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HomeMy WebLinkAbout22 - Designation of Voting DelegatesAgenda Item No. 22 July 24, 2007 1400KNr , _ LEAGUE PH:(91 ) 658 82 95814 OF CALIFORNIA PH: (916) 658 -8200 � � ' ^ �`, ,% ex: (916) 658 - 8240'~.�' _ D (-' T T T C C _ W .CACIFIBS.ORG Please review this memo car 1 . ei it procedures were adopted in 2006 regarding desi�i to N n of Voting: and alternates and voting at the Annual Conference. June 8, 2007 TO: Mayors, City Managers and City Clerks RE. DESIGNATION OF VOTING DELEGATES AND ALTERNATES League of California Cities Annual Conference — September 5-8, Sacramento The League's 2007 Annual Conference is scheduled for September 5 -8 in Sacramento. An important part of the Annual Conference is the Annual Business Meeting, scheduled for Saturday morning, September 8, at the Hyatt Hotel in Sacramento. 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. In the event that the designated voting delegate is unable to serve in that capacity, your city may appoint up to two alternate voting delegates. The ability to appoint up to two alternates is the result of approval last year of a League bylaws amendment that increased the number of voting delegate alternates from one to two. Please complete the attached Voting Delegate form and return it to the League's office no. later than August 13, so that voting delegate /alternates records may be established prior to the conference. At the conference, voting delegate forms may be returned to the Voting Delegate Desk located in the conference registration area. 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. At least one must be present at the Business Meeting and in possession of voting card in order to cast a vote. Voting delegates and alternates -over- are requested to pick up their conference badges before signing in and picking up the voting delegate card at the Voting Delegates Desk. This will enable them to receive the special stamps 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 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. New 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 stamp on their name badge identifying them as a voting delegate or alternate. If the voting delegate and alternates wish to sit together, they should be sure to sign in at the Voting Delegate desk and obtain the special stamps on their badges. The Voting Delegate desk in the conference registration area will be open September 5, 6 and 7, and prior to the Business Meeting on September 8. The conference registration area will open at 12:00 p.m., on September 5, at the Sacramento Convention Center. 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 it and this memo with your council and especially with the individuals your council designates as your city's voting delegate and alternates. Once again, thank you for completing the voting delegate and alternate forth and returning it to the League office by August 13, 2007. If you have questions, please call Mary McCullough at (916) 658 -8247. Attachments: • 2007 Annual Conference Voting Procedures • Voting DelegatelAltemate Form O LEAGUE oU E CITIES CITY: NEWPORT BEACH 2007 ANNUAL CONFERENCE VOTING DELEGATE /ALTERNATE FORM Please complete this form and return it to the League office by August 13, 2007. Forms not sent by this deadline may be returned 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, 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 special area will be limited to individuals (voting delegates and alternates) who are identified with a special stamp on their conference badge. If your city's voting delegate and alternates wish to sit together at the Business Meeting, they are all encouraged to sign in at the Voting Desk in order to obtain the identifying stamp that will admit them to the special voting area. 1. VOTING DELEGATE Name: Leslie Daigle Title: Council Member 2. VOTING DELEGATE - ALTERNATE Name: None Title: 3. VOTING DELEGATE - ALTERNATE Name Title: None ATTEST (I affirm that the information provided reflects action by the city council to designate oting dele ate d alternate.) &Ae m-! � Name: Layonne M. Hark less Phone: 949- 644 -3005 Title: City Clerk Please complete and return by August 13 to: League of California Cities ATTN: Mary McCullough 1400 K Street Sacramento, CA 95814 Date: 7 -25 -07 FAX: (916) 658 -8240 ACMWotingDeleptel.mer.doc