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HomeMy WebLinkAbout20 - NB-4 - Attachment 1 - 8/4/2015Attachment 1 1400 K Street, Suite 400 • Sacramento, California 95814 LEAGUE" Phone: 916,658.8200 Fax: 916.658.8240 �- o�f CALIFORNIA www.cacities.org 1TT 4srU'zL; �_ �.J i L I E CV Council Action Advised by July 31, 2015 May 29, 2015 TO: Mayors, City Managers and City Clerks RE: DESIGNATION OF VOTING DELEGATES AND ALTERNATES League of California Cities Annual Conference — September 30 •- October 2, San Jose The League's 201SAnn ual Conference is scheduled for September 30 — October 2 in San Jose, Ail important part of the Annual Conference is the Annual Business Meeting (at the General Assembl)), scheduled for noon on Friday, October 2, at the San Jose Convention Center. At this meeting, the League membership considers and takes action on resolutions that establish League policy, inn order to vote at the Annual Business Meeting, your city council must designate a voting delegate. Your city may also appoint up to two alternate voting delegates, one of whom may vote in the event that the designated voting delegate is unable to serve in that capacity. Please complete the attached Voting Delegate form and return it to the League's office no later than Friday, September 18, 2015. This will allow us time to establish voting delegate/altercate records prior to the conference. Please note the following procedures that are intended to ensure the integrity of the voting process at the Annual Business Meeting. Action by Council Required. Consistent with League bylaws, a city's voting delegate and up to two alternates must be designated by the city council. When completing the attached Voting Delegate form, please attach either a coli of the council resolution that reflects the council action taken or have our city clerk or nnayor sign the form affirming that the names provided are those selected by the city council. Please note that desi ating the voting dele eRate and alternates must be done by city council action and cannot be accomplished by individual action of the ma or_or city manager alone. Conference Registration Required, The voting delegate and alternates must be registered to attend the conference. They need not register for the entire conference; they may register for Friday only, To register for the conference, please go to our website: www.cacities.org. In order to cast a vote, at least one voter must be present at the -over- Business Meeting and in possession of the voting delegate card. Voting delegates and alternates need to pick up their conference badges before signing in and picking up the voting delegate card at the Voting Delegate Desk, This will enable them to receive the special sticker on their name badges that will admit them into the voting area during the Business Meeting. o Transferring Voting Card to Non -Designated Individuals Not Allowed, The voting delegate card may be transferred fi•eely between the voting delegate and alternates, but only between the voting delegate and alternates. If the voting delegate and alternates find themselves unable to attend the Business Meeting, they may not transfer the voting card to another city official. e Seating Protocol during General Assembly. At. the Business Meeting, individuals with the voting card will sit in a separate area. Admission to this area will be limited to those individuals with a special sticker on their name badge identifying them as a voting delegate or alternate. If the voting delegate and alternates wish to sit together, they must sign in at the Voting Delegate Desk and obtain the special sticker on their badges. The Voting Delegate Desk, located in the conference registration area of the San Jose Convention Center, will be open at the following times: Wednesday, September 30, 8:00 a.m. — 6:00 p.m.; Thursday, October 1, 7:00 a.rn, — 4:00 pan.; and Friday, October 2, 7:30-10:00 a.m. The Voting Delegate Desk will also be open at the Business Meeting on Friday, but will be closed during roll calls and voting. The voting procedures that will be used at the conference are attached to this memo. Please share these procedures and this memo with your council and especially with the individuals that your council designates as your city's voting delegate and alternates. Once again, thank you for completing the voting delegate and alternate form and returning it to the League office by Friday, September 18. If you have questions, please call Kayla Gibson at (916)658.8247. Attachments: • 2015 Amoral Conference Voting Procedures • Voting Delegate/Alternate Form Annual Conference Voting Procedures 2015 Annual Conference One City One Vote. Each member city has a right to cast one vote on matters pertaining to League policy. 2. Designating a City Voting Representative. Prior to the Amoral Conference, each city council may designate a voting delegate and up to two alternates; these individuals are identified on the Voting Delegate Form provided to the League Credentials Committee. 3. Registerhig with the Credentials Committee. The voting delegate, or alternates, may pick tip the city's voting card at,(lie Voting Delegate Desk in the conference registration area. Voting delegates and alternates must sign in at the Voting Delegate Desk, Here they will receive a special sticker on their name badge and tints be admitted to the voting area at the Business Mecting, 4. Signing Initiated Resolution Petitions. Only those individuals who are voting delegates (or alternates), and who have picked up their city's voting card by providing a signature to the Credentials Conmuttee at the Voting Delegate Desk, may sign petitions to initiate a resolution. 5. Voting. To cast the city's vote, a city official must have in his or her possession the city's voting cart( and be registered with the Credentials Conviuttee. The voting card may be transferred freely between the voting delegate and alternates, but may not be transferred to another city official who is neither a voting delegate or alternate. 6. Vothrg Area at Bushness 1lfecting. At the Business Meeting, individuals with a voting card will sit in a designated area. Aduussion will be limited to those individuals with a special slicker on their name badge identifying them as a voting delegate or alternate. 7. Resolving Disputes, hi case of dispute, the Credentials Committee will determine the validity of siguatuies on petitioned resolutions and the right of a city official to vote at the Business Meeting.