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Council Action Required by August 21, 2009
June 5, 2009
TO: Mayors, City Managers and City Clerks
RE: DESIGNATION OF VOTING DELEGATES AND ALTERNATES
League of California Cities Annual Conference— September 16-18, San Jose
The League's 2009 Annual Conference is scheduled for September 16-18 in San Jose. An
important part of the Annual Conference is the Annual Business Meeting, scheduled for 3:15 p.m.,
Friday, September 18, 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.
In order to establish voting delegate/alternates' records prior to the conference, please
complete the attached Voting Delegate form and return it to the League's office no later
than Friday, August 21,2009.
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 our citv clerk or mavor sign the form affirming
that the names provided are those selected by the city council. Please note that
desi�natin�the votin� dele�ate and alternates must be done bv citv council action and
cannot be accomplished bv individual action of the mavor or citv 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. In order to cast a vote, at least one person 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.
-more-
• 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 del�gate 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 16, 10:00 a.m.;
Thursday, September 1?, 7:30 a.m.; and September 18, 7:30 a.m. 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 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, August 21 st. If you have questions, please call Mary McCullough
at (916) 658-8247.
Attachments:
• 2009 Annual Conference Voting Procedures
• Voting Delegate/Alternate Form
CiTY COUNCIL�CTION
APPROVED DENTED
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With City Council concurrence, appointed Mayor
Spiegel as the City's voting delegate at the 2009
League of California Cities Annuai Conference,
San Jose, September 16-18, 2009.
L E AG tT E 1400 K Street, Suite 400 • Sacramento, California 95814
ClF CAL1fiORNIA Phone: 916.658.8200 Fax: 916.658.8240
� T � T � � www•cacities.org
1 1
Annual Conference Voting Procedures
2009 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 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 separate 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.
� � � LEAGLTE
�'` �� '�~` C7F CALIFCJR.i�f1� CITY: Robert A. Spiegel
�.
C � TIES
2009 ANNUAL CONFERENCE
VOTING DELEGATE/ALTERNATE FORM
Please complete this form and return it to the League office by Friday, Au�ust 21, 2009.
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
dele�ate and un 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 note: 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 sticker on their conference badge. This sticker can be obtained only at
the Voting Delegate Desk.
1. VOTING DELEGATE
Name: __Robert A. Spie el
Title: Mayor
2. VOTING DELEGATE - ALTERNATE 3. VOTING DELEGATE -ALTERNATE
Name: Name:
Title: 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
Title: Phone:
Date:
Please comulete and return bv Fridav Au�ust 21 to:
League of California Cities FAX: (916) 658-8240
ATTN: Mary McCullough E-mail: mccullom@cacities.org
1400 K Street (916) 658-8247
Sacramento, CA 95814
V oti ngDe I egateLetter09,doc