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