Decision No. 45/2018/QD-TTg on meeting regimes in management and administrative activities of state administrative agencies

Pursuant to …;
Regulations on meetings in management and administrative activities
of agencies under the state administrative system

___________

Pursuant to the Law on Government Organization dated June 19, 2015;

On the basis of the Ordinance on Implementation of Democracy in Communes, Wards, and Towns dated April 20, 2007;

Pursuant to Decree No. 138/2016/NĐ-CP dated October 1, 2016 of the Government promulgating the Working Regulations of the Government;

At the proposal of the Minister, Head of the Government Office;

The Prime Minister issues this Decision to regulate meeting regimes in management and administrative activities of agencies under the state administrative system.

PART I
GENERAL PROVISIONS

Article 1. Scope of Regulation

1. This Decision regulates meeting regimes in management and administrative activities of agencies under the state administrative system.

2. Meetings of the Prime Minister and Deputy Prime Ministers shall be conducted in accordance with the Government's Operational Regulations and the principles and procedures for organizing meetings stipulated in this Decision.

3. Sessions of the Government, sessions of People's Committees at all levels, citizen reception meetings, meetings of investigation, inspection, audit agencies with agencies and organizations under the state administrative system, press conferences, international meetings, seminars, scientific roundtables are not within the scope of regulation of this Decision.

Article 2. Applicability

1. The Prime Minister, Deputy Prime Ministers; advisory and inter-ministerial coordination organizations established by the Prime Minister.

2. Ministries, ministerial-level agencies, and their affiliated administrative organizations; Ministers, Heads of ministerial-level agencies; Heads of administrative organizations directly subordinate to ministries and ministerial-level agencies.

3. Chairpersons of provincial and centrally-administered city People's Committees; Chairpersons of district, county, town, and centrally-administered city People's Committees at provincial level; Chairpersons of commune, ward, and town People's Committees.

4. Specialized agencies and their Heads under provincial and centrally-administered city People's Committees (hereinafter referred to collectively as provincial People's Committees); specialized agencies and their Heads under district, county, town, and centrally-administered city People's Committees at provincial level (hereinafter referred to collectively as district People's Committees); advisory and inter-ministerial coordination organizations established by provincial and district People's Committees.

Article 3. Explanation of Terms

In this Decision, the following terms shall be understood as follows:

1. Meeting, conference (collectively referred to as meeting) is a form of state administration activity, a method of handling work matters through which the Head of a state administrative agency directly leads, directs, and manages the resolution of tasks within the functions, duties, and powers of the agency as prescribed by law.

2. Advisory meeting is a meeting where the Head of a state administrative agency listens to and exchanges opinions, proposals, and recommendations from the Heads of subordinate agencies and units, experts, and scientists to gather sufficient information and additional bases before making decisions within their functions and authorities.

3. Work resolution meeting is a meeting between the Head of an upper-level administrative agency and the Heads of subordinate agencies or units or staff members of the agency to resolve regular work matters or discuss and resolve difficulties in management and administrative activities; unify guidance opinions to resolve important and complex tasks related to multiple levels and sectors; handle contents with differing opinions before issuing decisions, contents exceeding the authority of lower levels, or to evaluate the implementation of tasks and work of lower levels on-site.

4. Professional meeting is a meeting to exchange and discuss technical, professional, program, plan, and report-related issues.

5. Handover meeting is a meeting of state administrative agency leaders to grasp the situation of task implementation; exchange opinions and implement guidance to resolve regular work matters.

6. Coordination meeting to handle work is a meeting chaired by someone delegated by the Head of a state administrative agency to meet with relevant agencies to exchange issues with differing opinions, unify opinions to submit to the competent authority for examination and decision-making on work matters.

7. Training and deployment meeting (training conference) is a meeting to consolidate and unify understanding and action regarding the content and spirit of major policies and guidelines of the Party and State within agencies, units, or specific sectors and localities.

8. Mid-term and final review meeting (mid-term and final review conference) is a meeting to review and assess the situation and results of task implementation over six months, annually, or during a certain period, and to discuss directions and tasks for the next six months, year, or period for agencies, units, sectors, or localities.

