Notices Issue Committee
March 14 - 16, 2007
Atlanta, Georgia

March 14, 2007
March 15, 2007
March 16, 2007

Members in Attendance:
  
Max Scott, Baton Rouge, LA (present 3/14, 15 & 16)
Warren Wong, Rochester, MN (present 3/14, 15 & 16)
Chuck Tice, Blytheville, AR (present 3/14, 15 & 16)
Benson Chapman, Wayne, NJ (present 3/14, 15 & 16)
Howard Stahl, Los Angeles, CA (present 3/14, 15 & 16)
Ed Uhrig, Lusk, WY (present 3/14, 15 & 16)
Mary Suther, Dallas, TX (present 3/14, 15 & 16)
Lee Congdon, Washington, DC (present 3/14, 15 & 16)
Lee Stieger, Leavenworth, KS (present 3/14, 15 & 16)
Steve Fulkrod, Bel Air, MD (present 3/14, 15 & 16)
Patrick Mitchell, Provo, UT (present 3/14, 15 & 16)
J.T. Wright, Carrollton, GA (present 3/15 & 16)
Joe Hurr, Dayton, OH (present 3/15 & 16)

Staff:

Nancy Ferree, TAP Program Manager (DFO) (present 3/14, 15 & 16)
Sallie Chavez, TAP Program Analyst (present 3/14, 15 & 16)
Bernie Coston, TAP Director (present 3/14 & 15)
Jim Cesarano, IRS Program Owner Representative (present 3/14, 15 & 16)
Anita Fields, TAP Secretary (present 3/14, 15 & 16)
        

Susan Gilbert, Senior Program Analyst, Atlanta, GA (present 3/14)
Robin Tuczak, Teleconference (3/15)
Bridget Mallon, Teleconference (3/15)
Laurence Williams, Teleconference (3/15)
Jerry Douglas, (present 3/15)
Frank Jones, (present 3/15)
Ann Gelineau, (present 3/15)
Sharon Tafoya, (present 3/15)
Geoff Gerbore, (present 3/15)
Lisa Phillips, (present 3/15)

MARCH 14, 2007

Committee Chair Max Scott welcomed everyone.

INTRODUCTIONS OF PANEL

All Committee Members introduced themselves to the group.

APPROVAL OF MEETING MINUTES

• December 12, 2006 meeting minutes were approved with changes.
• January 16, 2007 meeting minutes were approved with changes.
• February 1, 2007 meeting minutes were approved with changes.
• March 1, 2007 meeting minutes were approved with changes.

Warren Wong suggested that we strive to approve minutes at next meeting.

NATIONAL OFFICE REPORT

TAP Director Bernie Coston gave the following report:

Gave update on recent TAP activities and the Town Halls in Brooklyn, Omaha, and Tempe.  TAP will take part in Tax Forums. Bernie also suggested to have Face-to-Face for next year in Detroit and or Ogden so new members can tour print site.  He also emphasized to the members that recruitment starts Mon 3/19 until 04/30/2007.

PROGRAM OWNER REPORT

Jim Cesarano gave his presentation.  He explained about the terms, notices, forms, and correspondence.  All those terms really refer to Public Use Documents.

Subcommittee Report
Max discussed progress report for subcommittees. Each subcommittee should agree to have a report to the Chair by the end of the month so he can keep up to date on subcommittee progress.

Max asked Sallie to post quarterly reports on Tap Space.

DAT- Since lead was not present; Sallie advised what the team will do on Friday during DAT training.  Jim Cesarano advised about the next group of notices to be scored.  Max explained what the DAT scoring is about.  Jim explained how each IRS operating function expects different input on forms.  They are asking TAP to look at forms just as citizens would.

Forms Assessment Tool (FAT), Warren thinks a separate assessment tool is need to assess forms.  Any panel member can be on the subcommittee.

Max appointed a FAT subcommittee and assigned Ben Chapman, Lee Stieger, Howard Stahl and himself as the lead.

DPT- Ed states no report, but will have work tomorrow.

