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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-size:11.0pt;font-family:"Arial","sans-serif";color:#1F497D'>Thanks to Thomas, Anne and others for fleshing this issue out in advance of our meeting 9 days from now in BA. I would ask all members to give this matter some thought and bring their comments to the list as well.<o:p></o:p></span></p><p class=MsoNormal><span style='font-size:11.0pt;font-family:"Arial","sans-serif";color:#1F497D'><o:p> </o:p></span></p><p class=MsoNormal><span style='font-size:11.0pt;font-family:"Arial","sans-serif";color:#1F497D'>Looking forward to seeing you all in BA shortly.<o:p></o:p></span></p><p class=MsoNormal><span style='font-size:11.0pt;font-family:"Arial","sans-serif";color:#1F497D'><o:p> </o:p></span></p><p class=MsoNormal><span style='font-size:11.0pt;font-family:"Arial","sans-serif";color:#1F497D'>Kind regards,<o:p></o:p></span></p><p class=MsoNormal><span style='font-size:11.0pt;font-family:"Arial","sans-serif";color:#1F497D'><o:p> </o:p></span></p><p class=MsoNormal><span style='font-size:11.0pt;font-family:"Arial","sans-serif";color:#1F497D'>RA<o:p></o:p></span></p><p class=MsoNormal><span style='font-size:11.0pt;font-family:"Arial","sans-serif";color:#1F497D'><o:p> </o:p></span></p><div><p class=MsoNormal><b><span style='font-size:10.0pt;font-family:"Arial","sans-serif";color:#1F497D'>Ron Andruff<o:p></o:p></span></b></p><p class=MsoNormal><b><span style='font-size:10.0pt;font-family:"Arial","sans-serif";color:#1F497D'>RNA Partners<o:p></o:p></span></b></p><p class=MsoNormal><a href="http://www.rnapartners.com"><b><span style='font-size:10.0pt;font-family:"Arial","sans-serif";color:#0563C1'>www.rnapartners.com</span></b></a><b><span style='font-size:10.0pt;font-family:"Arial","sans-serif";color:#1F497D'> <o:p></o:p></span></b></p></div><p class=MsoNormal><span style='font-size:11.0pt;font-family:"Arial","sans-serif";color:#1F497D'><o:p> </o:p></span></p><div><div style='border:none;border-top:solid #E1E1E1 1.0pt;padding:3.0pt 0in 0in 0in'><p class=MsoNormal><b><span style='font-size:11.0pt;font-family:"Calibri","sans-serif"'>From:</span></b><span style='font-size:11.0pt;font-family:"Calibri","sans-serif"'> owner-gnso-improvem-impl-sc@icann.org [mailto:owner-gnso-improvem-impl-sc@icann.org] <b>On Behalf Of </b>Thomas Rickert<br><b>Sent:</b> Saturday, November 2, 2013 07:04<br><b>To:</b> Julie Hedlund<br><b>Cc:</b> Aikman-Scalese, Anne; gnso-improvem-impl-sc@icann.org; Cover, Cynthia<br><b>Subject:</b> Re: [gnso-improvem-impl-sc] Re: Background on New Issues: Email Voting and Procedural Waivers<o:p></o:p></span></p></div></div><p class=MsoNormal><o:p> </o:p></p><div><p class=MsoNormal>All,<o:p></o:p></p></div><div><p class=MsoNormal>with respect to the question of waivers, I guess there is a comparable scenario in corporate law that may be useful. Procedural requirements such as invitation periods or other formal requirements for invitations to shareholders' meetings can be waived only on condition that the waiver is supported unanimously. <o:p></o:p></p></div><div><p class=MsoNormal><o:p> </o:p></p></div><div><p class=MsoNormal>For our scenario that could mean that a waiver would only be possible if all Councillors unanimously support it. That would give the Council flexibility to take action on motions that are undisputed, but where i.e. the motions deadline has been missed. <o:p></o:p></p></div><div><p class=MsoNormal><o:p> </o:p></p></div><div><p class=MsoNormal>On the other hand, where a Councillor is not in a position to take action, e.g. because he or she could not discuss the matter sufficiently with the respective group, the Councillor would not support the waiver and then the waiver cannot be granted and the situation would remain as it is today.<o:p></o:p></p></div><div><p class=MsoNormal><o:p> </o:p></p></div><div><p class=MsoNormal>Thanks,<o:p></o:p></p></div><div><p class=MsoNormal>Thomas<o:p></o:p></p></div><div><p class=MsoNormal><o:p> </o:p></p></div><div><p class=MsoNormal>=============<o:p></o:p></p><div><p class=MsoNormal>thomas-rickert.tel<o:p></o:p></p></div><div><p class=MsoNormal>+49.228.74.898.0<o:p></o:p></p></div></div><div><p class=MsoNormal style='margin-bottom:12.0pt'><br>Am 01.11.2013 um 14:32 schrieb Julie Hedlund <<a href="mailto:julie.hedlund@icann.org">julie.hedlund@icann.org</a>>:<o:p></o:p></p></div><blockquote style='margin-top:5.0pt;margin-bottom:5.0pt'><div><div><p class=MsoNormal>Thank you Anne. Those are all important points. I think you are right that there could be a lot of variables to consider with respect to waivers.