Dear All, As you know, the ICANN annual meeting in Seoul will mark the end of the terms of: 1. One Member of the At-Large Advisory Committee (ALAC) from each Geographic Region (RALO); 2. At-Large Appointees to the Nominating Committee; 3. The Liaisons appointed by the ALAC; 4. The officers of the ALAC; To help ensure the elections for the open positions run smoothly, this email will provide you with an overview of the election process as it relates to the elections of Members of the At-Large Advisory Committee. Separate communications will discuss the process for the other positions. You will find: · The general provisions governing the elections (ICANN Bylaws and ALAC Rules of Procedures) · A suggestion for an election timetable for all regions · The regional provisions governing the elections (regional MoU and Operating Principles) · An overview of open ALAC positions General Provisions Governing the Elections When the RALOs were formed in 2006 and 2007, the Memoranda of Understanding (MOU) and regional Operating Principles did not, with one exception, cover the voting process (nomination period, timing and other rules governing the elections) in any detail. Most regional instruments only say that the region is responsible for electing two out of the three regional ALAC positions, the third position being appointed by the NomCom. Given the lack of clear provisions on the election process in the regional instruments, it is useful to refer to the ICANN by-laws, the Rules of Procedure (RoPs) of the RALOs. RALOs that do not have specific rules for the conduct of elections may wish to consult the ALAC RoPs. The ICANN Bylaws, which apply to all regions, do not cover the election process but make clear that the regional ALAC members will serve two-year terms starting at the conclusion of an annual ICANN meeting. The terms are staggered, meaning that one term will start in an odd-numbered year and one term will start in an even-numbered year: ICANN Bylaws: Article Xi, Section 2.4.c 1. The term of one member selected by each RALO shall begin at the conclusion of an ICANN annual meeting in an even-numbered year. 2. The term of the other member selected by each RALO shall begin at the conclusion of an ICANN annual meeting in an odd-numbered year. See: http://www.icann.org/en/general/bylaws.htm (ICANN Bylaws) At-Large Advisory Committee Internal Rules of Procedure The ALAC RoPs, on the other hand, only contain rules that apply to the ALAC officer elections: 1. Call for election: no earlier than one month before the ICANN meeting and no later than three weeks before an ICANN meeting (rule 9); 2. Deadline for nominations: 14 days after election call (rule 9); 3. Acceptance period: Nomination must be accepted no later than 7 days after the nomination deadline and no later than 7 days before the start of an ICANN meeting (rule 9) See: https://st.icann.org/alac/index.cgi?rules_of_procedure (At-Large Advisory Committee Rules of Procedure) Suggested Election Procedure for ALAC Representatives Since the RALOs have few details about the procedure by which they elect their ALAC members, it is suggested that the election process for ALAC representatives use the following procedure: 1. Call for election: The regional Secretariat will make a call for election (no later than 15th August 2009) 2. Nomination Period: nominations shall be accepted for four weeks after the Secretariat calls for nominations (up to 12th September 2009) 3. Acceptance deadline: the nominees need to accept their nomination no later than seven days after the nomination period ends (19th September 2009) 4. Election deadline: The election shall begin no later than one week after the end of the acceptance deadline (26th September 2009) and end not later than two weeks later (10th October 2009). Therefore, votes would actually be cast between 26th September to 10th October 2009. Voting Mechanism We would suggest that the online voting system used previously in various regions at www.bigpulse.com <http://www.bigpulse.com> (and which is used for all ALAC votes including for ALS Applications). The staff would administer these votes through the system, in all cases allowing independent verification via a URL located on the BigPulse servers which would provide the results of votes held. There are two regions NARALO and LACRALO which have adopted detailed Rules of Procedure for meetings. As LACRALO has already conducted its election, it needs do nothing further; NARALO has the elections procedures specified in its ROPs. Regional Provisions Governing the Elections The RALOs should begin discussing the upcoming elections in earnest. A separate email communication will be sent shortly after this message to each RALO which will be holding elections that sets