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Board of Trustees and Advisory Council Election Procedures

Table of Contents

Nomination Process

Nominator Eligibility

Trustees and General Members in good standing may make up to three nominations for each open Board of Trustees and 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 (Bylaws, Article VIII, Section 2.) 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 posted to the arin-announce mailing list and the ARIN website approximately 80 calendar days prior to the Fall ARIN Public Policy and Members Meeting. ARIN Trustees and General Members in good standing may make nominations by filling out the online nomination form, which is linked from the Election Headquarters page.

They must provide the following information:

  • Name of nominee
  • Organization
  • Email address
  • Phone number
  • Name, organization, and email address of person making the nomination

Nominee Questionnaires

Each nominee must submit the appropriate nominee questionnaire online in order to run for a Board of Trustees or Advisory Council position. Each year the Nomination Committee(NomCom) shall compose a questionnaire for each open position designed to elicit details of each Nominee's relevant experience. 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 Fall ARIN Public Policy and Members Meeting.

2013 Board of Trustees Nominee Questions
  • Name
  • Email address
  • Optionally provide one URL to an external website of your choice.
  • Phone Number
  • Provide a brief biography of recent experience, associations, and affiliations relevant to serving on the Board of Trustees.
  • What Internet-related services do you or your organization provide?
  • What conflicts, real or perceived, might arise should you be elected to the Board?
  • Describe any limitations on your ability to attend Board and Public Policy Meetings in person or to serve the entirety of a three-year term.
  • How do you foresee ARIN's function, scale, or role changing in the future?
  • What is your opinion of the principles outlined in RFCs 2050 and 2050bis?
  • What would broaden participation in the ARIN public policy development process?
  • What is ARIN's role, if any, in promoting IPv6 adoption?
  • What are ARIN's greatest challenges and how do you see ARIN addressing them?
  • What is the appropriate scope for ARIN's organizational activities and responsibilities?
  • What is your position on the multi-stakeholder Internet governance?
2013 Advisory Council Nominee Questions
  • Name
  • Email Address
  • Optionally provide one URL to an external website of your choice.
  • Phone Number
  • Provide a brief biography of recent experience, associations, and affiliations relevant to serving on the Advisory Council (AC).
  • Describe the relevance of your experience to the Advisory Council.
  • What Internet-related services do you or your organization provide?
  • What conflicts, real or perceived, might arise should you be elected to the AC?
  • The AC meets every year on a Friday in January, in Reston, VA for a workshop to review AC practices and policies. Can you commit to attending in person, and does that pose any conflict or concern?
  • Describe any limitations on your ability to attend AC and Public Policy Meetings in person or to serve the entirety of a three-year term.
  • What differentiates you as a candidate, or makes you uniquely suitable to the post?
  • How do you foresee ARIN's function, scale, or role changing in the future?
  • What is your opinion of the principles outlined in RFCs 2050 and 2050bis?
  • What areas of policy, if any, need more attention and why?
  • How do you separate your personal opinions from those of your organization and those of the community?

Nomination Close

The nomination period closes approximately 50 calendar days prior to the Fall ARIN Public Policy and 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 Communications and Member Services Department staff verifies that all nominations were submitted by Trustees or General Members in good standing or were completed using the 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. Complete nominee questionnaires are due from all nominees within three 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 email 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 or Advisory Council. The number of qualified candidates in the Board and AC elections must exceed the number of seats up for each election, otherwise the nomination period will be reopened and another review held by the NomCom. The Chair 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 NomCom review in place for the Board of Trustees or Advisory Council elections. Petition requests must be received within seven 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 in the Nomination Process.

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 on the same day. Petitioners have seven calendar days to express their intent to petition and another fourteen calendar days to receive the necessary signatures.

  1. The petitioner notifies ARIN at info@arin.net of their request to petition.
  2. Once received, ARIN emails the petitioner a link to the nominee questionnaire. The petitioner must complete and return this form within seven calendar days of the call for petitions. This is the standard candidate questionnaire as documented on the website.
  3. The questionnaire must be received before ARIN's Communications and Member Services Department will send a message to arin-announce and eligible DMRs stating that the petition is open and that DMRs from ARIN General Members in good standing are able to support the petitioner.
  4. Eligible DMRs electronically cast support for petitions.
  5. Signatures are due within fourteen calendar days after the regular nomination period closes..
    • Only one signature per Org ID is permitted.
    • Each supporter must be the designated member representative (DMR) on file with ARIN from a General Member in good standing as of sixty (60) days before the election.
    • The DMR's email address must include the person's name or initials and organization's domain name
    • The name and organization affiliation of DMRs who cast support for a petition will be shared with the petitioner, giving the petitioner visibility to their progress as would be available when circulating a nonelectronic petition.
  6. If the verified supporters total at least two percent of General Members in good standing, which is determined at the opening of the nomination period, the petition is accepted and the nominee is added to the final ballot as a candidate.
  7. If the petitioner does not meet the two percent rule, the petition is rejected and the petitioner is informed.
  8. 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, the successful petitioner(s) is added to the initial slate of nominated candidates.

Member Notification of Final Candidate Slate

The President of ARIN will send the final slate of candidates, including successful petitions, via email to arin-announce and all designated member representatives no later than- ten calendar days prior to the Fall ARIN Public Policy and Members Meeting (Bylaws, Article VIII, Section 3.). The candidate list and biographical information are also posted on the ARIN website. Any individual may voice support for a candidate through Election Headquarters.

All candidates are given the opportunity to present themselves to the general membership in a brief speech during the Fall ARIN Public Policy and Members Meeting (Bylaws, Article VIII, Section 3.b.).

Candidate Campaign Guidelines

Candidates may seek candidacy support via ARIN-sponsored fora. ARIN provides community Statements of Support for each candidate on its website. Candidates may also provide one link from their biography page to a social media page of their choice. Candidates may use personal social media to engage in dialogue with community members. Candidates are also provided an opportunity to speak at the Fall ARIN Public Policy Meeting. In order to prevent list abuse and subscriber spam, candidates may not use ARIN mailing or member lists for campaign purposes.

Withdrawn Candidates

The President of ARIN will notify the membership of any withdrawn candidates via email to arin-announce and all DMRs. 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 2.).

Quorum

Quorum is achieved by having ballots cast by at least five percent of the total eligible voters (Bylaws Article VIII, Section 4.a.).

Voting

In order to vote in ARIN elections for the Board of Trustees or Advisory Council, an individual must be the DMR for a General Member in good standing and must have an email address, including the person's name or initials and the organization's domain name, on record with ARIN's Communications and Member Services Department no later than sixty (60) days before a ballot or election.

Organizations that are not in good standing or do not have a valid DMR on file sixty (60) days before a ballot or election will not be eligible to vote.

The Board of Trustees election opens during the Fall ARIN Public Policy and Members Meeting and is carried out via electronic ballot.

All votes must be cast and confirmed during the ten day voting period.

The Election System Instructions explain the mechanics of the online voting process.

Vote Counting and Announcement of Election Results

The President and one member of the Board of Trustees, in cooperation with ARIN's General Counsel, tally the votes to determine the winners (Bylaws, Article VIII, Section 4.c.). 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, and the Board confirms the election.

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

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.d.) a winner. The Director of Communications and Member Services and ARIN's General Counsel will be present to witness the drawing.

Interim Appointments

Board of Trustees

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 7.

Advisory Council

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 AC election who received at least five percent 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 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 five percent category, until a replacement is found.
  2. When there are no eligible candidates from the prior election, the AC may, by majority vote, appoint an interim representative.