<o:p></o:p></p></div><div><p class=MsoNormal><o:p> </o:p></p></div><div><p class=MsoNormal>Best regards,<o:p></o:p></p></div><div><p class=MsoNormal>Julie<o:p></o:p></p></div><div><p class=MsoNormal><o:p> </o:p></p></div><div style='border:none;border-top:solid #B5C4DF 1.0pt;padding:3.0pt 0in 0in 0in'><p class=MsoNormal><b><span style='font-size:11.0pt;font-family:"Calibri","sans-serif";color:black'>From: </span></b><span style='font-size:11.0pt;font-family:"Calibri","sans-serif";color:black'><Aikman-Scalese>, Anne <</span><a href="mailto:AAikman@lrrlaw.com"><span style='font-size:11.0pt;font-family:"Calibri","sans-serif"'>AAikman@lrrlaw.com</span></a><span style='font-size:11.0pt;font-family:"Calibri","sans-serif";color:black'>><br><b>Date: </b>Thursday, October 31, 2013 6:18 PM<br><b>To: </b>Julie Hedlund <</span><a href="mailto:julie.hedlund@icann.org"><span style='font-size:11.0pt;font-family:"Calibri","sans-serif"'>julie.hedlund@icann.org</span></a><span style='font-size:11.0pt;font-family:"Calibri","sans-serif";color:black'>>, "</span><a href="mailto:gnso-improvem-impl-sc@icann.org"><span style='font-size:11.0pt;font-family:"Calibri","sans-serif"'>gnso-improvem-impl-sc@icann.org</span></a><span style='font-size:11.0pt;font-family:"Calibri","sans-serif";color:black'>" <</span><a href="mailto:gnso-improvem-impl-sc@icann.org"><span style='font-size:11.0pt;font-family:"Calibri","sans-serif"'>gnso-improvem-impl-sc@icann.org</span></a><span style='font-size:11.0pt;font-family:"Calibri","sans-serif";color:black'>><br><b>Cc: </b>"Cover, Cynthia" <</span><a href="mailto:CCover@lrrlaw.com"><span style='font-size:11.0pt;font-family:"Calibri","sans-serif"'>CCover@lrrlaw.com</span></a><span style='font-size:11.0pt;font-family:"Calibri","sans-serif";color:black'>><br><b>Subject: </b>RE: Background on New Issues: Email Voting and Procedural Waivers<o:p></o:p></span></p></div><div><p class=MsoNormal><o:p> </o:p></p></div><div><div><div><p class=MsoNormal><span style='font-size:11.0pt;font-family:"Calibri","sans-serif";color:#1F497D'>Thanks Julie – very helpful. One of the issues that is problematic in relation to the second task is that a Councilor won’t know in advance of the meeting whether a requirement will be waived or not and thus may not have had time to address the issue(s) with his/her constituency or stakeholder group. Multiple late motions would present a large problem in relation to any given meeting. ( As to motions, it seems the ten calendar day advance notice has been working well in terms of the ability to brief stakeholders and receive input prior to GNSO Council meetings. )</span><o:p></o:p></p><p class=MsoNormal><span style='font-size:11.0pt;font-family:"Calibri","sans-serif";color:#1F497D'> </span><o:p></o:p></p><p class=MsoNormal><span style='font-size:11.0pt;font-family:"Calibri","sans-serif";color:#1F497D'>We should likely look at several different types of situations that might make a waiver procedure desirable. Those who have been or are sitting on GNSO Council now may be good resources for suggestions as to various situations where waiver might be appropriate. </span><o:p></o:p></p><p class=MsoNormal><span style='font-size:11.0pt;font-family:"Calibri","sans-serif";color:#1F497D'> </span><o:p></o:p></p><p class=MsoNormal><span style='font-size:11.0pt;font-family:"Calibri","sans-serif";color:#1F497D'>Anne</span><o:p></o:p></p><p class=MsoNormal><span style='font-size:11.0pt;font-family:"Calibri","sans-serif";color:#1F497D'> </span><o:p></o:p></p><div><table class=MsoNormalTable border=0 cellspacing=0 cellpadding=0 style='border-collapse:collapse'><tr><td width=67 rowspan=7 valign=top style='width:.7in;padding:0in 5.4pt 0in 5.4pt'><p class=MsoNormal><b><span style='font-size:9.0pt;font-family:"Calibri","sans-serif";color:#1F497D'><image001.gif></span></b><o:p></o:p></p></td><td width=355 valign=top style='width:3.7in;padding:0in 5.4pt 0in 5.4pt'><p class=MsoNormal><b><span style='font-size:9.0pt;font-family:"Calibri","sans-serif";color:black'>Anne