Area 2 Committee Meeting Minutes

Date: December 13, 2005
Via: Teleconference

Designated Federal Official (DFO)

• Eileen DeLeo, TAS Program Analyst, Philadelphia, PA

Members Present:

• Bill Bly, Wayne, PA
• Paul Brubaker, York, PA, Acting Chair
• Emilio Cecchi, North Bethesda, MD
• Lee Congdon, Washington, DC
• Blanche Davis, Rehoboth Beach, DE
• Robert B. Haines, Lebanon, NJ
• Sonny Kasturi, West Orange, NJ
• Paul McElroy, Winston-Salem, NC, Vice-Chair
• Martin Romeril, Bethlehem, PA
• Steve Rue, Mechanicsville, VA
• Lynwood Sinnamon, Arlington, VA
• James Tarpey, Sunset Beach, NC
• Elizabeth Warnecki, Ladson, SC

Members Absent:

• JoAnn Davis, Scott Depot, WV
• Christine Hurley, Lorton, VA
• Bessie Moore, Mt. Laurel, NJ
• Lillian (Beadsie) Woo, Durham, NC

Staff Present:

• Nancy L. Ferree, TAP Program Manager
• Inez E. De Jesus, TAP Program Analyst/Scribe

Roll Call
Quorum of 10 was met with 13 members present.

Welcome

• Acting Chair Paul Brubaker opened the meeting by welcoming everyone.
• Eileen DeLeo will be acting DFO during this meeting on behalf of Terry Mapp.
• Agenda was approved.

Review/Approve Minutes-September 27, 2005
Once change is made regarding Issue # 3636, W-4 Form Percentage Option, from being in active status to “Parking Lot” status, these minutes are approved as amended.

Feedback from December 7th Town Hall Meeting in Philadelphia
Brubaker opened this session by informing everyone that town hall meetings are an excellent means to get the TAP name out there. He shared that area 2 was well represented with Bill Bly, Paul Mc Elroy, Lyn Sinnamon, Beadsie Woo, and himself. Beadsie did a great job as a moderator and all area 2 representatives were given the opportunity to speak about TAP before the National Taxpayer Advocate addressed the audience.

Other comments made were that since the town hall meeting coincided with the Low Income Tax Clinic (LITC) Conference, this worked very well.

Suggestion was made that all area 2 members should attempt to meet with their local LITC people. There were quite a few taxpayer issues that arose at this event.

TAP was not mentioned in a recent article that appeared in the Philadelphia Inquirer; it only referenced 100 volunteers.

There still seems to be confusion out there on what is the difference between TAS (Taxpayer Advocate Service) and TAP.

Brubaker promised to report back at the annual meeting once he participates with a debriefing meeting that will occur on December 15th.

Joint Committee Report & Review of Elevated Issues
Brubaker expressed appreciation to Sonny Kasturi for his assistance in re-wording area 2 proposals that will be resubmitted to the Joint Committee. Brubaker stated that all the issues are alive and ready to be elevated to the IRS.

Kasturi questioned what is the procedure for making editorial changes to a proposal once it has been elevated to the Joint Committee. Ferree stated that some recommendations are approved by the Joint Committee to be elevated, but may require minor wording changes. Sometimes the recommendation is sent back to the committee for recommended wording changes, and sometimes the Joint Committee analyst agrees to rewrite the wording with the assistance of the TAP chair. Committee expressed frustration on the current process.

Review of New Issues # 3609 & # 3685

• Issue # 3609, Review Processing of Form 4868, Automatic Extension to File, committee accepted this new issue as an “active” issue and a sub-committee was created with the following members: Sinnamon, Haines, and Tarpey. (Sinnamon is to take the lead)- What is the process? Can you file on-line to avoid any problems?

