NCR STEWARD COUNCIL
September 28 and 29, 2012
The NCR Stewards’ Council will be held on Friday, September 28 and Saturday September 29, 2012 at the Hilton Lac-Leamy in Gatineau. The Council will be one and one half [1 ½] days, starting on Friday at 1:00 p.m., with registration at 12:00 p.m. Stewards and their guest will be invited to attend a dinner on the Friday night. The Council will continue all day Saturday starting at 9:00 a.m. and will conclude at 5:00 p.m. No scheduled events will take place on Saturday evening.
The intent of this meeting is to provide information, as well as an opportunity to expand your steward network. Detailed information about the agenda will be circulated in a subsequent memo closer to the Council date.
We ask that you complete the on-line registration form, for which a link is located on the bottom of this announcement, registration will be open as of Monday, July 9th and closing of the registration will be Friday August 31, 2012 at regular close of business. Registrations will not be accepted by telephone or by email.
WE WILL NOT BE ABLE TO GUARANTEE YOUR HOTEL ACCOMMODATION IF WE DO NOT RECEIVE YOUR ON-LINE REGISTRATION FORM BY August 31, 2012
ACCOMMODATION
The meeting and hotel coordinates are:
Hilton Lac-Leamy Hotel
3 Boulevard du Casino
Gatineau-Ottawa, QC J8Y 6X4
Tel: (819) 790-6444 Fax: 1-819-790-6408
STEWARDS
Guest rooms will be reserved by Lorraine Young after you have registered on-line and have received our confirmation of your delegate status. The room rate is based on single or double occupancy. In the event of a requirement to cancel, you MUST inform PIPSC staff of your change of plans. If staff can not be reached in a timely manner – 24 hours before the event, then YOU are responsible for the cancellation, and if you have not done so, you may be billed for the hotel costs directly.
In accordance with the Policy on Balancing Union Activity and Family Life, a member who lives more than 16 kilometers from the meeting location, who requires accommodation on the Friday of a Steward Council and who is accompanied by their spouse or significant other and/or their immediate family, will be entitled to accommodation on Saturday night for themselves and their spouse or significant other and/or their immediate family. In such cases, the member shall be reimbursed per diem expenses for dinner on Saturday and breakfast on Sunday.
MEALS
Lunch on Friday, September 28 will be provided for delegates only, no guests. Dinner on Friday will be provided for participants and one guest. A full breakfast and lunch on Saturday will be provided for participants only. PIPSC’s travel policy does not provide for meals for children under the supervision of a caregiver on site. Lunch on Saturday, September 29, 2012 will be provided for delegates only, no guests are invited.
IMPORTANT: any food allergies or special dietary requests must be noted on your registration form. Although we will advise the hotel of your request, you will need to advise your server during meals.
Babysitting
Babysitting service can be obtained from the hotel. Please call the Concierge of the hotel directly (819-790-6444). Please pay for the caregiving service and claim the expense up to 75.00 on your travel claim. You are responsible for your children’s meals, and cannot claim these expenses from the Institute.
TRANSPORTATION
If you need to take a taxi to the event, you are requested to note it on your registration page under Special Requirements. If there is a more economical method of transit, it will be investigated.
PARKING
Parking is free of charge to Council delegates in the above ground lots.
COMPENSATION FOR LEAVE
Institute policy allows for compensating participants who use vacation leave, compensatory leave or union leave without pay for attendance at a Steward Council. Compensation is also allowed when such leave is required to travel to the Council. The participant must complete an Institute Compensatory Salary Claim form and attach a copy of a completed employer's leave form which indicates that the leave has been approved.
Salary compensation will be limited to a half [½] day on Friday, plus reasonable travel time.
Reasonable travel time is defined as the amount of time that it takes to get from your home or office to the meeting location by the most direct route with no stops, with the intent on arrival at the Council for 1:00 p.m. While every effort will be made for guests to have access to their rooms when they arrive, this may not be possible and your room may not be available until 3:00 p.m.
OTHER
Dependent, child or other care expenses will be paid by the Institute where receipts are provided, in accordance to the PIPSC Travel Policy.
All other expenses will be reimbursed according to the PIPSC Travel Policy.
Best regards,
Gordon Bulmer
Chair
NCR Executive
ON-LINE REGISTRATION FORM
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