E. Aikman-Scalese, Of Counsel</span></b><o:p></o:p></p></td></tr><tr><td width=355 valign=top style='width:3.7in;padding:0in 5.4pt 0in 5.4pt'><p class=MsoNormal><b><span style='font-size:9.0pt;font-family:"Calibri","sans-serif";color:black'>Lewis Roca Rothgerber LLP | Suite 700</span></b><o:p></o:p></p></td></tr><tr><td width=355 valign=top style='width:3.7in;padding:0in 5.4pt 0in 5.4pt'><p class=MsoNormal><b><span style='font-size:9.0pt;font-family:"Calibri","sans-serif";color:black'>One South Church Avenue | Tucson, Arizona 85701-1611</span></b><o:p></o:p></p></td></tr><tr><td width=355 valign=top style='width:3.7in;padding:0in 5.4pt 0in 5.4pt'><p class=MsoNormal><b><span style='font-size:9.0pt;font-family:"Calibri","sans-serif";color:black'>(T) 520.629.4428 | (F) 520.879.4725</span></b><o:p></o:p></p></td></tr><tr><td width=355 valign=top style='width:3.7in;padding:0in 5.4pt 0in 5.4pt'><p class=MsoNormal><a href="mailto:AAikman@LRRLaw.com" target="_new" title="Email User"><b><span style='font-size:9.0pt;font-family:"Calibri","sans-serif"'>AAikman@LRRLaw.com</span></b></a><b><span style='font-size:9.0pt;font-family:"Calibri","sans-serif";color:black'> | </span></b><a href="http://www.lrrlaw.com/" target="_new" title="Lewis and Roca Webpage"><b><span style='font-size:9.0pt;font-family:"Calibri","sans-serif"'>www.LRRLaw.com</span></b></a><o:p></o:p></p></td></tr><tr><td width=355 valign=top style='width:3.7in;padding:0in 5.4pt 0in 5.4pt'></td></tr><tr><td width=355 valign=top style='width:3.7in;padding:0in 5.4pt 0in 5.4pt'></td></tr></table><p class=MsoNormal><span style='color:#1F497D'> </span><o:p></o:p></p><table class=MsoNormalTable border=0 cellspacing=0 cellpadding=0 style='border-collapse:collapse'><tr><td width=19 valign=top style='width:.2in;padding:0in 5.4pt 0in 5.4pt'><p class=MsoNormal><b><span style='font-size:11.0pt;font-family:"Calibri","sans-serif";color:black'><image002.jpg></span></b><o:p></o:p></p></td><td width=351 valign=bottom style='width:263.35pt;padding:0in 5.4pt 0in 5.4pt'><p class=MsoNormal><b><span style='font-size:11.0pt;font-family:"Calibri","sans-serif";color:black'>Lewis and Roca LLP is now Lewis Roca Rothgerber LLP.</span></b><o:p></o:p></p></td></tr></table></div><p class=MsoNormal><span style='font-size:11.0pt;font-family:"Calibri","sans-serif";color:#1F497D'> </span><o:p></o:p></p><div><div style='border:none;border-top:solid #B5C4DF 1.0pt;padding:3.0pt 0in 0in 0in'><p class=MsoNormal><b><span style='font-size:10.0pt;font-family:"Tahoma","sans-serif"'>From:</span></b><span style='font-size:10.0pt;font-family:"Tahoma","sans-serif"'> Julie Hedlund [</span><a href="mailto:julie.hedlund@icann.org"><span style='font-size:10.0pt;font-family:"Tahoma","sans-serif"'>mailto:julie.hedlund@icann.org</span></a><span style='font-size:10.0pt;font-family:"Tahoma","sans-serif"'>] <br><b>Sent:</b> Thursday, October 31, 2013 2:58 PM<br><b>To:</b> Aikman-Scalese, Anne; </span><a href="mailto:gnso-improvem-impl-sc@icann.org"><span style='font-size:10.0pt;font-family:"Tahoma","sans-serif"'>gnso-improvem-impl-sc@icann.org</span></a><span style='font-size:10.0pt;font-family:"Tahoma","sans-serif"'><br><b>Cc:</b> Cover, Cynthia<br><b>Subject:</b> Re: Background on New Issues: Email Voting and Procedural Waivers</span><o:p></o:p></p></div></div><p class=MsoNormal> <o:p></o:p></p><div><p class=MsoNormal><span style='font-size:10.5pt;font-family:"Calibri","sans-serif";color:black'>Dear Anne,</span><o:p></o:p></p></div><div><p class=MsoNormal><span style='font-size:10.5pt;font-family:"Calibri","sans-serif";color:black'> </span><o:p></o:p></p></div><div><p class=MsoNormal><span style='font-size:10.5pt;font-family:"Calibri","sans-serif";color:black'>As the Council noted in Durban during its wrap up meeting, the current procedures do not include a process for the Council to hold a vote outside of a meeting, although they do allow absentee voting for certain votes and under certain conditions, but only follow a meeting during which a vote was taken. Please see Section 4.0 Voting in the GNSO Council Operating Procedures (page 11) at: </span><a href="http://gnso.icann.org/en/council/op-procedures-13jun13-en.pdf"><span style='font-size:10.5pt;font-family:"Calibri","sans-serif"'>http://gnso.icann.org/en/council/op-procedures-13jun13-en.pdf</span></a><span