ICall to Order Present IMeeting of the Whole I lopen Meeting I I I
Transcription
ICall to Order Present IMeeting of the Whole I lopen Meeting I I I
.: i i 32 I • • ICall to Order The regular meeting of the Board of Trustees of the Wolf Creek School Division No. 72 was called to order by the chair at 9:02 a.m . in the Learning Centre of the Ponoka office. Present Chair: L. Jess; Trustees: K. Engen, B. Huff, D. Peterson, B. Walker; Assistant Superintendent of Schools: J. Lovell; Secretary Treasurer: J. Henderson; Recording Secretary: J. Haines i I 1122/12 IMeeting of the Whole 1 In Camera Moved by D. Peterson that the Board hold a meeting of the whole with all persons excluded except Mr. Lovell, Mr. Henderson and Mrs. Haines. I Carried Unanimously. I Moved by K. Engen that the Board revert to an open 1123/12 lopen Meeting meeting. Carried Unanimously. I I I Mr. Lovell withdrew from the meeting. Agenda Item 4.1 - Adoption of Agenda I 1124/12 Agenda Adopted • •e Moved by K. Engen that the agenda for the June 19, 2012 meeting of the board be adopted as follows: 1. Call to Order 2. In Camera 3. Appointments 4. Action Items: 4.1 4.2 4.3 4.4 4.5 Adoption of Agenda Adoption of Minutes May 15, 2012 Adoption of Budget Minutes May 28, 2012 Committee ofthe Whole Meeting June 6, 2012 Division Office Space 4.6 Lacombe Parent Link 4.7 Committee of the Whole Meeting Date, April 3, 2013 4.8 Understanding 21 st Century Learning 4.9 Emotional Well Being Initiative 4.10 Friends of the Greenhouse 4.11 Renaming YES School 4.12 Digital Photography Contest 4.13 FNMI Report to Zone 4 4.14 Zone 4 Vice Chair to Banff Leadership 4.15 Conflicting Calendar Dates: 4.16 Local Authorities Election Act 4.17 Advocate Newsletter 4.18 PCHS Mechanical Room Dismantling 4.19 Busing for St. Thomas Acquinas Roman Catholic Regional Schools 4.20 Action Arising from Appointment 5. Reports: 5.1 Superintendent's Report 5.2 Trustee Reports I 33 Tuesday, June 19, 2012 continued i IAgenda Continued • • 6. Information Items: 6.1 ASBA Zone 4 6.12 PSBAA 6.3 Maintenance Manager's Report 6.4 Transportation Manager's Report 6.5 OHS Report 6.6 Fiscal Monitoring Report Carried Unanimo sly. I I Agenda Item 4.2 - Adoption of Minutes May 15, 2012 1125/12 IMinutes Adopted Moved by B. Walker that the minutes of the May 15 2012 meeting ofthe Board of Trustees be adopted as amended. I Carried Unanimo sly. I i A enda Item 4.3 - Ado I 1126/12 !IBUdget Minutes Adopted I I I 127/11 Emotional Well Being & U21C Learning I Initiatives Funding Iproposals i iI Moved by D. Peterson that the minutes ofthe May 8, 2012 meeting of the Board of Trustees be adopted. Carried Unanimo sly. A enda Item 4.4 - Committee of the Whole Meetin June 6 012 Moved by D. Peterson that the Board direct the Superintendent to determine the divisional needs of the Em tional Well Being Initiative and the U21C Learning Project and provide short term and long term funding possibilities at the June Re ular Board meeting. Carried Unanimo sly. I 1128/11 Iineligible . IIT ransportatlon I Payment Schedule • Moved by B. Walker that the Board implement the following payment schedule as a pilot plan for Ineligible Transportation Fees for the 2012-2013 school year: 1) Payment may be split into three equal amounts the first payment due on the issuance ofthe bus pass. I i • I 2) Postdated cheques must be provided for the sec and third payments due on October 15, 2012 and November 15, 2012. 3) In the event a postdated cheque is not honored b the bank the individual will be allowed until October 31 and Nov mber 30 respectively to make restitution. Failure to make restituti n will result in the removal of the bus pass. 4) Individuals who default on payment will not be al owed to participate in the time payment plan in future years 5) All mid-year transfers must be paid in full prior to a pass being issued; •e and further that this plan be reviewed in June 2013 to deter ine whether to continue in subsequent years. Carried. 34 Tuesday, June 19,2012 continued 129/ 12 IPCHS Broncs World ITour 2013 I Moved by L. Jess that Board approve the PCHS Broncs World Tour 2013 as presented. 130/12 Trustee to Attend EC Mapping Meeting Moved by K. Engen that the Board authorize Trustee Jess to attend the EC Mapping meeting on June 20, 2012 for the Ponoka area. Carried Unanimously. 131/12 Contract for IRJC Modulars Project Moved by B. Huff that the Board approve the contract from Shunda Consulting Ltd. for $227,000.00, plus GST, for the Iron Ridge Junior Campus Modular Classroom Addition project. 