[council] Notification of voting outside a Council meeting: Council reply comment Nominating Committee Recommendations from the Board Working Group

[Glen de Saint Géry <Glen@xxxxxxxxx>]

Dear Councillors

The Council approved at the meeting on 11 December 2014, Voting Outside a 
Meeting, as described in Section 4.10  in the revised GNSO Operating 
Procedures<http://gnso.icann.org/en/council/op-procedures-13nov14-en.pdf> for 
the Council's reply comment on the Nominating Committee Recommendations from 
the Board Working Group.

The proposed timeline for this vote is:


1.      31 December 2014 23:59 UTC Final Council reply comment on the 
Nominating Committee Recommendations from the Board Working Group submitted to 
the Council mailing list.
Tony Holmes to hold the pen on refining the 
comment<http://gnso.icann.org/en/correspondence/council-comment-nomcom-recommendations-02dec14-en.pdf>
 up to 31 December 2014.

2.      Voting by electronic ballot:
Voting Opens Saturday, 3 January 2015

Voting Closes on Tuesday 6 January 2015 at 23:59 UTC.
If you foresee any connectivity issues during this period, please let me know 
so that alternate arrangements can be made.

3.      9 January 2015 Comments submitted to the public comment 
forum<https://www.icann.org/public-comments/bwg-nomcom-2014-08-21-en>

4.      All Council members, except the non-voting Nominating Committee 
Appointee are eligible to vote.


4. 10. 2<http://gnso.icann.org/en/council/op-procedures-13nov14-en.pdf> 
Determination; Notice. Voting outside a meeting may only occur when all of the 
following conditions are met:

a.      The GNSO Chair determines, after discussion with Council members, that 
the issue will have been adequately discussed and sufficient time given to each 
Stakeholder Group and Constituency to consider the issue by the time the vote 
is called;

      b.   The GNSO Chair determines, after discussion with Council members, 
that the Council's regular meeting schedule would make it difficult to resolve 
the issue without scheduling an extra meeting and this would be impractical in 
light of the circumstances at that time;

     c.     No Councilor objects to the vote being taken outside a regularly 
scheduled Council meeting; and

    d.     The GNSO Chair provides at least seven (7) calendar days' advance 
notice of the vote, along with notice of the beginning and ending day and hour 
of the voting period (in UTC), which period shall not be less than four (4) 
calendar days.

4. 10.3.1<http://gnso.icann.org/en/council/op-procedures-13nov14-en.pdf> 
Guidelines for Voting Outside a Meeting

As with votes taken during a regularly scheduled GNSO Council meeting, all 
votes taken outside a meeting will:

a. Be open (i.e., not by secret ballot);

b. Allow for the inclusion of voting statements in accordance with Section 
4.3.2 of these Operating Procedures; and

c. Have their outcomes published and recorded, with accompanying voter 
statements, if any, as minutes for purposes of formal record keeping. These 
items

are to be prepared and approved in accordance with Section 3.5 of these 
Operating Procedures, except that the relevant time period shall commence with 
the ending of the voting period.

4.10.3.2 Voting outside a meeting should normally be by electronic means. 
Methods used to transmit and record votes taken outside of meetings shall be 
authenticated and verifiable using the same criteria and applying the same 
standards as those used for absentee ballots under Section 4.4.3 of these 
Operating Procedures.

Please let me know if you have any questions.

Thank you.

Kind regards,



Glen

Glen de Saint Géry
GNSO Secretariat
gnso.secretariat@xxxxxxxxxxxxxx<mailto:gnso.secretariat@xxxxxxxxxxxxxx>
http://gnso.icann.org<http://gnso.icann.org/>