ARIN Advisory Council Guidelines

Advisory Council actions are outlined in the ARIN Bylaws. Specific processes and procedures to support those actions are defined below. Other adopted procedures of the Council not addressed in the Bylaws are documented herein.

• Approval of Meeting Minutes
• Travel Policy for ARIN AC Members
• Chair Election Procedures
  • Introduction
  • Nominations
  • Finalizing the Slate of Candidates
  • Voting
  • Period of Voting
  • Vote Counting and Announcement of Election Results
  • Continuity of Leadership
  • Timeline

Approval of Meeting Minutes

ARIN staff in attendance at each meeting writes a first draft of the meeting minutes and sends them to the Chairman of the Advisory Council for preliminary approval. Upon the Chairman's approval, the draft minutes are sent via e-mail to all members of the Council. Members have ten (10) business days to respond with approval or suggested changes. Lack of response within ten days will be construed as approval of the minutes as drafted. If changes are received, they will be incorporated by the Chairman and the revised draft will be sent back to the Council members for final approval. If a second round of review is necessary, response is required within five (5) business days. The Minutes will be posted as "draft" to the ARIN website until formal approval by the Council at its next regularly scheduled meeting, at which time the minutes would be posted as approved. (Bylaws, Article VIII, Section 11)

Travel Policy for ARIN AC Members

• Expenses for travel incurred by elected members of the ARIN Advisory Council (AC Member) are reimbursed to the AC Member upon request, if their company is not able to absorb the cost.
• Travel must be approved by ARIN in advance in order to receive reimbursement.
• All travel arrangements should be coordinated and booked through ARIN’s Executive Assistant.
• Additionally, the President of ARIN must approve any single estimated expense exceeding $5,000.00 in advance in order to qualify for reimbursement for such expense.
•  All expense reports must be received by ARIN within twenty (20) business days of the conclusion of the travel.
• Expense reports submitted after twenty (20) business days will be considered for reimbursement only if accompanied by a letter to the President of ARIN detailing the reason for the delay in submission.
• The President of ARIN will review the letter and will determine, based on the circumstances outlined, whether to approve the reimbursement.

Allowable Expenses

Air travel

Allowable expenses for round-trip travel will be based on 14-day advance purchase rates on Coach Class flights within North America, the Caribbean Islands, and other locations to be determined at ARIN’s discretion. Business class flights will be made on most international flights in excess of seven (7) hours inclusive of stopovers and change of planes.  It is preferred that airline tickets be purchased directly through ARIN. Please remember that this would not be a reimbursable expense, since ARIN is purchasing the ticket.

If the AC Member prefers to make his/her own arrangements, ARIN will provide a roundtrip quote for airfare to the AC Member *prior* to the AC Member making his/her arrangements. This quote will be used as a budgetary ceiling for the AC Member to purchase his/her airline tickets. Actual cost must be equal to, or less than, the budget provided for each trip.

Any and all fees associated with changes to purchased itineraries will be paid by ARIN (or reimbursed to AC Member) only if said changes have been requested and authorized by ARIN.

Upgrades can be obtained upon request, at time of booking, using the AC Member’s personal frequent flyer miles/certificates, or by the AC Member paying the difference between the fare that ARIN will provide, and the cost of the fare for the class of service the AC Member wants.

Lodging

Hotel rooms will be paid by ARIN on the Master Account for any ARIN Public Policy and Members Meetings held either alone; or jointly with another organization. Hotel reservations will be arranged directly through ARIN to include arrival one day prior to the meeting, departing the day after the meeting, or for a shorter stay of time if applicable.

If, for any reason, the member cannot stay in the venue hotel, (ex., venue hotel is sold out) the following applies:

• Reimbursement for lodging at another hotel will be based on published room rates for a standard room at that hotel. Rates in excess of the rate for a standard room must be approved in advance, or the excess will not be reimbursed.

*All* Incidentals are the responsibility of the individual (ex., use of phone in room, room service, movies, mini-bar - if available).

Meals and Incidental Expenses – Expenses are covered one of two ways:

Either: 100% per the current published U.S. Government standard per diem rates for meals and incidental expenses for domestic and international destinations.

Or:  Keep all reasonable meal receipts (excluding alcohol), and be reimbursed for actual meal expenses.

The Travel Coordinator will inform AC Members of the approved per diem rate for each destination. AC Members are entitled to full per diem reimbursement for each day on travel.

