2008 AAEA GA Minutes by ashrafp

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									      2008 Association of Asian Election Authorities
                     General Assembly Minutes
                              July 23, 2008 / Taipei, Taiwan




        Venue: VIP Room 5-7 (4F), Grant Formosa Regent Taipei


        Chair: Mr. Masa Chang, Chairman, the Central Election Commission,
      (Taiwan) Taiwan
Deputy Chair: Mr. Ritvik Pandey, Secretary, the Election Commission of India
        (India)
Executive Board Members:

    (Indonesia) Dr. H.A. Hafiz Anshary, Chairman, the Election Commission of
                  Indonesia

    (Sri Lanka) Mr. Dayananda Dissanayake, the Commissioner of Elections, the
                  Department of Elections, Sri Lanka

    (Tajikistan) Mr. Yakubjon Madumarov, Senior Expert, the Central Election
                  and Referenda Commission, Tajikistan

Executive Secretary: Ms. Mei-Chu Lin, AAEA Executive Secretary

  Attended by:

  (Afghanistan) Dr. Azizullah Lodin, President, the Independent Election
                Commission, Afghanistan
  (Afghanistan) Mr. Zekria Barakzai, Deputy Chief Electoral Officer, the
                Independent Election Commission, Afghanistan



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      (Bhutan) Ms. Deki Pema, the Election Commission of Bhutan

    (Indonesia) Dr. H. Abdul Aziz, Commissioner, Election Commission of
                Indonesia
  (Papua New Mr. Andrew S. Trawen, Electoral Commissioner, Papua New
    Guinea) Guinea Electoral Commission

  (Papua New Mrs. Emily Kelton, Lorengau, Manus Province Electoral Manager,
    Guinea) Papua New Guinea Electoral Commission

(Philippines) Mrs. Teresita Dy-Liacco Flores, Association Justice, Court of
              Appeal of the Philippines

(The Republic Mr. Kim Ho Youl, Standing Commissioner, the National Election
   of Korea) Commission, The Republic of Korea
(The Republic Ms. Ock Mi Sun, Director, Seongnam City Jungwon-Gu Election
   of Korea) Commission, The Republic of Korea
(The Republic Ms. Chang Jung Sook, Officer, International Cooperation Division,
   of Korea) the National Election Commission, The Republic of Korea
    (Sri Lanka) Mr. Dayananda Dissanayake, the Commissioner of Elections, the
                Department of Elections, Sri Lanka

      (Taiwan) Mr. Tien-Yow Teng, Secretary General, the Central Election
               Commission, Taiwan
      (Taiwan) Mr. Ming-Hsien Yu, Deputy Secretary General, the Central
               Election Commission, Taiwan
      (Taiwan) Mr. Kuo-Hsiang Chuang, Director, the Department of Election
               Administration
      (Taiwan) Mr. Chin-Kuang Lai, Director, the Department of Legal Affairs

      (Taiwan) Mr. Ying-Jer Tsai, Director, the Department of General Affairs

    (Tajikistan) Mr. Ahliddin Buriyev, Senior Expert, the Central Election and
                 Referenda Commission, Tajikistan



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Call to Order
The Business Meeting of the 2008 AAEA General Assembly was called to
order by Chairman Chang on 23 July 2008 at the Grand Formosa Regent
Hotel in Taipei, Taiwan. Chairman Chang promptly requested the Secretariat
to make a report of the meeting for the Assembly.

I、 RATIFICATION OF MEMBERSHIP

   Before initiating the business agenda, Chairman Chang raised the issue
   of inducting three quasi-members of the AAEA into full members.



   RATIFICATION        OF     MEMBERSHIP            STATUS    FOR     THE
   INDEPENDENT           ELECTION        COMMISSION          (IEC)     OF
   AFGHANISTAN, THE ELECTION COMMISSION OF BHUTAN,
   AND THE NATIONAL ELECTION COMMISSION OF THE
   REPUBLIC OF KOREA.



   a) WHEREAS, Article 2.2c of AAEA Charter stipulates “that individuals
     and organizations may apply for a category of membership to the
     Executive Board which will examine the application and make a
     recommendation to be circulated among members of the General
     Assembly. The General Assembly will vote to accept or reject the
     application”;


   b)WHEREAS, on 22 June 2006, His Excellency Bismillah Bismil,
     former Chairman of the Independent Election Commission (IEC) of
     Afghanistan sent an official statement to the association to apply for


