NCR STEWARD COUNCIL – 2018
September 28 and 29, 2018
The NCR Stewards’ Council will be held on Friday, September 28 and Saturday, September 29, 2018 at the Hilton Lac-Leamy in Gatineau. The Council will be two (2) days, starting on Friday at 12:00 p.m., with registration starting at 11:30 am. Stewards and their guest(s) will be invited to attend an after dinner reception on the Friday night. Please note there is no formal dinner provided by PIPSC. Delegates will arrange for their own dinner. PIPSC will cover the meal allowance for dinner. 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, training 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. Also this year, the position of Chief Steward will be up for Election.
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 closing August 3, 2018 at regular close of business. Registration requests 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 3, 2018.
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
Hotel
We are now changing back to the old way of making hotel reservations. Please indicate on your registration form the date of your arrival and departure and if you have any other specific requests for your room. PIPSC will now make your hotel reservations as indicated on your registration form. We have reserved a block of guest rooms. Once you are confirmed, PIPSC staff will make your hotel reservation at the Hilton Lac-Leamy as indicated on your registration form. If you have any special requests, they will need to be approved by Finance first. After you have registered on-line you will receive an email confirmation of your registration. Once you are confirmed as a delegate, you will receive another email to confirm this.
On your day of arrival, 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 or Deluxe) and taxes (only) on the master account; however all other charges will be the responsibility of the delegate. Any upgrades will require prior approval by the Chief Steward. The block of rooms will be released on September 7, 2018; therefore there is no guarantee that guest rooms will be available after that date.
For delegates wishing to stay the Saturday night at the hotel, delegates must qualify as per the PIPSC Policy Balancing Union Activity and Family Life and the PIPSC Travel Policy .
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.
IMPORTANT: If you need to cancel or make any changes to your reservation, please contact the hotel directly at (819) 790-6444. You are now responsible to make your own cancellations. Failure to do so will result in you being charged directly for your accommodation.
The NCR Region has also implemented the following changes to the Stewards’ Council:
- Cancellation of the Friday night Gala, you will be on your own for the evening meal, and will be reimbursed the per-diem rate for the meal for yourself;
- Cancellation of the provision of breakfast for registered delegates on Saturday morning. You will be on your own, and will be reimbursed the per-diem rate for the meal.
Should you have any questions or comments, please contact the Chief Steward.
MEALS
Lunch on Friday, September 28, 2018 will be provided for delegates only, no guests. Dinner on Friday will NOT be provided. Lunch on Saturday, September 29, 2018 will be provided for participants only. PIPSC’s travel policy does not provide meals for children under the supervision of a caregiver on site.
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 when first ordering.
Hotel policy does not permit transport of food outside of the room where the meals are provided. Note that you may not remove food from the lunches or breaks, this food is provided for stewards, executive, and staff only.
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 one half day (1/2) 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 pm. 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.
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,
Glen Schjerning, Chief Steward
NCR Executive
ON-LINE REGISTRATION FORM