October 3, 2003
1:35 – 5:05
Washington, DC

Participants (Panel Members):

• Mary Balmer
• Phil Bryant
• Anthony DiMartino
• C. Morgan Edwards
• Charles (Skip) Eshelman
• John Hollingsworth
• William Murphy
• David Robinson
• Thomas Seuntjens
• Eileen Shuman
• George Sullivan
• Virginia Symonds
• Jeana Warren
• Nancy Ferree - DFO

Staff Members:

• Sallie Chavez (Recorder)

Not Present:

• Curtis Feese
• Robin Gausebeck

Guests/Program Owner:

• Jay Duffy, Program Analyst, Wage & Investment, Single Point of Contact
• Michael Chesman, Small Business/Self-Employed, Director, Office of Taxpayer Burden Reduction

WELCOME
Committee Chair Phil Bryant welcomed everyone. He stated that the committee has come a long way since we started last October. He would like to have a copy of the new CP-2000 sent to all the committee members when it is finally in use. TAP Analyst Sallie Chavez advised the committee that is would not be until November 2004 till it would be used. Since some committee member's term would be up, the staff would provide copies when available.

INTRODUCTION OF GUESTS
Committee Chair Phil Bryant introduced guests. Program Owner Jay Duffy made a brief statement about his role at this meeting. He is only representing Jim Cesarano at this meeting. Michael Chessman stated that his division is taking some of the responsibilities for notices since they cross over between Wage and Investment and Small Business/Self-Employed.

INTRODUCTION OF COMMITTEE MEMBERS
Committee Chair Phil Bryant introduced the two (2) new committee members. They introduced themselves and then the rest of the panel introduced themselves.

REVIEW & APPROVAL OF PREVIOUS MINUTES
Minutes were reviewed and approved by consensus.

REVIEWS OF OPERATING PROCEDURES (QUORUM)
TAP Program Analyst Sallie Chavez reported that the previous quorum for the committee was 2/3. Since there are additional members of the committee it was not certain that the committee wanted to keep this as quorum or to change it to another number. The committee discussed the issue and decided to change quorum to 50% plus 1. Change to the Operating Procedures will be made.

COMMENTS FROM PROGRAM OWNER
Acting Program Owner Jay Duffy stated that the planning for the Dynamic Project Team is in the works. They are planning to have meeting in October and November and are planning on inviting committee members to participate. They are not sure what parts they will want participation but will contact us when they want assistance.

Committee Member Eileen Shuman asked what happened to the input the committee made on the CP-71 during the meeting in Austin in February. Committee Member Tony DiMartino stated the team was not aware of any input.

Committee Member Tom Seuntjens asked to have an action item put in the minutes to capture this item.

ACTION ITEM: Jay Duffy will check with Jim on what happened to the input from the committee.

Designed Federal Official (DFO) Nancy Ferree stated that the committee would work through the entire process. Jay Duffy acknowledged that this is correct.

Committee Chair Phil Bryant stated he would like to have the procedures for when the committee gets involved for input into the notices.

ACTION ITEM: Jay Duffy will get a copy of the procedures.

Program Owner Jay Duffy stated that this DPT has a contractor as part of the team. They have a document that could be what the committee wants.

Committee Member Tom Seuntjens would like for the committee to work more than one notice. He would like more than one with several months to review the notice.

ACTION ITEM: What is in the future for the selection of notices?

Committee Member Mary Balmer asked where in the process the committee would provide input? Committee Member Morgan Edwards also wanted to know where we “plugged in” to the notice.

Program Owner Jay Duffy stated that during a DPT, it takes several months to rewrite a notice. After the notice is in its first rewrite they would like to have the committee's input. Since this is a new process, the IRS wants to see how this DPT works before they start another one.

Committee Chair Phil Bryant wants the committee to work on more than one notice. Committee Member Morgan Edwards stated that the priority list that was created by the Strategy Group could be used to start working on notices. Committee Member Eileen Shuman commented that it was not the job of the committee to do that. She said the Program Owners should be giving the committee assignments. Even some Area committees are working on Notices. Committee Chair Bryant stated that the items worked by the areas don't fit into our committee. Committee Member Tom Seuntjens stated that in most cases it would be best to have the areas work notice issues. Committee Chair Bryant said if we can't get more work from the Program Owners maybe we should ask for area referrals.

Program Owner Jay Duffy said that there was going to be a Notice Process Improvement Initiative Team (NPIIT) set up to look at notice process. This team will look at standardization of the notices such as fonts and placement of information on notices. Committee Chair Phil Bryant asked if TAP would be involved with this NPIIT? Designated Federal Official (DFO) Nancy Ferree stated that Program Owner Jim Cesarano assured us that TAP would be involved in one way or another. Committee Member Tom Seuntjens said that standardization is something the committee should be involved with as the committee reviewed some notices in February and made some suggestions on standardizing the forms.