9. Special topic meeting is a meeting to discuss and implement mid-term and final reviews on the implementation of significant policies nationwide, in some localities, or in specific sectors and fields.

10. Face-to-face meeting is a meeting format where the chairperson and participants are present at the same location, in the same meeting room to organize the meeting.

11. Online meeting is a meeting format conducted through the application of software, websites, or teleconferencing systems via dedicated data networks, internal networks (WAN), or the Internet, allowing participants in different locations to join the meeting remotely, enabling them to hear, speak, and see each other as if they were in the same meeting room.

12. The meeting chairperson is the Prime Minister, Deputy Prime Ministers, or the Head or Deputy Head of the agency or organization specified in Article 3 of this Decision who conducts the meeting and concludes it with an opinion.

13. A meeting participant is one of the following: invited to attend the meeting; representative of the agency or unit invited to attend the meeting; authorized to attend the meeting.

14. A meeting of a Minister or Head of a ministerial-level agency is a meeting chaired by the Minister or Head of a ministerial-level agency, or by the Deputy Head of a ministerial-level agency assigned to chair the meeting.

15. A meeting of the Chairman of a People's Committee is a meeting chaired by the Chairman or Vice-Chairman of the People's Committee.

Article 4. Principles for organizing meetings

1. Handling tasks within the assigned authority, independently and responsibly; superiors shall not interfere with tasks under the jurisdiction of subordinates, and subordinates shall not transfer tasks within their jurisdiction to superiors for resolution.

2. Adhering to laws, concentrating on democratic principles; ensuring transparency and confidentiality according to legal provisions.

3. Organizing meetings according to work plans or when truly necessary, in accordance with the nature, requirements, and content of the issues and tasks to be resolved; taking into account the organizational structure and operational characteristics of each type of agency or unit.

4. Clearly defining the purpose, requirements, content, and participants; emphasizing and strictly implementing individual responsibilities in directing, chairing, and participating in meetings, as well as the responsibilities of agencies and units providing support services for meetings.

5. Integrating and combining various types of meetings with related contents reasonably; promoting the application of information technology in organizing meetings; improving and simplifying procedures for organizing meetings; ensuring quality, effectiveness, practicality, economy, avoiding ostentation and formalism.

6. Not affecting other official activities of agencies, organizations, and authorized individuals, nor the acceptance and processing of administrative procedures for citizens and organizations as stipulated by law.

Article 5. Responsibilities of heads of state administrative system agencies in enhancing the quality and effectiveness of meetings and practicing thrift in organizing meetings

1. Implementing the application of science and technology, primarily information technology, in leadership, guidance, and management work. Information collection, exchange, and coordination mainly take place through online platforms. Strengthening and expanding online meeting formats.

2. Regularly inspecting the operations of subordinate agencies and units in complying with legal provisions and superior directives, directly addressing and resolving emerging tasks within their jurisdiction.

3. For complex matters requiring cooperation among multiple levels and sectors, or where there are differing opinions, entrusting the head of the advisory and consolidation agency to convene coordination meetings to unify handling solutions before considering decisions or submitting them to authorized bodies for review and decision.

4. Adhering to regulations and being responsible for organizing meetings; clearly concluding the content of meetings; monitoring, urging, and inspecting the implementation of conclusions and directives issued at meetings, promptly addressing newly arising issues.

5. Strictly guiding the use of funds for meetings in accordance with legal provisions.

Article 6. Situations Where Meetings Shall Not Be Held

1. Holding meetings to resolve regular tasks during natural disasters or emergency situations.

2. Holding meetings to resolve tasks that have been delegated, decentralized, or entrusted to lower-level administrative heads for resolution.

3. Holding meetings to resolve tasks that are legally required to be resolved through other means rather than meetings.

4. Holding meetings to hear reports on the performance of subordinate agencies and units instead of conducting direct inspections.

5. Combining meetings with tours, exchanges, vacations, or using meetings to organize recreational activities for officials, civil servants, employees, and workers.

Chapter II
PROCEDURES FOR ORGANIZING MEETINGS

Article 7. Determining the form of meeting organization

1. Based on the content, scale, participants, technical and technological conditions, the person in charge of the meeting decides on the form of organizing either an in-person meeting or an online meeting to ensure efficiency, convenience, cost-effectiveness, and state secrecy.

