<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-size: 14px; font-family: Calibri, sans-serif; "><div>Cintra, section 3.3. of the GNSO operating procedures outline the current requirements for notice and planning of meetings. </div><div><br></div><div>In relation to point 3, please note that per section 4.6 of the GNSO Operating Procedures only existing GNSO Council members can serve as a proxy. Also, should a temporary alternate be appointed per section 4.7, this also foresees that the temporary alternate is added to the mailing list and included in all the relevant discussions to ensure that he or she is 'knowledgeable on the matter at issue and qualified to represent the appointing organisation's interests'. </div><div><br></div><div>Best regards,</div><div><br></div><div>Marika</div><div><br></div><span id="OLK_SRC_BODY_SECTION"><div style="font-family:Calibri; font-size:11pt; text-align:left; color:black; BORDER-BOTTOM: medium none; BORDER-LEFT: medium none; PADDING-BOTTOM: 0in; PADDING-LEFT: 0in; PADDING-RIGHT: 0in; BORDER-TOP: #b5c4df 1pt solid; BORDER-RIGHT: medium none; PADDING-TOP: 3pt"><span style="font-weight:bold">From: </span> Cintra Sooknanan <<a href="mailto:cintra.sooknanan@gmail.com">cintra.sooknanan@gmail.com</a>><br><span style="font-weight:bold">Date: </span> Wednesday 9 April 2014 02:21<br><span style="font-weight:bold">To: </span> "Shatan, Gregory S." <<a href="mailto:GShatan@reedsmith.com">GShatan@reedsmith.com</a>><br><span style="font-weight:bold">Cc: </span> "<a href="mailto:gnso-improvem-impl-sc@icann.org">gnso-improvem-impl-sc@icann.org</a>" <<a href="mailto:gnso-improvem-impl-sc@icann.org">gnso-improvem-impl-sc@icann.org</a>><br><span style="font-weight:bold">Subject: </span> Re: [gnso-improvem-impl-sc] FW: Waiver of 10 Day Requirement for Submission of a Motion<br></div><div><br></div><div><meta http-equiv="Content-Type" content="text/html; charset=utf-8"><div><div dir="ltr"><font face="arial,helvetica,sans-serif">Dear Greg</font><div><font face="arial,helvetica,sans-serif"><br></font></div><div><font face="arial,helvetica,sans-serif">Thanks for resending this text and for going through it on today's call. Since time was against us I have outlined some queries below -</font></div><div><font face="arial,helvetica,sans-serif"><br></font></div><div><font face="arial,helvetica,sans-serif">1. Perhaps a separate section/clause should be created for the time of the meetings? The time of the meeting is an important consideration but it does not seem to fit within Notice of Meeting.</font></div><div><font face="arial,helvetica,sans-serif"><br></font></div><div><font face="arial,helvetica,sans-serif">2. Which Rules are referred to at the end of the second to last paragraph? Is it the GNSO rules, the rules in the clause relating to the Notice of Meetings or otherwise? To avoid ambiguity this could be clarified.</font></div><div><font face="arial,helvetica,sans-serif"><br></font></div><div><font face="arial,helvetica,sans-serif">3. The 24 hour advance motion submission deadline seems appropriate. But I am concerned that a proxy (who is expected to vote) is sufficiently aware or informed of the issue since there is no similar timeframe
for the declaration of a proxy. On first consideration it appears that the declaration of proxy must work in tandem with the 24 hour motion notice period. </font></div><div><span style="font-family: arial, helvetica, sans-serif; ">If that the proxy is not declared in advance of the meeting to ensure that they receive the 24 hour notice and </span><span style="font-family: arial, helvetica, sans-serif; ">the proxies are not on the GNSO
Council; then I believe there should be inclusion of proxies receiving 24 hour notice in the first bullet.</span><br></div><div><font face="arial,helvetica,sans-serif"><br></font></div><div><font face="arial,helvetica,sans-serif">Thanks for your consideration and comment. </font></div><div><font face="arial,helvetica,sans-serif"><br></font></div><div><font face="arial,helvetica,sans-serif">Kind regards</font></div><div><font face="arial,helvetica,sans-serif"><br></font></div><div><font face="arial,helvetica,sans-serif">Cintra</font></div><div class="gmail_extra"><br></div><div class="gmail_extra"><br><br><div class="gmail_quote">On Tue, Apr 8, 2014 at 3:39 PM, Shatan, Gregory S. <span dir="ltr">
<<a href="mailto:GShatan@reedsmith.com" target="_blank">GShatan@reedsmith.com</a>></span> wrote:<br><blockquote class="gmail_quote" style="margin:0px 0px 0px 0.8ex;border-left-width:1px;border-left-color:rgb(204,204,204);border-left-style:solid;padding-left:1ex"><div lang="EN-US" link="blue" vlink="purple"><p></p><div><p class="MsoNormal"><span style="color:rgb(31,73,125)">Resending.<u></u><u></u></span></p><p class="MsoNormal"><span style="color:rgb(31,73,125)"><u></u> <u></u></span></p><div><div style="border-style:solid none none;border-top-color:rgb(181,196,223);border-top-width:1pt;padding:3pt 0in 0in"><p class="MsoNormal"><b><span style="font-size: 10pt; font-family: Tahoma, sans-serif; ">From:</span></b><span style="font-size: 10pt; font-family: Tahoma, sans-serif; "> Shatan, Gregory S.