                                     3
 AAEA membership. His Excellency Kunzang Wangdi, Chief Election
 Commissioner of the Election Commission of Bhutan presented an
 application through an official statement on 19 July 2006. His
 Excellency, Mr. Koh Hyun Chul, Chairperson of the National Election
 Commission (NEC) of the Republic of Korea, similarly wrote an
 application through an official statement to the Association on 20
 February 2007.


c) WHEREAS, the Secretariat, as per AAEA Charter stipulations,
 submitted their application statements respectively to the executive
 board meetings in 2006 and in 2007. The Executive Board in its
 meetings in 2006 and 2007 approved unanimously a recommendation
 of acceptance on the membership applications of the three election
 authorities.


d)WHEREAS, the Executive Board, during its meeting on 13-14 June
 2007, resolved to authorize the Secretariat to inform all fourteen (14)
 AAEA country members about the application for membership of the
 three (3) potential members of the AAEA and to cause the sending of
 the ballot paper to each country member. The ballot paper for
 admission for the three countries’ membership applications were sent
 through email and the post. In the event more than eight countries
 respond with YES, the applicant will be defined as a quasi-member.
 The modification of its membership to regular will be ratified in the
 2008 General Assembly.




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e) WHEREAS, as of 29 May 2008, nine out of fourteen current AAEA
  members have returned their ballot papers and voted to grant
  membership to the three new applicant election authorities: the
  Independent Election Commission of Afghanistan, the Election
  Commission of Bhutan, and the National Election Commission of the
  Republic of Korea.


f)WHEREAS, based on the resolutions of the 2007 AAEA Executive
  Board Meeting, the three applicant election authorities have been
  granted quasi-membership in the AAEA.


g)WHEREAS, as per AAEA Charter stipulations, the full membership of
  applicant electoral authorities in the AAEA shall be ratified in the
  General Assembly. The Secretariat proposes the motion to ratify the
  membership status for the Independent Election Commission (IEC) of
  Afghanistan, the Election Commission of Bhutan, and the National
  Election Commission of the Republic of Korea.


Discussion

Commissioner Dissanayake of Sri Lanka and Commissioner Trawen of
Papua New Guinea motions and seconds, respectively, for all three quasi-
member states to be inducted as full members and this motion passes via
unanimous applause.




                                 5
 Resolution

 Wherefore, be it resolved, as it is hereby resolved that the General
 Assembly ratifies the full membership in the AAEA of the election
 management bodies of Afghanistan, Bhutan, and the Republic of Korea,
 passed 23rd of July 2008 in Taipei, Taiwan.



II、 SECRETARIAT REPORT

 1.   Financial Report

       Resolution

       The financial report of the AAEA is approved.



 2.   AAEA Official Website

      The AAEA’s official website has been online since January 2006.
      The secretariat has registered the domain name http://www.aaeasec.
      org as the AAEA’s official website. The site contains information
      including the AAEA history, the Charter, the organizational structure,
      meetings and events, and news related to the association. General
      background and election calendar of member states are also provided
      online. General background and election calendar of member states
      are also provided online.

      Resolution

      The report of the AAEA official website is approved.



                                    6
3. AAEA Executive Board Meetings

 a. 2006 MEETING AT TAIPEI

   The 2006 Executive Board Meeting was held at Grand Hyatt Taipei
   from 26 to 29 September. A total of five (5) executive board member
   election authorities participated in the meeting. In addition to the
   CEC of Taiwan, the other participants were the Election
   Commission        of      India,    the       Indonesian       Electoral
   Commission, Department of Elections of Sri Lanka and the Central
   Elections and Referendum Commission of Tajikistan. The AAEA
   membership applicant election authority, Independent Electoral
   Commission of Afghanistan was also invited to attend the event.

 b. 2007 MEETING AT JAKARTA

   The 2007 AAEA Executive Board Meeting was held at Hotel Nikko,
   Jakarta from June 12 through 15, 2007. With the exception of
   Tajikistan, four (4) executive board member election authorities
   namely (Taiwan, India, Indonesia, Sri Lanka), and the AAEA
   membership applicant election authority, the National Electoral
   Commission of Republic of Korea attended the event in Jakarta. All
   delegates    received   the   warmest     hospitality   and   wonderful
   arrangements by the Indonesian Electoral Commission (KPU).
   Certainly, with the KPU's          careful planning      and attentive
   arrangements, the meeting was a success.

   Resolution




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    The conduct of the AAEA executive board meetings in 2006 and
    2007 is notified.



