ARIN Election Guidelines

Table of Contents

General Nominations and Elections Information

Elected vs. Appointed Officials

Six members of the Board of Trustees are elected by the general membership following the process. In addition, the President and CEO is selected by the Board of Trustees and serves under a contract. The President and CEO is the seventh voting member of the Board of Trustees.

All fifteen Advisory Council members are elected by the general membership following the process outlined on this page.

Three representatives from the ARIN region serve on the NRO Number Council, with one representative chosen each year. Two representatives are elected by the ARIN membership; every third year, the Board of Trustees appoints a representative to serve a three-year term.

Terms

Standard terms are for three years, beginning on 1 January following the election period and ending 31 December. Terms are staggered so that, under normal rotation, 1/3 of the members are elected each year (2 members to the Board of Trustees, 5 members to the Advisory Council, and 1 member to the NRO Number Council). Interim terms are for the remainder of the calendar year in which the interim appointment is made. If the original term still has time remaining, it becomes an open seat in the next regular election cycle as a shortened term.

Timelines

Once the dates for the fourth quarter Public Policy and Members Meetings are set, the Member Services Department develops a timeline for each ARIN election process that incorporates specific dates for the activities described below.

Conflicts of Interest

The Board of Trustees passed the Nomination and Appointment Conflict of Interest List below (Bylaws, Article IX, Section 7). The following conflicts of interest may disqualify persons interested in candidacy for the ARIN Board of Trustees, Advisory Council, NRO Number Council, or ARIN representation to other outside organizations.

This list of possible conflicts of interest shall remain in force until superseded by future amendments by the ARIN Board of Trustees.

  1. The roles covered by this set of conflict of interest rules are:
    • Member of the ARIN Board of Trustees
    • Member of the ARIN Advisory Council
    • Member of the NRO Number Council
    • Staff of ARIN, except the President acting in that capacity
  2. An individual may not serve in more than one of the covered roles at the same time.
  3. An individual may not run for election to more than one covered role at the same time.
  4. An individual currently serving in one of the covered roles with remaining time on his/her term and wishing to run for election to another covered role must agree to resign from his/her current role upon election to the new role.
  5. An individual serving as a member of a Nomination Committee for a covered role may not run for election to the role for which the Committee was created.
  6. An individual may not serve in one of the covered roles at the same time as he/she:
    1. Serves on the governing Board of another RIR.
    2. Serves as one of the representatives to the NRO NC from another RIR.
    3. Is a member of the staff of another RIR.
    4. Is a member of the ICANN staff or its Board of Directors.

Voter Eligibility for ARIN Board of Trustees and Advisory Council Elections

General Members in Good Standing

In order to vote in ARIN elections for the Board of Trustees and Advisory Council, an individual must be the designated member representative (DMR) for a General Member in good standing and must have an e-mail address including the person's name or initials and the organization's domain name on record with ARIN's Member Services Department (Bylaws, Article III, Section 3.b.). Eligibility must be established no later than fourteen (14) calendar days before the fourth quarter ARIN Members Meeting. Organizations that are not in good standing or do not have a valid DMR on file fourteen (14) calendar days before the fourth quarter ARIN Members Meeting will not be eligible to vote.

See below for NRO NC onsite voting procedures.

Board of Trustees Nominations and Elections

Nomination Committee

Prior to the call for nominations, a Nomination Committee (NomCom) is formed to oversee the Board nomination process. This committee is comprised of 2 volunteers from the Board, 2 from the Advisory Council, and 3 from the general membership. It is responsible for " identifying, recruiting, and certifying a properly selected slate of Candidates to be placed in nomination before the membership for election" (Bylaws, Article VI, Section 4.c.).

Selection

The Board of Trustees and Advisory Council seek volunteers via their respective e-mail lists or during a regularly scheduled meeting. One of the volunteers from the Board serves as chair of the committee. ARIN staff sends out an e-mail to arin-announce seeking volunteer General Members in good standing. The General Members are chosen from the pool of volunteers by random lot. Once formed, the NomCom Chairman organizes the group through an e-mail list established to include the seven members and Member Services Department staff.

