Canada Employment and Immigration Union - http://ceiu-seic.ca/en/general/guidelines-delegate-participation-ceiu-2017-national-convention/
November 3, 2016

Guidelines for delegate participation to the CEIU 2017 National Convention

Location and Date

The National Convention of the Canada Employment and Immigration Union is being held at the Hilton Lac-Leamy, 3, du Casino Boulevard, Gatineau, QC J8Y 6X4, from Monday, February 6, and concluding at 5:00 on Thursday, February 9, 2017.

There will be a training session for first-time delegates on Sunday, February 5 at the Hilton Lac-Leamy, in the Suzor-Côté Boardroom from 3: pm to 5: pm.

Registration at Convention

Registration will take place at the Hilton Lac-Leamy in the Julien/Gagnon/Walker Boardrooms and will be open for registration at the following times :

Sunday, February 5, 2017 :        from 11:30 am to 7:30 pm

Monday, February 6, 2017 :      from 8:00 am to 9:00 am

Meet & Greet

A Meet and Greet with light snacks and cash-bar will be held Sunday evening for all attendees in the Beethoven Boardroom from 7:00 pm to 10:00 pm.

First-time Delegate Training

A training session, for first-time delegates, will be held Sunday, February 5th, 2017 from 3:pm to 5:pm in the Suzor-Côté Boardroom. The rules of order and convention procedures will be reviewed. It is important for you to indicate your participation to this training on the Delegate Information Sheet (CEIU/C07-17: link is below) as available seats are limited.

Convention Documents

In January an email will be sent to you indicating that the Convention documents have been posted to our website. In keeping with CEIU’s Greening Initiative, we will not be mailing the documents out as we used to, but will instead provide you with a full printed version at Convention registration.

Hotel Accommodation

All delegates attending the Convention will be staying at the Hilton Lac-Leamy.   For your information, we have secured a number of rooms for our Convention and our rate is $195 (single / double) plus applicable taxes. Additional charges apply for the 3rd and 4th person in the room in the amount of $25 per additional adult, to a maximum of 4 people per room.

All reservations will be made by rooming list, which will be prepared by Brigitte Jean-Duguay of National Office. It is essential to fill out the applicable forms carefully and to indicate, on those forms, any special requests.

High speed internet access will be available in the bedrooms and the boardroom area at no charge.

Those of you wishing to extend their stay at the hotel for personal reasons (vacation, etc.), should indicate it on the Delegate Information Sheet.

Rooms and taxes will be paid directly by the CEIU for all delegates. You will be responsible for any incidental charges, such as movies, telephone calls, etc that you may charge to your room.

 

All delegates attending the National Convention must complete and return the

Delegate Information Sheet (form CEIU/C07-17)

to the CEIU National Office as soon as possible but no later than December 5, 2016.


Transportation

Travel arrangements for you to attend the National Convention are being handled by the National Office through Uniglobe Premiere Travel Planners Inc. 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 Uniglobe Premiere Traval Planners 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.

Any penalty cost incurred as a result of changes or cancellations made by a delegate to the Conference after the ticket has been issued will be the responsibility of the delegate.

It should be noted that all plane tickets will be issued electronically. You must therefore provide us with a personal email address or a personal 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 postal mail it to you.

The majority of delegates will be arriving on Sunday unless otherwise specified on the information sheet. Early arrivals will be at the cost of the delegate. New delegates who would like to attend the training given February 5 from 3:pm to 5:pm have to specify such 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 5:pm on Thursday, February 9. Everyone will therefore be free to return home that evening, or the next morning depending on flight schedules, and arrangements will be made accordingly.

Delegates who wish to travel by private vehicle, where commercial transportation would have been available (i.e. train, air) will be reimbursed at the applicable mileage rate up to the cost of the most economical commercial transportation. Calculation of the cost of the most economical commercial transportation includes the cost of the airfare or train fare plus a flat rate of $100.00 for ground transportation. If reimbursed based on commercial transportation equivalency rules, parking costs are included in the $100.00 flat rate. No further allowances for parking will be made.

Loss of salary will be paid only for the period of absence that would have been necessary had air or train travel been used. A delegate traveling a short distance (i.e. in the NCR) by motor vehicle will be reimbursed for mileage at the rate specified in the CEIU Travel Policy. Any exceptions will require the prior approval of the Director of Finance, Alain Normand by email at normanda@ceiu-seic.ca or by phone at 613-236-9634, ext. 228.

Expenses

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

Please provide your personal banking information to the National Office to facilitate the payment process and to reduce the waiting period and the cost to the Union. Your banking information will need to be provided by December 5, 2016 along with your Delegate Information Sheet (CEIU/C07-17: link is below).

Allowances

Delegate costs to the 2017 Convention will be fully covered in accordance with the CEIU Regulation 3 as outlined below:

Receipts must be attached to your claim in order to be reimbursed.

Please note: Reimbursement of expenses will be based on attendance at the 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.

Leave Authorization

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

Salary

Actual loss of salary will be reimbursed for all working hours lost during the Convention. There will be no compensation of salary for weekends and travel time, unless indicated below, as well as no overtime compensation.

Child and Dependent Care

The objective of CEIU’s Child and Dependent Care Policy is to remove the barriers which prevent members from participating fully in the Union.

Attached for your information is CEIU Policy 4 – Child and Dependant Care. In order to ensure quality child care and flexibility of arrangements, delegates have the choice for the following options:

  1. Care by Licensed Agency: If care is provided by a licensed agency/attendant, the actual cost will be reimbursed with receipt;
  1. Care by someone other than Agency or spouse/partner

Where the care is provided by someone other than a licensed agency/caregiver:

a) maximum of $45.00 per day for the first family member
b) maximum of $20.00 per day for each additional family member.
c) maximum of $30.00 per night per family member for overnight care

Reimbursement can be obtained by completing the form entitled CEIU Family Care Expense Claim (link is below).

  1. On-site Childcare

Delegates requiring on-site child care, must complete the form Childcare Request form (CEIU/C9-17: link is below) and return it to the National Office no later than December 5, 2016.

Note: 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.

Duty to Accommodate

In order for us to make the Convention and/or the convention facilities accessible or if you have dietary requirements or allergies that the CEIU should be aware of or if you require specific accommodation for your disability, it is essential that you complete and return the appropriate form (CEIU/C14-17: link is below) to the National Office by December 5, 2016.

For further information or assistance

Please do not hesitate to contact the National Office should you have any questions regarding the National Convention. You can reach our Admin Agent, Brigitte Jean-Duguay, via email at jeanb@ceiu-seic.ca, or by phone at (613) 236-9634, extension 233 for any questions you may have in regards to this document and its attachments.

Links:

Accredited Delegate Information Sheet (CEIU/C7-17)
CEIU Policy on Child and Dependant Care
Child Care Registration Form (CEIU/C8-17)
CEIU Family Care Expense Claim Form (CEIU/C9-17)
Special Needs Policy
Request for Accommodation of a Disability (CEIU/C14-17)

 

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