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Board of Trustees and Advisory Council Election Procedures

The ARIN Election Processes were approved by the Board of Trustees during their 28 June 2018 meeting, and are to be used as the authoritative reference for the Election Information contained on this page.

Effective 29 June 2018

ARIN ELECTION PROCESSES

Per ARIN’s Bylaws, the ARIN Board of Trustees (“Board”) shall approve all nomination and election processes and make them publicly available on the ARIN website. These processes direct ARIN regarding the implementation of the elections as provided in the ARIN Bylaws.  To the extent there are any conflicts, perceived or otherwise, between these processes and the ARIN Bylaws, the ARIN Bylaws shall prevail.

  1. Approval of ARIN Election Processes
    1. As soon as practical after the start of the year, the Board shall review and approve the election processes to be used for elections that year.
  2. Appointment of Board Election Officer
    1. As soon as practical after the start of the year, the Board shall appoint a non-candidate Trustee as the ARIN Board Election Officer.  The Board Election Officer shall (in cooperation with ARIN’s President and ARIN's General Counsel) confirm the vote tally and certify that the election was held following the approved election processes, for any elections held that year.
    2. The Board Election Officer shall also confirm the President’s review of the list of eligible voters prior to the election.
  3. Formation of the Nomination Committee
    1. Within the first quarter of the year, the Board shall approve the Nomination Committee Charter (“NomCom”) for that year and appoint two non-candidate Trustees to the NomCom.
    2. A call to the ARIN Membership shall be issued for representatives of ARIN General Members in good standing who are interested in serving on this year’s NomCom.
    3. ARIN Staff will validate that those volunteering to serve on the NomCom are associated with ARIN Members in good standing.
    4. A list of volunteers that have been validated will be provided to the two Trustees on the NomCom, who shall select the appropriate number of volunteers per the NomCom charter and appoint them to the NomCom in a timely manner.
    5. All NomCom members are required to sign a current ARIN Non-Disclosure Agreement prior to serving.
  4. Nominee Qualification Questionnaires
    1. Prior to the start of the nominations period, the Board will approve a base set of questions to be completed by Trustee nominees to aid the NomCom in evaluating Board of Trustee nominees' experience and qualifications.
    2. The NomCom shall review and may propose additional questions for Trustee nominees but may not alter or remove the Board-approved questions.  After legal review, the NomCom’s proposed additions are added to the base set of questions and the final result will become the ARIN Board of Trustees Nominee Questionnaire (“Trustee Nominee Questionnaire”) for that year. The Trustee Nominee Questionnaire will be posted to the ARIN website prior to the start of the nominations period.
    3. The NomCom shall review the prior year’s questionnaire for ARIN Advisory Council (ARIN AC) nominees and may alter, delete, or add additional questions for ARIN AC nominees as desired.  The final result will become the ARIN Advisory Council Nominee Questionnaire for that year and will be posted to the ARIN website prior to the start of the nominations period.
  5. Nominations Process
    1. Nominations may be submitted by representatives of ARIN General Members in good standing or Trustees of the Board per ARIN Bylaws.
    2. The Nomination period runs from approximately eighty (80) calendar days prior to the ARIN October Public Policy and Members Meeting (“PPMM”) to fifty (50) calendar days prior to the ARIN October PPMM, unless the deadline lands on a weekend or holiday at which point the period will run to the next business day.  The exact dates of the Nomination Period will be specified in the call for nominees and posted on the ARIN website.
    3. Nominees must have submitted complete responses to the applicable nominee questionnaire by three (3) calendar days after the expiration of the nomination period or their nomination will be invalid.
  6. Election Slate Development Process
    1. All valid nominations are forwarded to the NomCom including the nominee name, position sought and their full nominee questionnaire.
    2. All NomCom members are to disclose to the NomCom in a timely fashion the potential for a conflict of interest (“COI”) situation with respect to any nominee and the material circumstances thereof.  A NomCom member already knowing a nominee or having an existing opinion of a nominee shall not constitute a COI situation, but such a situation may exist if a NomCom action would provide, directly or indirectly, a financial benefit or a disparate benefit individually to the NomCom Member, or to a company that he or she is employed by, has a significant financial interest in, or represents in any fashion. It shall be up to the NomCom to consider any disclosed circumstances and make its own determination of whether a conflict of interest exists and how best to proceed.
    3. The NomCom evaluates each nominee and develops a list of prospective nominees for each election slate, which it provides to ARIN’s President. 
    4. The NomCom shall preserve the confidentiality of its deliberations and ARIN staff and counsel shall not participate in such discussions except in an advisory capacity when requested.
