34. League of CA Cities voting delegate and alternate~oEAI ~~E
CITIES
1400 K Street, Suite 400 • Sacramento, California 95814
Phone: 916.658.8200 Fax: 916.658.8240
www.cacities.org
Please review this memo carefully. New procedures were
adopted in 2006 regarding designation of voting delegates and
alternates and voting at the Annual Conference.
June 13, 2008
TO: .Mayors, City Managers and City Clerks
RE: DESIGNATION OF VOTING DELEGATES AND ALTERNATES
League of California Cities Annual Conference -September 24-27, Long Beach
The League's 2008 Annual Conference is scheduled for September 24-27 in Long Beach. An
important part of the Annual Conference is the Annual Business Meeting, scheduled for 8:30
a.m., September 27, at the Long Beach 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. 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. In 2006, the ability to appoint up to two
alternates was the result of approval 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 off ce no
later than September S, so that voting delegate alternates records tray be established prior
to the conference. At the conference, voting delegate farms maybe 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 iri possession of voting card in order to cast a vote. Voting delegates and alternates
-more- sa - ~
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 24, 25 and
26, and prior to the Business Meeting on September 27. The conference registration area will
open at 12:00 p.m., on September 24, at the Long Beach 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 form and returning it to
the League office by September 5. If you have questions, please call Mary McCullough at
(916) b58-8247.
Attachments:
• 2008 Annual Conference Voting Procedures
• Voting Delegate/Alternate Form
sa-z
T ~ ~~ ~ ~ 1400 K Street, Suite 400 • Sacramento, California 95814
l• Phone: 916.658.8200 Fax: 916.658.8240
OF ~CAL1 FORN LA www.cacities.org
CITIES
Annual Conference Voting Procedures
2008 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 may designate a voting delegate and up to two alternates; these individuals are
identified on the Voting Delegate Farm provided to the League Credentials Committee.
Registeriung with the Credentials Committee. The voting delegate, or alternates, may pick
up the city's voting card at the Voting Delegate Desk in the conference registration area. We
encourage voting delegates and alternates to sign in at the Voting Delegate Desk so that they
may receive a special stamp on their name badge and thus be admitted to the voting area at
the Business Meeting.
4. Signing Initiated Resolution PEt3tions. Only those individuals who are voting delegates
(or alternates) and who have picked up their city's voting card by providing a signature to
the Credentials Committee at the Voting Delegate Desk 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 Credenrials Committee. The voting card maybe
transferred freely between the voting delegate and alternates, but may not be transferred to
another city official who is not either a voting delegate or alternate.
b. 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 city's
voting delegate and alternates wish to sit together, all 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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L~AGLJE
OF CAL{ BORN IA
CITIES
CITY:
i
2008 ANNUAL CONFERENCE
VOTING DELEGATE/ALTERNATE FORM
Please complete this form and return it to the League office by September 5.2408. Forms not sent
by this deadline may be 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, 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 cote: 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:
Title:
2. VOTING DELEGATE -ALTERNATE
Name:
Title:
3. VOTING DELEGATE -ALTERNATE
Name:
Title:
PLEASE ATTACH COUNCIL RESOLUTION DESIGNATING VOTING DELEGATE
AND ALTERNATES.
ATTEST (I affirm that the information provided reflects action by the city council to
designate the voting delegate and alternate.)
Name:
Title:
Please complete and return by September 5 to:
League of California Cities
ATTN: Mary McCullough
1400 K Street
Sacramento, CA 95814
Phone:
Date:
FAX: (916) 658-8240
AC2008 VotingDelegateLtttu.doc
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