Duties

  1. The Nomination Committee shall require each nominee to submit a nominee questionnaire in form and format determined by the Board of Trustees and publicly available on the ARIN website in order to evaluate each nominee's experience and qualifications.
  2. The Nomination Committee shall, following evaluation of the nominee questionnaires, submit its list of selected candidates to the President of ARIN (Bylaws, Article VI, Section 4.c.). The number of qualified candidates must exceed the number of Trustees to be elected or the nomination period will be reopened. A simple majority of Nomination Committee members must approve each candidate.

Nominee Eligibility Requirements & Responsibilities Upon Election

All nominees are subject to the Conflicts of Interest posted above. Board candidates should be able to demonstrate experience in performing fiduciary duties at the corporate or organizational level and making high-level budgetary, contractual, and/or other corporate/executive decisions. Candidates should be able to attend several in-person meetings held in various locations throughout the year and participate in periodic conference calls.

The Board typically meets in person five times each year: dinner meetings during any IETF meetings held within the ARIN region; meeting within the United States when the IETF meets outside the ARIN region; meeting during the second quarter Public Policy & Members Meetings; meeting during the fourth quarter Public Policy & Members Meetings. The Board also meets via teleconference as needed.

ARIN reimburses Board members' travel expenses. Board Procedural Guidelines, including the meeting minute approval process and travel reimbursement guidelines, are available online at http://www.arin.net/about_us/boardguidelines.html. ARIN provides further information to Board members upon election.

Nomination Process

Nominator Eligibility

Trustees and General Members in good standing may make up to three nominations for each open Board of Trustees position. Trustees and General Members in good standing may nominate themselves, ARIN members, or nonmembers according to the guidelines set in the ARIN Bylaws (Article VI, Section 4.b.) and explained in the call for nominations. Nominees need not be ARIN General Members in good standing. Nonmembers may self-nominate by petition.

Call for Nominations

An open call for nominations is sent via e-mail to arin-announce and is posted on the ARIN website approximately 80 calendar days before the fourth quarter ARIN Members Meeting. During the nomination period, any Trustee or General Member in good standing may fill out the online nomination form. They must provide the following information:

  • Name of nominee
  • Organization
  • E-mail address
  • Phone number
  • Name, organization, and e-mail address of person making the nomination

Nominee Questionnaire for Board Nominees

Each nominee must submit the online nominee questionnaire in order to run for a Board of Trustees position. Sections in italics may be published on the ARIN website as a candidate's biography. The information is also displayed and/or distributed at the fourth quarter Members Meeting.

  • Name
  • E-mail Address
  • Phone Number
  • Organization
  • Organization's URL (if applicable)
  • Are you a member of ARIN?
  • Are you available for a 3-year term?
  • Will you be available to travel and attend Board, AC, and Members Meetings when needed?
  • What Internet-related services does your organization provide?
  • Why do you want to serve on the Board? What goals do you want to accomplish as a Board member?
  • Do you have fiduciary experience? Please explain. This should include a description of the following: your professional qualifications for filling a Board seat, service on other boards, and time as an officer of a corporation.
  • Have you been responsible for making budgetary decisions and contractual arrangements at the corporate level? Please explain.
  • Do you foresee any possible conflicts of interest? Please explain.
  • Please provide a brief biography of recent experience, associations, and affiliations (national and international) relevant to serving at the trustee, corporate, or executive level. Describe positions held and your specific duties, including the names of organizations served and dates of service.

Nominations Close

The nomination period closes approximately 50 calendar days prior to the fourth quarter ARIN Members Meeting. If the close of nominations would occur on a weekend, the nomination period is extended until the first following business day.

