[gnso-improvem-impl-sc] Proxy Voting

[Julie Hedlund]

Dear SC members,

Here is some information concerning proxy voting that may be useful for our discussion during today's call.  See the current procedures below.  Changes to the proxy voting procedures (and other procedures relating to voting) were approved by the GNSO Council in September 2011.  The purpose of the revisions was to simply and clarify the procedures and avoid contradicting the internal procedures of some constituencies.

The issue that has been raised for today's discussion relates to proxies.  In particular, at a recent Council meeting one council member couldn't attend but his SG wasn't in the position to provide a proxy in the formal way according to the rules.  So one of the questions was whether and under which conditions a present member of her/his group could - on his behalf - declare what may be her/his intention re the proxy.  In addition the question should be dealt with whether the council has to accept this request.

Best regards,

Julie


4.6   Proxy Voting

An abstaining or absent Council member as defined above (the Proxy Giver) may transfer his or her vote to any other Council member (the Proxy Holder).

The Proxy Holder must vote in order of precedence according to one of three types:

1.     An instruction from the Proxy Giver’s appointing organization (if applicable), or if none;

2.     An instruction from the Proxy Giver, or in the absence of either;

3.     The Proxy Holder’s own conscience.

a.      Multiple Proxies

A GNSO Council member is not permitted to be a Proxy Holder for more than one Proxy Giver.

b.      Quorum

An absent Council member does not count toward quorum even if a proxy has been established.  A Temporary Alternate (see Section 4.7-Temporary Alternate <#_4.7_Temporary_Alternate_3>  below) if present, would count toward quorum.

c.      Proxy Notification

A proxy notification must be sent to the GNSO Secretariat and should indicate which type it is. The notification should, where applicable, be sent by the Proxy Giver's appointing organization. Ordinarily a proxy notification must be received by the GNSO Secretariat before the start of the relevant meeting.

Exceptionally, a proxy notification may be given during a meeting by a Council member who is present but needs to leave before a vote.  In all cases the most recent notification takes precedence.

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