PASSED, APPROVED, AND ADOPTED by the City Council of the City of Union City at a regular meeting held on the 12th day of August 2025 by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
APPROVED:
GARY SINGH
Mayor
ATTESTED: APPROVED AS TO FORM:
THAI NAM N. PHAM
City Clerk
KRISTOPHER J. KOKOTAYLO
City Attorney
Attachment:
1. Exhibit A – BART Mural Workplan
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BART Mural Workplan, May 1, 2025 – June 30, 2027 1
Exhibit A
BART MURAL PROJECT WORKPLAN
May 1, 2025 – June 30, 2027
City staff and the Arts and Culture Commission ad hoc committee with the guidance and support of EO Consulting, developed a proposed BART Mural Project Workplan. While the workplan is from May 1, 2025 through June 30, 2027, the goal is to complete the mural installation by February 2027. Given the scope of the BART mural installation, the workplan is comprised of five phases. The timeline of the project including the scale, scope, budget, and final artist(s) selected are subject to change based on unforeseen challenges and barriers that may emerge at any time during the design and installation of the project PHASE I: Establishment of Regular BART Mural Project Ad Hoc Committee Meetings and Project Theme Development, May – December 2025
This phase establishes the foundational framework for the strategies, timelines, processes of the BART Mural Project. The strategies will include ad hoc committee meetings, workplan development, research, stakeholder engagement, and strategic planning to ensure engagement and alignment across City departments, Arts and Culture Commission, City Council, BART, and community members.
Key Activities:
A. Strategic Planning with Union City Staff and Arts and Culture Commission
1. City staff and EO Consulting will develop a BART Mural Project workplan with ad hoc committee, Arts and Culture Commission, and City Council to provide guidance, deliverables, and timelines.
2. City staff, EO Consulting and ad hoc committee will:
a. Align project with the City’s strategic plan and public art policies and procedures, as well as BART’s Arts Program guidelines and policies. b. Establish ongoing meetings with BART Arts Program staff to review and approve proposed theme, artist(s) selection, and art design to ensure adherence to their requirements, standards, policies, etc.
c. Establish BART Mural Project as a standing agenda item at all the Arts and Culture Commission Meetings to provide ongoing updates.
B. Community and Stakeholder Outreach and Engagement
1. City staff and EO Consulting will implement a multipronged community engagement strategy to gather input and ideas that will inform the mural theme and the artist selection criteria for the competitive bid processes, request for qualifications (RFQ) and request for proposal (RFP). Community engagement activities will include:
a. Launch Union City website project page and social media promotional activities with ongoing updates and information.
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BART Mural Workplan, May 1, 2025 – June 30, 2027 2
b. Disseminate paper and online multilingual citywide survey to gather community ideas and vision for BART mural theme.
c. Conduct in-person outreach and education at community events. d. Host a community forum to share preliminary findings from a citywide survey, Arts and Culture Commission meetings, and stakeholder engagement. e. Provide updates on the BART Mural Project at all scheduled Arts and Culture Commission and periodic updates to the City Council meetings.
C. Research and Content Development
1. EO Consulting will conduct literature review and research of Union City’s historical, cultural, and environmental context.
2. EO Consulting will prepare summary report of findings from community input and historical, cultural, and environmental research and literature review. a. Ad hoc committee to develop the mural theme in alignment with findings from survey, research, literature review, and community and stakeholder input.
3. EO Consulting will research and identify City public art and BART mural installation requirements and permitting processes, this may lapse over all five phases of the project.
4. City staff and EO Consulting will develop a memorandum of understanding between the City of Union City and BART as it relates to the mural design and installation and maintenance on the BART pillars.
D. Deliverables
1. BART Mural Project workplan.
2. Community and stakeholder outreach strategy and activities.
3. Summary report of findings from community input and historical, cultural, and environmental research.
4. Approve mural theme.
5. Identify City public art and BART mural installation requirements and permitting processes.
City Council Action: Arts and Culture Commission makes a recommendation to the City Council to approve the final mural theme across the nine pillars.
PHASE II: Competitive Bid Process Development and Artist Selection, September 2025 – June 2026
This phase focuses on identifying and contracting the artist(s) for the project through a transparent and inclusive competitive bid process, that meets and aligns with City practices, and policies. Coordination with City staff and BART Arts Program is essential to ensure compliance with public art protocols, guidelines, permitting requirements, etc.