Nomination Verification

ARIN's Member Services Department (MSD) staff verifies that all nominations were submitted by Trustees or General Members in good standing or were completed using the BoT petition process. Ineligible nominations are rejected and the nominator and nominee are notified separately.

ARIN staff sends a request for a nominee questionnaire to each eligible nominee and asks for confirmation of intent to run for office. Complete nominee questionnaires are due from all nominees within 3 business days of the close of the nomination period. Any nominee who does not provide the required information by the deadline is dropped from consideration. Several attempts are made by ARIN staff to contact the individual via e-mail and telephone prior to taking such action. All nominee questionnaires are forwarded to the NomCom.

Finalizing Candidates

The NomCom reviews all completed nominations to verify that the above process was followed and reviews the nominee questionnaires to determine that all nominees meet the general criteria for a member of the Board of Trustees. The number of qualified candidates must exceed the number of Trustees to be elected or the nomination period will be reopened and another review held by the NomCom. The Chairman of the NomCom then forwards the slate of candidates to the President of ARIN.

Petition Process

Petition Eligibility

The petition process is available to any individual who wishes to bypass the Nomination Committee review in place for the Board of Trustees election. Petition requests must be received within 7 calendar days of the call for petitions. Signatures are due within 21 calendar days of the call for petitions.

Nominations from Trustees or General Members in good standing follow the standard process outlined above.

Petition Requirements

A complete petition includes the following items:

  1. Nominee Questionnaire, as outlined on website
  2. Support from at least 5% of General Members in good standing (the exact number will be published in the Call for Petitions).

Petition Process

The petition process begins after the regular nomination period closes. After the regular nomination period closes, the President of ARIN announces the initial slate of candidates and opens the call for petitions. The petition period lasts at least 21 calendar days.

  1. The petitioner must fill out the online form, which includes the Board of Trustees nominee questionnaire, within 7 calendar days of the call for petitions.
  2. Once the initial information is submitted, ARIN's Member Services Department (MSD) sends a message to arin-announce stating that the petition is open and that designated member representatives from ARIN General Members in good standing are able to support the petitioner. Supporters must fill out the online form and confirm their support, as explained online.
  3. As petition support comes in, MSD begins the support verification process. Forms submitted by supporters that are not designated member representatives from General Members in good standing are not counted and MSD e-mails the ineligible supporter to explain why the form was rejected.
  4. Signatures are due within 21 days of the call for petitions. If the verified supporters total at least 5% of General Members in good standing as of the opening of the nomination period, the petition is accepted and the nominee is added to the final ballot as a Board candidate.
  5. If the petitioner does not meet the 5% rule, the petition is rejected and the petitioner is informed.
  6. When the petition process is completed and the President has verified that the petition process was upheld according to the standards set in the Bylaws, MSD adds the successful petitioner(s) to the initial slate of nominated candidates. The President of ARIN announces the final slate of candidates to the General Members at least ten calendar days prior to the fourth quarter Members Meeting.

Member Notification of Final Candidate Slate

The President of ARIN will send the final slate of candidates, including successful petitions, via e-mail to arin-announce and all designated member representatives no later than 10 calendar days prior to the fourth quarter Members Meeting (Bylaws, Article VI, Section 4.e.). The candidate list and biographical information is also posted on the ARIN website. The website provides a vehicle for any individual to voice support for any candidate.

All candidates are given the opportunity to present themselves to the general membership in a brief speech during the fourth quarter Members Meeting (Bylaws, Article VI, Section 4.f.).

Withdrawn Candidates

The President of ARIN will notify the membership of any withdrawn candidates via e-mail to arin-announce and all designated member representatives. If Candidates withdraw from the election, causing the number of qualified Candidates to be less than the number required, the Board of Trustees may at its discretion appoint the necessary number of Candidates for the requirement to be met (Bylaws, Article VI, Section 4.b.).

