[members-discuss] Executive Board Decisions on GM Voting

Dear Colleagues,

At the last RIPE NCC Executive Board Meeting we discussed the issues
that arose on the members-discuss mailing list regarding voting at the
General Meeting (GM). These issues were summarised in my last mail to
the list:
http://www.ripe.net/ripe/mail/archives/members-discuss/2014-July/001618.html

The Board decided the following:

A. Paper votes: There were some members who expressed concerns about
electronic voting and would like to retain paper voting. While the Board
believes that electronic voting is secure and stable, there is no
compelling reason to remove paper voting at this time. Removing paper
voting would also require a change to the Articles of Association.

The Board has therefore decided to retain paper voting for the moment.

B. Proxy voting: This method of voting is used less frequently, but some
members still use it and have indicated they would prefer to pass their
vote to someone more informed and who they trust. The fact that
submitting a proxy form requires some effort, and that members must submit
proxy forms at least two weeks before the GM, also reduces the
likelihood that proxy votes will be widely used. Removing proxy voting
would also require a change to the Articles of Association.

The Board has therefore decided to retain proxy voting for the moment.

C. Voting by acclamation: There was one suggestion to remove the
possibility to vote by acclamation, or "show of hands". This option is
not practically possible while there is electronic voting. However,
removing the option would require a change to the Articles of Association.

The Board has therefore decided not to remove this possibility from the
Articles of Association but in practice this option will not be used.

D. Extending the voting window: A number of members were in favour of
extending the voting window. Electronic votes make up the majority of
votes cast so the Board would like to do as much as possible to make it
convenient for remote participants to cast their votes. The new system
of registration through the LIR Portal means the registration period for
electronic voting can also be extended. These changes present no
administrative problems for the RIPE NCC and no change to the Articles
of Association is required.

The Board has therefore decided to extend registration for electronic
voting until 18:00 on the day of the GM and extend the voting window
until 09:00 on the Friday after the GM.

The voting issues will be raised during the Report from the Executive
Board at the General Meeting on 5 November. If you have any feedback on
the voting at the GM, we hope you will let us know either at the GM
itself or on this mailing list.

I encourage all members to register for the GM through the LIR Portal.
The new system allows you to register your attendance and voting
preferences quickly and securely:
https://www.ripe.net/lir-services/ncc/gm/november-2014/gm-registration

You can also see the discussion items and resolution to be voted on at:
https://www.ripe.net/lir-services/ncc/gm/november-2014/agenda-gm-november-2014

Regards,

Nigel Titley
RIPE NCC Executive Board Chairman