1 • • Carried Unanimously. Carried Unanimously. Moved by K. Engen that the Board authorize Trustee Huff to attend the SRO meeting in Lacombe on behalf of the Board. 11132/12 Trustee to Attend SRO IMeeting . Carried Unanimously. I 133/12 1Healthy Choices iAdmin Procedure ICommittee Moved by K. Engen that the Board authorize Trustee Bratland and Trustee Peterson to sit on the committee to design the Healthy Choices Administrative Procedure. Carried Unanimously. I 1 134/ 12 IRatify Sweat IAttendance 1 Moved by B. Huff that the Board ratify the attendance of the Trustees who participated in the Sweat Lodge on June 9, 2012. Carried Unanimously. I 11135/12 Accept Committee lof the Whole Minutes Moved by D. Peterson that the Board accept for information the attached minutes ofthe Committee ofthe Whole meeting held June 6, 2012. Carried Unanimously. Agenda Item 4.6 - Lacombe Parent Link • i 1136/12 IExtend Parent Link I Lease in Lacombe I Moved by B. Walker that the Board extend the Lacombe Parent Link lease agreement for an additional three year period subject to ministerial approval and further that the lease would include a clause for six months' notice of cancellation based on the needs of the school. Carried Unanimously. Mr. Henderson informed the board that Ponoka Parent Link has communicated interest in relocating to the Ponoka Elementary School site when the building becomes vacant. Agenda Item 4.7 - Committee of the Whole Meeting Date, April 3, 2013 •e A request has been received from Mr. Varty, Assistant Superintendent, to use the Learning Centre on April 3, 2013 to accommodate the AISI group meeting. It was the consensus of the Board to hold the Committee ofthe whole meeting in the FB room of the Ponoka office. 35 Tuesday, June 19, 2012 continued Agenda Item 4.12 - Digital Photography Contest • • A request has been received to co-sponsor a new category in the Digital Photography Contest for those students in grades 4 - 6. 137/12 Contribute to Digital Photography Contest Grade 4-6 Category Moved by D. Peterson that the Board contribute $100.00 towards the Grades 4 - 6 Category for the Digital Photography Contest. Carried Unanimously. 138/12 Display Digital Photography Entries in Foyer of Division Office Moved by B. Huff that the Board direct the Superintendent to display the digital photography entries in the foyer and that the display coincide with the ASBA Zone 4 meeting September 24,2012. Carried Unanimously. Agenda Item 4.13 - FNMI Report to Zone 4 139/12 Provide Information ASBA Zone 4 FNMI Committee Moved by B. Huff that the Board direct the Superintendent to provide information to the ASBA Zone 4 FNMI Committee. Carried Unanimously. Agenda Item 4.14 - Zone 4 Vice Chair to Banff Leadership I i This item was received for information only. ! I I 140/12 Change Date of !Board/ATA Liaison Meeting 1 Agenda Item 4.15 - Conflicting Calendar Dates: Moved by K. Engen that the Board move the October 8, 2012 meeting with the ATA Liaison to October 9,2012 to accommodate the Thanksgiving weekend. Carried Unanimously. I • 1141/12 Change Date of ICom m ittee of the Whole Meeting Moved by D. Peterson that the Board move the October 3, 2012 Committee of the Whole meeting to October 4, 2012 to accommodate the Wolf Creek Public Schools Administrator Retreat. Carried Unanimously. t 142/12 Change Date of Regular Board Meeting Moved by K. Engen that the Board move the November 20, 2012 regular board meeting to November 22, 2012 to accommodate the ASBA Fall General Meeting. Carried Unanimously. Agenda Item 4.16 - Local Authorities Election Act Trustees completed the online survey as per the request received from Jacquie Hansen, President Alberta School Boards Association. •• In Camera 143/12 Meeting of the Whole Moved by B. Huff that the Board hold a meeting of the whole with all persons excluded except Mr. Henderson and Mrs. Haines. Carried Unanimously. Trustee T. Bratland entered the meeting. 36 Tuesday, June 19,2012 continued 144/12 Revert to Open Meetine , Moved by K. Engen that the Board revert to an open meeting. Carried Unanimously. • Trustee Bratland assumed the position of Chair. Dr. L. Jacobs, Superintendent of Schools, entered the meeting. Agenda Item 4.17 - Advocate Newsletter 145/12 Trustees Authorized to Attend PSBA Governance Workshop i Moved by B. Huff that the Board authorize the attendance of those trustees able to attend the August 23, 2012 PSBA Governance Workshop. Carried Unanimously. The Board recessed for lunch at 12:00 p.m. and reconvened at 12:30 p.m. with the following persons in attendance: Chair: T. Bratland; Trustees: K. Engen, B. Huff, L. Jess ,D. Peterson, B. Walker; Superintendent of Schools: L. Jacobs; Secretary Treasurer: J. Henderson; Recording Secretary: J. Haines Agenda Item 4.5 - Division Office Space Dr. Jacobs informed the Board that there is a deficiency in office space within the current location as a result of the newly hired positions. 