Voting

Voter eligibility must be established no later than fourteen (14) calendar days before the fourth quarter ARIN Members Meeting. ARIN's Member Services Department (MSD) staff compiles a list of General Members in good standing that have an eligible DMR on file and e-mails it to the President no later than 11 calendar days prior to the fourth quarter Members Meeting. Within one calendar day, the President reviews and certifies the list. The President then sends the list to the Secretary to confirm the President’s review (Bylaws, Article VI, Section 4.g.). If the Secretary is a Candidate in any election, the President shall appoint another member of the Board to fulfill this duty.

The Board of Trustees election opens at 12:00 PM ET the day of the fourth quarter Members Meeting and is carried out via electronic ballot.

All votes must be cast and confirmed by 12:00 PM ET seven days after the start of the voting period.

The mechanics of the online voting process are explained in detail below.

Quorum

Quorum shall be defined as the portion of the eligible general membership which has been offered, by electronic or postal delivery, during the Election Period, the opportunity to vote (Bylaws Article VI Section 4.g.).

Confirmation of Vote Tally and Announcement of Election Results

The President and one member of the Board of Trustees, in cooperation with ARIN's General Counsel, confirm the vote tally (Bylaws, Article VI, Section 4.i.). ARIN staff provides these individuals with a copy of the voting log and asks for each to provide an independent tally and declare the winner(s). If the three results are identical, the President reports the findings to the full Board and verifies that the election process was upheld.

The President announces the election results via the ARIN website and an e-mail to arin-announce within 7 calendar days of the close of election period (Bylaws, Article VI, Section 4.i.).

The Board of Trustees confirms the election process (Bylaws, Article VI, Section 4.i.).

Tiebreak

If multiple candidates receive the same number of votes for the final available open seat, those candidate names will be placed in a random drawing for the President of ARIN to select (Bylaws, Article VI, Section 4.j.) a winner. The Director of Member Services and ARIN’s General Counsel will be present to witness the drawing.

Election Timeline Graphic

board-timeline

Interim Appointments

In the event that one of the elected positions on the ARIN Board of Trustees is vacated before the end of the term of that position, the remaining Board members will use the process outlined in the ARIN Bylaws, Article VI, Section 11.

Advisory Council Nominations and Elections

Nominee Eligibility Requirements & Responsibilities Upon Election

All nominees are subject to the Conflicts of Interest posted above. AC candidates should be knowledgeable in the technical aspects of Internet number resources and should be able to attend several in-person meetings each year and participate in periodic conference calls.

The AC typically meets in person twice each year - one meeting during each biannual ARIN Public Policy Meeting. The AC also meets monthly via teleconference and other times as needed.

ARIN reimburses Advisory Council members' travel expenses. AC Procedural Guidelines, including the meeting minute approval process and travel reimbursement guidelines, are available online at http://www.arin.net/about_us/acguidelines.html. ARIN provides further information to Council members upon election.

Nomination Process

Nominator Eligibility

Trustees and General Members in good standing may make up to three nominations for each open Advisory Council position. Trustees and General Members in good standing may nominate themselves, ARIN members, or nonmembers according to the guidelines set in the ARIN Bylaws (Article VIII, Section 4.b.) and explained in the call for nominations. Nominees need not be ARIN General Members in good standing.

Call for Nominations

An open call for nominations is sent via e-mail to arin-announce and is posted on the ARIN website approximately 80 calendar days before the fourth quarter ARIN Members Meeting. During the nomination period, any Trustee or General Member in good standing may fill out the online nomination form. They must provide the following information:

  • Name of nominee
  • Organization
  • E-mail address
  • Phone number
  • Name, organization, and e-mail address of person making the nomination

Nominee Questionnaire for AC Nominees

Each nominee must submit the online nominee questionnaire in order to run for an Advisory Council position. Sections in italics may be published on the ARIN website as a candidate's biography. The information is also displayed and/or distributed at the fourth quarter Members Meeting.

