ARIN Election Processes
ARIN Election Processes
Effective 25 March 2020
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 for election of the ARIN Board and the ARIN Advisory Council (ARIN AC) 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.
I. Appointment of Board Election Officer
- 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.
- The Board Election Officer shall also confirm the President’s review of the list of eligible voters prior to the election.
II. Formation of the Nomination Committee
- As soon as practical after the start of the year, the Board shall approve the Nomination Committee (“NomCom”) Charter for that year and appoint two non-candidate Trustees to the NomCom.
- A call to the ARIN Membership shall be issued for representatives of ARIN General Members in Good Standing who are interested in volunteering to serve on this year’s NomCom.
- To aid in their selection, volunteers must complete a brief questionnaire on their motivation and qualifications to serve on the NomCom.
- ARIN Staff will validate that those volunteering to serve on the NomCom are associated with ARIN Members in Good Standing.
- A list of volunteers that have been validated (along with their questionnaires) will be provided to the two Trustees on the NomCom who shall review volunteers’ qualifications and, by mutual agreement, appoint the appropriate number of qualified volunteers to the NomCom in a timely manner. Note two volunteers may include up to two serving ARIN AC members who are also representatives from a General Member in Good Standing. The NomCom Chair may reopen the call for volunteers at their discretion.
III. Nominee Qualification Questionnaires
- 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.
- 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 may be added to the base set of questions and the final submission 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.
- The NomCom shall review the prior year’s questionnaire for ARIN AC nominees and may alter, delete, or add additional questions for ARIN AC nominees as desired. Counsel will review and advise on the questions. The final result will become the ARIN AC Nominee Questionnaire for that year and will be posted to the ARIN website prior to the start of the nominations period.
IV. Nominations Process
- Nominations may be submitted by representatives of ARIN General Members in Good Standing or Trustees of the Board per ARIN Bylaws.
- The dates of the Nomination Period will be specified in the call for nominees and posted on the ARIN website.
- Nominees must have submitted complete responses to the applicable nominee questionnaire by the end of the third calendar day after the close of the nomination period in order for their nomination to be considered valid.
- If necessary, due to unforeseen circumstances, the timeline of the Nomination Process and NomCom Evaluation Process may be changed by concurrence of the President 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.
V. Election Slate Development Process
- All valid nominations are forwarded to the entire NomCom including the nominee name, position sought, and their full nominee questionnaire.
- All NomCom members are to disclose to the NomCom in a timely fashion the potential for a conflict of interest (“COI”) situation with regard to evaluating any nominee and the material circumstances thereof. A NomCom member knowing a nominee or having an opinion of a nominee’s fitness does not constitute a COI. A NomCom member who has a material business relationship with a candidate or the candidate’s employer, should disclose this to other NomCom members and recuse themselves, if necessary, from considering that candidate’s qualifications and including or exclusion from the slate. 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.
- The NomCom shall preserve the confidentiality of its deliberations. ARIN staff and counsel shall not participate in such discussions except when specifically requested to act in an advisory capacity.
- The NomCom shall conduct an initial review of each nominee’s questionnaire and eliminate any nominees that the NomCom deems do not meet the qualifications for the position sought.
- ARIN legal counsel will arrange for a third-party vendor to conduct reviews of publicly available data for all nominees that are potentially qualified for the Board of Trustees and provide such data in confidence to aid the NomCom in consideration of the nominees and their questionnaire responses.
- To the extent a nominee has been an ARIN volunteer (or former employee), information from that person’s individual file with ARIN will be provided to the NomCom if it relates to evaluation of a nominee’s experience and qualification for a position.
- ARIN will arrange for a third-party Human Resources (HR) firm to conduct interviews with qualifying Board of Trustees nominees. The HR firm will prepare Individual summaries on each nominee that will be shared with the NomCom.
- The NomCom should conduct ARIN AC nominee interviews as needed in order to gain a better understanding of nominees’ background and qualifications.
- The NomCom will review the qualifications of the nominees and at the conclusion of their review process, the NomCom must select nominees to be placed on the Board and ARIN AC election slates as candidates. The NomCom then certifies these initial election slates and their selection via proper processes to ARIN’s President.
- If necessary, the NomCom Chair will prepare, in consultation with the ARIN General Counsel, an explanatory statement of the relevant factors regarding any nominee not included on an election slate. ARIN will provide this statement to a nominee at their request. This statement may be disclosed publicly by the nominee at their discretion or by ARIN subsequent to public discussion by the nominee of their omission from the slate and/or their petition for slate inclusion.
VI. Election Slate Publication
- ARIN’s President directs ARIN staff to publish the initial slates 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.