Key Activities:
A. Develop and Release Competitive Bid Plan and Process
1. City staff and EO Consulting will develop a plan with timeline for the competitive bid process for artist(s) selection, and a preliminary budget to support all phases of the BART mural installation.
2. City staff and EO Consulting will release competitive bid documents, request for qualifications (RFQ) and request for proposals (RFP) to identify an experienced 483 of 510
BART Mural Workplan, May 1, 2025 – June 30, 2027 3
mural artist(s) that best captures the approved mural theme. RFQ and RFP will include project overview, eligibility, site context and submission requirements, as well as scoring process and rubric.
B. Artist Proposal Review and Selection
1. Ad hoc committee with the support of City staff and EO Consulting will review and score submitted RFQ and RFP proposals.
a. RFQ Applicants: Top scoring RFQ applicants (up to 5) that have demonstrated experience and have a vision for the approved mural theme will be invited to submit RFP proposals.
b. RFP Applicants: Invited RFP applicants will submit proposals with a sketch/artwork reflecting their vision for the approved mural theme. 1). Artist(s) invited to submit an RFP will receive a nominal stipend amount to incentivize them for their time and materials invested in developing their proposal and sketch/artwork.
2. City will award the BART Mural Project contract to the artist(s) receiving the highest score on their RFP proposal and sketch/artwork as recommended by the ad hoc committee and approved by the Arts and Culture Commission and City Council.
C. Contract and Memorandum of Understanding (MOU)
1. City enters into a contract with the selected artist(s) that includes all appropriate requirements, including, but not limited to: scope of work, payment schedules, project budget, deliverables, insurance, indemnification clauses, etc.
2. City explores the development of an MOU with BART for mural installation and long - term maintenance expectations and agreements.
D. Deliverables
1. Complete and release RFQ and RFP documents and process.
2. Review and score submitted RFQ and RFP proposals.
3. Select most qualified and experienced artist(s).
4. Execute artist(s) contract.
5. Memorandum of understanding between the City of Union City and BART.
City Council Action: Arts and Culture Commission makes a recommendation to the City Council to authorize a contract with the selected artist(s) and an MOU with BART.
PHASE III: Mural Design and Planning, June – September 2026 This phase focuses on finalizing mural design and budget, and BART mural installation schedule and related logistics to begin production phase.
Key Activities:
A. Refinement of Mural Design
1. Ad hoc committee with the support of City staff and EO Consulting will facilitate working sessions with the selected artist(s) to refine design ideas/concepts based on City, BART, Arts and Culture Commission, City Council, and community input.
2. City staff and EO Consulting will finalize project budget with the artist(s) for BART mural installation that includes but is not limited to: artist contract, materials, vendors, permits, etc.
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BART Mural Workplan, May 1, 2025 – June 30, 2027 4
3. City staff, EO Consulting, and ad hoc committee will ensure all proposed designs meet BART requirements and City ordinances, public art standards, and site-specific technical guidelines.
B. BART Mural Installation Schedule
1. City staff and EO Consulting will develop a master installation schedule with the artist(s) and will include City, BART, and artist’s third-party vendors (e.g., scaffold providers, wall prep teams, etc.) that will support BART mural installation. a. City staff and EO Consulting, and artist(s) will identify strategies and solutions to address any emerging challenges and technical constraints that may impact BART mural installation timeline.
C. Deliverables
1. Approve mural design.
2. Final project budget.
3. Master schedule of BART mural installation.
4. Permits and requirements (if applicable)
City Council Action: Arts and Culture Commission makes a recommendation to the City Council to approve the final mural design and project budget.
PHASE IV: Mural Fabrication and Production, September 2026 – February 2027 This phase focuses on site prep, mural execution, coordination with agencies to ensure all essential elements are considered (permitting, vendors, mural installation activities, etc.).
Key Activities:
A. BART Mural Installation Preparation
1. EO Consulting and artist(s) coordinate with BART and City to prepare pillars (e.g., priming, graffiti removal, power washing, repairs, park/street closure, etc.) for mural placement.
