Rules of internal governance
Rules of internal governance of the Office of the President of the Republic of January 29, 2004
Table of Contents
Part One: Basic Provisions
Art. 1 Mission of the Rules of Internal Governance
Art. 2 Position and Main Task of the Office
Art. 3 Military Office of the President of the Republic
Part Two: Organisation Structure of the Office
Art. 1 Internal Organisation Structure of the Office
Art. 2 Subordinated Independent Organisation Entities
Part Three: Chancellor of the Office
Art. 1 Position of the Chancellor
Art. 2 Powers of the Chancellor
Art. 3 Position and Powers of the Vice-Chancellor
Art. 4 Secretariat of the Chancellor
Art. 5 Internal Auditor
Part Four: Powers and Structure of Independent Organisation Departments of the Office
Art. 1 Secretariat of the President of the Republic
Art. 2 Protocol
Art. 3 Press Department
Art. 4 Press Spokesman Workplace
Art. 5 Political Department
Art. 6 Legislative and Legal Department
Art. 7 Heritage Conservation Department
Art. 8 Economic and Human Resources Department
Art. 9 Registry and Archive Services Department
Art. 10 Security Department
Part Five: Správa Pražského hradu ("Prague Castle Administration")
Part Six: Lesni sprava Lany ("Lany Forest Administration")
Part Seven: Principles of the Activities Performed by the Office
Art. 1 Basic Organisation Rules Applicable to Labour Relations
Art. 2 Legal Procedures, Acts and Actions
Part Eight: Temporary and Closing Provisions
Rules of Internal Governance of the Office of the President of the Republic
To provide more in detail the internal organisation of the Office of the President of the Republic stipulated by the President of the Republic in accordance with section 4 subsection 2 of the Act No. 114/1993 Coll., on the Office of the President of the Republic,
I am issuing hereby the following Rules of Internal Governance:
Part One:
Basic Provisions
Mission of the Rules of Internal Governance
(1) The Rules of Internal Governance of the Office of the President of the Republic (hereinafter referred to as the "Office") define the position and tasks of the Office, its organisation structure, internal relations and powers of separate organisation departments.
(2) The Rules of Internal Governance are binding for all the employees who have entered in the employment contract with the Office, employees allocated on a temporary basis to discharge work tasks in the Office and adequately also for the employees active for the Office based on contracts for work performed outside their labour relations.
Position and Main Tasks of the Office
(1) The Office is an organisation unit of the state with powers defined by the Act No. 114/1993 Coll., on the Office of the President of the Republic
(2) The registered seat of the Office is Praha 1 - Hrad.
(3) The Office fulfils the professional, organisational and technical tasks connected with the execution of powers of the President of the Republic; tasks connected with the duties resulting from the diplomatic protocol and public activities of the President of the Republic, and executes the state administration in the area of heritage conservation within the protected area of Prague Castle.
(4) The right to manage Prague Castle with adjacent real properties, Lany Chateau with adjacent real properties and Lany Game Park and Preserve with adjacent real properties and buildings is exercised by the Office through the intermediary of institutions receiving contributions from the state budget, namely, Sprava Prazskeho hradu ("Prague Castle Administration") and Lesni sprava Lany ("Lany Forest Administration").
Military Office of the President of the Republic
(1) Tasks connected with execution of powers of the President of the Republic as the Chief Commander of Armed Forces in accordance with section 5 of the Act No. 114/1993 Coll., on the Office of the President of the Republic, and tasks associated with the management of Castle Guard shall be discharged by the Military Office of the President of the Republic with its registered seat at Praha 1 - Hrad.
(2) The Military Office of the President of the Republic (hereinafter referred to as the "Military Office") is the military unit of the Armed Forces of the Czech Republic, which is governed in its activities by the independent Rules of Internal Governance approved by the President of the Republic.
(3) The Military Office shall for the needs of the President of the Republic, namely:
a) gather and evaluate the information and process standpoints and recommendations in the area of defence policies; and
b) conduct the scope of duties of the State Security Council.
(4) When discharging its tasks and organising joint events, the Military Office closely cooperates with the Office and the institutions receiving contributions from the state budged established by the Office.
(5) The Military Office is supervised by the chief of the Military Office appointed and recalled by the President of the Republic. The chief of the Military Office is directly subordinated to the President of the Republic.
Part Two:
Organisation Structure of the Office
Organisation Structure of the Office
(1) The Office is supervised by the Chancellor of the Office. The Chancellor and Vice-Chancellor of the Office are appointed and recalled by the President of the Republic.
(2) Execution of the function of the Chancellor and Vice-Chancellor of the Office is technically and organisationally ensured by the Secretariat of the Chancellor of the Office.
