- Announce - DotAsia Mailman List Manager

DotAsia Board Elections 2024 - Completion of Nomination Period
by Election Committee 17 Apr '24

17 Apr '24

Dear DotAsia Member, The nomination period for DotAsia Board Elections 2024 ended on April 9, 2024. In accordance with the Board Election Procedures BEP <https://www.dot.asia/policies/BGC004-BoardElectionsProcedures-v1-5-20221221…>, section 2.6. Dispute Resolution; a 96 hours dispute resolution period, ending April 13, 2024, 23:59 UTC has now elapsed and I am writing to you to announce that the completion of nomination period status can be found at https://nominations.board2024.dot.asia/ and for your convenience are included in the table below. A Nominations Report with the nomination results will be issued after April 25, 2024 as per the <https://www.dot.asia/policies/NoticeOfBoardElections2024-FINAL_20240320.pdf>Notice of Board Elections 2024 <https://www.dot.asia/policies/NoticeOfBoardElections2024-FINAL_20240320.pdf> . If voting is required, it will begin on April 29, 2024. *IMPORTANT*: Please whitelist the voting platform IP address in advance to ensure that you receive all voting communications. BigPulse EMAIL SERVER name is mail1.bigpulse.com. Using the following IPs: 209.15.228.130 209.15.228.126 5.44.19.188 Thank you, in advance, for your attention to this message. Regards, Cheryl Langdon-Orr DotAsia Election Chair 2024 Note: This is an announcement email, please do not reply to announce(a)dot.asia. For all board elections matters, please contact us at boardsec(a)dot.asia.

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DotAsia Board Elections 2024 - Nomination Updates
by Board Elections 09 Apr '24

09 Apr '24

Dear DotAsia Members, A Board Elections Compliance Administrator has been engaged to provide supporting and administrative services on behalf of the Board’s Elections Committee. There has been an update to the status of nominations in the DotAsia Board Elections. You can view the latest status here: https://nominations.board2024.dot.asia/ For your convenience, the current status is included below as well. Candidate Member Category Nominated By Seconded By Candidate Confirmation* Sub-Region Please be reminded that the nomination period will end on April 9, 2024 (Tue) 23:59 UTC. Regards, Board Elections Compliance Administrator, on behalf of DotAsia Board Secretariat (Elections Team) * An Election Code of Conduct <https://www.dot.asia/policies/NC-001-ElectionCodeOfConduct_v1-COMPLETE-2024…> 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. According to DotAsia Article of Association Article 23(2), all confirmed eligible nominees will be included in the Nominations Report. Note: This is an announcement email, please do not reply to announce(a)dot.asia. For all board elections matters, including comments on the election procedures, please contact us at boardsec(a)dot.asia.

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Webinar (Mar 28) - DotAsia Board Election 2024
by Board Secretariat 26 Mar '24

26 Mar '24

Dear DotAsia Members, The DotAsia Board Election nomination period has started. You are cordially invited to join us at a webinar scheduled for: Event Info: March 28, 2024 (Thu) Time: 03:00 UTC (20 minutes) Zoom: http://aji.asia/webinar In this webinar, we will tell you about the enhancement made for Board Election 2024 and a highlight of the nomination and voting process. Join us on March 28, 2024 (Thu) at 03:00 UTC to learn more. If you are unable to join us at this time, we will post the recording at https://www.dot.asia/board-elections-2024/ <https://www.dot.asia/board-elections-202/>. Should you have any questions, please feel free to contact us at boardsec(a)dot.asia <mailto:boardsec@dot.asia>. Regards, Board Secretariat DotAsia Organisation Note: This is an announcement email, please do not reply to announce(a)dot.asia. For all board elections matters, please contact us at boardsec(a)dot.asia.

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DotAsia Board Elections 2024 - Nomination Period Begins
by Election Committee 21 Mar '24

