DotAsia Board By-Election 2023

Nov 7, 2023

Election Results

November 20, 2023 Update:

In accordance with the geographical diversity requirement specified in Article 33 of the M&A, there shall be at least 1 Director from each of the 4 sub-region within the Pan-Asia and Asia Pacific region.

There are 4 candidates and 4 vacancies, all candidates are deemed elected and no voting is required. Based on the results, upon the seating of the candidates, the board would have at least 1 director from all 4 of the sub-regions, hence fulfilling the geographical diversity requirement specified in Article 33 of the M&A.

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Nomination Results

Candidate
Member Category Nominated by
Seconded by
Candidate Confirmation Candidate Sub-Region
Nicole T. I. CHAN Sponsor Member TWNIC (.TW) JPRS (.JP) Accepted North and East Asia
Maureen HILYARD Sponsor Member auDA (.AU) PW Registry Corp. (.PW) Accepted Australasia and Pacific
Jordan CARTER Sponsor Member auDA (.AU) KRNIC (.KR) Accepted Australasia and Pacific
Jose A. LAY Sponsor Member National Communications Authority of Timor-Leste (.TL) JPRS (.JP) Accepted Central and South East Asia

This notice provides the dates and details of the DotAsia Board By-Election in accordance with the DotAsia Board Elections Procedures (BEP – https://dot.asia/BGC-004/)

The timeline for the election is as follows:

  Date Description
Day 0 2023-11-06 (Mon) Identification and determination of a vacancy by the Board
Day 1 2023-11-07 (Tue) Extraordinary General Meeting called for Day 30
Day 3 2023-11-09 (Thu) 12:00 UTC+8 Nomination Period Begins (5 days)
Day 8 2023-11-14 (Tue) 11:59 UTC+8 Nomination Period Ends
2023-11-14 (Tue) 12:00 UTC+8 Commencement of the nomination dispute resolution period (if no voting)
Day 12 2023-11-18 (Sat) 11:59 UTC+8 End of 96 hrs after Nomination dispute period (if no voting)
Day 14 2023-11-20 (Mon) Nomination Report sent to Board
Day 22 2023-11-28 (Tue) 12:00 UTC+8 Voting Period Begins (if necessary 5 days)
Day 27 2023-12-03 (Sun) 11:59 UTC+8 Voting Period Ends
2023-12-03 (Sun) 12:00 UTC+8 Commencement of the voting dispute resolution period
Day 30 2023-12-06 (Wed) 15:59 UTC-12 End of 96 hrs Voting Dispute Period
2023-12-06 (Wed) 19:00 UTC-12 Extraordinary General Meeting (if necessary)

The vacancies in the Board By-election 2023 for the Sponsor Member category is 4:

Directors who were seated on February 26, 2023 per Board Elections 2023 were subsequently unseated on November 3, 2023 per Special Advisory announcement:

Director Sub-Region
Jordan CARTER Australasia & Pacific
Jose Emmanuel DISINI Central and South East Asia
Maureen HILYARD Australasia & Pacific
Nicole T. I. CHAN North & East Asia

Upon the unseating of the term for the Directors, there will be no remaining Director coming from the following Sub-Region:

  • Australasia & Pacific
  • Central & South East Asia
  • North East Asia

Therefore in accordance with the geographical diversity requirement specified in Article 33 of the M&A, there shall be at least 1 Director elected for Australasia & Pacific, Central & South East Asia, and North East Asia.

DotAsia Board Election Committee for the Board By-Election 2023:
Election Chair: Ms. Cheryl Langdon-Orr

Election Committee Co-Sponsor
Members community representative: to monitor election for seat(s) returned from the Sponsor Member category: Mr. Kuo-Wei Wu (TWIGF & APrIGF)

Election Committee Sponsor Members community representative: to monitor election for seat(s) returned from the Co-Sponsor Member category: Mr. Andrew Molivurae (.vu)

The term of the Election Committee for the Board By-Election 2023 is from November 6, 2023 to December 6, 2023. In accordance with the Board Elections Procedures (BEP), the Election Committee will oversee the election process, declare the election results, and resolve procedural disputes, if any.