out the specific details of elections (where procedures have been adopted specifying what should be done), or proposing a process for moving forward for those that do not. AFRALO a) Length of the nomination period: "a reasonable period shall be provided" (MOU:2.) b) Election date: not specified c) Additional provisions: one- year term, one vote per ALS (MOU:2) See: https://st.icann.org/afralo/index.cgi?mou_and_organising_documents (AFRALO MOU and organizing documents) To make sure that there will be staggered terms in all regions, it was decided that one of the current African ALAC positions shall be for two years and one should be for one years (see below for an overview of all open ALAC positions). In accordance with the ICANN Bylaws, the terms of African ALAC representatives shall be set to two years. APRALO a) Length of the nomination period: not specified b) Election date: not specified c) Additional provisions: "one vote per ALS" d) Only those ALSes that have been accredited prior to the election will be able to vote. e) Representatives must be Members of different ALSes f) Representatives must have their principle residence in different countries of the Region g) Representatives citizenship must be different See: https://st.icann.org/asiapac/index.cgi?ralo_organising_documents (APRALO organizing documents) EURALO a) Length of the nomination period: not specified b) Election date: not specified c) Additional provisions: The European MOU says that The voting rights shall be determined by the EURALO (EURALO MoU, 5.4.1). According to the EURALO Bylaws, the European representatives elect the regional ALAC members at their General Assembly (EURALO Bylaws, 11.10). The following rules govern the decisions of the GA: ... each Member has one vote. (11.4) whereas Members of The Association shall consist of ...... organizations domiciled in Europe........ which qualify as an ALS (EURALO Bylaws 4.1.). Additionally, the selected representatives must be members of different ALSes, must have their principal residence in different countries of the region and their nationalities must be different. To the extent possible, gender balance and regional balance within Europe shall be fostered (11.5 EURALO Bylaws). See: https://st.icann.org/euralo/index.cgi?ralo_organising_instruments (EURALO organizing documents) NARALO a) Length of the nomination period: 30 days (Operating Principles 11) Start of nomination period: on or before 1 July (OP 11) b) Election date: "sufficiently in advance of ICANN's annual meeting" (OP 11) c) Additional provisions: ALAC representatives may not serve more than two consecutive terms (OP 10) Detailed provisions for elections and voting during meetings can be found under: See: https://st.icann.org/naralo/index.cgi?ralo_organizing_documents (NARALO organizing documents) It is up to the region to decide if it wishes to treat the election as if it were a meeting. Open ALAC Positions in 2009 AFRALO: Mohamed El Bashirs term expires after the Seoul ICANN meeting in 2009 APRALO: Cheryl Langdon Orrs term expires after the Seoul ICANN meeting in 2009 EURALO: Patrick Vande Walles term expires after the Seoul ICANN meeting in 2009. Patrick was elected as a replacement for Veronica Cretu who stepped back from her position in early 2008. LACRALO: José Ovidio Salgueiros term expires after the Seoul ICANN meeting in 2009. However, Sylvia Herlein Leite was elected as his replacement at the LACRALO General Assembly that took place in March 2009. NARALO: Gareth Shearmans term expires after the Seoul ICANN meeting in 2009. Gareth was elected as a replacement to Robert Guerra who stepped back from his position in early 2009. Minimum Participation Requirements With respect to the Minimum Participation Requirements for Members of the At-Large Advisory Committee, the ALAC Rules of Procedure in Rule 21 is relevant. Rule 21.9 is of particular importance as it talks about the quantitative requirements. They are: a) Participation in at least 2/3 of the ALAC conference calls in any 6-month period b) Attending at least one physical meeting in any 9 month period c) Completing at least one feedback survey on At-Large issues in any 6 month period Further, those interested in seeking election to the ALAC are advised to review the ALAC Position Description now under development, for further information on the commitment required for ALAC members and the characteristics which are identified therein. This text is not yet endorsed but should provide useful additional information for prospective candidates. The document may be viewed at https://st.icann.org/alac/index.cgi?draft_alac_pd. Regards, Nick Ashton-Hart, Heidi Ullrich, Matthias Langenegger, Gisella Gruber-White ICANN At-Large Staff email: staff@atlarge.icann.org