Session / Convocation
Functions of CouncilSession / Convocation
The number of days per session for the legitimate activity of the council is up to 100 days per year. The total number of days per session can be extended by up to 10 days only by a resolution during the regular meeting of the council. The regular meeting is held twice a year and the extraordinary meeting is convoked when the head of a local authority or over a third of the those enrolled requests it, and it is allowed to be held up to 20 times per session.
- The local council does not work throughout the year but works during a fixed period. A meeting is defined as councilors meeting in a certain space to exercise the unique functions of the council.
- The session is decided by a resolution of the council. The regular meeting is held twice a year. The first regular meeting is held on May 20th and the second regular meeting is on November 28th. The extraordinary meeting is held for up to 20 days per session.
However, the first regular meeting in the year when the general election is held can be convoked in September or October. The first regular meeting audits administrative affairs, approves the settlement reports and deliberates and resolves other agendas submitted to the council. The second regular meeting resolves the budget plans and deliberates and resolves other agendas submitted to the council.
- The extraordinary meeting is convoked by the chairman when the head of a local authority or over a third of the number those enrolled request a meeting. However, the first extraordinary meeting after a general election shall be convoked by the secretary general of the city council within 25 days from the date when the city councilor’s term of office starts.
When an extraordinary meeting is requested, the chairman notifies the convocation at least 3 days before the date of the meeting and also notifies all councilors. Furthermore, the regular meeting is convoked by notice without any request for meetings. As described above, the city council starts its functions at the same time as it is convoked. The period during when the city council performs its functions is called a ‘Session’.
- The regular meeting is the top legislative organ deciding the proceedings of the council.
- The agenda describing the date and time when a meeting is held, items for resolution and the schedule and materials related to the items shall be distributed on each councilor’s chair before starting the meeting. The meeting is held when over a third of the number enrolled attend.
- The opening ceremony is held before the first regular meeting, opening each session. In general, the executive officers in the executive departments and the mayor attend the opening ceremony.
- After the opening ceremony, the session is declared opened and the matters which the councilors should know for the meetings, including submitted motions and audit reports are explained. Next, the bills are submitted and deliberated in accordance with the procedure specified on the agenda.
The first regular meeting generally deals with the relatively simple matters, including the opening ceremony, decisions on the sessions, and the election of councilors who will sign the minutes.
- As for the bill procedure in a regular meeting, the bills are first proposed. Then, the proposers explain the bills or the committee completing the preliminary audit presents the audit report. Next, the bills are resolved by voting after the question and answer period and discussion.
In case of any questions, the chairman of the committee executing the relevant bills or the councilor presenting the audit report gives answers. For the proposals, the proposers or councilors who present the proposals give answers. In the discussion, opponents express their opinions first and the supporters express their opinions next. After the discussion is declared finished voting begins.
- Voting is the final step in the process of deliberating bills by identifying the pros and cons of the relevant bills. Voting methods include unanimous adoption, standing, secret voting, and open voting. If there is no objection, most bills are resolved by a standing vote. If there is no question or discussion, unanimous adoption is applied, confirming no objection.
When voting for a voting method is requested in a regular meeting by the consent of councilors or proposal by the chairman, the voting method is resolved and that method can be applied. A variety of elections executed in the council shall be approved by a unanimous vote unless otherwise specified.
- Except for any specific matters, general bills are resolved by a majority of those present provided that a majority of the number enrolled attends. The chairman also maintains voting rights. In case of a tie, the relevant bills are rejected.
When all agendas of the day are completed, the time for the next meeting is decided and declared, the meeting ends.