  • Name
  • E-mail Address
  • Phone Number
  • Organization
  • Organization's URL (if applicable)
  • Are you a member of ARIN?
  • Are you available for a 3-year term?
  • Will you be available to attend AC and Members Meetings when needed?
  • Why do you want to serve on the AC? What goals do you want to accomplish as an AC member?
  • Describe how your professional goals and experiences are relevant.
  • Describe your technical (especially IP) and professional qualifications for filling an AC seat.
  • Do you foresee any possible conflicts of interest? Please explain.
  • Please provide a brief biography of recent experience, associations, and affiliations (national and international) relevant to serving on the AC. Describe positions held and your specific duties, including the names of organizations served and dates of service.

Nominations Close

The nomination period closes approximately 50 calendar days prior to the fourth quarter ARIN Members Meeting. If the close of nominations would occur on a weekend, the nomination period is extended until the first following business day.

Nomination Verification

ARIN's Member Services Department (MSD) staff verifies that all nominations were submitted by Trustees or General Members in good standing. Ineligible nominations are rejected and the nominator and nominee are notified separately.

ARIN staff sends a request for an AC nominee questionnaire to each nominee and asks for confirmation of intent to run for office. Complete nominee questionnaires are due from all nominees within 3 calendar days of the close of the nomination period. Any nominee who does not provide the required information by the deadline is dropped from consideration. Several attempts are made by ARIN staff to contact the individual via e-mail and telephone prior to taking such action. The number of qualified candidates must exceed the number of Advisory Council members to be elected, or the nomination period will be extended.

Finalizing Candidates

ARIN staff reviews all completed nominations to verify that the above process was followed and forwards the candidate names to the President of ARIN.

Member Notification of Final Candidate Slate

The President of ARIN will send the final slate of candidates via e-mail to arin-announce and all designated member representatives no later than 10 calendar days prior to the fourth quarter Members Meeting (Bylaws, Article VIII, Section 4.c.). The candidate list and biographical information is also posted on the ARIN website. The website provides a vehicle for any individual to voice support for any candidate.

All candidates are given the opportunity to present themselves to the general membership in a brief speech during the fourth quarter Members Meeting (Bylaws, Article VIII, Section 4.d.).

Withdrawn Candidates

The President of ARIN will notify the membership of any withdrawn candidates via e-mail to arin-announce and all designated member representatives. If Candidates withdraw from the election, causing the number of qualified Candidates to be less than the number required, the Board of Trustees may at its discretion appoint the necessary number of Candidates for the requirement to be met (Bylaws, Article VIII, Section 4.b.).

Voting

Voter eligibility must be established no later than fourteen (14) calendar days before the fourth quarter ARIN Members Meeting. ARIN's Member Services Department (MSD) staff compiles a list of General Members in good standing that have an eligible DMR on file and e-mails it to the President no later than 11 calendar days prior to the fourth quarter Members Meeting. Within one calendar day, the President reviews and certifies the list. The President then sends the list to the Secretary to confirm the President’s review (Bylaws, Article VIII, Section 4.e.). If the Secretary is a Candidate in any election, the President shall appoint another member of the Board to fulfill this duty.

The Advisory Council election opens at 12:00 ET the day of the fourth quarter Members Meeting and is carried out via electronic ballot.

Elections close at 12:00 ET seven days after the start of the voting period.

The mechanics of the voting process are explained below in detail.

Quorum

Quorum shall be defined as the portion of the eligible general membership which has been offered, by electronic or postal delivery, during the Election Period, the opportunity to vote (Bylaws Article VIII Section 4.e.).

Confirmation of Vote Tally and Announcement of Election Results

The President and one member of the Board of Trustees, in cooperation with ARIN's General Counsel, confirm the vote tally (Bylaws, Article VIII, Section 4.g.). ARIN staff provides these individuals with a copy of the voting log and asks for each to provide an independent tally and declare the winner(s). If the three results are identical, the President reports the findings to the full Board and verifies that the election process was upheld.

