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<p class=Default><span lang=EN-US style='font-family:"Arial","sans-serif"'>Dear
Councillors,<o:p></o:p></span></p>
<p class=Default><span lang=EN-US style='font-family:"Arial","sans-serif"'><o:p> </o:p></span></p>
<p class=Default><span lang=EN-US style='font-family:"Arial","sans-serif"'><o:p> </o:p></span></p>
<p class=Default><span lang=EN-US style='font-family:"Arial","sans-serif"'>Reminder,
with the votes that are before Council please acquaint yourselves with the two
documents below:<o:p></o:p></span></p>
<p class=Default><b><span lang=EN-US style='font-family:"Arial","sans-serif"'><o:p> </o:p></span></b></p>
<p class=MsoListParagraph style='text-indent:-18.0pt;mso-list:l0 level1 lfo4'><![if !supportLists]><span
lang=EN style='font-family:Symbol;color:black'><span style='mso-list:Ignore'>ˇ<span
style='font:7.0pt "Times New Roman"'>
</span></span></span><![endif]><span lang=EN style='font-family:"Arial","sans-serif";
color:black'><a
href="http://gnso.icann.org/council/visual-procedures-map-en.htm">Visual
Procedures Map</a> covering abstentions, absences, and vacancies<o:p></o:p></span></p>
<p class=Default><b><span lang=EN style='font-family:"Arial","sans-serif"'><o:p> </o:p></span></b></p>
<p class=Default><span lang=EN-US style='font-family:"Arial","sans-serif"'>
<a href="http://gnso.icann.org/council/visual-procedures-map-en.htm">http://gnso.icann.org/council/visual-procedures-map-en.htm</a><br>
<br>
<o:p></o:p></span></p>
<p class=Default style='margin-left:36.0pt;text-indent:-18.0pt;mso-list:l2 level1 lfo3'><![if !supportLists]><span
lang=EN-US style='font-family:Symbol'><span style='mso-list:Ignore'>ˇ<span
style='font:7.0pt "Times New Roman"'>
</span></span></span><![endif]><span lang=EN style='font-family:"Arial","sans-serif"'><a
href="http://gnso.icann.org/council/abstention-notification-form-en.htm">Abstention
Notification Form</a> to be completed by an officer of the abstaining
Councilor's appointing organization (Stakeholder Group or Constituency, as
appropriate)</span><span lang=EN style='font-family:"Arial","sans-serif"'> </span><span
lang=EN-US style='font-family:"Arial","sans-serif"'><br>
<br>
<o:p></o:p></span></p>
<p class=Default><span lang=EN-US style='font-family:"Arial","sans-serif"'>
<a href="http://gnso.icann.org/council/abstention-notification-form-en.htm">http://gnso.icann.org/council/abstention-notification-form-en.htm</a><o:p></o:p></span></p>
<p class=Default><span lang=EN-US style='font-family:"Arial","sans-serif"'><o:p> </o:p></span></p>
<p class=Default><span lang=EN-US style='font-family:"Arial","sans-serif"'>May
I draw your attention to the following rules from the GNSO Council Operating
Procedures<o:p></o:p></span></p>
<p class=Default><span lang=EN-US style='font-family:"Arial","sans-serif"'>http://gnso.icann.org/council/gnso-op-procedures-05aug10-en.pdf<o:p></o:p></span></p>
<p class=Default><b><span lang=EN-US style='font-family:"Arial","sans-serif"'><o:p> </o:p></span></b></p>
<p class=Default><b><span lang=EN-US style='font-family:"Arial","sans-serif"'>3.8
Absences and Vacancies </span></b><span lang=EN-US style='font-family:"Arial","sans-serif"'><o:p></o:p></span></p>
<p class=Default><span lang=EN-US style='font-family:"Arial","sans-serif"'>3.8.1
Incidental Absence <o:p></o:p></span></p>
<p class=Default><span lang=EN-US style='font-family:"Arial","sans-serif"'>As
covered in Section 4.5.1, GNSO Council members are expected to attend all
regularly scheduled Council meetings and be present at the time such sessions
are called to order. <o:p></o:p></span></p>
<p class=Default style='margin-bottom:7.35pt'><span lang=EN-US
style='font-family:"Arial","sans-serif"'>a. Planned Absence: It is understood
that, from time to time, it may be necessary for a GNSO Council member to miss
a scheduled meeting due to a conflicting personal or professional obligation or
other planned event that cannot be reasonably altered. <o:p></o:p></span></p>
<p class=Default style='margin-bottom:7.35pt'><span lang=EN-US
style='font-family:"Arial","sans-serif"'>i. When a Councilor anticipates being
absent or late for a Council meeting, the Councilor is expected to notify (e.g.
telephone, e-mail) the GNSO Secretariat as soon as practicable before the
meeting begins. <o:p></o:p></span></p>
<p class=Default><span lang=EN-US style='font-family:"Arial","sans-serif"'>ii.
