Area 1 Committee Meeting Minutes

November 25, 2003
Teleconference

Opening of the Meeting
Chair Grimaldi welcomed the members to the meeting and indicated that Media Specialist Kevin McKeon would join us.

DFO Gorga stated that this meeting was not announced in the Federal Register and thus the committee must adhere to certain guidelines. He explained that the participants may discuss administrative matters. Program Manager Ramirez asked members to refrain from stating their positions on the issues or making recommendations to the IRS at this meeting. The meeting is for informational and administrative business only.

Chair Grimaldi announced that Bernie Coston joined TAP as the new Director. Knispel shared this news on a recent email to members. Some members remembered Coston from the TAP's Annual Meeting in Washington, D.C.

Roll Call

Panel Members Attending

• Aimee Brace, NY
• Elizabeth Brodbine-Ghoniem, MA, Vice Chair
• Walter Fish, NY
• William Gedge, CT
• Peter Gorga, Jr., NY, DFO
• James Grimaldi, NY, Chair
• Catherine Kelly, ME
• Diane Mignano, RI
• Paul Nagel, NY
• Shamsey Oloko, NY
• Eileen Shuman, VT

Panel Members Absent

• Charles Silva, MA (excused)

TAP Staff Attending

• Marisa Knispel, TAP Program Analyst
• Sandra Ramirez, TAP Program Manager

IRS Staff Attending

• Kevin McKeon, Media Specialist

Meeting Minutes
The October 28, 2003 minutes were discussed.

Fish stated that these minutes were late. Knispel noted that although a copy was emailed on November 24, 2003, the minutes had been originally emailed earlier than that. The October 28, 2003 minutes were originally emailed on November 10, 2003. Other members asked about having the same call-in number each time. Ramirez asked Knispel to follow up to obtain the same phone number.

Guest Presentation
Media Specialist McKeon explained the organization of IRS' Media Relations. He said that there are 38 Media Specialists around the country. McKeon is the NY Metro Area Media Specialist. His job is to hold open communication between the IRS and the media to proactively disseminate the stories that IRS wants to stress to the public, for example e-file and the EITC. National Office Media Relations deal with the TV networks and large print press such as the New York Times.

Grimaldi asked how McKeon could assist the Committee. McKeon explained that he could assist TAP by reviewing TAP's news releases. Another way is by training and assisting the members to prepare for media interviews. He added that TAP has its own media relations department . Karen Kraushaar is the Media Specialist and the contact for TAP. Other functions of the IRS also have their embedded Media Relations personnel.

Marketing the TAP to the media is also more difficult since TAP has been around for a few years now. When CAP was first created, it drew more interest since it was new. Now, he recommends we target local newspapers in areas like Long Island to market the organization. The filing season is a good time to draw interest, as is the time when the NTA releases her Annual Report to Congress.

McKeon also offered to provide the Committee with media lists and a list of all Media Specialists for the Area. The Media Specialists can also be found at the IRS website. He requested that members who wish to contact their IRS Media Specialist do so through Knispel or Ramirez.

Gorga suggested to McKeon that they incorporate the TAP in the upcoming Media Day. Both, Gorga and McKeon, are currently working on the dates of this event, which will be an outreach between media and the IRS. The location of the event will be at the IRS building located in downtown NYC, 290 Broadway.

Kelly asked if there have been recent news releases in Maine regarding TAS (Taxpayer Advocate Service). McKeon was sure that Media Specialist Peggy Riley sent two or three releases on TAS. Kelly said that advertising TAS is a proactive way to advertise the IRS because it promotes advocacy for the taxpayer.

Kelly referred to the TEC website which advertises tax abuse and tax schemes to deter taxpayers from engaging in these activities. McKeon was acquainted with Kelly's reference. Kelly referred to the Abusive Scheme External Toolkits that explain the products used by SB/SE employees in their abusive scheme outreach efforts. The advertising of the kits, McKeon said, is intended to ensure a consistent message nationwide.

Grimaldi asked how services like the CCH and BNA get IRS information. McKeon explained that these services depend on couriers who visit a special room located at the IRS's National Office to gather IRS and tax information. The services also depend on the media specialists for information. Ramirez added that news releases are disseminated to media outlets and media contacts, but in doing so any media service may get a hold of the information.

Grimaldi thanked McKeon for taking time to join us.