(3) The Office is moreover structured into two separate organisation groups as follows:
a) on the department level:
Secretariat of the President;
Protocol;
Press Department;
Political Department;
Security Department;
Legislative and Legal Department;
Heritage Conservation Department;
Economic and Human Resources Department; and
Registry and Archive Services Department;
b) on the workplace level:
Press Spokesman Workplace;
c) Internal Auditor.
(4) Each organisation department referred to under para. (3) letter (a) is headed by a Director supervising the respective department. Department Directors are appointed and recalled by the President of the Republic.
(5) Departments listed under para. (3) may be further organisationally structured into other sub-departments and workplaces.
(6) Chancellor of the Office establishes and cancels workplaces within the framework of departments or sub-departments.
Subordinated and independent organisation entities
(1) The subordinated organisation entities of the Office are the institutions receiving contributions
from the state budged established in accordance with section 3 subsection 2 of the Act No. 114/1993 Coll., on the Office
of the President of the Republic, namely:
- Sprava Prazskeho hradu ("Prague Castle Administration") with its registered seat at Praha 1 - Hrad; and
- Lesni sprava Lany ("Lany Forest Administration") with its registered seat at Lany, district Rakovnik.
Part Three:
Chancellor of the Office
Position of the Chancellor of the Office
Chancellor of the Office is the head of an organisation unit of the state making legal acts in the matters concerning the Office externally and supervising and controlling its business and being responsible for it. Because of performance of his/her office he/she is responsible to the President of the Republic who controls him/her and charges him/her with the tasks.
Powers of the Chancellor of the Office
(1) Chancellor of the Office shall, namely:
a) ensure execution of the orders and decisions of the President of the Republic;
b) inform the President of the Republic of the significant political, economic, social and cultural circumstances;
c) submit the Ministry of Finance the proposed budget of the Office, participate in the discussions regarding the Budget
Chapter relating to the Office within the framework of the discussions of the proposed bill on the state budget, justify
before the bodies of the Parliament the report on the results of the business performance of the Office, including its
Budget Chapter, and be responsible for the management of the budgetary means of the Office;
d) establish institutions receiving contributions from the state budget of the Office, approve their Rules of Internal
Governance and appoint and recall their directors;
e) organise and chair regular meetings of the President of the Republic with the Office staff;
f) organise and chair meetings of the directors, and/or other employees of the Office, assign tasks, control their
fulfilment and inform the President of the Republic of their results;
g) issue the Rules of Internal Governance, Employment Guidelines, Rules of Signature, Filing and Recording Guidelines,
regulations, as well as other internal provisions, measures and decisions binding the Office employees;
h) appoint and recall Department Directors;
i) decide in personal matters specified in detail by the Employment Guidelines of the Office; and
j) appoint and recall the security director of the Office and the internal auditor of the Office depending of the specific
laws.
(2) Chancellor of the Office supervises and controls directly the directors of the:
a) Secretariat of the President of the Republic;
b) Protocol;
c) Press Department;
d) Political Department;
e) Legislative and Legal Department;
f) Security Department;
as well as
a) Press Spokesman;
b) Internal Auditor; and
in accordance with the Act No. 148/1998 Coll., on Protection of Classified Information,
c) Security Director.
Position and Powers of the Deputy Chancellor of the Office
(1) Vice-Chancellor of the Office represents in the event of absence of the Chancellor of the Office his/her powers in full or decides in the matters delegated to him by the Chancellor of the Office. Vice-Chancellor of the Office is responsible to the Chancellor of the Office who supervises and controls and charges him/her with tasks.
(2) Vice-Chancellor of the Office supervises and controls directly the:
a) Secretariat of the Chancellor of the Office;
b) Director of Economic and Human Resources Department;
c) Director of the Heritage Conservation Department;
d) Director of the Registry and Archive Services Department;
e) Director of the Prague Castle Administration; and
f) Director of the Lany Forest Administration.
(3) He/she coordinates the tasks connected with the internal running of the Office and the relations of the Office with the Prague Castle Administration and the Lany Forest Administration.
Secretariat of the Chancellor of the Office
The Secretariat of the Chancellor of the Office ensures all the administrative services, preparation of professional documents and supporting information, as well as the daily agenda and other measures required to execute the functions of the Chancellor and Vice-Chancellor of the Office. Based on the instructions given by the Chancellor or Vice-Chancellor of the Office the Secretariat convenes meetings, prepares minutes thereof and controls fulfilment of the tasks charged.
Internal Auditor
The Internal Auditor examines and audits the Office and the institutions receiving contributions for the state budged established by the Office in accordance with the Act No. 320/2001 Coll., on Financial Control, as amended.