A Councilor is expected to vote on such motions as may come before the GNSO
Council using the alternative means provided in Section 4.4-Absentee Voting, if
applicable. If circumstances will not permit voting using the alternative means
available, the Councilor may declare an intention to abstain on those motions
that are scheduled to be voted upon during the GNSO Council meeting at which
the Councilor expects to be absent. In such an instance, the procedures in
Section 4.5-Abstentions will apply. <o:p></o:p></span></p>
<p class=Default><i><span lang=EN-US style='font-family:"Arial","sans-serif"'>Version
2.0 Page 11 </span></i><span lang=EN-US style='font-family:"Arial","sans-serif"'><o:p></o:p></span></p>
<p class=Default style='page-break-before:always'><span lang=EN-US
style='font-family:"Arial","sans-serif"'><o:p> </o:p></span></p>
<p class=Default><span lang=EN-US style='font-family:"Arial","sans-serif"'>b.
Unplanned Absence: Occasionally, it will be necessary for a GNSO Council member
to miss a regularly scheduled meeting due to sudden illness, accident, injury,
or other unforeseen event that cannot reasonably be anticipated. <o:p></o:p></span></p>
<p class=Default style='margin-bottom:7.35pt'><span lang=EN-US
style='font-family:"Arial","sans-serif"'>i. Even though this category of
absence occurs without advanced notice, a Councilor is expected to communicate
the circumstances of the absence (e.g. telephone, e-mail) to the GNSO
Secretariat as soon as practicable after the incident occurs. <o:p></o:p></span></p>
<p class=Default><span lang=EN-US style='font-family:"Arial","sans-serif"'>ii.
A Councilor is expected to vote on such motions as may come before the GNSO
Council using the alternative means provided in Section 4.4-Absentee Voting, if
applicable. If circumstances will not permit voting using the alternative means
available, the record shall be noted “Absent” and a vote will not
be cast. <o:p></o:p></span></p>
<p class=Default><span lang=EN-US style='font-family:"Arial","sans-serif"'><o:p> </o:p></span></p>
<p class=Default><span lang=EN-US style='font-family:"Arial","sans-serif"'>3.8.2
Leave of Absence <o:p></o:p></span></p>
<p class=Default style='margin-bottom:7.35pt'><span lang=EN-US
style='font-family:"Arial","sans-serif"'>a. Planned: If a GNSO Council member
anticipates being unable to attend two or more regularly-scheduled GNSO Council
meetings consecutively, the Councilor shall notify the appointing organization
or, for a House NCA, the Nominating Committee and the GNSO Secretariat that a
“Leave of Absence” is being requested at which time the remedy
described in 3.8.4 is available. <o:p></o:p></span></p>
<p class=Default><span lang=EN-US style='font-family:"Arial","sans-serif"'>b.
Unplanned: When a GNSO Council member fails to attend two regularly-scheduled
GNSO Council meetings consecutively without prior notification to the GNSO
Secretariat, the GNSO Secretariat will advise the appointing organization or,
for a House NCA, the Nominating Committee that the Councilor has satisfied the
conditions for an effective “Leave of Absence” at which time the
remedy described in 3.8.4 is available. <o:p></o:p></span></p>
<p class=Default><span lang=EN-US style='font-family:"Arial","sans-serif"'><o:p> </o:p></span></p>
<p class=Default><span lang=EN-US style='font-family:"Arial","sans-serif"'>3.8.3
Vacancies <o:p></o:p></span></p>
<p class=Default style='margin-bottom:7.35pt'><span lang=EN-US
style='font-family:"Arial","sans-serif"'>a. In the event of a GNSO Council
member resignation or other permanent vacancy, the Bylaws call for replacement
according Article X, Section 3(3). <o:p></o:p></span></p>
<p class=Default><span lang=EN-US style='font-family:"Arial","sans-serif"'>b.
During any transition period following the occurrence of the permanent vacancy,
but before a new election or appointment and subsequent seating of the
replacement Councilor, the remedy in 3.8.4 is available. <o:p></o:p></span></p>
<p class=Default><span lang=EN-US style='font-family:"Arial","sans-serif"'><o:p> </o:p></span></p>
<p class=Default><span style='font-family:"Arial","sans-serif"'>3.8.4 Remedy:
Temporary Alternate <o:p></o:p></span></p>
<p class=Default style='margin-bottom:7.35pt'><span lang=EN-US
style='font-family:"Arial","sans-serif"'>a. For a Councilor who is not
appointed by the Nominating Committee, the appointing organization may, at its
discretion, name a Temporary Alternate to serve in the absent or vacant
Councilor’s seat. <o:p></o:p></span></p>
<p class=Default><span lang=EN-US style='font-family:"Arial","sans-serif"'>b.
