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Home My WebLink About10- City Clerk CITY OF SAN BERNARDINO - REQUEST FOR COUNCI<A�O�Y N A L From: Rachel G. Clark, City Clerk Subject: Designation of Voting Delegate and Alternate Voting Delegate for the Dept: City Clerk League of California Cities Annual Conference to be held September 16-18, Date: July 29, 2009 2009 in San Jose, California Council Meeting: August 17, 2009 Synopsis of Previous Council Action: 09/02/2008 - Council Member Derry was designated as the City of San Bernardino's voting delegate for the League of California Cities Annual Conference held September 24-27, 2008 in Long Beach, California. Recommended Motion: That Council Member Brinker be designated as the City of San Bernardino's voting delegate and City Manager Charles McNeely be designated as the alternate voting delegate for the League of California Cities Annual Conference to be held September 16-18, 2009 in San Jose, California. Signature Contact person: Rachel G. Clark. City Clerk Phone: 384-5002 Supporting data attached: Staff Rcnort Ward: FUNDING REQUIREMENTS: Amount: Source: (Acct.No.) (Acct.Description) Finance: Council Notes: Agenda Item No. /0 ?-t I-0q STAFF REPORT TO: Honorable Mayor and Members of the Common Council FROM: Rachel G. Clark, City Clerk DATE: July 29, 2009 SUBJECT: Designation of Voting Delegate and Alternate Voting Delegate for League of California Cities Annual Conference to be held September 16-18, 2009 in San Jose, California The League of California Cities Annual Conference will take place Wednesday, September 16 through Friday, September 18, 2009, in San Jose, California. One very important aspect of the Annual Conference is the General Business Meeting when the membership takes action on conference resolutions. Annual conference resolutions guide cities and the League in efforts to improve the quality, responsiveness and vitality of local government in California. To expedite the conduct of business at the above-referenced policy-making meeting, the League has requested that each City designate a voting representative and up to two alternate voting delegates. At least one must be present at the Business Meeting on Friday, September 18, 2009, and in possession of the voting card in order to cast a vote. Council Member Brinker and City Manager Charles McNeely will be attending this year's conference. Therefore, it is recommended that the Council designate Council Member Brinker as the City's voting delegate and City Manager Charles McNeely as the alternate voting delegate. Voting delegates must be designated as soon as possible so that proper records can be established for the conference. The City Clerk's Office must return the "Voting Delegate Form" to Sacramento no later than Friday, August 21, 2009. LEAGUE 1400 K Street, Suite 400 •Sacramento, California`+.— Phone: 916.658.8200 Fax: 916.658.8240.8240 OF CALIFORNIA www.cacities.org �\ CITIES Council Action Required by August 21, 2009 June 5, 2009 TO: Mayors, City Managers and City Clerks RE: DESIGNATION OF VOTING DELEGATES AND ALTERNATES League of California Cities Annual 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 19' , at, at these 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 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. 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 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. -more- • 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 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 21 st. If you have questions,please call Mary McCullough at(916)658-8247. Attachments: • 2009 Annual Conference Voting Procedures • Voting Delegate/Alternate Form I 1 1 i i i r i I