Part Four:
Powers and Structure of Independent Organisation Departments of the Office
Secretariat of the President of the Republic
(1) The Secretariat of the President of the Republic ensures daily execution of the function of the President of the Republic and discharges other tasks depending on the President's direct instructions. It directly reports to the President for compliance with these tasks. It is subordinated in all the other matters to the Chancellor of the Office.
(2) The Secretariat of the President of the Republic shall namely:
a) convene regular meetings relating to the agenda of the President of the Republic and in cooperation with the appropriate
Departments of the Office prepare, ensure, record and distribute the agenda of the President of the Republic;
b) submit the President of the Republic processed documents and materials from all the Departments of the Office for the
President's approval and signature;
c) execute consignments and private correspondence addressed directly to the President;
d) file the correspondence and written materials of the President of the Republic and his/her Secretariat;
e) ensure personal duty held at the President of the Republic;
f) ensure the medical care of the President of the Republic;
g) negotiate and ensure meetings of the President of the Republic of both the unofficial and private nature;
h) receive and execute oral and written petitions by means of which people refer to the President of the Republic and
prepare the supporting information and recommendations for the President of the Republic in the areas which the petitions
to be executed deal with;
i) evaluate the knowledge obtained within the execution of separate petitions filed by people for the needs of the President
of the Republic and the Chancellor of the Office;
j) ensure the services for the wife of the President of the Republic as associated with the formal duties of the President
of the Republic in the area of Diplomatic Protocol.
(3) Director of the Secretariat of the President of the Republic is concurrently the Secretary of the President of the Republic. The Secretary of the President of the Republic discharges in full within the authorization granted by the President of the Republic the President's personal agenda and personal correspondence.
(4) The department of Public Relations forms part of the Secretariat of the President of the Republic.
Protocol
(1) The Protocol ensures all matters connected with the:
a) execution of the powers of the President of the Republic set forth by the Constitution of the Czech Republic,
constitutional statutes and laws;
b) obligations resulting from the Diplomatic Protocol and the public function of the President of the Republic.
When discharging the above tasks, the Protocol cooperates with the appropriate bodies of the Parliament, Office of the
Government of the Czech Republic, Ministries and other administrative bodies and agencies, self-governmental bodies and
agencies and the appropriate Departments of the Office.
(2) The Protocol shall, namely:
a) formally and organisationally ensure state visits in the Czech Republic and official, working and
private visits of foreign representatives in the Czech Republic made on the basis of an invitation of the President of the
Republic, state and working visits of the President of the Republic abroad, domestic trips, official receptions at the
President of the Republic, social and political events arranged by the President of the Republic, etc.;
b) negotiate in cooperation with the Political Department the definite dates of the state and other visits in the Czech
Republic and trips of the President of the Republic abroad;
c) ensure audiences of ingoing foreign ambassadors and plenipotentiary heads of the diplomatic missions of the Czech
Republic, as well as the contacts of the President of the Republic with the Diplomatic Corps;
d) execute the tasks connected with the Diplomatic Protocol correspondence in‑between heads of state and the President of
the Republic;
e) ensures maintenance of the state seal;
f) process in cooperation with the director of the Economic and Human Resources Department the supporting information
related to the accounts for the matters of the Protocol. The director of the Protocol is the Office administrator in
regard of the Ministry of Foreign Affairs account for state visits;
g) manage the store of gifts of the President of the Republic; and
h) ensure in accordance with the Act the scope of duties connected with state decorations, collects the proposal for
conferment and award of state decorations, organisationally provide for the acts of their conferment and award, conduct
the registration and records of the conferred and awarded state decorations.
Press Department
(1) The Press Department ensures publicity of public appearances of the President of the Republic in mass media, organises press conferences and operative contacts of the President of the Republic with media people.
(2) The Press Department shall, namely:
a) ensure the contacts of mass media with the President of the Republic, the Office and the Prague
Castle Administration, inform the mass media of the work of the President of the Republic, the Office and the Prague
Castle Administration and provide on a continuous basis for the needs of the President and the Office the news of quick
information service of both local and global agencies;
b) monitor, evaluate and document for the needs of the President of the Republic and the Office the news and commentaries
of both the domestic and selected foreign mass media concerning, especially, the political situation in the Czech Republic
and activities of the President of the Republic;
c) conduct and process the documentation of the news and commentaries of both the domestic and selected foreign mass media
on the activities of the President of the Republic, document his/her public appearances and process and collect overviews
of the press and news of other mass media; and
d) ensure on a continuous basis the outfitting of the library of the Office with both the local and foreign professional
publications, dailies and weeklies and other professional or different magazines, Collection of Laws and provide them for
their utilization by the President of the Republic and the Office employees.