style='font-size:10.5pt;font-family:"Calibri","sans-serif";color:black'>. Also, the language in this section presumes that a vote is taking place at a meeting. </span><span style='color:black'>For example, Section 4.1 Quorum says, "In order for the GNSO Council to initiate a vote, a quorum must be present." The word "present" implies presence at a meeting. Section 4.2 Voting Thresholds says, "For all votes taken, the number of eligible voters in each House shall be fixed to the number of seats allocated in the Bylaws (a.k.a. the denominator) and is not affected by the number of members <i>present or absent at the meeting </i>[emphasis added] in which the motion or other action is initiated."</span><o:p></o:p></p></div><div><p class=MsoNormal><span style='color:black'> </span><o:p></o:p></p></div><div><p class=MsoNormal><span style='color:black'>With respect to waiving requirements, as the Council noted there are no provisions in the procedures. One of the issues noted by the Council in Durban, for example, was that it could not consider a motion that was submitted after the deadline for submitting reports and motions. Section 3.3 Notice of Meetings states, "Reports and motions should be submitted to the GNSO Council for inclusion on the agenda as soon as possible, but no later than <strong>23h59 Coordinated Universal Time (UTC) on the day, 10 calendar</strong><em>days </em>before the GNSO Council meeting." There is no language in this section that allows the Council to make an exception to this notice requirement. Moreover, there is no general statement in the procedures that allows the Council to waive its procedures or as Jonathan noted below under which "</span><span style='font-family:"Calibri","sans-serif";color:black'>formal council procedure can be bypassed in the event that there is no objection from the council."</span><o:p></o:p></p></div><div><p class=MsoNormal><span style='color:black'> </span><o:p></o:p></p></div><div><p class=MsoNormal><span style='font-family:"Calibri","sans-serif"'>I<span style='color:black'> hope this is helpful, but please let me know if you have additional questions.</span></span><o:p></o:p></p></div><div><p class=MsoNormal> <o:p></o:p></p></div><div><p class=MsoNormal><span style='font-family:"Calibri","sans-serif";color:black'>Best regards,</span><o:p></o:p></p></div><div><p class=MsoNormal><span style='font-family:"Calibri","sans-serif";color:black'>Julie</span><o:p></o:p></p></div><p class=MsoNormal><span style='color:black'> </span><o:p></o:p></p><div style='border:none;border-top:solid #B5C4DF 1.0pt;padding:3.0pt 0in 0in 0in'><p class=MsoNormal><b><span style='font-size:11.0pt;font-family:"Calibri","sans-serif";color:black'>From: </span></b><span style='font-size:11.0pt;font-family:"Calibri","sans-serif";color:black'><Aikman-Scalese>, Anne <</span><a href="mailto:AAikman@lrrlaw.com"><span style='font-size:11.0pt;font-family:"Calibri","sans-serif"'>AAikman@lrrlaw.com</span></a><span style='font-size:11.0pt;font-family:"Calibri","sans-serif";color:black'>><br><b>Date: </b>Thursday, October 31, 2013 3:23 PM<br><b>To: </b>Julie Hedlund <</span><a href="mailto:julie.hedlund@icann.org"><span style='font-size:11.0pt;font-family:"Calibri","sans-serif"'>julie.hedlund@icann.org</span></a><span style='font-size:11.0pt;font-family:"Calibri","sans-serif";color:black'>>, "</span><a href="mailto:gnso-improvem-impl-sc@icann.org"><span style='font-size:11.0pt;font-family:"Calibri","sans-serif"'>gnso-improvem-impl-sc@icann.org</span></a><span style='font-size:11.0pt;font-family:"Calibri","sans-serif";color:black'>" <</span><a href="mailto:gnso-improvem-impl-sc@icann.org"><span style='font-size:11.0pt;font-family:"Calibri","sans-serif"'>gnso-improvem-impl-sc@icann.org</span></a><span style='font-size:11.0pt;font-family:"Calibri","sans-serif";color:black'>><br><b>Cc: </b>"Cover, Cynthia" <</span><a href="mailto:CCover@lrrlaw.com"><span style='font-size:11.0pt;font-family:"Calibri","sans-serif"'>CCover@lrrlaw.com</span></a><span style='font-size:11.0pt;font-family:"Calibri","sans-serif";color:black'>><br><b>Subject: </b>RE: Background on New Issues: Email Voting and Procedural Waivers</span><o:p></o:p></p></div><div><p class=MsoNormal><span style='font-size:10.5pt;font-family:"Calibri","sans-serif";color:black'> </span><o:p></o:p></p></div><div><div><p class=MsoNormal><a name="_GoBack"></a><span style='font-size:11.0pt;font-family:"Calibri","sans-serif";color:#1F497D'>Thanks Julie. I will be coming in over Adobe from Miami Beach (INTA Leadership) on November 16. ( For some reason I had an SCI call on my calendar yesterday, but nobody was there so my mistake.)