<br></span></p><div class=""><b>Sent:</b> Friday, March 21, 2014 12:54 PM<br><b>To:</b> <a href="mailto:gnso-improvem-impl-sc@icann.org" target="_blank">gnso-improvem-impl-sc@icann.org</a><br></div><b>Subject:</b> Waiver of 10 Day Requirement for Submission of a Motion<u></u><u></u><p></p></div></div><div><div class="h5"><p class="MsoNormal"><u></u> <u></u></p><p class="MsoNormal"><span style="color:rgb(31,73,125)">All:<u></u><u></u></span></p><p class="MsoNormal"><span style="color:rgb(31,73,125)"><u></u> <u></u></span></p><p class="MsoNormal"><span style="color:rgb(31,73,125)">I look forward to meeting with you (and in some cases meeting you) in a few hours. Marika and I have prepared the following proposed language relating to the above issue (a Word version is also attached).
The new language is in italics (if you can’t see italics, it begins with ”(the “Submission Deadline”)” and proceeds for the next two paragraphs).<u></u><u></u></span></p><p class="MsoNormal"><span style="color:rgb(31,73,125)"><u></u> <u></u></span></p><p class="MsoNormal" style="text-autospace:none"><span style="font-size: 12pt; font-family: 'Times New Roman', serif; ">3.3 Notice of Meetings<u></u><u></u></span></p><p class="MsoNormal" style="text-autospace:none"><span style="font-size: 12pt; font-family: 'Times New Roman', serif; "><u></u> <u></u></span></p><p class="MsoNormal" style="text-autospace:none"><span style="font-size: 12pt; font-family: 'Times New Roman', serif; ">Advance notice of meetings shall be posted on the GNSO website, if reasonably practicable, at least 7 days in advance of the meeting for Administrative
issues and 14 days in advance for Policy issues. Advance notice shall also be posted to other GNSO Council work spaces where practical.<u></u><u></u></span></p><p class="MsoNormal" style="text-autospace:none"><span style="font-size: 12pt; font-family: 'Times New Roman', serif; "><u></u> <u></u></span></p><p class="MsoNormal" style="text-autospace:none"><span style="font-size: 12pt; font-family: 'Times New Roman', serif; ">Reports and motions should be submitted to the GNSO Council for inclusion on the agenda as soon as possible, but no later than 23h59 Coordinated
Universal Time (UTC) on the day, 10 calendar days before the GNSO Council meeting
<i>(the “Submission Deadline”)</i>.<u></u><u></u></span></p><p class="MsoNormal" style="text-autospace:none"><span style="font-size: 12pt; font-family: 'Times New Roman', serif; "><u></u> <u></u></span></p><p class="MsoNormal" style="text-autospace:none"><i><span style="font-size: 12pt; font-family: 'Times New Roman', serif; ">If a motion is submitted after the Submission Deadline, the GNSO Council shall consider the motion if the following requirements are met:
<u></u><u></u></span></i></p><p class="MsoNormal" style="text-autospace:none"><i><span style="font-size: 12pt; font-family: 'Times New Roman', serif; "><u></u> <u></u></span></i></p><ul style="margin-top:0in" type="disc"><li class="MsoNormal" style="text-autospace:none"><i><span style="font-size: 12pt; font-family: 'Times New Roman', serif; ">The motion is submitted to the GNSO Council at least 24 hours in advance of the GNSO Council meeting;
