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Elementary Teachers’ Federation of OntarioFédération des enseignantes et des enseignants de l’élémentaire de l’Ontario

136 Isabella Street, Toronto, Ontario M4Y 0B5Telephone: 416-962-3836 Toll free: 1-888-838-3836

Fax: 416-642-2424Website: www.etfo.ca

ANNUAL MEETING PARTICIPANTS INFORMATION PACKAGE ETFO ANNUAL MEETING

AUGUST 17-20, 2015

VISIT US ONLINE!www.etfo.ca >About ETFO>Annual Meeting

THIS INFORMATION IS PROVIDED TO ASSIST PARTICIPANTSTO PREPARE FOR THE 2015 ETFO ANNUAL MEETING.

PLEASE EMAIL FORMS WHERE APPROPRIATE.

ETFO CONTACTS

ADMINISTRATIONLORNA LARMOUR PROTECTIVE SERVICES EXT. 2212 – [email protected]

JO-ANNE ALZNER MANAGER OFOPERATION SERVICES

EXT. 2208 – [email protected]

OLESIA ROMANKO MANAGER OFINFORMATION AND RECORDS SERVICES


NANCY ROMAIN ADMINISTRATIVEASSISTANT


REGISTRATIONJANICE ROGERS

PRIYA FERNANDO

CONFERENCE LIAISON (LEAD)

CONFERENCE LIAISON



DINNERJOYCE MCCLELLAND

COLETTE BANAS

ADMINISTRATIVE ASSISTANT

ADMINISTRATIVE ASSISTANT



WESTIN HARBOUR CASTLEHOTEL CONTACT

ADI MHATRE GROUPCOORDINATOR

[email protected]

AUGUST 17-20, 2015

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The Westin Harbour Castle Hotel1 Harbour Square, Toronto

Phone: (416) 869-1600Toll Free: 1-800-937-8461

https://maps.google.ca/maps?rlz=1T4GGHP_enUS452US452&um=1&ie=UTF-8&q=westin+harbour+castle&fb=1&gl=ca&hq=westin+harbour+castle&hnear=0x89d4cb90d7c63ba5:0x323555502ab4c477,Toronto,+ON&cid=0,0,14538559779993027368&ei=XfHUTuadAorV0QHtsoSmAg&sa=X&oi=local_result&ct=image&ved=0CC4Q_BI&output=classic&dg=oo

SECTIONS AGENDA ARRIVAL/DEPARTURE AWARDS

INFORMATION LISTED ON PAGE 3

CAUCUSES NEW DELEGATE TRAINING CHILD CARE COMMITTEE CHAIRS CREDENTIALS CREDIT CARDS DEPARTURE/ARRIVAL DINNER/DANCE


DINNER/DANCE (CONTINUED)

DIETARY ALERT EXPENSES


DEADLINES GRATUITIES IDENTIFICATION LOCATION LUGGAGE STORAGE MEALS


MEALS (CONTINUED)

MEDIA CENTRE MEETING ATTIRE MEETING SPACE MESSAGES PARKING


PERSONAL ACCOMMODATION

POLICIES RECYCLING REGISTRATION


RESOLUTIONS ROOM RESERVATIONS LOCAL ROOMING LISTS ROOM RATES


SEATING SMOKING TRAVEL WIFI


FORMS

REGISTRATION FORM ON-SITE CHILD CARE REGISTRATION ANNUAL DINNER RESERVATION DIETARY ALERT LOCAL HOTEL ROOMING LIST LOCAL ACCOMMODATION & ALTERNATE MEAL REIMBURSEMENT

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ALL WESTIN HARBOUR CASTLE HOTEL GUEST ROOMS ARE NON-SMOKING.

A $300 CLEANING CHARGE WILL BE APPLIED IF GUESTS ARE FOUND TO BE SMOKING. ETFO DOES NOT COVER THIS CHARGE. PLEASE ADVISE YOUR MEMBERS.

AGENDA An agenda will be available at the time of registration, however, the Annual Meeting commences as follows:

METRO BALLROOMAUGUST 17, 2015

4:00 P.M.

ARRIVAL/DEPARTURECHECK-IN 3:00 P.M.

CHECK-OUT 12:00 NOON

ADDITIONAL NIGHT STOPOVER GUIDELINES

Sunday night accommodation, early bird rate of $99 per person, based on double occupancy, available – local responsibility.

Monday – early check-in is not available. Thursday – must check-out by 12:00 noon or pay an additional day rate charge or, after

5:00 p.m., an additional one-night accommodation charge – local responsibility. Additional charges such as: no show, late checkout, furniture removal, or the $300 cleaning

charge, are NOT covered by ETFO – local responsibility.

a) There are circumstances when significantly cheaper airfare or when airline flight schedules, require an additional night stopover.

b) Approval must be given in advance by the General Secretary or Deputy General Secretary for a member to be reimbursed for non-airfare costs related to an additional night stopover. When approval is given the Federation will pay for actual incremental costs incurred as noted below:

1) Accommodation: An amount equal to the amount of the single room rate payable during the activity or function.

2) Meals: Actual meal costs incurred in accordance with the meal guidelines.

AWARDS The following awards are presented during the Annual Meeting:

TUESDAY, AUGUST 18 HEALTH AND SAFETY ACTIVIST AWARD HUMANITARIAN AWARD MEMBER SERVICE AND ENGAGEMENT

AWARD NEW MEMBER AWARD OUTSTANDING ROLE MODEL FOR WOMEN

AWARD

THESE RECIPIENTS AND THEIR GUEST ARE:

invited to attend lunch and Awards presentation;

entitled to claim travel and in-transit meals on Monday and Tuesday; and

provided accommodation for Monday night, where required, in accordance with Federation guidelines.

WEDNESDAY, AUGUST 19

HONORARY LIFE MEMBERSHIP PRESIDENT’S AWARD

THESE RECIPIENTS AND THEIR GUEST ARE:

invited to attend the ETFO Annual Dinner;

entitled to claim travel and in-transit meals on Wednesday/Thursday; and

provided accommodation for Wednesday night, where required, in accordance with Federation guidelines.

EXPENSES

CONTACT

In-transit meal expenses are subject to Federation guidelines, which can be found in the meals section. Further inquiries can be directed to:

Award recipients should refer to the travel section of this document for information related to air, automobile and driving directions.

EVELYN MCGROGAN, EXT. [email protected]

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CAUCUSES/NEW DELEGATE TRAINING

The following sessions have been approved for 2015. The times and location will be posted on the website when available.

ETFO provides an opportunity at the Annual Meeting for members to hold and/or participate in self-directed caucus groups and for new delegates to participate in a training session. Caucus groups are requested by members, for members. Indicate your intent to attend any of these sessions on the registration form.

SESSIONS WILL TAKE PLACE ON MONDAY, AUGUST 17, 2015, AS FOLLOWS:

BLACK MEMBERS AND ALLIES CAUCUS –MEMBERS OF DESIGNATED GROUP AND SUPPORTERS DISABILITY ISSUES CAUCUS – MEMBERS OF DESIGNATED GROUP AND SUPPORTERS JOINT EQUITY CAUCUS – MEMBERS OF DESIGNATED GROUP AND SUPPORTERS FRENCH AS A SECOND LANGUAGE CAUCUS – MEMBERS OF DESIGNATED GROUP AND SUPPORTERS NORTHERN MEMBERS’ CAUCUS – MEMBERS OF DESIGNATED GROUP ONLY OCCASIONAL TEACHER CAUCUS – MEMBERS OF DESIGNATED GROUP ONLY WOMEN’S CAUCUS – MEMBERS OF DESIGNATED GROUP ONLY

NEW DELEGATE TRAINING 2:00 – 3:00 p.m.

A meeting room will be assigned for these caucuses and sandwiches for participants will be provided.

CHILD CARE ETFO will offer on-site child care. You must indicate your interest in this service on the registration form. To reserve a spot for your child/children, complete and submit the on-site Child Care Registration and Dietary Alert forms with your standard Annual Meeting Registration Form. Children are accepted to age 12 (as of January 1).

For safety, supervision and planning purposes, we ask that you honour your intent to access the child care services. Last minute requests may not be accommodated.

COMMITTEE CHAIRS Committee chairs are available for consultation during the Annual Meeting on Wednesday, August 19. See the final agenda, available at registration, for exact times.

Information with respect to the attendance of committee chairs at the Annual Meeting is forwarded directly to committee chairs under separate cover however, each committee chair should complete and return the attached registration form(s) to Janice Rogers prior to June 15.