21 Mar '24

Dear DotAsia Members, Here are two important announcements pertaining to the 2024 DotAsia Board Elections: 1. 3rd-Party Election Compliance Administrator (Board Secretariat - Election Team) To continue the robustness of the Board Elections Process, we have invited a third-party Election Compliance Administrator to serve on behalf of the Board Secretariat in Elections correspondence. The Election Compliance Administrator (Board Secretariat—election Team) will report to the Election Committee and communicate with members using elections(a)board.dot.asia. 2. Nomination Period Begins This is a reminder that the Nomination Period for the DotAsia Board Elections 2024 has started today, March 21, 2024, and will end on April 9, 2024 (Tue) at 23:59 UTC. As outlined in the Board Elections Procedures (BEP) document ( https://www.dot.asia/board-elections-2024/) the templates below are provided for you to submit your nominations and seconds to elections(a)board.dot.asia. According to section 2.1 of the BEP, members who confirm their organization’s voter name and voter email address before the commencement of the Nomination Period will be eligible to nominate, second, or vote. Those who did not validate their voter name and email will not receive a nomination form or ballot. The list of voters for the 2024 DotAsia Board Election can be found here <https://www.dot.asia/membershipdocs/DotAsia_Voter_List-03_20_2024.pdf>: 3. Contact Emails and Whitelisting The Election team will send you updates through the following emails. Please add these email addresses to your contact list or whitelist them in your email system to ensure that you can receive Election-related communications. Election Committee: electioncommittee(a)board.dot.asia Nomination Committee: nomcom(a)board.dot.asia Election Administrator: elections(a)board.dot.asia DotAsia Board Secretariat: boardsec(a)dot.asia Scrutineer: jesse(a)abacushkcpa.com Thank you for your attention, and we look forward to your participation in this year’s elections. Sincerely, Cheryl Langdon-Orr DotAsia Election Chair 2024 Note: This is an announcement email. Please do not reply to announce(a)dot.asia. For all board election matters, including comments on the election procedures, please contact us at boardsec(a)dot.asia. ___________________________________________________________________________ The following form/text may be used by a proposer to nominate a candidate: ======================================================================== To: elections(a)board.dot.asia Subject: DotAsia Board Elections Nomination ======================================================================== Dear DotAsia Board Secretariat, Our organization is proposing a nomination in the DotAsia Board Elections with the following details: Proposing Organization’s Name: Member Category: [Sponsor Member or Co-Sponsor Member] Candidate’s Name: Candidate’s Email Address: Sincerely, _______________ (Name of Voting Representative) _______________ (Title/Position) _______________ (Organization) ___________________________________________________________________________ The following form/text may be used by a seconder in the nomination of a candidate: ======================================================================== To: elections(a)board.dot.asia Subject: Seconding of a Nomination for the DotAsia Board Elections ======================================================================== Dear DotAsia Board Secretariat, _______________ (Member) will second the nomination of: _______________ (Candidate) proposed by _______________ (proposer) to run as a candidate in the [ Sponsor Member / Co-Sponsor Member ] category of the DotAsia Board Elections. Our organization is seconding a nomination in the DotAsia Board Elections with the following details: Seconding Organization’s Name: Proposing Organization’s Name: Member Category: [ Sponsor Member or Co-Sponsor Member ] Candidate’s Name: Sincerely, _______________ (Name of Voting Representative) _______________ (Title/Position) _______________ (Organization)

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DotAsia Board Elections 2024 - Election Committee & Nomination Committee
by Jordan Carter - DotAsia Board Chair 13 Mar '24

13 Mar '24

Dear DotAsia Member, Election Committee To begin with, on behalf of the DotAsia Board I would like to renew our thanks to all who participated in, and provided feedback on the development of this year’s DotAsia Board Elections Procedures (BEP). We are pleased to inform you that we have incorporated the feedback received from both the Membership and from last year’s Election Committee. The BEP and Final Notice of DotAsia Board Elections is in line with DotAsia's policies and rules and can be found at https://www.dot.asia/board-elections-2024/. We are now pleased to announce the (re)appointment of the members of the 2024 DotAsia Board Election Committee: Election Chair: Cheryl Langdon-Orr Election Committee Co-Sponsor Members community representative: to monitor election for seat(s) returned from the Sponsor Member category: Kuo-Wei Wu Election Committee Sponsor Members community representative: to monitor election for seat(s) returned from the Co-Sponsor Member category: Andrew Molivurae The term of the current Election Committee is from March 13, 2024 to May 23, 2024 (or the completion of the Board Elections 2024 including any by-elections required). The Election Committee will oversee the election process, declare the election results and resolve procedural disputes if any. For more information about the DotAsia Board Election, please refer to the Board Elections Procedures (BEP) 2024 <https://www.dot.asia/board-elections-2024/>. As stated in the Board Elections Procedures, the Board Secretariat shall work under the supervision of the Election Committee on the administration of the Board Elections (note that this is updated from last year). Nomination Committee New in 2024 and with reference to Articles 23 of the DotAsia Articles of Association, the Board must establish a Nomination Committee (NomCom) to oversee the nominations and nominee conduct during each Board Election. The term of the current Nomination Committee is from March 13, 2024 to May 23, 2024 (or the completion of the Board Elections 2024 including any by-elections required). The NomCom has the power to determine the eligibility of each Nominee in a Board election, and to exclude a Nominee from a Board election due to their ineligibility. For detail, please refer to section 2.3 (g) of the BEP. We are pleased to announce the appointment of the members of the 2024 DotAsia Board Election NomCom: Nomination Committee Chair: Heather Forrest Nomination Committee Members: Bertrand Cherrier, Pua Hunter and Craig Ng. Contact Emails and Whitelisting The Election team will provide you with updates through the following emails. Please add the email addresses to your contact list or whitelist it in your email system to ensure that you can receive Election related communications. Election Committee: electioncommittee(a)board.dot.asia Nomination Committee: nomcom(a)board.dot.asia Election Administrator: elections(a)board.dot.asia <boardelections(a)board.dot.asia>DotAsia Board Secretariat: boardsec(a)dot.asia Scrutineer: jesse(a)abacushkcpa.com We look forward to your participation in the DotAsia Board Elections. Yours sincerely, Jordan Carter -- Jordan Carter Chair of the Board of Directors *DotAsia* chair(a)board.dot.asia

