<html><head></head><body style="word-wrap: break-word; -webkit-nbsp-mode: space; -webkit-line-break: after-white-space; color: rgb(0, 0, 0); font-family: Calibri, sans-serif; font-size: 14px; "><div>Dear SCI members,</div><div><br></div><div><span style="font-family: Calibri; text-align: left; ">Glen de Saint Géry has helpfully provided to me information about how absentee ballots are conducted. She notes that </span>absentee ballots occur very rarely now since there is provision for proxy voting and temporary alternates. The ballots are always sent by email. Glen notes that email ballots have worked well and there have been only two cases ever of people not responding, not voting and in both cases it made no difference to the results. </div><p class="MsoNormal"><span lang="EN-US" style="font-family: Calibri, sans-serif; "><font size="3"><br><o:p></o:p></font></span></p><p class="MsoNormal"><font size="3"><span lang="EN-US" style="font-family: Calibri, sans-serif; ">Glen also noted that there was a time when there was an extra step whereby absent councilors were asked to send in a request for a ballot, but</span><span style="font-family: Calibri, sans-serif; "> this step was removed as cumbersome because of the short time span 72 hours to vote (and even a shorter window if the chair so decided) and different time zones. So the absent Councillors are simply sent the absentee ballot directly after the meeting.</span></font></p><p class="MsoPlainText"><span lang="EN-US" style="font-family: Calibri, sans-serif; "><span lang="EN-US"><br></span></span></p><p class="MsoPlainText"><span lang="EN-US" style="font-family: Calibri, sans-serif; "><span lang="EN-US">Glen added that the last time they used the absentee ballots was during the 31 October 2013 Council meeting for the </span><span lang="EN-US">Adoption of the Thick Whois Policy Development Process. She has sent a sample ballot below.</span></span></p><p class="MsoPlainText"><span lang="EN-US" style="font-family: Calibri, sans-serif; "><span lang="EN-US"><br></span></span></p><p class="MsoPlainText"><span lang="EN-US" style="font-family: Calibri, sans-serif; "><span lang="EN-US">Best regards,</span></span></p><p class="MsoPlainText"><span lang="EN-US" style="font-family: Calibri, sans-serif; "><span lang="EN-US">Julie</span></span></p><p class="MsoPlainText"><span lang="EN-US" style="font-family: Calibri, sans-serif; "><span lang="EN-US"><br></span></span></p><p class="MsoPlainText"><span lang="EN-US" style="font-family: Calibri, sans-serif; "><span lang="EN-US">Julie Hedlund, Policy Director</span></span></p><h3><span lang="EN-US" style="font-family: Calibri, sans-serif; "><font size="3">The absentee ballots look like this:<o:p></o:p></font></span></h3><p class="MsoPlainText"><span lang="EN-US" style="font-family: Calibri, sans-serif; ">Dear [Name of Councilor],<o:p></o:p></span></p><p class="MsoPlainText"><span lang="EN-US" style="font-family: Calibri, sans-serif; "> </span></p><p class="MsoPlainText"><span lang="EN-US" style="font-family: Calibri, sans-serif; ">Pursuant to the GNSO Council Operating Procedures section 4.4 Absentee Voting Procedures <a href="http://gnso.icann.org/council/gnso-op-procedures-07apr11-en.pdf">http://gnso.icann.org/council/gnso-op-procedures-07apr11-en.pdf</a> </span><span style="font-family: Calibri, sans-serif; ">absentee voting is allowed on the motion re: INSERT TITLE.</span></p><p class="MsoPlainText"><b><span lang="EN-US" style="font-family: Calibri, sans-serif; "> </span></b></p><p class="MsoPlainText"><span lang="EN-US" style="font-family: Calibri, sans-serif; ">Your absentee ballot follows. Please indicate your preference with an X and send the lines preceded with *asterisks directly to the GNSO Council Mailing list.<o:p></o:p></span></p><p class="MsoPlainText"><span lang="EN-US" style="font-family: Calibri, sans-serif; "> </span></p><p class="MsoPlainText"><span lang="EN-US" style="font-family: Calibri, sans-serif; ">* On the motion I vote:<o:p></o:p></span></p><p class="MsoPlainText"><span lang="EN-US" style="font-family: Calibri, sans-serif; ">* [ ] Yes<o:p></o:p></span></p><p class="MsoPlainText"><span lang="EN-US" style="font-family: Calibri, sans-serif; ">* [ ] No<o:p></o:p></span></p><p class="MsoPlainText"><span lang="EN-US" style="font-family: Calibri, sans-serif; ">* [ ] Abstain<o:p></o:p></span></p><p class="MsoPlainText"><span lang="EN-US" style="font-family: Calibri, sans-serif; ">* Password: Green-5<o:p></o:p></span></p><p class="MsoPlainText"><span lang="EN-US" style="font-family: Calibri, sans-serif; "> </span></p><p class="MsoPlainText"><span lang="EN-US" style="font-family: Calibri, sans-serif; ">This process should be completed within 72 hours of the meeting which ended at 13:05 UTC on [Date of Meeting].<o:p></o:p></span></p><p class="MsoPlainText"><span lang="EN-US" style="font-family: Calibri, sans-serif; ">(Completed ballots are due NLT 13:05 UTC, [Date])</span></p><style><!--
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