CREDENTIALSDELEGATEALTERNATEOBSERVER (ETFO MEMBER)EXECUTIVEGUEST (NON-ETFO MEMBER)STAFF

Credentials are the name badges provided for each participant and must be worn at all times during Federation-sponsored activities. Each colour has a specific designation. Credentials and other registration information are available at the registration desk in the Frontenac Foyer on Monday, August 17, 2015, at 10:00 a.m.

VALID CREDENTIALS ARE REQUIRED FOR VOTING PURPOSES AND FOR ENTRY

INTO ALL MEETINGS ROOMS.

ADMITTANCE TO ALL MEETINGSWILL NOT BE PERMITTED UNLESS

VALID CREDENTIALS ARE DISPLAYED.

CREDIT CARDSCREDIT CARDS ACCEPTED BY THE WESTIN HARBOUR CASTLE HOTEL

AMEXMASTERCARDDINERS CLUB

VISADISCOVER NETWORK

DEPARTURE/ARRIVAL

CHECK-IN 3:00 P.M.CHECK-OUT 12:00 NOON

Sunday night accommodation, early bird rate of $99 per person, based on double occupancy – local responsibility.

Monday – early check-in is not available. Thursday – must check out by 12:00 noon or pay an additional day rate charge or, after

6:00 p.m., an additional one-night accommodation charge – local responsibility. Additional charges such as: late checkout, no show, furniture removal or the $300 cleaning

charge, are NOT covered by ETFO.

DINNER/DANCEWEDNESDAY, AUGUST 19, 2015

RECEPTION – HARBOUR BALLROOMDINNER – METRO BALLROOM

DANCE – HARBOUR BALLROOM

The Annual Dinner Reservation Form should be completed on behalf of your local and returned to the provincial office no later than June 30, 2015. If you have any questions regarding the Annual Dinner menu contact:

JOYCE MCCLELLAND, EXT. 2349COLETTE BANAS, EXT. 2352

[email protected]

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FRONTENAC FOYERMONDAY, AUGUST 17, 2015

REFUND DEADLINE AUGUST 1, 2015

NOON

Refer to the delegate count on the reservation form to assist you: include special local guests that you wish to sit at your table (who may have obtained

tickets as guests of ETFO) in your reservations; and remember:o ETFO assigns all seating – if there appears to be empty seats at your table,

rest assured – there are not!o Functionaries are seated with their local.

Additional dinner tickets are available – $90.00 per ticket. Payment for additional tickets should be submitted with the reservation form and must be received prior to picking up tickets.

Assign one representative to pick up the local tickets (or make required changes) at the guest registration desk in the Frontenac Foyer prior to 9:00 p.m. on Monday, August 17, 2015.

THERE CAN BE NO PURCHASE, EXCHANGE OR REFUND OF TICKETS AFTER AUGUST 1. YOUR CO-OPERATION IS APPRECIATED.

DIETARY ALERTS ETFO endeavours to be responsive to members’ needs. The attached Dietary Alert Form is to be used to identify faith-based, health-related or respiratory allergies to food that may be served by ETFO during Wednesday’s dinner – main entrée will be beef. Participants are asked to provide their name and card to a server upon seating.

IF APPLICABLE, PARTICIPANTS SHOULD COMPLETE AND RETURN THIS FORM NO LATER THAN JUNE 15, 2015, TO JOYCE MCCLELLAND AND/OR COLETTE BANAS ([email protected]). WE

CANNOT ACCEPT DIETARY CHANGES AFTER AUGUST 1. ENSURE YOUR FORM IS COMPLETED AND SUBMITTED BY THAT DATE.

EXPENSES DELEGATE Delegate expenses will be paid in accordance with the current Federation guidelines. Following the Annual Meeting, expense cheques will be forwarded by mail to delegates once the statements have been reconciled. All claims must be submitted for payment within thirty (30) days of the Annual Meeting.

DIRECT YOUR ENQUIRIES FOLLOWING THE MEETING TO:MICHAEL HUMPHRIES

EXT. [email protected]

ALTERNATES

PAID ALTERNATE(Locals with three or less delegates.)

Alternate expenses, and expenses of others attending the Annual Meeting from the local, are the responsibility of the local that they are representing or a personal expense unless otherwise indicated. Notwithstanding, locals with three or less delegates are entitled to bring one alternate at provincial expense in accordance with Federation guidelines. The name of the paid alternate MUST be submitted to Janice Rogers ([email protected]) no later than Monday, August 17.

DEPENDENT CARE Members may be reimbursed, as necessary, for receipted dependent child or adult care expenses, in accordance with Federation guidelines. A signed receipt from the caregiver, listing the dependents and applicable dates, must be provided. a) Payment for Child and Adult Dependent Care shall not exceed $50.00 per meeting day for

the first child/adult dependent plus $35.00 per day for each additional child/adult dependent to a maximum of $120.00 per day.

b) Payment for overnight care shall not exceed $55.00 for the first child/adult dependent plus $35.00 for each additional child/adult dependent to a maximum of $125.00 per day.

c) Payment for child care is limited to dependents 18 years of age and under. d) Overnight care is a reimbursable expense if no caregiver would otherwise be in the home

overnight. e) Payment for adult dependent care is limited to an adult whose care is the responsibility of

the member.f) Subject to prior approval by the Federation, the rate at which dependent care costs for

ETFO members who have a dependent with special needs will be the actual additional costs paid by the member for the care of the dependent.

g) A signed receipt from the caregiver, listing the dependents and applicable dates, must be provided.

h) Contact the provincial office for the Application to Exceed Dependent Care Maximum.

DEADLINESSTATEMENT SEPT. 14OF EXPENSES

LOCALACCOMMODATION NOV. 30REIMBURSEMENT

Locals, registered delegates, paid alternates and other participants entitled to claim expenses from ETFO should complete the appropriate expense form(s) and submit the completed form(s) to the accounting department at the provincial office by September 14, 2015.

Accommodation reimbursement to locals will be paid based on approval of an Accommodation Reimbursement Form at the rate of $139.78 per night for three (3) nights to a maximum of $419.34 per delegate including taxes.

Expenses for incidentals, additional accommodation (unless otherwise approved) and all

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expenses for alternates or guests of the local are a local or individual responsibility and payment is required at check-out.

Additional accommodation expenses (to achieve savings on airfare) may be covered by ETFO subject to prior written approval by the General Secretary or Deputy General Secretary prior to the Annual Meeting. It is your responsibility to ensure documents sent are received.

GRATUITIES Gratuities for meals have been included in the weekly meal allowance of $175.00 per delegate. Additional meal gratuities will not be paid. ETFO will reimburse delegates for reasonable gratuities for transfer of luggage, etc., if required. Locals moving materials/refreshments to and from a suite are responsible for gratuities given to hotel staff for such services.

IDENTIFICATION Photo identification and a credit card are required when checking into the hotel. If a participant does not have a credit card, contact Janice Rogers, extension 2322, email [email protected], prior to the meeting so that appropriate arrangements can be made.

LOCATIONwww.westin.comWESTIN HARBOUR CASTLE HOTEL1 HARBOUR SQUARE,TORONTO, ON M5J 1A6

TELEPHONE 416-869-1600GUEST FAX 416-869-0573

CHECK-IN 3:00 P.M.CHECK-OUT 12:00 NOON

ADDITIONAL CHARGES FOR LATE CHECK-OUT MAY APPLY.

ON-SITE LOCATIONS

DELEGATE REGISTRATION FRONTENAC FOYER LOWER CONCOURSE

CREDENTIALS FRONTENAC FOYER LOWER CONCOURSE

CHILD CARE TBA

GENERAL OFFICE QUEENS QUAY II LOWER CONCOURSE

GUEST REGISTRATION FRONTENAC FOYER LOWER CONCOURSE

MEDIA CENTRE QUEENS QUAY I LOWER CONCOURSE

LUGGAGE STORAGE Luggage storage has been arranged for participants arriving early on Monday, August 17 and for check-out on Thursday, August 20. ETFO staff will be on duty; however, luggage remaining one hour after the end of session will be moved to the bell captain in the main lobby of the hotel. On Thursday, please take luggage directly to the bell desk if you know in advance that you will be late picking it up.

MONDAY – 10:00 A.M. TO 9:30 P.M. Location Marine room from 10:00 a.m. to 9:30 p.m.THURSDAY – 7:00 A.M. TO 3:00 P.M. Location Regatta room from 7:00 a.m. to 3:00 p.m. – or one hour after end of session

MEALSIF YOU PARTICIPATE IN THE CAUCUS LUNCH PROVIDED ON MONDAY, EXPENSE ACCOUNT CLAIMS FOR MONDAY LUNCH WILL NOT BE APPROVED.

