Democracy in organizing conferences of officials and public employees

Circular 01

The Circular 01 stipulates that the Conferences of officials and public employees must be organized democratically, practically, and ensure the contents stipulated in Decree 04/2015/ND-CP as follows:

- Review the implementation of the resolutions, guidelines, and policies of the Communist Party and the laws of the State related to the functions and tasks of the agency or unit; review the implementation of the previous Conference resolutions and regulations on democracy in the activities of the agency or unit; assess, summarize, and review the accountability of the head of the agency or unit in implementing the annual work plan; discuss and devise measures to implement the work plan for the next year of the agency or unit;

- The head of the agency or unit listens to the contributions, criticisms from officials and public employees; addresses the queries and suggestions of officials and public employees;

- Approve the internal spending regulations of the agency or unit; launch emulation campaigns and sign emulation agreements between the head of the agency, unit, and the trade union organization;

- Discuss measures to improve working conditions, enhance the living standards of officials and public employees in the agency or unit;

- The People's Inspection Committee of the agency or unit reports on its activities; elect the People's Inspection Committee according to the law;

- Commend individuals and collectives of the agency or unit for their achievements in the work.

According to Circular 01, the legality of the conference must be ensured with at least two-thirds of the officials and public employees of the agency or unit, or at least two-thirds of the summoned delegates present at the conference. Resolutions and decisions of the Conference are passed when more than 50% of participants approve, and the content does not contravene laws.

The organization of the Conference must be meticulous in both form and content from the preparation stage to the formal conduct of the Conference. Accordingly:

In the preparation stage:

- The head of the agency or unit convenes preparatory meetings to unify the guidelines, approve the plan, objectives, and content of the conference; forecasts the time of the conference; forecasts the number of summoned delegates and allocates them to ensure the structure and composition are fair and reasonable if it is a representative conference;

- The head of the agency or unit cooperates with the trade union of the agency or unit to collect, respond to, and complete the draft documents and reports for the conference, simultaneously deciding to summon the conference;

- Heads of units under the agency or unit preside, cooperating with the Chairman of the equivalent trade union, to organize the conference in their unit to summarize and evaluate the results of task implementation in the year, plan for the next year; implement the regulations on democracy in the unit; discuss and give opinions on the draft documents and reports circulated for comments; elect representatives for the agency or unit conference; review reward; suggest and propose ideas;

- The head of the agency or unit and the trade union of the agency or unit consolidate opinions and complete documents and reports to be presented at the agency or unit conference.

In the organization stage:

- Circular 01 stipulates that the head of the agency or unit and the Chairman of the agency or unit trade union shall sequentially present the documents and reports as assigned in the preparation stage:- The head of the agency or unit presents the report reviewing the implementation of the resolutions and guidelines of the Communist Party, the State's policies and laws related to the functions and tasks of the agency or unit; the report reviewing the implementation of the previous conference resolutions and regulations on democracy in the activities of the agency or unit; assess, summarize, and review the accountability of the head of the agency or unit in implementing the annual work plan;- The Executive Committee of the agency or unit trade union presents the summary report on the emulation movements; reward consideration and proposed emulation contents for the next year; the draft emulation agreement; the report on the activities of the People's Inspection Committee and the program of activities of the People's Inspection Committee for the next year; proposed or additional member election for the People's Inspection Committee according to the law (if any);- The participating officials and public employees discuss the contents of the documents and reports; propose and suggest ideas (if any);- In case of questions or proposals from participants, the head or Chairman of the trade union must respond to those;- The head of the People's Inspection Committee presents the report on the activities of the People's Inspection Committee for the year and the work program for the next year;- Elect or reorganize the People's Inspection Committee (if any);- Approve the internal spending regulations of the agency or unit (if any);- Commend individuals and collectives of the agency or unit for their achievements in the work; launch emulation movements;- Sign the emulation agreement between the head of the agency or unit and the trade union organization;- Approve the Conference resolution.

After the Conference, the head of the agency or unit collaborates with the trade union of the agency or unit to disseminate, guide, and urge the implementation of the Conference resolution; designate a focal point to coordinate, monitor, and propose prompt solutions for arising issues during the implementation. Every six months, the head of the agency or unit collaborates with the trade union of the agency or unit to review and evaluate the implementation of the Conference resolution; inform the whole staff of officials and public employees about the review and evaluation results.

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