B. Launch Mural Fabrication and Installation.
1. EO Consulting and artist(s) begin mural fabrication and installation through a collaborative approach with City departments and BART that will include:
a. Weekly or bi-weekly check-ins with artists, fabricators, City departments, and BART staff to monitor progress and address emerging issues in a timely manner.
2. EO Consulting will oversee, monitor, and document mural fabrication and installation progress through photography/video for promotional efforts, archival purposes, and any future maintenance needs.
C. Deliverables
1. Preparation of BART pillars for mural installation.
2. Completed BART mural installation.
City Council Action: Staff updates the Arts and Culture Commission and City Council on BART Mural Project
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BART Mural Workplan, May 1, 2025 – June 30, 2027 5
PHASE V: Mural Unveiling Event and Legacy Planning, January – March 2027 This phase focuses on hosting an unveiling mural event, creating promotional and educational activities, and developing a long-term maintenance plan.
Key Activities:
A. Public Unveiling and Dedication Event
1. City staff, EO Consulting, the ad hoc committee, and artist(s) will plan and host mural unveiling event with guidance from the Arts and Culture Commission and City Council.
B. Educational Materials and Resources
1. City staff and EO Consulting will explore opportunities with Arts and Culture Commission to develop promotional and educational materials and resources such as self-guided tours, digital and website content, videos, etc. a. Develop a strategy to document and share the stories behind the mural design through press, social media, and digital archive.
C. Maintenance Planning and Evaluation
1. EO Consulting and artist(s) will develop a long-term maintenance, conservation, and repairs plan with potential funding sources in collaboration with BART, Arts and Culture Commissioners, and City Council.
2. City staff and EO Consulting, with guidance from the Arts and Culture Commission, will develop a project evaluation report, in collaboration with artist(s), ad hoc committee, City Council, BART, and community to assess overall project, including process, lessons learned, and community impact.
D. Deliverables
1. Plan and host an unveiling event and related programing and activities.
2. Develop promotional and educational activities.
3. Develop a project evaluation report.
4. Incorporate long-term maintenance plan into the City’s Capital Improvement Projects.
City Council Action: Staff updates the Arts and Culture Commission and City Council on BART Mural Project completion, unveiling event, and project evaluation report. 486 of 510
Adopt a Resolution
Accepting the BART Mural
Project Workplan
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2 BACKGROUND
The strategy to place murals on the
BART pillars in Kennedy Park
was initially incorporated into the
Strategic Plan in August 2021
and readopted in September 2023.
Goal E. Communication and Outreach:
Build connections with community
partners, residents, and employees.
Strategy: Collaborate with the Arts
and Culture Commission and Bay
Area Rapid Transit (BART) to place
murals on the Kennedy Park BART
pillars.
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3 • In 2024 the Arts and Culture Commission established an ad hoc committee.
• BART Arts Program highly recommended hiring an art consultant to serve as a liaison between the City and BART.
• In 2025 the City contracted with Evelyn Orantes (EO)
Consulting.
o Specializes in developing and managing
large-scale public art projects.
o Project lead for BART’s Fruitvale Station a
multi-phase mural display.
BACKGROUND
Evelyn Orantes Consulting
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4 BACKGROUND
BART Fruitvale District
Artist(s): Favianna Rodriguez,Cece Carpio, and Refa1 490 of 510 5 BART Fruitvale District
BACKGROUND
Artists: Refa 1 and Favianna Rodriguez 491 of 510
6 BACKGROUND
BART Fruitvale District
Artists: Pancho Pescador, Fred Alvarado, and Liv Rose Unger 492 of 510
7 • Regular BART Mural Project
Ad Hoc Committee Meetings
• Project Theme Development
• Competitive Bid Process
Development
• Artist(s) Selection
City Staff, EO Consulting,
and Ad Hoc Committee
Arts and Culture
Commission City Council
Phase I Phase II
Decision-Making Body:
Phases and Timeline:
NEXT STEPS
May – Dec. 2025 Sept. 2025 – June 2026
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8 City Staff, EO Consulting,
and Ad Hoc Committee
Arts and Culture
Commission City Council
Phase III Phase IV
• Mural Unveiling Event
and Legacy Planning
• Mural Fabrication
and Production
• Mural Design
and Planning
Phase V
Phases and Timeline:
Decision-Making Body:
NEXT STEPS
June – Sept. 2026 Sept. 2026 – Feb. 2027 Jan. – Mar. 2027 494 of 510
9 • The BART Mural Project is funded through the Public Art In-Lieu Fee – Fund 268.
