Area 7
San Diego Face-to-Face
Meeting Minutes
April 19 – 21, 2007
Thursday, April 19, 2007
Friday, April 20, 2007
Saturday, April 21, 2007
Thursday - April 19, 2007
Designated Federal Official
John Tam
Attendance
Charles Davidson, Vice Chair
Margaret Ferguson
Greg Gursey
Dave Jones
Tom Karwin
Merijane Lee
Iris Sosa
Howard Stahl
Wayne Tanna
Wayne Whitehead, Chair
Doug Wilhelm
Gil Yanuck
Staff
Judi Nicholas, TAP Program Manager
Janice Spinks, TAP Program Analyst
Marla Ofilas, TAP Secretary
Opening/Welcome
John opened the meeting and welcomed the members to San Diego for the Area 7 face-to-face meeting. Each member introduced themselves.
Meeting Purpose – Judi Nicholas
Judi provided a brief overview of the context of the meeting. The concept behind the face-to-face meeting is to provide members an opportunity to spend time together addressing issues and spend quality time discussing the perceived outcome.
The ultimate goal of the face-to-face meeting is to come away with a product to elevate to the Internal Revenue Service (IRS) or at the very least, start a draft referral.
Federal Advisory Committee Act (FACA) – John Tam, DFO
John provided an overview of the Federal Advisory Committee Act (FACA). In 1972, the Federal Advisory Committee Act was enacted by Congress. Its purpose is to provide advice that is important, relevant, and objective to government agencies. Each committee is required to have a Designated Federal Official (DFO) whose responsibility is to attend all meetings, call the meeting to order, adjourn the meeting, and protect the government’s interest.
John indicated members of TAP are charged with addressing issues regarding IRS policies and procedures and should avoid issues that involve legislation.
John provided each member with a handout that outlined FACA guidelines.
Joint Committee Report – Tom Karwin, Wayne Whitehead & Mary Jane Lee
Judi announced that Commissioner Everson is leaving the IRS to accept a position as the CEO with the American Red Cross. At this time there has been no announcement of his replacement.
Wayne reported on various Joint Committee issues. There were two TAP Town Hall meetings with Nina Olson, National Taxpayer Advocate (NTA) as the guest speaker. Both meetings (Omaha and Phoenix) were successful and over 50 taxpayers attended each meeting. TAP was able to capture many issues that will be worked in Area Committees.
At this time, Larry Combs, previous TAP Chair, is working on the TAP Annual Report. A new process and timeline is being created by Bernie Coston, TAP Director and the Joint Committee to ensure that future reports are completed in a more timely fashion.
Issue Sub-Committee Report – Dave Jones
Dave explained that the purpose of the Issue Sub-committee is to evaluate and review each issue to determine if the issue should remain active, be placed in the parking lot or be dropped. The sub-committee’s recommendation is then brought to the full committee for a final decision on how to proceed with an issue.
During 2006-2007, several parking lot issues were dropped. The sub-committee also added a new member. It was recommended that the committee rotate members on this particular committee. Judi further recommended that we make this a standing agenda item during the annual meeting and consider including a new member.
DECISION: During the annual meeting, it will be a standing agenda item to elect a new lead and have a “new” member represented on this sub-committee.
Discussion ensued as to how Area 7 should manage their issues. After discussing examples of how other area committees manage their issues, the full committee agreed to continue with their current process.
Issue Tracking Process – Wayne Whitehead
- Color Coding the Issue Matrix
Wayne presented a color coded issue matrix to committee members, which was created to track area issues and to show where the sub-committee is in the recommendation process.
DECISION: The sub-committee agreed that the matrix should include names of sub-committee members, the start date of the issue, and the estimated target date for approval by the full committee.
ACTION: Janice will create a draft chart and have during the next meeting.
Judi indicated she would prefer the TAP Analyst be on all sub-committee calls to take notes and to be aware of research that is needed. This will also allow the analyst to indicate to members when research has been exhausted.
Parking Lot Issues
The full committee reviewed parking lot issues assigned to other Area Committees. These issues were reviewed by the Issue Sub-Committee for potential adoption by Area 7.
- 3721 – E-mail Correspondence
This issue deals with Revenue Agents not being able to use e-mail as a way of corresponding with practitioners. There are many issues that do not involve taxpayer data that could be discussed or resolved via e-mail.
Gil explained that he often works with SPEC Territory Managers and feels there is probably very good reason why the IRS does not allow employees to communicate in this manner. John also explained that there are security concerns as well as the potential for identity theft.
DECISION: After discussing this issue in detail, the full committee agreed to keep the issue in the parking lot.
- 3972 – Form W4 in relation to Part Time Employment
This issue involves individuals with 2-3 part-time jobs that generally do not have enough withheld from their pay and end up owing a significant amount at the end of the year. It is felt the IRS should do a better job advising the public to adjust their withholding when they work several part-time jobs. This should be clearly stated on Form W-4.
