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</o:shapelayout></xml><![endif]--></head><body lang=EN-US link=blue vlink=purple><div class=WordSection1><p class=MsoNormal><span style='font-family:"Book Antiqua","serif";color:#1F497D'>Hi Mary and Rosemary: <o:p></o:p></span></p><p class=MsoNormal><span style='font-family:"Book Antiqua","serif";color:#1F497D'><o:p> </o:p></span></p><p class=MsoNormal><span style='font-family:"Book Antiqua","serif";color:#1F497D'>Chuck Gomes has apprised me that there are no motions scheduled for this Thursday’s GNSO Council meeting; therefore, there is no need to implement any voting remedies such as proxy. </span><span style='font-family:"Book Antiqua","serif";color:#1F497D'>Since the subject of absence and proxy has arisen a few times, perhaps it would be helpful to use this opportunity to clarify the procedures that apply. <o:p></o:p></span></p><p class=MsoNormal><span style='font-family:"Book Antiqua","serif";color:#1F497D'><o:p> </o:p></span></p><p class=MsoNormal><span style='font-family:"Book Antiqua","serif";color:#1F497D'>I will briefly outline the steps below; however, may I ask that you also take a look at a visual map that Staff prepared which diagrams how the voting remedies work for various conditions such as absence or abstention. The procedures map is located at: </span><span style='font-family:"Book Antiqua","serif"'><a href="http://gnso.icann.org/council/visual-procedures-map-en.htm">http://gnso.icann.org/council/visual-procedures-map-en.htm</a> <span style='color:#1F497D'>and contains sample email contents for each of the various scenarios that can occur (e.g. planned absence, unplanned absence, abstention, vacancy). The procedures map and the related online Abstention Notification Form (</span><a href="http://gnso.icann.org/council/abstention-notification-form-en.htm">http://gnso.icann.org/council/abstention-notification-form-en.htm</a>) <span style='color:#1F497D'>were both updated recently based on feedback received. A separate announcement will be sent out detailing the changes that were made. <o:p></o:p></span></span></p><p class=MsoNormal style='margin-left:.25in'><span style='font-family:"Book Antiqua","serif";color:#1F497D'><o:p> </o:p></span></p><p class=MsoNormal><span style='font-family:"Book Antiqua","serif";color:#1F497D'>The GNSO Operating Procedures (GOP) do not provide an option for a sitting Councilor to transfer votes via proxy. That authority rests with the applicable SG or Constituency. To utilize the proxy voting remedy for a planned absence requires that: <o:p></o:p></span></p><p class=MsoListParagraph style='margin-right:3.0pt;text-indent:-.25in;mso-list:l0 level1 lfo2'><![if !supportLists]><span style='font-family:"Book Antiqua","serif";color:#1F497D'><span style='mso-list:Ignore'>1)<span style='font:7.0pt "Times New Roman"'> </span></span></span><![endif]><span style='font-family:"Book Antiqua","serif";color:#1F497D'>The Councilor send an email (sample contents are provided in the visual map) to his/her SG/C outlining the reason for the absence and itemizing the motions for which a remedy is sought. [Note: if any of the motions qualifies for absentee balloting, they should be specifically excluded presuming that the absent Councilor would vote on them (electronically) within the 72 hour period normally allowed]. <o:p></o:p></span></p><p class=MsoListParagraph style='mso-margin-top-alt:6.0pt;margin-right:2.9pt;margin-bottom:0in;margin-left:.5in;margin-bottom:.0001pt;text-indent:-.25in;mso-list:l0 level1 lfo2'><![if !supportLists]><span style='font-family:"Book Antiqua","serif";color:#1F497D'><span style='mso-list:Ignore'>2)<span style='font:7.0pt "Times New Roman"'> </span></span></span><![endif]><span style='font-family:"Book Antiqua","serif";color:#1F497D'>An officer of the “Appointing Organization” transmit certain required information (ref. Section 4.5.4-b) to the GNSO Secretariat before the start of the meeting. The information can be provided via the online form as referenced above. <o:p></o:p></span></p><p class=MsoListParagraph style='mso-margin-top-alt:6.0pt;margin-right:2.9pt;margin-bottom:0in;margin-left:.5in;margin-bottom:.0001pt;text-indent:-.25in;mso-list:l0 level1 lfo2'><![if !supportLists]><span style='font-family:"Book Antiqua","serif";color:#1F497D'><span style='mso-list:Ignore'>3)<span style='font:7.0pt "Times New Roman"'> </span></span></span><![endif]><span style='font-family:"Book Antiqua","serif";color:#1F497D'>There are two important proxy requirements that are addressed in the online form: <o:p></o:p></span></p><p class=MsoListParagraph style='mso-margin-top-alt:6.0pt;margin-right:3.0pt;margin-bottom:0in;margin-left:1.0in;margin-bottom:.0001pt;text-indent:-.25in;mso-list:l0 level2 lfo2'><![if !supportLists]><span style='font-family:"Book Antiqua","serif";color:#1F497D'><span style='mso-list:Ignore'>a.