Section 54. For the purpose of determining the styles, designs and qualities of articles and materials to be made by the labor of prisoners for use in the offices, departments or institutions in accordance with section fifty-three, the officers in charge of said offices, departments or institutions shall hold meetings annually in May. The day and place of each of said meetings shall be assigned by the commissioner, who shall give to the officers concerned at least ten days' notice thereof. If an officer in charge is unable to be present at a meeting he may delegate one of his assistants to attend in his behalf. Each meeting shall organize by the choice of a chairman and clerk; and within one week after the meeting, these officers shall formally notify the commissioner of the styles, designs and qualities adopted by the meeting for use in each class of offices, departments or institutions. The expenses of attending any of said meetings shall be repaid to the respective officers in the same way as other traveling expenses are paid.