Coalition’s Regulation

REGULATION

THE CIVIC COALITION FOR FREE AND FAIR ELECTIONS

Section 1. General provisions

1.1  The Civic Coalition for Free and Fair Elections (hereinafter – Coalition) is a voluntary union of nongovernmental organizations which aim to contribute to the development of democracy in the Republic of Moldova;

1.2  The Coalition’s mission is to contribute to the conduct of free and fair elections in Moldova;

1.3  The Coalition functions on the principles of voluntary participation and equality of rights of all its members;

1.4  In the conduct of joint activity, Coalition members are guided by the following principles:

  • not engage in political partisanship;
  • decisions are binding on the Coalition and its members fully accept them;
  • opinions of Coalitions members are exposed separately specifying their nature necessarily.

1.5  The Coalition members shall be guided in their activity by the Charter of Free and Fair Elections (hereinafter – Charter) and the present Regulation.

1.6  To strengthen its members’ efforts the Coalition will conduct its activity through the Coalition Board (hereinafter the Council), Working groups and the Coalition Secretariat (hereinafter – Secretariat) which shall operate in accordance with this regulation.

Section 2. Coalition members

2.1. Members of the Coalition can become nongovernmental organizations from the Republic of Moldova which have signed the Charter for free and fair elections, have submitted the application dossier and undertake to comply with this regulation.

2.2. Coalition membership is achieved through the submission of a dossier which shall contain the following documents: application for accession signed and stamped by the governing body of the non-governmental organization with the declaration of the Coalition membership undertake, organization CV and two letters of recommendations from other Coalition members (in the application for accession will be indicated only the names of the respective organizations).

2.3. The decision to grant membership shall be adopted by the Council at the ordinary meetings and the Coalition Secretariat will inform the applicant organisation about the decision until the next ordinary session of the Coalition Council.

2.4. The Coalition members have the right to:

  • to take part in the Coalition’s meetings;
  • to participate and contribute to the work of the Coalition, including by participating in working groups of the Coalition;
  • to apply for one of the places of the Coalition Council;
  • to participate in the appointment of the members of the Coalition;
  • to obtain from the Council and the Secretariat information on the Coalition’s activity;
  • to receive information on the activities, sources of funding of other Coalition members that works in the field of promoting free and fair elections;
  • to propose topics for the agenda of the Council Council meetings.

2.5. The Coalition members are under obligation to:

  • to refrain from any political activity or partisanship;
  • to refrain from public disclosure of any judgments or conclusions formulated on behalf of the entire Coalition;
  • to assume and comply with the decisions taken by the Coalition Council;
  • to be members of the working groups of the Coalition;
  • to be responsive to requests from the Secretariat;
  • to inform the Council Council / Secretariat about its plans of action relevant to the mission of the Coalition;
  • to inform the Secretariat in writing about the withdrawal from the Coalition.

2.6. Failure to comply with this regulation and/or Charter entails exclusion from the Coalition.

2.7. Coalition activity:

2.7.1 Coalition work is carried out through working groups created from member organization in accordance with the Coalition’s mission and objectives:

  • Working group for the monitoring of the electoral processes;
  • Working group for the media monitoring;
  • Working group on civic and voter education;
  • Other working groups on the proposal of the Coalition members.

2.7.2. Membership of the working group is obtained once the new applicant has joined the Coalition by indicating in the application letter the working group in which the new member wishes to be part. For existing Coalition members is sufficient to address a message to the Coalition Secretariat indicating the group (groups) they want to belong to. Coalition member’s connection to the working groups will be recorded by the Secretariat in the minutes of Coalition Council meetings.

2.7.3. Decisions within the framework of the working groups shall be adopted by a simple majority of members present at the meeting;

2.7.4. Members of the working groups have the following rights and responsibilities:

  • shall meet separately in the working sessions, whenever necessary, to discuss issues relevant to the work of the group they belong; such meetings may be convened by the Coalition Council or 1/3 of the members of the Working Group; meetings of the working groups are chaired by a member of the group that is elected by simple majority vote of those present at the meeting;
  • meetings of the working groups will be accompanied by minutes that will be subsequently transmitted to the Secretariat so the discussions and decisions taken within the framework of these groups could be later brought to the attention of the Council and the members.

2.8. Observer-members

2.8.1. The Coalition Council may approve the member-observer status for the international organizations that support democratic electoral processes and institutions of international media.