DECISION: After discussing the issue further, the full committee agreed to keep the issue in the parking lot.
- 3977 – Brokerage Statements Standardization
This issue deals with Brokerage statements, which are not standardized.
Judi indicated there is something being done about this issue and believes there is mention of it in NTA’s annual report.
DECISION: After discussing the issue in detail, the full committee agreed this is a legislative matter and should be dropped. However, the issue will be left in the parking lot for Area 6 to determine the final status.
Internal Communications within Area 7 – Judi Nicholas & Wayne Whitehead
- Communication Strategy – Tom Karwin
Tom explained the Communication Strategy document is a project of the Communication Committee and was created to incorporate all communication functions proposed by TAP. The document is organized under two headings, internal (communication within TAP) and external (communication outside of TAP).
Priorities were created, which are meant to be recommendations to the committees. The last two columns combine a work plan to be used as a frame work for planning.
The full committee reviewed the list and made priority recommendations relative to Area 7.
ACTION: The full committee will identify which actions are specific to Area 7 and prioritize them for implementation.
The committee discussed meeting schedules for both the full and sub-committees. Wayne asked that members keep him informed of sub-committee meetings so they can be included in the monthly reports. A recommendation was made to create a master calendar for Area 7 and place it in the TAPSpace Reading Room to show standing monthly meetings and all sub-committee meetings for Area 7.
ACTION: The full committee agreed to create an Area 7 calendar to be posted on TAPSpace in the Area 7 folder.
Gil wants to make sure there is consistency in TAPSpace. Judi explained that Maryann Motza, Internal Communication Sub-Committee member, is working on TAPSpace standards. The vendor of TAPSpace is also working on the enhancements and recommendations submitted by TAP Staff and Panel Members.
- Communication via Telephone
No comments were made.
- E-mail (protocol, amount etc.)
Members were reminded to only “reply all” when the information is pertinent to everyone on the mailing list. This will help decrease the abundance of e-mails members receive.
Wrap Up
No additional comments were made. John closed the meeting.
Friday - April 20, 2007
Designated Federal Official
John Tam
Attendance
Charles Davidson, Vice Chair
Margaret Ferguson
Greg Gursey
Dave Jones
Tom Karwin
Merijane Lee
Iris Sosa
Howard Stahl
Wayne Tanna
Wayne Whitehead, Chair
Doug Wilhelm
Gil Yanuck
Staff
Judi Nicholas, TAP Program Manager
Janice Spinks, TAP Program Analyst
Marla Ofilas, TAP Secretary
Opening/Welcome
John opened the meeting.
Outreach Best practices – Gil Yanuck & Charles Davidson
Gil discussed best practices in relation to the advanced outreach workshop held during the annual meeting. While the Outreach Toolkit has grown a great deal, some of the information shared during the annual meeting will be included in the toolkit this fall. One important item to use that is very useful is the “pocket guide”. Members were encouraged to take advantage of coordinating activities with their respective Local Taxpayer Advocate (LTA) as well as contacting media representatives listed in the media section of the toolkit.
Members are reminded that the toolkit has examples of letters that can be used as well as TAP letterhead which can be downloaded from TAPSpace. There are scripts, talking points and a power point presentation available for members to use as well. The most important part of outreach is to come away with new issues and using success stories is a good tool to utilize.
Charles discussed TAP member responsibilities in relation to outreach. It is the responsibility of all panel members to conduct outreach in effort to gather issues to bring forth. Members can conduct outreach via e-mail, having one-on-one conversations, speaking with individuals in social groups or giving a presentation to a large audience. Charles encouraged members to consider developing an outreach action plan and set goals over the next several months.
Members were reminded that is important to report outreach accomplishments. The reporting process has been simplified and everyone should respond to monthly requests sent by the analyst.
ACTION: Members were asked to prepare outreach goals and objectives to share with the full committee.
TAB 2 Report
Judi provided the history of phase one and phase two of the Taxpayer Assistance Blueprint (TAB) report. The first phase evaluated preliminary IRS research relative to taxpayer needs, preferences, and behaviors. Phase two outlines the TAB Strategic Plan for the future of IRS service delivery as envisioned collaboratively by the IRS, the IRS Oversight Board, and the National Taxpayer Advocate.
The TAB team created five service improvement categories, which are; Telephone Service Enhancements, Partner Services, Outreach and Education, and Marketing and Promotion. In addition, the TAB team handled analysis of and recommendation for Taxpayer Assistance Centers (TAC’s) separately from the rest of the Service Improvements.
Brainstorm New Issues
The full committee brainstormed potential new issues. Many suggestions were given and the members agreed that the issues should be discussed during the sub-committee breakout sessions.