4. AAEA Election Observation Mission
  a. 2005 SRI LANKA PRESIDENTIAL ELECTION

    Sri Lanka conducted its fifth presidential election on November 17,
    2005. AAEA was invited by Commissioner of Elections Dayananda
    Dissanayake to organize an election observation team. Bangladesh,
    Cambodia, India, Indonesia, Mongolia, Papua New Guinea, Pakistan,
    the Philippines, Taiwan, and Tajikistan participated in the AAEA
    mission. On the last day of the election observation, the AAEA
    mission submitted a report to Commissioner of Elections
    Dissanayake.



  b.2008 SRI LANKA PROVINCIAL COUNCIL ELECTION, EAST

    PROVINCE

    AAEA was once again honorably invited by Commissioner of
    Elections Mr. Dissanayake of Sri Lanka to form a group of
    international observers to observe the provincial council election in
    the Eastern Province of the country. From 4 to 13May 2008, a total
    of seventeen observers from ten countries, Afghanistan, Bangladesh,
    Bhutan, Indonesia, Mongolia, Nepal, Pakistan, the Philippines,
    Taiwan and Tajikistan joined the AAEA mission.          The mission
    created three groups of observers to cover the districts of
    Trincomalee, Batticalloa, and Ampara. On the last day of the


                                  8
     election observation, the AAEA mission submitted a report to
     Commissioner of Elections Dissanayake.



     Resolution

     The organization of the AAEA observation missions to Sri Lanka
     elections in 2005 and 2008 is notified.



III、 BUSINESS


 1. AAEA FLAG DESIGN


  (1)WHEREAS, the AAEA flag was designed by the Philippines
    COMELEC, the former AAEA Secretariat. The flag was first raised at
    the opening ceremony of the 2005 General Assembly and according to
    the report explaining the AAEA flag design, electric blue was used as
    the background to represent fair and honest elections and a sun in the
    middle to symbolize that elections in a nation is a source of its
    continuing light with fourteen rays of canary yellow to represent the
    fourteen members of the association. However, as the number of
    AAEA members will most likely continue to increase in the future,
    this means we will make periodic modification on the design of the
    flag by increasing the number of rays corresponding to the increase of
    membership. It would be prudent to suggest that the association at
    least update the concept behind the flag design to reflect the inevitable
    expansion.


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(2)WHEREAS, at this point in time, two ideas have been proposed: a.
  that we simply reduce the number of rays from fourteen to eight to
  signify the eight founding members of the association, or b. increase
  the number of rays from fourteen to seventeen to reflect the new
  number of association members.


(3)PROS AND CONS: Increasing the number of rays to correspond to
  the increasing membership will entail a periodic change in the flag
  design which runs counter to the concept that a flag design must have
  some permanence. Whereas putting emphasis on the number of
  founding members might not be in keeping with the spirit of the
  association’s goal of furthering democracy.


(4)WHEREAS, it is with this goal in mind that the Secretariat proposes
  to take this opportunity to modify the entire concept behind the flag
  design and abandon the emphasis on numbers and make prominent the
  idea of spreading democracy. The rays of light could thus signify the
  efficacy of democracy to empower the people which it shines upon
  and the intense potential for a bright and prosperous future across all
  of Asia.




  Discussion

  Discussion during the meeting showed different views on the matter.
  Some representatives expressed sentiment for the original flag design




                                 10
   and would like to see it unchanged. Others expressed their ideas of
   how the flag should change to mirror the growth of the association.



   Resolution

   As the discussion went on about the flag design, it was clear that there
   are widely differing opinions on this subject and that it would be
   impossible to reach a final decision that everyone would be satisfied
   with. Chairman Chang thus motions for the Secretariat and parties to
   submit their own redesigns and vote upon them, along with the
   original flag, at the next AAEA General Assembly in 2011.
   Commissioner Trawen of Papua New Guinea seconds this proposed
   course of action and the motion passes.




IV、 MOTION


   RESPONSIBILITY OF TRAVEL EXPENSES FOR OBSERVATION
   MISSIONS

   Chairman Chang initiates the Temporary Motion segment of the
   Business Meeting, during which delegates can bring different issues
   that are not listed on the agenda to the attention of the Assembly.

   Commissioner Dissanayake of Sri Lanka raises the issue of travel
   expenses for election observation missions, specifically airfare, which


                                   11
   party should bear its costs, and elaborates on how this responsibility
   should be standardized to avoid future confusion and conflicts.



   Discussion

   Commissioner Dissanayake of Sri Lanka proposes to standardize the
   airfare issue by having the inviting state to bear the costs of roundtrip
   economy class tickets for the foreign states invited to observe elections.
   Upgrading to business or first class, under this proposal, would be the
   financial responsibility of the invited foreign states.



