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HomeMy WebLinkAboutItem 8.2 - 3039 NLC Appointments (2) Page 1 of 2 STAFF REPORT CITY COUNCIL DATE: January 14, 2020 TO: Honorable Mayor and City Councilmembers FROM: Linda Smith, City Manager SUBJECT: Designation of Voting Delegate and Alternate for the November 2020 National League of Cities Annual Conference and Authorize Out-of-State Travel for City Councilmembers Prepared by: Caroline P. Soto, City Clerk/Records Manager EXECUTIVE SUMMARY: The City Council will consider appointing one of its members as a delegate and one as an alternate to attend the National League of Cities (NLC) Congressional City Conference in November of 2020 in Tampa, Florida. The City Council will also consider authorizing out-of-state travel for any member of the City Council wishing to attend the NLC March 2020 Conference in Washington DC. STAFF RECOMMENDATION: Appoint one of its members as a voting delegate and one as an alternate to attend the National League of Cities (NLC) Congressional City Conference and vote on the City's behalf at the City Summit in November of 2020 in Tampa, Florida; and Authorize out of state travel for those City Councilmembers wishing to travel to Washington DC for the NLC March 2020 Conference. FINANCIAL IMPACT: Funds were allocated in Fiscal Year 2019 -20 in accordance with the anticipated out-of- state travel of two members of the City Council to the March conference. Sufficient funds exist for the remainder of the City Council to also attend the March conference, should they wish to attend. DESCRIPTION: The National League of Cities (NLC) is an organization through which city officials work together on a national level to further their common interests and the interests of their citizens. The NLC Congressional City Conference, to be held in Washington, D.C, from March 7 - Page 2 of 2 11, 2020, provides local elected officials and municipal staff a myriad of opportunities to learn about federal issues important to America's cities and towns, to lobby Congress on those priorities, and to be part of a clear and unified voice. The program includes general sessions featuring national leaders, members of the Administration and Congress, workshops, and pre-conference leadership seminars. The NLC City Summit is scheduled to be held November 18 -21, 2020, in Tampa, Florida. During this conference, the annual business meeting is held, at which each member city is afforded the opportunity to shape the NLC's federal advocacy agenda for the upcoming year by casting a vote on preferred policy recommendations. In order for the City of Dublin to participate in this meeting, the City Council will need to appoint a voting delegate, and an alternate, to attend and vote on the City's behalf at the Summit. At its December 3, 2019 City Council meeting, the City Council requested Staff return with an item to discuss allowing all City Councilmembers the opportunity to attend the conferences, and appointing all remaining City Councilmembers as voting alternates, if allowed by the NLC. There are no current rules that preclude all City Councilmembers from attending one or both conferences. However, this will require the City to update its out of state travel for 2020 and in the upcoming budget year. And, a fter review of the NLC By-Laws, Article IV, Section 2 Member Voting, it has been determined that the City is allowed only one voting delegate, and one alternate (Attachment 1) for the November 2020 conference. Upon appointment of the voting delegate and alternate , notification will be forwarded to the NLC. Last year, the City Council selected Councilmember Josey and Councilmember Kumagai to attend the March conference, and appointed Councilmember Hernandez as the voting delegate, and Vice Mayor Goel as its alternate, to attend and vote on the City's behalf at the NLC Annual Conference in November of 2019. NOTICING REQUIREMENTS/PUBLIC OUTREACH: None. ATTACHMENTS: 1. NLC By-Laws 6 ARTICLE IV. MEETINGS, VOTING, AND NATIONAL POLICIES Section 1. MEMBERSHIP MEETINGS. An annual meeting of the membership shall take place during the organization’s fall conference. At the annual meeting, the memberships shall elect directors and officers, receive reports on activities of the association, and adopt national municipal policies for the coming year. The President may also call a special meeting of the membership. The time, place, and program of the annual meeting shall be determined by a motion of the Board of Directors. Notices of meetings for members shall be delivered to the mailing address or electronic address designated by the members not less than thirty (30) nor more than sixty (60) days before such meetings, provided that any notices required by this section may be waived