DotAsia Board Elections 2025

Oct 4, 2024

Drafts:

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

The timeline for the elections is as follows:

Oct 4, 2024 (Fri) 1st Draft of Board Elections Procedures
Nov 22, 2024 (Fri) 2nd Draft of Board Elections Procedures (if needed)
Dec 13, 2024 (Fri) Final Board Elections Procedures
Dec 13, 2024 (Fri) Seating of the Election Committee and Nomination Committee
Dec 23, 2024 (Mon) Deadline for confirmation of voting representative
Dec 27, 2024 (Fri) Nomination Period Begins (20 days)
Jan 16, 2025 (Thu) Nomination Period Ends
Dispute Resolution Period Begins if no voting necessary (96 hours)
Jan 30, 2025 (Thu) Nominations Report sent to the Board
Jan 31, 2025 (Fri) Call for Annual General Meeting (AGM)
Jan 31, 2025 (Fri) Voting Period Begins (if necessary for 10 days)
Feb 10, 2025 (Mon) Voting Period Ends
Dispute Resolution Period Begins (96 hours)
Feb 23, 2025 (Sun) Annual General Meeting 2025
New elected Board members assume office
The vacancies in the Board Elections 2025 for each Member category are:
  • Sponsor Member: 2
  • Co-Sponsor Member: 1
Directors whose current term is to be expired at the AGM 2025:
Director Seat Category From Sub-Region
Nicole T. I. CHAN Sponsor Member North East Asia
Maureen HILYARD Sponsor Member Australasia and Pacific
Jordan CARTER Sponsor Member Australasia and Pacific
Jose A. LAY Sponsor Member Central and South East Asia
Akinori MAEMURA Co-Sponsor Member North East Asia
The remaining Board of Directors (from the Board Elections 2024) include:
Director Seat Category From Sub-Region
Edmon CHUNG Ex-officio North East Asia
Boyoung KIM Sponsor Member North East Asia
Thomas BARRETT Sponsor Member N/A
Satish BABU Co-Sponsor Member Central and South East Asia
Rupesh Bhakta SHRESTHA Co-Sponsor Member Central and South East Asia
Jo-Fan YU NomCom Appointee North East Asia

Upon the expiration of the term for the Directors as explained above, there will be no remaining Director coming from the following Sub-Regions:

  • Australasia and Pacific
  • Middle East and Western Asia

 In accordance with the geographical diversity requirement specified in Article 3(4) of the DotAsia AA, the geographical diversity requirement that there shall be at least one (1) Director from at least three (3) of the four (4) sub-regions of Asia Pacific is not already satisfied by the remaining Directors.

Therefore, there shall be at least 1 Director elected for Australasia and Pacific OR for Middle East and Western Asia.

DotAsia Board Election Committee for the Board Elections 2025:

  • Election Chair: Ellen STRICKLAND
  • Election Committee Co-Sponsor Members community representative: to monitor election for seat(s) returned from the Sponsor Member category: Cheryl LANGDON-ORR (APrIGF)
  • Election Committee Sponsor Members community representative: to monitor election for seat(s) returned from the Co-Sponsor Member category: Andrew MOLIVURAE (.vu)

DotAsia Nomination Committee for the Board Elections 2025:

  • NomCom Chair: Craig NG
  • NomCom Members: Bertrand CHERRIER, Pua HUNTER and Yuri TAKAMATSU

The term of the Election Committee and Nomination Committee for the Board Elections 2025 is from Dec 13, 2024 until the completion of the Board Elections 2025. 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.

The Nomination Committee will determine the eligibility of candidates, establish and enforce an Elections Code of Conduct, and nominate a person for appointment to the DotAsia Board directly every 3 years (an appointment was made in the Board Elections 2024 with the appointee serving for 3 years, therefore this year there will be no appointment).

In accordance with the BEP Section 2.2: The email address to be used for the Nominations process is elections[at]board.dot.asia.  In accordance with the BEP Section 2.6 Dispute Resolution: 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.

An Election Code of Conduct is established by the NomCom in accordance with the DotAsia Articles of Association. Any non-compliance with the Code may result in exclusion of the relevant person from the election. In accordance with Section 4.1 of the Code, if you experience, witness, or is aware of any behaviour that is inconsistent with the Code, please report the behaviour to electionconduct[at]board.dot.asia.

