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CITY OF SAN BERNARDINO—REQUEST FOR COUNCIL ACTION
Conference/Seminar
From: Georgeann "Gigi" Hanna M/CC Meeting Date: 07/15/2013
Prepared by: Georgeann"Gigi" Hanna,
Dept: City Clerk Ward(s): All
Subject:
City Council Voting Delegate and Alternate for League of California Cities Annual Conference,
September 18-20, 2013, in Sacramento, California(#2605)
Current Business Registration Certificate: Not Applicable
Financial Impact:
This item is solely to determine who, if any,the council chooses to be its voting delegate to the
annual conference. Any expenditure of funds would be dependent on the Council budget for
conferences.
Balance after approval of this item: <<Insert Amount>>
Please note this balance does not indicate available funding. It does not include non-encumbered
reoccurring expenses or expenses incurred,but not yet processed.
Motion: Designate a Voting Delegate and Alternates for the League of California Cities
Annual Conference 2013.
Background:
The League of California Cities annual conference is set for September 18-20 in Sacramento.
In order to vote at the Annual Business meeting taking place during the conference, the City
Council must designate a voting delegate. The City may appoint up to two alternate voting
delegates, one of whom may vote in the event that the designated voting delegate is unable to.
Supporting Documents:
LoC 2013 Registration (PDF)
Updated: 7/11/2013 by Georgeann"Gigi"Hanna Packet Pg.740` ;
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0 K Street, Suite 400• Sacramento, California 95814
LEAGhfim pli 3a Phone: 916.658.8200 Fax: 916.658.8240
OF CALIFORNIA www.cacities.org
C I T I E S
Council Action Advised by August 2,2013,,
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PLEASE NOTE: You are receiving this letter and form earlier than usual because hotel space d
near the Sacramento Convention Center for the Annual Conference will be especially tight this
year. As a result,we want to encourage you to make your hotel reservations early.
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April 26, 2013 U
TO: Mayors,City Managers and City Clerks o
RE: DESIGNATION OF VOTING DELEGATES AND ALTERNATES
League of California Cities Annual Conference—September 18 -20, Sacramento
The League's 2013 Annual Conference is scheduled for September 18 -20 in Sacramento. An
important part of the Annual Conference is the Annual Business Meeting (at the General w
Assembly), scheduled for noon on Friday, September 20, at the Sacramento Convention Center. At
this meeting, the League membership considers and takes action on resolutions that establish t
League policy. o
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 o
in the event that the designated voting delegate is unable to serve in that capacity. N
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Please complete the attached Voting Delegate form and return it to the League's office O
no later than Friday, August 23,2013. This will allow us time to establish voting
delegate/alternates' records prior to the conference.
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Please note the following procedures that are intended to ensure the integrity of the voting o
process at the Annual Business Meeting. N,
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• Action by Council Required. Consistent with League bylaws, a city's voting delegate J
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 en or have your city clerk or mayor§igri the form affirming _
that the names provided are those selected by the city council. Please note that a
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. To register for the conference,please go to our website:
www.cacities.org. In order to cast a vote, at least one person must be present,at the
Packet Pg.741
• 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.
• Transferring Voting Card to Non-Designated Individuals Noi"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 a
themselves unable to attend the Business Meeting, they may not transfer the voting card c
to another city official. L
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• Seating Protocol during General Assembly. At the Business Meeting,individuals with 0
the voting card will sit in a separate area. Admission to this area will be limited to those c
individuals with a special sticker on their name badge identifying their as a voting delegate ,o
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. c
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The Voting Delegate Desk, located in the conference registration area of the Sacramento
Convention Center,will be open at the following times: Wednesday, September 18, 9:00 a.m. --
6:30 p.m.; Thursday, September 19, 7:00 a.m. —4:00 p.m.; and September 20,7:30-10:00 a.m. .0
The Voting Delegate Desk will also be open at the Business Meeting on Friday, but not during a 2
roll call vote,should one be undertaken. C
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The voting procedures.that will be used at the conference are attached to this memo. Please w
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. o
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Once again,thank you for completing the voting delegate and alternate form and returning it to =
the League office by Friday, August 23. If you have questions, please call Mary McCullough at 2
(916) 658-8247.
Attachments:
M
2013 Annual Conference Voting Procedures o
• Voting Delegate/Alternate Form
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Packet Pg.742
LEAGUE 1400 K Street, Suite 400• Sacramento,,California 95814
Phone: 916.658.8200 Pax: 916.658.8240
OF CALIFORNIA www.cacities.org
LCITIES
Annual Conference Voting Procedures
w
2013 Annual Conference o
1, One City One Vote. Each member city has a right to cast one vote on matters pertaining to c
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 0
identified on the Voting Delegate Form provided to the League Credentials Committee.
3. Registering with the Credentials Committee. The voting delegate,or alternates,may o
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 o
the Business Meeting. a
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4. Signing Initiated Resolution Petitions. Only those individuals who are voting delegates o
(or alternates),and who have picked up their city's voting card by providing a signature to to
the Credentials Committee at the Voting Delegate Desk,may sign petitions to initiate a r-
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resolution.
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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 W
transferred freely between the voting delegate and alternates,but may not be transferred to 0
another city official who is neither a voting delegate or alternate. Ui
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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.
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7. Resolving Disputes. In case of dispute,the Credentials Committee will determine the a
validity of signatures on petitioned resolutions and the right of a city official to vote at the
Business Meeting.
Packet Pg.743
LEAGUE CITY:
OF CALIFORNIA
CITIES
2013 ANNUAL CONFERENCE
VOTING DELEGATE/ALTERNATE FORM
Please complete this form and return it to the League office by Friday,August 23,2013.
Forms not sent by this deadline may 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 o
be designated by your city council. Please attach the council resolution as proof of designation. As an V
alternative,the Mayor or City Clerk may sign this form,affirming that the designation reflects the action •.yD
taken by the council. v
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Please note: Voting delegates and alternates will be seated in a separate area at the Annual Business c
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 v
obtained only at the Voting Delegate Desk. o
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1. VOTING DELEGATE
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Name:
Title: a
2. VOTING DELEGATE -ALTERNATE 3.VOTING DELEGATE-ALTERNATE
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Name: Name:
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Title: Title:
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PLEASE ATTACH COUNCIL RESOLUTION DESIGNATING VOTING DELEGATE r
AND ALTERNATES. a,
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OR r
ATTEST: I affirm that the information provided reflects action by the city council to c
designate the voting delegate and alternate(s). °
Name: E-mail.
Mayor or C-ity-C-Jerk- __ . Phone: ---- - -
(circle one) (signature) Q
Date:
Please complete and return by Friday,August 23,2013
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
Packet Pg.744'