[council] e-mail votes v3
Thanks to Ken , J Scott and Glen for further input. It seems
we can accommodate all these suggestions. See latest text below. (Note there has
been some re-arranging of the existing text and subsequent paragraph
re-numbering)
Philip.
Proposed new section 13. E-mail voting
v3
DNSO 13.1 The DNSO secretariat will typically act as returning officer for an e-mail vote. All votes using the DNSO secretariat voting software have resource implications. Any vote of the NC or General Assembly (GA) undertaken by the DNSO secretariat must be requested by the Names Council chair. The NC chair will not ordinarily refuse a request for a vote from the chair of the GA for a GA vote, so long as there is no cost implication from overtime or other costs above that expected in the annual DNSO secretariat budget. 13.2 The voting period for any vote will ordinarily be 14
days. In exceptional circumstances it may be shorter. A reminder will be sent
out two or three days before the end of the vote reminding the registered voters
to vote before the close of the vote. The returning officer should confirm
receipt of vote back to all voters. If a voter does not receive a receipt within
one working day then the onus is on the voter to contact the secretariat and if
necessary vote by telephone. Once the vote is closed, the address to which the
ballot is sent is no longer valid and an out-of-time vote will be returned to
sender. The result of the e-mail vote will be declared as soon as practicable
once known.
Names Council e-mail votes
13.3 ICANN by-laws VI-B 2(h) requires that NC members “can speak to and hear one another” for an NC meeting to be valid. Votes taken by e-mail therefore have to be validated at a subsequent meeting. 13.4 Typically at the meeting of the Names Council following
an e-mail vote, the Chair will ask for the e-mail vote to be validated by a
simple vote of approval. After such validation the result of the e-mail vote
will be an act of the Names Council.
13.5 Should there be any technical failure or other anomaly in
the e-mail vote, the Chair will ask NC members at the NC meeting following an
e-mail vote, to reaffirm their original or intended e-mail vote. NC members
cannot change their vote in a reaffirmation vote.
13.6 Under exceptional circumstances which must be described
by the Chair and agreed to by the NC by a two-thirds vote, it may be decided to
hold a fresh vote at which NC members may chose to vote differently from their
earlier e-mail vote.
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