APNIC EC Election Procedures

General Principles

The Executive Council (EC) serves as the governing body of APNIC, as defined in the APNIC By-laws. The membership of this body is selected by election, which are conducted by secret ballot of the membership. This document describes the procedures to be followed for the conduct of these elections.

Nomination of candidates

Election candidates are to be nominated by an APNIC Member in good standing. Any individual may be nominated by an APNIC Member. All nominations are to be made online via MyAPNIC, the relevant nomination form, or via email to the APNIC Secretariat. All nominations are to be made by the Member’s Corporate Contacts, or by an authorized Member Contact with voting rights given by the Member’s Corporate Contact.

Each member of the EC is obliged to act in accordance with the APNIC By-laws and in accordance with relevant provisions of Australian Corporate Law as they apply to Board Members of an Australian Corporation. Accordingly, each candidate should be prepared, if elected to the EC, to serve as an individual, not as a representative of any other party, and as a member of the EC must act at all times in the best interests of APNIC.

As part of the nomination process, the APNIC Secretariat will email each nominee informing them of their nomination as a candidate, accompanied by an information package detailing the role of EC members and their responsibilities and liabilities in undertaking this role. Each nominee is requested to confirm their willingness to act in accordance with these provisions by return email, as confirmation of their nomination and their willingness to serve as an EC member if elected.

At the end of the nomination period if the number of confirmed nominees is equal to or less than the number of seats to be filled at the EC Election, then no election will be held, and the candidates will be declared elected at the AGM.

Any unfilled vacancy in the EC will be filled by appointment by EC members in a regular meeting of the EC following the AGM.

EC Election timetable

Each year the APNIC Secretariat will publish a timetable for the election no less than 9 weeks prior to the AGM.

The Nominations Period shall open 8 weeks prior to the AGM, and close 2weeks prior to the AGM. All nominated candidates must have confirmed their nomination by the close of the Nominations Period, and nominees should allow for no less than 48 hours to complete the nomination confirmation process.

Electronic voting shall commence about 10 working days prior to the AGM, and close 48 hours prior to the opening of the AGM.

Acceptance of Proxy Appointment shall commence 10 working days prior to the AGM, and close 48 hours prior to the opening of AGM.

The EC on-site election will be held at the AGM

The published timetable shall be authoritative for the EC Election held in that year.

Voting entitlement

Only APNIC Members may vote in the EC Elections.

APNIC Members are entitled to a number of votes according to their Membership Tier:

Membership Tier IPv4 prefix IPv6 prefix Votes
Associate None None 1
Very Small Up to and including /22 Up to and including /35 2
Small >/22, up to and including /19 >/35, up to and including /32 4
Medium >/19, up to and including /16 >/32, up to and including /29 8
Large >/16, up to and including /13 >/29, up to and including /26 16
Very Large >/13, up to and including /10 >/26, up to and including /23 32
Extra Large >/10 >/23 64

Voting

APNIC Members may vote online through MyAPNIC or on site at the AGM.

Online voting

Online voting is only available to APNIC Members via MyAPNIC.

Voting entitlements are only available to individuals who are:

  • Corporate Contacts, or
  • Authorized contacts with voting rights given by the Corporate Contact

Proxy appointment

Corporate Contacts may appoint a proxy to vote on their behalf. The proxy holder need not be from the Member organization, but must be registered to attend the APNIC Member Meeting in person.

Proxy Appointment Procedure

Proxies can be submitted to the APNIC Secretariat:

  • Online, via MyAPNIC, or
  • By printing and signing a Proxy Appointment Form and faxing it or emailing a scanned copy to the APNIC Secretariat

In processing proxy voting authorities, the APNIC Secretariat:

  • Validates the current statues of the Member lodging the proxy authority, and
  • Validates that the status of the person who appointed the proxy is a Corporate Contact for that Member.

The proxy appointment is valid only when confirmed by the APNIC Secretariat. Confirmation emails are sent to both the Corporate Contact and the appointed proxy once the proxy appointment is verified.

On-site voting

The on-site voting period starts and ends as per the announcement by the Election Chair to the AGM.