1146/12 IContract for IRenovation Study I Moved by K. Engen that the Board authorize the Superintendent to contract the services of Group 2 Architecture, to a limit of $10,000.00, to pursue a feasible renovation study of the division office and the bus barns space requirements. Carried Unanimously. Trustee Walker requested job descriptions of the Division Office personnel. It was the consensus of the Board that this item be added to the Board Retreat agenda. • Agenda Item 4.18 - PCHS Mechanical Room Dismantling 147/12 PCHS Mechanical Room Dismantling Moved by L. Jess that the Board accept the low bid of $169,000.00 plus GST from All West Demolition to dismantle the mechanical room at the Ponoka Composite High School. Carried Unanimously. Mr. Henderson informed the Board that he has contacted another engineer to provide drawings regarding the proposed paving of the north parking lot at Ponoka Composite High School. It is anticipated this project will go to tender within the next two weeks. •• Mr. Brad Buss, Facilities Manager, entered the meeting. Agenda Item 4.10 - Friends of the Greenhouse 148/12 Request Detailed Business Plan from Eco Vision/Friends of the Moved by K. Engen that the Board direct the Superintendent to request a detailed business plan including, but not limited to, all building costs and operational costs, including secondary sources of utilities, to maintain the greenhouse for one 37 Tuesday, June 19, 2012 continued Greenhouse • • year from the Eco Vision/Friends of the Greenhouse. Defeated . 149/12 Accept Eco Vision/ Friends of the Greenhouse Proposal Moved by B. Huff that the Board accept the Eco Vision/Friends of the Greenhouse proposal to establish a 33' (diameter) greenhouse on the grounds immediately west of the Ecole Secondaire Lacombe Composite High School provided there is a secondary source of utilities; and further that the Superintendent be directed to monitor all aspects of construction and utilization of the building. The Board further directs that the costs of providing services to the building and all utility consumption will be borne by the Eco Vision Club ofthe Ecole Secondaire Lacombe Composite High School. Carried Unanimously. Agenda Item 4.8 - Understanding 21 st Centurv Learning and Agenda Item 4.9 - Emotional Well Being Initiative Dr. Jacobs informed the Board that there is currently $195,000.00 not targeted in the 2012-2013 operating budget at present. In the short term, it would be possible for the Board to fund these two initiatives with the understanding that monies not spent in one project would be allocated to assist in the other project. 150/12 Allocate Funding to U21C Learning and Emotional Well Being Initiatives Moved by B. Huff that the Board direct the Superintendent to allocate from the 2012-2013 operating budget, $150,000.00 to the Understanding 21 st Century Learning initiative and $45,000.00 to the Emotional Well Being initiative with flexibility to move unused monies from one initiative to another should there be need. Carried Unanimously. Agenda Item 4.11- Rename YES School • 151/12 Rename YES School I Wolf Creek Academ~ Moved by B. Walker that the Board rename the Youth Experiencing Success School to the Wolf Creek Academy. Carried Unanimously. Agenda Item 4.2 - Busing for St. Thomas Aquinas Roman Catholic Schools Dr. Jacobs informed the Board that a request has been received from St. Thomas Aquinas Roman Catholic Schools to provide busing in Ponoka and Lacombe on days that Wolf Creek Public Schools are not operational. 152/12 STARS Busing for 2012-2013 School Year •e Moved by L. Jess that the Board direct the Superintendent to communicate to St. Thomas Aquinas Roman Catholic Schools that their students will be accommodated as requested for the 2012-2013 school year and further that St. Thomas Aquinas Roman Catholic Schools must align their school calendars with Wolf Creek Public Schools in the future as this accommodation will not be provided in subsequent years. Carried Unanimously. 