2. Expanding the form of online meetings for meetings with many participants, specifically:

a) Regular coordination meetings, work resolution meetings between the Chairman of the People's Committee at higher levels and the Chairman of the People's Committee at lower levels; meetings between agencies under ministries and agencies equivalent to ministries with units under their jurisdiction in localities;

b) Meetings to implement tasks and work programs, mid-term and final review meetings organized by ministries and agencies equivalent to ministries within the entire sector; final review meetings of the locality organized by the Provincial People's Committee;

c) Special topic meetings organized by the Prime Minister, ministries, agencies equivalent to ministries, and the Provincial People's Committee;

d) Training meetings organized by ministries, agencies equivalent to ministries, and the Provincial and District People's Committees;

đ) Meetings to solicit opinions on projects, proposals, draft documents organized nationwide or within provinces and centrally-administered cities;

e) Other meetings convened according to the requirements of the organizing agency or unit.

Article 8. Preparing the content of the meeting

1. The person in charge of the meeting assigns the agency or unit to prepare the content of the meeting, including the participants, time, content of the meeting, and the conclusion plan if necessary.

2. Issues related to the content of the meeting and matters requiring discussion and solicitation of opinions must be fully prepared in writing before the meeting and have instructions on circulation scope and confidentiality level.

For lengthy documents with multiple contents, in addition to the full text version, a summary of the content must also be prepared.

Article 9. Meeting Invitation Letter

1. The meeting invitation letter must clearly state the following:

a) The person in charge;

b) Participants in the meeting;

c) Contents, time, and location of the meeting;

d) Specific requirements for participants;

đ) Contact point for information about the meeting;

e) Signature or digital signature of the head of the agency or unit convening the meeting.

2. The meeting invitation letter must be sent to the agency or individual invited to participate at least three working days before the meeting date, except in cases of emergency meetings.

3. After receiving the meeting invitation letter, the agency, unit, or individual invited to participate must confirm their participation through the contact point for information about the meeting via official email, personal phone, or the document management system of the administrative agency.

Article 10. Methods, Time Limits, and Modes for Sending Meeting Documents

1. The meeting invitation letter and supporting documents must be digitally signed in accordance with the law and sent electronically to agencies, units, and participants through the document management system (except for confidential documents which are handled according to regulations for documents containing state secrets); additionally, the following methods may be applied:

a) Fax, official email;

b) Personal phone, messages, notifications on social media approved by authorized authorities;

c) Posting on the website of the main organizing agency.

2. The deadline for sending meeting documents is at least three working days before the scheduled meeting date; for emergency meetings, the document sending time follows the requirements of the convener.

3. For meetings already included in the work plan and preliminarily agreed upon by the person in charge, while awaiting formal approval on the meeting date, the organizing agency can send meeting documents in advance to the agencies, units, and individuals invited to facilitate their study, preparation of content, and opinions, and then send the invitation letter after obtaining formal approval from the person in charge.

Article 11. Participants and number of attendees at the meeting

1. Depending on the nature, content, purpose, and requirements of the meeting, the chairperson decides on the composition and number of representatives to attend. The participants are those who are primarily responsible for directing, organizing, implementing, providing advice, and handling matters directly related to the implementation of the meeting's conclusions.

2. Heads of agencies and units invited to attend the meeting shall be responsible for nominating attendees who meet the composition requirements, have sufficient authority, capability, and qualifications to address the content and requirements of the meeting.

In cases where the person summoned or invited to attend is the head of an agency or unit and cannot attend, they must report to the meeting chairperson. If approved, they may delegate a subordinate with the necessary capabilities to attend in their place.

Article 12. Time for conducting the meeting

The time for conducting a meeting is regulated as follows:

1. Briefing meetings, meetings to resolve work issues, advisory meetings, coordination meetings shall not exceed half a working day.

2. Professional meetings shall last from one working session to one day. For large and complex projects, the duration may be extended.

