[Euro-board] Seeking EURALO Board advice on Proxies

[Roberto Gaetano]

I agree but…

For sure I cannot see on the agenda of our AGM topics that could push folks to spoof proxies to get the majority on a possible vote, so I accept the cool approach. Moreover, if I remember correctly, we have a limit of two proxies to be accepted by each member present to the meeting, so I am fine.
For clarification, do we accept proxies only to members physically present or also to members attending by teleconference?

However, my paranoiac half - or even 2/3, as you do not work for 13 years at the IAEA Safeguards without being affected - suggests two safeguard measures:
- make sure that we keep in its integrity the proxy email, so that an audit on the headers could be performed should problem arise
- staff sends a brand new message (not a reply-to to the proxy email) to the official email address of the representatives of the ALS giving and taking the proxy confirming the recording of the proxy

This should not be too heavy a burden for staff, I assume.
Cheers,
Roberto




> On 21.11.2019, at 00:07, Olivier MJ Crépin-Leblond <ocl at gih.com> wrote:
> 
> Dear Colleagues,
> 
> as you know we are not running on the New EURALO Bylaws. The rule for
> Proxies is as follows:
> 
> 8.2.1.3. Proxies may only validly be appointed by a notice in writing (a
> “proxy notice”) which:
> 
> a. states the name and address of the Member appointing the proxy;
> b. identifies the person appointed to be that Member’s proxy and the
> General Assembly in relation to which that person is appointed;
> c. is signed by or on behalf of the Member appointing the proxy, or is
> authenticated in such manner as the Board may determine; and is
> delivered to the General Assembly in accordance with the articles and
> any instructions contained in the notice of the General Assembly to
> which they relate.
> 
> Sébastien and I have discussed this and the form of a proxy should
> really be in the operational rules, but in the absence of such rules at
> the present moment, we interpreted the Proxy rules as:
> 
> - the name and address of the member appointing the proxy is the name
> and the email address. We have always taken the email address as being
> authoritative
> 
> - It is our opinion that an email from the member, that clearly provides
> the name of the proxy they are nominating, is enough authentication for
> the appointment of a proxy. We are in a non-hostile environment and at
> this stage we cannot foresee that someone might forge emails to appoint
> proxies without the authority to do so.
> 
> Please confirm that this interpretation is supported by you.
> Kindest regards,
> 
> Olivier
> 
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