Area 5 Conference Call
November 14, 2006

Welcome/Roll Call/Review Agenda
Quorum met.

National Office report-Bernie Coston
Attending all the Area calls this month to take the opportunity to personally thank the panel members closing out their terms.  All members can take pride in how TAP continues to be more noted in the IRS community.  Can see how TAP has evolved in the looking at the quality of the applicants in the recent recruitment.  Want to thank Steve Landauer for his hard work and dedication to the program.  He has made a major difference to the program.  Steve has engaged his community and has been a pioneer getting other organizations on board.  His affiliations made the Davenport Town Hall a success, with standing room attendance. The Davenport Town Hall has become a  model for the future town halls.  Steve will receive a token of appreciation for his hard work, as well as an exit survey.  Landauer stated he enjoyed his time with TAP and had some fun too.  Rivera thanked Landauer on behalf of all the Area members for his contributions to TAP

Guthmann asked if time would be available during the annual meeting to discuss the issue process.  Coston stated that would not be a good venue, but recommendations could be made through the Area Committee.  The Joint Committee does a good job at looking to at the merit of the recommendations before forwarding them on to the IRS.  The Joint Committee looks at the impact of the recommendation, such as the best interest of the organization, financial and legislative implications.  The review committee makes sure that the issues are well developed.

Area 5 Chair Report
Approval of minutes – October 10, 2006
Minutes approved by consensus as submitted.
           
Joint Committee Report-out
Area 5 elevated two issues to the Joint Committee.  The Power of Attorney /Third Party Designee issue was not accepted and returned to Area 5 to be reworked.  The Joint Committee will consider the idea of further expansion of the check box authorization to three years.  Area 3 elevated an issue to extend the authorization to one year from the date of filing, in regard to extensions given for natural disasters and this was accepted. 
ACTION: Power of Attorney subcommittee to look at re-writing the Third Party Designee issue.
 
The issue regarding the training of Forms and Publications Employees was accepted by the Joint Committee.  As requested by the Joint Committee, Delzer reworked the paragraph regarding the best practices of John Deere & Co.
ACTION:  Delzer to email a copy of reworked issue, Forms and Publications-Employee Background, to Area 5 members for approval. 

Coston added that TAP subcommittees are still working on the development of the TAP visions statement and the roll out of TAP measures.  Still waiting to hear on the final approval of the new members

Area 5 Self-assessment
Rivera stated he appreciated the comments shared about his leadership and the need to be more prepared.  Other comments concerned the number of issues and outreaches done.  This is the members’ responsibility and is the primary mode to get issues.  All need to work harder to do more outreach.  Anyone interesting in being the Area 5 chair should consider the position.  The opportunity is open to anyone who has an in interest in leading.

Guthmann asked about the election process for TAP Chair.  Rivera reported that what will change this year is that the election will occur sooner during the meeting, before the Area and Issue Committee meetings.  This will allow for the determination of Area and Issue Committee chairs in regard to who has been elected TAP Chair and Vice Chair. 

McQuin stated the other big change is that members can declare their candidacy before the meeting which will give them time to campaign if they wish.  There will also be an opportunity to declare at the beginning of the annual meeting.  Area 5’s suggestion regarding a nominating committee was discussed and Larry Combs sent an email to all members regarding how the process will work. 

Meyers assured all that the Area 5 feedback was discussed.  The Joint Committee members looked at the history of TAP elections and everyone has been eligible.  Many felt the idea of a nominating committee closed off the opportunity for some.  Did not want it to appear that TAP was a closed group  Colvin and Suther both agreed that a nominating committee should be pursued in the future.

McQuin reminded the members that for Area and Issue committees, another process could be used.  Before traveling to D.C., need to start thinking about it this possible role.

McQuin suggested that a subcommittee be formed to complete the Area 5 Self-assessment as this is a big job for one person to do.  The information needs to be pulled from the monthly report and minutes; Issues under Current Consideration, Accomplishments (Include information on all proposals referred to Joint Committee), Issues Tabled, Disappointments, Outreach Activities.
ACTION: Delzer to send an email soliciting members to participate in a subcommittee to complete the Area 5 Self-assessment.

Issue Discussion

• Toll Free Issues – Howard Guthmann

Landauer stated that the referral seemed to combine two or three issues and so needs more work before going to the Joint Committee.
 
Guthmann acknowledged that Area 2 already forwarded a recommendation regarding the toll free and this will not conflict.

McQuin clarified that the Taxpayer Advocate Service (TAS)  in Dallas receives inventory from the toll free site as they are collocated.  They do not receive an inventory of complaints about the toll free.  The issue statement makes it sound like the cases received are complaining about the toll free, rather than being received from the toll free site.  

Adams also explained that the TAS toll free number is answered by the regular toll free assistors and Dallas TAS gets those referrals.

Rivera stated he did not agree on a separate number, but that calls should just be routed properly.  It is simple for a carrier to route calls properly.  Rather than a separate number,   need to direct calls to the correct agent.

Meyers shared his concern that the issue statement and the proposed solution do not match.  The issue statement is that the toll free system doesn’t work, but the solution says we should have a number for practitioners.  The Quality Review Subcommittee would return the recommendation saying the solution doesn’t match the issue statement.  Need to more fully define the problem.
ACTION: Panel members interested in participating on the toll free subcommittee should contact Delzer.  
ACTION: Panel members should send input/feedback on the toll free issue referral to Guthmann.

• Taxpayer Assistance Centers (TAC) – Warren Wong

A call was held with eight members from the Areas of 2, 3, and 5.  The issues that were discussed included, long waits, available service and lack of response.  Just began by discussing how to organize the issues.  Bill Matheny from Area 3 volunteered to be the subcommittee chair.  The meeting will be the second Thursday of each month, beginning in January.  Will further discuss the focus of the committee and look at the answers for specific issues.  Chavez and Delzer will do further research for the subcommittee.

• Website Errors—Ralph Rivera

Issue that came in from the taxpayer was that there is no place to provide comment on errors on the IRS website.  In spending some time on the site, there are several locations where feedback can be provided.  Taxpayer may not have looked far enough.
Recommend issue be closed.   

• Address for Payment—Lee Stieger

No report.

• Audits-accounts number—Mary Ann Delzer

Delzer reported that no current TAP issues seem to be similar.  Issue to remain in the parking lot.

Outreach
Wong suggested that in light of the current elections, people should contact their new Representatives.

Office Report—Sandy McQuin
Travel for Washington-please check your arrangements and call if you have questions.

Public Input
None

Closing / Assessment
Suther shared that she is concerned that not as many issues were worked this year.  Rivera stated that if members did more outreach, Area 5 would have more issues to consider.  

Coston reminded that the group needs to look at the quality of the issues.  That is what is really important.

Next meeting December 12, 2006