Section 3. The Coalition Council (hereinafter – Council)

3.1. The Council is the governing body of the Coalition and is composed out of 9 members.

3.2. The Coalition Council has the following rights / competences:

  • adopt and amend the Charter on free and Fair Elections;
  • adopt and amend the development strategy and communication strategy of the Coalition;
  • approve priorities of activity for the Coalition;
  • establish public relations on behalf of the Coalition;
  • take decisions on behalf of the Coalition;
  • adopt the final appreciations on the free, fair and democratic character of the electoral campaigns/elections and with reference to other topics pertaining to the mission and objectives of the Coalition (this is the exclusive authority of the Council);
  • approve the declarations and other documents of the Coalition;
  • adopt, suspend and withdraw the membership of the Coalition/Council;
  • amend the regulation.

3.3. The meetings of the Council are open to the Coalition members.

3.4 Board meetings are held at least once in three months between the election campaigns, and during election campaigns at least twice a month. Extraordinary meetings can be called upon the request of a 1/3 of the Council members or at the request of the Secretariat.

3.5. The meetings of the Council are chaired by a president chosen by rotation out of the members of the Council. The agenda of the meeting shall be drawn up by the Secretariat in consultation with the members of the Council being subsequently circulated to the members one day before the meeting.

3.6. At the meetings the Council may adopt the following decision:

  • organizational / operational decisions – by simple majority of votes of the present members;
  • decisions on Regulation amendment – by a vote of 2/3 of the Council members;
  • decisions related to the mission of the Coalition, including the final appreciations on the electoral campaigns – by a vote of 2/3 of the Council members.  Decisions related to the Mission of the Coalition, including the final appreciations on the electoral campaigns are made available to the public by the Coalition Secretariat or by the members of the Council. Such decisions are published on behalf of all members of the Coalition under the name of each of the Council members who voted for this decision.

3.7. The Coalition Council decisions will be made available to the members of the Coalition through reports of the meetings that will be subsequently transmitted to all members of the Coalition in a timely manner via email.

3.8. Loss of Council membership shall take place in the following situations:

  • voluntary withdrawal from the Coalition / Council;
  • not announced absence from two consecutive meetings of the Council;
  • promoting actions that contravene to this regulation and/or Charter for free and fair elections;

Section 4. Coalition Secretariat (hereinafter – Secretariat)

4.1. The Secretariat is the executive body of the coalition and ensures the implementation of decisions adopted by the Council. The Coalition Secretariat carries out both tasks relating to the internal activity of the Coalition and external representation of the Coalition.

4.2. The Coalition Secretariat is headed by a Secretary appointed by the Council.  The Coalition Secretary is responsible in front of the Council for the results of the Secretariat activity.

4.3. The Secretariat has the initiative right which means that it may submit to the Council to review various documents: draft decision, position papers, press releases etc. on behalf of the Coalition, so the reaction to the events taking place in society to be a prompt.

4.4. The Secretariat has the following rights / competences:

  • to ensure internal and external communication (between members of the Coalition) in the name of the Coalition / Council (media, public, donors, international community);
  • to collect information from members of the Coalition on projects / programs and activities undertaken by them;
  • to disseminate information about the Coalition’s activities;
  • to organize meetings between the Council and international delegations, donors and state authorities;
  • to represent the Coalition in communication with donors, international delegations and state authorities;
  • to participate in seminars, conferences and other events on behalf of the Coalition;
  • to coordinate to the development and dissemination of social advertising on behalf of the Coalition;
  • to contribute to the creation and promotion of the Coalition public image;
  • to prepare the Council meetings, prepare minutes;
  • to keep the complete list of Coalition members;
  • to coordinate the activity of the central and regional offices of the Secretariat;
  • to prepare and submit activity reports upon request of the Coalition Council;
  • to carry out other tasks assigned by the Council.

4.5. The structure of the Secretariat shall be approved by the Council based on the proposal from the Coalition Secretariat.

4.6. The Coalition Secretariat consists of the Headquarter of the Secretariat, headed by the Secretary of the Coalition and the regional offices of the Secretariat.

4.7. Regional offices of the Secretariat shall have the same functions as the central office and their activity shall be carried out only at the level of the region in which the regional offices operates.

4.8. Regional offices shall report regularly to the central office on the activities carried out (once a month during the period of electoral campaigns, once in two weeks during the election campaigns) or upon the specific request of the Coalition Secretariat.

Section 5. Final provisions

5.1. The Coalition Council on the operation will meet within a period not exceeding one month (by the time of adoption of this Regulation) in order to complete the number of Coalition Council members in accordance with the provisions of the new regulation;

5.2. The Coalition Secretariat is responsible for monitoring the fulfillment of this Regulation;

5.3.  All disputes arising in the work of the Coalition are resolved amicably.

Adopted (updated edition) by the

Civic Coalition for Free and Fair Elections

on 19 November 2009, Chisinau