3. Summary and conclusion meetings on work shall not exceed one day.

4. Special topic meetings shall not exceed one day depending on the nature and content of the topic.

5. Training and implementation meetings shall last from one to two days.

Article 13. Requirements for conducting the meeting

1. Each meeting may combine the resolution of multiple contents using appropriate forms and methods suitable to the nature, requirements of each issue, and specific conditions determined by the authorized organizer to save time, ensure quality, and effectiveness in resolving tasks.

2. The chairperson or the person assigned shall only present a summary of the project, proposal, or issue raised at the meeting, or only mention points of differing opinions without reading the full text of the meeting documents or presenting all detailed content of the issues to be resolved.

3. Statements and exchanges of opinions during the meeting must focus on the meeting's content, issues with differing opinions, and propose measures to resolve them.

4. The chairperson's concluding opinion must be clear and specific, fully reflecting the nature, content, and requirements of the meeting.

Article 14. Responsibilities of the meeting chairperson

1. Clarify the purpose, requirements, content, program, and time of the meeting.

2. Determine the maximum time for attendees to present their opinions; if the meeting is nearing its end, they may distribute comment sheets for collection and study.

3. Conduct the meeting according to the agenda announced before the meeting, promote democracy in discussions; encourage critical opinions; enhance dialogue, exchange, and direct debate.

4. Provide concluding opinions and decisions at the end of the meeting. The content of the conclusions and decisions made at the meeting must be clear, tight, and feasible, including the following:

a) Content of work, nature, and importance of the work;

b) Agencies, units, organizations, individuals responsible for implementation, agencies, units, organizations, individuals cooperating in implementation;

c) Time and implementation schedule.

5. Direct the recovery of internal circulation documents and classified documents distributed to meeting attendees.

6. Assign responsibility to agencies or units to issue a notification document regarding the meeting conclusions (if necessary).

7. Consider and decide on postponing, canceling, or changing the time, location, content, and program of the meeting in the following cases:

a) An unforeseen situation occurs;

b) There is a directive from a higher level;

c) The content, material resources, or other necessary preparations for the meeting are not ready;

d) A technical or transmission problem occurs during an online meeting.

8. Decide on allowing central and local press reporters to attend and report on the meeting.

Article 15. Responsibilities of Participants in Meetings

1. Respond to the organizing unit regarding participation in the meeting.

2. Study the documents and texts of the meeting received before attending the meeting and prepare opinions for presentation at the meeting.

3. Attend the meeting with the correct composition, arrive on time, and stay for the entire duration of the meeting. In cases of urgent reasons and with the consent of the chairperson, participants may leave the meeting before its conclusion.

4. Adhere strictly to regulations ensuring security, order, safety, and office culture. During the meeting, do not engage in unrelated personal work.

5. Only speak when permitted by the meeting chairperson; opinions presented or debated must be concise, relevant to the topic, and within the time allowed by the chairperson.

6. If appointed to attend the meeting in place of another, the participant's opinion represents the official view of their agency/unit and must report the meeting results to the head of the appointing agency/unit.

7. Do not provide information, content, or documents from the meeting to agencies, units, or individuals without authority or directly involved in the meeting's work.

Article 16. Meeting Minutes and Notification of Meeting Results

1. The meeting chairperson decides on recording minutes, audio, and video of the meeting. The organizing unit implements these recordings according to instructions. Audio and video records are stored in accordance with regulations.

2. The minutes must accurately record the content and proceedings of the meeting, including the following main points:

a) The chairperson and list of attendees present at the meeting;

b) The sequence, proceedings, content, and issues discussed during the meeting;

c) Opinions expressed by attendees;

d) Voting results (if applicable);

đ) Conclusions of the meeting chairperson and decisions made during the meeting.

3. For meetings requiring a conclusion notification, based on the chairperson's instructions, the responsible agency/unit must issue a written conclusion notification, sent to related agencies, units, and individuals for knowledge and implementation within five working days after the meeting's conclusion.

Article 17. Responsibilities for Implementation, Supervision, Urging, Inspection, and Oversight of the Implementation of Meeting Conclusions and Decisions

1. Heads of agencies and units are responsible for implementing the conclusions and decisions made at meetings within their jurisdiction and responsibilities. For urgent tasks, agencies implement based on the chairperson's instructions without waiting for the conclusion notification.

