Guidelines on Recording and Finalizing the Minutes of Party Committee and Party Organization Meetings According to the Latest Regulations
Structure and Recording Method for Conference Minutes of Party Committees and Party Organizations
Based on Section 4 of Guidelines 16/HD-VPTW 2023 outlining the structure and recording method for minutes as follows:
In addition to the components of the document’s format, the structure of the minutes comprises 5 parts, recorded as follows:
- Opening Section: Clearly state the time, location of the conference; content of the conference; full names, positions of the chairperson, and the minute-taker; documents used in the conference; information regarding photo-taking, recording, filming… (if any).
- First Part - Attendees of the Conference: Clearly list the attendees of the conference, including:
+ Official delegates (e.g., members of the executive committee, standing committee, party committee, party caucus…): Number of attendees present, absent, list the full names of absentees and reasons for absence.
+ Invitee delegates: Clearly state full names, positions, work units of the invitees, and substitutes (if any).
+ Information on media, press coverage… (if any).
- Second Part - Proceedings of the Conference: Detail the proceedings of the conference, focused discussion suggestions, speeches, and concluding remarks, issues arising during the conference. Clearly record the full names of speakers. In cases where speakers share the same name, also record positions and work units of the speakers.
For reports, proposals… presented at the conference with documentation, minutes may note "documents attached".
For voting matters, clearly state the voting method (ballots, hands raised, electronic button…), number of members present, absent at the voting time, number of approving members, disapproving members... For ballot voting, a separate vote counting record is made, and it is noted "vote counting record attached".
- Third Part - Conclusions of the Conference: Record the chairperson’s concluding remarks. Each conclusion for a matter should be recorded as a separate heading.
In cases where the conference discusses and concludes each issue, record according to the proceedings without separating conclusions.
- Closing Section: Record information on the date, time of adjournment, and any other procedures (if any).
The template for conference minutes of the party committee, party organization is issued with Guidelines 16/HD-TPTW 2023 as follows:
Download the template for the minutes of party committee, party organization here.
Guide on recording and completing the minutes of party committee, party organization conferences under the latest regulations (Image from the Internet)
How to Complete Minutes of Party Committee, Party Organization Conferences?
According to Section 5 of Guidelines 16-HD/VPTW 2023 on completing the minutes of party committee, party organization conferences as follows:
- After the conference, the minute-taker completes the content, format, proofreads the minutes, and submits to the office of the agency.
For conferences with multiple minute-takers, each minute-taker is responsible for completing their respective minutes portions and signing in the "minute-taker" section.
For conferences with multiple persons taking one set of minutes, each minute-taker is responsible for completing their respective portion. Signing in the "minute-taker" section is assigned by the conference chair.
For recorded (audio or visual) conferences, minute-takers can review recordings to complete the minutes.
- The conference chair approves the minute’s content and signs in the "conference chair" section.
- The agency office checks the format, assigns a number, presents for signing, and stamps the minutes (stamping the chairperson’s signature and sealing across the pages of the minutes).
- Timeframe to complete the minutes: No more than 7 working days from the end of the executive committee meeting and no more than 5 working days from the end of standing committee, steering committee, party caucus, and party cadre meetings.
How are the Minutes of Party Committee, Party Organization Conferences Archived and Managed?
In Section 6 of Guidelines 16/HD/VPTW 2023 regarding archiving and managing minutes of party committee, party organization conferences as follows:
- The original minutes are archived in the outgoing documents file, the official copy is filed in the conference dossier.
- Utilization of the minutes is as per regulations of the provincial, municipal party committee, party caucus, party delegation, and subordinate central party committees.
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