Conference Registration

AC Members are responsible for their own conference registration. All RIR registrations are complimentary, with the exception of AfriNIC. Please register as complimentary for APNIC, ARIN, LACNIC and RIPE.

ARIN will not reimburse conference registration costs in excess of any applicable ‘early-bird’ rates. Registration should be done at the earliest possible date, as the price usually increases after the ‘early-bird’ registration dates. 

Ground Transportation

Reimbursement will be made for reasonable ground transportation to and from the airport and hotel.

Variable Expenses

ARIN will reimburse the following variable expenses, provided they are itemized on an expense report and receipts for expenses greater than $25.00 are submitted with the report:

• Reasonable cab fare for meeting-related, off-site dinner(s); and,
• Airport Transportation costs (including tolls, parking, cab fare, and the current published U.S. government per diem rate for mileage when using a personal vehicle.

Allowable Travel

All members of the ARIN AC are allowed travel reimbursement to:

• The two ARIN Public Policy and Members Meetings per year, to include attendance at the NANOG meeting when held in conjunction with the ARIN meeting.
• Two members of the ARIN AC are allowed travel reimbursement to each of the other RIR’s meetings per year.

All other travel must be approved by the ARIN President separately, and in advance.

Instructions and Information for Submitting Expense Reports

The Travel Expense Form must detail all travel-related expenses and the purpose of the trip, together with all supporting documentation. Individual expenses can be recorded daily.

The Travel Expense Form MUST have original signature of traveler in order for said traveler to be reimbursed.

The current published U.S. government per diem rates for lodging and meals and incidental expenses will be obtained from the Executive Assistant.

The current published U.S. government Mileage Reimbursement Rates for Privately Owned Vehicles (POV) can be obtained from the Executive Assistant.

Hotel lodging rates, or a link to the conference hotel’s website where hotel lodging rates can be found, are published on the website for each conference. 

Reimbursements are made by check in accordance with information supplied by the employee on their Travel Expense Reimbursement Claim Form.

Submit the Travel Expense Reimbursement Claim Form together with all supporting documentation to the Director of Human Resources/Administration at:

ARIN
Attn: HR/Administration
3635 Concorde Parkway, #200
Chantilly, Virginia 20151

Chair Election Procedures

Introduction

Each January, the current members of the Advisory Council must hold an internal election to select its Chair for the calendar year from among the currently seated members of the Advisory Council (Bylaws, Article VIII, Section 2). The election process is administered by the ARIN Member Services Department (MSD). Note: All current and incoming AC members will be reminded of the upcoming election process in December prior to the January AC election.

Nominations

A call for nominations is sent at 13:00 EST via e-mail to arin-council@arin.net the first business day after the start of the calendar year. During the open call period, any member of the AC may nominate one or more candidates. Self nominations are accepted. Nominations should be sent via e-mail to ac-nominations@arin.net and include the name and e-mail address of the nominee. Nominations close at 13:00 EST two calendar days later. During each annual election cycle, at least two candidates must be nominated and agree to run for office.

Finalizing the Slate of Candidates

ARIN's Member Services Department (MSD) staff verifies that all nominees are currently seated members of the Advisory Council and are willing to run for office. Nominees must inform ARIN of their intent to run for office by 17:00 EST the day nominations close. Nominees that do not confirm their intent to run by the deadline are dropped from consideration. The final list of confirmed candidates is sent via e-mail to arin-council@arin.net prior to the open of the voting booth.

Voting

Only currently seated Advisory Council members are eligible to vote for the AC Chair. Voters follow the basic procedure outlined for online voting, with the modified timeline contained within this process document.

Period of Voting

The Advisory Council Chairman election opens at 13:00 EST one business day after the nomination period closes and is carried out via electronic ballot. Elections close at 13:00 EST three days after the voting booth opens. In order to be counted, a vote must be cast and confirmed by 13:00 EST on the day the voting booth closes.

Vote Counting and Announcement of Election Results

The vote tally is reviewed by the President of ARIN and Member Services Department staff. The President announces the election results via an e-mail to arin-council@arin.net by 17:00 EST the day the voting and confirmation period ends.

Continuity of Leadership

The outgoing Chair maintains his or her duties in the beginning of the calendar year until a new Chair is elected.

The Chair shall appoint a Vice Chair from the members of the Advisory Council. In any instance where the Chair is unavailable or the position becomes vacant, the Vice Chair will serve.

Timeline (with 2008 schedule)

Relevant Navigation

• Advisory Council Meeting Minutes
• Current Members of the Council
• Former Members of the Council
• Advisory Council Procedural Guidelines

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