(3) The Press Service Sub-Department forms part of the Press Department.
Press Spokesman's Workplace
(1) The Press Spokesman informs in cooperation with the other Office Departments the public of the political and public activities of the President of the Republic, acquaints the public with standpoints of the President of the Republic and informs the public of the cultural and social events taking place in the Prague Castle.
(2) The Press Spokesman's Workplace ensures in cooperation with the Press Department for the mass media the information on the activities of the President of the Republic, interviews and other public appearances of the President of the Republic.
(3) The Press Spokesman is responsible for communication of the standpoints of the President of the Republic and for informing the public of the President's work.
(4) The Workplace is supervised and controlled by the Press Spokesman.
Political Department
(1) In cooperation with the Ministry of Foreign Affairs the Political Department gathers, processes and evaluates information on the foreign policy of the Czech Republic and international relations for the needs of the President of the Republic, and develops supporting materials and recommendations for the foreign-policy meetings and appearances of the President of the Republic.
(2) The Political Department gathers, processes and evaluates information for the needs of the President of the Republic on the activities of the Chamber of Deputies, Senate, Government, Ministries and other authorities, self‑governmental bodies and agencies, political parties, economic entities, trade unions and other civic organisations, as well as on those engaged in the environmental affairs.
(3) The Political Department shall, namely:
a) prepare and organise in cooperation with the Protocol the execution of the constitutional powers of
the President of the Republic while representing the Czech Republic abroad, including negotiating and ratifying
international treaties, state visits and other foreign trips of the President of the Republic, reception of heads of
states in the Czech Republic and reception and accreditation of heads of diplomatic missions;
b) prepare and organise in cooperation with the Protocol reception of foreign public emissaries and personalities by the
President of the Republic;
c) within the scope and in the form given by the President of the Republic interpret for the appropriate agencies and
authorities his/her standpoints and opinions related to the discussed foreign-policy issues;
d) process in cooperation with the Protocol the foreign correspondence trips of the President of the Republic;
e) monitor the development and the process of the legislature and creating individual laws, evaluate their social impact,
cooperate with the Legislative and Legal Department in development of analyses and standpoints relating to adopted bills
submitted to the President of the Republic for signature, and/or return of the adopted bills to the Chamber of Deputies
for their reconsideration;
f) prepare for the President of the Republic the supporting information and recommendations in the area of justice,
economy, environmental conditions, public health, social affairs, school system, science, culture and other areas of the
society life, including civic associations and foundations, while utilizing at the same time also the information obtained
from the Secretariat of the President of the Republic;
g) prepare reception of the representatives of constitutional, state administration and self-government bodies, officials
of political parties, movements, trade unions or other civic entities, other public officials and personalities by the
President of the Republic;
h) prepare the material content and political outputs of the official trips made by the President of the Republic in the
Czech Republic; and
i) process analyses of the long-term and current sociological, political science-related and economic issues so that it is
possible in cooperation with the other Office Departments prospectively draft the recommendations and proposals for
political meetings and decisions of the President of the Republic.
Legislative and Legal Department
(1) The Legislative and Legal Department prepares the proposals for the decisions of the President of the Republic, which are associated with the execution of his/her constitutional rights and duties in the legislative process and upon execution of his/her powers.
(2) The Legislative and Legal Department shall, namely:
a) monitor in close cooperation with the Political Department the preparation of the laws in the bodies
of the Government and the Parliament and prepare standpoints to the bills submitted to the President of the Republic for
signature, and/or proposals for their return to the Parliament for reconsideration;
b) prepare standpoints in respect of compatibility of international treaties submitted to the President of the Republic
for ratification with the constitution and the laws of the Czech Republic and then recommend and ensure the subsequent
procedure;
c) execute the scope of tasks connected with delegation of the President's powers to negotiate international treaties;
d) inform of the materials having legislative nature and presented to the Government and the Parliament depending on the
President's of the Republic requirements;
e) prepare on behalf of the Office the standpoint to the industry drafts of legal provisions and collect the information
on the circulation of draft bills for comments;
f) prepare the supporting information for the meetings of the President of the Republic with constitutional or other
representatives in respect of the legislative issues;
g) prepare and complete the proposals of the President of the Republic to the Constitutional Court for cancellation of the
Acts or part thereof and to the Supreme Administrative Court for suspension of activities or cancellation of a political
party;
h) ensure the tasks connected with appointments of those representatives who fall in accordance with the Constitution and
other laws within the appointment powers of the President of the Republic, with an exception of heads of diplomatic
missions;
i) upon compliance with legal conditions prepare issuance of approvals criminally to prosecute judges;
j) prepare, complete and ensure the publication of the decisions of the President of the Republic on amnesty, declaration
of elections and results of plebiscite;
k) conduct central records of legal literature and documentation;
l) receive and record all the written petitions the purpose of which is application for pardon;
m) consider the application for pardon, conduct separate examinations, process the petitions to grant the pardon and submit
them to the President of the Republic for his/her decision;
n) submit the President of the Republic the supporting information for decision in the events when the pardon has been
granted conditionally;
o) pass to the Minister of Justice for execution the petitions to grant pardon in compliance with the decision on
delegation of powers;
p) submit on a regular basis via the Chancellor of the Office the evaluation of the proceedings relating to petitions for
granting pardon to the President of the Republic;
r) conduct the records of internal regulations of the Office;
s) conduct legal matters of the Office as an organisation unit of the state and represent the Office during possible
lawsuits and hearings;
t) provide professional legal assistance to the person while developing internal regulations, unless being the developing
agency itself.
