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CC 2015-08-25_08e Appointment of LOCC Voting DelegateMEMORANDUM TO: CITY COUNCIL FROM: DIANNE THOMPSON, CITY MANAGER SUBJECT: CONSIDERATION OF APPOINTMENT OF VOTING DELEGATE FOR THE LEAGUE OF CALIFORNIA CITIES ANNUAL CONFERENCE DATE: AUGUST 25, 2015 RECOMMENDATION: It is recommended the City Council appoint Mayor Hill as the voting delegate for the League of California Cities Annual Conference and City Manager Dianne Thompson as the alternate. IMPACT ON FINANCIAL AND PERSONNEL RESOURCES: The only costs associated with this action are costs for attendance at the Annual Conference, which are included in the FY 2015-16 Budget. BACKGROUND: This year's League of California Cities Annual Conference is scheduled to take place September 30 -October 2, 2015 in San Jose. One important activity of the Conference is the annual business meeting, to be held on Friday, October 2nd, when the membership takes action on Conference resolutions. Designated voting delegates (or their alternates) registered to attend the Annual Conference constitute the League's General Assembly. ANAL VIS OF ISSUES: Annual Conference resolutions guide the League and its members in their efforts to improve the quality, responsiveness and vitality of local government in California. League bylaws state that "any official of a Member City may, with the approval of the City Council, be designated the City's designated voting delegate or alternate delegate to any League meeting." At this point, Mayor Hill and City Manager Thompson are the only City of Arroyo Grande representatives registered to attend the Conference. Item 8.e. - Page 1 CITY COUNCIL CONSIDERATION OF APPOINTMENT OF VOTING DELEGATE FOR THE LEAGUE OF CALIFORNIA CITIES ANNUAL CONFERENCE AUGUST 25, 2015 PAGE2 ALTERNATIVES: The following alternatives are provided for the Council's consideration: 1) Appoint Mayor Hill as the voting delegate for the League of California Cities Annual Conference and City Manager Thompson as the alternate; or 2) Provide staff with other direction. ADVANTAGES: Participation in the General Assembly enables the City to impact issues that are important to City government and guide the League of California Cities' activities, assists the League of California Cities in its efforts by ensuring its direction is representative of all member cities, and helps the City to obtain support for resolutions that may be proposed by the City or important to the City in the future. DISADVANTAGES: No disadvantages have been identified. ENVIRONMENTAL REVIEW: No environmental review is required for this item. PUBLIC INFORMATION AND COMMENTS: The Agenda was posted in front of City Hall on Thursday, August 20, 2015 and on the City's website on Friday, August 21, 2015. No comments were received. Attachments: 1. League of California Cities Memorandum Regarding Voting Delegates and Alternates Item 8.e. - Page 2 LEAGUEca: OF CALIFORNIA CITIES ATTACHMENT 1 1400 K Street, Suite 400 •Sacramento, California 95814 Phone: 916.658.8200 Fax: 916.658.8240 www.cacities.org RECEIVED JUN 0 8 2015 Council Action Advised by July 31, 2015 May 29, 2015 TO: Mayors, City Managers and City Clerks RE: DESIGNATION OF VOTING DELEGATES AND ALTERNATES League of California Cities Annual Conference -September 30 -October 2, San Jose The League's 2015Annual Conference is scheduled for September 30 -October 2 in San Jose. An important part of the Annual Conference is the Annual Business Meeting (at the General Assembly), scheduled for noon on Friday, October 2, at the San Jose 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. Please complete the attached Voting Delegate form and return it to the League's office no later than Friday, September 18, 2015. This will allow us time to establish voting delegate/alternate records prior to the conference. 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. To register for the conference, please go to our website: www.cacities.org. In order to cast a vote, at least one voter must be present at the -over- Item 8.e. - Page 3 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 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 30, 8:00 a.m. -6:00 p.m.; Thursday, October 1, 7:00 a.m. -4:00 p.m.; and Friday, October 2, 7:30-10:00 am. The Voting Delegate Desk will also be open at the Business Meeting on Friday, but will be closed during roll calls and voting. 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, September 18. If you have questions, please call Kayla Gibson at (916) 658-8247. Attachments: -- • 2015 Annual Conference Voting Procedures • Voting Delegate/Alternate Form Item 8.e. - Page 4 Annual Conference Voting Procedures 2015 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 Form provided to the League Credentials Committee. - 3. Registering with the Credentials Committee. The voting delegate, or alternates, may pick up the city's voting qard 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 the Business Meeting. 4. Signing Initiated Resolution Petitions. 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 Committe~ 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 Credentials Committee. The voting card may be transferred freely between the voting delegate and alternates, but may not be transferred to another city official who is neither a voting delegate or alternate. 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. 7. Resolving Disputes. In case of dispute, the Credentials Committee will detennine the validity of signatures on petitioned resolutions and the right of a city official to vote at the Business Meeting. Item 8.e. - Page 5 ~CITY: ____ _ 2015 ANNUAL CONFERENCE VOTING DELEGATE/ALTERNATE FORM Please complete this form and return it to the League office by Friday, September 18, 2015. 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 (General Assembly), 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: Voting delegates and alternates will be seated in a separate area at the Annual Business 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 obtained only at the Voting Delegate Desk. 1. VOTING DELEGATE 2. VOTING DELEGATE -ALTERNATE 3. VOTING DELEGATE -ALTERNATE Title:-------------- PLEASE ATTACH COUNCIL RESOLUTION DESIGNATING VOTING DELEGATE AND ALTERNATES. OR ATTEST: I affirm that the information provided reflects action by the city council to designate the voting delegate and alternate(s). Name: E-mail ------------~ ---------------- Mayor or City Clerk. ______________ Phone: _________ _ (circle one) (signature) Date: -------------~ Please complete and return by Friday, September 18, 2015 League of California Cities ATTN: Kayla Gibson 1400 K Street, 4th Floor Sacramento, CA 95814 FAX: (916) 658-8240 E-mail: kgibson@cacities.org (916) 658-8247 II Item 8.e. - Page 6