Print Approved by the Central Election Commission
5 July 2004, Resolution #49/2004
With the following amendments and additions:
26 July 2006, Resolution # 7/2006
26 December resolution #39/2006
28 December Resolution #41/2006
11 January 2007, Resolution #1/2007
Rules of Procedures
of the Central Election Commission of Georgia
Chapter I. General Provisions
Article 1. General Provisions
1. The Central Election Commission of Georgia (“CEC” afterwards) ensures preparation and conduct of elections, referendum, plebiscites, also the implementation of the right of citizens of Georgia to vote. Within the limits of its authority, monitors uniform application of election legislation throughout Georgia;
2. In its activities, the CEC is guided by the Constitution of Georgia, organic laws “Election Code of Georgia”, “Law on Referendum”, other laws of Georgia, acts and these rules of Procedure.
3. The Rules of Procedures determine the rules and procedures of implementation of the responsibilities of the CEC, structure of the CEC apparatus and it is mandatory for all members of the commission and employees of apparatus, also for all the subordinate bodies of the CEC.
4. The CEC has an independent balance, estimate, stamp and seal and is served by Treasury.
5. Legal address of the CEC: Zubalashvili str N32, Tbilisi.
6. The CEC is headed and presented by a chairperson.
7. The CEC is functioning during 5 weekdays, from 9 a.m. to 6 p.m. (break from 1 p.m. to 2 p.m.).
8. The CEC legal acts are:
a) The CEC resolution;
b) The CEC decree;
c) Decree and order of CEC chairperson;
d) Decree of CEC secretary.
Chapter II. The CEC administration
Article 2. The Leading Positions in CEC
The leading positions in CEC are a) The CEC chairperson; b) Deputy Chairperson; c) The CEC secretary.
Article 3. The CEC chairperson
The CEC chairperson:
a) Administers all administrative and organizational functions in the CEC;
b) Convenes and Chairs CEC sessions;
c) Disburses the funds of the CEC;
d) Distributes the funds among the District Election Commissions;
e) Signs the CEC resolutions and decrees, also decrees of the CEC chairperson;
f) Signs the protocols of CEC sessions, also outgoing documentation and correspondence of the CEC;
g) Issues decrees;
h) Issues orders on internal, included staff related issues.
i) Issues certificates of election administration officer;
j) Exercises other authority granted under the law of Georgia and this provision;
k) Appoints and dismisses staff employees.
Article 4. Deputy chairperson of the CEC
Deputy Chairperson of the CEC:
a) Performs the duties assigned to the CEC Chairperson in case of absence of the chairperson or assigned by the chairperson;
b) Exercises other authority granted under the Law.
Article 5. The CEC Secretary
The CEC secretary:
a) Ensures preparation of the commission sessions;
b) Signs resolutions and decrees of the commission;
c) Issues decrees;
d) Distributes among the CEC offices, election documents and all correspondence submitted to and addressed to the CEC;
e) Exercises other authority granted under the Law of Georgia and this provision.
Chapter III. Apparatus of the Central Election Commission of Georgia
Article 6. Management of Apparatus
1. The Apparatus of the Central Election Commission of Georgia shall be established for the purpose of ensuring organization, legal and technical support of elections. The structure of apparatus, its functions and the rules for its activities are determined by acting legislature of Georgia and the Rules of Procedures of the Central Election Commission.
2. The apparatus is managed by the CEC chairperson in general.
Article 8. Structure of the Apparatus of the Central Election Commission of Georgia
1. Following offices shall be established in the structure of the apparatus of the Central Election Commission of Georgia:
1. Protocol Registration
2. Legal;
3. Organizational;
4. Public and Press Relations;
5. Economic
6. State Procurement and Logistics
7. Human Recourses Management and Development (Personnel)
8. IT Network and Support;
2. There are following positions in the apparatus of the CEC:
a) Adviser of the CEC Chairperson
b) Head of Office
c) Chief Accountant
d) Senior Specialist
e) Leading Specialist
f) Specialist
g) Assistants of the leading persons in CEC
h) Assistants to the CEC members
3. The authorities and obligations of the members (servants) of CEC staff (except for the adviser of CEC chairperson and assistants of the CEC members) are defined by the regulations of the relevant office.