DAY BREAKFAST$15.00

LUNCH$20.00

DINNER$45.00

TOTALPREPAID

MONAUG. 17

EXPENSEIF REQUIRED AND

APPROVED


APPROVED

PREPAID$45 $45

TUES AUG. 18

PREPAID$15

PREPAID$20

PREPAID$45 $80

WEDAUG. 19

PREPAID$15

PREPAID$20

ANNUAL DINNER$0 $35

THUR AUG. 20

PREPAID$15

SANDWICHESPROVIDED

$0


APPROVED$15

TOTAL PREPAID PER DELEGATE $175

PREPAID ALLOWANCE The delegate meal allowance will be processed via automatic bank deposit in early August. Local presidents are asked to ensure that delegates receive their individual weekly meal allowance of $175.00 prior to attending the meeting. Funds are not available on-site at the Annual Meeting.

FOR FURTHER INFORMATION OR IF YOU HAVE NOT RECEIVED YOUR LOCAL’S MEAL ALLOWANCE VIA AUTOMATIC BANK DEPOSIT BY

AUGUST 10, CONTACT:

MICHAEL HUMPHRIESEXT. 2315

[email protected]

IN-TRANSIT In-transit meal costs may be reimbursed for periods of travel in excess of two hours when the travel occurs during the individual’s regular meal times. In-transit meals and in-transit accommodation costs are included in mileage charged in lieu of airfare.

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MEDIA CENTRE The following staff are responsible for media at the Annual Meeting. EXECUTIVE STAFF:VALERIE DUGALE EXT. 2331 [email protected] MAU EXT. 2329 [email protected] DROPE EXT. 2336 [email protected] TAYLOR EXT. 2337 [email protected]

SUPPORT STAFF:VITUSHA OBEROI EXT. 2332 [email protected] AZARAKHSH EXT. 2323 [email protected]

MEETING ATTIRE Dressing in layers is recommended due to room temperature variations.

IT IS ADVISABLETO COME

PREPARED!

MEETING SPACE ETFO has acquired general meeting space for use throughout the Annual Meeting. Space is limited and will be reserved on a first-come, first-served basis.

TO RESERVE SPACE FOR YOUR MEETING PRIOR TO THE ANNUAL MEETING, OR ON-SITE AT THE ANNUAL MEETING, CONTACT:

NANCY ROMAIN, EXT. 2219

[email protected] ETFO OFFICE

MESSAGES A bulletin board for telephone or general messages is provided throughout the Annual Meeting. Messages are posted on the bulletin board located in the Metro Foyer. Check this board periodically if you are anticipating messages. Every effort will be made by staff to ensure that messages reach participants in a timely manner.

PARKINGPARKING

REIMBURSEMENT

The maximum allowable parking reimbursement claim is $35.00 (includes applicable taxes) per day to a maximum of four days (August 17-20 inclusive). Receipts are required.

Locals will be reimbursed for parking charged to rooms (up to the maximum allowable per day only) when claimed on the Local Accommodation and Alternate Meal Reimbursement Form. Individuals will be reimbursed for parking only when separate receipts are attached.

HOTEL VALETSELF-PARKING

The hotel provides limited valet parking services ($40.00 per day, which includes in/out services). Some self-parking lots are available in the vicinity of the hotel. Valet parking may be charged to a room and must be paid as an incidental charge upon checkout by the member. Self-parking cannot be charged to your room. NOTE: for Pinnacle Centre self-parking you must see the cashier at the Westin before parking to avoid being charged an hourly rate. Members are required to pull up to the hotel to register your vehicle BEFORE parking or you will be charged an hourly rate. The maximum allowable expense for parking is $35.00 per day. *NEW THIS YEAR* Pull up to the base of the hotel ramp and a hotel staff person will assist in unloading your car and register your vehicle for Pinnacle Self-Parking. Details will be posted later.

Pinnacle Self-Parking Direction1. Exit the hotel and turn left on Queens Quay.2. Immediately turn right on Bay street (1st set of lights).3. Immediately turn right on Harbour Street (2nd set of lights).4. The Pinnacle Centre is on your left, enter using 2nd

driveway on your left.5. Drive straight under 6’8’’ clearance sign.6. Proceed to underground level P2.7. Park anywhere on P2 (#1-400) except those marked as

“Visitor Parking”.8. Make sure your parking pass is visible on dash or rear-

view mirror.9. Exit to street level using only the “public parking elevator”

marked by the blue sign, located next to the down ramp across from spot #39.

CONSTRUCTION NOTE: THERE ARE SEVERAL MAJOR ONGOING CONSTRUCTION PROJECTS IN TORONTO. CHECK THE CITY OF TORONTO WEBSITE (http://map.toronto.ca/roadrestrictions) FOR THE MOST UP-TO-DATE INFORMATION.

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ETFO is committed to providing a barrier-free meeting environment at the Annual Meeting. We need to be aware of the special needs that will ensure a positive experience for all members. There is a place on the registration form to indicate any special needs participants may require to support their attendance at the Annual Meeting and other forms online at www.etfo.ca > Being a Member > Members with Accessibility Needs. (http://www.etfo.ca/beingamember /accessibility/pages/ default.aspx)

Encourage your members to provide information in this section or to contact Janice Rogers, (ext. 2322, email [email protected]) at the provincial office directly.

The Annual Meeting frequently falls during various faith-based days. Be respectful of any member who is marking these days through worship or fasting during this time period. A prayer room is available for use by members 24 hours a day. Check the ETFO Annual Meeting schedule, posted in July, for its location. For information on celebrations or religious events occurring during this or any other period visit: http://multiculturalcalendar.com/ecal/calendar/ste-etfo.

POLICIESHUMAN RIGHTS

The Elementary Teachers’ Federation of Ontario is committed to:

providing an environment for members that is free from harassment and discrimination at all provincial or local Federation-sponsored activities;

fostering the goodwill and trust necessary to protect the rights of all individuals within the organization;

neither tolerating nor condoning behaviour that undermines the dignity or self-esteem of individuals or the integrity of relationships; and

promoting mutual respect, understanding, and co-operation as the basis of interaction among all members.

Harassment and discrimination on the basis of a prohibited ground are violations of the Ontario Human Rights Code and are illegal. The Elementary Teachers’ Federation of Ontario will not tolerate any form of harassment or discrimination, as defined by the Ontario Human Rights Code, at provincial or local Federation-sponsored activities.

TO VIEW THE ETFO HUMAN RIGHTS STATEMENT AND PROCEDURES, VISIT WWW.ETFO.CA.

DIETARY ALERT Increasingly, members are becoming sensitized to chemicals in the environment. For many members, attending conferences and being exposed to fragrances or other scents, including food, can pose a serious health risk. In consideration of the comfort and safety of members who may experience health risks from these exposures, participants are requested to refrain from the use of scented products such as perfume and aftershave while in attendance.

All ETFO events are smoke-free. Individuals who do smoke are requested to smoke outdoors well away from entrances to the building. Your co-operation and consideration of the needs of our members are greatly appreciated.

POSITIVE SPACE This is a place where human rights are respected, and where lesbian, gay, bisexual, transgender and queer or questioning people, and their friends and allies, are welcomed and supported.

RECYCLING ETFO and the Westin Harbour Castle Hotel are fully committed to recycling. Dispose of any recyclable products in the containers provided. Thank you for your assistance.

REGISTRATION FRONTENAC FOYER MONDAY, AUGUST 17, 2015 10:00 A.M.

FRONTENAC FOYER

REGISTRATIONCHANGES

Locals are asked to ensure that a registration form for each delegate, alternate, observer, or other participant from the local is fully completed and returned as a package from the local no later than June 15, 2015. It is the responsibility of the local or participant to report any change in conference registration requirements to Janice Rogers.

JANICE ROGERSEXT. 2322

[email protected] ADDRESS

PHONE NUMBERSIt may be necessary to contact participants to confirm registration details. Ensure that full mailing address, phone numbers, and email addresses are provided when completing registration forms.

Many of your members may have dietary alerts. Ensure this form is included with their registration form. (See Dietary Restriction section for deadlines.)