• The Five-Year Capital Improvement Plan already identifies $200,000 for the BART Mural Project.
• Actual estimated cost will not be known until the final artist(s) is/are selected and the scope of the work is understood.
• No budget action as this time.
FISCAL
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10 Staff recommends that the City Council adopt a
resolution accepting the BART Mural Project
Workplan.
RECOMMENDATION
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From: Dr. Julia Ferrario-Sells, PT
To: Mayor and Council Members
Subject: Mural
Date: Tuesday, August 12, 2025 1:00:58 PM
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Mayor and Council Members:
My family has been in Decoto for over 100 years (I grew up on 11th st and relatives still live on 10th & 11th streets). My father (Joseph P. Ferrario) is listed on the monument of Decoto residents who fought in WWII and he was a fireman for Union City (badge #1). My family is now in its fifth generation of being associated with Decoto. Although I live in Arizona, I still have strong ties to the neighborhood and last visited in June 2025.
I ask that the mural(s) to be painted on the BART pillars reflect the history of Decoto; those that immigrated from Mexico, Spain, Italy, Portugal, etc., the agriculture (gladiolas, family wine making, the many fruit trees and gardens, etc).
My grandfather worked for fifty cents a day digging the tunnels through Niles Canyon and then worked at Kraft. As a child during the depression, my father grew onions to sell and help his family financially, my grandmother made tomato sauce and sold it to others along with eggs and produce. It is through the hard work of the residents of Decoto (and Alvarado) that Union City was established and flourished.
Celebrating Decoto on the Bart Pillars would not only honor the many families and generations who have lived in Decoto but also share our culture which is quickly disappearing.
Thank you.
--
Dr. Julia Ferrario-Sells, PT, DPT, C/NDT
Northern Arizona Physical Therapy, Inc.
CONFIDENTIALITY NOTICE
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From: Brian Evans
To: Public Comment
Subject: Board Agenda today 8/12 7pm
Date: Tuesday, August 12, 2025 2:46:36 PM
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Hello,
My name is Brian Evans and a resident of Aptos CA. I grew up in Union City and lived there from 1973 to 1989. I went to Logan High and played baseball there. I also was involved with the Union City National Little League for many years.
I want to make a public comment regarding the mural for the Decoto district. I have very fond memories of my time in Union City and knew a lot of friends from the Decoto Neighborhood.
The people were very loyal and contributed a lot to the legacy of Union City history. The neighborhood had a strong work ethic, the people volunteered in the community and also helped disadvantaged teens with learning a valued trade.
I believe the mural will be beneficial and necessary for Union City's legacy and the neighborhood. A majority of the individuals in the neighborhood have left but I believe the mural should be a fabric of the local community at large. The legacy of Decoto should not be taken for granted. Even though I did not reside in the community, the Decoto legacy was strong as it fostered my love for the community in general. Because of Decoto and the neighborhood, I have volunteered in my own community for over 20 years as a little league volunteer.
I believe the mural should be erected and be displayed for all community members as well as for any visitors that come to Union City.
Sincerely,
Brian Evans
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Agenda Item
DATE: 8/12/2025
TO: HONORABLE MAYOR AND CITYCOUNCIL
FROM: JOAN MALLOY, CITYMANAGER
SUBJECT: ADOPT A RESOLUTION OF THE CITY COUNCIL OF CITY OF UNION CITY APPOINTING TWO CITY
COUNCILMEMBERS TO THE CLIMATE ACTION PLAN UPDATE TASK FORCE FOR THE REMAINDER OF CALENDAR YEAR 2025
EXECUTIVE SUMMARY
The City Council is requested to consider the appointment of two City Councilmembers to serve on the Climate Action Plan (CAP) Update Task Force for the remainder of calendar year 2025. Beginning in December 2025, the Mayor will include these seats as part of the annual board, commission, and committee reappointments for the following calendar year.
STRATEGIC PLAN ALIGNMENT
Goal D. Environmental Sustainability and Infrastructure: Create a sustainable community and maintain infrastructure.