   Resolution

   Due to the differences in the economical status of different states, a
   consensus    amongst     participating   members      was   reached   that
   standardization would not be instituted and the inviting member state
   would determine the responsibility for the travel expenses for their
   observation mission.



V、 ELECTIONS

  Per the AAEA charter, the AAEA General Assembly meets at least
  once every three years and elects its own chairperson and deputy
  chairperson and executive board members from among its membership.
  The elected chairperson also serves as chair to the Executive Board.




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The executive board shall be composed of the chairperson and vice
chairperson of the General Assembly, the executive secretary (non
voting, Article 3.10) and three full members. Three full members shall
be elected by the General Assembly for a term of three years.


These offices last until the next General Assembly is held, during which
members will be elected into the aforementioned offices. A General
Assembly was held in 2005 during which an election for the offices was
held, thus a new election for chairperson, deputy chairperson, and three
executive board members will have to be held at the General Assembly
of 2008.


The election of chairperson, deputy chairperson, and executive board
members was presided over by the current Chairman of the AAEA, Mr.
Masa J.S. Chang, who promptly opened the floor for nominations after
the election procedure was detailed to and accepted by the assembly—
Chairperson first, Deputy Chairperson second, and three executive
board members last.      A quorum exists considering that ten (10)
members are present out of the seventeen (17) members.


Detailed Elections Process


The following is a detailed account of the election process for the 5
different positions in the AAEA.


Chairperson

 1. Chairman Chang initiates nomination for the office of Chairperson.


                                   13
 2. President Dr. Lodin of the IEC, Afghanistan nominates the Central
  Election Commission of Taiwan.
 3. Commissioner Trawen of Papua New Guinea and Commissioner
  Dissanayake of Sri Lanka seconds this nomination.
 4. No objections were raised.
 5. The assembly was unanimously given to accept the nomination and
  elect the Central Election Commission of Taiwan into the office of
  Chairperson.


Deputy Chairperson

 1. Chairman Chang initiates nomination for the office of Deputy
  Chairperson.
 2. President Lodin of the IEC, Afghanistan nominates the National
  Election Commission of the Republic of Korea.
 3. Commissioner Trawen of Papua New Guinea seconds this
  nomination.
 4. No objections were raised.
 5. The assembly was unanimously given to accept the nomination and
  elect the National Election Commission of the Republic of Korea
  into the office Deputy Chairperson.


Three Executive Board Members

 1. Chairman Chang initiates nominations for the Three Executive
  Board Members.
 2. Commissioner Trawen of Papua New Guinea nominates the
  National Election Commission of Indonesia.



                                 14
   3. President Lodin of the IEC, Afghanistan nominates the Department
    of Elections of Sri Lanka.
   4. Commissioner Pema of Bhutan nominates the Election Commission
    of India.
   5. Commissioner Trawen of Papua New Guinea motions to end the
    nomination process for the three executive board members and
    Commissioner Pema of Bhutan seconds this motion.
   6. No objections were raised.
   7. The assembly was unanimously given to accept these nominations
    and elect the election management bodies of Indonesia, Sri Lanka,
    and India into the office of Executive Board Members.


 AAEA Executive Secretary and AAEA Senior Consultant
   1. Chairman Chang appointed Mr. Ming-Hsien Yu, Deputy Secretary
      General of the CEC the Executive Secretary of the AAEA, and
      Mrs. Teresita Dy-Liacco Flores, the former AAEA Executive
      Secretary, the AAEA senior consultant.
   2. The assembly was unanimously given to accept these appointments.


FINAL RESULTS
The 2008 election for the different positions began at 11:05 a.m. and
ended at 11:23 and the results are as follows:


   1) ONE (1) AAEA CHAIRPERSON
      The Central Election Commission of Taiwan


   2) ONE (1) AAEA DEPUTY CHAIRPERSON



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  The National Election Commission of the Republic of Korea


3) THREE (3) AAEA EXECUTIVE BOARD MEMBERS
  The Election Commission of India
  The Nation Election Commission of Indonesia
  The Department of Elections of Sri Lanka


4) AAEA EXECUTIVE SECRETARY
  Mr. Ming-Hsien Yu, Deputy Secretary General of the Central
  Election Commission of Taiwan


5) AAEA SENIOR CONSULTANT
  Mrs. Teresita Dy-Liacco Flores, Former AAEA Executive
  Secretary




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