Joint Committee Minutes

Joint Committee Teleconference Minutes

Welcome/Announcements/Review Agenda

Combs welcomed everyone. 

Roll Call

Quorum met.

National Office Report

Bernie Coston reported the new member recommendations will be sent to Nina Olson, National Taxpayer Advocate, at the end of this week.  After she reviews the list, it goes to the Commissioner, and then is forwarded to the Secretary of Treasury for approval.  Managers checked the list to ensure it is correct.  The names go forward pending the subversive name checks which are not yet completed.  Letters will go out shortly to the applicants interviewed but not selected. 

Staff members working on the agenda for the annual meeting have been meeting on a regular basis.  Staff is working to have a more innovative agenda this year.  Our plan is to utilize panel members throughout the whole meeting.  The agenda is being modified based on TAP Members’ feedback.  PowerPoint will not be used at the meeting; that was one of the suggestions.

Maryann Motza stated that the Communication Committee working on the survey results regarding the orientation.  Coston acknowledged that the feedback from the surveys was used to prepare the orientation agenda.

TAP has received phenomenal coverage since the Commissioner received the memorandum with TAP’s five position recommendations.  TAP was mentioned on the front page of USA Today in an article about tax collection.  Coston was in DC last week and met with Kathy Petronchek, Chief of Staff to Commissioner Mark Everson.  She was complimentary as was the Commissioner because of the completeness of the information.  Panel members did a fabulous job on these papers.

Larry Combs got a call from National Treasury Employees Union (NTEU) asking him to take a public position on this issue.  He declined and said they could refer to TAP’s written documents.  He was also asked to write to Congress but told them TAP cannot lobby.

Communication Committee Report

Robert Meyers said the Communication Committee met face-to-face on August 28.   The members worked on the TAP Member Handbook.  The Handbook is being reviewed and should be completed very soon.  Hopefully, it will be published soon and ready for the annual meeting.  The Handbook is in loose leaf form so updates can be made easily.    

The Committee is working on the TAPSpeak renovation and TAP is speaking to vendors now.  Motza added that Berkey was hopeful that the changes will be completed in time for the annual meeting.  Coston added that Berkey is currently reviewing vendors’ bids for both TAPSpeak and Improveirs.gov. 

The Committee also worked on marketing materials.  They decided to order pens, highlighters, and banners to be used at TAP meetings. 

The Communication Strategies Subcommittee has sent their draft of the strategies to the Joint Committee.  Tom Karwin added the subcommittee is moving forward and it should be ready for the October meeting.  The subcommittee hopes to have the final version in time for the annual meeting. 

Chair Elections Survey

Combs asked if everyone had received and reviewed the comments.  Allena Kaplan sent her ideas and raised core questions:

1. Should National Chair and Vice-chair candidates declare their candidacy and campaign both before and during annual meeting?

Ferd Schneider thought it should be during the meeting so new members can vote.  JT Wright thought it should be done before and during the meeting.  Meyers felt the new people won’t know the current members, so it would be difficult to vote.  Harvey Epstein said if you have the election at the end of the meeting, members have time to speak with the candidates.  Combs would like to propose that TAP allows current members to campaign before the annual meeting, but will not preclude other candidates from throwing their hat in the ring at the meeting.

Decision:  Consensus reached to allow members to declare their candidacy for Chair and Vice-chair and campaign prior to and during the annual meeting.

2. Should elections for TAP Chair and Vice-chair be held early in the meeting or late in the meeting?

Paul McElroy felt there is a need to have the TAP Chair and Vice-chair elected before the area and issue chairs.  Kaplan thought each candidate should have an opportunity to speak before the election starts and the election should be held late on the first day.  Paul Brubaker said the TAP Chair and Vice-chair need to be elected before the committee meetings.

Beadsie Woo said there is an overlap in skills and it would be a shame to limit the candidates to choosing one position and then be precluded from being a Committee Chair.  This has happened in some committees in the past.  Paul Duquette said that scenario is moot if the Chair and Vice-chair are chosen before the committees meet.  Woo expressed concerned that if area and issue committee meetings are held on the second day, there won’t be a lot of time to talk to the candidates.  McElroy pointed out that in the last two years, the speeches were on the morning of the second day and you voted during that day.  Is there any reason members couldn’t have one full day to vote?  McQuin said the staff discussed the agenda for this annual meeting, and to have longer committee meetings, the area committees may be held that first day.  Orientation will be shortened which provides an opportunity for combined area committees to discuss like issues.  Areas would be combined by which staff supports the committees.  Staff has listened to panel members and the annual meeting may not look the same as it has in the past.  This will provide the opportunity for more interaction for new members.  Ferd Schneider said the Chair and Vice-chair need to be identified prior to area and issue chair selection; so it seems the selection has to be done early. 

