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The duties of the first mayor include preparing the items to be discussed at the municipal council meetings and convening the municipal council for the meetings, stating the agenda and giving reasonable notice.
The first mayor sets the agenda for the meetings and prepares the items to be discussed. Each individual member of the municipal council has the right to have their item included on the agenda. Preparation of the meeting includes clarifying all relevant factual and legal aspects of the items to be discussed as well as possible alternative decisions. As part of its right to self-administration, the municipal council can include more detailed regulations in its rules of procedure regarding the type of preparation of the items to be discussed, in particular prescribing the preparation of meeting documents.
The first mayor convenes the municipal council, stating the agenda and giving reasonable notice. When a meeting is convened is generally at the discretion of the first mayor. However, he must convene a meeting if, for example, a quarter of the honorary members of the municipal council request it in writing or electronically, stating the subject of the meeting. A municipal council meeting must also be convened immediately after the start of the election period.
The municipal council's rules of procedure must stipulate, among other things, the deadline and form in which the municipal council members must be invited to municipal council meetings. The municipal council's rules of procedure may include regulations on the attachment of further documents.
A meeting must be held at the latest on the 14th day after the start of the election period or upon receipt of a corresponding request from a quarter of the honorary members of the municipal council.
The time and place of the meetings of the municipal council must be announced in accordance with local custom, stating the agenda, at the latest on the third day before the meeting. As a rule, the agenda for closed meetings is not published.