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Home My WebLink About15 - NB-1 - Designation of Voting Delegate and Votin - 9/6/2016CITY COUNCIL AGENDA REPORT MEETING DATE: SEPTEMBER 6, 2016 ITEM NUMBER: NB -1 SUBJECT: DESIGNATION OF VOTING DELEGATE AND VOTING DELEGATE ALTERNATE(S) FOR 2016 LEAGUE OF CALIFORNIA CITIES ANNUAL CONFERENCE DATE: AUGUST 30, 2016 FROM: CEO'S OFFICE/ADMINISTRATION PRESENTATION BY: KELLY R. SHELTON, EXECUTIVE ASSISTANT TO THE CEO FOR FURTHER INFORMATION CONTACT: KELLY R. SHELTON @ 714-754-5328 RECOMMENDATION: That the City Council designates a member of the City Council as Costa Mesa's voting delegate and a voting delegate alternate(s) for the 2016 League of California Cities Annual Conference. BACKGROUND: The League of California Cities' 2016 Annual Conference is scheduled for October 5 -7 in Long Beach. An important part of the Conference is the Annual Business Meeting. In order to vote at this meeting, the City Council must designate a voting delegate and may designate voting delegate alternate(s) (Attachment 1). ANALYSIS: The designation of a voting delegate will allow the City to participate in the Annual Business Meeting. It is at this meeting that the League membership considers and takes action on resolutions that establish League policy throughout the coming year. Consistent with League bylaws, a city's voting delegate must be designated by the City Council. The City Clerk or Mayor must sign the attached form affirming that the names provided are those that were selected by the City Council (see Attachment 2). The voting delegate must be registered to attend the conference. The delegate must be present at the Business Meeting and in possession of the voting card in order to cast a vote. If the delegate is unable to attend the Business Meeting, they may not transfer the voting card to another city official. Currently, Council Members registered to attend the conference are: Mayor Mensinger, Mayor Pro Tem Righeimer and Council Member Genis. ALTERNATIVES CONSIDERED Do not appoint a delegate. FISCAL REVIEW: None required. LEGAL REVIEW: None required. ASSISTANT TO THE CEO Attachments 1 Call for Desi nation of Voting Delegates 2 Voting Delegate/Alternate Form ^ z Attachment 1 1400 K Street, Phone: 91 658 8200 Fax: 9 fornia 95814 T E A v Ee 16.658.8240 0-CAUrORNIA z CITIES www.cacities.org Council Action Advised by July 3112016 June 10, 2016 TO: Mayors, City Managers and City Clerks RE: DESIGNATION OF VOTING DELEGATES AND ALTERNATES League of California Cities Annual Conference — October 5 —7, Long Beach The League's 2016 Annual Conference is scheduled for October 5 — 7 in Long Beach. An important part of the Annual Conference is the Annual Business Meeting (during General Assembly), scheduled for noon on Friday, October 7, at the Long Beach Convention Center. At this meeting, the League membership considers and takes action on resolutions that establish League policy. In 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 23, 2016. This will allow us time to establish voting delegate/alternate 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 copy of the council resolution that reflects the council action taken, or have your city clerk or mayor sign the form affirming that the names provided are those selected by the city council. Please note that designating the voting delegate and alternates must be done by city council action and cannot be accomplished by individual action of the mayor 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: wvw.cacities.org. In order to cast a vote, at least one voter must be present at the Business Meeting and in possession of the voting delegate card. Voting delegates and alternates need to pick tip 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. • Transferring Voting Card to Non -Designated Individuals Not Allowed. The voting delegate card may be transferred freely 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. • 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 Long Beach Convention Center, will be open at tite following times: Wednesday, October 5,' 8:00 a.m. — 6:00 p.m.; Thursday, October 6, 7:00 a.m. —4:00 p.m.; and Friday, October 7, 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 23. If you have questions, please call Kayla Gibson at (916)658-8247. Attachments: • Annual Conference Voting Procedures • Voting Delegate/Alternate Form Annual Conference Voting Procedures 1. One City One Vote. Each member city has a right to cast one vote on matters peitaining to League policy. 2. Designating a City Voting Representative. Prior to the Annual 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. Registering with the Credentials Committee. The voting delegate, or alternates, may pick up the city's voting card at the 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 thus be admitted to the voting area at the Business Meeting. 4. Signing Initiated Resolution Petitions. Only those individuals who are voting delegates (o• alternates), and who have picked up their city's voting card by providing a signature to the Credentials Committee 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 card and be registered with the Credentials Committee. 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. Voting Area at Business Meeting. At the Business Meeting, individuals with a voting card will sit in a designated area. Admission will be limited to those individuals with a special sticker on their name badge identifying them as a voting delegate or alternate. Resolving Disputes. In case of dispute, the Credentials Committee will determine the validity of signatures on petitioned resolutions and the right of a city official to vote at the Business Meeting. Attachment 2 GUE O �AIFFOItN1A CITY: _= CITIES 2016 ANNUAL CONFERENCE VOTING DELEGATEIALTERNATE FORM Please complete this form and return it to the League office by Friday, _September 23.2016. Forms not sent by this deadline may be submitted to the Voting Delegate Desk located in the Annual Conference Registration Area. Your city council may designate one votine deleeate and up to two alternates. In order to vote at the Annual Business Meeting (General Assembly), voting delegates and alternates must be designated by your city council. Please attach the council resolution as proof of designation, As an alternative, the Mayor or City Clerk may sign this form, affirming that the designation reflects the action taken by the council. Please note: Voting delegates and alternates will be seated in a separate area at the Annual Business Meeting. Admission to this designated area will be limited to individuals (voting delegates and alternates) who are identified with a special sticker on their conference badge. This sticker can be obtained only at the Voting Delegate Desk. 1. VOTING DELEGATE Name: Title: 2. VOTING DELEGATE - ALTERNATE 3, VOTING DELEGATE - ALTERNATE Name: Title: PLEASE ATTACH COUNCIL RESOLUTION DESIGNATING VOTING DELEGATE AND ALTERNATES, Ku ATTEST: I affirm that the information provided reflects action by the city council to designate the voting delegate and alternate(s). Name: Mayor or City Clerk (circle one) (signature) Date: E-mail Phone: Please complete and return by Friday. September 23, 2016 League of California Cities FAX: (916) 658-8240 ATTN: Kayla Gibson E-mail: kgibson@cacities.org 1400 K Street, 4'h Floor (916) 658-8247 Sacramento, CA 95814