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Home My WebLink About6/20/2012 - STAFF REPORTS - 2.C. Voting Delegates Page 1 of 2 ()I C;AOF09:NIA CITIES Voting Delegates TO: MAYORS, CITY MANAGERS AND CITY CLERKS RE: DESIGNATION OF VOTING DELEGATES AND ALTERNATES League of California Cities Annual Conference — September 5 - 7, San Diego The League's 2012 Annual Conference is scheduled for September 5 - 7 in San Diego. An important part of the Annual Con Annual Business Meeting (at the General Assembly), scheduled for noon on Friday, September 7, at the San Diego Conventi 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 apt alternate voting delegates, one of whom may vote in the event that the designated voting delegate is unable to serve in th Please complete the Voting Delegate form and return it to the League's office no later than Wednesday, Augr This will allow us time to establish voting delegate/alternates' 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 •Action by Council Required. Consistent with League bylaws, a city's voting delegate and up to two alternates must be designated by the city completing the attached Voting Delegate form, please attach either a copy of the council resolution that reflects the council action taken or have your ciN sign the form affirming that the names provided are those selected by the city council. Please note that designating the voting delegate and alternates mt 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 conference; they may register for Friday only. To register for the conference, please visit our registration page. In order to cast a vote, at least one persol at the Business Meeting and in possession of the voting delegate card.Voting delegates and akemates need to pick up their conference badges before s 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 voting area during the Business Meeting. •Transferring Voting Card to Non-Designated Individuals Not Allowed. The voting delegate card may be transferred freely bet delegate and alternates, but only between the voting delegate and alternates. If the voting delegate and alternates find themselves unable to attend the B 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.Admissi 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 alte 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 Diego Convention Center, will be open at times: Wednesday, September 5, 9:00 a.m. — 6:30 p.m.; Thursday, September 6, 7:00 a.m. — 4:00 p.m.; and September 7, a.m. The Voting Delegate Desk will also be open at the Business Meeting on Friday, but not during a roll call vote, should c undertaken. The voting procedures that will be used at the conference are attached to this memo. Please share these procedures and tl 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 Wedr 15. If you have questions, please contact Mary McCullough or at (916) 658-8247. www.cacities.orglac FTEM NO. http://s4.goeshow.com/cacities/annual/2012/resolutions voting.cfm 06/12/12 Voting Delegates Page 2 of 2 2012 Annual Conference Voting Procedures 1. 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 Annual Conference, each city council may designate a voting up to two alternates; these individuals are identified on the Voting Delegate Form provided to the League Credentials Comn 3. Registering with the Credentials Committee. The voting delegate, or alternates, may pick up the city's voting card Delegate.Desk in the conference registration area. Voting delegates and alternates must sign in at the Voting Delegate Desl 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 hav their city's voting card by providing a signature to the Credentials Committee at the Voting Delegate Desk, may sign petitiot 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 Credentials Committee. The voting card may be transferred freely between the voting delegate and alternates, but may not 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 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 determine the validity of signatures on petitions and the right of a city official to vote at the Business Meeting. Voting Delegate/Alternate Form Home I Sitemap I About the League I Contact Us 02 http://s4.goeshow.com/cacities/annual/2012/resolutiions_voting.cfin 06/12/12 LEAGUE 1400 K Street, Suite • Sacramento, California 95814 Phone:e: 916.658.8200 Fax: 916.658.8240.8240 OF CALIFORNIA www.cacities.org LI � C Annual Conference Voting Procedures 2012 Annual Conference 1. 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 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 (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 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. 7. 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. 03 LEAGUEOF i FORN[A CITY: CITIES _j 2012 ANNUAL CONFERENCE VOTING DELEGATE/ALTERNATE FORM Please complete this form and return it to the League office by Wednesday,August 15, 2012. 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(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: Name: Title: Title: PLEASE ATTACH 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 Mayor or City Clerk Phone: (circle one) (signature) Date: Please complete and return by Wednesday,August 15t", to: League of California Cities FAX: (916) 658-8240 ATTN: Mary McCullough E-mail: mmccullough@cacities.org 1400 K Street (916) 658-8247 Sacramento, CA 95814 04