MEETINGS & EVENT

2012 AAEA Executive Board Meeting

 

2012 AAEA Executive Board Meeting
 New Delhi, India   29 -30 July 2012

2012 AAEA
Executive
Board Meeting
 
 
New Delhi, India
29 -30 July 2012
 
 
VENUE: Aftab Mahtab Hotel in Taj Mahal Hotel, New Delhi, India
 
CHAIR: Mr. Nung-Hwan Kim, Chairperson, National Election Commission
 
 
ATTENDED BY:
 
Republic of Korea
 

Republic of Korea
 


India

 
India
 
India
 
India
 
India

 
Taiwan(R.O.C)
 
Taiwan(R.O.C)

 
the Philippines
 
the Philippines

 
Kazakhstan
 
Kazakhstan

 
Honorable Nung-Hwan Kim, Chairperson, National Election Commission
 
Dr. Seong-Ryong Lee, Chief of Planning and Coordination, National Election Commission

 
Mr. V. S. Sampath, Chief Election Commissioner of India
 
Mr. H. S. Brahma, Election Commissioner of India
 
Mr. Akshay Rout, Director General
 
Mr. Tapas Kumar, Principal Secretary
 
Mr. Yogesh Narang, Consultant (IC)

 
Dr. Po-ya Chang, Chairperson
 
Mr. Ming-hsien Yu, Deputy Secretary General

 
Mr. Lucenito N. Tagle, Commissioner
 
Mr. Barry Boy A. Salvador, Chief of Staff

 
Mr. Kuandyk Turgankulov, Chairperson
 
Mr. Arbol Argynov, Head of International Relations

 
 
SECRETARIAT:
 
Republic of Korea
 

Republic of Korea
 

Republic of Korea


 
Mr. Jeong-Gon Kim, Director (IC), National Election Commission
 
Mr. Tae-Sung Cho, Deputy Director (IC), National Election Commission
 
Ms. Min-Kyung Han, Interpreter (IC), National Election Commission
 
 
 
INTRODUCTION
 
2012 AAEA Executive Board Meeting was held for two days in New Delhi, India, from July 29 to 30, 2012. Five (5) Executive Board member states such as the Republic of Korea, the Republic of India, the Republic of Taiwan (R.O.C), the Republic of the Philippines and the Republic of Kazakhstan sent their delegates to participate in the meeting.
 

 
CALL THE MEETING TO ORDER
 
2012 AAEA Executive Board Meeting was called to order by Honorable Nung-Hwan Kim, Chairperson of AAEA at 9:30 am on July 30th, 2012 at Aftab Mahtab Hall in Taj Mahal Hotel.
 

 
 
 
AGENDA FOR VOTE 
 
            I. Appointment of AAEA Executive Secretary
 
                     In accordance with Article 3.10 of the AAEA Charter, Executive Secretary shall be appointed by Chairperson, whose appointment requires approval by Executive Board.
 
                     After the National Election Commission of Korea (hereinafter referred to as the NEC of Korea) being selected as Chair of AAEA at General Assembly held in October 27th, 2011, the Honorable Nung-Hwan Kim, Chairperson of AAEA appointed Chief Planning & Coordination Officer of the NEC as Executive Secretary of AAEA.
 
                     Appointment of Executive Secretary was proposed for Members’ approval in the 2012 Executive Board Meeting in New Delhi.
 
 
Outcome
 
A decision was made to appoint Dr. Seong-Ryong Lee as AAEA Executive Secretary.
 
 
            II.Selection of Host Country for 2013 AAEA Executive Board Meeting
 
                     Article 3.7 of the AAEA Charter specifies that the Executive Board shall meet once a year.
 
                     Among the Executive Board Members are the Republic of Korea, the Republic of India, the Republic of Kazakhstan, the Republic of China and the Republic of the Philippines, and the Members were asked to select a host country for 2013 AAEA Executive Board Meeting.
 
 
Outcome
 
The Philippines has been selected as a host country for 2013 AAEA Executive Board Meeting.

 
 
 

SECRETARIAT REPORT
 
           I. Establishment of AAEA Secretariat & Handover/Takeover of Documents
 
                     The AAEA Secretariat Office has been relocated to the International Cooperation Division within the NEC of Korea in January 2012.
 
                     On February 23, 2012, the NEC of Korea took over all files related to AAEA Secretariat Office from the Central Election Commission of Republic of China (hereinafter referred to as the CEC of ROC), the former AAEA Secretariat. Accordingly, the NEC of Korea has immediately opened a foreign exchange account with a local bank in the name of the AAEA Secretariat and had the balance in the account of the CEC transferred into the newly opened account.
 
                     The NEC also took over documentations in relation to administration, financing and other materials about AAEA General Assembly along with the AAEA flag as well as database of its official website.
 
 
 
           II. Set-up of AAEA Website
 
                     The Secretariat has opened and been operating a newly designed AAEA Website since August 1, 2012. The address is http://www.aaea-sec.org. The cost of approx. $12,000 was covered entirely by the NEC of Korea – Chair of AAEA.
 