before such meetings. Section 2. MEMBER VOTING. In all meetings requiring the official decision of the National League of Cities, each member league shall be entitled to twenty votes. Each member city shall be entitled to one to twenty votes based upon population as follows: Under 50,000 l vote 50,000- 99,999 2 votes 100,000- 199,999 4 votes 200,000 - 299,999 6 votes 300,000- 399,999 8 votes 400,000 - 499,999 10 votes 500,000-599,999 12 votes 600,000 - 699,999 14 votes 700,000 - 799,999 16 votes 800,000- 899,999 18 votes 900,000 and above 20 votes 7 Member cities, but not member leagues, shall be required to cast unanimous votes. It shall be the duty of the President in advance of or at the beginning of any such meeting to appoint a credentials committee of three persons, at least one of whom shall be a representative of a member city. As soon as practicable after the naming of the credentials committee, each member league shall designate one or more voting delegates not to exceed the number of votes to which it is entitled, and may designate alternate voting delegates not to exceed the number of its voting delegates. Each member city shall designate one voting delegate and may designate one alternate voting delegate. It shall be the duty of the credentials committee to settle any dispute concerning the voting rights of members and their voting delegates and alternate voting delegates, the number of votes each is entitled to cast, and the total number of votes of all the members of NLC. All voting shall be by voice vote unless a weighted vote is demanded by ten percent or more of the certified votes present at the meeting. When the weighted vote is taken , voting shall be limited to the duly certified voting delegates, or their alternates, each casting the total number of votes to which the voter is entitled by the certified voting roll. A majority vote of the certified votes present at the meeting shall be required for the election of any officer or member of the Board of Directors, or for passage of any matter of business brought before the business meeting. There shall be no voting by proxy. Section 3. MEMBER QUORUM. A quorum at the annual business meeting or special meeting shall consist of majority of the votes certified to the meeting. Section 4. MEMBER RESOLUTIONS ON POLICIES. Resolutions on national legislation affecting cities shall be submitted to the voting delegates in writing by the Board of Directors , by a resolution committee appointed therefore, or by special petition, provided that such petition is presented to the annual convention by ten (10) voting delegates with the consent of a majority vote. A two-thirds vote shall be necessary to adopt all resolutions. 8 Section 5. BALLOTS BY MAIL OR ELECTRONICALLY. Except as otherwise expressly provided by these bylaws, a matter of business may be submitted to a vote of the membership through the mail or electronically. If submitted through the mail, a response from a member league shall bear the signature of the President and the countersignature of the Chief Executive Officer of such member leagues, and the response from a member city shall bear the signature of the Mayor. If submitted electronically, the response must come from the electronic address designated by the member. Weighted voting shall be in effect in all balloting through the mail or electronically. Section 6. BOARD MEETINGS. Notices of meetings of the Board of Directors shall be delivered through the mail to the mailing address or electronically to the email address designated by the members of the Board of Directors not less than five (5) nor more than forty (40) days before such meetings, unless otherwise required by law, provided that any notices required by this section may be waived before such meetings. A majority of the directors present at a meeting shall constitute a quorum, provided that a quorum consists of no less t han one-third of the directors then in office. An act of the majority of the directors present at a meeting at which a quorum is present shall be considered an act of the Board of Directors, unless otherwise required by the articles of incorporation or these bylaws. ARTICLE V. FINANCIAL MATTERS Section 1. DUES AND CHARGES. The annual membership dues of the National League of Cities, and the schedule of fees or systems of charges for all other services of NLC, shall be established by a resolution of the Board of Directors. Within such resolution, general limits may be set by NLC in annual meetings. Annual membership dues and annual service charges shall be due the first day of the membership year for which they are assessed. Section 2. FISCAL YEAR. The fiscal year of the National League of Cities shall be from October 1 to September 30, inclusive of those dates.