The President announces the election results via the ARIN website and an e-mail to arin-announce within 7 calendar days of the close of election period (Bylaws, Article VIII, Section 4.g.).

The Board of Trustees confirms the election process (Bylaws, Article VIII, Section 4.g.).

Tiebreak

If multiple candidates receive the same number of votes for the final available open seat, those candidate names will be placed in a random drawing for the President of ARIN to select (Bylaws, Article VIII, Section 4.h.) a winner. The Director of Member Services and ARIN’s General Counsel will be present to witness the drawing.

Election Timeline Graphic

ac-timeline

Interim Appointments

In the event that one of the elected positions on the ARIN Advisory Council is vacated before the end of the term of that position, the following procedure may, at the option of the current AC, be used to select an individual to fill that position until the next regularly scheduled ARIN AC election. At that time, the remaining term of that position (if any) will be open to the general election process.

  1. When there are runner-up nominees from the previous ARIN AC election who received at least 5% of the total votes cast, the AC will ask the runner-up with the highest number of votes if he/she is willing to serve out the term until the next regular election. The AC may continue down the list of candidates, in order of highest number of votes and still within the 5% category, until a replacement is found.
  2. When there are no eligible candidates from the prior election, the Advisory Council may, by majority vote, appoint an interim representative.

NRO Number Council Nominations, Elections, and Appointments

Introduction

Each Regional Internet Registry elects or appoints three representatives to the Number Resource Organization Number Council (NRO NC). In the ARIN region, one seat opens each year. Two representatives are elected to three-year terms by ARIN's General Members in good standing, NANOG meeting attendees, and ARIN Public Policy Meeting attendees. Every third year, the ARIN Board of Trustees appoints one individual to a three-year term on the NRO NC.

The NRO NC Nomination and Election process is not covered in the ARIN Bylaws. However, brief requirements are found in the Memorandum of Understanding that was signed by ICANN and the NRO in 2004. The text below is ARIN's process for electing and appointing NRO NC representatives from its region.

Under the terms of the MoU signed between ICANN and the NRO in October 2004, the NRO Number Council now performs the role of the ICANN Address Supporting Organization Address Council (ASO AC).

Nominee Eligibility Requirements & Responsibilities Upon Election

All nominees are subject to the Conflicts of Interest posted above. NRO NC nominees should have a track record of involvement with issues related to Internet number resources. Nominees should also be available to travel to NRO NC and ARIN meetings and participate in conference calls, and have the time necessary to devote to NRO NC matters. Nominees do not need to be ARIN members, but must reside within the ARIN service region.

Responsibilities of NRO NC representatives are outlined in the Memorandum of Understanding.

Nomination Process

Nominator Eligibility

Any individual, regardless of ARIN membership status, may self-nominate or nominate one or more candidates for any open NRO NC position.

Call for Nominations

An open call for nominations is sent via e-mail to arin-announce and is posted on the ARIN website approximately 80 calendar days prior to the fourth quarter ARIN Public Policy Meeting. Any individual may make a nomination by filling out the online nomination form. Nominators must provide the following information:

  • Name
  • Organization
  • E-mail address
  • Phone number
  • Name, organization, and e-mail of person making the nomination

Nominee Questionnaire for NRO NC Nominees

Each nominee must submit the online nominee questionnaire in order to run for an NRO NC position. Sections in italics may be published on the ARIN website as a candidate's biography. The information is also displayed and/or distributed at the fourth quarter Public Policy Meeting.

  • Name
  • E-mail address
  • Phone number
  • Postal address
  • Country of residence
  • Are you available for a 3-year term?
  • Do you foresee any possible conflicts of interest? Please explain.
  • Why do you want to serve the NRO NC? What goals do you want to accomplish as a member of the NRO NC?
  • What is your record of serving the Internet community in the ARIN region?
  • Please provide a brief biography of recent experience, associations, and affiliations (national and international) relevant to serving the NRO NC. Describe positions held and your specific duties, including the names of organizations served and dates of service.

