NCR Regional Council 2019
CALL FOR DELEGATES
May 3 and 4, 2019
The NCR Regional Council will be held on Friday, May 3 and Saturday, May 4, 2019 at the Hilton Lac-Leamy in Gatineau QC.
The NCR Regional Council is the governing body for the NCR in PIPSC. It is where members-at-large in the NCR are elected, amendments to the NCR Constitution are passed and the NCR Budget is approved.
Please complete the on-line registration form.
Registration closes: March 1, 2019 4:00 p.m.
Registration requests will not be accepted by telephone or by email.
Once you have applied, your individual Branch Executives will review all their applications and provide a delegate list to the NCR Executive.
You will receive confirmation of your Delegate status by March 15, 2019.
VIRTUAL BINDER
All material for the Council will be posted on the NCR Region Portal Account. Documents will be added as we receive them. If you do not have a portal account, please contact Informatics@pipsc.ca. A detailed Agenda will be posted and announced on our PIPSC Web site once it is finalized.
Council Schedule:
Registration: Friday May 3: 12:00 PM
Lunch: Friday May 3: 12:00 PM
Council Start: Friday May 3: 1:00 PM
Council Recess: Friday May 3: 5:00 PM
Reception: May 3: 7:00 PM
Council Start: Saturday, May 4: 9:00 AM
Council Finish: Saturday May 4: Saturday 4:00 PM
NCR By-Law Amendments and Resolutions:
It is mandatory that all proposed changes to the NCR By-Laws and Regulations be signed by two members and sent to NCR_Admin@pipsc.ca no later than 6 weeks (March 21, 2019) prior to the Council to assure that we are able to meet the requirements set out in By-Law 14.
According to By-Law 14, this is the only way that changes to the NCR Constitution can be considered at the Regional Council; By-Law amendments by resolution from the floor of the Council shall not be permitted. Any resolutions submitted from the floor will be dealt with once all other business has been completed.
NCR Executive Elections
This year there are four positions that are open for election. The four (4) positions are for a two (2) year term. Nominations for candidates to the positions will be taken from the floor during the Regional Council.
If you plan to run for office and you are subsequently elected, you will be expected to meet as an executive at 16:30 after the Council.
Resolutions to the PIPSC AGM:
You are encouraged to send any proposed Resolutions to the PIPSC AGM, to be sponsored by the Region from the NCR Council, to the NCR By-Laws Committee by March 21, 2019, for review and possible suggestions for changes to wording to clarify them before submission to the NCR Council. Submit them to NCR_Admin@pipsc.ca .
HOTEL AND CONFERENCE LOCATION
Hilton Lac-Leamy Hotel
3 Boulevard du Casino
Gatineau-Ottawa, QC J8Y 6X4
Tel: (819) 790-6444
Fax: 1-819-790-6408
We have implemented the following changes to hotel reservations for this event. We have reserved a block of guest rooms. After you have registered on-line and have received our confirmation of your delegate status, PIPSC staff will reserve a hotel guest room (Classic/Deluxe) for you at the Hilton Lac-Leamy. Once you arrive at the hotel, you will need to leave your credit card number with the hotel to process your room reservation. This will cover incidentals and any miscellaneous room charges which are the responsibility of each guest. The Institute will pay for the guest room (Classic/Deluxe) and taxes (only) on the master account; however all other charges will be the responsibility of the delegate. The room rate is based on single or double occupancy. Any upgrades will require prior approval. The block of rooms will be released on April 2, 2019, therefore there is no guarantee that guest rooms will be available after that date.
Check in time is 16:00 and check out time is 12:00. 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 16:00. Late check-out is provided based on availability through authorization from the Front Desk. PIPSC will not be responsible for additional costs for late check-outs.
Cancellations
In the event of a requirement to cancel, you MUST INFORM PIPSC Staff of your change of plans. If you need to cancel or make any changes to your reservation, please contact the hotel directly at (819) 790-6444 or groupes@hiltonlacleamy.com . You are now responsible to make your own cancellations. If you do not, then you may be billed for the hotel costs directly.
Should you have to cancel your attendance on Friday, May 3, please call the hotel directly to cancel your room and leave a message for Staff at the hotel. Do not leave a message at the Regional Office on the Council dates, as it is unlikely that Staff will be able to check messages. Failure to do so may result in you being charged directly for your accommodation and related meal costs.
MEALS
Lunch on Friday, May 3 will be provided for delegates only.
Lunch on Saturday, May 4 will be provided for participants only.
No other meals are provided. Regular travel policy provisions will apply.
PIPSC’s travel policy does not provide for meals for children under the supervision of a caregiver on site.
Please do not remove food from the lunch areas or break areas back to the room, this food is provided for stewards, executive, staff and presenters ONLY.
Allergies or Dietary Restrictions
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.
Child Care
Child Care service can be obtained from the hotel. Please call the Concierge of the hotel directly (819-790-6444).
Please pay for the care giving 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.
PARKING
Parking is free of charge to Council delegates in the above ground lots.
COMPENSATION FOR LEAVE
Institute policy allows for compensating participants for lost salary when they use vacation leave, compensatory leave or union leave without pay for attendance at a Regional 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 the required hours 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 12:00 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 16:00.
Yours in Solidarity,
J. Gordon Bulmer
Chair, NCR Executive