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http://multiculturalcalendar.com/ecal/calendar/ste-etfo

http://www.etfo.ca/beingamember%20/accessibility/pages/%20default.aspx

http://www.etfo.ca/beingamember%20/accessibility/pages/%20default.aspx

RESOLUTIONS

ANNUAL MEETING BOOKLET

The Annual Meeting Booklet containing resolutions to be debated at the 2015 Annual Meeting, will be available online at www.etfo.ca > About ETFO > Annual Meeting 2015 Documents by May 1, 2015.

LORNA LARMOUREXT. 2212

[email protected]

ANNUAL MEETING WORKBOOK

LOCAL PRESIDENTS WILL RECEIVE ONE COPY OF THE ANNUAL MEETING WORKBOOK FOR EACH DELEGATE. ENSURE THAT DELEGATES BRING THEIR WORKBOOK TO THE ANNUAL MEETING. LIMITED ADDITIONAL PAPER COPIES ARE AVAILABLE THROUGH THE PROVINCIAL OFFICE BY CONTACTING NANCY ROMAIN. THE ELECTRONIC VERSION WILL BE AVAILABLE ONLINE AT WWW.ETFO.CA > ABOUT ETFO > ANNUAL MEETING 2015 DOCUMENTS.

ROOM RESERVATIONS

GENERAL

REIMBURSEMENT RATE

DELEGATES CONTACT YOUR LOCAL OFFICE OR ANNUAL MEETING REPRESENTATIVE IF YOU REQUIRE ACCOMMODATION CHANGES.

GUESTS CONTACT JANICE ROGERS AT THE PROVINCIAL OFFICE.


[email protected]

The block is available from May 1 to June 30, 2015 at the reimbursement rate of $139.78 per person (Sunday - $99 per person, based on double occupancy, plus taxes). All rooms have been guaranteed for late arrival. It is the local’s responsibility to ensure that rooms not being used are cancelled directly through the reservations contact, Adi Mhatre, 416-814-1345, fax: 416-947-4801 prior to 4:00 p.m. on the arrival date. Failure to do so will result in no show charges, which are a local responsibility. If you are left with a person in a single room, contact Janice Rogers immediately. She will attempt to locate a roommate, but that may not always be possible. Unless preapproved by the Deputy General Secretary, the cost of all single rooms are the responsibility of the local.

ROOMING LISTS(LOCAL)

RATES EXTEND THREE DAYS BEFORE/AFTER THE CONVENTION

The Harbour Castle requests that prior to sending in your rooming list, locals complete a local contact form and send it to Adi Mhatre, Group Coordinator, [email protected]. ETFO has a guaranteed room block with the WESTIN HARBOUR CASTLE HOTEL for locals to access to make direct rooming and suite reservations. The block is available from May 1 to June 30, 2015. After June 30, accommodation requests will be subject to availability. Charge per night for third person in room – $30.00. No charge for children under 18 staying with parents. No charge for cribs. Cots – $30.00 – limited availability. In accordance with Fire

Regulations, rooms with two double beds are not large enough to accommodate a cot.

ADDITIONAL ACCOMMODATION RESULTING IN TRAVEL SAVINGS REQUIRES PRIOR WRITTEN APPROVAL. CONTACT JANICE ROGERS.

THE HOTEL WILL NOT ACCEPT INDIVIDUAL RESERVATIONS

The hotel requires local presidents (or local Annual Meeting coordinators) to make all reservations for members of the local delegation and has provided a form for that person to complete and send in as soon as possible. A form (and a link) for the rooming list, with further information, is part of this information package. NOTE: The hotel will accept only their formatted form for reservations unless other arrangements have been made.

EMAIL OR FAXCOMPLETED LOCAL ROOMING LIST TO:Adi Mhatre, Group Coordinator(It is your responsibility to confirm receipt.)

PHONE:FAX:

EMAIL:

416-814-1345416-947-4801

[email protected]

ROOM RATES ALL ACCOMMODATION

MUST BE BOOKED AT THE WESTIN

HARBOUR CASTLE HOTEL TOCLAIM THE

LOCAL ACCOMMODATION REIMBURSEMENT

SINGLE/DOUBLE $279.56 SINGLE ROOM SUPPLEMENT $139.78Taxes of 13% plus 3% destination tax are included.

Shared accommodation as requested on the local rooming list will be provided if available. In the event the shared accommodation cannot be provided resulting in a single room, the LOCAL will be responsible for the single room supplement of $139.78 per night (Sunday - $99 per person, based on double occupancy, plus taxes).

THE FOLLOWING SUITE TYPES ARE AVAILABLE TO BE BOOKED THROUGH THE LOCAL ROOMING LIST. PRICES ARE APPROXIMATE, DO NOT INCLUDE TAXES, AND SHOULD BE CONFIRMED WITH THE HOTEL WHEN BOOKING.

CORNER KING ROOM

MAX – 8 PEOPLE RECEPTION STYLEW/FURNITURE REMOVED MAX 16 PEOPLEMOVING CHARGE PLUS THE COST OF A SINGLE ROOM TO STORE FURNITURE, IF NECESSARY.

$301/NIGHTAND UP

ROOM RATES (continued)

E

PARLOUR/ONE BEDROOM SUITE

MAX 6 PEOPLE RECEPTION STYLEW/FURNITURE REMOVED MAX 25 PEOPLEMOVING CHARGE PLUS THE COST OF A SINGLE ROOM TO STORE FURNITURE, IF NECESSARY.

$241.00 NIGHTAND UP

SPECIALITY SUITES

MAX 6 PEOPLE RECEPTION STYLEW/FURNITURE REMOVED MAX 25 PEOPLEMOVING CHARGE PLUS THE COST OF A SINGLE ROOM TO STORE FURNITURE, IF NECESSARY.

$400/ NIGHTAND UP

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SEATINGMAIN MEETING ROOM –

METRO BALLROOM

ETFO assigns all delegate seating prior to the Annual Meeting. Several rows of seating each year are rotated from the front-to-back and side-to-side to provide an equal opportunity for all delegates while maintaining local groupings.

A draft seating plan will be posted in July. If you have any questions please contact:

JO-ANNE ALZNEREXT. 2208

[email protected]

SMOKING ETFO supports a smoke-free environment. In keeping with the Toronto bylaws, all public places (including hotel lobbies, etc.) are to be smoke-free. Smoking is only permitted outside of the hotel at a specified distance from all doorways. Thank you for respecting the Federation’s environment policy, the Westin Harbour Castle Hotel properties policy and the City of Toronto bylaws.THE WESTIN HARBOUR CASTLE HOTEL IS A SMOKE-FREE FACILITY, ALL GUEST ROOMS, ARE NON-SMOKING. A $300 CLEANING CHARGE WILL BE APPLIED IF GUESTS ARE FOUND TO BE SMOKING IN THEIR ROOMS. ETFO DOES NOT COVER THIS CHARGE. PLEASE ADVISE YOUR MEMBERS ACCORDINGLY.

TRAVEL ARRANGEMENTS

RESERVATIONS

NEW WAVE TRAVEL IS USED FOR ALL ETFO TRAVEL RESERVATIONS. Contact New Wave (air, rail, etc.) as soon as possible to secure any possible savings. If a frequent flyer number is used, provide this when making reservations.

DAVID ROY416-928-3113

1-800-463-1512FAX: 416-928-0821

QUOTE ACTIVITY # [email protected]

The ETFO travel guidelines are as follows:

a) When traveling to a Federation function, the member is expected to use the most economical means of transportation possible.

b) When a motor vehicle is used, the Federation will reimburse the member for travel, in-transit meals and in-transit accommodation to a maximum equivalent to the most economical air fare available including taxes in accordance with Federation guidelines.

c) Reimbursement for mileage will not exceed the distance determined by standardized mapping software, which calculates the mileage based on the address of the starting point and destination.

d) Members who require air or train transportation must reserve the most economical seat available through ETFO’s designated travel agency. The member and travel agent are expected to book as far in advance as possible to achieve savings.

e) When a member travels by motor vehicle, the member may claim an additional five cents ($0.05) per kilometre for each additional authorized passenger.

f) The reimbursement rate for travel costs shall be $0.50 per kilometre.

ADDITIONAL ACCOMMODATION

Payment for additional accommodation by ETFO to achieve lower air fare requires prior written approval from the General Secretary or Deputy General Secretary.


[email protected]

WIFI Wifi is not available in meeting rooms, however this year the Westin Harbour Castle Hotel is

offering free Wifi in all bedrooms.

