09. League of CA Cities
1400 K STREET
SACRAMENTO, CA 95814
PH: (916) 658-8200
FX: (916) 658-8240
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''I./'XNl. CACITIES. 0 RG
June 7, 2006
TO: Mayors, City Managers and City Clerks
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 delegate/alternate 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.
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. 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/Alternate Form
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1400 K Street, Suite 400. Sacramento, California 95814
Phone: 916.658.8200 Fax: 916.658.8240
www.cacities.org
Annual Conference Voting Procedures
2006 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 designates a voting delegate and an alternate; these individuals are identified in the
Voting Delegate Form provided to the League Credentials Committee.
3. 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.
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.
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.
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