Board Package

	2009 AGM Agenda & Draft 2008 Minutes		Board Members' Handbook
	2009 Spring Board Package		Board Roles
	Spring 2009 Executive Committee Minutes - DRAFT		Section Reps Resource page
	2008 Annual Report		Board Expenses Claim Form
			Board Expenses Claim Form
	Earlier Board Minutes		Board Expenses Claim Form
	Section Report template
	Draft By-Laws for Sections

Travel Expenses Reimbursement Policy
Nov 1/00

This policy is intended to provide guidelines for the reimbursement of expenses for ACC Executive Committee (EC) and Board of Directors (BD) members who attend EC/BD meetings. Any questions regarding the policy or its application should be directed to the ACC National Office Manager.

General

The ACC will reimburse EC/BD members for reasonable costs incurred to attend EC/BD meetings, as per this policy. Reimbursement will occur upon receipt in the National Office of an EC/BD member’s statement of costs incurred, together with a copy of all relevant receipts.

Travel Expenses

EC/BD members will assist the Club in minimizing its meeting expenditures by:

• utilizing the least expensive, practical mode of travel from their home to the meeting site, and
• proactively pursuing opportunities to reduce their (and therefore the Club’s) meeting expenses wherever possible e.g. by teaming up with other EC/BD members to share rental cars.

Within this context, EC/BD members will be reimbursed for the cost of travelling to an EC/BD meeting using a commercial airline or by driving to the meeting site, whichever total cost is lower.

The “commercial airline” option costs include:

• return economy airfare, using the rate in effect 4 weeks prior to the meeting or the actual cost of the airline ticket, whichever is lower
• travel to and from the EC/BD member’s home airport by car (at 40 cents per kilometre, plus reasonable airport parking fees) or by taxi, whichever is lower
• travel to and from the closest airport to the meeting, using the least expensive practical mode of transport available.

All commercial airline bookings are to be made by EC/BD members.

The “driving” option costs are:

• the number of kilometres driven (using the primary route from the EC/BD member’s home to the site if the meeting) times 40 cents per kilometre, or
• the costs of renting a car and driving it to/from the meeting, whichever is lower.

Accommodations Expenses

The ACC will arrange and pay for accommodations for EC/BD members for the night before the meeting begins, and the night(s) that the meeting is in progress. All other accommodations arrangements and costs are the EC/BD member’s responsibility.

Food Expenses

The ACC will arrange and pay for food for EC/BD members for the duration of the official meeting program. All other food arrangements and costs are the EC/BD member’s responsibility.

Other Expenses

The ACC does not anticipate reimbursing EC/BD members for any other costs associated with their attending a meeting. Inquiries regarding exceptional circumstances should be directed to the ACC National Office Manager.