4. The authorities and obligations of the leading persons in CEC and assistants to the members of the CEC are defined by order of the CEC chairperson.
5. Other permanent or/and temporary offices shall be established based on the resolution of commission upon need. (Shall enter in force since 30 January 2007)
Chapter IV. The CEC Offices
Article 9. General Responsibilities of the Offices of Apparatus
1. Offices of the CEC apparatus are guided by Georgian legislature, these Rules of Procedures and interior regulations of the office, which is submitted by the head of relevant office and approved by the order of CEC chairperson.
2. The CEC office is managed by the head of office, who is nominated by the competition commission and appointed by the CEC chairperson. He/she performs duties assigned by the CEC supervising (leading) persons and CEC members within the competence of his/her office.
3. Each office, as a rule shall:
a) Register existing documentation in public register.
b) No later than 12.00 of the previous day to the CEC session, deliver to the protocol registration office) prepared and signed draft resolutions or/and decrees to be reviewed at the commission session with the vise of legal office.
c) No later than 12.00 of the next day of the CEC session, deliver final edition of resolutions or/and decrees to the protocol registration office
Article 10. Protocol Registration Office
Protocol and registration office:
a) Receives all kinds of documentation addressed to the Central Election Commission and register them in register during the working day;
b) Receives summary protocols of election results and other documentation from the chairperson, deputy chairperson or secretary of subordinate election commission or authorized person of the commission;
c) Ensures the delivery of the decrees (resolutions) adopted by the CEC to the Ministry of Justice of Georgia within one day after its adoption (signing) for the purpose of registration and publication in Georgian gazette "Sakartvelos Sakanonmdeblo Matsne";
d) Provides the delivery of documentation by mail and courier service;
e) Keeps the documentation in the CEC archive.
f) Designs the protocols of the CEC sessions;
g) Receives and keeps the materials for registration of election subjects;
h) Checks the registration of candidates and elected individuals in the election districts;
i) Checks the lists of supporters of election subjects;
j) After the registration keeps summary protocols and other documents submitted by the subordinate election commissions;
k) Delivers the received information to the IT Network and Support office for computer processing;
l) Within its terms of authority, prepares draft resolutions or/and decrees to be reviewed at the CEC sessions;
m) Makes photocopies of materials for the CEC sessions;
n) Performs other duties. (shall enter into force since 30 January 2007)
Article 11.
Article 12. Office for Management and Development of Human Recourses (Personnel)
Office for Management and Development of Human Recourses (Personnel):
a) Prepares recommendations on the main directions of the human recourses politics and submits it for the CEC approval;
b) Prepares draft decrees on the human recourses related issues;
c) Organizes and keeps the CV’s of the members of staff apparatus and CEC;
d) Provides technical assistance for hiring, promoting and dismissing the staff members of the apparatus;
e) Organizes and keeps the documentation related to human recourses;
f) Ensures the improvement of the qualification for the members (servants) of the election administration.
g) Plans and together with the legal office and international organizations holds training seminars, consultations for the election administration officers, representatives of election subjects, observers, lawyers, also conducts financial training together with financial office;
h) Organizes the exam for awarding certificate of election administration officer;
Submits to the CEC chairperson, the candidatures for awarding certificate of election administration officer;
i) Cooperates and implements joint projects together with the international and local organizations working in Georgia;
j) Performs other duties.
