The URL can be used to link to this page

Home My Public Portal About02. Designation of Voting Delegate - League of CA Cities Annual Conference Claremont City Council Agenda Report File #:4809 Item No:2. TO:ADAM PIRRIE, CITY MANAGER FROM:SHELLEY DESAUTELS, CITY CLERK DATE:SEPTEMBER 12, 2023 Reviewed by: City Manager:AP SUBJECT: DESIGNATIONOFVOTINGDELEGATEFORTHEBUSINESSMEETINGTOBEHELDATTHE LEAGUE OF CALIFORNIA CITIES ANNUAL CONFERENCE SUMMARY TheLeagueofCaliforniaCitiesAnnualConferenceisscheduledtobeheldSeptember20-22,2023. AnimportantpartoftheAnnualConferenceistheAnnualBusinessMeeting,whichwillbeheldon Friday,September22,duringtheGeneralAssembly.AttheBusinessMeeting,themembershipwill actonconferenceresolutionsthatestablishLeaguepolicy.TheCityCouncilmustdesignateavoting delegatefortheCitytobeeligibletocastitsvotesatthismeeting.TheCityCouncilmayalsoappoint uptotwoalternatevotingdelegates,oneofwhommayvoteifthedesignatedvotingdelegateis unabletoattend.ThevotingdelegateandalternatesmustberegisteredattendeesoftheAnnual Conference. RECOMMENDATION StaffrecommendsthattheCityCouncildesignateavotingdelegateandoneortwoalternatevoting delegatesfortheLeagueofCaliforniaCities2023ConferenceAnnualBusinessMeetingtobeheld during the Conference’s General Assembly on September 22, 2023. ALTERNATIVES TO RECOMMENDATION In addition to the recommendation, there are the following alternatives: A.Make no designation. B.Request additional information. CLAREMONTPage 1 of 2Printed on 9/7/2023 powered by Legistar™ FINANCIAL REVIEW Thestaffcosttopreparethisreportisestimatedat$376andisincludedintheoperatingbudgetof the Administrative Services Department. ANALYSIS AttheAnnualBusinessMeetingheldattheendoftheLeagueofCaliforniaCitiesAnnual Conference,themembershipwillconsiderandactonresolutionsthatestablishCalCitiespolicy. ConsistentwithLeaguebylaws,theCityCouncilmusttakeformalactiontodesignateavoting delegate to participate in the votes. Voting delegates must be Conference registrants. PerCityCouncilactiononJanuary10,2023,CouncilmemberStarkandMayorReecewere appointedtoserveastheClaremontdelegate,andalternate,respectively,fortheGeneral MembershipmeetingsoftheLeagueofCaliforniaCitiesforthecurrentyear.However,selectionof votingdelegatesfortheAnnualConferenceBusinessMeetingisaseparateactiontobetakenbythe CityCouncil.TheCityCouncilmayalsoappointuptotwoalternatevotingdelegates,oneofwhom may vote if the designated voting delegate is unable to attend. RELATIONSHIP TO CITY PLANNING DOCUMENTS Staffhasevaluatedtheagendaiteminrelationshiptothe City’sstrategicandvisioningdocuments and finds that it applies to the 2022-24 Budget. CEQA REVIEW ThisitemisnotsubjecttoenvironmentalreviewundertheCaliforniaEnvironmentalQualityAct (CEQA). PUBLIC NOTICE PROCESS TheagendaandstaffreportforthisitemhavebeenpostedontheCitywebsiteanddistributedto interested parties. If you desire a copy, please contact the City Clerk’s Office. Submitted by: Shelley Desautels City Clerk Attachment: Voting Delegate Packet CLAREMONTPage 2 of 2Printed on 9/7/2023 powered by Legistar™ Council Action Advised by August 28, 2023 DATE: Wednesday, June 21, 2023 TO: MayorsCouncil Members, City Clerks, and City Managers RE: DESIGNATION OF VOTING DELEGATES AND ALTERNATES League of California Cities Annual Conference and Expo, Sept. 20-22, 2023, Sacramento SAFE Credit Union Convention Center Every year, the League of California Cities convenes a member-driven General Assembly at the Cal Cities Annual Conference and Expo. The General Assembly is an important opportunity where city officials can directly participate in the development of Cal Cities policy. Taking place on Sept. 22, the General Assembly is comprised of voting delegates appointed by each member city; every city has one voting delegate. Your appointed voting delegate plays an important role during the General Assembly by representing your city and voting on resolutions. To cast a vote during the General Assembly, your city must designate a voting delegate and up to two alternate voting delegates, one of whom may vote if the designated voting delegate is unable to serve in that capacity. Voting delegates may either be an elected or appointed official. Please complete the attached voting delegate form and email it to Cal Cities office no later than Monday, August 28. New this year, we will host a pre-conference information session for voting delegates to explain their role. Submitting your voting delegate form by the deadline will allow us time to establish voting delegate/alternate records prior to the conference and provide pre- conference communications with voting delegates. Please view Cal Cities’ event and meeting policy 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 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. 1400 K Street, Suite 400, Sacramento, CA 95814 • 916.658.8200 • calcities.org 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 is open on the Cal Cities website. For a city to cast a vote, one voter must be present at the General Assembly and in possession of the voting delegate card and voting tool. 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 the voting delegate into the voting area during the General Assembly. 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 General Assembly, they may not transfer the voting card to another city official. Seating Protocol during General Assembly. At the General Assembly, individuals with a voting card will sit in a designated area. Admission to the voting area will be limited to the individual in possession of the voting card and with a special sticker on their name badge identifying them as a voting delegate. The voting delegate desk, located in the conference registration area of the SAFE Credit Union Convention Center in Sacramento, will be open at the following times: Wednesday, Sept. 20, 8:00 a.m.