<span style='font:7.0pt "Times New Roman"'> </span></span></span><![endif]><span style='font-family:"Book Antiqua","serif";color:#1F497D'>For each motion that is scheduled to come up for vote, the “Appointing Organization” must have established an affirmative or negative voting position per its Charter provisions; and<o:p></o:p></span></p><p class=MsoListParagraph style='mso-margin-top-alt:6.0pt;margin-right:2.9pt;margin-bottom:0in;margin-left:1.0in;margin-bottom:.0001pt;text-indent:-.25in;mso-list:l0 level2 lfo2'><![if !supportLists]><span style='font-family:"Book Antiqua","serif";color:#1F497D'><span style='mso-list:Ignore'>b.<span style='font:7.0pt "Times New Roman"'> </span></span></span><![endif]><span style='font-family:"Book Antiqua","serif";color:#1F497D'>For each motion, the “Appointing Organization” must affirm that is has directed the Councilor serving as proxy how to vote. <o:p></o:p></span></p><p class=MsoNormal><span style='font-family:"Book Antiqua","serif";color:#1F497D'><o:p> </o:p></span></p><p class=MsoNormal><span style='font-family:"Book Antiqua","serif";color:#1F497D'>In the specific case of the NCSG, Staff notes that the “Appointing Organization” differs between the Board appointees and those Councilors who were elected by the NCUC. For Mary, Bill, and Wendy, a voting remedy would have to be authorized by the NCUC Chair (or designated officer); whereas, for Rosemary, Debbie, and Rafik, there is a footnote in the GNSO Operating Procedures which stipulates that they are considered to have been appointed by the NCSG. <o:p></o:p></span></p><p class=MsoNormal><span style='font-family:"Book Antiqua","serif";color:#1F497D'><o:p> </o:p></span></p><p class=MsoNormal><span style='font-family:"Book Antiqua","serif";color:#1F497D'>If there were motions to be voted on this Thursday; then the above steps would have to have been completed before the start of the Council meeting in order for the identified Councilor to register the proxy vote. <o:p></o:p></span></p><p class=MsoNormal><span style='font-family:"Book Antiqua","serif";color:#1F497D'><o:p> </o:p></span></p><p class=MsoNormal><span style='font-family:"Book Antiqua","serif";color:#1F497D'>In some situations, it is recognized that it may be difficult for </span><span style='font-family:"Book Antiqua","serif";color:#1F497D'>the proxy conditions to be satisfied. In those cases, another option that could be employed is the “Temporary Alternate (TA)” remedy. There is no requirement for a prior voting position or directing a Councilor’s vote; however, you should be aware that a TA cannot be a sitting (or term-limited) Councilor. All of the TA conditions are covered in the visual map as well as the GOP (see Section 4.5.3-c). <o:p></o:p></span></p><p class=MsoNormal><span style='font-family:"Book Antiqua","serif";color:#1F497D'><o:p> </o:p></span></p><p class=MsoNormal style='margin-right:6.0pt'><span style='font-family:"Book Antiqua","serif";color:#1F497D'>If there are any additional questions, I would be pleased to try and answer them. The topic of voting remedies is due to be discussed (Item #5) on the Council agenda this Thursday. Fortunately, Ray Fassett, Chair of the GCOT, will be on hand to provide an overview, philosophy, and rationale for the procedures that have been adopted. Staff will also be available to answer any specific procedural questions that may arise. <o:p></o:p></span></p><p class=MsoNormal style='margin-right:6.0pt'><span style='font-family:"Book Antiqua","serif";color:#1F497D'><o:p> </o:p></span></p><p class=MsoNormal style='margin-right:6.0pt'><span style='font-family:"Book Antiqua","serif";color:#1F497D'>Finally, a short commercial advertisement: Staff has a standing offer available to any SG/C that would like to have a briefing or tutorial on the voting remedies procedures. <o:p></o:p></span></p><p class=MsoNormal style='margin-right:6.0pt'><span style='font-family:"Book Antiqua","serif";color:#1F497D'><o:p> </o:p></span></p><p class=MsoNormal style='margin-right:6.0pt'><span style='font-family:"Book Antiqua","serif";color:#1F497D'>Regards,<o:p></o:p></span></p><p class=MsoNormal style='margin-right:6.0pt'><span style='font-family:"Book Antiqua","serif";color:#1F497D'><o:p> </o:p></span></p><p class=MsoNormal style='margin-right:6.0pt'><span style='font-family:"Book Antiqua","serif";color:#1F497D'>Ken Bour<a name="_MailEndCompose"></a><o:p></o:p></span></p><p class=MsoNormal><span style='font-family:"Book Antiqua","serif"'><o:p> </o:p></span></p></div></body></html>