    5. ARIN's legal department will arrange for background research into all prospective nominees for the Board of Trustees to provide additional objective data to aid the NomCom in consideration of the nominees and their questionnaire responses. A report of the background research findings will be provided to the NomCom in confidence for their review and consideration. To the extent a nominee has been an ARIN volunteer (or former employee), information from that person’s individual file with ARIN will also be provided in connection with background report if germane to evaluation of a nominee’s experience and qualification. 
    6. The NomCom shall conduct interviews with each prospective nominees as part of their assessment of nominee qualifications.
    7. At the conclusion of their review process, the NomCom must finalize the list of potential nominees for each position and forwards this list to ARIN’s President as the initial slate of candidates.
    8. ARIN’s President directs ARIN staff to publish the initial slate of candidates to the ARIN membership, along with a call for nomination by petition, no later than thirty-one (31) days prior to the ARIN October PPMM.
    9. Any nominations by petition shall be evaluated and processed as required per ARIN Bylaws.
    10. ARIN Member Services publishes the final slate of candidates on the ARIN website and mails the election notice to all eligible voters no later than ten (10) days prior to the ARIN October PPMM.
    11. If necessary due to unforeseen circumstances, the timeline of the Nomination Process and NomCom Evaluation Process may be changed by concurrence of the CEO and the ARIN Board Election Officer, so long as the revised timeline remains in compliance with ARIN’s Bylaws and applicable law.  Any change to the Nomination Period will be announced to the community and posted on the ARIN website.
  7. Voter Eligibility Process
    1. Members eligible to vote are determined per ARIN Bylaws.
    2. ARIN Member Services sends a notice to all members reminding them of the upcoming deadline for confirmation of voter eligibility.  Voter eligibility cutoff is forty-five (45) days prior to a ballot or election.
    3. Immediately after the voter eligibility cutoff deadline, ARIN Member Services creates an initial list of eligible voters. A copy of this list is sent to ARIN’s Associate General Counsel.
    4. By the end of the first business day following the voter eligibility cutoff deadline, ARIN Member Services shall create, in the presence of ARIN’s Associate General Counsel, a final list of eligible voters.
    5. ARIN Member Services sends the final voter eligibility list to ARIN’s President for review.
    6. ARIN’s Associate General Counsel confirms with ARIN’s President that the creation of the final voter eligibility list is consistent with ARIN processes and certifies no known discrepancies or inaccuracies.
    7. After review, ARIN’s President forwards the final voter eligibility list to the designated Trustee who serves as Board Election Officer, and the Board Election Officer confirms President’s review of the list of eligible voters.
    8. Upon review and confirmation of the final voter eligibility list, ARIN’s President directs staff to publish an alphabetical list of the names of all ARIN Members who are entitled to vote at the meeting, including the address of each member. Voting contact names, email addresses and phone numbers shall be redacted from the public list of voters.
  8. Election Process
    1. The public portion of the nominee questionnaire for each Candidate and any statements of support are made available online concurrent with publishing the initial slate of candidates on the ARIN website and through the end of the election period.
    2. The election period shall begin during the final PPMM of the year, and the opening of the election shall be announced by the Chairman of PPMM meeting.
    3. The election period shall be set for a period of at least seven (7) days during which time members may cast votes.  All votes shall be cast electronically via a system which confirms each vote is cast by an eligible party on the final voter eligibility list.
    4. If necessary due to unforeseen circumstances, the timeline of the Voter Eligibility and Election Processes may be changed by concurrence of the CEO and the ARIN Board Election Officer, so long as the revised timeline remains in compliance with ARIN’s Bylaws and applicable law.  Any change to the timeline will be announced to the community and posted on the ARIN website.
  9. Election Confirmation Process
    1. Upon conclusion of the election period, ARIN Member Services prepares a election report of the voting results and forwards the election report to ARIN’s President, the Board Election Officer and ARIN’s General Counsel.
    2. The President and the Board Election Officer shall, in cooperation with ARIN's General Counsel, confirm the vote tally and certify that the election was held following the approved election procedures.   
    3. In the event of a tie for the final available open seat in a general election, the winner shall be selected by random lot, drawn by the President in the presence of another Officer, Trustee, or legal counsel of the organization.
    4. The Board of Trustees shall confirm the results of the election process and the President of ARIN shall formally announce the results of the voting as soon as possible, but not later than seven (7) calendar days following the close of the Election Period.  

