Attachment to the Decree #20 of the Head of the
Office of the President of Mongolia,
Issued on August 31, 2009
PROCEDURES FOR THE CITIZENS’ HALL
UNDER THE PRESIDENT OF MONGOLIA
One. General Provisions
This Procedure shall regulate the activities of the Citizens’ Hall under the President of Mongolia (hereinafter referred to as “the Citizens’ Hall), established to receive, consider and incorporate citizens’ suggestions and concerns with respect to the policies and decisions of the President of Mongolia and State institutions, and when necessary, to help facilitate the consensus building among the social groups, factions, and political forces.
Two. Objectives and Principles of the Activities
- 2.1. The objective of the Citizens’ Hall is to improve government decision-making through citizen input by providing a venue for regular public hearings on proposed legislation, regulations and decrees in order to arrive at decisions openly and transparently and to take advantage of input from the public.
- 2.2. All activities of the Citizens’ Hall shall be open to public.
- 2.2.1. Any discussion held in the Citizens’ Hall shall be conducted based on a draft proposal prior-to making final decision. Modifications of each draft proposal and decisions will be made on the basis of these discussions.
Three. Activities and Organization of the Citizens’
- 3.1. The main form of work of the Citizens’ Hall is open discussion. The discussions will consist of three parties: participants, drafters (hearing team) of the proposal to be discussed, and the coordinating staff.
- 3.2. The participants of the open discussions can be citizens of Mongolia, and representatives of legal entities and organizations. Representatives of foreign and international organizations and business entities operating in Mongolia can be invited by the Chairperson of the open discussion.
- 3.3. The drafters of a proposal (or the Hearing Team) can be the President’s advisors and any working group or team established according to the President’s order to draft the proposal. The President’s advisor or the official responsible for a particular draft shall be the Chairperson of the open discussion considering the same draft.
- 3.4. The coordinating staff of the Citizens’ Hall (hereinafter referred to as “Coordinating Staff’) shall be the main organizational unit for the activities of the Citizen’s Hall. The Coordinating Staff shall be responsible for such duties as announcing the open discussion to the public, receiving submissions, preparing for the open discussions, publicizing them via media, collecting, sorting and assimilating information, and preparing reports.
- 3.5. The Deputy Head of the Office of the President shall approve the structure and members of the Coordinating staff.
Four. Public announcement of a proposal to be discussed at the Citizens’ Hall
- 4.1. The head of the hearing team shall prepare an abstract of the proposal, and a background introduction to the proposal and the full text of the proposal, and submit them to the Coordinating Staff three working days before the media announcement about the open discussion.
- 4.2. An official media and internet announcement containing the name of the proposal to be discussed at the Citizens’ Hall shall be made by the Coordinating Staff. The announcement shall be posted in the media three weeks ahead of the scheduled open discussion. It shall contain the full text of the proposal, the date, place, time of the open discussion and shall list the addresses, emails and phone numbers to which citizens can address to and submit their comments, and register for in-person participation.
Five. Receiving Submissions to the Open Discussion
- 5.1. A participant of the open discussion can express his or her opinion and position using any one of the following forms of submission as soon as the announcement is posted in media:
- 5.1.1. A letter to the address “Ulaanbaatar, Government House, Citizens’ Hall under the President of Mongolia”
- 5.1.2. A fax to Citizens’ Hall’s official fax number
- 5.1.3. An email to email@example.com which is the Citizens’ Hall email address
- 5.1.4. Send an online comment to the website www.president.mn
- 5.1.5. Participate in-person in an open discussion held in the Citizens’ Hall located in Ulaanbaatar.
- 5.2. If a person considers that she or he did not have enough information to formulate her or his opinion for the Citizens’ Hall Open discussion, she or he can send questions to the proposal drafters and have answers. The drafters shall give the answers at the Citizens’ Hall.
- 5.3. Prior to the Open Discussion the Hearing Team shall list all the positions and comments they received, and compile a list of explanations on every submission noting their acceptance or rejection, and the reasons of rejections. If there are any changes in the proposal, the Hearing Team shall report on the changes before the Open Discussion commences.
Six. The principle of unconditional participation, establishing a queue for a participation in an Open Discussion
- 6.1. There shall be no requirement or condition for a citizen to participate in the Open Discussion other than organizational measures related to venue capacity.
- 6.2. Five working days prior to the Open Discussion date, in order to establish the queue only, the Coordinating Staff shall receive phone calls, emails and faxes during 8 /eight/ working hours of the day and make a name list of those who wish to participate in and speak at the Open Discussion. The list shall be based on the time sequence of the call and the emails and faxes.
- 6.3. The Coordinating Staff shall submit the name list to the Chairperson of the Open Discussion four working days before the scheduled Open Discussion and shall receive the list of invitees by the Hearing team. The Chairperson and the Coordinating Staff shall then compile the full list of the participants.