Committee Member Dick Murphy stated that the use of standardization should be used first to revise a notice. Program Owner Jay Duffy stated that not all notices could use the same format.

DYNAMIC PROJECT TEAM (DPT) REQUIREMENT MEETING
Committee Member Tony DiMartino reported that he and Committee Member Virginia Symonds attended a DPT Requirement Meeting on September 30, 2003 in the Federal Building in New Carrollton, MD. He said it was a wonderful team that included the contractor. He appreciated Jay Duffy's help. He presented the committee member with his report (report is attached to these minutes).

Program Owner Jay Duffy stated that the DPT was looking at the CP71, which is a reminder notice that is sent to the taxpayer at their last known address. This notice is sent after all other notices have been sent. DFO Nancy Ferree explained that every action has been taken to try and collect the tax. All collection action has been suspended.

Committee Member DiMartino asked at what point is a lien filed - $5,000.00? DFO Nancy Ferree stated it's a judgment. The lien is filed to protect the government's interest.

Committee Member Virginia Symonds said this notice is not cost effective. It is very expensive to issue. However, this notice is a legislative mandate.

DFO Nancy Ferree explained that notices are issued for the ten (10) year statute. The account could come out of the suspended status based on filing of a tax return. Committee Member Tom Seuntjens said this goes further than the committee should handle.

Committee Member Virginia Symonds gave her report on the meeting (report is attached to these minutes). She said they were looking at the format of the notices. The team was not familiar with TAP however they wanted to share and have TAP involved. They would like to have TAP change the legislation so that this notice would not have to be issued. Committee Member Tom Seuntjens stated that IRS does not have the ability to change legislation. TAP can't change tax law. Most Congressional Legislators will not change tax law for an individuals. TAP members cannot change tax laws but it can be done as a private citizen.

Committee Member Skip Eshelman stated that IRPAC ( Information Reporting Program Advisory Committee) has the ability to change legislation.

Committee Member Dick Murphy asked for an explanation of the low response rate. Committee Member Virginia Symonds state that taxpayers didn't want to pay. DFO Nancy Ferree added that there are several reasons: taxpayers can't pay, taxpayer don't have the money or the taxpayers can't be located. Michael Chesman stated that this notice is a problem. Interest keeps growing and the amount gets larger each year so it's a dual problem.

Committee Member Jeana Warren asked what value could the TAP add? DFO Nancy Ferree stated that the committee could provide input into the rewriting of the notice. Michael Chesman added that the committee could add things that need to be addressed. He stated there was a GAO report that stated that there was not enough input on forms and publications. Committee Member John Hollingsworth stated that changing the notices would not increase collection. Committee Member Tom Seuntjens said that the committee would take the necessary action requested from the Program Owners. He thinks we should move on.

Committee Chair Phil Bryant said that rewriting may help to make taxpayer understand and maybe they will pay.

Committee Member Morgan Edwards would like meaningful work that the committee can get the biggest buck. Committee Member Tony DiMartino said that all the committee could do is continue and give the Program Owner support.

By consensus it was agreed to accept Committee Member Tony DiMarino's Report.

SCHEDULE MEETINGS FOR NEXT YEAR
Committee has held meetings on the 4th Wednesday of the month at 12:00 ET. The Committee agreed to the same time except if there was a holiday involved. The entire year was schedule out including the two face-to-face meetings scheduled for February 27 & 28 and June 25 & 26. Location of the face-to-face meeting was discussed but not decided. Will decide on the location at a future meeting.

ELECTION OF NEW CHAIR AND VICE CHAIR
Committee Chair Phil Bryant stated that he had a wonderful year as chair of the committee. He would like to see the responsibility expanded and select a new chair. Vice Chair Morgan Edward stated that he as well would like to spread it around.

Committee Chair Bryant stated that he would like to see three (3) subcommittees and have the Program Owners challenge the committee.

At this point TAP Program Analyst Sallie Chavez asked for nominations for chair. There were several nominations however the nominees declined the nomination. Finally Committee Member Skip Eshelman was nominated and he accepted the nomination. There were no other nominations and it was agreed by consensus to have Committee Member Skip Eshelman as Committee Chair.

TAP Program Analyst Sallie Chavez asked for nomination for vice chair. Committee Member Eileen Shuman was nominated for vice chair. The nominations were closed. It was agreed by consensus to have Committee Member Eileen Shuman as Vice Chair.

OTHER COMMENTS
Committee Member Dick Murphy asked exactly what was the mission of the group? Can the committee work on anything related to notices? DFO Nancy Ferree stated that the committee is directed by the Program Owners. Committee Member Phil Bryant stated that the committee is to review documents given to the committee by the Program Owners. Committee Member Tom Seuntjens added that we could ask the Program Owners if something can be worked.