Heritage Conservation Department
(1) The Heritage Conservation Department executes the state administration in the area of heritage conservation in the complex of the national cultural monument, Prague Castle.
(2) The Heritage Conservation Department shall, namely:
a) monitor the condition of buildings in the complex of the national cultural monument, Prague Castle, and the complex of
Lany Chateau;
b) issue binding statements in regard of the conceptual intentions, projects, reconstruction, restoration and all the
building operations carried out within the complex of the national cultural monument, Prague Castle, and supervise their
implementation;
c) issue standpoints to the building operations within the area of interest of the national cultural monument, Prague
Castle;
d) take care of Czech coronation jewels;
e) monitor the condition of the historical articles of the national cultural monument, Prague Castle, and its collections
and church treasure kept by St. Vitus Metropolitan Chapter, check their suitable deposition, suggest required preservation
and restoration works, participate in the approval procedures connected therewith;
f) cooperate with the appropriate state agencies of the preservation of monuments and the Archaeological Institute of the
Academy of Sciences during the archaeological research in the complex of the national cultural monument, Prague Castle;
g) perform professional supervision of the conducting of the Archives and Library of St. Vitus Metropolitan Chapter; and
h) perform and order professional documentation and scientific research in the area of preservation of monuments
concerning the complex of the national cultural monument, Prague Castle.
Economic and Human Resources Department
(1) The Economic and Human Resources Department shall, namely:
a) prepare the supporting information and process the draft budget and draft state final budget of the budgetary chapter,
perform the budget specifications and monitor within the framework of its competence the purposeful and cost-efficient
utilization of the budgetary funds;
b) develop the mid-term budgetary forecast of the income and outlays for the chapter;
c) suggest measures aimed at achieving the intention of the budget and ensure performance of the approved transfers within
the budget;
d) conduct the complete economic program of the Office in the area of management of the budgetary funds, including
controlling and methodological tasks and contacts and economic area and institutions receiving contributions from state
budget, including program financing;
e) open limits at the financing establishments for financing the Office;
f) process the budget of salaries and wages and that of the Fund of Cultural and Social Needs;
g) ensure that the accounts of the Office are conducted and control accuracy of the accounting records and perform
analyses of drawing funds;
h) perform complex tasks in respect of human resources, deal with the labour issues and salaries and wages;
i) conduct the records of employees and jobs and develops statistic reports referring to Human Resources tasks;
j) develop the training schedule of employees and comprehensively ensure their professional and language training;
k) process the salaries and wages of employees and benefits of the President of the Republic, be responsible for
maintaining the limit of the wage fund; and
l) develops the Office internal regulations in the area of labour relations.
Registry and Archive Services Department
(1) The Registry and Archive Services Department ensures all the tasks of the registry and filing of the Office and the Prague Castle Administration. As regards filing services, it ensures the relevant tasks also for the Lany Forest Administration.
(2) The Registry and Archive Services Department shall, namely:
a) ensure in the area of registry all the tasks connected with handling and comprehensive care of correspondence (such as
receipt and delivery, sorting out, recording, circulation, internal and external appearance, sending, filing and
shredding);
b) ensure in the area of archives all the tasks connected with concentrating, accepting, registering, filing (categorizing),
protecting, professional processing, making accessible and utilization of records;
c) ensure in the area of photo-archives all the tasks connected with the care of photographic documentation and coordinate
the provision and saving thereof; and
d) administer the archives of the Office of the President of the Republic, those of the Prague Castle and those with the
library of the St. Vitus Metropolitan Chapter.