- Any nominations by petition shall be evaluated and processed as required per ARIN Bylaws.
- Nominees seeking entry to the ballot solely by petition will be also assessed by the NomCom, and the NomCom shall publish a statement regarding any petition candidates not found suitable for the position sought.
- ARIN publishes the final slates of candidates on the ARIN website and electronically sends the election notice to all eligible voters no later than ten (10) days prior to the ARIN October PPMM.
VII. Voter Eligibility Process
- Members eligible to vote are determined per ARIN Bylaws.
- ARIN’s Communications team 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.
- Immediately after the voter eligibility cutoff deadline, ARIN’s Communications team creates an initial list of eligible voters.
- By the end of the first business day following the voter eligibility cutoff deadline, ARIN’s Communications team shall create, in the presence of ARIN’s legal counsel, a final list of eligible voters.
- ARIN’s Communications team sends the final voter eligibility list to ARIN’s President for review.
- ARIN’s legal counsel shall confirm 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.
- After review, ARIN’s President forwards the final voter eligibility list to the designated Trustee who serves as the ARIN Board Election Officer, and the Board Election Officer confirms the President’s review of the list of eligible voters.
- 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 in the election, including the address of each member. Voting contact names, email addresses and phone numbers shall be redacted from the public list of voters.
VIII. Election Process
- 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.
- The election period shall begin during the ARIN October PPMM of the year, and the opening of the election shall be announced by the Chairman of the PPMM meeting.
- The election period shall be set for a period of at least seven (7) days during which time eligible voters 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.
- If necessary, due to unforeseen circumstances, the timeline of the Voter Eligibility and Election Processes may be changed by concurrence of the ARIN President 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.
IX. Election Confirmation Process
- Upon conclusion of the election period, ARIN’s Communications team prepares an election report of the voting results and forwards the election report to ARIN’s President, the Board Election Officer and General Counsel.
- ARIN’s 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 processes.
- 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 ARIN’s President in the presence of another ARIN Officer, Trustee, or legal counsel of the organization.
- The ARIN 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:
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
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.
2020 ARIN Board of Trustees Nominee Questions
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.
Board Member Job Requirements:
a) Potential ARIN Board Members are expected to thoroughly review the Board Member Job Requirements 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.
Conflicts of Interest:
a) 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.
b) How do you propose to resolve any conflicts identified in (a)?
a) Please list any undergraduate degree(s) you received, the institution and the date issued; and
b) List any graduate degree(s) you have received, the institution and the date issued; and
c) List any relevant professional development (non-degree granting) education and the date completed.
a) 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.
a) Please identify any non-profit or for-profit corporate board(s) you currently serve on, how long you have served and what offices, if any you have held.
b) Similarly, please identify any non-profit or for-profit corporate boards you served on in the past 10 years that are not included in answer to (a); and
c) Please describe how service under (a) or (b) may have prepared you for service to ARIN.
a) 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?
a) 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.
a) 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 250 words)
Board Discussion Topics:
a) As a member of the Board, what would your philosophy and goals be towards Board and Executive Management succession?
b) Based upon your understanding of ARIN’s current strategic plan, what opportunities or challenges do you foresee for the organization, which would influence the current or future strategic plans.
c) Understanding and managing organizational and environmental risk is an important responsibility of the Board. What do you see as potential risks to the organization and how should the Board best discharge its responsibilities regarding risk?
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.
Nominee Home Address:
- Have you ever been fired, terminated, or dismissed from a business in the past ten years? Yes  or No 
- 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 
- Have you ever declared personal bankruptcy in the past 10 years? Yes  or No 
- 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.
2020 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 affiliations.
- 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 Council 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.
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.
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.
The petition process is available to any individual who wishes to bypass the NomCom’s ARIN Board of Trustees and AC candidate review.
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.
- The petitioner notifies ARIN at firstname.lastname@example.org of their request to petition.
- 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.
- 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.
- Eligible Voting Contacts electronically cast support for petitions.
- Signatures are due within 14 calendar days after the petition is opened and announced.
- Only one signature per Org ID is permitted.
- 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.
- 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.
- 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.
- If the petitioner does not meet the 2% rule, the petition is declined and the petitioner is informed.
- 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 final 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. During this time, candidates are welcome to highlight their experience, including why they believe they should be elected. ARIN kindly asks that candidates use their time to talk only about themselves, their interests, and qualifications, and not mention other candidates. 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.
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 is achieved by having ballots cast by at least 5% of the total eligible voters (Bylaws Article VIII, Section 4.a.).
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.
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.
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.