ITEM 5. 3
CITY MANAGER' S REPORT
7ULY 10, 2023 CITY COUNCIL REGULAR MEETING
ITEM: APPOINTMENT OF VOTING DELEGATE/ ALTERNATE
FOR 2023 LEAGUE OF CALIFORNIA CITIES ANNUAL
CONFERENCE
RECOMMENDATION: Approve Appointment of the City' s Voting Delegate and Alternate for the 2023 League of California
Cities Annual Conference, September 20- 22, 2023,
at the Sacramento SAFE Credit Union Convention
Center
BACKGROUND:
Each year, the League of California Cities ( League) holds an Annual Conference and business meeting to decide League policy for the upcoming year. This year, the Conference will be held at the SAFE Credit Union Convention Center in Sacramento, California, September 20- 22, 2023.
League membership considers and takes action on Resolutions that establish League policy. In order for cities to vote at the Annual Business Meeting, the City Council of each corresponding member jurisdiction must designate a voting delegate. Each 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. Voting delegates may either be an elected or appointed official.
Additionally, all delegates must be registered to attend the Annual Conference.
However, registration for the entire Annual Conference is not required, they may register for Friday only.
New this year, a pre- conference information session for voting delegates will be provided to explain their role. Once the City Clerk submits the voting delegate form by the deadline, the League will contract the voting delegate/ alternate prior to the conference and provide pre- conference communications with voting delegates.
Vice Mayor Akinjo, and Councilmembers Diallo, Lazard, and Torres- O' Callaghan have registered for this year' s Annual Conference. The City Council as a whole may vote to assign the City of Lathrop voting delegate and alternate( s). Therefore, staff is requesting that the City Council discuss and formally approve a voting delegate and alternate( s) to participate in the General Assembly at the 2023 League Annual Conference representing the City of Lathrop.
The deadline to submit resolutions, 60 days prior to the opening of the annual conference, is July 22, 2023. Therefore, the general resolutions to be voted on during the conference are expected to be distributed to city officials and posted on the League website site on or about August 1, 2023. However, a petitioned resolution can still be submitted during the annual conference and would need to be considered and voted on during the business meeting.
CITY MANAGER' S REPORT PAGE 2
ULY 10, 2023 CITY COUNCIL MEETING
VOTING DELEGATE FOR 2023 LEAGUE ANNUAL CONFERENCE
Information regarding the 2023 Annual Conference schedule can be found on the League website at:
https:// www. calcities. org/ detail- pages/ event/ 2023/ 09/ 20/ default- calendar/ annualconference- and- expo.
Information regarding the Resolutions and the General Assembly can be found on the League website at:
https:// www. calcities. org/ advocacy/ resolutions- and- the- general- assembly.
REASON FOR RECOMMENDATION:
The Resolutions process and the approval by the General Assembly during the annual conference become the official League of California Cities policy. Therefore, by participating the City remains informed and participates in the policy decisionmaking process for the League of California Cities.
FISCAL IMPACT:
Sufficient funds are available in the City Council Training & Travel expense account for FY 2023- 24. Typically, funds are set aside for Councilmembers to attend this event in person at an estimate cost of $ 1, 500, per person, which may include:
Conference Registration Fee $ 650
Hotel - approximately $ 175 per night
Parking - approximately $ 25 per day
Meals - approximate $ 100 per day
Mileage and other misc. - $ 100
This trip is subject to reimbursements and allowance set in the new Travel Policy adopted by Resolution No. 22- 5112, unless amended by Council action.
ATTACHMENTS:
A. 2023 Voting Delegate Packet
CITY MANAGER' S REPORT PAGE 3
7ULY 10, 2023 CITY COUNCIL MEETING
VOTING DELEGATE FOR 2023 LEAGUE ANNUAL CONFERENCE
APPROVALS:
T resa Vargas Date
Government Services Director/
City Clerk
foR c 7/ S'l oz 3
Cari James Date
Finance Director
7 y
s - z 3
Salvador Navarrete Date
City Attorney
7s-Z3
S ephen J. Salvatore Date
City Manager
LEAGUE OF aTTACHMENT A
M
CALIFORNIA
CITI ES
Council Action Advised by August 28, 2023
DATE: Wednesday, June 21, 2023
TO: Mayors, Council 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 atFached 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 preconference communications with voting delegates.
Please view Cal Cities' event and meetin. c polic 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 cobv of the council resolution that reflects the council action taken or have your citv clerk or mayor sian the form affirming that the names provided are those selected by the city council.
Please note that desiqnatinq the votina deleqate and alternates must be done by citY co ncil action and cannot be accomplished bv individual action of the mayor or city manaaer alone.
LEAGUEOF
CALIFORNIA
CITI ES
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. orq.
Attachments:
General Assembly Voting Guidelines
Voting Delegate/ Alternate Form
Information Sheet: Cal Cities Resolutions and the General Assembly
LEAGUE OF
CALIFORNIA
CITI ES
v
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.
LEAGUE OF
CALIFORNIA CITY:
q.
CITI ES
2023 ANNUAL CONFERENCE
VOTING DELEGATE/ ALTERNATE FORM
Please complete this form and return it to Cal Cities office by Mondav, Au4ust 28, 2023.
Forms not sent by this deadline may be submitFed to the Voting Delegate Desk located in the Annual Conference Registration Area. Your city council may designate one votin4 deleqate 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 - ALTERNATE 3. 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 [email protected] by Monday, August 28, 2023.
LEAGUEOF How it works: Cal Cities
CALIFORNIA
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c T Es Resolutions and the General Assembly
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General Resolutions Cal Cities policy
Sixty days before the Policy Committees development is a Annual Conference and The Cal Cities President member-informed Expo, Cal Cities members pssigns general resolutions process, grounded may submit policy to policy committees where in the voices and proposals on issues of members review, debate, experiences of city importance to cities. The and recommend positions for officials throughout resolution must have the concurrence each policy proposal. Recommendations are the state. of at least five additional member cities forwarded to the Resolutions Committee. or individual members.
The Resolutions
Committee includes
representatives from
e_ y each Cal Cities diversity
caucus, regional
division, municipal
Resolutions Committee department, policy Petitioned Resolutions The Resolutions Committee committee, as well as The petitioned resolution considers all resolutions. individuals appointed by is an alternate method General Resolutions approved' the Cal Cities president. to introduce policy by either a policy committee
proposals during the or the Resolutions Committee Voting delegates annual conference. The are next considered by the General are appointed by each petition must be signed by Assembly. General resolutions not approved, member city; every city voting delegates from 10% of inember or referred for further study by both a policy has one voting delegate. cities, and submitted to the Cal Cities committee and the Resolutions Committee President at least 24 hours before the do not go the General Assembly. All The General Assembly beginning of the General Assembly. Petitioned Resolutions are considered by the is a meeting of the General Assembly, unless disqualified. 2
collective body of
all voting delegates—
one from every
member city.
General Assembly x
Seven Policy i 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
What' s new in 2023? members from each Cal
Voting delegates will receive increased communications to prepare Cities diversity caucus, them for their role during the General Assembly. regional division, The General Assembly will take place earlier to allow more time for municipal department, debate and discussion. as well as individuals
Improvements to the General Assembly process will make it easier for appointed by the Cal voting delegates to discuss and debate resolutions. Cities president.
The Resolution Committee can amend a general resolution prior to sending it to the General Assembly. z Petitioned Resolutions may be disqualified by ihe Resolutions Committee according to Cal Cities Bylaws Article VI. Sec. S( f).
For more information visit www. calcities. org/ general- assembly