Area 7 Committee Meeting Minutes

Taxpayer Advocacy Panel
Teleconference
August 29, 2006

Designated Federal Official

• Judi Nicholas

Attendance

• Larry Combs, CA
• Margaret Ferguson, CA
• Greg Gursey, AK
• Dave Jones, CA
• Allena Kaplan, CA, Chair
• Iris Sosa, CA
• Wayne Whitehead, CA
• Gil Yanuck, NV

Absent

• Tom Karwin, CA
• Wayne Tanna, HI
• Doug Wilhelm, CA

Staff

• Dave Coffman, Analyst
• Marla Ofilas, Note Taker

Welcome/Roll Call
Judi opened the meeting and Allena welcomed the members. Roll was taken and a quorum was met. Gil reviewed the agenda.

Joint Committee Report
Allena asked if there were any comments on the Joint Committee report that she e-mailed to the members. No comments were made.

Issue Subcommittee Report Out
Dave Jones provided a review of issues that are currently being worked or considered by Area 7.

• #3379 – (Estimated Tax Instructions) The subcommittee suggests that the issue be dropped since it unique to the taxpayer’s situation.
  Decision: All agreed and Dave will send a letter to the taxpayer with the panel’s decision.

• #3708 – (EITC – Enclosure with Utility Bills) Doug Wilhelm was absent and unavailable to provide a report out. Decision: Issue will be discussed during Area 7 September meeting.

• #3775 – (Toll Free Number – Making other Toll Free Numbers Available) The subcommittee suggests that the issue be dropped.
  Decision: No decision made during this meeting.

• #3567 – (Publication 8160-E) The full committee recommends the issue dropped.
  Decision: All agreed and Dave will send a letter to the taxpayer with the panel’s decision.

• #3809 – (Lowered Allowable National Expense Standards)
  Action: Dave Jones will research his notes to see if the subcommittee has recommended that the issue be dropped. He will let the full committee know so it can be discussed during a future meeting.

• #3554 – (Power of Attorney Problems)
  Action: Dave Coffman will complete further research.

• #3955 – (TAC Offices – Lunch Hours) The subcommittee has proposed that the issue be put into the parking lot.
  Decision: Issue will be placed in the parking lot.

Issue Report Out

• #3552 (Form SS-4 Electronic Application) - Iris Sosa
  Iris reported that the referral has been completed and will be forwarded to the Joint Committee.

TAB Phase 1 Blueprint Report
Allena asked Judi to comment on the relationship between TAB and the IRS. Judi explained that TAB, which is the Taxpayer Assistance Blueprint Team, was formed as a result of the IRS’ effort to close some of the 68 Taxpayer Assistance Centers (TAC) around the country. Congress asked the IRS to study the closure and provide a blueprint for customer’s services for the next five years. TAB consists of employees of the IRS that represent all operating divisions, the lead being Wage and Investment (W&I). TAB has contacted certain stakeholder groups for feedback on IRS services. TAP was included as one of the stakeholders.

Phase one of the report consists of data and demographic gathering. TAB will be using this data in the phase two report, in which they will start making some operational recommendations.

Minutes of the Oversight Board Meeting
Allena reviewed the minutes dated January 25 and February 8, 2006 by Paul Brubaker, TAP Vice-Chair. Gil noted that this discussion closely relates to the TAB but it does not solve the issue. Allena expressed that she was looking for specific solutions of what can be done. Judi explained that phase two of the TAB report will show some solutions. The TAB team needs to complete their research of identifying preferences of customers before they can submit a recommendation. While Judi agreed with Gil, she informed the members that they can expect to see additional information in the report which is due in October.

Allena asked the members to read both the minutes of the Oversight Board meeting and phase one of the TAB report.

Issue Report Out - Continued

• #3687 (Toll Free and TAC Help for the Self-Employed)
  Margaret explained that Dave Coffman is researching the issue. At this time there was no additional information to report.

• #3633 (TAC Services – Transcripts)
  Margaret informed the committee that Dave has completed additional research on this issue. This issue is similar to one that was previously submitted to IRS but was not accepted by IRS. The committee felt it was still worth working.

  Action: Margaret will let Dave know what additional information is needed to determine if the committee should move forward on the issue or have it dropped.

Action: Dave will search for the referral that was worked and elevated by one of the other area committees. He will provide Margaret with the referral information.

• #3363 (TAC Mail Procedures)
  Allena provided a brief description of the issue. Dave will research the IRM and provide Tom with information to strengthen the basic argument of the referral. Allena is hoping to include the completed referral in the next monthly report.

• Incentive Subcommittee
  Tom was not available to provide a report.

• #3959 (Form 1040 EZ – Filing by IRS)
  Greg explained that the subcommittee is waiting for additional research. There could be two additional area committees working issues related to this. The subcommittee is also waiting on data related to the number of 1099 and W-2 forms submitted between January and March. Dave explained that getting this particular information has, so far, been a challenge. Dave informed the members that the requested information may not even be available.

  Action: Dave will continue searching for the requested information.

Next Steps – Goals
Allena express her feelings to the full committee that she would like the members to continue making as much progress as possible.

Member Comments
Allena asked the members if there were any additional comments before closing the meeting.

Gil felt that today’s meeting is typical of some of the difficulties the committee has in trying to address all the agenda topics in one hour. Gil suggested that the committee re-evaluate the amount of time allocated for each meeting. Judi explained that an hour is not the limit. If members feel that they are being rushed through their topics, a consensus of the full committee can be taken to extend the meeting to 90 minutes. Judi also suggested that the committee could re-arrange their agenda so that issues are discussed at the beginning of the teleconference while other topics, such as the Joint Committee report, TAB report, etc, could discussed toward the end of the meeting. An added benefit to this would be members that are unable to stay for the full length of the meeting. Topics requiring a decision would be presented earlier in the meeting.

Dave Jones suggested that issues requiring a quorum be put at the beginning of the agenda. Judi felt that was a great idea and Dave Coffman could arrange the agenda accordingly.

Allena asked the members if they found the information on the Oversight Board meeting and the TAB report useful. Some members felt that, even though they may not be able to provide a direct response to the reports, there is value in receiving this information.

Wayne provided some insight on conducting an effective meeting. Wayne explained that there should be a stellar opening, a dynamite closing, and the ability to keep the two elements as close as one can.

Margaret appreciated receiving the status of issues prior to the meeting. She felt it was a refresher.

Allena asked Judi about delays on correspondence sent to taxpayers when a suggestion the taxpayer made was dropped by the committee. Judi explained that letters will be sent out timely once the new analyst comes on board. The office has been short-staffed while one analyst has been working with four committees. A new analyst will be selected for the current vacancy within the next two weeks and will begin working in either late September or early October.

Wayne informed the committee that a teleconference was held to provide feedback and suggestions on the upcoming new member orientation, scheduled for December. Judi added that the staff is exited about the input that they received. The input will enhance future TAP member orientations.

Action: Judi will provide the minutes from the New Member Orientation Suggestions teleconference.

Neither Judi nor Dave will be available for the meeting scheduled for September 20th. Dave suggested scheduling an alternative meeting date.

Action: Judi, Dave and Allena will discuss possible meeting dates and propose their selection to the members via email. The members will then have a chance to indicate their availability.

Closing
Judi closed the meeting. Next meeting to be announced.