sent to Iteris. Dave indicated website discussions have been going very well.

Depository Subcommittee – Scott Morris – Reviewed the August UCR Financial Report – Exhibit D. The past few months there has been a tremendous amount of money going through the depository. We have made significant distributions for 2016. There are a handful of states who have not hit their caps for 2016, but the next few distributions should cover those. There are still issues with states not acknowledging and reporting revenue in a timely manner. This is an ongoing problem that is NOT isolated to one or two states only. Scott doesn’t know what the ultimate solution is but this is a problem that affects our ability to run the depository. Should we consider a financial penalty for states that are tardy?

Scott and Dave met recently. There is not a resolution yet to the bonding issue. Scott does have a number of tasks that Dave can take over immediately. Dave will be coming down again in the next few weeks to work on the final 2014 invoices. The six states with their own systems will get 2014 invoices after they close out at the end of the year.

Monte Wiederhold made a motion that a financial penalty be imposed on states that are tardy in reporting and acknowledging to the depository. Avelino cautioned that unfortunately the statute isn’t clear in regard to financial penalties for noncompliance. The statute is silent. There would be states that would be very much opposed and there would be some states that may be in favor. It may be difficult to get states to come to an agreement on this subject, although the UCR Board is the entity running the program. Scott Morris mentioned that the statute doesn’t specifically authorize financial penalty, but it also doesn’t prohibit it and this may be worth looking in to. Scott questioned Bob Pitcher and other Board members what their experience is with other programs and what steps they take with States who are not in compliance. Bob shared his IRP and IFTA experience. Bob stressed that a ‘public shaming’ or public embarrassment of sorts seems to work the best in his past experience. This will be an option when the UCR website it functional. Avelino indicated he would contact Scott after the UCR Board meeting to discuss which States are problems. Avelino offered to make contact with these States in an attempt to rectify the problem.

Woody Chambers seconded the motion. Discussion – regarding posting states on the web site for noncompliance. Avelino asked is anyone would have an issue posting states in a dead beat status. Larry Herold commented that he wasn’t sure what the motion was at this point. Avelino responded that it is a little unclear – directs not sure who to look in to any penalties that may adhere to states that don’t timely submit data or pay what is owed. Monte withdrew his motion.

Elizabeth Leaman questioned Scott Morris on the status of removing certain tasks from his work load. Scott responded that Dave Lazarides recently came to Alabama and they tentatively have identified a number of things. One of the big issues is Dave handling checks. Dave needs a bond or insurance to handle checks. They are still trying to find a product that will provide this coverage that is reasonable in cost that is something he can get or that the Board will procure.

Elizabeth Leaman asked Scott Morris on the status of insurance for the Board. Scott responded that he is still looking at that as well. He has talked with a local agent. This is one of those issues that will befuddle us and others because of the uniqueness of this organization. Scott has a lot of information that he needs to get together and provide to the agent so that he can get it to the underwriters. Scott hasn’t had time to complete this task yet but he is working on it.

Old/New Matters:

Avelino Gutierrez brought up the status of the current contract between DSL Transportation Services, Inc. Dave Lazarides and the UCR Board. The contract between Dave Lazarides and the UCR Board expires later this month. The Board is currently putting together an RFP for the type of work that’s needed near term and long term. So that there is no gap between now and when that comes together it is appropriate to contract with Dave for a six month contract and after that on a month to month basis. Avelino made a motion that the Board authorizes him to execute a six month contract with DSL on the same terms and conditions as the previous contract but a six month basis at the same rate of pay doing what the Board directs Dave to do. The motion was seconded by Larry Herold. Discussion – Bob Pitcher asked that a monthly written report be provided summarizing what has been accomplished in the preceding month without an increase in fees. Bob clarified that he was just asking for a summary of Dave’s activity, not a log of hours also. The motion passed with no opposition.

