Army Cadet League of Canada British Columbia Branch Lt-Gen E. C. Ashton Armoury Room 21 – 724 Vanalman Avenue Victoria BC, V8Z 3B5 www.armycadetleague.bc.ca Phone 250-708-0281 / Fax 250-708-0284 Toll Free: 1-877-733-1980 ADMINISTRATIVE INSTRUCTIONS Pillars 2015 Conference and Annual General Meeting “Building stronger foundations” May 1 – 3, 2015 Victoria, BC 1 / 15 General: 1. “PILLARS 2015 – Building stronger foundations” is the eleventh meeting of its kind bringing together the various major stakeholders who contribute to the success of the Army Cadet Program in British Columbia. The conference is supported by the Army Cadet League of Canada (BC Branch) and the Department of National Defence (DND). In the interests of efficiency, we hold in addition to the PILLARS conference, the Annual General Meeting of the Army Cadet League of Canada (BC Branch). Collectively this series of events form a 3day gathering of all constituents of the Army Cadet Organization within BC. 2. Upon arrival Friday the 1st of May 2015, members of the Army Cadet League of Canada (BC Branch), Canadian Armed Forces personnel, special attendees, and invited guests may register between 1200 - 2100 hrs in the Work Point Barracks Gunroom (Annex of the Wardroom Officers Mess of CFB Esquimalt). This will also be the location of the Meet & Greet for all conference attendee’s and invited guests. Late arrivals may register Saturday morning from 0700 to 0800 hrs in the Gunroom. 3. Pillars 2015 is a great opportunity to take a weekend and learn through discussion, workshops and presentations from a wide range of expert speakers, and each other, about optional training activities, fundraising, community links, accommodations, gaming, fundraising, public affairs, local support allocation (LSA), and more. Eligibility to Attend the Annual General Meeting and PILLARS 2015 Conference: 4. Any member of the Army Cadet League of Canada (BC Branch) in good standing is eligible, welcome and strongly encouraged to attend the Annual General Meeting and PILLARS Conference. Corps Sponsoring Committee members are considered in good standing if their annual League levy has been paid – there is no requirement to pay the $20 annual membership dues. The annual membership dues only apply to ACLC-BC Branch Executive, Zone Chairs and interested community supporters. Everyone should also be aware that there is only one vote per Sponsoring Committee on each resolution or motion at the AGM. 5. Commanding Officers or their designated alternate officer are highly encouraged to attend the conference. Local Sponsoring Committees are encouraged to remind, and to plan the attendance of, their Corps Commanding Officer’s. DND is not funding the transportation costs of the corps CO’s – Sponsoring Committees are requested to budget and pay for their CO to attend. PILLARS Conference – Saturday the 2nd of May 2015: 6. The conference includes adult and cadet presenters from the national to local levels, as well as, joint session discussions highlighting zone activities. Details known so far are attached as Annex E (the DRAFT Conference Agenda), and updated / final drafts will be available at www.armycadetleague.bc.ca when the agenda is finalized. It will also become part of the joining / registration package and will be available electronically prior to the conference and at check-in as it is updated and finalized. Our evening social and silent and live auction will occur on Saturday night. 2 / 15 Annual General Meeting – Sunday the 3rd of May 2015: 7. The Annual General Meeting is planned for Sunday morning from 08:30 to 10:00 am. The outline agenda will be made available on our website www.armycadetleague.bc.ca and an updated copy will be available upon registration check in. Please note that the AGM is for Sponsoring Committee’s and members of the Army Cadet League of Canada (BC Branch) only and not intended for Corps CIC Officers. CIC Officers will have a concurrent meeting with their ACO’s during the AGM. PILLARS Conference & AGM Administration Points: 8. The conference registration fee is $85.00 per person if paid by the 1st of April 2015, if paid after 1 April 2015 the fee is $100.00. The fee includes coffee, snacks, conference handouts, PowerPoint presentations, facility fees, Work Point Barracks accommodations, all meals, attendance at the Friday meet and greet and the Saturday night social and auction. 