2012 AAEA Executive Board Meeting
New Delhi, India 29 -30 July 2012
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
Republic of Korea
Republic of Korea
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
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
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
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.
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.
The Philippines has been selected as a host country for 2013 AAEA Executive Board Meeting.
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.
PARTICULAR ISSUES TO BE DISCUSSED AT THE MEETING
(Agendas to Be Discussed : How to Revitalize AAEA)
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
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.
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.
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
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.
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
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
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