Article 13. Legal office
Legal office:
a) Prepares reply letters to the letters and applications delivered to the CEC within its competence and submits them to the commission or the chairperson of commission;
b) Provides consultation on legal issues related with elections and other activities, also gives an explanation to the commission members, employees of apparatus and subordinate election commissions;
c) Reviews questions and violations related with elections and other activities (plebiscite, referendum etc.), submits conclusions for adopting resolution to the Central Election Commission;
d) Represents the Central Election Commission in the court while reviewing arguments proceeded from election legislation;
e) prepares necessary materials to submit to the court;
f) Election documentation forms, draft resolutions or/and decrees prepared by the CEC offices puts in compliance with the Georgian legislature.
g) Within its authority prepares draft resolutions or/and decrees to be reviewed at the CEC sessions;
h) Keeps and registers all the issues of Georgian gazette “Sakanonmdeblo Matsne”;
i) Performs other duties.
Article 14. Organizational office
Organizational office:
a) Coordinates and delivers information to the CEC about the activities of subordinate election commissions;
b) Combines information about the composition of subordinate commissions and changes within them;
c) Receives information about the number of voters in election districts and the boundaries of election districts and precincts
d) Informs subordinate election commissions about the acts adopted by the CEC;
e) Delivers information to the IT Network and Support office for computer processing and receives necessary information from it; (Shall enter into force since 30 January 2007)
f) Within its authority prepares draft resolutions or/and decrees to be reviewed at the CEC sessions;
g) Performs other duties.
Article 15. Election administration training office
Article 16. Office for State Procurement and Logistics (Shall enter into force since 30 January 2007)
Office for State Procurement and Logistics:
a) During the period of preparation and conduct of elections, ensures purchase, printing and timely provision of necessary inventory, material values, ballots, instructions and other kind of materials to the election commissions;
b) Together with the CEC organizational office, with the assistance of the bodies of local governance and self-governance, ensures appropriate working conditions for election commissions;
c) Ensures telephone and radio connection to the election commissions with maximum assistance of relevant organizations and institutions;
d) Performs duties related with the CEC economic activities;
e) The head of the office is responsible financially for the values being on the balance of the commission;
f) Performs other duties.
Article 17. Office for IT Network and Support (Shall enter into force since 30 January 2007)
Office for IT Network and Support:
a) Ensures uninterrupted functioning of computer facilities;
b) Plans and gradually extends existing computer network including election districts and precincts in it;
c) Establishes entire concept for creation of databases creates appropriate software and extends it to the subordinate commissions;
d) Provides repair and maintenance of computer facilities;
e) Together with other offices, combines necessary information and provides computer processing;
f) Creates various databases for the commission, administers existing databases and provides their modification upon need;
g) Ensures systematization and storage of materials necessary for the commission;
h) Performs other duties.
Article 18. Press and Public relations office
Press and Public relations office:
a) Regulates relations of the Central Election Commission with press and public;
b) Plans and organizes the activities related with press and other mass media;
c) Provides public with the information on election related issues;
d) Delivers information no later than two days after adopting of decision by the CEC;
e) Submits to the commission secretary draft decree of accreditation of press and other mass media;
f) Coordinates the international relations of CEC with International/donor organizations and election structures of the foreign countries;
g) Plans and organizes the visits of the foreign delegations;
h) Within its competence drafts projects and conceptions and submits them to CEC or/and donor organizations;
i) Supervises the implementation of the approved projects;
j) Plans and organizes meetings/negotiations with international/donor organizations as well as delegations of the foreign countries;
k) Constitutes a contact office in relations with the above mentioned organizations and structures.
l) Supervises the informational provision of the above mentioned organizations.
m) Performs other duties. (Shall enter into force since 30 January 2007)
Article 19. Economic office
Economic office:
a) Draws up annual financial plan and submits it to the commission session for approval;
b) Draws up and submits election related estimate materials to the CEC;
c) Controls expenditures of subordinate election commissions related with preparation and conduct of elections;
d) Controls the election funds formed by parties, election blocs and independent candidates registered by the CEC;
e) Carries out current financial activities;
f) Registers incoming and outgoing expenses related with the CEC activities;
g) Provides transfer of money to the individuals and state institutions, provides rate and hour based payment to the employees;
h) Within its authority, prepares draft resolutions or/and decrees to be reviewed at the CEC sessions;
i) Inspects financial activity of subordinate election commissions
j) Reports the CEC chairperson on revision once a quarter;
k) After conducting general elections, submits to the CEC chairperson, results of revision from election districts within the terms determined by the CEC chairperson.