- 6.4. After the list of participants is compiled, the Chairperson of the Open Discussion shall make one of the following decisions and notify the public by media at least one day ahead of the Discussion:
- 6.4.1. If the total number of the participants is no more than the seats available at the Open Discussion venue, then to confirm the commencement of the Open Discussion at the scheduled place at scheduled time;
- 6.4.2. According to the venue capacity, to issue invitations to those who expressed their interest in participation in the Open Discussion. If necessary, hold the Open Discussion in several shifts or in a bigger venue.
- 6.5. The citizens registered to participate in the Open Discussion, can select representatives from among them if there are groups who share the same position.
- 6.6. Government officials, researchers, experts, representatives of foreign and research organizations, and witnesses who can provide valuable information to the discussion can be invited to the Open Discussion.
Seven. Preparatory work for an Open Discussion
- 7.1. The preparatory work for the open discussion, establishing a queue of participants according to the artcile 6 of the procedure, keeping records and order in the Citizens’ Hall, providing media access to the hearing, and providing for observer access to the Citizens’ Hall shall be executed by the Coordination Staff.
- 7.2. If a participant wishes to make an audio, video or computer presentation, or display maps or other illustrations, the participant shall appear to the Citizens’ Hall 1 to 2 hours before the open discussion to let the Coordinating Staff make technical preparations and arrangements for his or her presentation.
- 7.3. The Coordinating Staff shall, prior-to an Open Discussion, locate the media representatives, journalists and observers so that the process of the Open Discussion can be reported freely or be broadcasted live.
- 7.4. The Coordinating Staff shall meet the participants at a door, and provide an entry sign-up sheet that will help the Chairperson call the speakers in order.
Eight. Open Discussion procedure
- 8.1. At the beginning of the Open Discussion a member of the Coordinating Staff shall introduce the name of the Open Discussion, date of public announcement, number of attendees and hearing team members. She or he shall also introduce the name of the chairperson of the Open Discussion, and of any officials at the table.
- 8.2. The chairperson shall then introduce the procedure of the open discussion and shall make decision on the duration of the Open Discussion, and time limit of each participant’s speech, considering the number of participants and the complexity of the issue. A time limit for speakers may be established within 3-5 minutes per person.
If a participant has difficulty in speaking or disabled, she or he shall be given enough time to express her/his position summarized in one letter size pages.
- 8.3. A member of the hearing team shall introduce the proposal to the participants.
- 8.4. The sequence of speeches shall be determined by the sequence of the names in the sign-up sheets stipulated in article 7.4 of this Procedure, and the chairperson presiding the Open Discussion can group the speakers in the following manner and assign members of each group a sequence in speaking:
- 8.4.1. Comments of independent experts, witnesses and government or international organization officials.
- 8.4.2. Comments in support of the entire proposal or parts of it, including their witnesses’ and experts’ testimonies.
- 8.4.3. Comments againts the proposal or parts of it, including their witnesses’ and experts’ testimonies.
- 8.4.4. Comments and explanations.
The supporting, opposing, and comment making speakers shall alternate if there are more than 3 individuals signed up for each group.
- 8.5. After the participants finished speaking, the hearing team members may ask questions from the participants, invited experts and other guests, government officials, witnesses.
- 8.6. Following the questions and answers, the participants and hearing team members may make one-minute concluding remarks.
- 8.7. Then the chairperson will make a closing speech.
- 8.8. If a participant interferes with other people’s rights to speak, uses rude language, humiliates others, shouts or makes noises by whistling or stomping his or her feet or makes any other kind of disturbunce, he or she may be cautioned by the chairperson. If the disturbance continues, those responsible may be asked to leave the Hall by the Coordinating staff.
Nine. Incorporating public input into a final decision
- 9.1. After closing the process of receiving public comments and positions in all forms of open discussion at the Citizens’ Hall, the hearing team shall re-formulate the draft decision within two weeks and present the final draft to the President.
- 9.2. A new version of the Proposal must be posted at the Citizens’ Hall website with an attachment that includes all submissions made to the Citizens’ Hall and their explanations about whether particular positions were accepted or rejected.
- 9.3. The full text of the President’s decision, and draft laws submitted by the President to the State Great Hural, issued on the basis of the draft proposal stated in paragraph 9.2. of this Procedure, shall be posted on the website of the Citizens’ Hall.
- 9.4. This procedure doesn’t guarantee that everybody’s comments and positions will be included in the final decision of the President. But this procedure will enable citizens to enjoy greater opportunities to be heard before the decision is made by the President.
Ten. Other provisions
- 10.1. The Open discussion at the Citizens Hall may be postponed or cancelled by the Chairman of the Secretariat of the President in cases of public health emergencies or other unanticipated emergencies. The new date of the postponed Open Discussion shall be publicized according to the Chapter 4 of this Procedure.
- 10.2. All discussions of the Citizens’ Hall shall be conducted in Mongolian language.
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