Information for delegates attending CEIU’s 2011 convention

May 12, 2011

CEIU Twelfth National Convention
Delegate Information

Location and date

The National Convention of the Canada Employment and Immigration Union is being held at the Halifax World Trade and Convention Centre (WTCC), 1800 Argyle St., Halifax, NS B3J 3N8, from Friday, September 16, and concluding at 12:00 noon on Tuesday, September 20, 2011.

There will be a training session for “new” delegates on Thursday, September 15 at the WTCC, in Rooms 204-205 from 1:30 pm to 4:30 pm.

Registration

Registration will take place at the WTCC (Rooms 304-305) between 12:30 pm and 8:00 pm on Thursday (September 15), and from 8:00 am to 9:00 am Friday (September 16) just prior to the opening session of the Convention at 9:00 am.

Expenses

Full expenses for accredited delegates to attend the Convention will be paid for by the Union.  An advance to cover expenses (per diem, etc.) will be sent to you towards mid-August.  It is also to be noted that expenses of spouses and other family members accompanying delegates will be the responsibility of the individuals concerned.

Hotel Accommodation

All delegates attending the Convention will be staying at the Delta Barrington or the Delta Halifax.  Please note that smoking rooms are only available at the Delta Halifax.  Those with mobility problems will be given priority for the Delta Barrington as it is a bit closer to the WTCC.

For your information, we have secured a number of rooms for our Convention and our rate is $209 (single / double) plus applicable taxes. Additional charges apply for the 3^rd and 4^th person in the room in the amount of $15 per additional person.

The rooming lists will be sent to you in August confirming in which of the two hotels your reservation has been made.  We will make every effort to respect your wishes, but we cannot guarantee that you will necessarily be staying at the hotel of your choice

High speed internet access will be available and included in all guestrooms.

Accommodations have been booked until the night of September 19^th.  We realize that some of you will not be able to return on the 20^th because of unavailable transportation during the afternoon or evening.  We will provide and pay for that extra night.  Also, those of you wishing to extend their stay at the hotel for personal reasons (vacation, etc.), should indicate it on the attached “Information Sheet“.

All delegates attending the Convention must complete and return the enclosed “Delegate Information Sheet” to the CEIU National Office as soon as possible but no later than June 20, 2011.

Transportation

Travel arrangements for you to attend the Convention are being handled by the National Office through Executive Worldwide Travel.  Transportation will be provided at the most economical cost to the Union as always.

As soon as the information sheets are received, they will be forwarded to Executive Worldwide Travel who will make tentative arrangements.  You will be contacted by Jamie Taylor to confirm your itinerary.  It is to be noted that if you wish to make changes to your itinerary, any costs incurred will be your responsibility.   Of course, if you decide to delay your return, there is no problem, as long as we can obtain the same airfare.  Changes will not be allowed after the confirmation of travel arrangements has been issued.

It should be noted that all plane tickets will be issued electronically.  You must therefore provide us with an email address or a fax number.  If you do not have access to email or a fax machine, the ticket will then be sent to National Office who will mail it to you.

The majority of delegates will be arriving on Thursday evening unless otherwise specified on the information sheet. Early arrival will be at the cost of the delegate. “New” delegates who would like to attend the training given September 15 from 1:30 pm to 4:30 pm should specify it on the information sheet and the necessary arrangements for early arrival will be made and paid for.  New delegate is defined as first-time CEIU delegates ‘’only’’.

Travel arrangements for the spouses and/or children can also be handled by our office.  It is understood that the cost of the airfare for spouses, children, etc. will be the individual’s responsibility, and will be billed directly to the delegate.  Billing arrangements will have to be made directly with the travel agency.  The CEIU will not take any financial responsibility for these costs.

The Convention will conclude around 12:00 noon on Tuesday, September 20, and you will therefore be free to return home that afternoon or evening, and arrangements will be made accordingly unless, due to flight schedules, it is impossible for you to return home on that date.

A delegate using his / her own vehicle for transportation to the Convention will be reimbursed as follows:

(a) where air, rail and bus transportation are otherwise available, at the lesser cost if less than car mileage, or

(b) where only one mode of transportation is available, at the cost of such transportation if it is less than car mileage.

A delegate traveling a short distance by motor vehicle will be reimbursed for mileage at the rate specified in the CEIU Policy.  Please indicate mileage on the attached “Information Sheet“.

Insurance during Triennial Convention

All accredited delegates and observers will have coverage of $50,000 during the Convention.

Allowances

Accredited delegates will be paid allowances in accordance with CEIU Regulation No. 3, as outlined below:

A delegate will be paid an amount equal to his/her salary for the period of time it is necessary to take leave of absence from his/her normal schedule of work to attend the Convention, including travel time.  This payment is subject to all normal deductions at source for Income Tax, CPP and EI premiums.

A per diem allowance in the amount of $60 for week days and $100 for week-end days will be paid for the days when a delegate is in attendance at the Convention and while in travel status.

In determining allowances for a delegate traveling to Halifax by motor vehicle, the period of time spent in travel will be calculated on the basis of the fastest means of transportation available to the delegate.

Documentary proof of leave authorization must be provided to support claim prior to payment in lieu of salary, and therefore a copy of your approved leave form must be submitted with the enclosed “Information Sheet“.

Please note: Reimbursement of expenses will be based on attendance at Convention.  Unless there are legitimate reasons, the expenses will be adjusted and the delegate status could be revoked if there is a failure to attend the Convention proceedings.

Child Care Services

Attached for your information is the CEIU Policy on “Child and Dependant Care”.  You will note that in order to ensure quality child care and flexibility of arrangements, delegates have the choice of the following:

(a) On-site child care

Should you wish to register your child / children, please complete form CEIU/C8-11 (attached) and return it to the National Office no later than July 18, 2011. You will note that we require a $25 deposit cheque to guarantee these child care services.  This deposit will be refunded to you in your final adjustment claim.  The deposit is non-refundable if you cancel your registration after August 8, 2011.  Breakfast and lunch will be provided by the Child Care Centre should you so desire.  However, the child’s dinner will be the responsibility of the parent (cost to be reimbursed).  The daycare centre provides toys, games, etc. for the children; however, it is the responsibility of the parent(s) to bring strollers, walkers, baby seats, etc. where necessary.

(b) Care provided at home or by a licensed agency

Reimbursement can be obtained by completing form CEIU/C9-11 (attached).  Please note that it is not the intention of the CEIU Policy to reimburse normal family care costs that would ordinarily accrue had the delegate been at his or her place of work.  As well, CEIU will not pay for services provided by a spouse.

(c) Reimbursement of travel costs to bring child / children to Convention

Travel costs to bring children to the Convention can be reimbursed, to the maximum allowable to what it would have cost to have left the child at home.  Reimbursement can be obtained by completing form CEIU/C9-11.