(3) The Registry and Archive Services Department is structured in the following sub-departments:
a) Registry
b) Archives
Security Department
(1) The Security Department provides information from the area of the state security policies and discharges the tasks in the areas of protection of the classified information and crisis management.
(2) The Security Department shall, namely:
a) collect, process and evaluate for the needs of the President of the Republic and the Chancellor of the Office the
information in the area of the state security;
b) discharge the tasks set out by the Act for the Chancellor of the Office as the statutory body in accordance with the
Act on Classified of Information;
c) conduct the scope of tasks connected with the Secret Protocol and fulfil the tasks of the registry of the classified
information of the Office, including the receipt, records, transfer, transport, lending, filing, eliminating, shredding,
saving and another manipulation relating the classified correspondence and materials in the Office;
d) take part in dealing with and resolving conceptual issues of the internal security of the Office, stipulate the
criteria of the building security and operational measures and safety criteria for the information system; and
e) meet the tasks resulting for the Office from the Act on Crisis Management.
Part Five:
Správa Pražského hradu ("Prague Castle Administration")
(1) The Prague Castle Administration is an independent institution paid by contributions from the state budget the founder of which has been the Office. The scope of services for the benefit of the Office, as well as the scope of other activities, has been defined by the Deed of Foundation. The organisation structure of Prague Castle Administration, internal relations and powers of the organisation departments has been set out by the Rules of Internal Governance of the Prague Castle Administration issued by its director with the approval of the Chancellor of the Office.
(2) The Prague Castle Administration manages and administers the Prague Castle with adjacent real properties and Lany Chateau with adjacent real properties, as well as respective movable assets, ensures services for the benefit of the Office, organises cultural, social and business events in the complex of Prague Castle and takes care of the maintenance, reconstruction and overall development of Prague Castle and Lany Chateau.
(3) The Prague Castle Administration is managed by its director appointed and recalled by the Chancellor of the Office.
Part Six:
Lesni sprava Lany ("Lany Forest Administration")
(1) The Lany Forest Administration is an independent institution paid by contributions from the state budget the founder of which has been the Office. The scope of services for the benefit of the Office, as well as the scope of other activities, has been defined by the Deed of Foundation. Its organisation structure, internal relations and powers of the organisation departments has been set out by the Rules of Internal Governance of the Lany Forest Administration issued by its director with the approval of the Chancellor of the Office.
(2) The Lany Forest Administration manages and administers the assets entrusted to it and provides the services connected with their utilization, ensures forestry and water business on the entrusted land and provides game management and fishery.
(3) The Lany Forest Administration is managed by its director appointed and recalled by the Chancellor of the Office.
Part Seven:
Principles of the Office Business
Basic organisation rules in labour relations
(1) All the Office Departments, unless provided otherwise, are controlled by a single responsible Director, respectively, and each and any employee of the Office immediately reports to single supervisor.
(2) Departments operating without any relation of superiority or subordination in‑between of them are obliged mutually to assist one another, while executing their respective tasks. In the event of a conflict over their competence the Chancellor of the Office determines the Department responsible for fulfilment of the task.
(3) Office Departments cooperate within the scope of their competence with the appropriate bodies of the Parliament, Office of the Government of the Czech Republic, Ministries and other authorities of the state administration, self‑governmental bodies, and/or other entities and persons, subject to maintaining the principles of protection of the classified information.
(4) The organisation management and control of the Office is provided by an assembly of internal regulations and internal controlling acts issued by the Chancellor of the Office. The Rules of Internal Governance may be issued or modified only with the approval of the President of the Republic.
(5) The Office employees are authorized to sign and dispose of the allocated funds on behalf of the Office depending on the Rules of Signature and other internal acts.
(6) Department directors are represented during the time of their absence by their deputies, and/or other authorized employees.
Legal acts
(1) The Chancellor of the Office is the Director of an organisation unit of the state, namely, Office of the President of the Republic. In the area of management of the entrusted assets of the Czech Republic the Chancellor of the Office makes legal acts - as the Director of the organisation unit of the state - on behalf of the state. The Chancellor of the Office is authorized to negotiate on behalf of the Office with the effects of acquiring the rights and obligations in full. During the time of absence of the Chancellor of the Office his/her deputy executes these powers, whether as a whole or in regard of the matters delegated to him/her by the Chancellor of the Office.
(2) Department Directors are authorized within the scope defined by the Chancellor of the Office to make legal acts on behalf of the state in the matters of the Office within the framework of competence of the Departments controlled by them.
(3) Chancellor of the Office determines who else of the Office employees is authorized to negotiate in the matters of the Office on behalf of the state with legal effects and within which scope, while signing the deeds, disposing of funds and material means (signature rights).
