Multi-Lingual Issue Committee Meeting Minutes

February 20, 2004
1:00 PM - 2:00 PM EST
Teleconference

Roll Call & Confirmation of Quorum (4)
TAP Program Analyst Inez E. De Jesus took the roll call, and quorum was met; Quorum= 4 and there were 6 committee members present and the Acting Designated Federal Official (DFO).

Acting Designated Federal Official (DFO)

• Martha J. Curry, National Office TAP Program Analyst

Panel Members Present

• Elizabeth Brodbine-Ghoniem, Winchester, MA, Vice-Chair
• Delford Jones, Griffith, IN
• Sharon Lassar, Miami, FL
• Joseph Meissner, Cleveland, OH
• Sharon Stetz, Salt Lake City, UT
• Bruce Twomley, Juneau, AK, Chair

Panel Members Not Present

• Linda Bader, Chesterfield, MO

MLI Program Owners

• Toni M. Cross
• Raymond G. Mills

TAP Staff

• Inez E. De Jesus (Program Analyst/Scribe)

Welcome/Announcements/Review Agenda
Chair Bruce Twomley opened the meeting by welcoming everyone, and a special welcome was extended to Acting DFO Martha J. Curry from the TAP National Office staff, as well as to Program Owner Raymond Mills who had been absent during the past 2 months due to illness.

The committee expressed their condolences and concerns towards Nancy Ferree due to her recent loss.

Review/Approve Meeting Minutes of January 16, 2004
Panel member Sharon Lassar brought to the committee's attention that on page 3, under "Recommendation #2" a correction be made regarding the acronym, "TANF" it should read: "Temporary Assistance for Needy Families".

Once this correction is made, minutes were approved by consensus.

Review all Action Items from Previous Meeting
Not discussed.

Status Report on Elevated Recommendations
Program Owner Toni Cross reported that "Recommendation # 5, The IRS and ESL educators should collaborate on the development and promotion of a tax education curriculum that can be implemented in adult ESL programs across the nation", was currently being addressed and that she should have a final report on all elevated issues by the next MLI teleconference meeting. Action: To be added to the agenda for the MLI's March 19, 2004 teleconference meeting.

Guidance from Program Owner
Toni Cross asked the committee: "What are your expectations from the Program Owner?"

Language Block Information (Documents & Written Materials in other Languages)
Sharon Stetz shared that during the LITC National Conference, which she attended in December 2003, she learned of this concept from LITC Directors who mentioned that it has been their experience that the bable card, also known as the Language Block, is a very helpful tool to ESL individuals.

Stetz went on to mention that instead of a stuffer that would go out with IRS mailings, if there was a language card, that could be sealed on IRS envelopes, it would be clear if the recipient couldn't speak English to call a certain number for assistance in their particular language. 

This led to discussion among the members:

• Would this be on any particular correspondence or be a standard on all IRS envelopes?

• Assistant Program Owner Raymond Mills mentioned that perhaps a "disclaimer" would have to be placed.  Chair requested that this be clarified. Mills went on to mention that currently the IRS has in place some provisions whereby some of the notices and letters already inform ESL individuals where they may obtain assistance in their native language, which is currently Spanish only.

• Elizabeth Brodbine Ghoniem inquired: "Is the expectation, that there would be someone available at the number provided that would speak a particular foreign language?"  Toni Cross responded that currently with budget cuts these resources are not available.  Cross said this was a good idea for the future perhaps.

• Toni Cross suggested this needed clarification/more research if the committee decides to pursue this proposal. 

• There was mention also of checking a box, and there would be a toll free number whereby there would be an employee that speaks another language referenced on the envelope.  Would be nice if the 5 identified languages by the IRS would be mentioned.  Cross again stated "we are not at the point of placing 5 languages yet.  Currently "Spanish" is the only language that is being addressed."

• Cross also mentioned that there is currently a focus group that is looking at envelopes and their content and measuring the level of calls received in Spanish.

• It was also discussed if a certain glossy color would be used, this could be a good idea for the future.

• Meissner mentioned the idea of perhaps checking a language box on the 1040 tax return.  Mills thought this was an excellent suggestion.

Follow-up on LITC (Low Income Tax Clinics) Contacts
Chair Twomley mentioned that he heard from his local LITC in Alaska that they do not have funding yet for this year, and Program Owner Toni Cross clarified that all LITC's are currently funded.

Question arose on what could the committee do with LITC's and the language block issue.

Committee discussed briefly that perhaps a letter to Nina E. Olson, the National Taxpayer Advocate or to the LITC Director might be a formal approach.

Chair Twomley emphasized that the committee needs to identify means to communicate with the LITC's and make sure all the information that needs to flow, does flow. There needs to be a better form of communication.

After discussion it was agreed upon that Joe Meissner will draft a "Proposal on Ways to Work with the LITC's". Action: Meissner to draft a proposal on behalf of the committee. Also, an agenda item for the MLI's March 19, 2004 teleconference meeting.

