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HomeMy WebLinkAbout60A - DESIGNATE VOTING DELAGATEREQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: JULY 21, 2020 TITLE: DESIGNATE A VOTING DELEGATE AND UP TO TWO ALTERNATES FOR THE LEAGUE OF CALIFORNIA CITIES 2020 GENERAL ASSEMBLY /s/ Kristine Ridge CITY MANAGER CLERK OF COUNCIL USE ONLY: ❑ As Recommended ❑ As Amended ❑ Ordinance on 11' Reading ❑ Ordinance on 2ntl Reading ❑ Implementing Resolution ❑ Set Public Hearing For CONTINUED TO �1��►1�1�1:3q:7 RECOMMENDED ACTION Designate a voting delegate and select up to two alternates for the League of California Cities' Annual Conference's General Assembly scheduled for October 9, 2020. DISCUSSION The League of California Cities' (League) annual conference is scheduled from October 7-9, 2020. On July 15, 2020, the League announced that the annual conference will be a virtual event, attached as Exhibit 2. Of particular significance at the conference, the annual League Business Meeting will request its membership to take action on conference resolutions that establish various policies. To expedite the conduct of business, every City is being requested to designate a voting representative and two alternates who will represent the City at the League Business Meeting (Exhibit 1). League bylaws indicate that each city is entitled to one vote and take a position on matters affecting municipal or League policy. FISCAL IMPACT There is no fiscal impact associated with this action. Submitted by: Daisy Gomez, Clerk of the Council Exhibits: 1. League of California Cities Correspondence — Designation of Voting Delegates and Alternates 2. Notice of Virtual Conference 60A-1 EXHIBIT 1 Ll�OEA�GUE CITIES Council Action Advised by August 31, 2020 June 30, 2020 TO: Mayors, City Managers and City Clerks RE: DESIGNATION OF VOTING DELEGATES AND ALTERNATES League of California Cities Annual Conference & Expo — October 7 — 9, 2020 The League's 2020 Annual Conference & Expo is scheduled for October 7 — 9. An important part of the Annual Conference is the Annual Business Meeting (during General Assembly) on Friday, October 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. 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 Wednesday, September 30. This will allow us time to establish voting delegate/alternate records prior to the conference. Please note the following procedures are intended to ensure the integrity of the voting process at the Annual Business Meeting. These procedures assume that the conference will be held in - person at the Long Beach Convention Center as planned. Should COVID-19 conditions and restrictions prohibit the League from holdingan n in -person conference, new procedures will be provided. 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. Conference registration will open by the end of July at www.cacities.org. In order to cast a vote, at least one voter must be present at the 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 Long Beach Convention Center, will be open at the following times: Wednesday, October 7, 8:00 a.m. — 6:00 p.m.; Thursday, October 8, 7:00 a.m. — 4:00 p.m.; and Friday, October 9, 7:30 a.m.-11:30 a.m.. 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's office by Wednesday, September 30. If you have questions, please call Darla Yacub at (916) 658-8254. Attachments: • Annual Conference Voting Procedures • Voting Delegate/Alternate Form OfCAGUE CITIES CITY: OF SANTA ANA 2020 ANNUAL CONFERENCE VOTING DELEGATE/ALTERNATE FORM Please complete this form and return it to the League office by Wednesday, September 30, 2020. 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 Name: Title: 2. VOTING DELEGATE - ALTERNATE Name: Title 3. VOTING DELEGATE - ALTERNATE Name: 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: Mayor or City Clerk (circle one) (signature) Email Date Please complete and return by Wednesday. September 30, 2020 Phone League of California Cities FAX: (916) 658-8240 ATTN: Darla Yacub E-mail: dyacub@cacities.org 1400 K Street, 4In Floor (916) 658-8254 Sacramento, CA 95814 tLEAGUE CITIES Annual Conference Voting Procedures 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 pickup 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 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 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 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 determine the validity of signatures on petitioned resolutions and the right of a city official to vote at the Business Meeting. EXHIBIT 2 July 15, 2020 Dear City Leaders, The League of California Cities Annual Conference & Expo is one of the most important events of the year for city officials to learn and collaborate on solutions to common challenges and an opportunity to celebrate the accomplishments. With so many factors related to the COVID-19 pandemic still unknown and the health and safety of League members, staff, partners, vendors, and guests as our top priority, the Board Executive Committee has made the decision to transform the annual conference, scheduled Oct. 7-9 in Long Beach, into a virtual event. Apart from health and safety considerations, we also looked at a variety of factors including the logistical challenges of holding in -person meetings while following local and state orders regarding large gatherings, potential state and local restrictions on travel, and the tremendous pressure on city budgets that could impede your ability to attend an in - person conference. This was a difficult decision that was not made lightly as we understand the value of gathering face-to-face. However, the League is committed to making this an unparalleled virtual experience with general and breakout sessions, an Expo, and networking opportunities. While this isn't the way we would have planned it originally, many opportunities emerge in a virtual environment that are impossible in an in -person conference, and we are quite excited about the possibilities of this reimagined experience. Over the last four months, League staff have worked tirelessly to reinvent how best to serve members in a virtual environment — with advocacy, education, and communication — and member engagement has never been stronger. Stay tuned for further details about the League's Annual Conference & Exoo. We will be sure to communicate additional information as soon as it is available. Thank you again for your unwavering leadership at this time. Be safe and stay healthy! Carolyn M. Coleman John F. Dunbar Executive Director President League of California Cities League of California Cities