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ElVfE) CIT� CP CC ?AAYC,fi S June 7, 2006 TO: Mayors, City Managers and City Clerks RE: Designation of Voting Delegate and Alternate for 2006 League Annual Conference — September 6-9, San Diego Please review this memo carefully, as new procedures have been adopted regarding designation of voting delegates and alternates and voting at the Annual Conference. The League's 2006 Annual Conference is scheduled for September 6-9 in San Diego. An important part of the Annual Conference is the Annual Business Meeting, scheduled for Saturday morning, September 9. At this meeting, the League membership considers and takes action on resolutions that establish League policy. In order to vote at theAnnual Business Meeting your city council must designate a voting delegate and may designate a voting delegate alternate. Please complete the attached voting delegate form and return it to the League's office no later than August 15 so that voting delegateialternate records may be established prior to the conference. At the conference, voting delegate forms may be returned to the Voting Delegate desk located in the conference registration area. Please note the following procedures that are intended to ensure the integrity of the voting process at the Annual Business Meeting. • Action by Council Required. Consistent with League bylaws, a city's voting delegate and alternate must be designated by the city council. When completing the attached voting delegate forni. 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 alternate must be done by city council action and cannot be accomplished by individual action of the mayor alone. • Conference Registration Required. The voting delegate and alternate must be registered to attend the conference. At least one must be present at the Business Meeting and in possession ofvoting card in order to cast a vote. Transferring Voting Card to Non -Designated Individuals Not Allowed. The voting card may be transferred freely between the voting delegate and alternate, but only between the voting delegate and alternate. If the voting delegate and alternate find themselves unable to attend the Business Meeting, they may not transfer the voting card to another city official. -over-