38 Tuesday, June 19,2012 continued i • • Agenda Item 4.21- Legal Issues 1 11153/12 i Amend Superintenden~ IContract • Moved by K. Engen that the Board amend the Superintendent contract of employment to adjust the termination clause for severance pay without just cause to 18 months' notice. Carried. In Camera 154/12 IMeeting of the Whole i i Moved by L. Jess that the Board hold a meeting of the whole with all persons excluded except Mr. Henderson and Mrs. Haines. Carried Unanimously. 155/12 Revert to Open meeting Moved by D. Peterson that the Board revert to an open meeting. Carried Unanimously. Agenda Items 5.2 - 6.6 were presented for information. 156/12 Adjourn Meeting Moved by D. Peterson that the Board meeting adjourn. Time: 3:50 p.m. Carried Unanimously. Chair • •• Secretary-Treasurer Agenda Item 4.4 Committee of the Whole June 6, 2012 Learning Centre, Ponoka Office Chair: L. Jess; Trustees: K. Engen, T. Bratland, D. Peterson, B. Walker, B. Huff; Superintendent of Schools: L. Jacobs; Assistant Superintendent of Schools: J. Lovell; Assistant Superintendent of Schools: G. Varty; Secretary Treasurer: J. Henderson; Recording Secretary: J. Haines Chair Jess called the meeting to order at 9:02 a.m. Moved by T. Bratland that the agenda for the June 6, 2012 Committee of the Whole be adopted as follows: 1. 2. Call to Order In Camera 3. Adoption of Agenda 4. Appointments: 4.1 10:00 a.m. - Friends of the Greenhouse 4.2 10:30 a.m. - Amber Hester, Assistant Superintendent of Schools - Mental Health Initiative 4.3 11:30 a.m. - Gary Spence, Assistant Superintendent of Schools, & Mark McWhinnie, Director of Technology Integration - U21C Learning 5. U21C Funding Analysis 6. 7. 8. Lacombe Parent Link Centre Ponoka Broncs World Tour 2013 9. Ineligible Transportation Fee Plan EC Mapping - Ponoka FCSS 10. Iron Ridge Modular Contract 11. Differentiated Calendar 12. Pooling of FNMI Funds 13. SRO Positions 14. Samson SWEAT 15. Business from Appointments Carried Unanimously. 2. In Camera Moved by D. Peterson that the Committee of the Whole hold a meeting of the whole with all persons excluded except Dr. Jacobs, Mr. Lovell, Mr. Varty, Mr. Henderson and Mrs. Haines. Carried Unanimously. Agenda Item 4.4 Moved by D. Peterson that the Committee of the Whole revert to an open meeting. Carried Unanimously. Mrs. Val Yaremchuk, Principal Ecole Secondaire Lacombe Composite High School, Mr. Steve Schultz, Teacher Ecole Secondaire Lacombe Composite High School, and Mrs. Susan Crump, Lacombe Community Member entered the meeting. 3. Appointment - Friends of the Greenhouse Mr. Schultz made a presentation to the Committee regarding planned curriculum outcomes with the implementation of a greenhouse facility on the Ecole Secondaire Lacombe Composite High School grounds. Mrs. Crump provided further information on how the community will provide support for the students to achieve the curricular outcomes and the benefits the community will derive from the proposed greenhouse. Mrs. Yaremchuk, Mr. Schultz and Mrs. Crump withdrew from the meeting. Ms. Amber Hester, Assistant Superintendent of Schools, and Mrs. Barb Reaney, Family School Liaison Coordinator, entered the meeting. Mr. Gary Spence, Assistant Superintendent of Schools, and Mr. Mark McWhinnie, Director of Technology Integration, entered the meeting. 4. Appointment - Mental Health Initiative Ms. Hester and Mrs. Reaney made a presentation to the Committee on the implementation of the Emotional Well Being Initiative that will begin September 2012. Funding proposals were presented for consideration to assist in the implementation of this initiative. 5. Appointment - U21C Learning Mr. Spence and Mr. McWhinnie presented a short video highlighting the students', staff, and parents' views on the successes achieved through the U21C Learning Project. Mr. Spence and Mr. McWhinnie also presented the attached funding proposals for consideration to further embed the U21C Learning Project in Wolf Creek Public Schools. The Committee of the Whole recessed for lunch and reconvened at 12:00 p.m. with the following persons in attendance: • Agenda Item 4.4 Chair: L. Jess; Trustees: T. Bratland, K. Engen, D. Peterson, B. Walker, B. Huff; Superintendent of Schools: L. Jacobs; Secretary-Treasurer: J. Henderson; Recording Secretary: J. Haines. 6. U2IC Funding Analysis Discussion ensued around the Emotional Well Being Initiative and the U21C Learning Project. Moved by D. Peterson that the Committee of the Whole recommend to the Board of Trustees to direct the Superintendent to determine the divisional needs around the Emotional Well Being Initiative and the U21C Learning Project and provide short term and long term funding possibilities at the June Regular Board meeting. Carried Unanimously. Mr. Gerry Varty , Assistant Superintendent of Schools, entered the meeting. 