RMO No. 01-2010: Prescribes the policies and guidelines for the conduct of conferences and meetings

Key points

1. Categories and frequency. Mancom meets at least once a week, and the Command Conference and Director’s Conference at least 6 times a year. The Assistant Chief’s Conference and Functional Chief’s Conference are held at least twice a year, and Staff Meetings at least once a month. The Commissioner presides over Mancom, the Command, Director’s and Assistant Chief’s conferences, and the Annual Work Planning and Key Performance Indicator Setting Conference.
2. Yearly scheduling. Presiding officers schedule meetings in advance for the year. Except National Office Division Chiefs and Revenue District Officers, they submit the list to the Chief of the Management Division (MD) not later than the first working day of the year, and the MD circularizes the schedule not later than January 15 of each year.
3. Attendance of top officials. The Commissioner and Deputy Commissioners endeavour to attend Regional Staff Meetings. The Commissioner or a representative attends the Deputy Commissioner’s Staff Meeting, the Assistant Commissioner’s Staff Meeting and the Functional Chief’s Conference.
4. For each meeting. A program or agenda goes to all participants at least a week before, and meetings start on time under the On Time: BIR Time policy. Minutes record who attended and who did not, the person responsible and deadline for each action, and matters from previous meetings are taken up and resolved.
5. Minutes deadlines. Minutes of Staff and Functional Staff Meetings go to all participants not later than the following day. Approved minutes go to the Chief of the MD not later than three days after the meeting, and the MD sends a summary of matters needing attention to the Commissioner and other officials within one week of receipt.
6. Responsibility and audit. The Assistant Commissioner, Planning and Policy Service (PPS) handles the administrative requirements of the Command Conference, Director’s Conference, Assistant Chief’s Conference and Annual Work Planning and Key Performance Indicator Setting Conference. The MD audits selected offices, and the results form part of the Key Performance Indicator in the 2010 Performance Evaluation System of BIR officials.

Who is affected

• BIR officials who preside over or attend meetings and conferences
• Chief of the Management Division

Deadlines and effectivity

• Yearly schedule submitted to the MD not later than the first working day of the year
• MD circularizes schedule not later than January 15 each year
• Agenda sent at least a week before each meeting
• Approved minutes submitted to the MD not later than three days after the meeting