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Home My WebLink About23 - Voting Delegate for League Annual Conference`v Agenda Item No. 23 July 25, 2006 1400 K NTT, LEAGUE PH:(91 )65882 95814 Of CALIFORNIA PH: (916) 658 -8200 - Fx: (916) 658 -8240 RECEIVED C IT I E S W%'W.CACITIES.ORG '06 IN 16 A9:19 June 7, 2006 OFFICE OF THE CITY CLERK TO: Mayors, City Managers and City AIMf NEWPORT BEACH RE: Designation of Voting Delegate and Alternate for 2006 League Annual Conference — September 6-9, San Diego Please review this memo carefully, as new procedures have been adopted regarding designation of voting delegates and alternates and voting at the Annual Conference. The League's 2006 Annual Conference is scheduled for September 6 -9 in San Diego. An important part of the Annual Conference is the Annual Business Meeting, scheduled for Saturday morning, September 9. 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 and may designate a voting delegate alternate. Please complete the attached voting delegate form and return it to the League's office no later than August 15 so that voting delegatelalternate 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 alternate 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 alternate must be done by city council action and cannot be accomplished by individual action of the mayor alone. Conference Registration Required. The voting delegate and alternate 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. • Transferring Voting Card to Non - Designated Individuals Not Allowed. The voting card may be transferred freely between the voting delegate and alternate, but only between the voting delegate and alternate. If the voting delegate and alternate find themselves unable to attend the Business Meeting, they may not transfer the voting card to another city official. -over- Options. In order to plan ahead for such situations, we suggest that when your council adopts the initial resolution designating the voting delegate and alternate that they also designate in a separate action, a second alternate, should one be needed. Verification of the appropriate city council action to designate the additional alternate should be used by the individual when requesting new alternate status at the voting desk. (Please note: A League bylaws change will be proposed at this year's conference to increase the number of alternates to two. However, if enacted, such a change will not go into effect until the 2007 conference.) 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 alternate wish to sit together, both should sign in at the Voting Delegate desk and obtain the special stamps on their badges. The voting procedures that will be used at the conference are attached to this memo. Please share them with your council and especially with the individuals your council designates as your city's voting delegate and alternate. The Voting Delegate desk in the registration area will be open September 6, 7 and 8 and prior to the Business Meeting on September 9. The Voting Delegate desk will also be open at the Business Meeting, but not during a roll call vote, should one be undertaken. Once again, thank you for completing the voting delegate and alternate form and returning it to the League office by August 15, 2006. If you have questions, please call Debbie Kinsey at (916) 658 -8221. Attachments: • 2006 Annual Conference Voting Procedures • Voting Delegate/Altemate Form LEAGUE 1400 K Street, Suite •Sacramento, California Phone: e: 9 916.658.8200 Fax: 916.658.8240 .8240 OF CALIFORNIA www.cacities.org CITIES Annual Conference Voting Procedures 2006 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 Annual Conference, each city council designates a voting delegate and an alternate; these individuals are identified in the Voting Delegate Form provided to the League Credentials Committee. Registering with the Credentials Committee. The voting delegate, or alternate, may pick up the city's voting card at the voting card desk in the conference registration area. 4. Signing Initiated Resolution Petitions. Only those individuals registered and with signatures on file with the Credentials Committee may sign petitions to initiate a resolution. 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. 6. New Voting Area at Business Meeting. At the Business Meeting, individuals with the voting card will sit in a separate area. Admission 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 alternate wish to sit together, both should sign in at the Voting Delegate desk and obtain the special stamps on their badges. 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. O EA�GUE CITIES CITY: 2006 ANNUAL CONFERENCE VOTING DELEGATE /ALTERNATE FORM Please complete this form and return it to the League office by August 15, 2006. Forms not sent by this deadline may be returned to the Voting Delegate Desk located in the Annual Conference Registration Area. 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: At this year's conference, 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 alternate wish to sit together at the Business Meeting, they are both encouraged to register at the Voting Desk in order to obtain the identifying stamp that will admit them to the special voting area. 1. VOTING DELEGATE 2. VOTING DELEGATE ALTERNATE Name: Name: Title: Title: ATTEST (I affirm that the information provided reflects action by the city council to designate the voting delegate and alternate.) Name: Phone: Title: Date: Please complete and return by August 15 to: League of California Cities ATTN: Debbie Kinsey 1400 K Street Sacramento, CA 95814 AQ00WotfngDelegaeLe0ee.dw FAX: (916) 658 -8240