JA:NRMay 1, 2015Information book 2015

10



Fax: 416-642-2424 Website: www.etfo.ca

AUGUST 17-20, 2015

ETFO 2015 ANNUAL MEETINGREGISTRATION FORM

NAME LOCAL DECE ESP OT PSP TEACHER

CIRCLE ONE

FEMALE MALEETFO MEMBER ID # GENDER

NOT COLLEGE OF TEACHERS NUMBER

ATTENDING AS DELEGATE EXECUTIVE STAFF ORGANIZATION GUESTCHECK ALL THAT APPLY ALTERNATE HONORARY LIFE

MEMBER COMMITTEE MEMBER

PAID ALTERNATE PAST PRESIDENT AWARD RECIPIENT OTHER (Please specify)

OBSERVER COMMITTEE CHAIR AFFILIATE OBSERVER

CONTACT INFORMATION

HOME PHONEHOME PHONE [ ] SUMMERSUMMER PHONEPHONE [ ]

CELL NUMBER [ ] EMAILEMAIL

ADDRESSADDRESS

CITY POSTAL CODE

ON-SITE DAY CARE ETFO WILL PROVIDE ON-SITE DAY CARE FOR MEMBERS

PARTICIPATING IN THE ANNUAL MEETING. COMPLETE THIS SECTION AND THE SEPARATE ON-SITE CHILD CARE FORM IF YOU WILL BE UTILIZING THIS SERVICE.

CIRCLE ONE:

IF YES, INDICATE

# OFCHILDREN

AGES OF CHILDREN

YES NO

CAUCUS INFORMATION

MONDAYAUGUST 17, 2015

ETFO PROVIDES AN OPPORTUNITY FOR MEMBERS TO HOLD AND/OR PARTICIPATE IN SELF-DIRECTED CAUCUS GROUPS AND FOR NEW DELEGATES TO PARTICIPATE IN A TRAINING SESSION, SCHEDULED FOR MONDAY, AUGUST 17, 2015. FROM 2:00 – 3:00 P.M. A LIGHT LUNCH WILL BE PROVIDED FOR REGISTERED PARTICIPANTS IN THE FOYER OUTSIDE THE MEETING ROOM. INDICATE EACH SESSION YOU ARE ATTENDING. CHECK THE WEBSITE TO CONFIRM TIMES AND LOCATION.

BLACK MEMBERS AND ALLIES MEMBERS OF DESIGNATED GROUP AND SUPPORTERS 1:00 P.M.– 2:00 P.M.DISABILITY ISSUES CAUCUS MEMBERS OF DESIGNATED GROUP AND SUPPORTERS 12:00 NOON – 1:00 P.M.FRENCH AS A SECOND LANGUAGE MEMBERS OF DESIGNATED GROUP ONLY 1:00 P.M. – 2:00 P.M.JOINT EQUITY CAUCUS MEMBERS OF DESIGNATED GROUP AND SUPPORTERS 11:00 A.M. – 12:00 NOONNEW DELEGATE TRAINING FOR NEW DELEGATES ONLY 2:00 P.M. – 3:00 P.M.NORTHERN MEMBERS’ CAUCUS MEMBERS OF DESIGNATED GROUP ONLY 1:00 P.M. – 3:00 P.M.OCCASIONAL TEACHERS CAUCUS MEMBERS OF DESIGNATED GROUP ONLY 11:00 A.M. – 1:00 P.M.WOMEN MEMBERS’ CAUCUS MEMBERS OF DESIGNATED GROUP ONLY 1:00 P.M. – 2:00 P.M.

ACCOMMODATIONFOR GUESTS ONLY

DELEGATE, ALTERNATE, AND OBSERVER ACCOMMODATIONS ARE BOOKED DIRECTLY THROUGH THE LOCAL.ALL OTHERS –COMPLETE THIS SECTION. (CHECK ALL NIGHTS THAT APPLY.)

MONDAY, AUGUST 17, 2015 SINGLE ROOMTUESDAY, AUGUST 18, 2015 DOUBLE ROOMWEDNESDAY, AUGUST 19, 2015 DO NOT NEED A ROOM Name of the person sharing with

SELF-IDENTIFICATIONCOMPLETION OF THIS SECTION IS VOLUNTARY

Member self-identification allows ETFO to achieve a critical goal, supporting, and encouraging the participation of all members in ETFO programs, services, and events.

By completing this section, ETFO will be able to undertake the necessary statistical analysis to achieve this goal. All information collected and the reporting of statistical data will ensure full confidentiality of all members. Although the completion of this section is voluntary, ETFO encourages members to self-identify.

ABORIGINAL DISABLED LESBIAN, GAY, BISEXUAL, TRANSGENDER, QUEER OR QUESTIONING

RACIALIZED GROUP WOMAN


OUTLINE ANY ADDITIONAL SPECIAL NEEDS/ACCESSIBILITY REQUIREMENTS: To access forms relating to personal accommodation needs, visit http://etfo.ca/beingamember/accessibility.

SIGNATURE DATE

DEADLINE DATES

LOCALS – JUNE 15, 2015GUESTS – JUNE 30, 2015

RETURN COMPLETED FORM TO JANICE ROGERS

PHONE

FAXEMAIL

416-962-3836 EXT. 23221-888-838-3836

[email protected]




AUGUST 17-20, 2015

ON-SITE CHILD CARE REGISTRATION FORM

ETFO IS OFFERING ON-SITE CHILD CARE.

TO RESERVE A SPOT FOR YOUR CHILD/CHILDREN, COMPLETE AND SUBMIT THIS FORM WITH YOUR STANDARD ANNUAL MEETING REGISTRATION FORM. FOR SAFETY, SUPERVISION, AND PLANNING PURPOSES, WE ASK THAT YOU HONOUR YOUR INTENT TO ACCESS THE CHILD CARE SERVICES.

NAMELOCAL

ETFO MEMBER ID # DECE ESP OT PSP TEACHER

CIRCLE ONENOT COLLEGE OF TEACHERS NUMBER

ATTENDING AS: CHECK ALL THAT APPLY:

DELEGATE EXECUTIVE COMMITTEE CHAIR

ALTERNATE HONORARY LIFE MEMBER COMMITTEE MEMBER

OBSERVER PAST PRESIDENT AWARD RECIPIENT

AFFILIATE OBSERVER OTHER:

CONTACT INFORMATION

HOME PHONE [ ]SUMMER

PHONE [ ]

CELL NUMBER [ ] EMAIL

ADDRESS

CITY POSTAL CODE

CHILD CARE REQUIRED: CHECK ALL TIMES THAT CHILD CARE WILL BE REQUIRED

MONDAY, AUGUST 17 10:00 A.M. – 3:00 P.M. 4:00 P.M. – 5:30 P.M. 6:45 P.M. – 9:00 P.M.

TUESDAY, AUGUST 18 8:45 A.M. – NOON 1:00 P.M. – 5:30 P.M.

WEDNESDAY, AUGUST 19 8:45 A.M. – NOON 1:00 P.M. – 4:00 P.M. 5:30 P.M. – 11:00 P.M.

THURSDAY, AUGUST 20 8:45 A.M. – 2:00 P.M. – CHILDREN MUST BE PICKED UP WITHIN 30 MINUTES OF ADJOURNMENT.

NOTE: A CHILD CARE PACKAGE, INCLUDING REQUIRED WAIVERS, WILL BE EMAILED TO REGISTRANTS OF THIS SERVICE BY JULY 15. BE SURE TO CHECK YOUR JUNK MAILBOX.

COMPLETE A DIETARY ALERT FORM TO IDENTIFY ANY FOOD ALERGIES OR DIETARY ALERT FORM FOR EACH CHILD.

NAME/AGEOF CHILD/ CHILDRENMaximum age limit: 12, as of January 1, 2015

NAME AGE

NAME AGE

NAME AGE

NAME AGE

DEADLINEJUNE 15, 2015

RETURN COMPLETED FORM TO JANICE ROGERS WITH ANNUAL MEETING REGISTRATION FORM.

PHONE

FAXEMAIL

416-962-3836 EXT. 23221-888-838-3836

[email protected]

JA:NR




AUGUST 17-20, 2015

2015 ANNUAL DINNERRESERVATION FORM

WEDNESDAY, AUGUST 19, 2015WESTIN HARBOUR CASTLE HOTEL

To be completed by local president:NAME

LOCALETFOMEMBER ID #

DECE ESP OT PSP TEACHERCIRCLE ONENOT COLLEGE OF TEACHERS MEMBERSHIP NUMBER

CONTACT INFORMATION

PHONE [ ] FAX [ ]

CELL NUMBER [ ] EMAIL

ADDRESS

CITY POSTAL CODE

TICKET INFORMATION

►IT IS THE RESPONSIBILITY OF EACH LOCAL TO NOTIFY THE PROVINCIAL OFFICE IF THE LOCAL DOES NOT REQUIRE DINNER TICKETS.