IRS/NCCPAP Symposium
Nagel briefed the members on his participation in this event on November 19th. He said that Gorga, along with other IRS employees representing different organizations of the IRS, was at the event. There were about 600 participants. He explained that at the event he met someone who had an issue with the ITIN. Nagel asked what the process is for nonresident taxpayers to get an ITIN. Gorga stated that to apply for an ITIN, a taxpayer could visit any Taxpayer Assistance Center (TAC). Another issue Nagel discussed was about the Power of Attorney Form, Form 2848. He wondered whether it carried an expiration date or not. After discussing it, Grimaldi stated that he believed this Form has a limited life. Nagel indicated that he would like to continue discussion on this at a later time and perhaps create a subcommittee on it. He would like to participate in this subcommittee.

Grimaldi offered a briefing on his participation at the same event a day later. He stated that TAP shared a table with employees from TEGE. They had a banner at the table with the name of the TEGE organization and consequently many attendees approached Grimaldi with questions on exempt organizations. We need to have our own banner for events like this that advertise the TAP. The Brooklyn CAP used to have one and we need one like it. We need to send the right message, he said, and advertise ourselves.

Ramirez will find out whether or not purchasing a banner will be possible.

Kelly said she participated at the Maine State Tax Forum on October 28th with about 600 participants.

Gorga offered some important dates for outreach opportunities for New Yorkers. On December 17th, the IRS will have the TEI Annual Tax Symposium at the Sheraton in NYC. On January 7th, the NYS Society of CPAs will hold an outreach for Rockland County tax professionals. On January 12th, the Rockland County Bar Association will also hold an event.

Kelly asked if TAP members could receive information on meetings between IRS and local coalitions. She sees TAP members' participation in these meetings as a great opportunity to outreach. These local coalitions are mainly with organizations such as W&I's SPEC and SB/SE's TEC. Knispel will find out if a schedule of such meetings is available.

Shuman has been in contact with Vermont's Local Taxpayer Advocate Vincent Thibault who invited her to join him in a few outreaches scheduled for next spring. Shuman has also been in contact with VSAC, which is a Vermont student loan association that is interested in her joining the organization due to her TAP activities.

Ghoniem has been on two recent outreaches. The first one was with a lawyer who works with nonresident alien tax issues and could share issues of interest with the TAP. The second was a Local Senior Day in Winchester, MA with many AARP contacts. She is seeking a relationship with these local AARP contacts to obtain tax issues. Kelly will provide the AARP regional director's contact information to Ghoniem.

Face-To-Face Meeting in New York
Due to budget constraints, Grimaldi explained, the TAP Committees are allowed to have only one face-to-face meeting. In view of this situation, he asked members if they would like to decide holding the already scheduled December meeting in New York or would like to postpone it until later in the year. Ramirez pointed out that the aim is to drop one of the two already scheduled meetings and not to change the dates. Gorga suggested holding this meeting later in the year to be able to discuss and formulate the Mid-Year Assessment Report. Members discussed the situation and by consensus agreed to keep the June meeting. Although the location for this June meeting was previously decided as Portland, ME, Ramirez indicated that the location could change as long as the cost did not exceed the cost estimate already approved for the Portland location. Gorga pointed out that holding the June meeting in New York may not be possible, although it may be cost effective, since the GOP convention would be in town then.

Kelly asked if an extra day could be added to the face-to-face. Ramirez again emphasized that adding an extra day to the Portland location will change the cost estimate. Some members did not feel extra time would be warranted. An alternative is to find a less costly location that would allow the extra day without exceeding the estimated cost. Knispel will research other locations as possible alternatives. Gorga reminded members if less time is needed, cutting back would not be a problem.

Closing Assessment
Grimaldi thanked all members and guest for their participation. He requested members think about locations to hold the FTF meeting in June. He also requested that they email him a list of the current issue(s) they are working on.

Meeting closed at 12:05 PM EST.

Next meeting will be Tuesday, December 23, 2003 at 11:00 am ET.

Action Items
Knispel will obtain a conferencing card or conferencing account to have the same telephone number for all teleconferences.

Ramirez will research funding for a TAP banner.

Knispel will research the possibility of TAP members participating at the meetings held by the IRS with local coalitions and obtain a schedule of these meetings.

Knispel will research alternate locations for FTF meeting in June.