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Update from the EGM and Feb Board meetings
by Jordan Carter - DotAsia Board Chair 29 Feb '24

29 Feb '24

*Dear DotAsia membersHere is a report-back on the outcomes of the Extraordinary General Meeting held on 26 February in Bangkok, Thailand, and of the associated DotAsia Board meetings on 24-25 February. You will also read news of an updated Code of Conduct for DotAsia spaces and events, which we propose will cover members too. Members unanimously adopt changes to strengthen DotAsia’s governanceI am very happy to report that the updated Articles of Association for DotAsia were approved unanimously by members gathered in person at the EGM and online. The two separate meetings of Sponsor and Co-Sponsor members held online on 24 February each unanimously granted consent for the changes, and around twenty members were represented in the EGM on Monday.This is very good news. I would like to sincerely thank the membership for such a strong endorsement of these changes. They mean DotAsia’s future will be stronger, and they mean our Articles of Association are now up to date with the latest Hong Kong requirements.Thank you to everyone who contributed to this work of developing, scrutinizing and improving the new Articles. If you are wanting a reminder about what the changes are, check out this link:https://www.dot.asia/proposed-amendments-to-the-dotasia-articles-of-association-2023/ <https://www.dot.asia/proposed-amendments-to-the-dotasia-articles-of-associa…> Next Steps on implementing the changes, and the 2024 Board electionsThe adoption of the updated Articles means that the regular Elections of Board members will be done consistent with the updated Board Election Procedures document. You will soon get information from the Secretariat about the call for nominations etc. The Board is in the process of seating the Election Committee and the new Nomination Committee. When the membership of each group is decided we will announce them together. The new Nomination Committee will have an intensive start, with three key tasks: - assess all nominated Board candidates against the new requirements in the updated Articles- agree and publish a Code of Conduct for the election process, which this Committee will enforce- Identify a person to be appointed as a Board member, as provided for in the updated Articles. A call for suitable persons will be part of this process. You can find out more about all the changes to the election process on the DotAsia website:https://www.dot.asia/board-elections-2024/ <https://www.dot.asia/board-elections-2024/>Board Meetings Report Back from 24-25 FebruaryThe Board had two very constructive days of work together in Bangkok, with only one Board member unable to participate (Alireza Saleh). My thanks to all the Board colleagues for their constructive and collegial roles in the meeting.Our main agenda items were: - preparations for the Member Meetings on 24 and 26 February- reports into all of the company’s activities, including market development and community work, and Namesphere- review of the draft Budget for the 2024-2026 period- CEO goals framework- ongoing discussion on the Strategic Plan and how we will measure and report back on itThe Strategic PlanOur intention is to have the new Strategic Plan in force for a three-year period, 1 April 2024 to 31 March 2027, matching the Budget year of the company. We plan to prepare a report on progress against the plan each year, dated 31 December, and covering the previous year’s work. This report will be shared with members in time for discussion at the AGM each year, starting in 2025. An update to the DotAsia Code of ConductThe Board has been discussing an update of the DotAsia Code of Conduct. Our initial view is that the Code should set standards of good behaviour not only for Board members and DotAsia staff, but also for all forums and spaces DotAsia creates.We have prepared an updated draft which is available at this URL: https://www.dot.asia/policies/BGC-002-DotAsiaCodeOfConduct-v-2-DRAFT-202402… <https://www.dot.asia/policies/BGC-002-DotAsiaCodeOfConduct-v-2-DRAFT-202402…> The Board will discuss this again at its April meeting, and would intend to bring this into force from the date of the AGM in May. Any feedback on this would be gratefully received - feel free to email me back your thoughts and I can share them with the Board, or of course you are welcome to post on the member email lists.More info on Board meetingsYou can find Board meeting minutes in the usual place on the website:https://www.dot.asia/dotasia-organisation/agm-and-board-meetings/ <https://www.dot.asia/dotasia-organisation/agm-and-board-meetings/>The minutes are published after they are approved by the subsequent meeting, so soon the formal minutes of the mid-February meeting will be published. The next Board meeting is in AprilAs part of our improvements in DotAsia governance, we have reduced the frequency of Board meetings, to have a more sustainable approach for Board members and for the staff team in preparing for meetings.Our next scheduled Board meeting will be in April, and I will write you a report after that. In the meantime, thanks again for being a member of DotAsia, and thanks for your decisions in support of the governance changes this week. That’s all for this update. Thanks Jordan *

