Invitation to the NCR Regional Council

---------- Forwarded message ---------
From: Monica Schoeni
Date: Tue., Feb. 11, 2025, 06:13
Subject: Invitation to the NCR Regional Council- APR2025/ Conseil régional AVR2025
To: Dmitry Gorodnichy 

                                              NCR Regional Council 2025 Call for Delegates- April 4 & 5,2025

The National Capital Region (NCR) Regional Council will be held in a hybrid form (In-person and virtually) on April 4th from 12 PM - 5 PM & April 5th 9 AM- 5 PM.

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 online registration form at the end of the invitation to indicate your interest.

Registration closes February 28th, 2025 11:59 PM

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 end of day March 14th, 2025.

VIRTUAL BINDER

All material for the Council will be posted on the NCR Virtual Binder. Documents will be added as we receive them. An email will be sent to delegates advising them when the Virtual Binder is ready.

COUNCIL SCHEDULE

Registration: Friday, April 4th 12:00 PM

Lunch: Friday, April 4th 12:00 PM

Council Start: Friday, April 4th 1:00 PM

Council Recess: Friday, April 4th 5:00 PM

Reception: Friday, April 4th 8:00 PM

Council Start: Saturday, April 5th 9:00 AM

Council Finish: Saturday, April 5th 5:00 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 by March 5th, 2025 before the 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 FOR 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 5th, 2025, 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 upon check-in 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.

Due to the size of the hotel and availability there is a room block reserved for 320 people. The in person deleagte attendance will be capped at 340 with the remaining delegates attendng virtually. 

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 your reservation, please contact the hotel directly. 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 March 26th please call the hotel directly to cancel your room and leave a message for the 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, April 4th will be provided for delegates only.

Lunch on Saturday, April 5th will be provided for delegates only.

No other meals are provided. Regular travel policy provisions will apply.

PIPSC’s travel policy does not provide 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, executives, 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.

FAMILY CARE

Please refer to the Family Care Policy for additional information – link - https://www.pipsc.ca/about/governance/policies-2019/policy-on-family-care.

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 arriving 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.

Please respond by clicking Yes (LINK REMOVED) or No (LINK REMOVED) and completing the registration process. We look forward to your response before February 28, 2025.

The Professional Institute of the Public Service of Canada | L'Institut professionnel de la fonction publique du Canada
www.pipsc.ca | www.ipfpc.ca