CHECK HERE ONLY IF TICKETS ARE NOT REQUIRED

► TOTAL TICKETS REQUIRED FOR DELEGATESTICKETS ARE PROVIDED WITHOUT CHARGE FOR THE NUMBER OF DELEGATES, AS OUTLINED ON THE REVERSE

TOTAL TICKETS REQUIRED FOR LOCAL ALTERNATESTO BE INCLUDED IN PAYMENT

TOTAL TICKETS REQUIRED FOR LOCALLY INVITED GUESTSTO BE INCLUDED IN PAYMENT (e.g. spouse, local administrative assistant, etc.)

► ENCLOSE A CHEQUE FOR PAYMENT FOR TOTAL NUMBER OF TICKETS ORDERED ABOVE IN ADDITION TO DELEGATES

TICKETS X $90.00

► ADJUSTMENTS IN LOCAL RESERVATIONS WILL BE ACCEPTED PRIOR TO 9:00 P.M. ON MONDAY, AUGUST 17, 2015 TOTAL

► NO REFUNDS WILL BE ISSUED AFTER NOON, AUGUST 1, 2015

DEADLINEJUNE 15, 2015

RETURN COMPLETED FORM TO:JOYCE MCCLELLAND AND/OR COLETTE BANAS

PHONE

FAXEMAIL

416-962-3836 EXT.23491-888-838-3836

[email protected]

TURN OVER

FOR OFFICE USE ONLY

TABLE NUMBERDELEGATES

ALTERNATES

LOCAL GUESTS

FUNCTIONARIES

COMMITTEE CHAIRS

OTHER GUESTS

TABLE TOTAL

NEW

TOTAL TICKETS ALLOCATED FOR DELEGATES

DELEGATE COUNT LEGEND

DESIGNATED EARLY CHILDHOOD EDUCATOR LOCAL= DECEL

EDUCATION SUPPORT PERSONNEL LOCAL= ESPL

OCCASIONAL TEACHER LOCAL= OTL

PROFESSIONAL SUPPORT PERSONNEL LOCAL= PSPL

TEACHER LOCAL= TL

PAID EXPENSES FOR ONE ADDITONAL ALTERNATE = *

ALGOMA TL 4 ALGOMA OTL 2* AVON MAITLAND TL 6 AVON MAITLAND OTL 2*BLUEWATER TL 6 BLUEWATER OTL 2* DURHAM TL 22 DURHAM OTL 6DURHAM DECEL 3* DURHAM CATHOLIC DECEL 2* GRAND ERIE TL 9 GRAND ERIE OTL 2*GRAND ERIE DECEL 2* GREATER ESSEX COUNTY TL 12 GREATER ESSEX COUNTY OTL 3* HALTON TL 21HALTON OTL 5 HALTON DECEL 3* HAMILTON-WENTWORTH TL 17 HAMILTON-WENTWORTH OTL 4HAMILTON-WENTWORTH DECEL 3* HASTINGS-PRINCE EDWARD TL 6 HASTINGS-PRINCE EDWARD OTL 2* JAMES BAY L 2*KAWARTHA PINE RIDGE TL 11 KAWARTHA PINE RIDGE OTL 3* KEEWATIN-PATRICIA TL 3* KEEWATIN-PATRICIA OTL 2*LAKEHEAD TL 4 LAKEHEAD OTL 2* LAMBTON KENT TL 8 LAMBTON KENT OTL 2*LIMESTONE TL 7 LIMESTONE OTL 2* NEAR NORTH TL 4 NEAR NORTH OTL 2*NIAGARA TL 12 NIAGARA OTL 3* ONTARIO NORTH EAST TL 3* ONTARIO NORTH EAST OTL 2*OTTAWA-CARLETON TL 25 OTTAWA-CARLETON OTL 6 PEEL TL 51 PEEL OTL 12RAINBOW TL 5 RAINBOW OTL 2* RAINBOW DECEL 2* RAINY RIVER DISTRICT TL 2*RAINY RIVER DISTRICT OTL 2* RAINY RIVER DISTRICT ESPL 2* RENFREW COUNTY TL 4 RENFREW COUNTY OTL 2*RENFREW COUNTY ESPL 2* RENFREW COUNTY PSPL 2* SIMCOE COUNTY TL 17 SIMCOE COUNTY OTL 4SIMCOE COUNTY DECEL 3* SUPERIOR-GREENSTONE TL 2* SUPERIOR-GREENSTONE OTL 2* THAMES VALLEY TL 25THAMES VALLEY OTL 5 ETT TL 87 TORONTO OTL 14 TORONTO DECEL 3*TRILLIUM LAKELANDS TL 6 TRILLIUM LAKELANDS OTL 2* TRILLIUM LAKELANDS DECEL 2* UPPER CANADA TL 9UPPER CANADA OTL 3* UPPER GRAND TL 11 UPPER GRAND OTL 3* WATERLOO REGION TL 20WATERLOO REGION OTL 5 WATERLOO REGION DECEL 4 YORK REGION TL 39 YORK REGION OTL 9

DINNER/DANCEWEDNESDAY, AUGUST 19, 2015

RECEPTION – HARBOUR BALLROOM DINNER – METRO BALLROOM

DANCE – HARBOUR BALLROOM

The Annual Dinner Reservation Form should be completed on behalf of your local and returned to the provincial office no later than June 15, 2015. If you have any questions regarding the Annual Dinner menu contact:

JOYCE MCCLELLAND, EXT. 2349 OR COLETTE BANAS, EXT. [email protected]

FRONTENAC FOYERMONDAY, AUGUST 17, 2015

REFUND DEADLINEAUGUST 1, 2015

NOON

Refer to the delegate count on the reservation form to assist you: include special local guests that you wish to sit at your table (who may have obtained

tickets as guests of ETFO) in your reservations; and remember –o ETFO assigns all seating – if there appears to be empty seats at your table,

rest assured – there are not!o Functionaries are seated with their local.

Additional dinner tickets are available – $90.00 per ticket. Payment for additional tickets should be submitted with the reservation form and must be received prior to picking up tickets.

Assign one representative to pick up the local tickets (or make required changes) at the guest registration desk in the Frontenac Foyer prior to 9:00 p.m. on Monday, August 17, 2015.

THERE WILL BE NO PURCHASE, EXCHANGE, OR REFUND OF TICKETS FOLLOWING THIS DEADLINE, YOUR CO-OPERATION IS APPRECIATED.

DIETARY REQUIREMENTS

ETFO endeavours to be responsive to members’ needs in this area. The attached Dietary Alert Form is to be used to identify religious, health-related or respiratory allergies to food that may be served by ETFO at Wednesday’s dinner. Participants are asked to provide their name and card to a server upon seating.

IF APPLICABLE, PARTICIPANTS SHOULD COMPLETE AND RETURN THIS FORM NO LATER THAN JUNE 15, 2015, TO JOYCE MCCLELLAND AND/OR COLETTE BANAS.

WE CANNOT ACCEPT DIETARY CHANGES AFTER AUGUST 1.

2JA:NR




AUGUST 17-20, 2015

DIETARY ALERT FORMTHIS FORM IS TO BE USED STRICTLY

TO IDENTIFY DIETARY RELATED FOODRESTRICTIONS, NOT FOOD PREFERENCES

IF YOU REQUIRE ANY RESTRICTIONS OR SPECIAL CONSIDERATIONS FOR FOOD ALLERGIES/ VEGETARIAN DIET, ETC., OR HAVE RESPIRATORY ALLERGIES TO FOOD/SCENTS THAT MAY BE PRESENT DURING THE MEETING, COMPLETE THE FOLLOWING INFORMATION AND RETURN THIS FORM TO JOYCE MCCLELLAND AND/OR COLETTE BANAS BY JUNE 15, 2015. WE APOLOGIZE BUT WE ARE UNABLE TO ACCOMMODATE ADDITIONAL DIETARY REQUESTS AFTER AUGUST 1.

NAMESELF CIRCLE ONE CHILD

LOCALDECE ESP OT PSP TEACHER

CIRCLE ONECONTACTINFORMATION

PHONE [ ] FAX [ ]

CELL [ ] EMAIL

ADDRESS

CITY POSTAL CODE

EMERGENCY CONTACT NAME: PHONE: [ ]

DIETARY ALERT BE SPECIFIC

INGESTION ALLERGY AIRBORNE ALLERGY FAITH-BASED CONSIDERATION

Note: We make every effort to provide a meal to meet your needs. You should provide your name and card to a server as soon as you are seated Wednesday night.

