Chairs Elections Process (Draft-1)

Current

Proposed

3.3 The Policy Development Working Group (PDWG)

The Policy Development Working Group (PDWG) discusses about the proposals. Anyone may participate via the Internet or in person. PDWG work is carried out through the Resource Policy Discussion mailing list (rpd@afrinic.net) and the bi-annual AFRINIC Public Policy Meetings (PPM). Any person, participating either in person or remotely, is considered to be part of the Policy Development Working Group.

The Policy Development Working Group has two Chairs to perform its administrative functions. The PDWG Chairs are chosen by the AFRINIC community during the Public Policy Meeting and serve staggered two-year terms. The term ends during the first Public Policy Meeting corresponding to the end of the term for which they were appointed. A term may begin or end no sooner than the first day of the Public Policy Meeting and no later than the last day of the Public Policy Meeting as determined by the mutual agreement of the current Chair and the new Chair.

If the Working Group Chair is unable to serve his or her full term, the Working Group may select a replacement to serve the remainder of the term. If the Working Group Chairs are unable to attend the Public Policy Meeting, the Working Group shall nominate a Chair for the session. Anyone present at the meeting, whether in person or by remote participation, may participate in the selection process for a temporary Chair.

3.3 The Policy Development Working Group (PDWG)

The Policy Development Working Group (PDWG) discusses about the proposals. Anyone may participate via the Internet or in person. PDWG work is carried out through the Resource Policy Discussion mailing list (rpd@afrinic.net) and the bi-annual AFRINIC Public Policy Meetings (PPM). Any person, participating either in person or remotely, is considered to be part of the PDWG.

If both Working Group Chairs are unable to attend the PPM, the Board will on-the-spot designate a non-conflictive Chair for the session, that will be assisted by the staff.

3.3.1 About the PDWG Chairs

• AFRINIC staff can’t serve as PDWG chair.
• PDWG chair is incompatible with other roles that are directly involved in the policy development process in any of its phases. If this were the case, the candidate's nomination must specify how they will solve this situation should they be elected. Thus, if they are elected, they will automatically cease in (or not take possession of, as the case may be) such incompatible positions, as specified in their nomination.
• Both chairs can’t be from the same country, except in exceptional situations where there are no other acceptable candidates, in which case one of the chairs will cease in their position at the following election process (following year), either because their term has come to an end or by agreement among the two chairs, failing which the chair who has held the position the longest will automatically cease in their position.
• Chair position is voluntary and unpaid.
• To run for the position, a candidate must be a membership contact of an AFRINIC member or, alternately, must be nominated by two membership contacts of an AFRINIC member.
• PDWG Chairs will each serve staggered two-year terms. PDWG Chairs may only be re-elected for one consecutive term but are illegible to run again after a minimum one-year pause.
• Candidates must have been part of the RPD List for at least 6 months prior to the start of the election process.
• In addition to the candidate’s biographical information, nominations must include specific information that allows assessing their contribution, participation and experience in the PDWG. The candidates must also provide information about what they will like to achieve during their term, possible improvements to the PDWG, etc. 

3.3.2 About the election of the Chairs

• Calls for nominations will be announced through the RPD List.
• Voting will be conducted electronically, using mechanisms to ensure, as much as possible, that each voter can cast only one vote.
• Anyone who has been part of the RPD List for at least 6 months prior to the start of the election process may participate.
• Any use of the list for electoral purposes, even when by persons clearly supportive of a candidate, may result in their disqualification, if there is evidence of collusion.
• If at any time during the process there are sufficient indications of fraud, affected candidates may be disqualified. If necessary, the entire process may be invalidated and repeated, in which case a timeline will be set such that the timing of the election results will coincide as much as possible with the following PPM.
• The election process begins with a call for candidates issued on the 1st day of the month, 3 full months prior to the end of the term of the chair being replaced. This phase will remain open for 28 to 31 days (natural length of that month).
• AFRINIC will communicate the names of acceptable candidates to the RPD List, announcing where candidate information will be published.
• A period of 10 calendar days will then begin during which the community will be able to contribute relevant information on the candidates. This information, if confirmed, may be published simultaneously for all candidates on the first working day following the end of the 10-day period. As a result of that information, the Board could disqualify any candidate.
• Voting will begin on the first working Monday after the period specified above and will remain open for 7 calendar days.
• A tie will be declared if the difference is lower than 10%. In that case, if there are more than two candidates, runoff voting among the two candidates with the highest number of votes will begin the following working Monday and will remain open for 7 calendar days.
• AFRINIC will immediately announce the results of the first voting round as well as those of the runoff vote if applicable.
• If any objections are raised by a member of the community, such objections must be communicated to the Board within 7 calendar days of the announcement of the results. The Board will then assess whether such objections are significant and have been proven. If no objections are raised, or if those aren’t considered, will proceed to ratify the winning candidate.
• Elected chairs will begin their term immediately after the closing of the next PPM.
• If it were not possible to ratify a candidate, the Board will appoint a chair to fill the vacant position until the following PPM. The next time an election and ratification process can be conducted, the person elected will only fill the position for the remainder of the original term. This same mechanism will apply, if necessary, in case either of the chairs resigns before the end of their term or for any reason fails to meet their responsibilities.
• The Board is the highest instance of appeal in matters relating to the election process. The board may delegate some or all of the required functions into the Election and Nomination Committees.

Date

Details

2nd November 2019

Version 1: AFPUB-2019-GEN-007-DRAFT01

Initial Draft Posted to rpd