REPUBLIC OF ALBANIA
CENTRAL ELECTION COMMISSION

I N S T R U C T I O N

ON ORGANISATION AND FUNCTION OF THE COMMISSION OF ELECTORAL ADMINISTRATION ZONE

The Central Election Commission based on Article 21 point 1, Article 23 point 1, letter “b”, Article 28, 29 of Law No. 10019, dates 29.12.2008 “The Electoral Code of the Republic of Albania”, and Decision of the CEC No. 4, dated 16.02.2009 “On selection of political parties eligible to propose the members of the CEAZs for the Elections to the Assembly of 28 June, 2009,

INSTRUCTS

PART I
GENERAL

Article 1
SCOPE
The purpose of this Instruction is to define the way of organization and function of the CEAZ, its duties and obligations as well as those of its members, define the rules on calling and holding the meetings, decision taking, as well as defining the relations of the CEAZ with third parties.

Article 2
General Principles
1.	The Commission of Electoral Administration Zone is a collegial body. It is responsible for administering and conducting the election in the respective Electoral Administration Zone. The rights and duties of CEAZ are defined in the Electoral Code and secondary legislation of the CEC.
2.	CEAZ conducts its activity in an impartial, professional and transparent manner according to the Law.

PART E II
COMPOSITION OF CEAZ

Article 3
Establishment of the CEAZ
1.	CEAZ is composed of seven members and a secretary, who are appointed in accordance with the procedure provided for in Article 29, point 1, letter “a”, “b” and “c” of the Electoral Code.
2.	The members of the CEAZ for the 2009 election to the Assembly of Albania are proposed by political parties as follows:
a.	Two members proposed by the Democratic Party of Albania;
b.	Two members proposed by the Socialist Party of Albania;
c.	A member proposed by the Republican Party of Albania;
d.	A member proposed by the Social-democrat Party of Albania;
e.	In accordance with Decision No. 7, dated 18.02.2009 of the CEC “On declaration of the result of the lot drawn to determine the party which shall propose the seventh member”, in the CEAZs of odd number, the seven member is proposed by the Socialist Party of Albania, whereas in the CEAZs of even number the seventh member is proposed by the Democratic Party of Albania.
3.	The secretary of CEAZ is proposed by the political party, which is eligible to propose the deputy chairman of the CEAZ.

Article 4
Submission of proposals by political parties
1.	The CEC notifies the political parties that are eligible to submit proposals for the members of the CEAZ.
2.	The proposal consists of the name, father’s name, last name and residence of the person who is proposed to be appointed a member of the CEAZ.
3.	Along with the above data, this proposal is accompanied with the following documents:
a.	Birth certificate with photo;
b.	University Degree;

4.	Besides the data specified in point 2 and 3 letter “a”, of Article 4 of this Instruction, the proposal submitted by the respective political party regarding the appointment of the Secretary of the CEAZ should be accompanied by the university degree in Law.

Article 5
Appointment of CEAZ members and secretary 
1.	The CEC appoints the members and secretary of the CEAZ in accordance with the proposals submitted by political parties.
2.	Regarding the appointment of members and secretary of the CEAZs, the CEC takes into account the data about the conduct of their function, including their trainings, and disciplinary measures taken against them.

Article 6
Dismissal of CEAZ members and secretary
1.	A CEAZ member and Secretary are to be dismissed from duty in accordance with the provisions in Article 32, point 1 and point 3 of the Electoral Code.
2.	Dismissal is carried out by a CEC decision.
3.	Each electoral subject submits directly to the CEC the proposal to dismiss the member or the secretary of the CEAZ.
4.	The CEC decides on the dismissal when the majority of CEC members are in favor of it.

Article 7
The CEAZ member and secretary dismissed by a CEC decision are not eligible to be reelected in this function.

Article 8
Dismissal from duty of CEAZ members and secretary 

1.	A CEAZ member and secretary shall be dismissed in the cases provided for in Article 32, point 2 of Electoral Code.
2.	When the political party that proposed the CEAZ member or secretary requires his replacement, he is discharged from duty and the request is accepted in all cases. 
3.	The request regarding the discharge of the CEAZ member or secretary should be accompanied by the proposal of his replacement with the new member or secretary. 

Article 9
Filling the vacancy

1.	When the position of a CEAZ member remains vacant, the CEC requires the respective political party to submit the proposal for the new member. The new member is appointed in accordance with the deadlines defined in Article 29, point 7 and 8 of Electoral Code.
2.	When the CEAZ member resigns, the declaration of his resignation is filed with the CEAZ. The secretary registers the respective notes in the CEAZ Meeting Record Book and notifies immediately the CEC regarding the vacancy created. The secretary shall attach to the notification a copy of the declaration of resignation. 
3.	The resigned CEAZ member shall not leave the CEAZ without handing over the task to his substitute.

