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08-04-2020 - AGENDA ITEM 10 CONSIDERATION OF DESIGNATION OF VOTING DELEGATE AND ALTERNATES FOR LEAGUE OF CALIFORNIA CITIES 2020 ANNUAL CONFERENCE12/1/2020 Print Staff Report AGENDA ITEM NO. 10 DATE: August 4, 2020 TO: Mayor and City Council FROM: David Carmany City Manager AGENDA STAFF REPORT City of West Covina I Office of the City Manager SUBJECT: CONSIDERATION OF DESIGNATION OF VOTING DELEGATE AND ALTERNATES FOR LEAGUE OF CALIFORNIA CITIES 2020 ANNUAL CONFERENCE RECOMMENDATION: It is recommended that the City Council designate a voting delegate and voting delegate alternatives for the League of California Cities 2020 Annual Conference and Expo, Annual Business Meeting (during General Assembly). DISCUSSION: The City of West Covina is currently a member City of the League of California Cities. This year the Annual Conference and Expo is scheduled for Wednesday, October 7, through Friday, October 9, 2020, in Long Beach. An important aspect of the Annual Conference is the annual business meeting when the membership takes action on resolutions that establish League policy which provide guidance for the League when advocating on behalf of Cities. This year's annual business meeting will be held on Friday, October 9, 2020. The attached 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 holding an in -person conference, new procedures will be provided but a voting delegate and alternate will still need to be appointed to represent the City. OPTIONS: The City Council has the following options: Appoint a voting delegate and up to two alternate delegates, one of whom may vote in the event that the designated voting delegate in unable to serve in that capacity. Prepared by: Lisa Sherrick, Assistant City Clerk Attachments Attachment No. 1 - Designation of Voting Delegates https://destinyhosted.com/print_ag_memo.Gfm?seq=895&rev_num=0&mode=Extemal&reloaded=true&id=93782 1/2 12/1/2020 Print Staff Report CITY Enhance the City Image and Effectiveness COUNCIL Respond to the Global COVID-19 Pandemic GOALS & Engage in Proactive Economic Development OBJECTIVES: https://destinyhosted.com/print_ag_memo.Gfm?seq=895&rev_num=0&mode=Extemal&reloaded=true&id=93782 2/2 Attachment No. 1 r LEAGUE r OFCALIFORNIA _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 — Octobef,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 holding an 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.ea.cities.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 LEAGUE M1_ 01: C:ALI IORNIA. CITY: CITIES 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: 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 Email Mayor or City Clerk Date Ph (circle one) (signature) Please complete and return by Wednesday, September 30, 2020 League of California Cities FAX: (916) 658-8240 ATTN: Darla Yacub E-mail: dyacub@cacities.org 1400 K Street, 41h Floor (916) 658-8254 Sacramento, CA 95814 LEAGUE E F - _aCITIES Annual Conference Voting Procedures l . 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 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.