governing membership meeting saturday, october 13, 2012 8:30 pm – 11:30 pm

GOVERNING MEMBERSHIP

MEETING Saturday, October 13, 2012

8:30 pm – 11:30 pm

JEFFERY COLEMAN

Chair, IAM Executive Committee

President

Coleman World Group

ROLL CALL

DISTRIBUTION OF BALLOTS

REVIEW AND APPROVAL OF

MINUTES

REPORTS OF STANDING AND

AD HOC COMMITTEES

ACCESSORIAL SERVICES

Presented By:

TIM HELENTHAL

CARRIER RELATIONS

Presented By:

MIKE RICHARDSON

CONGRESSIONAL/GOVERNMENT

AFFAIRS

Presented By:

PEG WILKEN

CLAIMS

Presented By:

PEG WILKEN

TECHNOLOGY AND

COMMUNICATIONS

Presented By:

BRANDON DAY

Committee Members

Brandon Day – Daycos (Chair)

Chuck Bailey – Executive Moving Systems

Richard Corona – Enterprise Database Corporation

Craig Crawford – Silver Ridge Forwarding

CJ Dabo – Interstate Worldwide Relocation

Tony Gray – Salient Federal Solutions

Gordon Keene – Abba International

Kourtney Kono – Aloha Worldwide Forwarders

Rick Mason – Total Military Management

Ryan Nicoletti – Carlyle Van Lines

Leo Pakkala – Western Data Transportation

Keith Simmons – RD Simmons & Associates

Technology & Communications Committee

Year in Review


A Look Ahead



“Prior to the 2011 personal property shipment peak season, DPS

experienced unforeseen system performance and network

issues… These events, outside of the control of this agency, caused

all scheduled functional enhancements, maintenance releases, and

technology upgrades related to Increment II to be put on hold from

May through August 2011. As a result, Increment ll was delayed 12

months from the original implementation schedule. Due to this delay,

the remaining period of performance on the existing task order

was insufficient to complete the scheduled Increment II capabilities.”


“Independent evaluations … identified that the DPS custom code has

both high complexity and minimal software code descriptions in

many of the modules and functions that require adaptation to

incorporate the new functionality, requirements, and COTS product

upgrades. This has created the environment where the current

development contractor team's inherent knowledge of the code is

critical to assure a successful deployment by 30 Sep 2013”

COMMERCIAL AFFAIRS

Presented By:

DOUG FINKE

CORE MEMBERS REPRESENTATIVE

Presented By:

JACKIE AGNER

GOVERNING MEMBER ELECTIONS

CHARLES WHITE

Director, Government & Military

Relations

International Association of Movers

• Business Case Analysis (BCA) Update

• DOD Fuel Surcharge Proposal

• Regionalization Update

• Peak Season 2012…..Peak Season 2013

• Open Season

• DPS

Discussion Topics

• OSD contracted with LMI to conduct a Business Case Analysis to consider the possibility of outsourcing the DOD personal property

program (HHG).

• BCA completed April 1

• Has been “socialized” with all of the DOD stakeholders

• Still “PRE-DECISIONAL”

• What do we know………….

• The BCA says….the only way to save money is completely outsource the ENTIRE program….including DOD functions

• No buy-in from any of the military services

• No buy-in from SDDC

• No buy-in from U.S. Transportation Command

• Still must be reviewed by JLB before final decision in Dec

Business Case Analysis (BCA) Update

• In July, 2012 we were notified by SDDC that they planned to propose a new baseline for Fuel Surcharge which had been at $2.50 for since

2007.

• The proposed baseline was to move to $3.93

• IAM and other major Associations immediately wrote to the Commander SDDC explaining why that could be disastrous to both industry

and DOD.

• Face to Face meeting held at Scott AFB with Commander

• At conclusion of the meeting industry was promised a new proposal would be forthcoming

• Mid-September new Proposal came forward:

• 2013 new baseline of $3.51

• 2014 new baseline and new methodology

• FSC = W/20,000 X Miles/6 X DOE rate – Baseline

• Fed Reg Notice – Approx Oct 1, 2012

DOD Fuel Surcharge Proposal

• Regionalization continues on pace to reach completion in 2016

• 2016 - 7 CONUS JPPSOs and 10 OCONUS JPPSOs

• CONUS JPPSOs:

• JPPSO-NE (MASS) – Air Force

• JPPSO-MA (Mid-Atlantic) – Fort Belvoir - Army

• JPPSO-SE (FL) – Jacksonville – Navy

• JPPSO- SC (South Central) – San Antonio – Air Force

• JPPSO-NC (North Central) – Colorado Springs – Air Force

• JPPSO-NW – (WA) Fort Lewis – Army

• JPPSO-SW – (CA) San Diego – Navy

• OCONUS JPPSOs:

• Korea, Japan, Europe, Hawaii, Turkey & 5 other small ones

• Fort Buchanan, PR, Turkey, Bahrain, Guam, Australia

Regionalization Update

• Most view the 2012 Peak Season as the best so far under DP3

• SDDC used Unlimited Refusals and the elimination of the 70% Rule as tactics to garner maximum capacity

• SDDC pushed for enhanced use of Code 2 (containerized shipments) and Sit at Origin but both went underutilized

• Short Fuse criteria was changed (5 days to 10 days) in July to help cut PPSO workload. Did it work??????

• SDDC will use the Unlimited Refusal tool next year (2013) but will couple it with the pickup date not just a May 15+ award date.

• The Short Fuse criteria change will be used but will be moved forward……approx Mid-June – July 5

• SDDC will look at naming certain channels as “Code 2 Channels” to encourage great use of Code 2.

• More education needed for PPSOs to use SIT at Origin

• Capacity will continue to be a problem through 2013!

Peak Season 2012…..2013

VM

SS

OTO

DPM

LM

Partial PPM

PPM Only

iUB

iHHG

dHHG

TOPS

DPS

0 10,000 20,000 30,000 40,000 50,000 60,000 70,000 80,000 90,000 100,000 110,000

1,978

1,574

490

11,775

5,487

23,489

40,195

27,259

42,968

76,620

1,401

455

8,007

2,933

14,801

23,614

27,935

42,558

76,0232012 2011

# of Peak Season Shipments

28

Peak Season Shipments

Shipments displayed by Pickup Date from 5/15 to 8/31. “Partial PPM” counts the cases when a member moved a PPM in conjunction with a standard shipment.

Year-to-Year Comparison

DPS Data is for shipments with pickup dates from 5/15 to 8/31 for 2011/2012. TOPS data is from

5/15 to 8/10.

Peak Season Shipments

• SDDC continues to say that they will hold an Open Season in the fall of 2013

• But….it appears new Qualifications Rules will be forthcoming….SOON!

• New Definition of a TSP seems to be on the horizon…..What will it entail????? Assets??? TSP “Management” Rules?

• SDDC has indicated a draft of the new rules may be out in October 2012.

Open Season

• Currently under a “Bridge” contract with SRA to finish Phase II of DPS. Runs through Oct 2013

• Budget constraints and the Bridge contract limit any enhancements that can be done to the system.

• Pre-Solicitation Conference for the new RFP is later this month

• RFP expected to be released in Nov/Dec timeframe. It will include Phase III, future enhancements & sustainment of DPS.

• We know of numerous companies interested in bidding on the contract.

DPS

Chuck WhiteInternational Association of Movers

Director, Government & Military Relations

[email protected]

703-317-9950

mailto:[email protected]

BRIAN LIMPEROPULOS

Programs Manager


IAM Programs and Services for Governing Members

IAM Programs

IAM Programs for the Governing Membership:

• Receivable Protection Program (RPP)

• Invoice Dispute Resolution Process

• IAM Code of Ethics

• Global Accreditation of the Electronic Inventory Standard

Customs and Government Updates

• Distribution of your client’s Personally Identifying Information

• Federal Maritime Commission (FMC)

• Federal Motor Carrier Safety Administration (FMCSA)

• U.S. Customs Intensive Exams

Receivable Protection Program (RPP)

How does the RPP work?

• IAM insures the commercial invoices of all IAM members.

• If an IAM member goes out of business, a claim can be submitted for compensation.

• If all conditions are met, the claimant will receive reimbursement.

• At current participation levels, IAM can pay up to $4,000 USD per claim.

• If more members sign up, we can increase the amount of money that we pay out per claim.


Receivable Protection Program (RPP)

Notable Statistics:

• 131 Members currently enrolled.

• IAM received twenty-seven (27) different claims for the 2011 fiscal year.

• In total, IAM paid out $22,384.80 to satisfy those claims.

• In 2012, IAM is projecting approximately $30,000 in claims payouts.

• The regular fee to sign up is $650.00 USD.

• Governing Members are entitled to a 25% discount on the initiation fee - $487.50.