7. Differentiated Calendar Mr. Varty presented the attached differentiated calendar as information. 8. Ineligible Transportation Fee Plan Mr. Henderson presented a proposed Ineligible Transportation Fee Plan for the consideration. Moved by B. Walker that the Committee of the Whole recommend to the Board af Trustees that the following payment schedule be implemented as a pilot plan for Ineligible Transportation Fees for the 2012-2013 school year: 1) Payment made is split into three equal amounts with the first payment due on the issuance of the bus pass. 2) Postdated cheques must be provided for the second and third payments due on October 15, 2012 and November 15, 2012. 3) In the event a postdated cheque is not honored by the bank the individual will be allowed until October 31 and November 30 respectively to make restitution. Failure to make restitution will result in the removal of the bus pass. 4) Individuals who default on payment will not be allowed to participate in the time payment plan in future years. 5) All mid-year transfers must be paid in full prior to a pass being issued; and further that this plan be reviewed in June 2013 to determine whether to continue in subsequent years. Carried Unanimously. Trustee Walker withdrew from the meeting. Agenda Item 4.4 9. Lacombe Parent Link Centre Mr. Henderson informed the Committee that the Lacombe Parent Link Centre is requesting an extension on their current lease agreement which expires June 20, 2013. Due to possible programming enhancements for kindergarten it was the consensus of the committee that Mr. Henderson and Dr. Jacobs dialogue with Ms. Donnie Tafts, Family Services Co-ordinator Lacombe FCSS, and report back to the June Regular Board meeting. 9. PCHS - Broncs World Tour 2013 Moved by L. Jess that the Committee of the Whole recommend to the Board of Trustees to approve the PCHS Broncs World Tour 2013 as presented. Carried unanimously. 10. EC Mapping - Ponoka FCSS Trustee Jess has been invited to attend a session at Ponoka FCSS regarding early childhood mapping for the Ponoka area. Moved by K. Engen that the Committee of the Whole recommend to the Board of Trustees that L. Jess be authorized to attend one EC Mapping meeting for the Ponoka area. Carried Unanimously. 11. Iron Ridge Modular Contract Moved by B. Huff that the Committee of the Whole recommend to the Board of Trustees that the contract from Shunda Consulting Ltd. In the amount of $227,000.00 plus GST for modular at Iron Ridge Junior Campus be approved and signed. Carried Unanimously. 12. Pooling FNMI Funds Dr. Jacobs presented concerns around educational needs for self-identified aboriginal learners and is proposing the funds received for FNMI learners be pooled and be used to target initiatives to raise FNMI success. Agenda Item 4.4 13. SRO Positions Dr. Jacobs informed the committee that the SRO position in Lacombe is not capable of meeting the demands from all the schools and that the Lacombe Police service is contemplating implementing a Community Policing Officer position, at a lesser cost, to take the pressure off the current SRO. Moved by T. Bratland that the Committee of the Whole recommend to the Board of Trustless that Trustee Huff be authorized to attend the SRO meeting in Lacombe on behalf of the Board. Carried Unanimously. Mr. Jayson Lovell, Assistant Superintendent of Schools, entered the meeting. 14. SWEAT Lodge Dr. Jacobs provided information regarding the procedures around the June 9, 2012 sweat to be held with the Samson Cree Nation elders. A meeting with the chiefs of the four bands in Hobbema is being tentatively scheduled. 15. PASSIVES Renaming The staff of the PAS/YES have put forth renaming the facility to WCPS Learning Support Centre. It was the consensus of the committee to discuss this at the June Regular Board Meeting as the word "Support" may hold negative connotations. 16. Healthy Choices Admin Procedure Moved by K. Engen that the Committee of the Whole recommend to the Board of Trustees that Trustees D. Peterson and T. Bratland sit on the committee to design the Healthy Choices Admin Procedure. Carried Unanimously. Mr. Don Windsor, ASBA negotiator, entered the meeting. 