(4) Chancellor of the Office makes legal acts and takes up decisions in the matters of the Office on behalf of the state in respect of labour relations. The other senior employees make legal acts and take up decisions in respect of labour relations only within the scope of the authorization granted by the manger of the Office, Employment Guidelines of the Office and other applicable internal regulations.
(5) The senior staff of the Office according to the appointment mode in accordance section 27 subsection 5 letter (c) of the Labour Code or based on the specific law is appointed and recalled by:
a) the President of the Republic
if in respect of
- the Chancellor and the Vice-Chancellor of the Office,
- on the basis of a proposal submitted by the Chancellor of the Office the Directors of Organisation Departments referred to under Part Two Art. 1 para. (3) letter (a) above;
b) the Chancellor of the Office
if in respect of
- the Press Spokesman,
- on the basis of a proposal submitted by the respective directors the deputy directors and managers of sections; and
- the security director of the Office in accordance with the Act on Classified Information; and
- the internal auditor of the Office in accordance with the Act on Financial Control.
Part Eight:
Temporary and Closing Provisions
(1) Heads of the departments referred to under Part Two Art. 1 para. (3) continue to be directors of materially appropriate Departments appointed by the President of the Republic in accordance with the existing Rules of Internal Governance.
(2) The diagram of the organisation structure of the Office forms part of these Rules of Internal Governance as referred to in Annex 1.8.
(3) Rules of Internal Governance of the Office Ref. No. 405.547/95 of January 1, 1997 have been repealed hereby, including any Amendments.
These Rules of Internal Governance come into effect on February 1, 2004; modifications hereof and amendments hereto shall be approved by the President of the Republic.
Amendment No. 1 to the Rules of Internal Governance the Office of President of the Republic Ref. No. 1135/2004 of January 29, 2004
I.
The Rules of Internal Governance the Office of President of the Republic have been modified as follows:
1. Part Two Art. 1 para. 3: Organisation Structure of the Office reads as follows:
(3) The Office is moreover structured into the following independent departments:
a) on the department level:
Secretariat of the President;
Protocol;
Press Department;
Political Department;
Security Department;
Legislative and Legal Department;
Heritage Conservation Department;
Economic and Human Resources Department; and
Registry and Archive Services Department;
b) on the section level:
Section of Internal Audit.
2. Part Three Art. 2 para. 1: Chancellor of the Office reads as follows:
(1) Chancellor of the Office shall, namely:
a) ensure execution of the orders and decisions of the President of the Republic;
b) inform the President of the Republic of the significant political, economic, social and cultural circumstances;
c) submit the Ministry of Finance the proposed budget of the Office, participate in the discussions of the Budget
Chapter relating to the Office within the framework of the discussions of the proposed bill on the state budget, justify
before the bodies of the Parliament the report on the results of the business performance of the Office, including its
Budget Chapter, and be responsible for the management of the budgetary means of the Office;
d) establish institutions receiving contributions from the state budget of the Office, approve their Rules of Internal
Governance and appoint and recall their Directors;
e) organise and chair regular meetings of the President of the Republic with the Office staff;
f) organise and chair meetings of the directors, and/or other employees of the Office, assign their tasks, control
their fulfilment and inform the President of the Republic of their results;
g) after the approval granted by the President of the Republic issue the Rules of Internal Governance and Wage and
Salary Rules;
h) issue the Employment Guidelines, Rules of Signature, Filing and Shredding Guidelines, regulations, as well as other
internal provisions, measures and decisions binding for the Office employees;
i) appoint and recall Department Directors;
j) decide in personal matters specified in detail by the Employment Guidelines of the Office; and
k) appoint and recall the Security Director of the Office and the Director of the section of internal audit of the
Office in accordance with the specific legal provisions.
l) be the appellate body within the administrative proceedings in the matters provided by generally applicable legal
provisions."
3. Part Three Art. 2 para. 2: Chancellor of the Office reads as follows:
Chancellor of the Office supervises and controls directly the directors of the:
a) Secretariat of the President of the Republic;
b) Protocol;
c) Press Department;
d) Political Department;
e) Legislative and Legal Department;
f) Security Department;
as well as
g) Director of the Section of Internal Audit; and
in accordance with the Act No. 148/1998 Coll., on Protection of Classified Information,
h) Security Director.
4. Part Three Art. 2 Art. 5: Chancellor of the Office reads as follows:
Art. 5
Section of Internal Audit
(1) Section of internal audit provides the internal audit of the Office and of the institutions receiving contributions from the state budget as established by the Office in accordance with the Act No. 320/2001 Coll., on Financial Control, as amended.
