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HomeMy Public PortalAbout03. Designation of Voting Delegate and Voting Alternate1►0 ,E 1997 - File #: 4303 Claremont City Council Agenda Report TO: ADAM PIRRIE, CITY MANAGER FROM: SHELLEY DESAUTELS, CITY CLERK DATE: J U LY 26, 2022 SUBJECT: Item No: 3. Reviewed by: City Manager: AP DESIGNATION OF VOTING DELEGATE AND ALTERNATE FOR THE BUSINESS MEETING TO BE HELD AT THE LEAGUE OF CALIFORNIA CITIES ANNUAL CONFERENCE SUMMARY The League of California Cities (Cal Cities) Annual Conference is scheduled to be held September 7- 9, 2022. An important part of the Annual Conference is the Annual Business Meeting, which will be held on Friday, September 9, during the General Assembly. At the Business Meeting, the membership will act on conference resolutions that establish Cal Cities policy. The City Council must designate a voting delegate for the City to be eligible to cast its vote at this meeting. The City Council may also appoint up to two alternate voting delegates, one of whom may vote if the designated voting delegate is unable to attend. The voting delegate must be a registered attendee of the Conference. As part of the 2022 regional assignments made by the City Council in January, Councilmember Stark and Mayor Pro Tempore Reece are currently appointed to serve as voting delegates for the General Membership meetings of the League of California Cities meetings. RECOMMENDATION Staff recommends that the City Council designate a voting delegate and an alternate voting delegate for the League of California Cities 2022 Conference Annual Business Meeting to be held during the Conference's General Assembly on September 9, 2022. ALTERNATIVES TO RECOMMENDATION In addition to the recommendation, there are the following alternatives: A. Make no designation. B. Request additional information. CLAREMONT Page 1 of 2 Printed on 7/21/2022 FINANCIAL REVIEW The staff cost to prepare this report is estimated at $576 and is included in the operating budget of the Administrative Services Department. ANALYSIS At the Annual Business Meeting held at the end of the League of California Cities Annual Conference, the membership will consider and act on resolutions that establish Cal Cities policy. Consistent with League bylaws, the City Council must take formal action to designate a voting delegate to participate in the vote. Voting delegates must be Conference registrants. Per City Council action on January 11, 2022, Councilmember Stark and Mayor Pro Tempore Reece were appointed to serve as the Claremont delegate, and alternate, respectively, for the General Membership meetings of the League of California Cities for the current year. However, selection of voting delegates for the Annual Conference Business Meeting is a separate action to be taken by the City Council. RELATIONSHIP TO CITY PLANNING DOCUMENTS Staff has evaluated the agenda item in relationship to the City's strategic and visioning documents and finds that it applies to the 2022-24 Budget. CEQA REVIEW This item is not subject to environmental review under the California Environmental Quality Act (CEQA) pursuant to CEQA Guidelines Section 15060(c)(2) (the activity will not result in a direct or reasonably foreseeable indirect physical change in the environment) and Section 15060(c)(3) (the activity is not a "project" as defined in Section 15378). Under CEQA Guidelines Section 15378(b)(5), continued administrative activities and organizational activities that will not result in a direct or indirect physical change in the environment are not CEQA projects. Additionally, pursuant to CEQA Guidelines Section 15061(b)(3), CEQA does not apply to this item because there is no potential for causing a significant effect on the environment. Attendance at the League of California Cities Annual Conference will not result or lead to a physical change in Claremont. Therefore, no additional environmental review is needed at this time. PUBLIC NOTICE PROCESS The agenda and staff report for this item have been posted on the City website and distributed to interested parties. If you desire a copy, please contact the City Clerk's Office. Submitted by: Shelley Desautels City Clerk Attachment: Voting Delegate Packet CLAREMONT Page 2 of 2 Printed on 7/21/2022 LEAGUE OF ATTACHMENT CALFORNI, CITIES Council Action Advised by August 31, 2022 DATE: June 1, 2022 TO: City Managers and City Clerks RE: DESIGNATION OF VOTING DELEGATES AND ALTERNATES League of California Cities Annual Conference & Expo - September 7-9, 2022 Cal Cities 2022 Annual Conference & Expo is scheduled for September 7-9, 2022 in Long Beach. An important part of the Annual Conference is the Annual Business Meeting (during General Assembly) on Friday, September 9. At this meeting, Cal Cities membership considers and acts on resolutions that establish Cal Cities 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 if the designated voting delegate is unable to serve in that capacity. Please complete the attached Voting Delegate form and return it to Cal Cities office no later than Friday, September 2. This will allow us time to establish voting delegate/alternate records prior to the conference. Please view Cal Cities' event and rneefing n - " -- - in advance of the conference. Action by Council Required. Consistent with Cal Cities 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 gjjgchdth�;r as copy of the .council resolution Ihat reflects the council action taken, -rknave your city clerk or mayor ign tfie form affirming that the names provided are those j selected by the city council. Pleasenotethat dgggngLting the ypjb"[qg—ate and alternates must be done by city council action and cannot be accomg Lisb�gd �bin�djVidu�al action of the mayoLo 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 June I on the Cal 0fies, website. 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. UH. AGUE oum. III I FO Ili I . 112 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, September 7, 8:00 a.m. - 6:00 p.m.; Thursday, September 8, 7:00 a.m. - 4:00 p.m.; and Friday, September 9, 7:30 a.m.-12:30 p.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 Cal Cities office by Friday, September 2. If you have questions, please call Darla Yacub at (916) 658-8254. Attachments: • Annual Conference Voting Procedures • Voting Delegate/Alternate Form ILEAGUE OF CALIFORNIA CITIES Annual Conference Voting Procedures One City One Vote. Each member city has a right to cast one vote on matters pertaining to Cal Cities 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 Cal Cities 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 their 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. LEAGUE OF �c CALIFORNIA CITI ES CITY: 2022 ANNUAL CONFERENCE VOTING DELEGATE/ALTERNATE FORM Please complete this form and return it to Cal Cities office by Friday, September 2022. 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. 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: 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: Emaih...... Mayor or City Clerk ..,.... _ - Date. ........ Phone (circle one) (signature) Please complete and return by Friday, Se tember 2 2022 to: Darla Yacub, Assistant to the Administrative Services Director E-mail: dyacub@calcajies.c ;Phone: (916) 658-8254