2. Offices of ministries, agencies, and People's Committee offices at all levels are responsible for monitoring and urging the implementation of conclusions and decisions by ministers, heads of agencies, and chairpersons of People's Committees at all levels; they regularly compile, review, inspect implementation, report to leadership, and inform responsible agencies and units.

3. Individuals and organizations participating in the meeting or related to the implementation of meeting conclusions and decisions have the responsibility to implement, supervise implementation, and promptly report to competent authorities if meeting conclusions and decisions are not implemented seriously and on time by related agencies and units.

Chapter III
MEETINGS OF THE MINISTER, HEAD OF AN AGENCY EQUIVALENT TO A MINISTRY

Article 18. Meetings of Ministers and Heads of Ministries Equivalent to Ministries

Meetings of Ministers and Heads of Ministries Equivalent to Ministries include:

1. Departmental meetings of Ministers and Heads of Ministries Equivalent to Ministries with Deputy Ministers and Deputy Heads of Ministries Equivalent to Ministries and heads of subordinate units.

2. Advisory meetings.

3. Work resolution meetings.

4. Training and task deployment meetings.

5. Special topic meetings.

6. Mid-term and final review meetings.

Article 19. Organization of meetings to deploy tasks and work of the sector; mid-term and final reviews of the entire sector of ministries and ministries equivalent to ministries

The Minister and Head of a Ministry Equivalent to a Ministry decides to convene meetings to deploy tasks and work of the sector; mid-term and final reviews of the entire sector to assess the situation and results of task implementation.

Article 20. Organization of special topic meetings

The Minister and Head of a Ministry Equivalent to a Ministry decide on the organization of special topic meetings regarding the implementation of policies within their scope of state management in their sectors and fields, except for contents already specified in Clause 2, Article 32 of Decree No. 138/2016/NĐ-CP dated October 1, 2016 promulgating the Operational Regulations of the Government.

Article 21. Meetings of Ministers and Heads of Ministries Equivalent to Ministries to resolve work issues with localities

1. Meetings of Ministers and Heads of Ministries Equivalent to Ministries to resolve work issues with localities are organized when the Minister and Head of a Ministry Equivalent to a Ministry deems it necessary or upon the request of the provincial People's Committee to discuss and resolve related issues. The meeting may be held at the ministry's headquarters or at the locality.

2. Localities prepare reports on relevant contents and proposals (if any) and send them to the ministry or ministry equivalent to a ministry at least seven days before the date the Minister and Head of a Ministry Equivalent to a Ministry arrives for work according to the locality's request, except in cases of urgent visits.

3. Based on the locality's report, the Ministry Office takes the lead and coordinates with relevant agencies to advise and propose solutions to the locality's proposals, reporting to the Minister and Head of a Ministry Equivalent to a Ministry.

4. After the meeting to resolve work issues, within the latest five working days, the Ministry Office or the Ministry Equivalent to a Ministry issues a notice summarizing the conclusions, except in cases where there are other directives from the Minister and Head of a Ministry Equivalent to a Ministry.

Article 22. Responsibilities of the Director of the Ministry Office or the Ministry Equivalent to a Ministry towards meetings of Ministers and Heads of Ministries Equivalent to Ministries

1. To compile and integrate the organization of meetings chaired by the Minister and Head of a Ministry Equivalent to a Ministry into the annual, monthly, and weekly work plans, and submit them for approval by the Minister and Head of a Ministry Equivalent to a Ministry.

2. To advise the Minister and Head of a Ministry Equivalent to a Ministry on the rational arrangement and organization of meetings.

3. To urge units assigned to prepare meeting materials and documents fully and in accordance with prescribed requirements.

4. To direct the preparation of venues, facilities, and conditions to serve the meeting, ensuring security and safety for the meeting (if the meeting is organized at the ministry's or ministry equivalent to a ministry's headquarters); to coordinate with relevant agencies to carry out these tasks if the meeting is organized at units under the ministry.

5. To attend the meeting or delegate subordinates to attend.

6. To organize the recording of minutes and audio recordings of the meeting content according to the chairperson's instructions.