9. For those who wish to attend the AGM and the entire conference proceedings, it is recommended that one arrive Friday in the late afternoon or early evening and depart after noon on Sunday. All attendees who decided to not utilize the pre-approved accommodations and meals will be responsible for their own meals and accommodation, as well as, transportation to and from your hotel. Payment of registration fee and forwarding of registration information: 10. Attendees are requested to return their completed Registration Form per Annex A no later than April 20, 2015 (to allow adequate time to adjust accommodations and meal allotments) to the Executive Assistant: By mail to the address noted on the form; or By FAX (1-250-708-0284); or By e-mail: [email protected] 11. To facilitate accounting, cheques should normally be forwarded with Annex A. Cheques are to be made payable to the “Army Cadet League of Canada – BC Branch” and submitted to the League office by mail to: PILLARS Conference 2015 Army Cadet League of Canada – BC Branch Lt Gen EC Ashton Armoury Room 21 - 724 Vanalman Avenue Victoria, BC, V8Z 3B5 Pillars 2015 Registration Desk: 12. The registration desk will be located: Friday, 1st of May 2015 between 1200 – 2100 hrs in the Gunroom – Nixon Building 1367 (same location as Meet & Greet) Saturday, 2nd of May 2015 between 0700 - 0800 hrs in the Gunroom – Nixon Building 1367 3 / 15 Accommodation, Meals and Travel information: 13. Through special arrangements with DND and base accommodations, the conference fee of $85.00 per person now includes: accommodation for one single bed in a four bed room at Work Point Barracks for the Friday and Saturday night; all meals in the galley starting Friday night until Sunday at lunch; attendance at the Meet & Greet and Saturday night social and auction; the conference proceedings; and all IT and venue costs. 14. These “on-base” rooms contain four single beds each and will be assigned based upon a first come, first serve basis. The rooms are same – sex only. Please indicate on the registration form if you would like to share a room with a specific roommate(s). Towels are not provided – please bring your own. 15. The League will not cover costs associated with other accommodations or meals out of the conference fees. If a member or attendee does not wish to stay at these accommodations or eat at the Work Point galley the conference fee remains at the current rate and members will be responsible for the cost of their own hotel and meals. 16. For those arriving by car, parking near the Work Point Barracks Accommodations is free of charge. 17. The League can provide pre-arranged transportation from Swartz Bay Ferry and the airport to Work Point on Friday with return transportation on Sunday. Please contact the Executive Assistant, Madeleine Dahl, if you would like to request transportation – [email protected] 18. Members of Sponsoring Committees who are attending PILLARS 2015 are encouraged to consider traveling with their respective Corps Commanding Officer or officer designate to help keep travel costs as low as possible. The Regional Cadet Support Unit (Pacific) have no Temporary Duty allowances to facilitate CIC participation. Commercial Accommodations 19. For those who wish to stay at a local hotel instead of the military style barracks, the League have arranged accommodations at the downtown Victoria Harbour Towers Hotel & Suites, off the Inner Harbour, with rates starting at $120.00 per night which also includes breakfast for two. See the attached Annex D for details on booking this excellent offer. 20. The cost for this hotel is not covered with your conference fees, however, if you still wish to enjoy the meals offered at the Work Point Galley, those costs will be covered by your conference fees. Saturday Evening Social / Reception & Fund Raiser 21. On Saturday, May 2, please arrive at the Gunroom between 1800 to 1830 hrs for the evening social / reception. Planned activities start at 1845 hrs and include a number of awards and presentations; a silent and live auction fundraiser; and live cadet band entertainment. Each corps is requested to prepare a basket for the silent auction. It does not have to be a cadet theme – please get creative – see Annex B. There will be a nohost adult refreshments bar at your expense. There will be light finger food available as part of the cost of admission. Dress is appropriate business attire or league jacket and tie. All members who have paid their 4 / 15 conference fee are eligible to attend at no cost. For those only attending the social, the admission is $15.00 per person, payable in advance, up until April 20th or $20.00 at the door - see Annex A. Security and Space Control 22. The Conference Director and / or League Vice-President are responsible for security and allocation of seating at all sessions. Depending upon local conditions, attendees may require a lapel pass or conference identification for entrance to the Nixon Gym for the conference and the Annual General Meeting (AGM). Should passes be necessary they will be included in individual registration packages. Sponsoring Committee members should bring their Army Cadet League of Canada – identification card. CIC officers should bring their military ID cards. Dress 23. Dress for the conference on Saturday is appropriate business attire or league jacket and tie or sensible equivalent. Dress for Sunday