<u></u><u></u></span></i></li><li class="MsoNormal" style="text-autospace:none"><i><span style="font-size: 12pt; font-family: 'Times New Roman', serif; ">The motion is accompanied by a request to consider the motion despite submission after the Submission Deadline (a “Request for Consideration”);<u></u><u></u></span></i></li><li class="MsoNormal" style="text-autospace:none"><i><span style="font-size: 12pt; font-family: 'Times New Roman', serif; ">A vote on the Request for Consideration shall be called as the first order of business for the agenda item that deals with the motion. The
vote on the Request for Consideration must be unanimous (i.e., all Councilors or their proxies must vote and all votes cast must be in favor of considering the motion at such GNSO Council meeting) for the motion to be considered at such GNSO Council meeting.<u></u><u></u></span></i></li></ul><p class="MsoNormal" style="text-autospace:none"><i><span style="font-size: 12pt; font-family: 'Times New Roman', serif; "><u></u> <u></u></span></i></p><p class="MsoNormal" style="text-autospace:none"><i><span style="font-size: 12pt; font-family: 'Times New Roman', serif; ">If these requirements are not met, the motion shall be considered at the next GNSO Council meeting, provided that the motion has been submitted
prior to the Submission Deadline for such next GNSO Council meeting. If not, the requirements above must be met for consideration at such next GNSO Council meeting. For the avoidance of doubt, if the requirements above are not met, the motion shall not be
considered “submitted” for purposes of these Rules.<u></u><u></u></span></i></p><p class="MsoNormal" style="text-autospace:none"><span style="font-size: 12pt; font-family: 'Times New Roman', serif; "><u></u> <u></u></span></p><p class="MsoNormal" style="text-autospace:none"><span style="font-size: 12pt; font-family: 'Times New Roman', serif; ">The time of the meetings may vary to accommodate the different geographic regions represented by GNSO Council members. By way of guidance, start
times corresponding to local times for the GNSO Council members earlier than 0600 and later than 2300 should be avoided where possible.<u></u><u></u></span></p><p class="MsoNormal"><u></u> <u></u></p><p class="MsoNormal"><span style="color:rgb(31,73,125)">We look forward to your comments. (Note that this language has not been reviewed by my constituency, the IPC.)<u></u><u></u></span></p><p class="MsoNormal"><span style="color:rgb(31,73,125)"><u></u> <u></u></span></p><p class="MsoNormal"><span style="color:rgb(31,73,125)">Best regards,<u></u><u></u></span></p><p class="MsoNormal"><span style="color:rgb(31,73,125)"><u></u> <u></u></span></p><p class="MsoNormal"><span style="color:rgb(31,73,125)">Greg<u></u><u></u></span></p><p class="MsoNormal"><u></u> <u></u></p><p class="MsoNormal"><b><span style="color:rgb(31,73,125)">Gregory S. Shatan</span></b><span style="color:rgb(31,73,125)"><br></span><b><span style="font-size:9pt;color:rgb(79,129,189)">Deputy Chair | Tech Transactions Group</span></b><span style="font-size:9pt;color:rgb(79,129,189)"><br><b>IP | Technology | Media</b></span><span style="font-size:8pt;color:rgb(31,73,125)"><br></span><b><span style="font-size:18pt;font-family:FeniceRegular">Reed</span></b><b><span style="font-size:18pt;font-family:FeniceRegular;color:red">Smith</span></b><span style="font-size:10pt;font-family:AkzidenzGroteskBELight;color:gray">LLP</span><br><span style="font-size:9pt;color:rgb(79,129,189)">The business of relationships</span><span style="font-size:9pt"><br></span><span style="font-size:10pt;color:rgb(31,73,125)">599 Lexington Avenue<br>
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