Stuffer Project- Lee Congdon gave report, new lead will be appointed.  He suggested a pilot program be established to develop a user profile to meet needs of Taxpayers.  Max requested a write-up from Lee to pass this project forward.

Direct Mail Marketing- Presentation to be delivered tomorrow.  It is a long term project and language is a real issue.  Treating taxpayers differently due to language or disability is another real issue.

Vision Impaired- Mary Suther gave update on her activities to address the blind and disabled persons.

Combined Testing & Forms- Ben and Neil were the only members present from last committee, therefore no report at this time.

STANDARDIZATION GUIDE

Sallie gave presentation on Language Standards- common style issues; she also solicited input on the language standard, common style guide.

CLOSING REMARKS

Committee Chair Max Scott asked the group for any comments

Lee Congdon announced he is taking a new job in a new city and must resign from TAP at the end of March.

MARCH 15, 2007

WELCOME/ANNOUNCEMENTS

Committee Chair Max Scott opened meeting.

DIRECT MARKETING- Lee Congdon gave presentation on Direct Marketing.  Panel members wanted to know if presentation can be place on TAP Speak.  Jim Cesarano gave background as to how this issue/activity came about by IRS.

TAS BRIEFING- Bridget Mallon, Robin Tuczak and Laurence Williams conducted a briefing on Form 12153, Request for a Collection Due Process or equivalent Hearing.  to Panel members.  Teleconference initiated and panel members and others participated.

Subcommittee was formed to address Form 12153, Chuck Tice lead, Neil Mitchell, Steve Fulkrod, and Warren Wong appointed.  Sallie Chavez is to assist.  First cut April 15th.

TIGTA- Jerry Douglas and Frank Jones (Audit managers) gave a brief overview on the different types of audits that are conducted and how it benefits the taxpayers.  Primarily audits of customer service areas of IRS (i.e.: phones, ETA, walk-in offices and notices).  Panel members gave several recommendations on how IRS can provide better service to all section 508 taxpayers.  Jim asked TIGTA to define the task they want done.  J.T. suggests TIGTA provide information on executive summary to TAP web site.  TIGTA agreed to provide all reports.  TAP will give schedule of periodic meetings to TIGTA.

Addressed by Program Owner - Ann Gelineau and Shawn Tafoya briefly touched on the visibility (user) testing. It was also noted that  50% of the indigent don’t have net access at home.  Ann also commented on what TAP does and how they add value to the Notices function.

Exam Issues - Lisa Phillips and Geoff Gerbore from exam touched on the process of EITC exams.  They primarily talked about Earned Income Tax Credit (EITC).  It was stated that EITC refunds are held pending EITC audits.  Geoff announced that it was 2 notices that his office wants input on. They are CP75 and 886.

Meeting adjourned.

MARCH 16, 2007

WELCOME/ANNOUNCEMENTS

Committee Chair Max Scott asked Sallie to prepare a to-do list and circulate it to everyone.  He wants it to include subcommittee list of all committees and its members

Mary Suther asked what is “charge” from TIGTA?  Max asked Mary to please come up with a subcommittee goal.

DAT SCORING
Sallie began the process of DAT scoring.

Jim covered issues that came up with DAT.  He distributed a 2 pg document titled “Scoring IRS Notices Using the Document Assessment Tool”.   We will post to TAP Space; also see Document #2 “DAT Scoring Standards” also to be posted to tapspace.

Jim mentioned that when a low score is given to please give recommendations on how the score can be raised.  He also stated that Geoff and Lisa don’t want TAP to evaluate their own work.

DAT is licensed for IRS use and can be used to score documents.  It can’t be used outside the IRS.

Sallie explained the use of the DAT and how the TAP uses it to score documents (i.e., letters, forms, documents and correspondence).  Items are prioritized and then scored.

Sallie will send the CP. 23, 24, and 25 to the DAT scoring subcommittee.

Panel members were placed in teams of three and did some scoring.

Subcommittee reported out and all four teams reported out on the notices scored.

CLOSING REMARKS

Committee Chair Max Scott expressed Bernie’s appreciation for the members’ participation and cooperation.

Next teleconference is scheduled for April 5, 2007.