From: Geoff Huston Subject: Re: Document: 94-205 To: Geoff Huston Date: Fri, 3 Jun 1994 11:31:49 +1000 (EST) Cc: g.huston@aarnet.edu.au, postel@isi.edu, amr@isoc.org Content-Length: 7934 Just as well I read my cc's - I made a mistake in the timing in section 2.2 Board of Trustees of the Internet Society Fifth Meeting Praha, Czech Republic 13-14 Jun 1994 Document: 94-205 Title: Trustee elections and procedural changes Author(s): Postel, Huston Date: 3 June 1994 Committee: ISOC BoT Revision: basic Supersedes: Status: Draft Access: Unrestricted --------------------------------------------------------------------- This document calls for a shortening of the election procedure as documented in resolution 92-11 The specific proposal is to reduce the nominations period from two months to one month, and the petition period from two months to one month. In addition the challenge period is proposed to be reduced to twenty days, and the response period to twenty days. The election timetable is therefore as follows: Start: 1. Nominations Period Opens | | 30 days | 2.Nominations period closes | | 15 days - Nominations Committee deliberations | 3. Nominations Committee Announcement 4. Petition Period Opens | | 30 days | 5. Petition Period Closes 6. Candidate Announcement | | 15 days - Elections Committee prepare ballot material 7. Election Period Opens - Ballots posted | | 60 days | 8. Election date 9. Challenge Perioid Opens | | | 10 days | 20 days | | 10. Elections Committee Certifies Result | | 11. Challenge Period closes | | 20 days | 12. ISOC Response to Challenge Period closes 13 Annual General Meeting The total election period process is therefore 150 days under the proposed amended procedures. In editing the existing procedures the text of resolution 92-11 has been edited to consistently use numeric notiation. The use of electronic mail (or WWW Forms) for balloting is not encompassed within the specifically proposed changes to the election procedure. However it is an area for further consideration by the Trustees. The proposed Election Procedure (as amended with the proposed changes with a margin annotation of "**") is as follows: PROCEDURES FOR NOMINATION AND ELECTION OF TRUSTEES 1.0 Trustee Positions to be Filled The Board of Trustees will advise the Nominating Committee of the number of Trustee positions to be filled by vote of the individual members at each annual election. The Board may also advise the Nominating Committee of its desires with respect to the backgrounds of individuals to be nominated in order to achieve the balance of experience and qualifications required by the provisions of By-Law Article III, Section 2, which provides that "the Board shall seek to have among the Trustees representative individuals from industry, from educational and nonprofit organizations and from government." 1.1 Date of Election The Board of Trustees will annually adopt a timetable for Trustee ** elections. The election date shall be not less than 40 days prior to the next Annual Meeting of the Society. 1.2 Use of Electronic Mail All communications concerning the nomination and election of Trustees shall be in the form of electronic mail except the ballot, which shall be in the form of first class postal mail. Members of the Society who are not reachable by electronic mail may participate in the nomination process by postal mail. 2.0 Nominating Committee The Board of Trustees will annually appoint a Trustee Nominating ** Committee. The Nominating Committee will consist of 5 individual members of the Society. The Chair of the Nominating Committee shall be a member of the Board of Trustees. At least ** 2 members of the Nominating Committee shall be individual members of the Society not currently serving in any elected or appointed capacity in the Society. 2.1 Nominations by Committee The Nominating Committee will notify the members of the Society of the procedures for nominating individuals for election to the Board of Trustees, and will provide a minimum period for receiving ** nominations of 30 days. The number of individuals nominated shall exceed the number of Trustees to be elected. 2.2 Nominations by Petition The Nominating Committee will notify the voting members of the Society of the names of individuals nominated by the committee for ** election to the Board of Trustees not less than 105 days prior to the date established for Trustee elections. Additional nominations for election to the Board of Trustees may be made by petition filed with the Chair of the Nominating Committee not less ** than 75 days prior to the election. Petitions may be filed electronically. The Nominating Commitee shall specify the number of signatures of voting members required for petitions, which shall be at least fifty voting members of the Society, or 1% of the total number of voting members of the Society, whichever is greater. 2.3 Candidates for Election The Nominating Committee will provide the names of a completed slate of candidates for election to the Elections Committee not less than 75 days prior to the election date. 3.0 Elections Committee The Board of Trustees will annually appoint an Elections Committee composed of three voting members of the Society which will be responsible for establishing and supervising elections. The Chair of the committee shall be a Trustee whose term of office does not expire during the year of the election. 3.1 Eligibility to Vote All individual members of the Society in good standing are eligible to vote. An individual member is in good standing if his or her annual dues are not more than 60 days past due on the date of mailing of the ballot. 3.2 Ballot The Trustee election shall be conducted by written ballot of the individual members, which shall be mailed to each member of the ** Society in good standing not less than 60 days prior to the date of the election. 3.3 Voting Each voting member will be entitled to as many votes as there are Trustee positions to be filled by vote of the members. Votes may be cumulated on behalf of one or more candidates for election. A member may use fewer than the total number of votes available if he or she so chooses. 3.4 Receipt of Ballots All ballots for Trustee elections shall be received by the Chair of the Elections Committee by 5 pm local time on the day prior to the date of the election, at the place established by the Elections Committee for delivery of the ballots. 3.5 Counting of Ballots The counting of ballots will take place on the election date, at a time and place established by the Elections Committee. At least two members of the Elections Committee shall be present at the counting of the ballots. The committee will establish procedures to ensure the privacy, validity and accuracy of all ballots. 3.6 Certification of Vote The Elections Committee shall certify the results of the annual Trustee election to the Board of Trustees within 10 days following the election, forwarding a list of the candidates and the number of votes each candidate has received. 3.7 Challenges No challenge to any Trustee nomination or election procedure or result may be brought except by an individual member in good standing. Any challenge must be addressed to the President of the Society with a recital of the reasons for the challenge, and must be received ** within 20 days of the election date. The President, after consultation with the Chairs of the Nominating and Elections Committees and the members of the Board of Trustees, shall advise the author of the challenge of the Board's decision, ** which shall be final, within 40 days of of the election date. INTERNET SOCIETY TIMETABLE FOR 1995 TRUSTEE ELECTIONS ** Timetable to be adopted by Trustees at June 1994 meeting (as per 1.1).