 

The following provides additional information pertaining to the Election Processes approved by the Board of Trustees:

Nominations

An open call for nominations is posted to the ARIN Announce mailing list and the ARIN website. Eligible nominators (ARIN Election Processes V, A) may make nominations by completing an online nomination form, which is linked from the Election Headquarters page. Nominators may make up to three nominations for each open ARIN Board of Trustees and Advisory Council (AC) position, nominating  themselves, ARIN Members, or non-members 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. Non-members may self-nominate by petition.

A nominator must provide the following information:

  • Nominator’s first and last name, organization, member Org ID, email address, and phone number
  • First and last name of nominee(s)
  • The nominee's organization
  • The nominee's email address
  • The nominee's phone number

Nominee Questionnaires

Each nominee must submit the appropriate nominee questionnaire online in order to run for an ARIN Board of Trustees or Advisory Council position. (ARIN Election Processes, IV, A-C) The responses are displayed and/or distributed, unedited, prior to and at the October ARIN Public Policy and Members Meeting.

2018 ARIN Board of Trustees Nominee Questions

Public

Note - answers to the questions in this portion of the questionnaire will be made public on the ARIN website and in any related election/appointment materials

  1. Education:
    1. Please list any undergraduate degree(s) you received, the institution and the date issued; and
    2. List any graduate degrees you have received, the institution and the date it was issued.
  2. Board Member Job Requirements:
    1. Potential ARIN Board Members are expected to thoroughly review the Board Member Job Requirements as found here: [provide link] as part of completing this questionnaire. Do  you foresee any issues with fully executing those requirements and expectations? If yes, please provide specific details below.
  3. Present Job:
    1. Please provide the name of any company or organization you currently are employed by or receive direct or indirect compensation from. Please describe the business of each such entity and your current title, and the office address of the business.
  4. Not-for-profit Board Service:
    1. Please identify any non-profit corporate board(s) you currently serve on, how long you have served and what offices, if any you have held.
    2. Similarly, please identify any non-profit corporate board you served on in the past 5 years that are not included in answer to (a); and
    3. Please describe how service under (a) or (b) may have prepared you for service to ARIN.
  5. Required Biography:
    1. Please provide here your full biographical information (attached separate resume or Curriculum Vitae is an acceptable substitution) including, if you choose, any data asked for in this questionnaire, and provide a brief description highlighting your experience relevant to the duties of the ARIN Board of Trustees. You may also optionally include additional web links to external websites (e.g. social media) though that may not be substituted for the aforementioned required biography.
  6. Conflicts of Interest:
    1. Please disclose any conflicts of interest you may have that would impact your ability to perform your duty as a member of the ARIN Board of Trustees.
    2. How do you propose to resolve any conflicts identified in (a)?
  7. Related Experience:
    1. Do you have any other industry related experience that you feel is relevant to your serving? What did you find the most rewarding from those experiences?
  8. ARIN's Challenges:
    1. What do you believe to be ARIN's greatest challenges? How do you believe that your background and skills would help ARIN in addressing these challenges? (Maximum 200 words)

Confidential

Note - answers to questions in the Background Issues portion of the questionnaire that follows will not be published except for the following circumstances: (1) if the nominee is not selected to be on an election ballot as a result of their provided answers and petitions to be added to the ballot or seeks a public statement from ARIN regarding their failure to be selected, or (2) if otherwise requested by the candidate.

  1. Background Issues
    1. Have you ever been fired, terminated, or dismissed from a business in the past ten years?
      Yes [ ] or No [ ]
    2. Have you been arrested in the past 10 years? (You may exclude traffic tickets such as speeding or illegal turns but must disclose all traffic arrests related to alcohol or substance matters.) Yes [ ] or No [ ]
    3. Have you ever declared personal bankruptcy in the past 10 years? Yes [ ] or No [ ]
    4. Have you ever been disciplined for sexual harassment, workplace harassment, or conduct, or been named a defendant in litigation for such issues in the past 10 years? Yes [ ] or No [ ]

If 'Yes' to any of the above questions, you will be asked to provide specific details.