                     Details include posting activities after the AAEA General Assembly & Executive Board Meeting and requesting the AAEA member states, regional election-related associations as well as international election-related organizations to update their internet website addresses to stay connected.
 
 
 
           III. Financial Report
 
                     After the NEC of Korea being selected as Chair of AAEA in the 2011 General Assembly, the NEC opened the Secretariat and took over the financial report from the Central Election Commission of the Republic of China on March 5th, 2012.
 
                     The NEC opened a domestic bank account in the name of the AAEA Secretariat on Dec. 7th, 2011, and notified it to all the member states. The amount transferred from the CEC of the Republic of China into the nominated account was $15,819.01. With membership dues of $7,884.7 paid by 8 countries and an interest of $1.32 added to the original amount, the current balance is $23,678.26.
 

Amount Transferred Amount Paid Interest Withdrawal Balance
$15,819.01 $7,884.7 $1.32 $26.77 $23,678.26
 
 
 
 
PARTICULAR ISSUES TO BE DISCUSSED AT THE MEETING
(Agendas to Be Discussed : How to Revitalize AAEA)
 
           I. Collection of Opinions from AAEA Executive Board Members about the Outcome of the First Working Group Meeting for A-WEB  
 
                     In February 2012, we agreed to set up a working group for the establishment of A-WEB. It consists of representatives from 4 international election-related organizations and 6 regional election-related associations – International Organizations (International IDEA, IFES, EISA and UNDP) & Regional Associations (AAEA, ACEO, ACEEEO, UNIORE, PIANZEA and SADC).
 
                     The 1st Working Group Meeting for the foundation of A-WEB was held from May 9 (Wed) to 12 (Sat), 2012. The venue was the Grand Conference Room located on Ground Level in National Election Commission of Korea. Attendees were 15 representatives (from 4 regional election-related associations and 4 international election-related organizations)
 
                     There was a process of collecting various opinions from the AAEA Executive Board Members on the outcome of the First Working Group Meeting for A-WEB: a. explanation in detail about the Vision & Mission of A-WEB / b. collection of opinions on agendas to be discussed in the Second Working Group Meeting for A-WEB (it was held in Bosnia-Herzegovina on September 13th, 2012)
 
          • Conclusions of the 2nd Working Group Meeting for A-WEB will be attached for your reference on the bottom of this webpage.
 
 
Outcome
 
There was a collection of various opinions from the Board Members on the A-WEB Vision & Mission. A number of suggestions about the agendas to be discussed in the 2nd Working Group Meeting for A-WEB in September were also comprehensively dealt with.
 
 
           II. How to Ensure Financing for AAEA
 
                     A few suggestions were made regarding how to encourage on-time dues payment by the AAEA member states. – Firstly, releasing the information about the dues payment made by the member states through the AAEA official website as well as notifying the information directly to the member states is included.
 
 
                     Secondly, among the suggestions are sending a letter in the name of AAEA Chairperson or Executive Board to urge dues payment, requesting each member state to submit plans for paying pending dues and imposing a restriction on rights to vote or run for Chair, Vice Chair and Executive Board against the member states behind on dues payment.
 
                     Lastly, the AAEA Executive Board member states may make a greater financial contribution to support activities by the AAEA.
 
Outcome
 
The Executive Board agreed upon sending out an official letter to member states behind on dues payment in the name of AAEA Chair but opposed the idea of releasing the information on the member states in default through the AAEA website or notifying the information to all the member states.
 
 
           III. How to Increase Information Exchange among the AAEA Member States
 
                     Several proposals were brought up – Firstly, running election observation programs among member states, for example.
 
Secondly, posting an English version of each member’s electoral laws on the AAEA website, holding regular seminars or forums (alone or in partnership with the AAEA Executive Board), undertaking joint researches on current election-related challenges and pending issues, sharing information on political and electoral systems among the member states, publishing periodical journals and posting the Memorandums of Understanding signed among the AAEA member states on its website are among the proposals.
 
 
Outcome
 
A decision has been made to run election observation programs on a voluntary basis depending on political status of each member state. An English version of electoral laws will be put up onto the AAEA website as soon as the Secretariat obtains it from each member state.
 
By encouraging members to visit more often its official website, information exchange will be facilitated. The MOU signed between two EMBs, which belong to AAEA, however, will not be forced to make it public.
 
 
           IV. How to Establish the AAEA Secretariat in a Designated Place
 
                     There were pros and cons about a plan to establish the AAEA Secretariat Office in a designated place: those in favor of the plan would support the idea that a country where the AAEA Secretariat Office will be designated should assume a responsibility to cover the whole expense of its maintenance and operation along with personnel management. In the meantime, each member state could also send their election officials and experts to the Secretariat Office at their own expense, which is considered more cost-effective.
 
                     Those against the plan would argue that there have been no problems, as of today, for AAEA Chair to run its Secretariat Office. Therefore, there is no urgent need to select a permanent location for the Secretariat.
 
 
Outcome
The proposal of locating the permanent AAEA Secretariat Office in a designated place was rejected. The Secretariat Office will be run by AAEA Chair as usual.
 

 
 
ADJOURNED AT 15:10

 
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