7. To notify in writing the conclusions and directives of the meeting chairperson.

8. To monitor, urge, and keep track of the implementation of meeting conclusions and directives.

9. To be the point of contact for providing and publishing information on the Ministry's or Ministry Equivalent to a Ministry's Portal or Website, and to provide meeting information to news agencies and press.

10. To direct the management of meeting files and documents in accordance with regulations.

11. To propose solutions to improve the quality and reduce the number of meetings in a year for the ministry or ministry equivalent to a ministry, and submit them to the Minister and Head of a Ministry Equivalent to a Ministry.

Chapter IV
MEETINGS OF THE CHAIRS OF PEOPLE'S COMMITTEES AT ALL LEVELS
AND SPECIALIZED AGENCIES AT PROVINCE AND DISTRICT LEVELS

Article 23. Meetings of the Chairman of the People's Committee at provincial and district levels

Meetings of the Chairman of the People's Committee at provincial and district levels include:

1. Weekly coordination meetings of the Chairman of the People's Committee at provincial and district levels with Deputy Chairmen of the People's Committee at the same level.

2. Meetings to handle regular work and complex, urgent matters involving multiple sectors and fields.

3. Meetings to resolve matters with heads of agencies and units under the People's Committee at the same level and Chairmen of the People's Committees at lower levels.

4. Advisory meetings with the agency in charge of the project and representatives of related agencies to hear reports and advisory opinions before making decisions on resolving matters.

5. Special topic meetings.

6. Training and implementation meetings when new policies or guidelines are introduced.

7. Summary and conclusion meetings.

Article 24. Meetings of the Chairman of the People's Committee at provincial level with Heads of specialized agencies at provincial level and Chairmen of the People's Committees at district level

1. Once every quarter, the Chairman of the People's Committee at provincial level convenes meetings to resolve matters with Heads of specialized agencies at provincial level and Chairmen of the People's Committees at district level regarding the implementation of policies, plans for socio-economic development and budget of the province, compliance with directives and management by the People's Committee and its Chairman at provincial level, and the implementation of the Working Regulations of the People's Committee at provincial level.

2. When necessary, the Chairman of the People's Committee at provincial level convenes meetings to resolve matters with specialized agencies under his/her jurisdiction to inspect, understand the situation, urge the implementation of work programs, and direct urgent issues; the Chairman of the People's Committee at provincial level calls for meetings with Heads of some specialized agencies and Chairmen of some district-level People's Committees to discuss and resolve issues related to those agencies and localities.

Article 25. Organization of meetings to resolve important cross-sectoral matters exceeding authority or to resolve matters with differing opinions among specialized agencies

1. Heads of specialized agencies under the People's Committee at provincial level and Heads of specialized agencies under the People's Committee at district level may propose the organization of meetings by the Chairman of the People's Committee at the same level to coordinate the resolution of important cross-sectoral matters exceeding the authority of the specialized agency.

2. In cases where there are differing opinions among specialized agencies regarding project proposals, draft documents, or specific matters submitted to the Chairman of the People's Committee at provincial and district levels, the Director of the Office of the People's Committee at provincial level, the Director of the Office of the People's Council and People's Committee at district level organizes meetings with relevant agencies to coordinate handling and unify solutions to be submitted to the Chairman of the People's Committee at provincial and district levels. Within no more than two working days, the agency in charge of submitting the proposal coordinates with the Office of the People's Committee at provincial level to study, adopt, and complete the dossier; the Office of the People's Committee at provincial level, the Office of the People's Council and People's Committee at district level prepares the dossier for submission to the Chairman of the People's Committee at the same level for consideration and decision or for guidance on resolving the matter.

Article 26. Responsibilities of the Director of the Office of the People's Committee at provincial level, the Director of the Office of the People's Council and People's Committee at district level in organizing meetings of the Chairman of the People's Committee at the same level

1. To compile and integrate the annual, monthly, and weekly meeting schedules of the Chairman and Deputy Chairmen of the People's Committee into the implementation plan of the work program, and submit it to the Chairman of the People's Committee at the same level for decision.

2. To advise the Chairman and Deputy Chairmen of the People's Committee at provincial and district levels on the reasonable arrangement and scheduling of meetings.