BACKGROUND
On May 27, 2025, the City Council adopted Resolution No. 2025-070, forming the Climate Action Plan Update Task Force to assist in the development of an updated CAP. The Task Force composition includes:
Two (2) City Councilmembers
One (1) member from the Planning Commission
One (1) member from the Human Relations Commission
One (1) member from the Parks and Recreation Commission Two (2) community members
Appointments to the Task Force are made by the Mayor with the approval of the City Council, pursuant to Government Code § 40605, which states that “The Mayor, with the approval of the City Council, shall make all appointments to boards, commissions, and committees unless otherwise specifically provided by statute.”
Earlier in this meeting, under the Consent Calendar, the City Council considered and acted upon the appointments of the five nonCouncilmembers seats to the Task Force. This report addresses the appointment of the two City Councilmember representatives.
Given that the terms of Mayor Singh and Councilmember Nishihira end in December 2028 (unless re-elected), and the terms of Councilmembers Patiño, Wang, and Vice Mayor Sakakihara end in December 2026 (unless re-elected), it is recommended that the two Councilmember appointments be made for the remainder of calendar year 2025. Thereafter, the Mayor will consider these seats during the annual board and commission appointment process in December of each year, allowing adjustments as necessary following elections or other changes to City Council membership.
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DISCUSSION
The two appointed Councilmembers will work alongside the appointed commission representatives and community members to provide input and guidance on the CAP update. While the Task Force will not have decision-making authority, its contributions will help shape the final strategies and policies included in the CAP. Specifically, the Task Force is responsible for:
Reviewing and providing input on technical materials and draft documents; Identifying opportunities and challenges from a community perspective; Helping to prioritize strategies for emissions reductions and climate adaptation; Serving as a liaison between the City and broader community stakeholders; and Supporting public engagement by encouraging community participation.
The Task Force is subject to the Brown Act and will meet at key milestones in the CAP update process, until the updated CAP is formally adopted by the City Council.
FISCAL IMPACT
There is no fiscal impact associated with these appointments.
RECOMMENDATION
Staff recommends that the City Council:
1. Discuss the appointment of two City Councilmembers to the Climate Action Plan Update Task Force; and
2. Adopt a resolution appointing the selected Councilmembers to serve for the remainder of calendar year 2025, with future reappointments to be considered annually each December.
Prepared by:
Thai Nam Pham, City Clerk
Submitted by:
Thai Nam Pham, City Clerk
ATTACHMENTS:
Description Type
Draft Resolution Resolution
REVIEWERS:
Department Reviewer Action Date
City Manager’s Department Phan, Jennifer Approved 8/8/2025 - 2:15 PM City Manager’s Department Phan, Jennifer Approved 8/8/2025 - 2:18 PM 500 of 510
RESOLUTION NO. 2025-XXX
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
UNION CITY APPOINTING TWO CITY
COUNCILMEMBERS TO THE CLIMATE ACTION PLAN
UPDATE TASK FORCE FOR THE REMAINDER OF
CALENDAR YEAR 2025
WHEREAS, on May 27, 2025, the City Council adopted Resolution No. 2025-070 establishing the Climate Action Plan Update Task Force to advise on the Climate Action Plan (CAP) update process; and
WHEREAS, the Task Force consists of two City Councilmembers, one representative each from the Planning, Human Relations, and Parks and Recreation Commissions, and two at-large community members; and
WHEREAS, Government Code § 40605 states that “The Mayor, with the approval of the City Council, shall make all appointments to boards, commissions, and committees unless otherwise specifically provided by statute;” and WHEREAS, it is recommended that the City Councilmember appointments be made for the remainder of calendar year 2025, with future reappointments to occur annually in December as part of the Mayor’s regular appointment process; and WHEREAS, the Mayor has proposed the appointment of two City Councilmembers to serve on the Climate Action Plan Update Task Force for the remainder of calendar year 2025;
NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Union City hereby appoints __________________ and __________________ to the Climate Action Plan Update Task Force for the remainder of calendar year 2025, with future reappointments to occur annually each December.
