Ad Hoc Issue Committee Minutes

Taxpayer Advocacy Panel
Ad Hoc Teleconference
January 3, 2005

Attendance

• Larry Barnard
• Larry Behnkendorf
• David Cain
• Larry Combs
• Harold Gadon
• Jim Griffin
• Steve Landauer
• Patrick Matthews
• Tom Seuntjens, Ad Hoc Vice-Chair
• Deborah Thomas
• Agnes Tillerson
• Faith Vinikoor
• Sherry Whah, Ad Hoc Chair
• Lillian Woo

Staff

• Judi Nicholas, Designated Federal Official
• Mary Peterson O’Brien, Program Analyst
• Marla Ofilas, Note taker

Welcome/Announcements/Review Agenda/Roll Call
The meeting began with the roll call and a quorum was met. Sherry discussed the role of the Joint Committee and stated that she would share any pertinent information with the Ad Hoc committee via e-mail as a way to control the length of the meetings. .. Sherry stated that she has asked Tom Seuntjens to facilitate Ad Hoc meetings.

New Ad Hoc Issues
Tom proposed that the committee review each issue at one at a time and hold decisions about the issues until all had been fully discussed. The committee agreed to this process.

• Walk-in IRS Offices Mail Policy – Issue 1
  
  The walk-in IRS offices have a policy to not accept any envelopes for a revenue officer if they are unavailable to receive it themselves. The taxpayer is asked to wait until the revenue officer returns. However, there are times when a revenue officer may be out of the office for the day which is not always known.
  
  Sherry feels this makes it difficult for the taxpayer, who could sit in the IRS office for hours and not be able to provide the requested information to the revenue officer in a timely manner. In the past, this has made the taxpayer panic and worry that they would lose all of their money in their bank account, or their businesses would be shut down.
  
  The mail opening process, in virtually all government buildings are required to be done inside a mail room. The staff is not allowed to take any unopened mail outside this room. In the event of a biohazard incident, the hazardous material is contained in the mail room.
  
  After some discussion members believe taxpayers should be offered another option to waiting or that this could be an isolated incident. The members were also interested in the number of taxpayers impacted by such a policy.
  
  Action Item: Mary will continue to research the IRS policy.
  
  A question arose about whether this issue should be addressed in an area committee. If the issue is approved by the TAP director the committee may work it.
  
  Larry Benkendorf suggested return mail receipt. He felt an internal process could be developed that would indicate the mail was received on time before it was sent to the mail room.
  
  
• SBSE and the Tax Exempt divisions have eliminated the continuing education requirements for personnel – Issue 2
  
  Landauer A couple years ago, the IRS operating divisions had an annual requirement of 40 hours of continuing education tax auditors. Steve feels that training is paramount to improving customer service and satisfaction. IRS is not keeping up with community standards for tax professionals and in some instances the training that is received is more passive such as self study with little interaction with other students or instructors.
  
  Lillian asked how this issue different from the issue he brought to Area 5. Steve explained that it’s not different at all and he received an email from Nina Olsen that said training is a problem and should be taken up with an Area Committee or the Ad Hoc committee. Agnes agreed and has read that most of the errors that occur are due to lack of training. Sherry felt that this issue ties in with licensing of practioners. Pactioners are required to have continuing education but not the personnel of the IRS.
  
  Lillian explained that the committee submits the proposal that was submitted through Area 5 to the Joint Committee. She felt this could expedite the consideration of this issue. In addition, since this issue is a concern for Nina, it could be elevated to her as Ad Hoc’s program owner. Judi stated that Bernie reviewed this issue and has given the approval for the issue to be worked and elevated to Nina.
  
  A TAP member asked what work Area 5 did on this issue. Lillian explained that the Area 5 proposal required 40 hours of continuing education and to limit the self study to around 25% to 50% of the time. This issue was elevated to the Joint Committee but the members did not feel it fit within the TAP’s mission, therefore, decline to elevate it.
  
• Forms and Publications – Issue 3
  
  David Cain, sub-committee chair, explained that Denise Fayne, Director of Forms and Publications wants TAP to provide suggestions on how to create searchable Publication 17 so that it is simpler to find information. The subcommittee decided that the document was searchable because it was in a PDF format. David came across a 42 page document from the General Accounting Office criticizing the IRS for making forms and publications difficult to understand by the common individual. David requested that this information be part of the committee work. The committee believes it is vital for the program owner to clarify the focus of the work. Judi stated that on Monday January 10th, the subcommittee will meet with Denise and her staff to clarify and understand what she is looking for in sufficient detail to allow the subcommittee to proceed..
  
  The committee was reminded that when an issue committee program owner, in this case, Denise Fayne, presents an issue to the committee, the committee does not have the option not to work the issue. The issue committee is expected to work the issue and provide recommendations.
  
  Tom asked the committee to review all three issues presented keeping in mind that the Walk-in issue presented by Sherry needs approval by Bernie.

Decision:

• The committee decided to proceed with additional research on the walk-in issue raised by Sherry. Judi will contact the National Office for approval to work this issue

The committee also divided into subcommittees with each member selecting issues they would work on.

Walk-In IRS Office’s Mail Policy
Larry Behnkendorf
Larry Combs (Larry also volunteered to assist with Forms and Pubs)
Patrick Matthews
Tom Seuntjens
Sherry Whah
Lillian Woo

IRS Professional Continuing Education
Steve Landauer
Agnes Tillerson

Forms and Pubs
Larry Barnard
David Cain
Harold Gadon
DeborahThomas
Faith Vinikoor
Sherry Whah

Action Item: Mary will send out an email to the participants not in attendance requesting their selection of subcommittees.

Action Item: Mary will email a reminder to the Forms and Pub subcommittee with the date and time of their teleconference. In addition, Mary will email everyone the list of members participating in each subcommittee.

Tom asked Judi if Bernie has come up with additional issues for Ad Hoc to work.. During a December meeting with Nina Bernie planned to discuss possible issues for the committee to work. At this time Judi does not have any information as to what was discussed during this meeting.

Action Item: Judi will follow up with Bernie regarding his meeting with Nina.

Ad Hoc Face-to-Face Meeting
Judi explained that because of budget constraints, each TAP committee will be funded for one face-to-face meeting.

Decision: The committee discussed the possible dates and decided to have their meeting on May 19th, 20th and 21st which includes travel. A cost analyst is being developed for the following cities, Dallas, Denver, Salt Lake City, Chicago, St Louis, and Las Vegas.

Decision: The location will be decided during the next teleconference.

Closing/Assessment
Sherry expressed appreciation and thanked everyone for their time attending the teleconference.

Tom adjourned the meeting.

Next teleconference: February 7, 2005 at 1 pm eastern.

Assignments:
Action Item: Mary will continue to research the IRS policy on Walk-In mail procedures.

Action Item: Mary will send out an email to the participants not in attendance requesting their selection of subcommittees.

Action Item: Mary will email a reminder to the Forms and Pub subcommittee with the date and time of their teleconference. In addition, Mary will email everyone with the list of members participating for each subcommittee.

Action Item: Judi will follow up with Bernie regarding his meeting with Nina and their discussion about additional new issues for the Ad Hoc committee.