In accordance with the BEP Section 2.1: The email address to be used for the Nominations process is boardelections[at]board.dot.asia.

In accordance with the BEP Section 2.4: Any complaint, disputes and appeals regarding the conduct of the election must be lodged in writing with the Election Chair to electioncommittee[at]board.dot.asia

DotAsia Board By-Election 2023 – FAQ

Community Engagement Session December 12, 2023

A DotAsia Community Engagement Session was organized on December 12, 2023. In furtherance of the commitment set forth in the Special Advisory from the Board, a meeting was held to provide “an open opportunity for Members to talk about the Election Report and its findings, as well as to share their thoughts about the implications for DotAsia in future Board Elections.  You can watch the meeting here.

What online voting platform will be used?
Who can nominate/second or vote?

Nomination/Seconding:

In order to be eligible to propose or to second a nomination for a candidate, a Member must be
listed on the DotAsia website, at: http://www.dot.asia/dotasia-organisation/communitygovernance/ on or before the opening of the Nomination Period.

Voting:

In the case where voting is necessary, in order to be eligible to cast a ballot for the Board
Elections, a Member must be listed on the DotAsia website, at: http://www.dot.asia/dotasiaorganisation/community-governance/ on or before the opening of the Voting Period

Register of Members can also be found here (As of November 8, 2023): [ pdf ]

How do I vote?
  1. Eligible voters receive an invitation-to-vote email with a one-click link that automatically signs them into the ballot – the voters simply click and vote. After they cast their vote, the voters receive a confirmation email with a unique vote receipt. Please do not share this email.
  2. Upon voting, you will also receive an email from the Scrutineer to confirm your vote.
  3. Reply to the Scrutineer within the deadline listed in the email to complete the vote.

Video Webinar Tutorial available here.

How do I verify my vote?

After you submit your vote you are issued a unique ‘Vote Receipt Code’, for each ballot that you vote in. The vote receipt code is shown on a secure webpage after you vote and is also emailed to you.

What do I do if I accidentally voted for the wrong candidate?

Contact the Election Compliance Administrator at boardelections@board.dot.asia

What happens in the case of an equality of votes?

The drawing of lots, if required, in the case of an equality of votes, will be carried out
automatically (algorithmically) and not manually by the voting platform.

What happens in case of technical issues during the voting period?

Under the Election Committee’s discretion, additional time may be afforded to cast votes.

What vote counting methods will be used?

First-past-the-post, (FPTP) also known as simple majority voting. The candidate with the most votes wins. However, please note that Geographical Diversity Requirement will be considered (refer to DotAsia Board Elections Procedures (BEP), Item 2.6).

Who can see my votes?

3rd Party Scrutineer, Election Committee and 3rd Party Election Compliance Administrator.

How does DotAsia comply with the Anti-Corruption law during the Board Election and what should I, as a voter, be aware of?

As a not-for-profit organization in Hong Kong, DotAsia follows the guidance of the Independent Commission Against Corruption (ICAC). Specifically, the Best Practice Checklist – Governance and Internal Control in NGOs (Section 1.5) identifies the following for Nomination and Election of Board:

  • Establish a mechanism for all Board members and voting members to nominate candidates for Board membership, in addition to those identified by the Nomination Committee
  • Adopt an election procedure with adequate checks and balance to ensure fairness and transparency in the process (e.g. by requiring members to declare their relationship with the persons they are going to nominate and reminding members not to unduly influence other members’ nomination or election decisions).

DotAsia and its community reviews the DotAsia Board Elections Procedures (BEP) annually. The BEP identifies a clear process from nomination to voting. To ensure a fair and transparent process, third-party Election Committee members, Scrutineer and an Election Compliance Administration are invited to operate and monitor the Election.

As a voter, the ICAC wants to remind members NOT to unduly influence other members’ nomination or election decisions (such as soliciting, accepting or offering return of favor or personal gain)