Taxpayer Advocacy Panel (TAP)
Joint Committee Teleconference Minutes
Wednesday, May 2, 2007 - 1 P.M. ET

Welcome/Announcements/Review Agenda
J.T. Wright welcomed everyone and reviewed agenda. He thanked everyone for responding to the meeting satisfaction survey and noted that this meeting’s agenda is revised based on the feedback from the survey.

See Attachment 1 for report. There were no questions regarding the report. Bernie Coston added that the open staff positions, the senior analyst and secretary should be filled in June or July. It was a good recruitment closed effort that closed on Monday, April 30 th. There were 382 completed on-line applications and four faxed to the Atlanta office. There may be a few additions for those received with a postmark of the 30th.

Success Stories
Hank Mosler said there have been grass roots issues raised regarding the Taxpayer Assistance Centers (TAC) and TAP has engaged in an ongoing dialog with the Internal Revenue Service (IRS) regarding the issues. Steve Berkey mentioned that the Communication Committee will be working on updating the current listing of success stories at their upcoming face-to-face meeting.
ACTION: All Chairs should forward information on their success stories to their committee analyst who will forward them to the Communication Committee.

Dave Meister and Paul Duquette were interviewed on the radio as a result of the TAP recruitment news release. TAP received a number of contacts for additional information on recruitment as a result of that call. Coston added that as a result of a news release and extra efforts on recruitment, TAP received five applications in final status from Puerto Rico. Mosler said there was a nice write up about Dale Cooper being a TAP member. J.T. Wright noted that all TAP members have done a great job with interviews on television, radio and newspapers this year.

Area 6 #3942 E-Services
This issue was introduced at the last meeting and relates to the E-services online tool for practitioners. It was brought to TAP because preparers had concerns about using their personal Adjusted Gross Income (AGI) to sign up for this service. When the Area reviewed the website to research the problem, they identified inconsistent terminology and the explanation for why the AGI information is necessary was not clear. However, the Area found the issue as brought to TAP was a non-issue and that the IRS has valid reason for requesting the information. Area 6 feels the site can be improved and that is should better explain of why the personal AGI is necessary. J.T. Wright asked if anyone had questions concerning the recommendation. Hank Mosler asked if there was any feedback from IRS Subject Matter Experts concerning the changes. Motza said they reviewed it and did not have any negative feedback. Motza added that Area 6 is concerned about the very small number using this very useful service and their concern is that preparers are not registering because of the inconsistencies in the terminology and their reluctance in providing their personal AGI and how that information is used by the IRS. Ferd Schneider added that the suggested wording in the recommendation clarified why the AGI is needed. J.T. Wright asked if anyone objected to elevating this recommendation to the IRS as written. No objections were raised.
DECISION: The Joint Committee reached consensus to elevate Area 6 #3942 E-Services as written.

Area 1—Gold Star Proposal
Dorothy Havey said TAP generally comments on and works on what the IRS could do better, but, on the other hand, Area 1 felt TAP should also recognize people or areas within the IRS when they do a really great job. Doing this could also increase TAP’s recognition. Presentations could be made at the TAP annual meeting. Area 1 doesn’t see this recognition process as being onerous or bulky and suggests it be tracked similar to how our issues are tracked. The Area did not set a frequency for the recognition as it is meant to recognize a significant contribution and not be routinely awarded. Schneider does not think this is a good idea because TAP does not know enough about the inner workings of the IRS to know what is and what is not extraordinary. Not being familiar on what the IRS’ employees are expected to do, TAP can’t judge what is extraordinary. Havey said Area 1’s goal is to positively reinforce when IRS does a job well. Lyn Sinnamon thinks the gold star could be used to recognize when the IRS helps TAP complete its mission. Havey pointed out that this is meant to recognize an accomplishment that is beneficial to taxpayers. Wayne Whitehead asked if the Joint Committee would make a decision as to who would get this award. Havey said Area 1 envisioned forming a subcommittee to make the determination. Stan Wernz said he had some experience with this in the school system and found a reward system can create problems because some people are passed over, also more than one person can be performing in the same manner and if only one person is rewarded, it causes hard feelings. Also, there can be difficulty in identifying the correct person or group to get the award. Havey said this would not be a monthly event. Bob Meyers noted there recently was an article in the paper about how many managers feel that recognition is overdone and added that he feels lukewarm to this proposal. It was generally agreed that TAP does not have the expertise to know when the IRS is doing an outstanding job or when it is what the employee or the group is expected to do. J.T. Wright said it sounds like the Joint Committee does not have consensus and the proposal should go back for further evaluation and be presented at a later date.
ACTION: Havey asked that Joint Committee members with further questions or concerns regarding the gold star proposal email them to her.
ACTION: Havey will take the comments concerning the Gold Star proposal back to the Area 1 Committee to review and consider. Hank Mosler suggested this recommendation be further discussed at the face-to-face meeting in Denver.