is casual attire. The dress for CIC Officers on Saturday and Sunday is 3B or 3C except during the Meet & Greet and Saturday night social where the dress is appropriate business attire. Communication 24. Inquiries and returns concerning the meeting and conference should first be directed to: PILLARS Conference 2015 Army Cadet League of Canada – BC Branch Lt-Gen E. C. Ashton Armoury Room 21 - 724 Vanalman Avenue Victoria BC V8Z 3B5 Email: Madeleine Dahl, Executive Assistant - [email protected] Local 250-708-0281 Toll free at 1-877-733-1980 25. We are looking forward to seeing you at PILLARS 2015. //Original signed by// Philip A. Sherwin President ACLC (BC) Email: [email protected] 5 / 15 LIST OF ANNEXES Annex A - Registration form for AGM, Conference and Social Annex B - Pillars Silent Auction Basket Request Form Annex C - Map of Victoria (Work Point Barracks) and surroundings Annex D - Downtown Hotel (Harbour Towers Hotel & Suites) Registration Information Annex E - Saturday Seminar/Conference Agenda (Draft enclosed / Final to be promulgated) DISTRIBUTION LIST Internal President Vice-president Secretary/treasurer Advisory Council Zone Chairs Executive-Assistant/Secretary League or Corps Sponsors Corps Sponsoring Committees 6 / 15 External All Army Cadet Corps of BC (CO’s) RCSU (Pac) Area Cadet Instructor Cadre Officers (ACICO’s) 39 CBG Affiliated Unit CO’s or their Rep’s Vernon Army Cadet Camp Alumni Honorary Officers Association of BC Pacific Region LO to ACLC (BC) Air Cadet League of BC Navy League of Canada BC Branch National Office of the Army Cadet League of Canada Guest Speakers NavPA Esquimalt Royal Canadian Legion BC/Yukon Division Annex A - PILLARS Conference 2015 Registration Form Please complete and submit this form alongside the conference fee payment to: PILLARS Conference 2015 Army Cadet League of Canada – BC Branch Lt-Gen E. C. Ashton Armoury Room 21 - 724 Vanalman Avenue Victoria, BC, V8Z 3B5 Email – [email protected] The conference fee is $85.00 by April 1, 2015 or $100.00 after April 1st. The conference fee includes: Work Point Barracks accommodations, all meals at the galley, entrance to the Friday meet and greet, and entrance to the Saturday evening social and auction, and AGM. Cheques are made payable to the “Army Cadet League of Canada – BC Branch” Please complete the following: Name Corps Number and Location Position or Association with Corps or League Complete mailing address Email Phone number Home: Cell: Please complete the applicable travel information: Flight number and date and time of arrival and departure Ferry sailing and date and time of arrival and departure ARRIVAL - Do you require transport from the Victoria airport or ferry to Work Point? DEPARTURE - Do you require transport from Work Point back to the airport or ferry? 7 / 15 YES NO YES NO Will you be staying in the military accommodations provided at Work Point? YES NO If yes, is there anyone you would like to request as your roommate? (4 people per room) _______________________________ _______________________________ _______________________________ * PLEASE BRING YOUR OWN TOWEL – TOWELS ARE NOT PROVIDED * Will you be staying at the Victoria Harbour Towers Hotel & Suites? YES NO IMPORTANT - The cost for this hotel is not covered with your conference fees, however, if you still wish to enjoy the meals offered at the Work Point Galley, those costs will be covered with your conference fees. No transport is provided from the hotel to the conference. Please circle the answer that applies to you: Will you be eating all of your meals at the galley? YES NO Do you have any dietary allergies / preferences? YES NO If yes, please specify the allergy or preference: ______________________________________________________________________________ Will you attend the Friday meet and greet? YES NO Will you attend the entire Pillars conference? YES NO Will you attend the social on Saturday night? YES NO * If only attending the social the fee is $15 if paid by April 20th, 2015. Or it is $20 at the door. Are you attending the AGM? YES NO Is your conference fee enclosed? YES NO ___________________________________ Signature 8 / 15 Annex B - Pillars Silent Auction Basket Request Form We need your help with the Silent Auction… Each cadet corps is encouraged to donate a basket for the Silent auction on Saturday night. Funds raised help offset the conference fees, as well as, raise money for the BC Army Cadet League to assist Corps Sponsoring Committees throughout the cadet training year. Your participation in this silent auction is greatly appreciated. Name: _______________________________________________________________________ Role/Rank: ____________________________________________________________________ Email: ________________________________________________________________________ Phone/cell: ___________________________________________________________________ Corps: ________________________________________________________________________ Address: ______________________________________________________________________ Auction item: (If you are contributing a basket, and items cannot be seen readily, please list the items the basket includes so bidders will know what they are getting) Title of the basket: _____________________________________________________________ (Have some fun with this, be creative!) VALUE of basket/item: _________________ Contents include: __________________________________________________________________________________________ __________________________________________________________________________________________ If the auction items were donated by a business – please provide their name and address. Business’ Name: ________________________________________________________________ Address: ______________________________________________________________________ ______________________________________________________________________ If the item is a gift certificate, hotel stay, etc. Please provide specifics that will help sell the item to our bidders (i.e. overnight stay - how many days, for how many people, what the donation includes - i.e. A bottle of wine, breakfast, etc.) __________________________________________________________________________________________ __________________________________________________________________________________________ Please complete this form and email to [email protected] Baskets will be collected at the Pillars registration desk. 9 / 15 Annex C - Location of Work Point Barracks Gunroom / Nixon Gym /Accommodations / Galley Entrance to Work Point will be at the Peter’s Street Main Gate entrance. Government ID may be required to enter the base. Please bring your League ID card or Military ID. The Nixon Building 1367 is where you will find the Pillars Registration booth and Friday night Meet & Greet. The conference will be held at this building in the gym. 10 / 15 Annex D - Downtown Hotel Registration Information Rates start at $120 per room and includes breakfast for two people. For those of you who wish to register online, please follow the URL below: (if the link does not work, copy / paste into your Internet Browser) Or telephone the hotel directly at Reservations: 1-800-663-5896 For both methods of booking a reservation, please use the booking code: “PILLARS2015” https://booking.ihotelier.com/istay/istay.jsp?hotelid=13405&rateplanid=1458402&identifier=PILLARS For our conference attendees who wish to bring families or friends and arrive a little earlier in the week or stay a little later after the conference, Harbour Towers Hotel & Suites have offered us the opportunity to book up to three days in advance or after the conference, at the same great rate (under the same booking code above). Some information on the hotel: Harbour Towers Hotel & Suites is located within Victoria's Inner Harbour, just steps away from Victoria and minutes away from the Work Point Barracks Gunroom/Nixon Gym & Base Accommodations (main location for the Conference). perfectly downtown Pillars 2015 Harbour Towers is walking distance to wide variety of shopping, dining and exciting activities. Our friendly and knowledgeable guest service associates will do their best to make you feel at home, because we understand the smallest detail can make the difference between a good stay and a great stay. Enjoy a comfortable night’s sleep in our guest rooms‚ some of which dramatic vistas of the Inner Harbour and surrounding mountains. These guest rooms range from standard to one-bedroom, two-bedroom and Penthouse suites. Enhance your stay by savouring West Coast cuisine perfectly crafted cocktails in Vic’s, our hotel restaurant, and keep up with your daily routine in our fitness centre - complete with weight room, indoor pool, hot tub and sauna. 11 / 15 feature spacious two-level and Annex E – Pillars 2015 Draft Agenda PILLARS 2015 DRAFT AGENDA 1 - 3 May 2015 Work Point Barracks Friday, 1 May 2015 1200-1630 1630-1800 Delegates arrive from around Province - Executive Registration & check in at Gunroom or Nixon Gym – Bldg 1367 Pre-arranged transportation from Ferry & Airport - Paul MacDonald Supper (Work Point Galley – Bldg 1373) (for those who are on the meal check-list or paying cash) 1830-0100 Meet & Greet in Gunroom (Bldg 1367) Continued Registration – 1630 – 2100 - All Attendees - Invited Guests Dress: Military - smart casual Civilian - smart casual League - smart casual with appropriate name tags 0100 12 / 15 Bar Closes - Mess Manager Saturday, 2 May 2015 0630-0800 Breakfast (Work Point Galley – Bldg 1373) (for those who are on the meal check-list or paying cash) 0700-0800 Late Arrival Registration (Nixon Gym – Bldg 1367) - Executive 0800-0815 Arrival / Administration Points – Nixon Gym (Bldg 1367) - All Attendees - Invited Guests Dress: Military - #3B / #3C; Civilian - appropriate