NOTICE OF MEETING
TO: Executive Members in the British Columbia/Yukon Region
FROM: Robert K. MacDonald Regional Director
DATE: Saturday, December 2, 2017
SUBJECT: Executive Training – December 2, 2017
We are pleased to advise that an Executive Training session is being offered on Saturday, December 2, 2017 at the Pacific Gateway Hotel at Vancouver Airport in Richmond, B.C. The Executive Training session will be one day, starting at 9:00 a.m. until 5:00 p.m. on Saturday. All participants are required to attend the full day.
The intent of this session is to provide training, to further develop your skills as an Executive member, as well as an opportunity to expand your network. Training is open to all executive members of the Regional Executive, Branches, Groups, Consultation Teams and Sub-Groups in the BC / Yukon Region.
We ask that you complete the online registration form by midnight on Friday, November 10, 2017 to be considered for participation at this training. Registration will not be accepted by telephone.
As we are limited to the number of participants for the Executive Training, a selection criteria has been established and will be applied when reviewing the applications. As we anticipate that this training activity will be heavily subscribed, you are encouraged to submit your registration as soon as possible.
The hotel coordinates are:
Pacific Gateway Hotel at Vancouver Airport
3500 Cessna Drive, Richmond, BC, V7B 1C7
Telephone: 604 278.1241
Accommodation will be provided in accordance with the PIPSC Travel Policy.
Guest rooms will be reserved on your behalf by the Vancouver office as per your registration form. The room rate is based on single or double occupancy.
Accommodation will be provided on Friday night for those members who cannot arrive at the meeting location without having to leave prior to 7:00 a.m. on Saturday morning.
Accommodation will be provided on Saturday night for those members who cannot arrive home by 8:00 p.m. on Saturday night travelling by the most direct route including a one hour meal stop.
Hotel guests are required to present a valid credit card upon check-in at the hotel to process the room reservation. This is to cover incidentals and/or any miscellaneous room charges which are the responsibility of each guest.
The cost of the hotel will be paid by the Institute through a master account. Rooms have been guaranteed to the Institute for late arrival. Please be aware that PIPSC will be charged in full for any rooms cancelled within one week of arrival [by November 24], regardless of whether or not they are used. We ask that you be mindful of this fact when completing your registration form.
If you need to cancel or make any changes, please contact Patricia Fung immediately at firstname.lastname@example.org or 604 688.8238 or 1.800.663.0485 extension 7820. Should you have to cancel your attendance on the Friday or Saturday of this training session and you have a guest room booked, please call the hotel directly to cancel your room prior to 4:00 p.m. Please also send an e-mail to Patricia Fung at email@example.com. Failure to follow these procedures may result in being charged directly for your accommodation.
Lunch on Saturday will be provided for all participants.
Members can claim the lesser of the actual kilometres (currently x 50.0¢) driven or the rate of $700.00, which is based on Air Canada Flight Passes and ground transportation. This is based on the PIPSC Travel Policy Schedule A, effective October 1, 2017.
Compensatory salary and meal expenses will be reimbursed based on travel by plane.
Any car rental requests require pre-approval.
Once your registration is confirmed by e-mail and you require air travel arrangements, please call BCD Travel in Ottawa at 1.866.768.7624 or by e-mail at firstname.lastname@example.org to reserve your flights. Please be aware of the three (3) hour time difference when you call.
If you have any questions about the PIPSC Travel Policy, please inquire prior to travelling. Additional costs due to driving (rather than flying), such as meals, time missed from work and accommodation incurred during transit, will be at the responsibility of the traveller. Refer to the PIPSC Travel Policy available on our website at www.pipsc.ca for further information.
Parking is provided at the hotel. Reimbursement will be provided for one vehicle per member.
COMPENSATION FOR LEAVE
Institute policy allows for compensating participants who use vacation leave, compensatory leave or union leave without pay for attendance at this training session. Compensation is also allowed when such leave is required to travel to the session. The participant must complete an Institute Compensatory Salary Claim form [available on the website] 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 reasonable travel time, except in the case of shift workers who will be reimbursed for appropriate shifts missed due to their attendance at the training.
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 training for 9:00 a.m. on Saturday, December 2, 2017.
Dependent, child or other care expenses will be paid by the Institute where receipts are provided, in accordance with the PIPSC Travel Policy.
All other expenses will be reimbursed according to the PIPSC Travel Policy.
Any special requests for travel outside of these guidelines must receive prior approval.
We look forward to meeting with you on December 2, 2017.
Robert K. MacDonald, B.A., MRM
Director, BC/Yukon Region