Combs restated that the Chair and Vice-chair elections will occur early in the annual meeting, and before area and issue chair election. 

Harvey Epstein objected.  If you have the election early on the first day, it disenfranchises new members as they do not get enough chance to speak to the candidates.  Judi Nicholas noted that as a new member coming in, if the chair and Vice-chair are already elected, they would not have a concern about the process.  Combs said new members will have an opportunity to run and campaign.  Epstein said he preferred the election as late in the annual meeting as possible and did not have a problem with area and issue committee chairs being elected conditionally.  McElroy said this puts candidates at a disadvantage because members know they are running for National Chair or Vice-chair.  Brubaker said these are the most important positions on TAP and everyone should have the opportunity to run.  He proposed the election not occur before the end of the second day.  The issue and area committee chairs could be elected on the third day.  There will be six hours where the entire panel, new and returning, will be together.  McQuin noted if it is stated before the end of the second day, it does not meet the requirements for the area and issue committee meetings.  Combs suggested the committees elect a temporary chair. 

Brubaker said the committee needs to see the agenda before a decision is made.  JT Wright said this is important and the decision should be postponed until the Dallas meeting.  Woo seconded.  Nicholas pointed out there is an hour blocked out on the first day on the agenda for campaign speeches.  Combs suggested an email message be sent to current members indicating members can declare their candidacy for Chair and Vice-chair.  
 
Decision:  Consensus to put the Chair and Vice-chair elections issue on the agenda for the October meeting in Dallas.

ACTION:  Coston, Brubaker, and Combs will work on a process to disseminate election information to all current and incoming TAP members.

Response to Oversight Board

Brubaker said the Oversight Board requested input from TAP on balanced measure for the Internal Revenue Service (IRS).  Their request was put on TAPSpeak and an email sent to all chairs with a link.  Brubaker asked chairs to send to all members and ask if anyone has expertise on measurements and would want to work on this committee.  The goals the IRS is measuring are: 80 percent electronic filing rate by 2012; taxpayers’ satisfaction rate; employee engagement; voluntary compliance rate, and; non-revenue enforcement index. 

Epstein asked for more information about the last goal.  Brubaker found information on goals number two and four.  Wright looked at the request and was not impressed with the proposed measurements.  Brubaker asked for a volunteer to write the report. 
Patrice Marker and Maryann Motza volunteered.  Meyers expressed frustration with the short response timeframe since TAP needs more time to give input so we can do our best.  Paul Duquette asked if the information would be sent via email.  The write-up will be compiled by Brubaker, Motza, Marker, and Wright.

ACTION:  Toy will send IRS Oversight Board request to LaVerne Walker.

ACTION:  Brubaker will send out Oversight Board request email and area chairs should please forward to all members for feedback.  Send responses to Brubaker, Motza, Marker, and Wright.

The Area 5 issue will be carried over to the face-to-face meeting.

McQuin noted the meeting times posted in the Federal Register for the Joint Committee face-to-face meeting is a 9 a.m. start on Thursday, October 12th, 9 a. m. on Friday, October 13th, and 8 a.m. on Saturday, October 14th. 

Meeting Adjourned

Next Meeting will be the face-to-face October 12-13-14, 2006, in Dallas, TX

DECISIONS:

1. Consensus to put the Chair and Vice-chair elections issue on the agenda for the October meeting in Dallas.
2. Consensus reached to allow members to declare their candidacy for Chair and Vice-chair and campaign prior to and during the annual meeting.

ACTION ITEMS:

Coston

1. Coston, Brubaker, and Combs will work on a process to disseminate election information to all current and incoming TAP members.

Combs

1. Coston, Brubaker, and Combs will work on a process to disseminate election information to all current and incoming TAP members.

Brubaker

1. Coston, Brubaker, and Combs will work on a process to disseminate election information to all current and incoming TAP members.
2. Brubaker will send out Oversight Board request email and area chairs should please forward to all members for feedback.  Send responses to Brubaker, Motza, Marker, and Wright.

Toy

1. Toy will send IRS Oversight Board request to LaVerne Walker.