</span><o:p></o:p></p><p class=MsoNormal><span style='font-size:11.0pt;font-family:"Calibri","sans-serif";color:#1F497D'> </span><o:p></o:p></p><p class=MsoNormal><span style='font-size:11.0pt;font-family:"Calibri","sans-serif";color:#1F497D'>Regarding the two new items, can you provide us with the EXISTING rules on (1)Voting and (2) Waiving requirements in the Operating Procedures?</span><o:p></o:p></p><p class=MsoNormal><span style='font-size:11.0pt;font-family:"Calibri","sans-serif";color:#1F497D'> </span><o:p></o:p></p><p class=MsoNormal><span style='font-size:11.0pt;font-family:"Calibri","sans-serif";color:#1F497D'>Thanks and congrats to the Charter team on the approval of the new Charter!</span><o:p></o:p></p><p class=MsoNormal><span style='font-size:11.0pt;font-family:"Calibri","sans-serif";color:#1F497D'>Anne</span><o:p></o:p></p><p class=MsoNormal><span style='font-size:11.0pt;font-family:"Calibri","sans-serif";color:#1F497D'> </span><o:p></o:p></p><div><table class=MsoNormalTable border=0 cellspacing=0 cellpadding=0 style='border-collapse:collapse'><tr><td width=67 rowspan=7 valign=top style='width:.7in;padding:0in 5.4pt 0in 5.4pt'><p class=MsoNormal><b><span style='font-size:9.0pt;font-family:"Calibri","sans-serif";color:#1F497D'><image001.gif></span></b><o:p></o:p></p></td><td width=355 valign=top style='width:3.7in;padding:0in 5.4pt 0in 5.4pt'><p class=MsoNormal><b><span style='font-size:9.0pt;font-family:"Calibri","sans-serif";color:black'>Anne E. Aikman-Scalese, Of Counsel</span></b><o:p></o:p></p></td></tr><tr><td width=355 valign=top style='width:3.7in;padding:0in 5.4pt 0in 5.4pt'><p class=MsoNormal><b><span style='font-size:9.0pt;font-family:"Calibri","sans-serif";color:black'>Lewis Roca Rothgerber LLP | Suite 700</span></b><o:p></o:p></p></td></tr><tr><td width=355 valign=top style='width:3.7in;padding:0in 5.4pt 0in 5.4pt'><p class=MsoNormal><b><span style='font-size:9.0pt;font-family:"Calibri","sans-serif";color:black'>One South Church Avenue | Tucson, Arizona 85701-1611</span></b><o:p></o:p></p></td></tr><tr><td width=355 valign=top style='width:3.7in;padding:0in 5.4pt 0in 5.4pt'><p class=MsoNormal><b><span style='font-size:9.0pt;font-family:"Calibri","sans-serif";color:black'>(T) 520.629.4428 | (F) 520.879.4725</span></b><o:p></o:p></p></td></tr><tr><td width=355 valign=top style='width:3.7in;padding:0in 5.4pt 0in 5.4pt'><p class=MsoNormal><a href="mailto:AAikman@LRRLaw.com" target="_new" title="Email User"><b><span style='font-size:9.0pt;font-family:"Calibri","sans-serif"'>AAikman@LRRLaw.com</span></b></a><b><span style='font-size:9.0pt;font-family:"Calibri","sans-serif";color:black'> | </span></b><a href="http://www.lrrlaw.com/" target="_new" title="Lewis and Roca Webpage"><b><span style='font-size:9.0pt;font-family:"Calibri","sans-serif"'>www.LRRLaw.com</span></b></a><o:p></o:p></p></td></tr><tr><td width=355 valign=top style='width:3.7in;padding:0in 5.4pt 0in 5.4pt'></td></tr><tr><td width=355 valign=top style='width:3.7in;padding:0in 5.4pt 0in 5.4pt'></td></tr></table><p class=MsoNormal><span style='color:#1F497D'> </span><o:p></o:p></p><table class=MsoNormalTable border=0 cellspacing=0 cellpadding=0 style='border-collapse:collapse'><tr><td width=19 valign=top style='width:.2in;padding:0in 5.4pt 0in 5.4pt'><p class=MsoNormal><b><span style='font-size:11.0pt;font-family:"Calibri","sans-serif";color:black'><image002.jpg></span></b><o:p></o:p></p></td><td width=351 valign=bottom style='width:263.35pt;padding:0in 5.4pt 0in 5.4pt'><p class=MsoNormal><b><span style='font-size:11.0pt;font-family:"Calibri","sans-serif";color:black'>Lewis and Roca LLP is now Lewis Roca Rothgerber LLP.