Scott Morris brought up a few contracts that he has for services that are soon coming to term. Scott indicated that the contract he currently has for admin services has a typographical error where the contract only goes through the end of 2015 vs. 2016. Scott Morris made a motion to amend the contract termination date with Ms. Gilbert to reflect the termination date of 12/31/2016 instead of 12/31/2015 with no additional funds needed. The motion was seconded by Elizabeth Leaman. Discussion – Woody questioned what the amount of the contract was. Scott responded that he wasn’t sure right now, but the amount was already approved and within Scotts administrative and accounting budget for this year. The motion passed with no opposition.

Sandy Bowling requested an update of Scott Morris regarding a motion from last month’s UCR Board meeting where the Board passed a motion to have a document created that contains all contracts, amounts and terms currently agreed upon by the Board. Scott indicated he is not working on that document and that Adam Anderson is working on it. Scott indicated he has sent some info to Adam but they have been working on other items also. In addition Adam has been busy working on his certifications.

Sandy Bowling mentioned that she has hired two contractual people for 15 weeks to assist with the seasonal UCR workload. One of the contractual people has already quit. She is looking to replace that person with hopes of having someone else by Monday.

Iteris UCR Universe Document – Dave Lazarides reported on difference between the Iteris UCR Universe and the UCR Board Universe – see Exhibit E. Iteris is using the 24 month version of inspections vs. the 15 month version. The 15 month version is what the UCR Board has voted on and approved. Sandy brought up that Brokers and Freight Forwarders will have to have separate criteria when they are issued USDOT numbers because they will not have crashes or inspections. At this time, the UCR Board prefers not to take any action in changing the Iteris reports back to the UCR approved universe of 15 months.

Scott Morris mentioned that last month a motion was passed for travel money for Dave Lazarides to travel to Alabama. Scott indicated that at some point it may be more advantageous to meet somewhere in-between Alabama and Illinois or even possibly in Indianapolis. Scott asked if Avelino would amend the motion. Avelino moved that the Board authorize the travel funds that have been allocated to Scott and Dave for the purpose of meeting to meet in any location that they mutually agree upon that is convenient to them. Seconded by Scott Morris. The motion passed with no opposition.

Tina Thurman mentioned a new third party service that has surfaced that is sending an invoice to carriers that includes the UCR fee plus the third party service fee. The concern Tina voiced is that the third party service only seems to consider registration years paid that were paid through the Indiana system. All UCR transactions completed through the Missouri state system are being uploaded to FMCSA, as required. Missouri is working to send out notifications to MO based carriers trying to get correct communication out to carriers. Tina stressed that other States with their own systems need to be aware and prepared for these letters to hit in their own states. Mike Hoeme indicated that Kansas based carriers were getting the letters too. Monte Wiederhold asked if this is really a legitimate company? Sandy indicated she is waiting to see if a transaction from this company really comes through as paid. At this point we haven’t seen any transactions, but we assume they are a valid company. Sandy indicated that FMCSA has also contacted her regarding this company. The letter the company is sending out has incorrect info on it. The letter say (1) UCR is an OOS violation, (2) UCR payment is due immediately, and (3) UCR filings are made with FMCSA. This company is based in Texas.

Avelino indicated a more detailed Agenda will be forthcoming for the San Diego meeting in February.

Woody Chambers asked Rick Schweitzer and Scott Morris the status of the RFP for a Management Company for the financial affairs of UCR. Rick Schweitzer was not on the call. Scott indicated he has some sample RFP’s which he has forwarded to Rick and Adam. Scott is trying to coordinate a time when all three of them can get together.

Future Board Meetings:

November 17th, 2016 12:00 PM EST

December 15th, 2016 12:00 PM EST

February 5th thru 7th, 2017 (San Diego, CA)

March 16th, 2017 12:00 PM EST

June 3rd thru 7th, 2017 (Santa Fe, NM)

Minutes approved by the UCR Board on November 10, 2016.

Tina Thurman, UCR Board Member

Exhibit A – Meeting Agenda

Exhibit B – Board Meeting Minutes

Exhibit C – UCR Renewals 2016 vs. 2017

Exhibit D – August Financial Report

Exhibit E – Iteris UCR Universe vs. UCR Board Universe