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Home My WebLink About7/1/2009 - STAFF REPORTS - 2.I. AC S'1TO, LEAGUE pn,(910 658 82 95814 �,.`�� OF CALI FORMA rk.(91 G)658-8200 �� 7 rx. (916) 658.8210 "" y C I T I E S W W V'/.CACITIES.02G Council Action Required by August 21, 2009 N e June 5, 2009 2 T C-- —<<1, -_ M n— cn � TO: Mayors, City Managers and City Clerks c �. RE: DESIGNATION OF VOTING DELEGATES AND ALTERNATES League of California Cities Anuual Conference—September 16-18, San Jose � The League's 2009 Annual Conference is scheduled for September 16-18 in San Jose. An important part of the Annual Conference is the Annual Business Meeting, scheduled for 3:15 p.m., Friday, September 18, at the San Jose 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. In order to establish voting delegate/alternates' records prior to the conference, please complete the attached Voting Delegate form and return it to the League's office no later than Friday, August 21, 2009. 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 cony of the council resolution that reflects the council action taken. or have your city clerk o_rmavor sisn 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 mana er 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. In order to cast a vote, at least one person must be present at the Business Meeting and in possession of the voting delegate card. Voting delegates and alternates need to pick up their conference badges before sighing 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. -more- 9VEVINO. � � , • 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 altemate. 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 16, 10:00 a.m.; Thursday, September 17, 7:30 a.m.; and September 18, 7:30 a.m. The Voting Delegate Desk will also be open at the Business Meeting, but not during a roll call vote, should one be undertaken. 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, August 21st. If you have questions, please call Mary McCullough at (916) 658-8247. Attachments: + 2009 Annual Conference Voting Procedures • Voting Delegate/Alternate Form P G r 7 LEAGUE E A E 1400 K Street, Suite 400 • Sacramento, California 95814 t,`L A.. h�., L, 1'i lJ Phone, 916 658.8200 Fax: 916.658.8240 OF CALIFORNIA www.cacities.org ILiLt CITIES . Annual Conference Voting Procedures 2009 Annual Conference 1. One City One Vote. Each mennber city has a right to cast one vote on matters pertaining to 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. IIere 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 (or 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 nor be transferred to another city official who is neither a voting delegare or alternate. 6. Voting Area at Business Meeting. At the Business Meeting, individuals with a voting card will sit in a separate area. Admission will be limited to those individuals with a special sticker on their name badge identifying them as a voting delegate or alternate. 7. Resolving Disputes. In case of dispute,the Credentials Committee will derermine the validity of signatures on petitioned resolutions and the right of a city official to vote at the Business Meeting- . � � LEAGUE Of CALIFOP�NIA CITY: CITIES 2009 ANNUAL CONFERENCE VOTING DELEGATE/ALTERNATE FORM Please complete this form and return it to the League office by Friday, August 21,2009. 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 voting delegate and up to two alternates. In order to vote at the Annual Business Meeting, 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, affinning 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 special 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: Name: Title: Title: PLEASE ATTACI4 COUNCIL RESOLUTION DESIGNATING VOTING DELEGATE AND ALTERNATES. OR ATTEST: I affirm that the information provided reflects action by the city council to designate the voting delegate and alternate(s). Name: E-mail Title: Phone: Date: Please complete and return by Friday. Autrusl 21 to: League of California Cities FAX: (916) 658-8240 ATTN: Mary McCullough E-mail: mccullom@cacities.org 1400 K Street (916) 658-8247 Sacramento, CA 95814 VonngDe1egoleLetter09 doc