December 18, 2002
Teleconference
Noontime - EST

Participants (Panel Members):

• Phil Bryant, Chairperson
• Sallie Chavez (Designated Federal Official)
• Anthony DiMartino
• C. Morgan Edwards, Vice-Chair
• Charles (Skip) Eshelman
• Curtis Feese
• Robin Gausebeck
• Glenn Hall
• William (Dick) Murphy
• David Robinson
• Thomas Seuntjens
• Eileen Shuman
• George Sullivan
• Virginia Symonds
• R. Jeana Warren

Staff Members:

• Inez E. De Jesus (Recorder)
• Nancy L. Ferree

Guests:

• James (Jim) A. Cesarano, Program Analyst, W&I, Single Point of Contact
• Lisa Neuder, CCH (Commerce Clearance House) Incorporated
• Amy Hamilton, Tax Notes

Welcome and Announcements/Roll Call
Chairperson Phil Bryant began meeting timely by welcoming all participants, and guests, and by wishing all a "Merry Christmas"!

Also, Chairperson Bryant welcomed Vice-Chair C. Morgan Edwards back since he recently underwent surgery. Mr. Edwards provided an update on his current health condition and thanked everyone for their concerns.

Note taker De Jesus took the roll call; quorum of at least 10 committee members present was met, and Committee Member Tom Seuntjens reminded all that according to parliamentary procedures, quorum was mostly important during decision-making meetings.

Review/Approve Minutes of November 27, 2002 Motion to accept minutes was made by Committee Member George Sullivan, and motion was second by Dick Murphy; no objections, these minutes were accepted by consensus.

Topic of Meeting
Location for face-to-face-meetings: after a brief discussion and input provided by Analyst Jim Cesarano and Designated Federal Official (DFO) on the top 5 locations (Jacksonville, FL., Austin, TX., Kansas City, Dallas and Atlanta, GA,) the committee agreed by consensus that Austin, Texas would be the location for their first face-to-face meeting.

Dates: February 21 & 22, 2003. (Travel day Feb 20th, & afternoon of Feb 22nd 2003)

Structure of Meeting:

• Friday, Feb 21, 2003-whole day
• Saturday, Feb 22, 2003-half a day

Action Item: Arrangements will be made so that the committee may visit the Austin Service Center with the purpose of observing the processing of notices. The committee expressed a desire to tour a facility even if they do not produce notices.

Action Item: DFO Chavez is to contact Area 5 Local Taxpayer Advocate Diane Glass and arrange conference call for Chair/Vice-Chair, in order to begin the planning stages.

Action Item: Create an agenda for Face-to-face meeting in Austin, Texas. (DFO, Chair, Vice-Chair, & Tom Seuntjens.)

Action Item: Arrangements will be made with the hotel where committee will be lodging to hold "public meetings" at their location, if possible.

Action Item: A sub-committee will be created with the purpose of reviewing the process of what goes on regarding Notices at the Atlanta Service Center.

Action Item: The committee requested data regarding "high volume notices" prior to the February 21/22, 2003 meeting.

Invitation to attend face-to-face meeting in Austin, Texas was extended to Program Analyst Jim Cesarano and he accepted.

Sub-committee Report

Program Analyst Jim Cesarano shared with the committee what was currently being worked on regarding Notices. He emphasized the following:

1. How can we market notices?
2. Tax statements are still not clear.
3. **The Interest and Penalty Attachment to Notices sent still needs work on.
4. Little areas still remain being major issues.

The Plain language website was shared with all again: www.plainlanguage.gov

**Item #3, listed above, Interest and Penalty Attachment to notices sent, needs to be reviewed and redesigned with "plain language" in mind.

Creation of Additional Sub-committees

Suggestion was made to engage 2 to 3 members in subcommittees by no later than February 2003 with the purpose of conducting research, and having reports available for all to review.

"Top 10 Notices"- review those that have already been redesigned. (Highest volume)
The following were briefly discussed during conference call:
CP 12-Math Error- Overpayment of $1.00 or more- 3½ Million distribution
CP 14-No Math Error- Balance due of $5.00 or more-
CP 11-Math Error- Balance due- 1 ½ million distribution

Action Item: Program Analyst Jim Cesarano will email the Top 10 Notices that the IRS is currently working on to DFO Chavez who will share this information with the committee.

Committee will identify Top 5 Notices that the committee would like to be engaged in.

Summary:

1. The committee is to classify notices: a) overpayment, b) balance due, c) refund transcript and create 3 subcommittees to work on each one.
2. These 3 subcommittees need to review the notices that have already been redesigned and also to ensure that there is no overlapping of efforts.
3. The emphasis should be on reviewing the next ones that are waiting to be redesigned. The committee is to decide on First and Second choice.
4. By next meeting, January 22, 2003, these will be agenda item topics.

Meeting Closing Remarks
Guest Participant Lisa Neuder from CCH, requested that she be sent copies of previous minutes today, and she was promised that these would be sent to her.

Chairperson thanked all participants and wished all a Great Holiday.

Next teleconference call is scheduled for January 22, 2003 at Noontime, EST. The dial-in number and Participant's code remains the same.