Invoice Dispute Resolution Process

Under this process, RPP members can request IAM intervention on invoice disputes that they have with other IAM members.

• New Feature added to RPP in 2011.

• IAM compiles a list of “slow payers”.

• IAM circulates this list to RPP members on the first of every month.

• RPP members gain valuable business knowledge as a result.

To sign up for the RPP or gain greater insight into the Invoice Dispute Resolution Process, please see me at the end of the meeting.

More information can also be found at http://www.iamovers.org/rpp.html or by emailing me at [email protected].


http://www.iamovers.org/rpp.html


IAM Member Ethics Council established on January 1, 2012.

• Rick Curry appointed as Ethics Council Chair.

• Council is composed of IAM members from diverse regions and industry sectors to provide balance.

• Ethics Council adjudicates alleged breaches of the IAM Code of Ethics in accordance with the Code of Ethics

Enforcement Procedures.

• First meeting of the Ethics Council convened this morning

• Two Code of Ethics complaints have been submitted to the Council.


IAM Code of Ethics

• Federal Maritime Commission (FMC)

• Federal Motor Carrier Safety Administration (FMCSA)

• Distribution of Personally Identifying Information (PII)

• Short-term solution: Standardized web form on IAM website.

• Long-term solution: Blanket protection against this information being distributed to Vessel Manifest Information Companies.

• CBP Intensive Examinations


Customs and Government Issues

The Standardized Electronic Inventory establishes operational rules and procedures for the development of electronic code inventory

and manifest standards for the domestic and international household goods transportation and forwarding industry.

Aspects of the Electronic Standard:

• All shipment details are recorded electronically.

• The shipment structure is standardized for all users.

• Enables different software systems to communicate with one another

• Future iterations of the Standard will enable users to seamlessly translate from one language to another.

• Ability to provide Customs with shipment data in an electronic format necessary


IAM Electronic Codification Standard

Global Accreditation of IAM Electronic Inventory Standard

How is IAM progressing toward our Goal of Global Accreditation?

• IAM became an Accredited Standards Developer in 2008 with the American National Standards Institute (ANSI).

• ANSI approved the IAM electronic inventory standard in late July of 2010.

• IAM has submitted the standard to the International Organization for Standardization (ISO).

• ISO Working Group has been established to provide a global forum to receive feedback on Standard.

• Important for IAM to obtain buy-in from all around the world in order to create the environment for acceptance.


Global Accreditation of IAM Electronic Inventory Standard

Benefits of an Electronic Inventory Standard:

• Greater Business Efficiency

• Harness electronic and technological innovation

• Automatic import of information from your operations team

• Better Ability to Comply with Future Customs Regulations

• Importer Security Filing (10+2) and European Advance Cargo Declarations

• Greater transparency and depth of detail

• What’s Customs going to do next???

• Standard documents can be displayed in your own language and translated into your agent’s language.

• Includes all details that are found in a typical household goods shipment


Contact

If you have any questions about this information, please contact me at the following:

Brian Limperopulos

[email protected]

+1 703 317 9950



GENERAL COUNSEL EMERITUS’

REPORT

ALAN F. WOHLSTETTER

General Counsel Emeritus


PROPOSED IAM BY-LAW

AMENDMENTS/REVISIONS

TERRY R. HEAD

President


Proposed IAM By-Law Amendments and RevisionsITEM ONE: Member Application Process & Member

Expulsion Process

Amendment Proposer: IAM Executive Committee

Objective of Proposal: In recognition of the previous restructuring of IAM membership categories, the IAM By-Laws require modernization and revision to extend membership qualifications and procedures for expulsion to ALL membership categories, including Governing, Core and Supplier memberships.

Proposed to Follow- for the consideration and approval of the Governing Membership.

Article IV, MEMBERSHIP, – will be amended as follows:(The bold/underlined/italicized portion constitutes the revision.)

Section 1 (Paragraph Four, Second Sentence)Such evidence must consist of the same type of evidence considered for expulsion of a Governing, Core and/or Supplier Member under Article IV, Section 4, for failure to pay monies due another Governing, Core and/or Supplier member.

Proposed IAM By-Law Amendments and RevisionsITEM TWO: Member Application Process & Member

Expulsion Process


Objective of Proposal: In recognition of the previous restructuring of IAM membership categories, the IAM By-Laws require modernization and revision to extend membership qualifications and procedures for expulsion to ALL membership categories, including Governing, Core and Supplier memberships.

Proposed to Follow- for the consideration and approval of the Governing Membership.