Chair Report
This time will be used to report on activities going on within TAP that is important for Joint Committee to discuss. J.T. Wright said that Commissioner Everson resigned which interferes with TAP’s ability to show how valuable a resource TAP can be. It is not likely that a new commissioner will be named in the short term and TAP is looking at meeting with whoever is designated to act until a new Commissioner is appointed. Maryann Motza said TAP should wait until a replacement is named because the former Commissioner is already thinking of his new position and the new person may be overwhelmed and suggested waiting until fall.

Tom Karwin said he looked at the Joint Committee minutes from last June. A subcommittee was formed to review the Taxpayer Assistance Blueprint (TAB) report and bring comments back to the Joint Committee. He suggested that a subcommittee be formed to look at the TAB report and develop TAP’s position on the blueprint to present to the acting commissioner. Meyers agreed and added that to ensure TAP maintains momentum on this issue; it would be worthwhile to prepare now rather than wait until a meeting date is identified. It was agreed that it was a good idea to identify topics for TAP to present and it was suggest that time be set at the Denver meeting to work these issues.
ACTION: The topics to discuss at the meeting with the Commissioner will be part of the agenda for the Joint Committee in Denver.

Wayne Whitehead said one important thing TAP needs to do at the meeting is to introduce the vision statement. It was suggested that a subcommittee be formed to develop the topics for discussion prior to the Denver meeting:
DECISION: The subcommittee lead will be Maryann Motza. They will recruit members for the team from TAP as a whole.
ACTION: The Commissioner Topic Subcommittee will put together a written report whose focus will be driven by the TAP vision statement. The report will be reviewed at the Denver meeting.

Proposed Review of Joint Committee Referrals
Concern was addressed at the amount of time taken during the last meeting to review referrals. A suggested way to avoid this is to provide the opportunity to ask key questions before the meeting. Set a period of time to review, discuss, and respond to a key member for clarification regarding the recommendation. If the questions are raised prior to the Joint Committee meeting, the Committee comes to the meeting able to make the decision to elevate the recommendation or not. It frustrates everyone when there are too many questions clarifying the issue, the discussion should be on whether the issue meets TAP’s mission and should be elevated. Meyers and J.T. Wright will draft a process to present by the face-to-face meeting in June.
ACTION: Meyers and J.T. Wright will draft a process for Joint Committee Referrals to present by the face-to-face meeting in June.

Karwin noted that many committees have worked an issue for two years and it would be a shame to only allow five minutes for discussion on the agenda; these topics deserve full consideration. J.T. Wright wants to ensure a new process is an improvement and would like everyone’s input.

Face to Face Meeting Info
The face-to-face meeting will be held at the Warwick Hotel in Denver, Colorado. J.T. Wright said the agenda is continuing to develop and he welcomed any additional input. MJ Lee’s suggestion to include a discussion on member effectiveness has been included already. Coston also received suggestions and thanked the members for their input.
ACTION: All should submit agenda items for the Joint Committee face-to-face meeting by close of business Friday, May 11, 2007.