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Resolution No.2025-XXX
Appointments to the Climate Action Plan Update Task Force (Council Members)
PASSED, APPROVED, AND ADOPTED by the City Council of the City of Union City at a regular meeting held on the 12th day of August 2025 by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
APPROVED:
GARY SINGH
Mayor
ATTESTED: APPROVED AS TO FORM:
THAI NAM N. PHAM
City Clerk
KRISTOPHER J. KOKOTAYLO
City Attorney
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Agenda Item
DATE: 8/12/2025
TO: HONORABLE MAYOR AND CITYCOUNCIL
FROM: JOAN MALLOY, CITYMANAGER
SUBJECT: ADOPT A RESOLUTION DESIGNATING THE VOTING DELEGATE AND ALTERNATE DELEGATE FOR THE LEAGUE OF CALIFORNIA CITIES ANNUAL CONFERENCE – OCTOBER 8-10, 2025, IN LONG BEACH
EXECUTIVE SUMMARY
The City Council is asked to adopt a resolution designating the City of Union City’s voting delegate and alternate voting delegate to the Annual Conference of the League of California Cities (LOCC) in Long Beach on October 8-10, 2025.
STRATEGIC PLAN ALIGNMENT
This action has no strategic plan alignment.
BACKGROUND
It is customary for the City of Union City to designate its voting delegate and alternate voting delegate for the Annual Conference of the LOCC.
DISCUSSION
The League of California Cities Annual Conference is scheduled to take place from October 8-10, 2025, at the Long Beach Convention Center, located at 300 E Ocean Blvd, Long Beach, CA. As a member agency of the League of California Cities, Union City has the opportunity to participate in the consideration of resolutions that establish League policy at the annual business meeting.
It is required by the League of California Cities (Cal Cities) bylaws for the City Council to formally designate a voting delegate and up to two alternate voting delegates for the Annual Conference. Council assignments currently reflect Councilmember Jeff Wang as the designated voting delegate and Councilmember Jaime Patiño as the alternate voting delegate.
Attached is the League of California Cities 2025 Annual Conference Voting Delegate Information Packet, which includes the Annual Conference Voting Procedures and the Voting Delegate/Alternate Form. In accordance with Cal Cities bylaws, the City Council must take formal action to designate these roles. Staff has prepared a resolution to formalize these appointments in advance of the September 24, 2025 deadline.
FISCAL IMPACT
There is no fiscal impact.
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RECOMMENDATION
Staff recommends that the City Council adopt a resolution designating the City of Union City’s voting delegate and alternate voting delegate to the Annual Conference of the League of California Cities (LOCC) in Long Beach on October 8-10, 2025.
Prepared by:
Thai Nam Pham, City Clerk
Submitted by:
Thai Nam Pham, City Clerk
ATTACHMENTS:
Description Type
Draft Resolution Resolution
League of California Cities 2025Annual Conference Voting Delegate Information Packet"
Attachment
REVIEWERS:
Department Reviewer Action Date
City Manager’s Department Malloy , Joan Approved 8/4/2025 - 2:48 PM City Manager’s Department Malloy , Joan Approved 8/4/2025 - 2:48 PM 504 of 510
RESOLUTION NO. 2025-XXX
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
UNION CITY DESIGNATING THE VOTING DELEGATE
AND ALTERNATE VOTING DELEGATE FOR THE
LEAGUE OF CALIFORNIA CITIES ANNUAL
CONFERENCE, OCTOBER 8-10, 2025
WHEREAS, the League of California Cities (Cal Cities) will hold its Annual Conference from October 8-10, 2025, at the Long Beach Convention Center in Long Beach, California; and
WHEREAS, the Annual Conference includes a General Assembly where Cal Cities members vote on resolutions that establish Cal Cities policy; and WHEREAS, the City of Union City is a member of Cal Cities and is entitled to participate in the consideration of such resolutions; and WHEREAS, Cal Cities requires that each member city designate a voting delegate and may designate up to two alternate voting delegates for the Annual Conference.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Union City hereby designates _______________________ as its Voting Delegate and _____________________ as its Alternate Voting Delegate for the League of California Cities Annual Conference to be held in Long Beach, California, from October 8-10, 2025.
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Resolution No. 2025-XXX
LOCC Voting Delegate
PASSED, APPROVED, AND ADOPTED by the City Council of the City of Union City at a regular meeting held on the 12
th day of August 2025 by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
APPROVED:
GARY SINGH
Mayor
ATTESTED: APPROVED AS TO FORM:
THAI NAM N. PHAM
City Clerk
KRISTOPHER J. KOKOTAYLO
City Attorney
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1400 K Street, Suite 400, Sacramento, CA 95814 • 916.658.8200 • calcities.org
DATE: Wednesday, July 16, 2025
TO: Mayors, Council Members, City Clerks, and City Managers RE: DESIGNATION OF VOTING DELEGATES AND ALTERNATES
League of California Cities Annual Conference and Expo, Oct. 8-10, 2025 Long Beach 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 Oct. 10, 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.
