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Area 7 Committee Meeting Minutes
October 8, 2002
The TAP members met for the first meeting of the Area Committee on Tuesday, October 8, 2002 in Alexandria, VA at the Hilton Mark Center. The purposes of the meeting were to receive an orientation on the TAP Guidance, the Area 7 California organization and begin to lay the foundation for the development for their Committee (California).
Members in Attendance:
- Norma Bishop - Santa Barbara, CA
- Curtis Feese - Covina, CA
- Yvonne Gallegos-Bodle - Oxnard, CA
- Cheyanna Jaffke - Placentia CA
- Christopher Lowe - Placentia, CA
- Howard Perkins - Suisun City, CA
- Charles Taylor - San Diego, CA
- Laurie Keleman (Local Taxpayer Advocate/DFO) - Los Angeles, CA
Members Absent:
- Michelle Nelson - Mission Viejo, CA
Staff in Attendance:
- Mary Peterson O'Brien: TAP Program Analyst - Seattle, WA
Facilitator:
Meeting Minutes:
Committee Members expressed their goals and expectations of the first meeting and for the Committee:
Facilitator gave an overview of the Agenda including administrative tasks to be completed.
- Consensus
- Define a quorum
- Agenda Format
- Set meeting schedule
- Establish meeting behavior
- Establish between meeting behavior
- Identify at least three measures of success
- Identify committee needs
- Review lists of questions
- Select temporary chairperson
- Debrief (pluses/debits)
Consensus
Facilitator discussed consensus building including the history of consensus and gave examples of how consensus works. The panel agreed to use consensus for decision-making.
Quorum
Discussed the issue of: "How many panel members comprise a quorum for decision making. The decision by consensus is:
If team membership is 11 then a quorum is 7 panel members.
If team membership is 10 or below, then a quorum is 6 panel members.
Agenda Format
Suggested Agenda Format
- Name of committee and chairperson
- Meeting date and time
- Meeting location
- Timekeeper/gatekeeper
- Scribe
- Welcome
- Intros/Icebreaker
- Approval of minutes (previous meeting)
- Review status of action items
- Agenda items
- Be specific (what type: report,
- Who has ownership/responsibility for item
- Time allocated for item
- Parking lot (dispose of, acted on, remove, etc.
- Next meeting date/time/location
- Review New action items
- Debrief (pluses/deltas)
- Adjourn
Area 7 (California) Committee Meeting Dates for 2002/2003
Discussed various meeting alternatives and dates. Decided to try to have face-to-face meetings. Mary will cost out locations.
Meeting times and dates:
- November: Wednesday the 20th Face to Face Los Angeles (10 to 2pm) As part of the agenda: time, place and date for all subsequent meetings will be set
- January
- March
- May
- July
- September
Established behaviors during and between meetings
See Attached
Development of the Area 7 (California) Operating Procedures
The Committee developed Area 7 (California) Committee Operating Procedures (see Attachment).
The procedures are in draft form pending approval
Measurements of Success
Implementation of recommendations
In statement: Include specific achievement by a certain date.
If we accomplish the goals we have established for the committee within a year time frame.
Needs of the committee
- Annual report
- Introducing CAP video
- Marketing plan/products
- List of IRS services to the public
- List of the unresolved issues that CAP left
- Report of Area 7 members on their issue committee
Election of Chairperson
- Chair: Charles Taylor
- Vice Chair: Norma Bishop
Pluses
- There was no hostility
- We accomplished everything and didn't get hung up
- Lots of synergy and bonding
- Like having one state!!
- Having a great facilitator
- Breath of experience
- Come from such different backgrounds
- No throwing eggs at DFO
- Felt intimidated first day… came today and got answers.
- Task oriented
- Fun
- Committed
- Great ability to listen and use for resolution
Deltas
- Room was too cold
- Time commitment for two committees - Concern that serving two committees will compete time wise.
- Only have 7 members out of 10
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