l) Performs other duties
Chapter V. Preparation and conduct of the CEC session
Article 20. The CEC session
1. The frequency of the sessions is determined by the CEC. In case of necessity, special session is called by the chairperson, deputy chairperson.
2. The schedule of the session is prepared by the commission secretary.
3. Commission member is authorized to request to add in the schedule an extra issue before the schedule has been approved. The question is resolved by voting. In particular cases, if it is not urgent to solve the question, the chairperson of commission is authorized not to put the question on voting and can make decision about reviewing the question after putting it to the commission through the established procedure.
4. Issues, information, reports, draft decrees and resolutions are prepared for the commission sessions by relevant offices of the commission.
5. The commission session is chaired by the chairperson, or deputy chairperson – as assigned by the chairperson.
6. Protocol is composed at the commission session. Protocol Registration Office draws up the protocol signed afterwards by the chairperson and the secretary of the commission.
7. Heads of the offices, special and working groups attend the session. While reviewing particular issues, interested parts leave the session hall shortly after reviewing the issue. Review of the draft decision and voting is conducted without their attendance.
8. Commission members prove their participation in the commission session by signing the list of attendance.
9. Commission members can speak twice while reviewing each issue. Exception can be made after permission of the chairperson. At the commission session, employees of the CEC apparatus, election subjects and interested parts can speak once on each issue to be reviewed with the chairperson’s consent, after commission members have made their speeches.
10. In case of disorder at the CEC session, the chairperson is authorized to make the violator leave the session hall.
11. Protocol Registration Office provides photocopies of the CEC adopted resolutions and delivers them to the relevant offices. Public relations office delivers CEC resolutions to the interested organizations and individuals, press and other mass media.
12. Protocol of the CEC session is formed during 2 days after the session.
Article 21. Voting
1. The chairperson of the session puts the question on voting according to the ordinance of the delivery of suggestions.
2. If the votes are divided equally, the vote of the chairperson of the session is decisive.
3. The members of commission, who disagree with the decision adopted by the commission, are authorized to express their opinion in written form that will be attached to the protocol. Herewith, the member with different opinion, is obliged to respect and obey the decision adopted by the commission, he/she is not eligible to prevent from the execution of this decision.
4. One and the same candidate can be nominated on the position twice only.
5. In case of necessity, the procedure of voting is determined by the chairperson of the commission.
Chapter VII. Organization of clerical work
Article 22. Working on correspondence
1. Receipt and registration of business correspondence and all kinds of election documentation, as well as the registration of all outgoing documents is administered by Protocol Registration Office from 10.00 to 18.00 of the working day (break from 13.00 to 14.00)
2. Upon receipt of application (complaint), the date and time of receiving of the application is fixed in the register of election commission and in the certificate to be given to the applicant (prosecutor). The commission reviews application (complaint) and makes appropriate decision.
3. After registration of delivered materials, according to the instructions of the commission secretary, Protocol Registration Office transfers them immediately to the relevant offices for implementation.
4. On the basis of the appropriate written note, after registration in Protocol Registration Office, commission secretary is to make decision about the release or refusal on release of public information immediately or no later than 10 days (if immediate answer to the request of public information is impossible). Press and Public relations office provides election documentation and information on elections during 2 days after request. It is acceptable to provide information in electronic format.
5. The register of public information in the CEC is administered by the Press and Public Relations office.
6. The commission secretary is responsible person for the public information access. It is prohibited to issue any kind of original documents except the cases mentioned in the law.