Nominations Close

The nomination period closes approximately 50 days prior to the fourth quarter ARIN Public Policy Meeting.

Nomination Verification

ARIN's Member Services Department (MSD) staff verifies that all nominated individuals are willing and able to fulfill a three-year term. Complete nominee questionnaires are due from all nominees within 3 calendar days of the close of the nomination period. Any nominee who does not provide the required information by the deadline is dropped from consideration. Several attempts are made by ARIN staff to contact the individual via e-mail and telephone prior to taking such action. The number of qualified candidates must exceed the number of NRO NC members to be elected, or the nomination period will be extended.

Member Notification of Candidates

The President of ARIN will send the final slate of candidates via e-mail to arin-announce and all designated member representatives no later than 9 calendar days prior to the fourth quarter Public Policy Meeting. The candidate list and biographical information is also posted on the ARIN website. The website provides a vehicle for anyone to voice support for any candidate.

All NRO NC candidates are given the opportunity to present their credentials in a speech not to exceed five minutes during the first day of the fourth quarter ARIN Public Policy Meeting. Candidates that are not ARIN General Members in good standing may attend the fourth quarter Public Policy Meeting for this purpose free of charge.

Withdrawn Candidates

The President of ARIN will notify the membership of any withdrawn candidates via e-mail to arin-announce and all designated member representatives. If Candidates withdraw from the election, causing the number of qualified Candidates to be less than the number required, the Board of Trustees may at its discretion appoint the necessary number of Candidates for the requirement to be met.

Voting - Election Years

The NRO NC election involves two separate voting methods.

Online voting is available to designated member representatives from ARIN General Members in good standing beginning at 09:00 ET seven (7) calendar days prior to the fourth quarter ARIN Public Policy Meeting. Voter eligibility must be established no later than fourteen (14) calendar days before the fourth quarter ARIN Members Meeting.

Onsite voting is open to any registered NANOG or ARIN Public Policy Meeting attendee, except Regional Internet Registry staff, regardless of ARIN membership status.

Both online and onsite elections close at 17:00 ET on the first day of the Public Policy Meeting.

The mechanics of both the online and onsite voting processes are explained below.

Voting - Appointment Years

Every third year, the Board of Trustees appoints a representative to the NRO NC from the ARIN region. After the nomination period closes, only the 7 current Board members vote using a secret ballot.

Confirmation of Vote Tally and Announcement of Election Results

The President and one member of the Board of Trustees, in cooperation with ARIN's General Counsel, confirm the vote tally. ARIN staff provides these individuals with a copy of the voting log and asks for each to provide an independent tally and declare the winner(s). If the three results are identical, the President reports the findings to the full Board and verifies that the election process was upheld.

On the second day of the fourth quarter Public Policy Meeting, the President announces the election results via the website and an e-mail to arin-announce.

Tiebreak

If multiple candidates receive the same number of votes for the final available open seat, those candidate names will be placed in a random drawing for the President of ARIN to select a winner. The Director of Member Services and ARIN’s General Counsel will be present to witness the drawing.

Election Timeline Graphic

nc-election-timeline

Interim Appointments

1. Purpose.

This procedure describes the method by which the ARIN Board of Trustees selects an interim ARIN region member of the NRO Number Council (NRO NC).

The individual is to be appointed to fill a vacancy created by either:

a. the inability of an ARIN region elected or appointed member of the NRO NC to complete his or her term of service

or

b. removal of an ARIN region elected or appointed member of the NRO NC by the ARIN Board of Trustees by an adopted procedure published in the Election Guidelines

2. Identification of Candidates.

The Board of Trustees shall form a Committee of the Whole to nominate candidates for this position. There shall be at least two candidates put forth in nomination to the Board for a vote.

