APACPH Top Management Meeting 2/2025

30th June 2025
Time: 12:30 PM – 2:30 PM (GMT+8)
Venue: Zoom

Attendance:
Prof Dr Kim So Yoon – President
Prof Dr Hung-Yi Chiou– President Elect | Vice President Finance
Prof Dr Agustin Kusumayati – Immediate past president
Prof Dr Maznah Dahlui – Vice President Administrative
Prof Dr Betty Chiu – Vice-President 1
Prof Dr Elahe Nezami – Vice-President 2
Prof Dr Masamine Jimba – Chair of the election committee
Prof Dr Akira Shibanuma – election committee member

Meeting started at 12:30PM (GMT+8)

Minutes Taker
Dr Syazmi Mohd – Executive officer

Introduction / Greeting

Prof Kim greets and welcomes everyone to the top management meeting.

Secretariate Update

The main focus of the session was to provide an update on the 2025 APACPH Election. The update was delivered by Prof. Jimba, who currently serves as the Chair of the Election Committee.

Revision of Constitution Related to Election Procedures

1. Matters Arising
   (i) Two topics were discussed. The first one was the revision of the constitution, and the second one was about the election procedure.
   (ii) The current constitution needs revision regarding the election procedure and other issues (the detailed points for the revision were sent to the meeting members on the same day).
   (iii) The Constitution Amendment Committee should be created as soon as possible. Ideally, a native English speaker should be one of the committee members, as English editing is necessary.
   (iv) Regarding the election, the current Constitution does not specify who belongs to the Secretariat Office.
   (v) If the Vice President (Admin) receives nomination-related information, they should not be eligible to stand for election or be an elected officer. To avoid this, clarification is necessary on the roles of the Election Committee and Secretariat Office during the voting process at the GA
   
2. Summary of proposed amendments to the constitution
   (i) The Election Committee will have full authority over the election process and is chaired by a President-appointed individual with EC approval.
   (ii) The Chair can appoint two assisting members.
   (iii) Chair and members of the Election Committee cannot be nominated as Elected Officials.
   (iv) Their term ends after the General Assembly (GA).
   (v) Nominations must be submitted in writing, signed by two members and the nominee, at least 21 days before the GA.
   (vi) Online and on-site voting should be conducted at the same time during the GA.

Election Process Overview

Two scenarios were introduced for the election procedure. In Scenario 1, the Vice President Administrative represents the election procedure and delegates it to the Election Committee. In Scenario 2, the Election Committee is responsible for all the election procedures. It was agreed that Scenario 1 should be used for 2025, and only the Scenario 1 document should be uploaded on the APACPH Website. The Scenario 2 document should be uploaded only after the Constitution is amended this year.

Phase 1: Nomination

Counting of Votes and Result Announcement – Votes will be tallied, and results

• Call for Nominations – Opens from 4 to 31 August 2025.
• Nomination Submission – Nominees must submit completed forms with endorsements.
• Verification of Nominees – Screening and verification will take place from 1 to 5 September 2025. A letter of eligibility will be issued to all qualified candidates.
• Announcement of Final Nominees – The final list of eligible candidates will be released to voting members on 8 September 2025.

Phase 2: Campaign and Presentation

• Eligible nominees may submit a brief campaign profile or presentation to the Election Committee by 8 September 2025.
• These materials will be circulated to all member institutions prior to the voting period.

Phase 3: Voting and Appointment

• Voting – Conducted remotely and in person on the same day of the GA. Offline will be the main option. This is to encourage members to attend the GA and conference.
• “Election Buddy” will be used for voting. Prof. Shibanuma demonstrated it.
• Prof. Kim mentioned that the fee for the use of “Election Buddy” will be supported by APACPH, which may cost a maximum of 200 USD/year.
• Each active member institution is entitled to one vote per position.
• Voting is conducted confidentially and validated by the Election Committee.
• Counting of Votes and Result Announcement – Votes will be tallied, and results announced during the General Assembly and via official APACPH channels.
• For other voting during the GA, the Secretariat will be in charge.
• Appointment and Transition – Newly elected Executive Council members will assume their roles immediately after the GA or as stipulated in the Constitution.

Key Points

• Active Membership Eligibility: Institutions that paid membership fees for 2024 and/or
  2025 by 30 June 2025.
• Deadline to Finalize Active Member List: Originally 7 July 2025, but it was postponed to
  mid- or end of July, as several potential members have not paid the institution fee yet.
• Screening Period: 1–5 September 2025.
• Final Nominee Announcement & Campaign Material Sharing: 8 September 2025.
• Announcement Template: To be prepared in advance and uploaded to the website during
  the 2025 Conference.

Positions to be contested in the 2025 Election

Based on the consensus of the members, there will be four positions contested this year, as all members have been informed that these four positions will be concluding their terms in 2025. Any extension of the term or postponement of the election must be announced in advance at the 2025 General Assembly (GA).

Therefore, the following four positions will be open for election this year:

• President-Elect
• Secretary General
• Vice-President 1
• Vice-President 2

Meeting adjourned at 2:30 PM.