DotAsia Board By-Election 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.

Big Pulse – https://www.bigpulsevoting.com/

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 ]

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.

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.

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

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.

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

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).

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

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)