As specified in the Board Elections Procedures (https://dot.asia/BGC-004/), during the Nomination Period and the Voting Period, no membership status changes will be processed by DotAsia – be they new Members joining or existing Members resigning. Therefore, DotAsia will close its Register of Members from Dec 27, 2024 to Jan 16, 2025 (Nomination Period) and from Jan 31 to Feb 10, 2025 (Voting Period).

Nomination Results

Candidate
 Member Category Nominated by
Seconded by
 Candidate Confirmation Candidate Sub-Region
Akinori MAEMURA Co-Sponsor Member APNIC SANOG Candidacy Accepted North & East Asia
Maureen HILYARD Sponsor Member auDA (.AU) Authority of Timor-Leste (.TL) Candidacy Accepted Australasia & Pacific
Jose A. LAY Sponsor Member KRNIC (.KR) JPRS (.JP) Candidacy Accepted Central & South East Asia

Note: Nomination results above listed in order of when the nominations were received.

The members-nominated candidate Nominations Report for Board Election 2025 can be found here. (Aprox. 10MB)

Election Results

Sponsor Member Category

Since the number of candidates standing for the election in the Sponsor Member category is equal to the number of vacancies in that category (i.e. we have 2 candidates and 2 seats) and one candidate meets the Geographical Diversity Requirement, no voting is required. Maureen HILYARD and Jose A. LAY are therefore deemed elected as they are the only candidates in the Sponsor Member category.

Candidate
 Candidate Sub-Region Term
Maureen HILYARD Australasia & Pacific 3 years
Jose A. LAY Central & South East Asia 3 years

Co-Sponsor Member Category

Since the number of candidates standing for the election in the Co-Sponsor Member category is equal to the number of vacancies in that category (i.e. we have 1 candidate and 1 seat), no voting is required. Akinori MAEMURA is therefore deemed elected as he is the only candidate in the Co-Sponsor Member category.

Candidate
 Candidate Sub-Region Term
Akinori MAEMURA North & East Asia 3 years

Results of the election are reported at the DotAsia’s annual general meeting (AGM) by the Board Election Chair which will be held on Feb 23, 2025. The term of service begins from Feb 23, 2025. As a result, the following persons will form the new board of DotAsia, starting Feb 23, 2025:

Name
Satish BABU
Thomas BARRETT
Edmon CHUNG
Maureen HILYARD (Re-elected)
Boyoung KIM
Jose A. LAY (Re-elected)
Akinori MAEMURA (Re-elected)
Rupesh Bhakta SHRESTHA
Jo-Fan YU

DotAsia Board By-Election 2023

On November 6, 2023, the DotAsia Board, having received and reviewed the Election Committee (EC) Report to the Members DotAsia Regarding the 2023 Board Elections (EC Report) on November 1, 2023 accepted the report and proceeded to implement a By-Election for the...

DotAsia Board Elections 2024

DotAsia Board Elections 2024 Results DotAsia Board Elections 2024 Nomination Results Notice of DotAsia Board Elections 2024 FINAL (clean version) DotAsia Board Elections Procedures FINAL (clean version) DotAsia Election Code of Conduct Drafts: DotAsia Board Elections...

DotAsia Board Elections 2023

On November 1, 2023, the Election Committee (EC) issued its Report to the Members DotAsia Regarding the 2023 Board Elections (EC Report).  The EC Report confirms that, the DotAsia staff, the third party election provider, the election administrator and the Election...

DotAsia Board Elections 2025 – FAQ

What online voting platform will be used?

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

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

In accordance to DotAsia Board Elections Procedure (BGC-004) section 2.1, Members must reply to both the Secretariat and the third-party Administrator to confirm or update the Voter Name and voting email address to be used. This confirmation must be received before the commencement of the Nomination Period.

If the Member does not confirm or update the Voter Name and the voting email address prior to the opening of the Nomination Period, they will not receive a nomination form or ballot paper, and may not nominate, second or vote in the election.

Register of Members can be found here: [ 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 2.8).

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)