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. 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.
Following council action, please submit your city’s delegates through the online submission portal by Wed., Sept. 24. When completing the Voting Delegate submission form, you will be asked to attest that council action was taken. You will need to be signed in to your My Cal Cities account when submitting the form.
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.
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.
Council Action Advised by September 24, 2025
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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.
Please view Cal Cities’ event and meeting policy in advance of the conference.
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 Long Beach Convention Center in Long Beach, will be open at the following times: Wednesday, Oct. 16, 8:00 a.m.-6:00 p.m. and Thursday, Oct. 17, 7:30 a.m.-4:00 p.m. On Friday, Oct. 18, 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 submitting your voting delegate and alternates by Wednesday, Sept. 24. If you have questions, please contact Zach Seals at [email protected].
Attachments:
• General Assembly Voting Guidelines
• Information Sheet: Cal Cities Resolutions and the General Assembly 508 of 510
1400 K Street, Suite 400, Sacramento, CA 95814 • 916.658.8200 • calcities.org 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.
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Sixty days before the
Annual Conference
and Expo, Cal Cities
members may submit
policy proposals on
issues of importance
to cities. The resolution must
have the concurrence of at least
five additional member cities or
individual members.
How it works: Cal Cities
Resolutions and the General Assembly
General Assembly
General Resolutions Policy Committees
Developing League of California Cities policy is a dynamic process that engages a wide range of members to ensure Cal Cities represents cities with one voice. These policies directly guide Cal Cities’ advocacy to promote local decision-making, and lobby against statewide policies that erode local control.
The resolutions process and General Assembly is one way that city officials can directly participate in the development of Cal Cities policy. If a resolution is approved at the General Assembly, it becomes official Cal Cities policy. Here’s how resolutions and the General Assembly work.
The petitioned
resolution is an
alternate method
to introduce policy
proposals during
the annual conference. The
petition must be signed by
voting delegates from 10% of
member cities, and submitted to
the Cal Cities President at least
24 hours before the beginning
of the General Assembly.
Petitioned Resolutions
The Cal Cities
President assigns
general resolutions
to policy committees
where members
review, debate, and recommend
positions for each policy proposal.
Recommendations are forwarded
to the Resolutions Committee.
Who’s who
The Resolutions Committee
includes representatives
from each Cal Cities
diversity caucus, regional
division, municipal
department, and policy
committee, as well as
individuals appointed by
the Cal Cities president.
Voting delegates
are appointed by each
member city; every city
has one voting delegate.
The General Assembly is a
meeting of the collective
body of all voting
delegates —one from
every member city.
Seven policy committees
meet throughout the year
to review and recommend
positions to take on bills
and regulatory proposals.
Policy committees include
members from each Cal
Cities diversity caucus,
regional division, and
municipal department,
as well as individuals
appointed by the Cal
Cities president.
During the General Assembly, voting delegates
debate and consider general and petitioned
resolutions forwarded by the Resolutions
Committee. Potential Cal Cities bylaws
amendments are also considered at this meeting.
Cal Cities policy
development is a memberinformed process,
grounded in the voices and
experiences of city officials
throughout the state.
For more information visit www.calcities.org/general-assembly Prior to the Annual Conference and Expo
Resolutions Committee
The Resolutions
Committee considers
all resolutions. General
Resolutions approved1 by
either a policy committee
or the Resolutions Committee are next
considered by the General Assembly.
General resolutions not approved, or
referred for further study by both a
policy committee and the Resolutions
Committee do not go to the General
Assembly. All Petitioned Resolutions
are considered by the General
Assembly, unless disqualified.2
During the Annual Conference and Expo
1 The Resolution Committee can amend a general resolution prior to sending it to the General Assembly. 2 Petitioned Resolutions may be disqualified by the Resolutions Committee according to Cal Cities Bylaws Article VI. Sec. 5(f). 510 of 510