Volunteer Income Tax Assistance (VITA) Committee
Teleconference Meeting Minutes
February 6, 2007 12 PM – 1 PM ET

Designated Federal Official
Sandy McQuin, TAP Manager

Program Owner
Billy Hubbard, Territory Manager, Stakeholder Partnerships, Education and Communication (SPEC)
Libby Blair, Chief, Oversight and Analysis, SPEC Field Operations, Communication, Assistance, Research, and Education (CARE)
Jeff Bledsoe, Chief, Individual Marketing Services, SPEC
Cindy Jones, Acting Chief, Quality Assurance, SPEC
Lynn Tyler, Tax Analyst, Oversight and Analysis

Committee Members Present
Sandra Bland, Minnesota
Paul Brubaker, Pennsylvania
Patricia Bryant, Tennessee
Emilio Cecchi, Maryland
Elizabeth Colvin, Texas
Laura Criel, New Mexico
Paul Duquette, Chair, Wisconsin
Harvey Epstein, New Hampshire
Harold Gadon, Rhode Island
Carolyn Hutchinson, North Carolina
Hank Mosler, Florida
Richard Rousseau, Vice-chair, Texas

TAP Staff
Barbara Toy, Program Analyst
Isai Pallango, TAP Staff Note Taker

Visitor
Gil Yanuck, Panel Member
Ferd Schneider, Ohio
Donna Tremblay, Georgia

Paul Duquette opened the meeting by welcoming members and requesting all panel members introduce themselves and provide personal background.  It was noted all panel members shared personal information.

Quorum met.

Billy Hubbard stated he was looking forward to a prosperous year meeting with all VITA Committee members.  Hubbard introduced the rest of the SPEC staff.

Duquette reviewed the meeting agenda.  The VITA minutes from the Annual Meeting in Washington DC were approved by consensus.

DECISION:  December 13, 2006 VITA Committee Minutes were approved by consensus.

Billy Hubbard requested all panel members who coordinated training or took the VITA training provide him along with proper IRS personnel feedback.  It was mentioned that all committee members should have received the overview of the subcommittee document from Duquette.  The document is a draft and he anticipates participation from panel members in finalizing it.

Gil Yanuck from Area 7 Committee shared that he runs the tax aid program in Northern Nevada and he is looking forward to helping the VITA Committee again this year.

Agenda Topics

Billy Hubbard welcomed questions or suggestions from all panel members.  

Ferd Schneider provided his observations of the testing.  Publications 678 and 678W, Volunteer Student Guide and Workbook, were much better than in the past   AARP in Cincinnati Ohio does not accept the testing certification through Link & Learn so he also had to complete a paper test.  It was also noted that changes in the testing and the raised standards caused many volunteers to have to re-test.  These changes were observed as appropriate and a good learning experience.  Hal Gadon and Pat Bryant agreed with Schneider.

Henry Mosler requested that the Internal Revenue Service (IRS) Program provide information on the usage of Link & Learn and could the VITA Committee assist in increasing its usage.  Hubbard stated that Link & Learn is currently used within his territory to certify SPEC personnel for Basic, Intermediate, Advanced, Military and International tax preparation.  Cindy Jones added that all SPEC staff use Link & Learn to certify at the same level as their partners so they are able to quality review all returns and provide support.  Libby Blair stated that SPEC’s preference is that all SPEC personnel and partners use Link & Learn for certification.  However, it is not a requirement since some volunteers and staff do not have internet access. 

Elizabeth Colvin reported that her site is piloting Process Based Training (PBT).  It is the only way her site can train the number of volunteers needed in the limited amount of time the volunteers have available.  Paul Brubaker is also piloting PBT.  One group of returning volunteers did not have enough computers available so the use of the software was only referenced.  Another group of new volunteers used PBT.  Brubaker liked the flow of the training because it follows the Form 1040, U.S. Individual Income Tax Return.  Four students used Link & Learn on their own and then attended a four-hour workshop to do problems.  Brubaker stated that one drawback of the PBT is there is not enough problems so they had to supplement the training.

Mosler stated to make the pilot testing successful; the IRS needs to have the appropriate structure and measures.  Cindy Jones agreed and will share additional information regarding the pilot via e-mail in the near future.

Duquette requested the Training Subcommittee leader, Paul Brubaker, notify all VITA panel members via e-mail of subcommittee meetings so all can comment on their experiences.  The subcommittee will meet on Friday, February 23, 2007 at 11 a.m. Eastern Standard. 

ACTION:  Paul Brubaker will send out a reminder email regarding the February 23, 2007 Training Subcommittee meeting.

Hubbard stated that the focus of this subcommittee is to assess and recommend methods to overcome barriers to electronic filing within targeted areas.  For example, Jeff Bledsoe stated that the military volunteer return preparation program is at 97 percent E-file, but other areas are in need of increased e-file usage.
 
Blair stated that the current grant program does not have built in support for electronic filing and she is looking to the subcommittee to formulate a strategy to overcoming electronic filing barriers.  Blair and Lynn Tyler will work with the E-filing Subcommittee.

Hubbard stated that the SPEC business model is not happening right now and will not be until April or May.  He recommended the branding issue be removed from under the business model and become a stand-alone subcommittee.  Jeff Bledsoe and Hubbard will work with subcommittee members on this issue.

ACTION:  Barbara Toy will work with members by email to set the time and date for the e-filing and Branding Subcommittees.

Sandy McQuin stated that face-to-face meeting will be held in San Antonio Texas on May 21-23, 2007; this decision was based on cost comparison figures.  It was also noted that McQuin will be leaving TAP for a period of four months on a detail to the Low Income Tax Clinic office.

Duquette stated that this will be the time for members to raise VITA issues not covered under the focus of the subcommittees to SPEC.  It will also be a time for members to comment on the meeting. 

Next meeting March 6, 2007 at 12 Noon ET

• December 13, 2006 VITA Committee Minutes were approved by consensus.

• Paul Brubaker will send out a reminder email regarding the February 23, 2007 Training Subcommittee meeting.
• Barbara Toy will work with members by email to set the time and date for the e-filing and Branding Subcommittees.