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Important Reminder: DotAsia Member General Meeting and EGM (Feb 24 & 26)
by Board Secretariat 16 Feb '24

16 Feb '24

Dear DotAsia Members, Thank you for your continued support of DotAsia. In reference to earlier emails sent regarding the Proposed Amendments to DotAsia Articles, we would like to remind you of the two important meetings which we seek for your participation. The following resolutions will be put forward: Resolution 1: Adoption of the proposed amendments to the DotAsia as circulated to Members and posted on the DotAsia website at: https://www.dot.asia/proposed-amendments-to-the-dotasia-articles-of-associa… <https://www.dot.asia/proposed-amendments-to-the-dotasia-articles-of-associa…> Resolution 2: Adoption of the proposed amendment adding Article 33(3) to clarify that future amendments to the DotAsia Articles should require a majority of 75% of all Members irrespective of categories of Membership. ______________________________ Co-Sponsor Member General Meeting Date: February 24, 2024 (Sat) Time: 04:00 – 05:00* UTC (11:00 – 12:00 UTC+7) Online Participation: https://egm.dot.asia <https://egm.dot.asia/> (Meeting link will be available on Feb 24) Sponsor Member General Meeting Date: February 24, 2024 (Sat) Time: 05:00 – 06:00* UTC (12:00 – 13:00 UTC+7) Online Participation: https://egm.dot.asia <https://egm.dot.asia/> (Meeting link will be available on Feb 24) Extraordinary General Meeting (EGM) Date: February 26, 2024 (Mon) Time: 09:00 - 11:00 UTC (Local time: 16:00 - 18:00 UTC+7) Where: Meeting Room - Atheneum 3, Athenee Hotel Bangkok Online Participation: https://egm.dot.asia <https://egm.dot.asia/> (Meeting link will be available on Feb 26) ______________________________ We look forward to seeing you at the meetings. Please feel free to contact boardsec(a)dot.asia for any questions. Best Regards, Board Secretariat DotAsia Organisation *Please note that a typo on UTC meeting time from email issued on Feb 2, 2024 has been corrected. The correct UTC meeting time has been updated in this email. This is an announcement email, please do not reply to announce(a)dot.asia.

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Chair's Update - February 2024
by Jordan Carter - DotAsia Board Chair 15 Feb '24