- 6:00 p.m. and Thursday, Sept. 21, 7:30 a.m.- 4:00 p.m. On Friday, Sept. 22, the voting delegate desk will be open at the General Assembly, starting at 7:30 a.m., 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 Monday, Aug. 28. If you have questions, please contact Zach Seals at zseals@calcities.org. Attachments: General Assembly Voting Guidelines Voting Delegate/Alternate Form Information Sheet: Cal Cities Resolutions and the General Assembly General Assembly Voting Guidelines 1. 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 Cal Cities Annual Conference and Expo, 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 General Assembly. 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 voting tool; 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 nor alternate. 6. Voting Area at General Assembly. At the General Assembly, individuals with a voting card will sit in a designated area. Admission to the voting area will be limited to the individual in possession of the voting card and with a special sticker on their name badge identifying them as a voting delegate. 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 General Assembly. 1400 K Street, Suite 400, Sacramento, CA 95814 • 916.658.8200 • calcities.org CITY: ________________________________________ 2023 ANNUAL CONFERENCE VOTING DELEGATE/ALTERNATE FORM Please complete this form and return it to Cal Cities office by Monday, August 28, 2023. 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 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 General Assembly. 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: Email: ______________________________ Title: 2.VOTING DELEGATE - ALTERNATE3.VOTING DELEGATE - ALTERNATE Name: Name: Title: Title: Email: _______________________________Email: _____________________________ 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: ____________________________________ Email: _________________________________ Mayor or City Clerk: ________________________ Date: __________ Phone: ________________ (circle one) (signature) Please complete and email this form to votingdelegates@calcities.org by Monday, August 28, 2023. How it works: Cal Cities Resolutions and the General Assembly Developing League of California Cities policy is a dynamic process that engages a wide range of members to ensure that we are representing California cities with one voice. These policies directly guide Cal Cities advocacy to promote local decision-making, and lobby against statewide policy that erodes local control. Cities policy. Here’s how Resolutions and the General Assembly works. Prior to the Annual Conference and Expo Who’s who General Resolutions Cal Cities policy Policy Committees Sixty days before the development is a Annual Conference and member-informed The Cal Cities President Expo, Cal Cities members process, grounded assigns general resolutions may submit policy in the voices and to policy committees where proposals on issues of experiences of city members review, debate, importance to cities. The and recommend positions for resolution must have the concurrence the state. each policy proposal. Recommendations are forwarded to the Resolutions Committee. The Resolutions or individual members. Committee includes representatives from During the Annual Conference and Expo each Cal Cities diversity caucus, regional division, municipal Resolutions Committee department, policy Petitioned Resolutions committee, as well as The Resolutions Committee The petitioned resolution individuals appointed by considers all resolutions. 1 is an alternate method the Cal Cities president. General Resolutions approved to introduce policy by either a policy committee proposals during the Voting delegates or the Resolutions Committee annual conference. The are appointed by each are next considered by the General petition must be signed by member city; every city Assembly. General resolutions not approved, voting delegates from 10% of member has one voting delegate. or referred for further study by both a policy cities, and submitted to the Cal Cities committee and the Resolutions Committee President at least 24 hours before the The General Assembly do not go the General Assembly. All beginning of the General Assembly. is a meeting of the Petitioned Resolutions are considered by the 2 collective body of all voting delegates — one from every member city. General Assembly Seven Policy During the General Assembly, voting delegates Committees meet debate and consider general and petitioned throughout the year to resolutions forwarded by the Resolutions Committee. review and recommend Potential Cal Cities bylaws amendments are also positions to take on considered at this meeting. bills and regulatory proposals. Policy committees include members from each Cal What’s new in 2023? Cities diversity caucus, •Voting delegates will receive increased communications to prepare regional division, them for their role during the General Assembly. municipal department, •The General Assembly will take place earlier to allow more time for as well as individuals debate and discussion. appointed by the Cal •Improvements to the General Assembly process will make it easier for Cities president. voting delegates to discuss and debate resolutions. 1 The Resolution Committee can amend a general resolution prior to sending it to the General Assembly. 2 For more information visit www.calcities.org/general-assembly