2018 ARIN Advisory Council Nominee Questions

  • Optionally provide one URL to a social media website of your choice, to foster dialogue with community members.
  • Optionally provide one URL to a web page with biographical information.
  • Bearing in mind that you run and serve as an individual, rather than as representing an organization, please provide the name of any organizational affiliation you consider relevant.
  • Provide a brief CV highlighting experience relevant to the duties of the ARIN Advisory Council.
  • Please disclose any conflicts of interest you may have with doing your duty as a member of ARIN's Advisory Council. How do you propose to resolve such conflicts?
  • 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.
  • Have you attended ARIN meetings or otherwise participated in ARIN procedures in the past? What did you find the most rewarding from those meetings or procedures? What suggestions for improvement might you have?
  • How do you think ARIN's function, scale, or role should change?
  • What differentiates you as a candidate or makes you uniquely suited to the post?
  • How do you separate your personal opinions from those of your organization and those of the community? What areas of policy, if any, need more attention and why?
  • What are your thoughts on the rights and responsibilities of legacy IP address holders?
  • What are your thoughts on needs-based justification for the receipt of IP addresses?
  • What do you believe to be ARIN's greatest challenges?
  • If you could improve any aspect of the ARIN AC, what would it be?
  • The role of the Advisory Committee is to advise the Board of Trustees on Internet number resource policy and related matters. Describe similar experience you have had in such an advisory role. 

Nomination Verification

ARIN's Communications and Member Services Department staff verifies that all nominations were submitted by ARIN Trustees or representatives from General Members in Good Standing or were completed using the petition process. Ineligible nominations are not considered and the nominator and nominee are notified separately.

ARIN staff sends an email to each eligible nominee with a link to a nominee questionnaire that they must complete. Any nominee who does not provide the required information by the deadline will automatically not be considered by the NomCom. Note that multiple attempts are made by ARIN Member Services staff to contact the nominee before a nominee is removed from consideration. All nominee questionnaires are forwarded, unedited, to the NomCom for review and consideration.

Finalizing Candidates

The number of qualified candidates for the ARIN Board of Trustees and AC elections must exceed the number of seats up for each election, otherwise the nomination period will be reopened and another review will be held by the NomCom.

Petition Process

Petition Eligibility

The petition process is available to any individual who wishes to bypass the NomCom's ARIN Board of Trustees and AC candidate review.

Petition Process

The petition process begins after the regular nomination period closes. After the regular nomination period closes, the President and CEO 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 14 calendar days to receive the necessary signatures.

  1. The petitioner notifies ARIN at members@arin.net of their request to petition.
  2. Once received, ARIN emails the petitioner a link to the nominee questionnaire.
  3. 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.
  4. The questionnaire must be received before ARIN's Communications and Member Services Department can send a message to the ARIN Announce mailing list and eligible Voting Contacts stating that the petition is open and that Voting Contacts from ARIN General Members in Good Standing are able to support the petitioner.
  5. Eligible Voting Contacts electronically cast support for petitions.
  6. Signatures are due within 14 calendar days after the petition is opened and announced.
    1. Only one signature per Org ID is permitted.
    2. Each supporter must be the Voting Contact on file with ARIN from a General Member in Good Standing as of 45 days before the election.
    3. The name and organization affiliation of eligible Voting Contacts 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 non-electronic petition.
  7. If the verified supporters total at least 2% 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.
  8. If the petitioner does not meet the 2% rule, the petition is declined and the petitioner is informed.
  9. When the petition process is completed and the President and CEO of ARIN 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.

Statements of Support and Candidate Speeches

The candidate list and biographical information are available from the ARIN website. Any individual may electronically submit Statements of 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 October ARIN Public Policy and Members Meeting (Bylaws, Article VIII, Section 3.b.).

Candidate Campaign Guidelines

Candidates may seek support via ARIN-sponsored forums. 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 October 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. A list of ARIN Member organizations eligible to vote is available for candidate use.

Withdrawn Candidates

The President and CEO of ARIN will notify the membership of any withdrawn candidates via email to ARIN Announce and all eligible Voting Contacts. If candidates withdraw from the election, causing the number of qualified candidates to be less than the number required, the ARIN 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 5% of the total eligible voters (Bylaws Article VIII, Section 4.a.).

Voting

In order to vote in ARIN Elections for the ARIN Board of Trustees and/or Advisory Council, an individual must be the Voting Contact for a General Member in Good Standing and have a valid ARIN Online account no later than 45 days before a ballot or election.

Organizations that are not in good standing or do not have a valid Voting Contact on file 45 days before a ballot or election will not be eligible to vote.

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

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 ARIN Trustees 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 (AC) 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.

  • 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 s/he 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.
  • When there are no eligible candidates from the prior election, the AC may, by majority vote, appoint an interim representative.

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