(2) Section of internal audit shall, namely:
a) carry out independent and objective review and evaluation of operations and internal control system of the Office;
b) perform internal audit in the Office; and
c) perform public administrative controls in the institutions receiving contributions from the state budget as
established by the Office.
5. Part Four Art. 1 para. 2: Powers and Structure of Independent Organisation Departments of the
Office, Secretariat of the President of the Republic:
insert after the existing letter (h) the new letter (i) reading as follows: "fulfil the duties set forth for the Office
and the President of the Republic in accordance with the Act No. 106/1999 Coll., on Free Access to Information, as
amended, and/or issue in the name of the obligated entity or person the relevant first-instance decisions in the
administrative proceedings.
The existing letters (i) and (j) are renamed to letters (j) and (k), respectively.
6. Part Four Art. 2 para. 2 letter (g): Powers and Structure of Independent Organisation Departments
of the Office, Protocol reads as follows:
"conducts the records of gifts of the President of the Republic."
7. Part Four Art. 3 para. 2: Powers and Structure of Independent Organisation Departments of the Office,
Press Department Add letters (e) and (f) reading as follows:
"e) inform in cooperation with the other Departments of the Office the public of the political and public activities
of the President of the Republic, acquaint the public with the standpoints of the President of the Republic and inform the
public of the cultural and social events taking place in Prague Castle;
f) provide for the mass media the information on the activities of the President of the Republic, interviews and
other public appearances of the President of the Republic and be responsible for interpretation of the standpoints held by
of the President of the Republic in the public and for the information presented to the public on the President's work."
8. Part Four Art. 4: Powers and Structure of Independent Organisation Departments of the Office, Press Spokesman Workplace has been deleted.
9. Part Four Art. 6 para. 2: Powers and Structure of Independent Organisation Departments of the Office,
Legislative and Legal Department Insert after letter (t) the new letter (u) reading as follows:".
"provide professional legal assistance to an official person upon issuance of the decision within the framework of the
administrative proceedings."
10. Part Four Art. 7 para. 2 letter (a): Powers and Structure of Independent Organisation Departments of the Office, Heritage Conservation Department Delete semicolon after the word "Lany" and add the words "and inform of the necessity of repairs, maintenance and restoration of the real properties and articles included within preservation of monuments;".
11. Part Four Art. 9: Powers and Structure of Independent Organisation Departments of the Office, Department of Registry and Files reads as follows:
Art. 9
Registry and Archive Services Department
(1) The Registry and Archive Services Department ensures all the tasks of the registry and filing of the Office and of the Prague Castle Administration. As regards filing services, it ensures the relevant tasks also for the Lany Forest Administration.
(2) The Registry and Archive Services Department shall, namely:
a) ensure in the area of registry all the tasks connected with handling and comprehensive care of correspondence (such
as receipt and delivery, sorting out, recording, circulation, internal and external appearance, sending, filing and
shredding);
b) ensure in the area of Archives of the Office of the President of the Republic and Archives of Prague Castle all
the tasks connected with selection, recording, depositing, protecting, professional processing and making accessible the
files resulting from performance of the Office of the President of the Republic, its predecessors and its institutions
receiving contributions from the state budget, as well as files deposited in the historical, plan-type and documentation
funds; manage the archives and the library of St. Vitus Metropolitan Chapter; perform scientific, researching, editing and
publishing tasks in the area of archives and associated disciplines and establish the specialized library manual of the
archive, historical and art-historical literature;
c) be responsible for the execution of the state administration in the area of registry and filing services.
(3) The Registry and Archive Services Department is structured into the following sub-departments:
a) Registry Services;
b) Archives of the Office of the President of the Republic (specialized archives in accordance with section 80
subsection 4 of the Act No. 499/2004 Col.);
c) Archives of the Prague Castle (specialized archives in accordance with section 80 subsection 4 of the Act No.
499/2004 Col.).
12. Part Four Art. 10 para. 2: Powers and Structure of Independent Organisation Departments of the Office, Security Department Insert after the existing letter (e) the new letter (f) reading as follows: "perform tasks in the area of administrative and personal security in the institutions receiving contributions from the state budget as established by the Office".
13. Part Seven Art. 2 para. 5 letter (b) Principles of the Activities Performed by the Office, Legal Acts Replace the words after the last bullet "internal auditor of the Office in accordance with the Act on Financial Control" with the words "Director of the section of internal audit of the Office in accordance with the Act on Financial Control".
14. Annex 1 has been replaced with a new one made and attached to this Amendment as Annex 1 (graphic diagram of the organisation structure of the Office of the President of the Republic ("KPR")).
II.
This Amendment comes into force on January 1, 2005.