</span></b><o:p></o:p></p></td></tr></table></div><p class=MsoNormal><span style='font-size:11.0pt;font-family:"Calibri","sans-serif";color:#1F497D'> </span><o:p></o:p></p><div><div style='border:none;border-top:solid #B5C4DF 1.0pt;padding:3.0pt 0in 0in 0in'><p class=MsoNormal><b><span style='font-size:10.0pt;font-family:"Tahoma","sans-serif";color:black'>From:</span></b><a href="mailto:owner-gnso-improvem-impl-sc@icann.org"><span style='font-size:10.0pt;font-family:"Tahoma","sans-serif"'>owner-gnso-improvem-impl-sc@icann.org</span></a><span style='font-size:10.0pt;font-family:"Tahoma","sans-serif";color:black'> [</span><a href="mailto:owner-gnso-improvem-impl-sc@icann.org"><span style='font-size:10.0pt;font-family:"Tahoma","sans-serif"'>mailto:owner-gnso-improvem-impl-sc@icann.org</span></a><span style='font-size:10.0pt;font-family:"Tahoma","sans-serif";color:black'>] <b>On Behalf Of </b>Julie Hedlund<br><b>Sent:</b> Thursday, October 31, 2013 11:48 AM<br><b>To:</b> </span><a href="mailto:gnso-improvem-impl-sc@icann.org"><span style='font-size:10.0pt;font-family:"Tahoma","sans-serif"'>gnso-improvem-impl-sc@icann.org</span></a><span style='font-size:10.0pt;font-family:"Tahoma","sans-serif";color:black'><br><b>Subject:</b> [gnso-improvem-impl-sc] Background on New Issues: Email Voting and Procedural Waivers</span><o:p></o:p></p></div></div><p class=MsoNormal><span style='color:black'> </span><o:p></o:p></p><div><p class=MsoNormal><span style='font-size:10.5pt;font-family:"Calibri","sans-serif";color:black'>Dear SCI members,</span><o:p></o:p></p></div><div><p class=MsoNormal><span style='font-size:10.5pt;font-family:"Calibri","sans-serif";color:black'> </span><o:p></o:p></p></div><div><p class=MsoNormal><span style='font-size:10.5pt;font-family:"Calibri","sans-serif";color:black'>In our last meeting on 08 October Ron Andruff suggested it would be helpful to frame the two new issues the GNSO Council has asked the SCI to study — email voting and procedural waivers -- in the format of the questions listed in the charter. In addition, for future requests as Mikey O'Conner suggested staff will create an online form that requesters can complete when they have issues to bring to the SCI. The format in the charter is:</span><o:p></o:p></p></div><div><ol style='margin-top:0in' start=1 type=1><li class=MsoNormal style='color:black;mso-list:l2 level1 lfo3'><span style='font-family:"Calibri","sans-serif"'>Which group do you represent? (E.g. Council, WG.)</span><o:p></o:p></li><li class=MsoNormal style='color:black;mso-list:l2 level1 lfo3'><span style='font-family:"Calibri","sans-serif"'>To which rules or processes do you refer?</span><o:p></o:p></li><li class=MsoNormal style='color:black;mso-list:l2 level1 lfo3'><span style='font-family:"Calibri","sans-serif"'>Please outline the problems</span><o:p></o:p></li><li class=MsoNormal style='color:black;mso-list:l2 level1 lfo3'><span style='font-family:"Calibri","sans-serif"'>What specific changes do you propose to address the identified problems?</span><o:p></o:p></li><li class=MsoNormal style='color:black;mso-list:l2 level1 lfo3'><span style='font-family:"Calibri","sans-serif"'>Do you have any additional suggestion for making the rules/processes easier to administer?</span><o:p></o:p></li></ol></div><div><p class=MsoNormal><span style='font-size:10.5pt;font-family:"Calibri","sans-serif";color:black'> </span><o:p></o:p></p></div><div><p class=MsoNormal><span style='font-size:10.5pt;font-family:"Calibri","sans-serif";color:black'>In particular, the GNSO Council requested that the SCI should take up these two new issues in its Wrap Up meeting in Durban on 17 July. Accordingly, I've reviewed the transcript from that meeting and pulled out the relevant information from the brief discussion of these topics. I've put that information into the form of the questions from the charter. Please see the information below and also on the wiki at: </span><a href="https://community.icann.org/display/gnsosci/16+November+2013"><span style='font-size:10.5pt;font-family:"Calibri","sans-serif"'>https://community.icann.org/display/gnsosci/16+November+2013</span></a><span style='font-size:10.5pt;font-family:"Calibri","sans-serif";color:black'>. These issues are on the agenda for the SCI's next meeting, which will be held face-to-face in Buenos Aires on Saturday, 16 November from 0700-0845 local time. The GNSO Secretariat will send out a notice and reminders for the meeting.