Article IV, MEMBERSHIP, – will be amended as follows:(The bold/underlined/italicized portion constitutes the revision.)

Section 4 (Paragraph Two, First Sentence) Any Governing, Core and/or Supplier Member may be expelled by the Executive Committee for failure to pay another Governing, Core and/or Supplier Member for services performed at its request when the following conditions exist: (a) the unpaid amount must be for a minimum amount of $10,000; (b) the account must be a minimum of one hundred and twenty (120) days past due….

(Note: Item previously read $3000 and 90 days)

Section 4 (Paragraph Two, Second Sentence)The Member requesting expulsion of a Governing, Core and/or Supplier Member must present to the Executive Committee documents showing performance of the services……

Proposed IAM By-Law Amendments and RevisionsITEM THREE: Inclusion of Supplier Members in

Election Process


Objective of Proposal: To clarify that Supplier Members have the right and ability to cast votes for the Core Members Representative and Core Members Representative at-Large serving on the IAM Executive Committee.

Note: In recognition of the limited scope and interest of the Supplier Membership, a Supplier member is not eligible to serve in either of the two Core Member positions on the Executive Committee.

Proposed to Follow- for the consideration and approval of the Core and Supplier Membership, subject to ratification of the Governing Membership.

Article VIII, Executive Committee, – will be amended as follows:(The bold/underlined/italicized portions constitute the revisions.)

Section 1 - (First and Second Paragraphs) The Executive Committee shall consist of the Chair, the Vice Chair, the four Members-at-Large, and the Core Members Representative and a Representative-at-Large elected by the Core and Supplier Membership. Only an owner, part owner, officer, or designated employee of a firm which is a Governing Member in good standing shall be elected to the Executive Committee by the Governing Membership. Only an owner, part owner, officer, or designated employee of a firm which is a Core Member in good standing shall be elected to the Executive Committee by the Core and Supplier Membership.The Core Members on the Executive Committee shall be entitled to vote at the Executive Committee meetings only on Association matters which directly affect the Core and Supplier Membership. In the event a dispute arises as to whether a particular matter directly affects the Core and/or Supplier Membership within the meaning of this paragraph, such dispute shall be resolved by the Chair, whose decision shall be final. Article IX, Elections, – will be amended as follows: Section 5The two representatives of the Core and Supplier Membership shall be elected from the Core Membership by the Core and Supplier Membership in the same manner as provided in Section 4 of this Article for elections by and from the Governing Membership, as provided for in Article II of the Addendum to these By-Laws covering Core and Supplier Membership. Each Core and Supplier Member in good standing who is present shall be entitled to one vote.

Proposed IAM By-Law Amendments and RevisionsITEM FOUR: Revision of the Addendum to the IAM

By-Laws addressing CORE AND SUPPLIER MEMBERSHIP.


Objective of Proposal: Modernization of numerous Articles and Sections of the Addendum is necessary to address the involvement and interests of the Supplier Membership. The proposed revisions are herein presented as one Item for consideration and approval.

Proposed to Follow- for the consideration and approval of the Core and Supplier Membership, subject to ratification of the Governing Membership.

Addendum Title and Preamble – will be amended as follows:(The bold/underlined/italicized portions constitute the revisions.)

ADDENDUM TO THE BY-LAWSOF

International Association of MoversCORE AND SUPPLIER MEMBERSHIP

The objectives and purposes of the Core and Supplier Membership shall be to further the interests of the Association; to maintain high standards and quality of service in the industry; to follow a code of ethics when dealing with all members; to disseminate information of general interest and benefit to the Membership; to make available through its committees, the Core Members Management Board (herewith called CMMB), and through its representatives on the Executive Committee of the Association, such information as may be of assistance in their consideration of the problems of this industry. Core and Supplier Membership in the Association shall be open to any person, firm, entity, organization, company, or corporation engaged in, or with an interest in Moving, unless that entity is a Transportation Service Provider (TSP) offering door-to-door through bill of lading service capabilities to the U.S. Government, in which case said entity will be required to be a Governing Member of IAM. Article I, The Core Members Management BoardSection 1: The authority of the Core and Supplier Members shall be vested in the Core Members Representative and the Core Members Management Board (CMMB).

Article II,

ELECTIONS

Section 1:

The Core Members Representative and the Core Members Representative-at-Large shall be elected by the Core and Supplier Membership at its Annual Meeting, shall take office on the first day of the month of December following the date of election, and shall serve for a period of two years or until a successor takes office. Each Core and Supplier Member in good standing shall be entitled to one vote. The Core Members Representative and the Core Members Representative-at-Large shall be entitled to vote at the Association’s Executive Committee Meetings on matters which directly affect the Core and Supplier Membership.