PART III
APPOINTMENT OF THE CHAIRMAN AND DEPUTY CHAIRMAN OF THE CEAZ

Article 10
Proposal of the Chairman and Deputy Chairman of the CEAZ
1.	CEAZ makes a decision regarding the proposal of the Chairman and Deputy Chairman of the CEAZ.
2.	One of the CEAZ members, the representative of the party that has three members in the Commission, is eligible to propose the candidacy for the CEAZ Chairman. 
3.	One of the CEAZ members, the representative of the party that has two members in the Commission, is eligible to propose the candidacy for CEAZ Deputy Chairman. 
4.	All the members of the CEAZ are obliged to vote in favor of the proposal regarding the appointment of the chairman and deputy chairman.
5.	The decisions made by the CEAZ as above mentioned are immediately sent to the CEC.

PART IV
RIGHTS AND DUTIES OF THE CEAZ MEMBER

Article 11
Rights of CEAZ member
1.	The CEAZ member is eligible to be remunerated for his performed work. The amount of remuneration is determined by a CEC decision.
2.	While performing this task, the CEAZ member still retains the right to his job.
3.	When the CEAZ member is detained or arrested during the electoral period, the CEC is notified immediately by the competent body and the CEAZ.
4.	Each member of the CEAZ is eligible to communicate with and inform the CEC regarding any concerns he deems reasonable.

Article 12
Duties of CEAZ member

1.	The CEAZ member is obliged to enforce the Electoral Code, decisions and instructions of the CEC, legislations or documents issued by the CEC and delivered electronically through the Regional Inspector or directly by the CEC, as well as the decisions of the CEAZ.
2.	The CEAZ member is obliged to be regularly present to perform his duty in accordance with the rules defined in this Instruction and other by-laws of the CEC.
3.	The CEAZ member shall observe the rules of ethics while performing his function.

PART V
RIGHTS AND DUTIES OF THE CEAZ SECRETARY 

Article 13

1.	The Secretary of the CEAZ has the following duties:
a.	The CEAZ Secretary is eligible to be remunerated for the task carried out. The amount of the remuneration is determined by a CEC decision;
b.	While performing this duty, the CEAZ secretary does not lose the rights and duties of his workplace;
c.	When the CEAZ Secretary is detained or arrested during the electoral period, the CEC is notified immediately by the respective body of the CEAZ;
ç.  Takes part in the CEAZ meetings without the right to vote;
d.	Discusses and gives his opinion regarding the issues examined in the CEAZ meetings.
2.	In addition to duties provided for in Article 34 of the Electoral Code, the CEAZ Secretary performs the following duties as well:
a.	Administers and retains all the CEAZ documents, and is also responsible for the use of the stamp; 
b.	The CEAZ secretary is obliged to seal each CEAZ decision, which has the necessary quorum of votes and is legally signed by the members;
c.	Provides the CEAZ with the necessary legal assistance;
ç.  Registers in the CEAZ Meeting Record Book the activity exercised by the CEAZ. He verifies the presence of the CEAZ members at the beginning of each meeting;
d.  registers in the Correspondence Book of the CEAZ all the acts received or sent by the CEAZ;
dh. Registers in the Register of Decisions all the decisions taken by the CEAZ;
e. once the decision taken by the CEAZ is approved, the secretary prepares the official document in accordance with the templates approved by the CEC;
ë.  Registers in the Record of Findings the violations found during the process of delivery the voting materials after the voting is closed, in the CEAZ by the VCC, as well as the violations found during the ballot counting in the ballot counting centers.
f.  Performs other duties derived from the Electoral Code and secondary legislations of the CEC.

PART VI
DUTIES AND FUNCTION OF THE CEAZ

Article 14
Duties of the CEAZ

In addition to the duties defined in Article 33 of the Electoral Code, the CEAZ performs the following competences:
1.	Notifies the VCC members regarding the training programs organized by the VCC, takes measures for their progress and verifies the participation;
2.	Keeps constant contacts with the local government authorities and sends periodically the information to the CEC and REO;
3.	Cooperates with the local government authorities regarding the provision of premises and the necessary logistics, on the functioning of the CEAZ and VCCs;
4.	Makes public the data regarding the conduct of elections in the electoral zone;
5.	Examines and issues decision on the requests and complaints submitted by electoral subjects;
6.	Monitors and assists the preparation of premises for the voting centers, takes measures to adjust the voting center premises for the disabled people;
7.	Verifies and monitors the measures taken for securing and retaining the election materials in the CEAZ and VCC until the end of the voting process.

Article 15

CEAZ Office
1.	The location of the CEAZ Office should meet the conditions provided for in the Article 93 and 94 of the Electoral Code;
2.	The national flag should be put in a visible place in CEAZ office.
3.	On the main entry to the CEAZ office shall be placed the indicative sign of the CEAZ, and shall be published the names of the CEAZ members, the phone number of the office and the working hours.
4.	The CEAZ office is supplied with a phone line of the fixed network.

Article 16
Identification document
1.	While performing their duty, the CEAZ members and secretary are obliged to keep the identification document in a visible way according to the model used by the administration of the CEC.
2.	During their stay in the premises of CEAZ, domestic and foreign observers shall always bear the respective identification document. 