Partner with Homeland Security (U.S. Citizen Packet- Tax Filing Responsibilities)- this topic will be tabled till the next meeting, upon DFO Nancy Ferree's return. Action: To be added to the agenda for the MLI's March 19, 2004 teleconference meeting.

MLI Referral-Tax Curriculum for English as a Second Language (ESL) Individuals
On February 13, 2004, Linda Bader sent by email, a draft of the "MLI Referral Form" for the committee to review before this meeting; although she would not be present she suggested that the committee discuss.

The committee chose to carry this item over to the next meeting, since not all members had had the time to review this draft recommendation.

Elizabeth Brodbine Ghoniem mentioned that on January 2, 2004, she had made some suggestions that have not been captured in the draft recommendation and promised to re-send this data to Linda Bader so that it is incorporated into the draft.

In the interim, the committee is to review and submit their comments directly to Linda Bader. Action: To be added to the agenda for the MLI's March 19, 2004 teleconference meeting.

"Draft Recommendation"- Partnering with the new "Financial Literacy and Education Commission"
Sharon Lassar stated that she would attempt to get this done shortly.

It was brought to Lassar's attention that the Area 1 Chair, Jim Grimaldi, was also working on this subject matter.

Lassar stated that she welcomed any comments or suggestions from the committee. Action: To be added to the agenda for the MLI's March 19, 2004 teleconference meeting.

News from the Staff
None

Public Participation/Input
None

Closing Assessment
Delford Jones mentioned that he recently met with the secretary of the Secretary of the Treasury John Snow and will be sharing as requested by Raymond Mills information discussed with this committee by email.

Chair Twomley stated that during the Joint Committee meeting, the TAP Director informed the TAP Committee chairs that 7 committees will be allowed to have a second face-to-face meeting.   Bruce stated to the Joint Committee his personal inclination to defer to the area committees but asked for the opportunity to consult with our MLI committee to see if any of our members saw a need for a second meeting.  Before the Joint Committee meeting ended, the additional monies had been claimed among area and issue committees.  Acting DFO Martha Curry stated that the TAP Director said that this committee can re-address the issue of a second face-to-face meeting if it is merited.

Assistant Program Owner Raymond Mills chimed in and inquired on what is the objective of the face-to-face meeting currently scheduled to be held in St. Louis, MO, on June 3 and June 4, 2004. He emphasized that the committee should think of "best practices" with the LITC's. Toni Cross also mentioned that the committee should be thinking of "cementing their legacy".

Emphasis should be made on having one constructive face-to-face meeting.  Mills inquired on how locked in are we with the June 3 & 4th dates.  Analyst De Jesus replied that originally the reason for having each committee locked in to a date was for planning purposes since most members participate on 2 committees and therefore, so that there would be no conflict. By having the dates scheduled until September/October 2004, one can plan better other activities. Acting DFO Curry also stated that the TAP Director likes to participate on as many face-to-face committee meetings as he can and by having the dates scheduled it is very beneficial to him.

Analyst De Jesus reminded everyone that St. Louis was originally selected in order to meet with the instructor that Linda Bader had been working with, Ms. Sally Sandy.  Based on conversations with Linda Bader there might be changes since the original plan.

Mills suggested that the committee consider to meet in a city where other languages are being served for example, as stated in Publication 4134, List of all the LITC's in the United States, in Jamaica, Queens, New York , the LITC there serves 7 languages: Chinese/Creole/Hindu/Korean/Russian/Spanish/Urdu. New York is an option that Mills supported as an alternate site instead of St. Louis , and the committee seemed to be in agreement.

Mills also suggested that in order to make the face-to-face meeting worthwhile, contacts with IRS personnel who deal with assisting ESL individuals might be beneficial as well as the committee works on their various recommendations,  various guests from IRS and LITC are possibilities. Personnel from the Homeland Security are another possibility.

Analyst De Jesus explained that she would need to work on a cost projection for New York and discuss with TAP Program Manager Ferree who is expected to return on February 23rd. This would then need to be approved by the TAP Director and shared with the committee to obtain their consensus by no later than the next meeting since she planned on working on coordinating this face-to-face meeting during the month of March 2004. Action for Inez- cost projection for face-to-face in New York and agenda item for the MLI's  March 19, 2004 teleconference meeting.

Chair suggested that communications between the committee may be made by emails.

Mills also suggested that agendas for the face-to-face meeting be worked on as soon as we know that the location will be changed.

Elizabeth Brodbine Ghoniem mentioned to everyone that Jim Grimaldi, Area 1 Chair, who is in New York, could be a guest as well since he is addressing similar topics as this committee is.   Elizabeth also suggested that Inez should check that there is no conflict with the upcoming political conventions that will be held in New York or for that matter any big event that might be a barrier to meeting in New York.

Confirm next meeting:  March 19, 2004 @ 1:00 PM EST
Before adjourning the meeting Chair Twomley confirmed the date and time of the next teleconference meeting and briefly reviewed what was discussed and tabled till the next meeting.