ICIC Executive Committee Election Process
This information sets out the process for the election of the Executive Committee. More specifically, it sets out who elects the members of the Executive Committee and provides guidance to ICIC members on the process to present their candidacy to the positions on the Executive Committee and the terms of the positions’ respective mandates.
The ICIC was formalized in March 2019 in Johannesburg through the adoption of its founding Charter. The Charter, as adopted, contains transitional measures relating to the role of the Governance Working Group (GWG) and its responsibilities until elections could be run for the first time.
The transitional provisions of the ICIC Charter provide that:
- The UK Information Commissioner would act as Chair of the ICIC until March 2021 and, as such, would host the Secretariat for the ICIC during that period.
- The GWG was expanded to include a total of authorities representing 16 jurisdictions: Province of Alberta (Canada), Argentina, Bermuda, Brazil, Chile, Hungary, India, Kenya, Mexico, Nepal, Scotland, Serbia, Sierra Leone, South Africa, Tunisia and the United Kingdom.
- Three members of the GWG would continue to serve as members of the Executive Committee until 2021.
- The remaining positions would be elected at the 12th annual meeting in 2020
Due to the Covid-19 pandemic, the ICIC could not host its 12th annual meeting in 2020 as originally planned and, instead, is set to have its next meeting in Brasilia in June 2021. One of the consequences of the postponement of the 2020 annual meeting has been that the ICIC has been unable to hold the election of the Executive Committee as provided in the Charter. To remedy the situation and ensure a smooth transition between the Governance Working Group and the newly elected Executive Committee, the Governance Working Group decided at its 23rd meeting (16 September 2020) that:
– The ICIC would organise the election of the Executive Committee by electronic means in advance of the next ICIC annual meeting
– All GWG members would step down from their position on the GWG and, if seeking a position on the newly elected Executive Committee, agree to limit their term to one or two years, to ensure that the elections of the Executive Committee can be staggered from there onwards. Irrespective of a member’s involvement in the GWG, the term of the Chair and Vice Chair will be for a maximum of three years.
Who elects the members of the ICIC?
The ICIC is governed by its members who elect the Executive Committee in accordance with the voting process.
Who may apply?
Any accredited member to the ICIC may present their candidacy to be elected as a member of the Executive Committee.
Composition of the Executive Committee
The Executive Committee is comprised of a maximum of 10 members filling the following positions:
- The Chair
- The Vice Chair
- The previous host of the annual meeting
- The current host of the annual meeting
- The next host of the annual meeting
- Five ordinary members
The Charter encourages members to consider diversity when electing members of the Executive Committee with the following provisions:
- Section 24 states that the members should strive to elect members that are representative of the different nations by including at least one member from Africa/Middle East, one member from Asia/Oceania, one member from the Americas and one member from Europe
- Section 25 states that members should strive to elect no more than three members from one region
- Section 26 states that members should strive to elect one member of the Executive Committee that represents a sub-national jurisdiction.
- Roles and responsibilities of Chair and Vice Chair of the Executive Committee
The Chair and the Vice Chair of the Executive Committee administer the ICIC with the support of a Secretariat.
More specifically and in accordance with section 28 of the Charter, the role and responsibilities of the Chair are to:
- Host the secretariat of the ICIC
- Convene the meetings of the Executive Committee
- Set the agenda for and Chair the Executive Committee meetings
- Act as representative of the ICIC
- Act as spokesperson for the ICIC
In accordance with section 29 of the Charter, the Vice Chair assumes the role and responsibilities of the Chair if the Chair is absent, becomes unavailable or steps down from their role.
- Roles and responsibilities of the Executive Committee
In accordance with section 30 of the Charter, the role and responsibilities of the Executive Committee are to:
- Review membership registration and observer applications ;
- Lead on the implementation of the strategic priorities ;
- Lead on the progress and the implementation of the adopted resolutions;
- Support the development of the agenda of the annual meeting ;
- Encourage members to promote and participate in relevant international events ;
- Review host applications ;
- Review and analyse requests for amendments to the charter and present such requests at the annual meeting for approval ;
- Review and approve ICIC processes ; and
- Review and mediate any dispute brought forward by members.
Duration of mandate for Executive Committee Members
In accordance with section 21 of the Charter, members of the Executive Committee serve for a maximum of three years.
In accordance with section 23, the current conference host, the previous conference host and the incoming conference host each serve one year in each capacity, for a total of three years.
The Election Process
Step 1 – Call for expressions of interest
The Secretariat initiates the process by issuing a call for expressions of interest for members to sit on the Executive Committee approximately 4 months before the annual meeting.
The call includes clear information about the procedure and timeline, as well as a description of the positions on the Executive Committee which are up for election.
Stage 2 – Candidacy applications, including for the roles of chair and vice chair
Members who are interested in sitting on the Executive Committee must present their candidacy by submitting their application to the Secretariat no later than the date indicated on the call for expression of interest.
Members who are presenting their candidacy for the position of Chair of the ICIC must indicate this on their application and detail how they intend to host the Secretariat and advance the Vision, Mission, and Goals of the ICIC.
Similarly, candidates for the position of Vice Chair should also indicate how the they intend to host the Secretariat and advance the Vision, Mission, and Goals of the ICIC, should the need arise. Additionally, their application should detail on how they will assist the Chair.
In order to address the diversity goals of the ICIC, candidates are encouraged to provide information about their jurisdiction and mandate alongside any other diversity related considerations.
Stage 3 – Preparation and publication of the list of candidates
The Secretariat collects all candidates’ applications and publishes the list of candidates on the ICIC website after the deadline for application has closed.
Stage 4 – Election
Members vote to elect candidate members to the vacant positions on the Executive Committee at the annual meeting in accordance with the voting process.
The results of the election of the Executive Committee are announced at the closed session of the annual meeting.
In exceptional circumstances, and by unanimous decision of the Executive Committee, the members may be asked to elect one or more members to the Executive Committee by way of an electronic vote outside of the annual meeting.
Stage 5 – Announcement
The Secretariat announces the results of the election and composition of the newly elected Executive Committee on the ICIC website no later than one week after the annual meeting.
Resignation of a member of the Executive Committee
Resignation of an ordinary member
A member of the Executive Committee may decide to step down from their role at any given time by written notice to the Chair of the ICIC. The Chair will inform the Executive Committee at earliest convenience and bring the matter for consideration at the next meeting of the Executive Committee. The minutes of the meeting will confirm the effective date of resignation from the Executive Committee.
The member of the Committee who steps down from their role does not have to provide reasons for their resignation but may do so in writing and indicate if they wish to have the reasons for their resignation reported to the membership.
After a member of the Executive Committee has resigned, their seat remains vacant until the next election of the Executive Committee.
Resignation of the Chair or Vice Chair
If the Chair decides to step down from their role, they must inform the members of the Executive Committee immediately and request that the matter is considered at the following Executive Committee meeting. In accordance with section 29 of the Charter, the Vice Chair assumes the role and responsibilities of the Chair after the Chair’s resignation has been confirmed.
If the Vice Chair decides to step down from their role, a member of the Executive Committee is appointed as Vice Chair after the resignation has been confirmed.
The minutes of the meeting will confirm the effective date of resignation from the Executive Committee.