Meeting Procedures

The following are procedures related to the planning and minuting of meetings of the Board of Trustees, as well as a description of procedures related to the Board, as outlined in the ARIN Bylaws.

In-Person Meetings (Approximately Four Annually)

  • January: Election of officers
  • April: Meetings during the second-quarter Public Policy & Members Meetings
  • August: Board Workshop
  • October: Meetings during the fourth-quarter Public Policy & Members Meetings

Teleconferences (Five to Ten Annually)

  • May: discussion of 2nd quarter Public Policy & Members Meetings
  • November: discussion of 4th quarter Public Policy & Members Meetings
  • Fourth quarter: finalize ARIN’s budget
  • Other times as needed: See the Board Agenda and Meeting Minutes page for the current list of Board minutes. Minutes note whether the meeting was held in-person or via teleconference.

Approval of Meeting Minutes

ARIN staff, in attendance at each Board meeting, writes a first draft of the meeting minutes and sends them to the Secretary of the Board for preliminary approval. Upon the Secretary’s preliminary approval, the draft minutes are sent via email to the ARIN Board of Trustees for a 5 business-day review period. Trustees have those five business days to respond with approval or suggested changes. Lack of response within five days will be construed as preliminary acceptance of the draft minutes. If changes are received, they will be incorporated by the Secretary, and the revised draft will be sent back to the ARIN Board for a final 3 business-day review. The Minutes will be posted as “draft” on the ARIN website until formal approval by the Board of Trustees, at the next regularly scheduled Board meeting, after which the minutes are posted as approved.

Officer Elections

The ARIN Board of Trustees holds an internal election to select a Chairman, Treasurer, and Secretary for the calendar year (Bylaws, Article VII, Section 2). This election is held at the Board’s first regularly scheduled meeting of the year. Officers are announced on the ARIN website after the Board’s meeting minutes are published.

Officer Terms

Each officer shall be elected for a one-year renewable term by the affirmative vote of at least a majority of the members of the Board of Trustees then in office.

Interim Chairmanship

The President of ARIN, as the only non-elected Board member, chairs the first Board meeting of the calendar year until the Chairman is elected.

Officer Selection

The President asks for volunteers to run for Chairman of the Board. The President then holds a vote for each candidate and declares the winner. The Chairman takes office immediately upon election.
The newly elected Chairman takes over for the President in running the remainder of the meeting, including the selection of the Secretary and Treasurer. The Chairman then asks for volunteers to run for Secretary and Treasurer. The Chairman then holds a vote for each office and declares the winners.

Trustee Removal

An elected member of the Board of Trustees may be removed from office, with or without cause, according to the following process:

  1. The President of ARIN will call a special meeting (Bylaws, Article VI, Section 6.a.I. to remove an elected Trustee based on successful completion of a. or b. below.

  2. A petition requesting a recall election to remove a specific elected Trustee, signed by the Voting Contacts of at least 10% of the General Members in good standing, is delivered to the ARIN President.

  3. The Board of Trustees, by majority vote, passes a motion requesting a recall election to remove a specific elected Trustee.

  4. The Trustee in question is entitled to notice at least ten (10) calendar days prior to the call for special meeting (Bylaws, Article VI, Section 6.a.II..

  5. A vote to remove must be cast by the Voting Contacts of at least 25% of all General Members in good standing.

  6. In order to confirm the vote, the remaining members of the Board follow the vote counting and confirmation procedures as outlined in theElections Guidelines.

  7. If the vote is successful, the seat is declared vacant and is filled according to the Board interim appointment process currently in place. The Board may not reappoint a Trustee that has been removed by the membership.