• Issue # 3685, On Hold Wait Time for Practitioner Toll-Free Line, committee accepted this new issue as an “active” issue and a sub-committee was created with the following members: Brubaker, Blanche Davis, and Lee Congdon. (Brubaker will take the lead)

Program Manager Ferree shared that this issue regarding the hold wait time on the toll free line has been elevated in the past and worked by Area 3.

Brubaker reminded everyone that in the past, 2 area committees have worked together on an issue. A request was made to get together with area 3 on this matter. (Follow-up required)

Reopen Issue # 3390, Request “Timely Response Required” on Envelopes
Bill Bly shared that during the December 7th Town Hall meeting in Philadelphia, National Taxpayer Advocate Nina E. Olson challenged TAP to address the issue of envelopes sent out by the IRS and how to encourage taxpayers to open envelopes. Bly made a motion to re-open this issue. The committee accepted this motion and a subcommittee was created which is composed of Bly as the lead, in conjunction with: Cecchi, Kasturi, Sinnamon and Rue.

• The argument that this may be a violation of disclosure was also addressed.

• Sinnamon shared that Virginia’s Department of Motor Vehicles indicate a message on their envelopes they send out to alert the recipient to open immediately because the contents are of importance. Sinnamon suggested that panel members save envelopes that they receive from different agencies that have similar notations.

Sub-committee Assignments

• Issue 3572, Consolidation of Schedule D & D-1, Sub-chair Steve Rue shared that an IRS Subject Matter Expert had addressed the questions the subcommittee had and they need to meet before the annual meeting to decide what will be the next steps they need to take. He also stated that they want to confirm is it permissible by law to provide summaries rather than details on the Schedule D forms. If this matter falls under legislation, then they cannot proceed.

• Issue 3634, Preparation of Schedule C by VITA, Sub-committee chair Beadsie Woo was not available but the following was discussed regarding this matter:
  
  1. Based on members’ participation with various volunteer tax preparation associations, some seem to prepare Schedule C’s and others don’t.
     
  2. Since Brubaker and McElroy are assigned to the new VITA Issue Committee, they will be monitoring this to see if it can be forwarded to them.
     
  3. A request was made for the panel members to inquire on what their local groups are doing regarding this schedule.
     
  4. Ferree shared that there is lots of information on the IRS Website.
     
  5. Cecchi inquired if there are any statistics on how good is the accuracy of volunteers. (Action item for Analyst)

Outreach Events
Sinnamon shared that the Communications Committee will be leading a session during the annual meeting whereby every TAP member will learn the tools to use when they conduct outreach activities.

Who is Interested in Mentoring New Members?
Brubaker suggested that since there are 10 returning members, and 7 new members, that a buddy system be established. During the annual meeting, this will be discussed further. A request was made that a roster be sent out emphasizing who is a returning member and who is a new member.

Public Input
None

Follow-up Required:

• Get together with area 3 chair to discuss the “On Hold Wait Time”

• Inez is to get the statistics on the error rate by VITA in relation to Issue #3634.

• Drop Issue # 3573, What does IRS Acceptance of Return Mean?

• Inez is to send out an area 2 roster, indicating new and returning members.

Closing Assessment/Q&A
Kasturi made a motion that Issue # 3573, What does IRS Acceptance of Return Mean? be dropped, and committee agreed.

Brubaker expressed gratitude to the new members for their willingness to participate with subcommittees.

Brubaker suggested that during the annual meeting there be an informal get together perhaps on Wednesday, January 11, 2006, around 6:00 PM. He will be sending out further information on this. This committee will be meeting on January 12 and an agenda will soon be forthcoming.

All were reminded to fill out the “Meeting Satisfaction Survey” form and forward it to Inez.

Brubaker adjourned the meeting and wished everyone a nice Holiday.

*Please note: Next Meeting: Annual Meeting in D.C. from January 10-13, 2006 at Hyatt Regency Washington on Capitol Hill, 400 New Jersey Avenue, NW, Washington, DC

**These minutes were approved by consensus on January 12, 2006.