Kiri

To: Council List A and B1

Dear Councillors,

I would like to draw your attention to the following important elements for the extraordinary Council meeting on 4^th February 2026. See also the Invitation for other details.

•           I note that current registrations for the meeting are below normal numbers and you are kindly encouraged to register in case you intend to participate. To cater for those not registered yet the deadline for registration has been extended to Monday 2 February 2026.

•           Participants should log in at least 10 min prior to the start of the meeting, so participants are present when we check the quorum at the beginning of the meeting. Participants should also avoid leaving the meeting temporarily, because in case a vote is required an additional “roll call” will be conducted beforehand.

•           In case a vote is required it will be based on the MeetingHub Live question functionality. After the vote on the MeetingHub, a short coffee break will take place to verify the results and align the numeric result with the weighted voting in accordance with the contribution classes including abstentions.

•           If you provide a proxy to another country, please notify me and send a copy to Jaime Afonso ([email protected]), so this is registered well in advance of the meeting. The country that is given the proxy should make sure that it appoints an additional representative participating in the meeting to cast the vote. Please note that a participant can only cast one vote. The designated representative should register for the meeting as invited by chair.

•           In case of problems by logging in/speaking, hearing, please contact [email protected] by mail.

Please note again that the DEADLINE FOR REGISTRATION to the meeting has been extended to MONDAY 2 FEBRUARY 2026.

Dr Samuel Ritchie

Chair of Council