3. To review the necessity and content of meetings to resolve matters proposed by the Head of a specialized agency under the People's Committee to organize, to coordinate the resolution of important cross-sectoral matters exceeding the authority of the specialized agency.

4. To invite the correct agencies and individuals according to the instructions of the leadership of the People's Committee at the same level.

5. To urge and guide specialized agencies under the People's Committee at the same level assigned to prepare all required documents and send them before the scheduled meeting date as stipulated.

6. To direct the preparation of meeting venues, facilities, and conditions to ensure security and safety for the meeting (if the meeting is held at the People's Committee headquarters); to coordinate with related agencies to implement these tasks if the meeting is held at an agency or unit under the People's Committee at the same level.

7. To review projects, proposals, or issues and matters within the scope of the meeting; to summarize issues within the scope of the meeting, identify issues with differing opinions, and propose solutions.

8. To attend or delegate subordinates to attend the meeting.

9. To organize the recording of minutes and audio of the meeting content according to the instructions of the meeting chairperson.

10. To notify in writing the conclusions and directives of the meeting chairperson (if any).

11. To check and urge agencies to implement the conclusions and directives from the meeting.

12. To serve as the point of contact for providing and publishing information on the portal or website within their management scope and provide meeting information to news agencies and press according to the instructions of the Chairman of the People's Committee at the same level.

13. To propose solutions to improve the quality and reduce the number of meetings in a year for submission to the Chairman of the People's Committee at the same level.

Article 27. Meetings of specialized agencies under provincial people's committees, meetings of chairpersons of district and commune people's committees

1. Heads of specialized agencies under provincial people's committees, chairpersons of district and commune people's committees decide to organize meetings within their respective management scope.

2. Specialized agencies under provincial people's committees, when chairpersons of district people's committees need to invite chairpersons or deputy chairpersons of provincial people's committees to attend meetings or work sessions, must register in writing with the Office of the provincial people's committee in advance for coordination in preparing content, scheduling work, and assigning staff to monitor and serve. For urgent matters, the Director of the Office of the provincial people's committee will directly report and proactively arrange time for chairpersons or deputy chairpersons of provincial people's committees to work with agencies or units, promptly addressing emerging issues.

3. When chairpersons of commune people's committees need to invite chairpersons or deputy chairpersons of district people's committees to attend meetings or work sessions, they must register in writing in advance with the Office of the People's Council and People's Committee at the district level for coordination in preparing content, scheduling work, and assigning staff to monitor and serve. For urgent matters, the Directors of the People's Council and People's Committee Offices at the district level will directly report and proactively arrange time for chairpersons or deputy chairpersons of district people's committees to work with agencies or units, promptly addressing emerging issues.

Article 28. Summary and Conclusion Meetings of specialized agencies under provincial and district people's committees

1. In cases where specialized agencies under provincial people's committees deem it necessary to convene a full-sector meeting at the local level to conclude the implementation of annual tasks and operations, they must submit a written proposal and obtain prior approval from the Chairperson of the provincial people's committee regarding the content, participants, time, and location of the meeting.

2. The organization of annual summary and conclusion meetings of specialized agencies under district people's committees, which invite leaders of higher-level specialized agencies, leaders of specialized agencies at the same level, and leaders and professional cadres of commune, ward, and town people's committees to participate, must be approved by the Chairperson of the district people's committee.

Article 29. Training and Implementation Meetings of specialized agencies under provincial and district people's committees

1. Heads of specialized agencies under provincial people's committees who convene training and implementation meetings that invite chairpersons or deputy chairpersons of district people's committees and heads of other specialized agencies at the same level to participate must obtain prior approval from the Chairperson of the provincial people's committee.

2. Heads of specialized agencies under district people's committees who convene training and implementation meetings that invite chairpersons or deputy chairpersons of commune, ward, and town people's committees and heads of other specialized agencies at the same level to participate must obtain prior approval from the Chairperson of the district people's committee.

Article 30. Meetings of Chairpersons of Commune People's Committees

1. Weekly coordination meetings, inviting Standing Members of the People's Council, Chairpersons of the Vietnam Fatherland Front, and heads of mass organizations at the commune level, along with commune cadres and civil servants, when discussing related issues.