Corporate Contacts, contacts with voting rights, or appointed proxies can collect ballot papers from the Voting Desk.

On-site voting papers

Ballot papers can be collected from the Voting Desk. They provide clear instructions on how to fill them out and will be marked with a unique stamp.

Bulk ballot papers with 1, 2, 4, 8, and 16 votes are to be used in the election. The ballot paper is worth the number of votes allowed according to the Membership Tier:

Associate 1 vote
Very Small 2 votes
Small 4 votes
Medium 8 votes
Large 16 votes
Very Large 16 votes x 2
Extra Large 16 votes x 4

Members who wish to split their ballot may exchange their ballot paper at the Voting Desk for a set of ballot papers equal to the Member’s total voting entitlement.

The vote is only valid if the ballot paper is marked with an ‘x’ in the box next to the names of as many as many candidates as there are positions to be filled.

A ballot paper is invalid if any of the following is noted on the ballot:

  • No boxes are marked
  • More boxes are marked than the number of candidates
  • There is ambiguous marking
  • It does not bear a validation stamp

On-site voting logistics

The Voting Desk is to be set up outside the meeting room.

When the Election Chair announces the opening of the on-site voting, the ballot box will be opened and shown to the delegates in the AGM before it is moved to the Voting Desk and sealed by the Election Officers, to be ready for ballot collection. The ballot box is supervised by Election Tellers at all times.

Any enquiries regarding on-site voting should be directed to the Election Officers, who will be available at the Voting Desk.

Election Chair

The APNIC EC appoints the Election Chair. The Chair’s responsibilities are to:

  • Oversee the election process
  • Appoint the Election Scrutineers
  • Declare the election results
  • Resolve disputes

Election Officers

The APNIC EC appoints the Election Officers from the APNIC Secretariat staff. Their responsibilities are to:

  • Administer the call for nominations
  • Manage the online and on-site voting processes
  • Supervise the ballot paper collection
  • Perform the vote counting with the Election Tellers
  • Retrieve the online voting reports

Election Tellers

The APNIC EC also appoints the Election Tellers from the APNIC Secretariat staff. Their responsibilities are to:

  • Supervise the ballot box
  • Issue the ballot papers on site
  • Validate and count the votes
  • Report the results to the Election Chair

Election Scrutineers

The Election Chair appoints the Election Scrutineers from the staff of the other RIRs, ICANN, and ISOC who are present at this meeting. Election Scrutineers do not vote, and must be independent from any APNIC Member or candidate. Their responsibilities are to:

  • Observe the Election Tellers in counting the votes
  • Not handle or touch the ballot papers
  • Notify the Election Chair in case any anomaly or issue is identified

Counting Procedures

The Election Tellers count the votes in the presence of the Scrutineers. The Counting Procedures are as follows:

  • Checking that all ballot papers are valid, printed on coloured paper, and have been stamped with the unique stamp
  • Tally forms are used to count, record, and verify the total number of check marks for each candidate
  • The tally forms are validated and checked by multiple Tellers
  • Online voting reports are printed during the vote count
  • The total vote for each candidate is calculated by combining the total votes from online and on-site voting

Dispute resolution

Notice of dispute

Any complaint regarding the conduct of the election must be lodged in writing with the Election Chair at the Meeting. Such notices must be lodged no later than one hour before the scheduled time of the Declaration of the Election, as contained in the agenda of the meeting.

Members may lodge notices of a dispute through their authorized voting representatives. Candidates may lodge a notice of dispute directly with the Election Chair. No other party is entitled to lodge a notice of dispute.

Resolving disputes

The Election Chair will resolve the dispute at his or her discretion. The Election Chair will provide notice of all lodged disputes and the Election Chair’s decision at the Declaration of the Election.

Declaration of the Election Result

The Election Chair will announce the result of the election. This declaration will include:

  • The name and total vote count received by each candidate in the election
  • The number of valid and invalid ballots
  • Notice of any disputes and resolutions
  • Disclosure of any communication from the Election Scrutineers regarding the counting of the ballot papers