Hakka Affairs Commission, Taipei City Government

Title：Meeting Procedures of the Hakka Affairs Commission, Taipei City Government
Date：(30-11-2009 Enacted)
Amendment：Formulation and promulgation through mail by BEI-SHI-KE-YI-ZI Order No. (2009) 09830598600, Taipei City Government on November 30th, 2009

Article 1 ：The committee meeting of the Hakka Affairs Commission, Taipei City Government (hereinafter referred to as the HAC), in addition to the special provisions as set out in the statute, shall apply the promulgated regulations.
Article 2 ：The HAC's committee meeting shall be composed of the Chairperson and the members of the committee. It shall be convened and chaired by the Chairperson. In the event the Chairperson, for any reason, is unable to convene or attend, he/she shall appoint one agent.
Article 3 ：A committee meeting of members shall be convened after a majority of the members are present.
Article 4 ：Members shall attend the meeting in person.
Article 5 ：The items for discussion at the committee meeting are as follows:

1. Important business of the HAC.
2. Proposal(s) by the Chairperson or member.
3. Matters assigned by the superior government agency.

The proposal by a member shall be countersigned by more than three other members.
Article 6 ：For bills discussed by the committee meeting, the Chairperson shall submit them to the relevant groups and offices for study, for an evaluation report, or for the HAC's consultant advice, and then resubmit them to the HAC for discussion.
Article 7 ：A resolution is passed by the committee meeting upon obtaining the consent of a simple majority of the members present. In the case of a tie, the casting of the Chairperson's vote will decide the tie.
Article 8 ：The committee meeting shall hold its meeting on a bi-monthly basis but a Special Meeting may be held, at any time, when it is found necessary.
Article 9：The following persons may attend the committee meeting:

1. The HAC's Chief Secretary, the Senior Executive Officer, and the department heads.
2. Other persons designated or invited to attend.

Article 10：The agenda of the committee meeting is presented in the following order:

1. Reporting matters.
2. Matters to be discussed.
3. Extempore motion.

Article 11：Motions for the committee meeting shall be put on the agenda after the approval of the Chairperson. In the case of a time-sensitive bill, an extempore motion may be proposed with the permission of the Chairperson at the meeting.
Article 12：The minutes of the committee meeting’s proceedings shall contain the following items:

1. The numerical sequence of the meeting.
2. The time of the meeting.
3. The venue of the meeting.
4. Chairperson, attendance, leave, absence and the names of persons present.
5. Record the name of the person.
6. Confirmation of the minutes of the previous meeting (this provision shall not apply at the first committee meeting).
7. The subject matter of the report, its content and its decision.
8. The subject matter of the discussion, its content and its resolution.
9. Other matters to be recorded.

The record of the previous meeting shall be distributed to the attendees at the opening of the next meeting. If there are any omissions or errors, they may be read by the person concerned and submitted to the Chairperson for correction.
Article 13：The HAC shall designate a spokesperson who will get the information related to the committee meeting to the public uniformly.
Article 14：The resolutions of the committee meeting shall be included in the management and circumstances of the situation shall be submitted to meeting announcements.
Article 15：These procedures have been adopted by the committee meeting of the HAC and will come into effect as from the date of its publication. The same applies to the amendments.