business attire; ACLC-BC Branch Exec/Zone Chairs – appropriate League attire 0815-0830 Keynote Address - TBA - President 0830-0900 ACLC-BC Branch Update / National ACLC Update: - President - Vice-President - Executive Assistant - Cathy Bach - Roger Prouse - Introduction of Invited / Special Guests (RCSU CO as an example); Introduction of Executive and Zone Chairs; Discussion of National ACLC AGM (April 24-26); and 0900-0915 CO RCSU (Pac), Cdr Muir to address Conference - CO RCSU - President 0915-0930 What is the role of the 39 Canadian Brigade Group? - ACO - Capt Mike Stephan - - Linkage into RCSU(Pac) as well as RegF / ResF Support 39 CBG Affiliated Support Unit vs Affiliated Unit 0930-0955 Coffee Break – Gunroom (Bldg 1367) - All Attendees - Invited Guests 1000 -1130 Interactive Stations by Zones (10 min per station) - Zone chairs rotate through all stations with Trg Groups 1) Best Practices / Lessons Learned – Cathy & Shannon & Jan 2) Recruiting & Retention – TBA 3) Screening & League ID’s – Suman Kumar 4) RCSU (Pac) – Cdr Muir, Maj Deck, ACO’s, Capt Russell 5) Gaming & Fundraising – Grant & Daphne 6) Tax Receipts & Awards – Madeleine & Louise 7) Recruitment of CIC – Philip 8) Public Affairs – PAO & Richard 1130-1230 Lunch (Work Point Galley – Bldg 1373) (for those who are on the meal check-list or paying cash) 1240 - 1300 What is the Local Support Allocation (LSA) fund? - RCSU 1300 - 1315 Cadet Corps Success Story - TBA 1315 - 1330 Senior Cadet Experience: - TBA “My cadet career and what cadets means to me” 13 / 15 1330 - 1355 Award Presentations: - - - President President’s Trophy – Top Cadet BGen (Ret’d) Darrell Dean Fitness Award – Top Fitness Male & Female Maj Sam Meckbach – Top Para Cadet 1355-1420 Coffee Break – Gunroom / Lobby of Nixon Gym - All Attendees - Invited Guests 1420 - 1440 Introduction to Orienteering - Maj Hildebrandt 1440 - 1500 Introduction to Marksmanship - TBA 1500-1630 Open Forum Panel Discussion - President - Vice-President - Executive Assistant - Cathy Bach - RCSU See end of agenda for a possible list of topics to be discussed 1700-1800 Supper (Work Point Galley – Bldg 1373) (for those who are on the meal check-list or who have paid in advance) 1800-1845 Move to Gunroom (Bldg 1367) for Reception. (at Reception: ACLC (BC Branch) & RCSU(Pac) Awards + Silent & - All Attendees - Invited Guests Live Auction Fundraisers) Dress: Military - Smart Business Civilian - Smart Business League - Smart Business with appropriate League name tag 1800-2100 1845-1915 (concurrent with events during the evening) - OPI Silent / Live Auction(s) Static display of Cadet(s) activities - President Silent Auction Fundraiser (mass band on patio or alternate Nixon Gym) 2483 / 2289 / 3005 Combined Brass & Reed Band - 2136 Drum Line & Pipers 1915-2000 Awards Presentations: - - - 14 / 15 Awards of Excellence for: Recruiting Marksmanship Orienteering First Aid Drill Expedition Biathlon Most Improved Corps; Maj Charles Whisker Award (Top Volunteer); Roy Rigby-Jones Trophy (Best Corps); Gerard Buckley Fund - President - Vice-President - RCSU 2000-2100 Silent Auction continues - OPI Silent / Live Auction(s) 2100-2200 Live Auction - OPI Silent / Live Auction(s) 0100 Bar Closes - Mess Manager Sunday, 3 May 2015 0630-0830 Breakfast (Work Point Galley – Bldg 1373) (for those who are on the meal check-list or paying cash) 0830-1000 (Bldg 1367 Nixon Gym) - See separate agenda - President - Vice-President CIC Meeting with ACO’s - ACO Land Annual General Meeting of the ACLC-BC Branch (Seamanship Division Classroom (off the Nixon Gym) or Collier Building Theatre) 1000-1200 Carry-over of discussion from Saturday or final points for Conference Attendee’s - President - Vice-President - Executive Assistant 1200 End of Conference & AGM - All Attendees Pre-arranged transportation to Ferry / Airport - Paul MacDonald 1200-1300 Lunch (Work Point Galley – Bldg 1373) (for those who are on the meal check-list or paying cash) Potential Open Forum Panel Discussion Topics - Saturday, 1500 – 1630 HRS - - - - - 15 / 15 Role of Sponsoring Committee(s) (Cathy / Grant): Sponsoring Committee Handbook (Roger / Cathy); Accommodations (Phil / Grant): Insurance (Liability & Fire / Theft); Recruitment (RCSU / Phil / Cathy); and Training Support - budget & scheduling (Madeleine / Grant); Volunteer Screening (Suman); Finances (Shannon); Financial Aspects & Obligations (Shannon): Local Support Allocation Claims (RCSU): Annual Allocation; and Fitness Allocation; Budget & Budget accountability (Cathy / Shannon / Grant); Fundraising (Cathy / Shannon / Grant); Government Grants (Cathy / Shannon / Grant): BC Government; and Municipal; Donation Requests (Phil / Cathy / Grant): Service Organizations; Veterans Groups; Commercial / Private Donations; and Tax Receipts (donors); and Working relations with the CIC (ACO / Madeleine).
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