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   INFORMATION NOTE ON PARTICIPATION AND VOTING at

THE annual general members’ meeting (AGMM)

1.0 Proxies

Members, you can appoint a proxy to represent you and vote on your behalf at the AGMM. A proxy can be any individual. The proxy form MUST be signed, stamped and returned 48 hours prior to the election to election-proxy@afrinic.net Please follow the steps below to appoint a proxy you must:

a. Log on to MyAFRINIC at https://my.afrinic.net/login; b. Navigate to ‘Election’ and ‘Access Election Centre’; c. Select the election in which you wish to participate; d. Choose the option ‘Appoint Proxy’; e. Fill the proxy form; f. Print the form, sign it and physically hand it over to the person being

appointed as your proxy. Note-1: According to Articles 12.12.(viii) and 12.12.(ix) of the AFRINIC Bylaws, a

person cannot hold more than 5 proxies during an election. To enforce this clause, you will be requested for the passport number (or ID) of the person that you would like to assign as a proxy while completing the proxy appointment form. As per Articles 12.12.(ix), no candidate to the election of Director shall act as a proxy for any member during such an election.

However, the above is not applicable for voting on resolutions. Note-2: Once you have appointed a proxy and generated the proxy

appointment form via MyAFRINIC, you can no longer cast a vote through the online Voting system.

Note-3: As per the Board approved current Election Guidelines, any person not

bearing the proxy appointment form that has been generated out of MyAFRINIC will not be accepted as a proxy at the AGMM.

2.0 Online Voting

As a registered Administrative Contact of your organisation, you have been assigned by default the voting right which grants you the privilege to cast your vote electronically.

 

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You could also assign that right (through MYAFRINIC) to another registered contact of your organisation to vote on your behalf. 2.1 To vote electronically, please follow the following steps:

a. Log on to MyAFRINIC at https://my.afrinic.net/login; b. Navigate to ‘Election’ and ‘Access Election Centre’; c. Select the election in which you wish to participate; d. Choose the option ‘Vote Online’.

2.2 To assign the online voting right to another registered contact of your organisation:

a. Log on to MyAFRINIC at https://my.afrinic.net/login ; b. Navigate to ‘MY Account’ and ‘User Administration’; c. Check the ‘Voter Role’ to a corresponding listed contact.

Note-4: To vote electronically, you must have a digital Certificate (BPKI)

issued by AFRINC. Please see the section below on how to generate a BPKI.

Note-5: Same procedures will be applicable for voting on Special Resolutions as

proposed by Members. 3.0 BPKI Certificate

A Digital Certificate (BPKI) is provided to identify you while performing an online transaction. It allows AFRINIC to confirm that you are indeed the representative of your organisation. To obtain a BPKI Certificate, you must be an authorised contact of your organisation.

a. If you are an Administrative Contact you should send an email to bpki-help@afrinic.net with proof of your identity (copy of government issued identification document or company ID card); b. If you are a Technical, Billing, Abuse or a General Contact, the Administrative Contact of your organisation must approve your request.

4.0 Election Proceedings

During the AGMM, Members are required to vote for seats on the AFRINIC Board, which are opened for renewal, and on any Special Resolutions as proposed by Members. Members can cast their votes either electronically or via paper ballots. Members who opt to vote electronically for Board Seats will also have to vote electronically on Special Resolutions.

 

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4.1 Electronic Voting Members can vote online as described in section 2.0 above. The online voting will be opened as from Monday 25 May 2015 at 00:00 UTC and will be closed on Thursday 4 June 2015 at 15:00 UTC for Board Seats election. With regards to Special Resolutions as proposed by Members, the online voting will start on the day of the AGMM. Please refer to the Notice of Meeting /Agenda. 4.2 Paper Ballots Paper ballots will also be made available for voting on Board seats and Special Resolutions to Members who have not voted electronically. As such, there will be a dedicated room where members can register for voting onsite and submit proxies. The room will be open as from Wednesday, 3 June 2015 for enquiries and proxy validation. Ballots will be distributed and be handed out only to Members who have not cast their vote online on Thursday 4 June 2015 from 08:00 hrs until 14:00 hrs (UTC+1 – Tunisia Local Time). It is important to have an identity document on your person, in case any form of identity verification is required either during voting registration, or handing out of the ballots. 5.0 Remote Participation Members that cannot attend the AGMM physically can participate remotely by: (i) following the webcast (ii) and sending their comments via the plenary session jabber room

on http://www.internetsummitafrica.org/en/remote-participation

6.0 Onsite AGMM Registration Only Members in good-standing (i.e. a member who has signed the AFRINIC Registration Service Agreement and has no unsettled financial debt with AFRINIC older than seven (7) days prior to Election Day.) will be allowed to participate in the Board Election. Registered contacts of member organizations (or designated proxies) will be required to register themselves prior to the AGMM in order to vote. An AFRINIC Member Services Booth will be made available and opened from the 1 June 2015 for Members attending the AGMM in Tunisia. You are kindly requested to proceed

 

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through it after your registration and meet our team for any further information that you may require.