Approval of April Minutes

ACTION: Motza found a couple errors in the April Minutes and will forward an edited version to Toy.
DECISION: The Joint Committee reached consensus on approving the April 4, 2007 minutes after incorporating the corrections mentioned. Meyers also asked that Steve Berkey and Mary Ann Delzer be recognized for the preparations for the successful Omaha Town Hall meeting.

Closing
The visitors were asked if they had comments. Barbara DelBene asked if there was an issue with IRS not recognizing their own employees. If so maybe TAP should take a broader approach that the IRS be encouraged to recognize their employees--take a proactive approach.

DECISIONS:

• The Joint Committee reached consensus to elevate Area 6 #3942 E-Services as written.
• The subcommittee lead will be Maryann Motza. They will recruit members for the team from TAP as a whole.
• The Joint Committee reached consensus on approving the April 4, 2007 minutes after incorporating the corrections mentioned.

• Barbara Toy will redistribute the National Office report for April 2007.
• All Chairs should forward information on their success stories to their committee analyst who will forward them to the Communication Committee.
• Dorothy Havey asked that Joint Committee members with further questions or concerns regarding the gold star proposal email them to her.
• The topics to discuss at the meeting with the Commissioner will be part of the agenda for the Joint Committee in Denver.
• The Commissioner Topic Subcommittee will put together a written report whose focus will be driven by the TAP vision statement. The report will be reviewed at the Denver meeting.
• All should submit agenda items for the Joint Committee face-to-face meeting by close of business Friday, May 11, 2007.
• Maryann Motza found a couple errors in the April Minutes and will forward an edited version to Toy.

DECISIONS:

• TAP will not have a formal policy on setting the frequency of full committee and subcommittee meetings; however, committees need to be flexible and not meet if there are no decisions that need to be made or work to be done. (10/12-14/2006)
• When a committee receives information about a problem that IRS needs to be aware of quickly such as an incorrect link on its website, the committee should draft a letter following the format for referrals as closely as possible. The paragraph will be reviewed by the Joint Committee and submitted, if approved, to the IRS under the TAP Chair’s signature. (10/12- 14/2006)
• Consensus to elevate Area 1 #3934, Form 8453 Usage Reduction with minor grammatical changes. (02/07/2007)
• Consensus to elevate Area 1 #3927 Form 8300 e-filing Capability with minor grammatical changes. (02/07/2007)
• Consensus to elevate Area 1 #3926 Form 8300 Filing Instructions with minor grammatical changes. (02/07/2007)
• Consensus to elevate Area 1 #3334, Form 1127 Revision. (02/07/2007)
• Consensus to elevate Area 6 #3233, Estimated Tax Payments Rules for Self-employed Taxpayers. (02/07/2007)

• All members should send ideas on low-cost ways to publicize the TAP vision to Gil Yanuck, a TAP member on the Communication Committee, or to Barbara Toy who will make sure it is forwarded. (4/4/2007)
• Bob Meyers and J.T. Wright will work on a time line for the Annual Report and will bring it to the full Joint Committee for approval. (4/4/2007)
• The area chairs need to review the Communication Strategy, set priorities and develop a work plan to accomplish the strategies during the year. (March 7, 2007)
• Toy will send out the Joint Committee meeting survey after each meeting. (March 7, 2007)
• Toy will include only the active issues in the List of TAP Issues report but also run a list of issues in the parking lot by date received.
• Sandra Ramirez will ask Area 1 to prepare a response to IRS regarding the Schedule D Line for Carryover and bring the response back to the Joint Committee for approval
• Any one who finds grammatical errors in the Joint Committee pre-read materials such as minutes and referrals should send the suggested corrections to Barbara Toy. (02/07/2007)