DEADLINEJUNE 15, 2015.

RETURN COMPLETED FORM TOJOYCE MCCLELLAND AND/OR COLETTE BANAS

PHONE

FAXEMAIL

416-962-3836 EXT. [email protected]

IT IS YOUR RESPONSIBILITY TO ENSURE THAT YOUR DIETARY ALERT FORM WAS RECEIVED BY PROVINCIAL OFFICE. ADDITIONAL REQUESTS CANNOT BE ACCOMMODATED AFTER AUGUST 1, 2015.

JA:NR

Local Name: (Your group will be identified under this name) CHECK ONE DECE ESP OT PSP TEACHER

Local Information:Address: Telephone: Cell: Fax: Email:

Group Contact:Name: Address: Telephone: Cell: Fax: Email:

Room requirement: (Number of rooms required in total.)(Be aware that a “room type” is not guaranteed, however the hotel will try its best to accommodate any special requests.)

Check-in Date: Check out Date:

BillingRoom and Taxes: (Guests or Local Master)Parking, internet: (Guests or Local Master)Incidentals: (Guests or Local Master)

If Local Master, how will Local Master account be settled? e.g.: Credit card, direct billing.

There is an additional $30.00 per guest charge over the double occupancy. Note this form needs to be sent as soon as possible to Adi Mhatre, Group Coordinator,

[email protected]. Your rooming list with actual guest names should be submitted in time to meet June 30, 2015 cutoff date.

All NO SHOW reservations made via the rooming list will be billed to the Local Master. Be aware that rooms are allocated on first-come first-served basis until the group block is full. Once the group

block is full or June 30 has passed. All room requests are honored subject to availability and at prevailing rates. Once this form is filled and sent allow approximately two weeks to get back to you and assign you a Group ID

which will be your reference going forward and should be in the subject line of all correspondence. When submitting this form ensure your local name appears in the subject line of the email. The actual physical allocation of the rooms is done closer to arrival date and hotel cannot guarantee the location

of rooms of same local near each other. While submitting the rooming list, please enter your group’s expected arrival time so hotel is better prepared with

rooms inventory. All requests of extra banquet items, Chairs, tables need to made in advance with your meetings and events

manager. Please note, if you have made arrangements of your own refrigerator to be delivered, your onsite manager should be informed in advance to better coordinate the logistics.

Elementary Teachers’ Federation of OntarioLOCAL CONTACT FORM

2015 Annual MeetingWestin Harbour Castle Hotel

LOCAL HOTEL ROOMING LISTWESTIN HARBOUR CASTLE HOTEL, TORONTOETFO ANNUAL MEETING – AUGUST 17-20, 2015

LOCAL: CONTACT NAME:

METHOD OF PAYMENT:YOUR LOCAL WILL BE INVOICED BY THE WESTIN HARBOUR CASTLE FOLLOWING THE ANNUAL MEETING.

CIRCLE ONE: DECE ESP OCCASIONAL TEACHER PSP TEACHER

ARRIVALDATE

DEPARTUREDATE

ROOM TYPE (SINGLE

SUPPLEMENT IS A LOCAL

RESPONSIBILITY)

TITLE FIRST_NAME LAST_NAME EMAIL SPGNUMBER NUM_OF_ADULTS ADDRESS CITY PROVINCE POSTAL COUNTRY *CELL PHONE ARRIVAL

TIMESPECIALREQUEST

EMAIL OR FAX DIRECTLY TO ADI MHATRE AT THE WESTIN HARBOUR CASTLEPhone: 416-814-1345, Fax: 416-947-4801, Email: [email protected]

* Cell phone should be provided to hotel should they need to contact member: i.e. if room is not ready after initial registration, in case of an emergency, etc.

LOCAL HOTEL ROOMING LIST INFORMATIONThe following instructions for completing this form and forwarding the same to the Westin Harbour Castle Hotel, Reservations Department are provided for your assistance.

ENSURE YOU USE THE HOTEL TEMPLATE PROVIDED – READ THE INSTRUCTIONS CAREFULLY.

1. Hotel reservations for your delegation are to be made by the local using the Excel Reservation Connection Template provided by the hotel wherever possible. Using the reservation connection template enables the hotel to prioritize and expedite sending you your confirmation numbers quicker than if you send a non-standard Excel rooming list. THE HOTEL WILL NOT ACCEPT INDIVIDUAL RESERVATIONS. Similarly, any changes required to the local rooming list must be made through the local representative. Changes requested by individuals will not be accepted. Note that all reservations must be received by the Westin Harbour Castle Hotel prior to the deadline of June 30, 2015. The room block will then be released – reservations requested after that date will be accepted according to availability.

2. The Westin Harbour Castle Hotel will invoice your local directly for all accommodation charges following the Annual Meeting if your bill is in excess of $10,000. Invoices for under this amount may be paid with a local credit card. Upon check in, individuals are required to produce a valid credit card for incidentals. If a local member attending the meeting does not have a credit card, contact Janice Rogers, ext. 2322, [email protected], at the provincial office in order that other arrangements can be made on behalf of the member.

3. In order to claim reimbursement from the provincial office following the Annual Meeting, the local must use the reimbursement form and attach a copy of the receipted hotel invoice. Upon receipt by the ETFO accounting department, the information submitted will be checked against the final Annual Meeting registration list, the group folio provided, and the local registration list for verification. Locals are only reimbursed accommodation for delegates (and paid alternates) that register with the hotel.

If additional rooms are required, always use the reservation connection template. Send the completed form to Adi Mhatre, Westin Harbour Castle Group Coordinator, [email protected], 416-814-1344, fax: 416-947-4801. When contacting the Group Coordinator use the subject line that will be provided to you, upon submission of your sub-block form, for ALL correspondence.

Double click on the icon and the hotel template will open in Excel, or open the Excel template directly from website.

THE FOLLOWING INFORMATION IS PROVIDED TO ASSIST IN THE COMPLETION OF THIS FORM:

Instructions for using the Reservation Excel Template:

Mandatory fields are marked in RED on the rooming list template. These include arrival date, departure date, room type, first name and last name. Each of these fields is separate and cannot be combined (e.g. the first name and last name must be in separate fields). The arrival date and departure date must be in separate fields. Note also that certain fields require a specific format.

Rooming List Format

Using the reservation connection template is the fastest way for the hotel to upload your rooming list and will enable you to receive your confirmation numbers, rooming list, and pick-up much sooner than if you send a non-standard Excel rooming list.

If you are unable to use the reservation connection template, you may still submit your rooming list via Reservations as long as it is in Excel, just be aware that your confirmations will be longer.

FORMATTING

ARRIVAL DATE – type as MM/DD/YYYYDEPARTURE DATE – type as MM/DD/YYYY

ARRIVALInsert the date the participant will arrive. In most cases – August 17, 2015. ETFO will reimburse the local for accommodation for delegates for three nights based on double occupancy unless prior written approval has been received.

EACH OCCURRENCE MUST RECEIVE PRIOR WRITTEN APPROVAL.

JANICE ROGERS [email protected]

EXT. 2322DEPARTURE

Insert the date the participant will depart. In most cases – August 20, 2015. ETFO will reimburse the local for accommodation for delegates for three nights based on double occupancy unless prior written approval has been received.

Note that any reimbursement from ETFO is based on double occupancy. Should a local participant stay in a single room for any reason without prior written approval from the Deputy General Secretary the local is responsible for the single room supplement.

ROOM TYPE – Enter the applicable room type for the guest. For example: traditional double/double, deluxe king, one bed, two beds.First Name – Enter the first name of the guest.Last Name – Enter the last name of the guest.Credit Card Type – Use the following codes for Credit Card Type:AX – American Express; DC – Diners Club; DI – Discover; MC – MasterCard; VI – VisaCredit card expiration date – Enter credit card expiration in MMYY format. For example: 0914International Characters – Avoid using international characters when entering rooming lists.

Entering Share – With ReservationsFor guest number 1, fill in the arrival date, departure date, room type, first name, last name and any other optional information on one line. Guest number two is entered on the next line (under the first name) with NO room type, arrival or departure date. This is the indicator that these guests are sharing the same room. If there are additional guests, follow the same procedure on the next line enter the name but do not enter the room type, arrival or departure date. Entering an arrival date, departure date, and room type on the next line will make a reservation for another room.