Section 2:

In order that the election may be facilitated, the President shall appoint a nominating committee of three Core and/or Supplier Members, not less than thirty (30) days preceding the election, who shall nominate from the Core Membership not less than one individual for the position of Core Members Representative and not less than one individual for the position of Core Members Representative-at-Large. Such nominations shall not preclude additional nominations from the floor by Core and Supplier Members in good standing

ARTICLE IIIANNUAL MEETINGS - CORE MEMBERSHIP

The annual meeting of the Core and Supplier Membership shall take place during the same timeframe and at the same place as the Annual Meeting of the Governing Membership of the Association.

ARTICLE VAMENDMENTSThe Addendum to the By-Laws may be amended or repealed by a two-thirds vote of the Core and Supplier Members present at the Annual Meeting of the Association or at any special meeting called for that purpose, provided a sufficient number of Core and Supplier Members are in attendance to constitute a quorum. A quorum shall consist of twenty-five (25) percent of the Core and Supplier Membership. All proposed amendments shall be subject to legal clearance by the Association’s General Counsel and shall be subject to veto by the Executive Committee. The President shall be furnished with a copy of any amendment at least sixty (60) days prior to its being submitted to the Core and Supplier Membership for approval.Written notice shall be given at least thirty (30) days prior to the date of said meeting, setting forth in full such proposed amendment(s) to the Addendum to the By-Laws.

ARTICLE VIMAIL OR ELECTRONIC VOTINGWhenever a question arises which, in the judgment of the CMMB, should be put to a vote of the Core and Supplier Membership, and when the CMMB deems it inexpedient to call a special meeting for that purpose, the CMMB may submit same to the Core and Supplier Membership in writing for a mail vote. The matter in question shall be considered approved unless a negative vote consisting of no less than one-third of the Core and Supplier Members of record is received within sixty (60) days from the date of notice by mail. A copy of any such matter shall be furnished to the President of the Association thirty (30) days in advance of mailing to the Core and Supplier Members to assure consistency with the objectives and purposes of the Association.The requirements for mail voting set forth in this Article may be discharged by electronic transmissions.Any and all action taken pursuant to a majority mail vote of the Core and Supplier Membership shall be binding upon the Association in the same manner as though it were action taken at a duly called meeting of the Core and Supplier Membership.

Proposed IAM By-Law Amendments and RevisionsITEM FIVE: IAM By-Laws - Young Professional

Group (IAM-YP).

Amendment Proposer: Young Professionals Management Board (YPMB)

Objective of Proposal: To revise qualifications for serving as elected officers of the group.

Proposed to Follow- for the consideration and approval of the Young Professionals Group (IAM-YP), subject to ratification of the Governing Membership.

ARTICLE II, ELECTIONS, - will be amended as follows:

(The bold/underlined/italicized portions constitute the revisions.)

IAM-YP CHAIR AND IAM-YP VICE CHAIRSection 1: The IAM-YP Chair and IAM-YP Vice Chair shall be elected by the IAM-YP Membership via online voting held not less than forty five (45) days preceding the Annual Meeting with voting ending thirty (30) days after commencement. The IAM-YP Chair and Vice-Chair may be no older than thirty-eight (38) years of age when they assume their respective office. Should the Chair or Vice Chair turn thirty-eight (38) years of age while serving in office, they will be allowed to complete the full two-year term, but be precluded from seeking re-election. The IAM-YP Chair and IAM-YP Vice Chair shall take office on the first day of the month following the announcement of the election results at the IAM-YP Annual Meeting, and shall serve for a period of two years or until a successor takes office. Each IAM-YP member in good standing is entitled to vote. The IAM-YP Chair shall have a seat at the Association’s Executive Committee Meetings but will have no voting rights.

ANNOUNCEMENT OF

ELECTION RESULTS

UNFINISHED OR OLD BUSINESS

NEW BUSINESS AND

DISCUSSION TOPICS

GOVERNING MEMBERSHIP

MEETING Saturday, October 13, 2012

8:30 pm – 11:30 pm

governing membership meeting saturday, october 13, 2012 8:30 pm – 11:30 pm

Documents

technology upgrades

scheduled increment

dod personal property

dps custom code

increment ll

dod functionsno

peg wilken claims

military servicesno