15 Feb '24

*Dear DotAsia members and stakeholdersI hope this note finds you well, and enjoying a flying start to the year.In this note I’m sharing a few updates from the last couple of months, having decided not to write to you after the December meeting.The focus of your Board is probably very familiar to you by now. In December and January we had three areas of focus: - Finalising the proposal for your decision about updating the DotAsia articles - this has benefited hugely from your feedback, so thanks to all who shared some. - Preparing for the 2024 elections, which will be conducted after the decisions on the governance reforms. - Further refinement of the draft strategy.We have also welcomed a new director to the Board, Jose Lay from Timor Leste.Governance changes: decision time in February The moment of decision on the revised articles is close, with meetings having been relayed to you for 24 and 26 February.I urge all members to support the changes. They will modernise DotAsia governance and they will introduce some new protections for us all against capture and disruption. There are examples from the past year or two why such changes are important. Beyond that, it is our shared responsibility to make sure that Internet community institutions are well governed, and keep up with the legal frameworks they operate in. In these days of greater tensions in all sorts of areas of life, it is timely to bring our governance structure up to date and to strengthen it. I’m very happy to discuss the changes with you 1:1 if you have any questions or concerns.The next Board meeting is 24-26 February Your servants on the DotAsia Board will meet for our first in-person Board meeting of the year alongside the APRICOT conference and APNIC members’ meeting in Bangkok, Thailand from 24-26 February 2024.The main focus, besides the Member decisions about our governance, are: - Finalising the Board Election Procedures - these now incorporate new transparency as recommended by last year’s Election Committee review and the updated Articles. - Deeper dives into the company’s core business and operations, with the time to do so in a thoughtful and un-hurried way. - Finalising the new Strategic Plan to guide the company’s work, and starting to think about the upcoming budget for the 2025 financial year.That’s all for this update. I’ll be in touch again with a report back of what happens in Bangkok (and online!) before the end of the month.Thanks Jordan * -- Jordan Carter Chair of the Board of Directors *DotAsia* chair(a)board.dot.asia

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DotAsia EGM (Extraordinary General Meeting): Wed, Dec 6, 2023 (19:00 UTC-12)
by Board Secretariat 11 Dec '23

11 Dec '23

Dear DotAsia Members, Following the announcement of the DotAsia Board by-election 2023. We hereby give notice for an EGM (Extraordinary General Meeting) to be held for this matter: Date: Wednesday December 6, 2023 Time: 19:00 - 20:00 UTC-12 Format: Online meeting via Zoom Zoom URL: https://aji.asia/egm2023 We look very much forward to seeing you virtually in this meeting. If you have any questions, please feel free to contact us at boardsec(a)dot.asia. Sincerely, Board Secretariat DotAsia Organisation

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Update from DA Board's November meeting
by Jordan Carter - DotAsia Board Chair 05 Dec '23

05 Dec '23

Dear DotAsia members, It has been an eventful few weeks since my last note to you, updating you on the findings of the Election Committee report. Today I write to you with a couple of comments about the recent by-election, a reminder about the forum next week, and a brief report back on the November DotAsia Board meeting. On the by-election I reiterate my thanks for the extensive investigation conducted by the Election Committee (the report <https://www.dot.asia/docs/reports/report-to-members-of-dotasia-regarding-20…>). I also note the Special Advisory <https://www.dot.asia/special-advisory-on-election-committee-report-and-next…> the company published on 7 November. The by-election process triggered by the EC’s findings concluded with four nominees for four Board positions. This means no election was required. I congratulate the three other candidates - two re-elected (Nicole Chan and Maureen Hilyard) and congratulations to Jose Lay from Timor Leste on joining the Board. This process means that the uncertainty created by the disputes around the February 2023 election has been resolved. Eight directors are in place to see the company through to the 2024 AGM, after which a full Board will be in place. At the November Board meeting, Directors agreed to re-appoint all existing officers to their previous positions, and so I resumed the role of Chair of the Board from that date. The forum next week We want to give people the chance to discuss the Election Committee report and share any thoughts about implications for DotAsia. These might be ideas about how to implement the report’s findings in an update to the Board Election Process, which will guide next year’s elections. Or it might be feedback on the findings themselves. Please do join us on Tuesday 12 December from 05:00 to 06:00 UTC. Details were circulated on 24 November. A reminder will be sent before the forum. Alongside the election committee report, we’ll give a brief update to the community on positive developments of the company’s Strategy too, with more chances for input coming up next year. Board meeting report - 22 November 2023 The Board met on 22 November and dealt with the following main items: - Ratifying actions taken by the previous Board, given the uncertainty about the election of the Directors elected in February 2023, our legal advisors suggested the new Board make a resolution to validate all prior decisions. - DotAsia Articles of Association - the Board discussed the positive feedback from most members on the proposed reforms and agreed to further updates to the proposals being developed by the Board Governance Committee, for consideration by the Board in December. - Board Election Procedures for 2024 - the Board discussed the working draft document. The meeting also had operational updates from the team on finances and activity of the company. The Board is continuing to get up to speed following the caretaker period. You can find the minutes of the earlier November Board meetings online at https://www.dot.asia/dotasia-organisation/agm-and-board-meetings/ Yours sincerely Jordan Carter -- Jordan Carter Chair of the Board of Directors *DotAsia* chair(a)board.dot.asia

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