For a voting NCA, the Council non-voting NCA is immediately activated to serve
as a Temporary Alternate subject to provisions in Paragraph 4.5.3-c. The
communication required pursuant to Paragraph 4.5.4-b, if it cannot be submitted
by the voting NCA, will be completed and forwarded by the non-Voting NCA. <o:p></o:p></span></p>
<p class=Default><i><span lang=EN-US style='font-family:"Arial","sans-serif"'>Version
2.0 Page 12 </span></i><span lang=EN-US style='font-family:"Arial","sans-serif"'><o:p></o:p></span></p>
<p class=Default style='page-break-before:always'><span lang=EN-US
style='font-family:"Arial","sans-serif"'><o:p> </o:p></span></p>
<p class=Default style='margin-bottom:7.35pt'><span lang=EN-US
style='font-family:"Arial","sans-serif"'>c. A named Temporary Alternate
pursuant to this section is subject to the applicable provisions in Paragraphs
4.5.3-c and 4.5.4-b except that the communication to the GNSO Secretariat
should be amended as follows: <o:p></o:p></span></p>
<p class=Default style='margin-bottom:7.35pt'><span lang=EN-US
style='font-family:"Arial","sans-serif"'>i. the reason or condition leading to
the remedy is either “Leave of Absence” or “Vacancy,”
as applicable; and <o:p></o:p></span></p>
<p class=Default style='margin-bottom:7.35pt'><span lang=EN-US
style='font-family:"Arial","sans-serif"'>ii. the measures/motions/votes upon
which the Temporary Alternate may engage are not constrained, as in other
remedies (see Section 4.5), and may be noted as “All Subjects Permitted.”
<o:p></o:p></span></p>
<p class=Default><span lang=EN-US style='font-family:"Arial","sans-serif"'>d. A
named Temporary Alternate pursuant to this section will be expected to
participate in all matters that would otherwise have occupied the attention of
the absent Councilor. <o:p></o:p></span></p>
<p class=Default><span lang=EN-US style='font-family:"Arial","sans-serif"'><o:p> </o:p></span></p>
<p class=MsoPlainText><span lang=EN-US style='font-size:12.0pt;font-family:
"Arial","sans-serif"'>3.8.5 Any occurrence of absence or vacancy that is not
declared in advance, as provided in this section, will be recorded as
“Absent” and such action will not reduce the denominator in any
vote tabulation for the affected House. </span><i><span style='font-size:12.0pt;
font-family:"Arial","sans-serif"'>Version</span></i><span style='font-size:
12.0pt;font-family:"Arial","sans-serif"'><o:p></o:p></span></p>
<p class=MsoPlainText><span style='font-size:12.0pt;font-family:"Arial","sans-serif"'><o:p> </o:p></span></p>
<p class=MsoPlainText><span style='font-size:12.0pt;font-family:"Arial","sans-serif"'>Thank
you.<o:p></o:p></span></p>
<p class=MsoPlainText><span style='font-size:12.0pt;font-family:"Arial","sans-serif"'>Kind
regards,<o:p></o:p></span></p>
<p class=MsoPlainText><span style='font-size:12.0pt;font-family:"Arial","sans-serif"'><o:p> </o:p></span></p>
<p class=MsoPlainText><span style='font-size:12.0pt;font-family:"Arial","sans-serif"'><o:p> </o:p></span></p>
<p class=MsoPlainText><span style='font-size:12.0pt;font-family:"Arial","sans-serif"'>Glen<o:p></o:p></span></p>
<p class=MsoPlainText><span style='font-size:12.0pt;font-family:"Arial","sans-serif"'><o:p> </o:p></span></p>
<p class=MsoPlainText><span style='font-size:12.0pt;font-family:"Arial","sans-serif"'>Glen
de Saint Géry<o:p></o:p></span></p>
<p class=MsoPlainText><span style='font-size:12.0pt;font-family:"Arial","sans-serif"'>GNSO
Secretariat<o:p></o:p></span></p>
<p class=MsoPlainText><span style='font-size:12.0pt;font-family:"Arial","sans-serif"'>gnso.secretariat@gnso.icann.org<o:p></o:p></span></p>
<p class=MsoPlainText><span style='font-size:12.0pt;font-family:"Arial","sans-serif"'>http://gnso.icann.org<o:p></o:p></span></p>
<p class=MsoPlainText><span style='font-size:12.0pt;font-family:"Arial","sans-serif"'><o:p> </o:p></span></p>
<p class=MsoPlainText><span style='font-size:12.0pt;font-family:"Arial","sans-serif"'><o:p> </o:p></span></p>
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