2. Meetings with Village Chiefs, Ward Chiefs, and some cadres and civil servants to direct and resolve issues according to assigned tasks.

3. Biannual or whenever deemed necessary, joint meetings with Standing Members of the Party Committee, Standing Members of the People's Council, Chairpersons of the Vietnam Fatherland Front, heads of mass organizations at the commune level, non-professional cadres and commune civil servants, Village Chiefs, and Ward Chiefs to inform on economic and social conditions, review the leadership and management of the People's Committee, and implement upcoming tasks.

4. Special topic meetings and annual work conclusion meetings on specific tasks organized in accordance with guidelines from higher-level state agencies.

Chapter V
IMPLEMENTATION RESPONSIBILITY

Article 31. Office of the Government

1. Organize the implementation of regulations on organizing meetings of the Prime Minister within the scope of authority assigned.

2. Guide, urge, and inspect ministries, ministerial-level agencies, and all levels of People's Committees in implementing this Decision.

Article 32. Ministry of Information and Communications

1. Guide the construction and deployment of network infrastructure and equipment; technical standards for connecting video conferencing systems; application of information technology to serve online meetings of ministries and local people's committees at all levels.

2. Take the lead and coordinate with the Office of the Government and the Ministry of Public Security to implement measures to ensure the security of online meetings.

Article 33. Responsibilities of Ministers and Heads of Ministerial-Level Agencies

1. Direct the implementation of regulations on organizing meetings in the operation of ministries and ministerial-level agencies and report to the Prime Minister on the organization of meetings, measures to improve meeting quality, and reduction in the number of meetings held at ministries and ministerial-level agencies before December 31 each year.

2. Implement measures to reform organizational structures, innovate leadership and management to reduce, improve, and enhance the quality and effectiveness of meetings.

3. Construct and deploy network infrastructure and equipment, apply technology to serve online meetings of ministries and ministerial-level agencies and promulgate Rules on Management, Operation, and Use of Online Meeting Systems and Equipment, responsibility for ensuring funds for online meetings at ministries and ministerial-level agencies.

4. Direct the establishment of a dedicated section on meetings on the Portal or Website of ministries and ministerial-level agencies to post meeting invitations, agendas, and materials for meetings directed by ministers and heads of ministerial-level agencies.

Article 34. Responsibilities of Chairpersons of Provincial People's Committees

1. Direct the implementation of regulations on organizing meetings in the operation of local administrative state agencies and report to the Prime Minister on the organization of meetings, measures to improve meeting quality, and reduction in the number of meetings held locally before December 31 each year.

2. Construct and deploy network infrastructure and equipment, apply technology to serve online meetings between provincial People's Committees and departments, provincial People's Committees, and village People's Committees; manage and use safely, economically, and effectively.

3. Issue Rules on Management, Operation, and Use of Online Meeting Systems and Equipment, responsibility for ensuring funds for online meetings locally.

4. Direct the establishment of a dedicated section on meetings on the Portal or Website of state agencies under their jurisdiction to post meeting invitations, agendas, and materials for meetings.

Chapter VI
IMPLEMENTING PROVISIONS

Article 35. Effective Date

1. This Decision takes effect from December 25, 2018, and replaces Decision No. 114/2006/QĐ-TTg dated May 25, 2006, of the Prime Minister promulgating Regulations on Meeting Procedures in the Operations of State Administrative Agencies.

2. Abolish Article 22 and Article 23 of the Model Working Regulations of Provincial People's Committees and Municipal People's Committees directly under the Central Government issued together with Decision No. 53/2006/QĐ-TTg dated March 8, 2006, Article 21 and Article 22 of the Model Working Regulations of District People's Committees issued together with Decision No. 75/2006/QĐ-TTg dated April 12, 2006; Clauses 2, 3, 4, 5, 6, 7, 8, and 9 of Article 10 of the Model Working Regulations of Commune People's Committees, Ward People's Committees, and Town People's Committees issued together with Decision No. 77/2006/QĐ-TTg dated April 13, 2006, of the Prime Minister.

3. Ministers, Heads of Ministerial-Level Agencies, Chairpersons of Provincial People's Committees, Heads of agencies, organizations, units, and individuals related shall be responsible for implementing this Decision./