Board of Directors (BOD) election - process
- Board of Directors (BOD) election - process
- The Election Process
- Election Timelines
- How to Nominate
- Verifying Nominations
- Finalising the Slate of Candidates
- Notification of Candidates
According to Sections 13 of the AFRINIC bylaws; each year, two to three Board seats are opened for elections according to regional seat numbers. Elections will take place during the Annual General Members Meeting that is normally held in the month of May or June.
Board seats are numbered from 1 to 9. While only 1-8 are elected by the community.
The election is conducted according to the following sequence:
- Election for seats 1, 2 and 7 (North, West and one Independent).
- Election for seats 3, 4 and 8 (Indian Ocean, Central and One Independent)
- Election for seats 5 and 6 (South and East)
The logistic of the elections and its running will be managed by the Election committee.
2) The Election Process
2.1) Eligible Candidate
No person shall be appointed or hold office as a Director if he/she is a person who:
- is under 18 years of age;
- is an undischarged bankrupt;
- would, but for the repeal of Section 117 of the Companies Act 1984 of Mauritius, be prohibited from being a Director or promoter of, or being concerned or taking part in the management of, a company within the meaning of that Act;
- is prohibited from being a director or promoter of or being concerned or taking part in the management of a company under Sections 337 or 338 of the Act;
- is not a natural person; or
- has been adjudged to have been of unsound mind.
2.2) Eligible Voters
Only organisations and persons fulfilling the following criterias are able to vote:
- Any AFRINIC Resource member in good standing. Good Standing in this context refers to a member that has signed the AFRINIC Registration Service Agreement and who has no unsettled financial debt with AFRINIC older than 7 days prior to the election date
- All Registered Members.
- Candidates for open positions (only those who will be present onsite).
- Appointed Proxies duly approved by the CEO at least 48 hours prior to the Election Day and transmitted to the Chair of the Election Committee.
The following voting criteria apply to all candidates:
- A candidate present at the election either has a self-voting right as a candidate or as a Registered Member if they are a board member seeking re-election.
- A candidate cannot carry a proxy (Section 12.12(ix)).
- A candidate can carry the votes of the Resources Members they formally represent, having been registered as one of the organisation's contact persons for at least 12 months before the election date or since that organisation's commencement of membership if less than 12 months old.
MyAFRINIC will be the source of membership status for all eligible voters
An organisation that is not able to send a representative to attend the face-to-face meeting can give its voting rights to a proxy (per Sections 12.11 and 12.12 of the AFRINIC bylaws) by filling the proxy form available from the member's profile within the MyAFRINIC portal (https://my.afrinic.net).
- No member entitled to vote shall carry more than 5 proxies during the said election (Section 12.12.(iiiv)).
- No Candidate to the election of Director of the Company shall act as proxy for any member during such an election (Section 12.12.(ix)).
3) Election Timelines
The Board election will be run according to the following schedule.
|Day||What?||No. of Days||Start Date||End Date|
|D-95||Call for NomCom Volunteers||12 days||18-03-2013||30-03-2013|
|D-83||Appointment of Nomcom||11 days||30-03-2013||10-04-2013|
|D-72||NomCom Internal Consultation||2 days||10-04-2013||12-04-2013|
|D-70||Nomination Period||30 days||12-04-2013||12-05-2013|
|D-40||Candidate Review (NomCom)||15 days||12-05-2013||27-05-2013|
|D-23||Finalise Slate of Candidates||2 days||27-05-2013||29-05-2013|
|D-22||Slate of Candidates Published||11 days||30-05-2013||10-06-2013|
|D-11||E-voting Open||10 days||10-06-2013||20-06-2013|
|D-1||E-voting Closed||1 day||20-06-2013||21-06-2013|
4) How to Nominate
The nominations submition period closed on 12/05/2013.
Thank you for the time you took to complete the online nomination form (which is now closed)
Your AFRINIC BOD 2013 election nomination has been submitted to the 2013 Nominations Committee (NomCom), who will review it and get back to you shortly with additional steps and/or requirements.
5) Verifying Nominations
AFRINIC Staff liaison to the NomCom will verify that all nominations were submitted within the given period and include all the required information. The Chair of the NomCom should notify nominees and the nominators of the receipt of the nomination. The Nominees will at the same time be asked for confirmation of their intent to contest for the seat. Ineligible nominations will be rejected and the nominators and nominees notified separately.
6) Finalising the Slate of Candidates
The NomCom will review all completed nominations to verify that the nomination process was followed and will review nomination forms to determine that all nominees meet the general criteria as defined in section 13.12:
The NomCom shall, as far as practically possible, seek the following additional conditions for the eligibility of candidates to the position of Board Director.
- Previous Board or organisational leadership experience
- Skills in business management and leadership
- Fund raising for not-for-profit organisations experience
- Network Operations and Internet Services experience
- International Business development Experience.
The NomCom may decide to conduct interviews or further background checks on candidates.The Chair of the NomCom decides the means to be used for such further evaluation, in which case, are port must be provided to the Staffand the NomCom. The Chairman of the NomCom then forwards the slate of candidates to the AFRINIC Staff for publication.
7) Notification of Candidates
The NomCom Chair sends a final slate of candidates,via e-mail to:
The candidate list and biographical information is simultaneously posted on the Elections section of the AFRINIC website.The website will provide an online channel for any one to comment on the candidates during the period prior to the opening of the voting (e-voting).
All candidates should be given the opportunity to present themselves to the general membership in a brief speech during the AGM prior the paper voting.The community may also direct questions to the candidate during the open comment period. These questions must be addressed to the NomCom and discussed on the members-discuss mailing list.
Votes can be cast electronically or by a paper ballot.
8.1) Electronic Voting
The electronic voting platform is integrated into the MyAfriNIC portal, and will be accessible only to members in good standing. The following will apply to e-voting:
- Starts at least 5 days before Election Day ends.
- End at 18:000 UTC the day before the AGMM. Paper ballots will be used at the AGMM.
- E-votes are tallied using the e-voting tallying system. The results are added to the paper ballot count before final results are announced at the AGMM.
8.2) Paper Ballot on Election Day
The election is conducted during the Annual General Members' Meeting and is carried out via paper ballots containing a list of candidate names and a ballot number.
- Voters should only vote for one candidate per category. Each mark on a ballot paper represents one vote. A ballot with more than one mark will be considered spoilt, and not count.
- Voters can choose not to vote for any candidate. The ballot paper provides an option not to vote for any candidate on the ballot.
- This will be a secret ballot election. An inclusion of any personal data on the ballot paper invalidates the vote. It will be counted as spoilt.
- Elections will be closed as soon as the last member or proxy present in the meeting room casts his/her vote. Candidates with the highest number of votes in each category will be declared winners.
- In the event of a tie for an open position, voting for that position will be repeated (Only by paper ballot) the same day until there is a winner.
- All open positions shall be subject to an election process even if there is only one candidate. In that event, if the option [none of the above] got more votes than the only candidate, then the seat shall be considered vacant and the Board will be requested to apply provisions of the Bylaws to temporarily fill the vacant seat.
8.3) Vote Counting and Announcement of Election Results
The CEO, a representative of the NomCom, and members of the Election Committee present during the AGMM, in addition to no more than four (4) volunteers from the other RIRs present, shall count the votes to determine the winners.
The Chair of NomCom announces the election results after the vote count with the vote detail for only the elected candidates.
The CEO shall send the final results by e-mail not more than 48 hours after the election to:
The election results are simultaneously published on the AFRINIC website.