Article 17
 CEAZ stamp and its use
1.	The CEAZ uses the stamp sent by the CEC.
2.	The CEAZ stamp is kept by the secretary, who administers it in accordance with the Electoral Code and other legislations of the CEC.
3.	All the legislations issued and adopted by the CEAZ shall be sealed with the CEAZ stamp.
4.	The stamp shall, for no reason at all, be taken out of the working premises of the CEAZ.
5.	In case the CEAZ stamp becomes unusable, the CEAZ keeps a record in the Protocol Book where explains the conditions regarding the inability to use the stamp and at the same time notifies the CEC. The CEC examines the submitted information and follows the necessary procedures to provide the CEAZ with the new stamp.
6.	In case the CEAZ stamp is lost, the CEAZ records this evidence in the Protocol Book and notifies the police authorities. The CEAZ sends to the CEC a copy of the record kept and notifies the police authorities.

Article 18
Working hours of the CEAZ

1.	During the electoral period and three days before the election date, the CEAZ works from 08.00 – 13.00 in the morning and 16.00 - 20.00 in the afternoon.
2.	Three days before the election date until the declaration of the final result and submission to the CEC of the respective election documents, the CEAZ stays permanently in the office. In any case, the work stops and resumes with the CEAZ decision.
3.	The CEAZ secretary registers in the record the time of interruption and resumption of the work.      

PART VII
CEAZ MEETINGS

Article 19
Announcement for the first meeting of the CEAZ

1.	The first meeting of the CEAZ is called by a CEC decision.
2.	The decision on the CEAZ meeting is made public.
3.	The decision is sent to political parties, which have proposed the CEAZ members and it consists of: date, location and the time of CEAZ meeting.
4.	In accordance with the CEC decision, the Regional Inspector takes all the necessary measures to notify the members and to prepare the CEAZ meeting.
5.	The first meeting of CEAZ headed by the senior member. 
6.	During this meeting, the CEAZ takes the decision on proposing the Chairman and Deputy Chairman of the CEAZ according to the models approved by the CEC.

Procedure of CEAZ meetings
Article 20 

1.	The CEAZ meetings are public and are conducted in its work premises.
2.	The CEAZ meetings are valid when more than the half of CEAZ members attends them.
3.	The CEAZ meetings are called by the Chairman, Deputy Chairman or at least by two of its members. The Secretary is responsible to notify its members.
4.	The Secretary is responsible for preparing the materials of the meeting.

Article 21

1.	The CEAZ meeting is headed by the Chairman and in his absence by the Deputy Chairman.
2.	The head of the meeting presents the issue to be examined and leaves the floor to the members to discuss it.
3.	Each CEAZ member discusses and submits proposals regarding the issue on the agenda.
4.	The CEAZ meetings are registered in the Meeting Record Book, in which are included at least the following:
a.	Date, place and time of the meeting;
b.	Members who attended it;
c.	The issues discussed;
d.	Content of the discussions;
e.	The voting result of the CEAZ members;
f.	The decisions made.
5.	During the CEAZ meeting, the participants are not allowed to conduct any kind of communication by telephone or any other forms with the third parties.
6.	At the completion of the meeting, the Secretary signs on each page the minute in the Meeting Record Book. The CEAZ members are eligible to sign the above record.

PART VIII

DECISION-MAKING

Article 22
The closing of discussions and voting of proposals 

1.	At the conclusion of the discussions, the head of the meeting presents the proposals and invites the CEAZ members to vote for each proposal.

Article 23
Voting procedure and signing the decisions

1.	The CEAZ decisions are taken by a majority of votes from all CEAZ members. The Secretary has no right to vote.
2.	The CEAZ decisions are signed by all members who took part in the vote, and are sealed by the secretary with the CEAZ stamp.
3.	In addition to his signature, each member of the CEAZ declares his vote “in favor” or “against”.
4.	The CEAZ decisions are accompanied with the opinion of the minority if there is any.
5.	The CEAZ secretary registers in the Meeting Record Book the results of the voting for each proposal.
6.	CEAZ is obliged to make immediately public all the decisions made and to send a  copy of these decisions to the CEC.

PART IX
DOCUMENTATION OF THE CEAZ
Article 24

1.	The CEAZ Secretary is responsible for archiving and filing the CEAZ election documentation. The CEAZ Secretary, creates specific files regarding the decisions and instructions sent by the CEC, with reference to the legislations issued by the CEC, requests, complaints or claims made by the electoral subjects, appointment of VCCs members, designation of the members of the ballot counting centers, etc.
2.	The CEAZ Secretary submits copies of the acts, upon the request of electoral subjects,
3.	The CEAZ Meeting Record Book, the Register of Correspondence, Register of Decisions and the Record of Findings are kept and are administered by the Secretary. At the conclusion of the election process all these materials are submitted to the CEC.
Article 25
This Instruction comes immediately into force.

Arben         RISTANI-			Chairman
Dëshira	SUBASHI-			Deputy Chairman
Artan 	LAZAJ -			Member
Hysen	OSMANAJ-			Member
Klement	ZGURI-			Member
Pandeli 	VARFI-			Member
Vera 		SHTJEFNI -			Member