Arrival TimeEnsure this is filled in with the correct arrival time or a very close approximation to allow the hotel front desk to be staffed accordingly.

Special RequestList all guest specific billing arrangements in this column. For guests paying for their own hotel charges, do not include their credit card information in the template. Send this information to our secure office fax 416-947-4801, remember to use the subject line provided to you in all correspondence with the hotel.

SMOKING ROOMS NOT AVAILABLE Westin Harbour Castle guest rooms are ALL non-smoking. A $300.00 charge will be added to the room account for any room that requires cleaning due to smoking. Any such charge is not covered by the provincial office and is the local’s responsibility.




ETFO 2015 ANNUAL MEETINGAUGUST 17-20, 2015

LOCAL ACCOMMODATION & ALTERNATE MEAL REIMBURSEMENT FORM

LOCAL: CONTACT NAME:CIRCLE ONE: DECE ESP OCCASIONAL TEACHER PSP TEACHER

MAILING ADDRESS:

POSTAL CODE:

PHONE: FAX:

EMAIL:

NOTE: ALL HOTEL/PARKING INVOICES AND PHOTOCOPY OF HOTEL PAYMENT MUST BE ATTACHED. IF YOUR LOCAL HAD A PAID ALTERNATE PARTICIPATE IN THE MEETING, UNDER THE FEDERATION GUIDELINES YOU ARE ENTITLED TO CLAIM REIMBURSEMENT FOR THEIR MEAL ALLOWANCE OF $175.00. ALL DELEGATE MEAL ALLOWANCES WERE PREPAID BY AUTO DEPOSIT PRIOR TO THE MEETING. SEE OVER FOR LIST OF LOCALS ENTITLED TO PAID ALTERNATE.

ALLOWED ATTENDEDNUMBER OF DELEGATES

NUMBER OF PAID ALTERNATES (if applicable)

AMOUNT ALLOWABLE PER NIGHT $139.78MAXIMUM NUMBER OF CLAIMABLE NIGHTS X3 A. $419.34

TOTAL NUMBER OF DELEGATES & PAID ALTERNATES B.TOTAL ACCOMMODATION CLAIMED C. (=AxB)

DEDUCTION OF PREPAID MEAL ALLOWANCE OVERPAYMENT (if applicable) @$175.00 D.

ADDITION OF PAID ALTERNATE MEAL ALLOWANCE (if applicable)@ $175.00 E.

PARKING PAID PER HOTEL INVOICE

PARKING CLAIMED FOR DELEGATES AND PAID ALTERNATE (Maximum 3 days X $35.00 per day, non-transferrable – must be F.supported by hotel bill.)

TOTAL CLAIMED (C-D+E+F)

TOTAL INVOICE ATTACHED

SEE OVER FOR ADDITIONAL INFORMATIONRETURN FORM TO ETFO ACCOUNTING SERVICES PRIOR TO NOVEMBER 30, 2015

FOR OFFICE USE ONLYEXPLANATION FOR REVISION TO CLAIM:

AUTHORIZED BY: APPROVED BY: BUDGET LINE: 09010-162-10 – Accommodation09010-202-10 – Meals09010-112-10 – Parking

Pg 1.

LOCALACCOMMODATION NOV. 30REIMBURSEMENT

Locals, registered delegates, paid alternates, and other participants entitled to claim expenses from ETFO should complete the appropriate expense form(s) and submit the completed form(s) to the accounting department at the provincial office by September 14, 2015.

Accommodation reimbursement to locals will be paid based on approval of an Accommodation Reimbursement Form at the rate of $139.78 per night for three (3) nights to a maximum of $419.34 per delegate including taxes. Hotel Folio, master list with roommates, and local master list must be submitted with claim.

Expenses for incidentals, additional accommodation (unless otherwise approved), and all expenses for alternates or guests of the local are a local or individual responsibility and payment is required at check-out.

Additional accommodation expenses (to achieve savings on airfare) may be covered by ETFO subject to prior written approval by the General Secretary or Deputy General Secretary.

PARKINGPARKING

REIMBURSEMENT

The maximum allowable parking reimbursement claim is $35.00 (includes taxes) per day to a maximum of four days (August 17–20 inclusive). Receipts are required.

Locals will be reimbursed for parking charged to rooms (up to the maximum allowable per day only) when claimed on the Local Accommodation and Alternate Meal Reimbursement Form. Individuals will be reimbursed for parking only when separate receipts are attached to their personal expense claims.

HOTEL VALETSELF-PARKING

The hotel only provides limited valet parking services ($40.00 per day, which includes in/out services). Some self-parking lots are available in the vicinity of the hotel. Valet parking may be charged to a room and must be paid as an incidental charge upon checkout by the member. Self-parking cannot be charged to your room. NOTE: for Pinnacle Centre self-parking you must pull up to the base of the Westin driveway before parking to avoid being charged an hourly rate. Members are required to register your vehicle with the hotel BEFORE parking or you will be charged an hourly rate. The maximum allowable expense for parking is $35.00 per day.

DELEGATE COUNT LEGEND

DESIGNATED EARLY CHILDHOOD EDUCATOR LOCAL= DECEL

EDUCATION SUPPORT PERSONNEL LOCAL = ESPL

OCCASIONAL TEACHER LOCAL = OT

PROFESSIONAL SUPPORT PERSONNEL LOCAL= PSPL

TEACHER LOCAL= TL

PAID EXPENSES FOR ONE ADDITIONAL ALTERNATE= *

ALGOMA TL 4 ALGOMA OTL 2* AVON MAITLAND TL 6 AVON MAITLAND OTL 2*BLUEWATER TL 6 BLUEWATER OTL 2* DURHAM TL 22 DURHAM OTL 6DURHAM DECEL 3* DURHAM CATHOLIC DECEL 2* GRAND ERIE TL 9 GRAND ERIE OTL 2*GRAND ERIE DECEL 2* GREATER ESSEX COUNTY TL 12 GREATER ESSEX COUNTY OTL 3* HALTON TL 21HALTON OTL 5 HALTON DECEL 3* HAMILTON-WENTWORTH TL 17 HAMILTON-WENTWORTH OTL 4HAMILTON-WENTWORTH DECEL 3* HASTINGS-PRINCE EDWARD TL 6 HASTINGS-PRINCE EDWARD OTL 2* JAMES BAY L 2*KAWARTHA PINE RIDGE TL 11 KAWARTHA PINE RIDGE OTL 3* KEEWATIN-PATRICIA TL 3* KEEWATIN-PATRICIA OTL 2*LAKEHEAD TL 4 LAKEHEAD OTL 2* LAMBTON KENT TL 8 LAMBTON KENT OTL 2*LIMESTONE TL 7 LIMESTONE OTL 2* NEAR NORTH TL 4 NEAR NORTH OTL 2*NIAGARA TL 12 NIAGARA OTL 3* ONTARIO NORTH EAST TL 3* ONTARIO NORTH EAST OTL 2*OTTAWA-CARLETON TL 25 OTTAWA-CARLETON OTL 6 PEEL TL 51 PEEL OTL 12RAINBOW TL 5 RAINBOW OTL 2* RAINBOW DECEL 2* RAINY RIVER DISTRICT TL 2*RAINY RIVER DISTRICT OTL 2* RAINY RIVER DISTRICT ESPL 2* RENFREW COUNTY TL 4 RENFREW COUNTY OTL 2*RENFREW COUNTY ESPL 2* RENFREW COUNTY PSPL 2* SIMCOE COUNTY TL 17 SIMCOE COUNTY OTL 4SIMCOE COUNTY DECEL 3* SUPERIOR-GREENSTONE TL 2* SUPERIOR-GREENSTONE OTL 2* THAMES VALLEY TL 25THAMES VALLEY OTL 5 ETT TL 87 TORONTO OTL 14 TORONTO DECEL 3*TRILLIUM LAKELANDS TL 6 TRILLIUM LAKELANDS OTL 2* TRILLIUM LAKELANDS DECEL 2* UPPER CANADA TL 9UPPER CANADA OTL 3* UPPER GRAND TL 11 UPPER GRAND OTL 3* WATERLOO REGION TL 20WATERLOO REGION OTL 5 WATERLOO REGION DECEL 4 YORK REGION TL 39 YORK REGION OTL 9

RETURN FORM TO ACCOUNTING AT PROVINCIAL OFFICE PRIOR TO NOVEMBER 30, 2015

Pg. 2JA:NR

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