</span><o:p></o:p></p></div><div><p class=MsoNormal><span style='font-size:10.5pt;font-family:"Calibri","sans-serif";color:black'> </span><o:p></o:p></p></div><div><p class=MsoNormal><span style='font-size:10.5pt;font-family:"Calibri","sans-serif";color:black'>Best Regards,</span><o:p></o:p></p></div><div><p class=MsoNormal><span style='font-size:10.5pt;font-family:"Calibri","sans-serif";color:black'> </span><o:p></o:p></p></div><div><p class=MsoNormal><span style='font-size:10.5pt;font-family:"Calibri","sans-serif";color:black'>Julie </span><o:p></o:p></p></div><div><p class=MsoNormal><span style='font-size:10.5pt;font-family:"Calibri","sans-serif";color:black'> </span><o:p></o:p></p></div><div><p class=MsoNormal><span style='font-size:10.5pt;font-family:"Calibri","sans-serif";color:black'>Julie Hedlund, Policy Director</span><o:p></o:p></p></div><div><p class=MsoNormal><span style='font-size:10.5pt;font-family:"Calibri","sans-serif";color:black'> </span><o:p></o:p></p></div><div><div><p class=MsoNormal><b><span style='font-size:10.5pt;font-family:"Calibri","sans-serif";color:black'>Email voting</span></b><span style='font-size:10.5pt;font-family:"Calibri","sans-serif";color:black'>:</span><o:p></o:p></p></div><div><p class=MsoNormal style='margin-left:.5in;text-indent:-.25in'><span style='font-size:13.5pt;font-family:"Calibri","sans-serif";color:black'>1.</span><span style='font-size:7.0pt;color:black'> </span><b><span style='font-family:"Calibri","sans-serif";color:black'>Which group do you represent?</span></b><span style='font-family:"Calibri","sans-serif";color:black'> GNSO Council</span><o:p></o:p></p><p class=MsoNormal style='margin-left:.5in;text-indent:-.25in'><span style='font-size:13.5pt;font-family:"Calibri","sans-serif";color:black'>2.</span><span style='font-size:7.0pt;color:black'> </span><b><span style='font-family:"Calibri","sans-serif";color:black'>To which rules or processes do you refer?</span></b><span style='font-family:"Calibri","sans-serif";color:black'> Voting</span><o:p></o:p></p><p class=MsoNormal style='margin-left:.5in;text-indent:-.25in'><span style='font-size:13.5pt;font-family:"Calibri","sans-serif";color:black'>3.</span><span style='font-size:7.0pt;color:black'> </span><b><span style='font-family:"Calibri","sans-serif";color:black'>Please outline the problems:</span></b><span style='font-family:"Calibri","sans-serif";color:black'> The Council does not have a mechanism to conduct votes outside of a meeting.</span><o:p></o:p></p><ol style='margin-top:0in' start=4 type=1><li class=MsoNormal style='color:black;mso-list:l1 level1 lfo6'><b><span style='font-family:"Calibri","sans-serif"'>What specific changes do you propose to address the identified problems? </span></b><span style='font-family:"Calibri","sans-serif"'> The SCI should consider whether and how the Council could vote outside of a meeting and under what circumstances. Quote from Jonathan Robinson in the Council transcript at the Wrap Up Meeting in Durban on 18 July 2013: "So I wanted - an issue I wanted us to consider maybe giving to the SCI and then to the group or to a committee to look at is I’d like to rethink about whether potentially voting by email or something like that is a possibility? I know we’ve looked at it on and off over the years.…And if that would help speed things along it would be great to just look at that issue in just maybe we can’t do it first time around obviously but for future..." He raised this issue because the Council was in the process of scheduling a special meeting in August to conduct a vote.</span><o:p></o:p></li><li class=MsoNormal style='color:black;mso-list:l1 level1 lfo6'><b><span style='font-family:"Calibri","sans-serif"'>Do you have any additional suggestion for making the rules/processes easier to administer?</span></b><span style='font-family:"Calibri","sans-serif"'> Voting by email could in some circumstances enable the Council to avoid having to schedule a special meeting for a vote that has to occur quickly.</span><o:p></o:p></li></ol><div><p class=MsoNormal><span style='font-size:10.5pt;font-family:"Calibri","sans-serif";color:black'> </span><o:p></o:p></p></div><div><div><p class=MsoNormal><b><span style='font-size:10.5pt;font-family:"Calibri","sans-serif";color:black'>Waivers and/or Exceptions to the GNSO Council Operating Procedures</span></b><o:p></o:p></p></div><div><p class=MsoNormal style='margin-left:.5in;text-indent:-.25in'><span style='font-size:13.5pt;font-family:"Calibri","sans-serif";color:black'>1.