3. Selection.

The ARIN Board of Trustees, voting by secret ballot, shall select the appointee. The person receiving the majority of votes of the active members of the Board of Trustees will be the appointee. If in the first round of voting no candidate receives the majority of the votes cast, then the two candidates receiving the most votes will be placed into a run-off vote. The Board members will vote for one of the two candidates. The candidate that receives the majority of the votes cast will be the appointee.

4. Notification.

The President will notify the successful candidate of his or her interim appointment for the remainder of the calendar year. The remaining term of that position will be open to the next regularly scheduled general election or appointment process.

Removal

Any elected NRO NC representative from the ARIN region may be removed from office, with or without cause, by the affirmative vote of a majority of the voting members of the full ARIN Board of Trustees, meeting in person at a meeting where the notice describes this purpose. Any such ARIN representative proposed to be removed is entitled to at least ten (10) calendar days notice and is entitled to appear before and be heard at such meeting. Removal may proceed without the ARIN representative's presence at the meeting.

Online Voting Process: Board of Trustees, Advisory Council, and NRO Number Council

Ballot Creation

After the President of ARIN announces the final list of candidates, ARIN staff creates the ballot for the online voting booth. Candidates are listed in alphabetical order.

Ballot Process

When the election opens online, the ARIN Member Services Department (MSD) sends all potential, eligible voters an e-mail containing voting instructions and a link to the ARIN Election Headquarters. The message states that only confirmed votes will be processed and that confirmed votes are checked to ensure that voters are General Member in good standing.

Voter eligibility must be established no later than fourteen (14) calendar days before the fourth quarter ARIN Members Meeting.

Voter Registration

Designated member represetatives (DMRs) must register to vote by entering the (DMR e-mail address on file with MSD, along with a username and password of their choosing. The e-mail address must include the DMR’s name or initials and the organization’s domain name. MSD will then send an e-mail to the registrant with a URL to confirm the account.

Meeting attendees must register to vote by entering the e-mail address used to register for the meeting, along with a username and password of their choosing. MSD will then send an e-mail to the registrant with a URL to confirm the account.

Voting Process

To access the actual ballot, voters must login by entering the username and password submitted while registering to vote.

The voting booth provides on-screen instructions throughout the entire process, including vote confirmation. A voter may cast votes totaling the number of open seats. Voters may not select more than the number of open seats, but they may choose not to cast a vote for each open seat.

Step 1 Select an election and proceed to the ballot.
Step 2 Select the Org ID(s) for which you want to vote.*
Step 3 Select candidates (up to the number of open seats). Click Submit.
Step 4 Confirm vote.
Step 5 Return to voting booth or logout.

* DMRs representing more than one Org ID may cast the same ballot for multiple Org IDs through one action, or they may cast separate ballots for each Org ID.

The election is open for seven days. When the deadline passes, the voting booth is rendered inactive. In order to be counted, all votes must be cast and confirmed when the voting booth closes.

Vote Counting Details

A voter is not allowed to cast more than one ballot per Org ID in each election.

ARIN’s Engineering Department assigns a numeric code to each candidate. When votes are confirmed, the codes of the candidates selected are stored in a database table and it is the tally of this table that provides the final vote count.

MSD verifies that all confirmed votes were made by General Members in good standing. Ineligible votes are marked and deleted from the vote counts.

At the close of voting, the ARIN Engineering Department provides MSD with the voting results for counting.

All results are archived and are printed only at the request of the President or Director of Member Services.

Onsite Voting Process: NRO Number Council

The onsite voting system is only for use in NRO NC elections. The onsite voting booth opens for NANOG attendees at 9:00 ET the day before the ARIN Public Policy Meeting and closes at 17:00 ET the same day. The onsite voting booth opens for ARIN Public Policy Meeting attendees at 09:00 ET the first day of the ARIN Public Policy Meeting and closes at 17:00 ET the same day. It allows all registered meeting attendees (except Regional Internet Registry staff) to vote from a personal laptop or any desktop provided by ARIN. The process for onsite voting is identical to the online voting process.