Sub-committee Break Out
The members used the remainder of the day to meet in their respective sub-committee to discuss assigned issues. The full committee will meet on day three to allow the sub-committees to provide reports of issues discussed.
End of day
No comments were given.
Saturday - April 21, 2007
Designated Federal Official
John Tam
Attendance
Charles Davidson, Vice Chair
Margaret Ferguson
Greg Gursey
Dave Jones
Tom Karwin
Merijane Lee
Iris Sosa
Howard Stahl
Wayne Tanna
Wayne Whitehead, Chair
Doug Wilhelm
Gil Yanuck
Staff
Judi Nicholas, TAP Program Manager
Janice Spinks, TAP Program Analyst
Marla Ofilas, TAP Secretary
Opening/Welcome
John opened the meeting.
Questions/follow up from previous day
No questions or comments were given.
Sub-Committee Reports
Sub-Committee A
A taxpayer felt that the IRS should provide a statement of all income to aid tax preparation. The sub-committee felt this would pose a disclosure problem and recommended the issue be dropped.
DECISION: The full committee agreed with the recommendation to drop the issue.
- 3959 1040 EZ Filing by IRS
The full committee reviewed the draft referral and provided input. The committee agreed to elevate the referral. It was suggested that the referral make reference to the TAB report and how this suggestion supports burden reduction.
ACTION: The sub-committee will edit the referral and e-mail a final version to the Committee Chair by May 15, 2007.
ACTION: Greg will submit a formal request for research to the TAP Analyst.
Sub-committee B
- #4091 Information about IRS Services
The sub-committee reviewed the issue and agreed this issue was worth pursuing. A recommendation to pursue the matter was brought before the full committee and they agreed with the recommendation to pursue the issue.
The sub-committee will prepare a draft recommendation and draft flyer with pertinent information which could be placed in post offices and libraries. The flyer would include the IRS web address, telephone numbers for obtaining forms and publications and the hours of operation. The full committee agreed that the flyer should be created in at least two languages.
ACTION: Charles Davidson will complete a draft referral.
- #4111 Alternative Minimum Tax
DECISION: After discussing this issue and determining it is legislative, the full committee agreed to drop the issue.
A review of the issue was completed by a sub-committee, which recommended dropping the issue. The full committee agreed with the recommendation to drop the issue.
After reviewing the research report, the committee felt this was a non issue as there are procedures/guidelines in place which require auditors to review self-employed individuals records closely.
- #4119 IRS Hotline for AARP Tax-Aide Counselors
DECISION: A review was completed by a sub-committee which recommended dropping the issue. The full committee agreed with the recommendation to drop the issue.
The full committee felt this was a non-issue. Based on the research completed, there were no discrepancies found.
The sub-committee reviewed the instructions and determined that the problem lies in the form instructions. The recommendation needed is to ask that the word "unrelated" be added to the F. 990EZ. The sub-committee recommended an e-mail be sent to the “Forms/Pubs" committee with the suggestion to include the word "unrelated" on the form. It was further recommended that the issue be placed in the parking lot.
DECISION: The full committee agreed with the placing the issue in the parking lot to be revisited in July.
DECISION: The sub-committee reviewing the issue recommended dropping the issue. The full committee agreed with the recommendation to drop the issue since the IRS has determined not to implement the feature due to low usage.
Area 7 Outreach Commitments
Charles discussed his outreach commitments with the full committee. The other members provided their commitments for outreach. Members committed to contacting the Chamber of Commerce, AARP, and reporting more one-on-one outreach efforts.
TAP Recruitment
Judi provided a TAP recruitment update. There are four vacancies in California and one in Nevada. The recruitment period is through the end of April. Bernie will e-mail a reminder to all applicants that have their applications in draft form asking them to complete and submit their application. Judi indicated members will be asked to participate in the interview process. Members interested in volunteering were asked to send Judi an e-mail notifying her of their interest. There are prepared questions to be asked during the interview and Judi will have a teleconference to review the process prior to the interviews.
Nation Wide Tax Forums
Judi explained the Tax Forum will be in Anaheim, California. Any members interested in participating should send Judi an e-mail. Judi also explained that the members will have an opportunity to participate in TAP focus groups. This will be an opportunity for members to ask the public questions and receive suggestions.
2008 Face-to-Face Meeting
Members discussed possible dates and locations for their 2008 face-to-face meeting.
DECISION: The members agreed to meet on April 24, 25, and 26 2008
DECISION: Possible locations are Sacramento, Las Vegas or Anaheim. TAP Staff will complete cost projections and hotel availability.
Meeting Wrap up
The committee members decided to remain in their current sub-committee assignments.
ACTION: Janice will e-mail the sub-committees and set up a monthly meeting schedule.
Closing
John Tam thanked all the members for their participation and the accomplishments that were made during the meeting. |
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