</span><span style='font-size:7.0pt;color:black'> </span><b><span style='font-family:"Calibri","sans-serif";color:black'>Which group do you represent?</span></b><span style='font-family:"Calibri","sans-serif";color:black'> GNSO Council</span><o:p></o:p></p><p class=MsoNormal style='margin-left:.5in;text-indent:-.25in'><span style='font-size:13.5pt;font-family:"Calibri","sans-serif";color:black'>2.</span><span style='font-size:7.0pt;color:black'> </span><b><span style='font-family:"Calibri","sans-serif";color:black'>To which rules or processes do you refer?</span></b><span style='font-family:"Calibri","sans-serif";color:black'> Submitting a motion and possibly other procedures</span><o:p></o:p></p><ol style='margin-top:0in' start=3 type=1><li class=MsoNormal style='color:black;mso-list:l0 level1 lfo9'><b><span style='font-family:"Calibri","sans-serif"'>Please outline the problems:</span></b><span style='font-family:"Calibri","sans-serif"'> The Council does not have a mechanism to waive or invoke an exception to and of its operating procedures. An example is whether the deadline for submitting motions could be waived in certain circumstances. Quote from Jonathan Robinson in the transcript at the Wrap Up Meeting in Durban on 18 July 2013: "And essentially I wasn’t empowered as chair by our rulebook to allow that motion to be put on the table even if technically although we have done it by precedent and prior practice, even if no one objected from the council I didn’t really - there isn’t really device in the rulebook to allow that to take place. So I personally I think that’s an area we should look at is the - when and under what circumstances - formal council procedure can be bypassed in the event that there is no objection from the council?"</span><o:p></o:p></li><li class=MsoNormal style='color:black;mso-list:l0 level1 lfo9'><b><span style='font-family:"Calibri","sans-serif"'>What specific changes do you propose to address the identified problems?</span></b><span style='font-family:"Calibri","sans-serif"'> The SCI should consider whether and how the Council could vote outside of a meeting and under what circumstances.</span><o:p></o:p></li><li class=MsoNormal style='color:black;mso-list:l0 level1 lfo9'><b><span style='font-family:"Calibri","sans-serif"'>Do you have any additional suggestion for making the rules/processes easier to administer?</span></b><span style='font-family:"Calibri","sans-serif"'> A waiver mechanism could allow the Council to consider a motion or document after the deadline of notice/submission to the Council has passed.</span><o:p></o:p></li></ol></div></div></div></div><div><p class=MsoNormal><span style='font-size:10.5pt;font-family:"Calibri","sans-serif";color:black'> </span><o:p></o:p></p></div><p class=MsoNormal><span style='font-size:10.5pt;font-family:"Calibri","sans-serif";color:black'> </span><o:p></o:p></p><div class=MsoNormal align=center style='text-align:center'><span style='font-size:10.5pt;font-family:"Calibri","sans-serif";color:black'><hr size=2 width="100%" align=center></span></div><p class=MsoNormal><span style='font-size:7.5pt;font-family:"Arial","sans-serif";color:gray'><br>This message and any attachments are intended only for the use of the individual or entity to which they are addressed. 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The information transmitted in this message and any attachments may be privileged, is intended only for the personal and confidential use of the intended recipients, and is covered by the Electronic Communications Privacy Act, 18 U.S.C. §2510-2521. <br><br>In accordance with Internal Revenue Service Circular 230, we advise you that if this message or any attachments contains any tax advice, such tax advice was not intended or written to be used, and it cannot be used, by any taxpayer for the purpose of avoiding penalties that may be imposed on the taxpayer. </span><o:p></o:p></p></div></div></div></blockquote><blockquote style='margin-top:5.0pt;margin-bottom:5.0pt'><div><p class=MsoNormal><image001.gif><o:p></o:p></p></div></blockquote><blockquote style='margin-top:5.0pt;margin-bottom:5.0pt'><div><p class=MsoNormal><image002.jpg><o:p></o:p></p></div></blockquote></div></body></html>