17. In Camera Moved by T. Bratland that the Committee of the Whole hold a meeting of the whole with all persons excluded except Dr. Jacobs, Mr. Lovell, Mr. Henderson, Mrs. Haines and Mr. Windsor. Carried Unanimously. Agenda Item 4.4 Moved by K. Engen that the Committee of the Whole revert to an open meeting. Carried Unanimously. Moved by B. Huff that the Committee of the Whole meeting be adjourned. Time 3:19 p.m. Carried Unanimously. e Agenda Item 4.4 WCPS Differentiated School·Year Calendar Requests for 2012-2013 Agenda Item 4.4 May 23, 2012 Dr. Larry Jacobs Superintendent of Schools Wolf Creek Public Schools Ponoka, Alberta Dear Dr. Jacobs: As per our discussions regarding the PCHS International Tour/Travel Course here is our proposal to the Board of Education. Dates: Place: Cost: March 19th - March 30, 2013 Inclusive Amsterdam, Vimy, Normandy, Paris and Barcelona $ 3500.00 --$3700.00 1. Objectives (Philosophy): International travel provides students with an opportunity to appreciate the culture and diversity of other nations. In addition to the educational benefit students will gain, international travel has proven to be a personal growth experience. The great success of Tours 2008 to 2012 has prompted us to continue with the "CTS Tourism Study Component" in conjunction with this tour. Students will have course work to complete that corresponds to our particular itinerary as a prerequisite to their participation. Ponoka KIA soldier research will be a major component of the study. As an unscheduled course, the International Travel Course will allow students to accumulate 5 CTS Travel and Tourism Modules as well as Special Projects Modules through course work, assignments and trip preparation. The international trip will be the culminating activity. We will be visiting the grave sites of 12 Ponoka KIA soldiers on this battlefield tour. Agenda Item 4:4 2. Student and Staff Participation: Our first organizational meeting has taken place and there was much interest. A parent meeting will be held on May 27,2012 where the course syllabus and specific details of the course will be given to the serious traveller. Based on the enormous response, we expect that there will be between 23-25 paying participants. Mr. Ron Labrie will lead the tour. Female chaperones will be brought on board shortly. 3. Criteria for Selection: All registered students at PCHS are welcome to take part in this tour. There is usually a great deal of interest in the early stages of planning, however after students become aware of the nature of an educational tour, and travel course requirements, we anticipate the final number of travellers to be in the midtwenties. In the event that more students are interested than we have space for, selection will be made giving priority to interested students in "good-standing" in the following order- grade 12's down to grade 10's. 4. Communication with parents: At present we have had two meetings. A letter was sent home to parents outlining a tentative itinerary and dates of the proposed tour course. We will have parent meeting on May 27,2012 outlining information regarding the tour, payment schedule, carrier and course syllabus. A meeting timeline for the entire course will be given to students prior to June 30, 2012. 5. Financial Arrangements: Parents will receive a written breakdown as to the cost of the tour and expenses over and above the program fee. The payment schedule options will be discussed at our parent meeting. All of the payment details are available online @ www.myexplorica.ca Tour ID: Labrie-8809 6. Transportation Arrangements: PCHS will make arrangements to bus the students to the airport for departure and parents will be asked to pick up their son/daughter at the airport upon our arrival on March 30,2013. 7. Supervision of Students: Participating students will be the responsibility of the chaperones from the time of departure until the students are picked up by their parents upon arrival at Calgary International Airport. 8. Discipline: Although the chaperones do not anticipate major disciplinary problems, all issues will be dealt with on a case by case basis. The Broncs World Tour is a schoolsponsored field trip. As a result, all discipline issues will be treated as per PCHS and Wolf Creek Public Schools policy. 9. CancellationlMedical Insurance: All participants on this tour will be required to carry the recommended cancellation and medical insurance. This will be discussed in detail at the parent meeting. Agenda Item 4.4 10. Ratio of students to chaperones: Based on previous trips and advice from our carrier, we are pursuing a 1 to 7 ratio. 11. Complimentary Seats: The tour carrier has allocated one seat for every seven participants 12. Land Costs for Chaperones: All land costs are included in the cost of this tour. One "complete" seat has been allocated for the organizers and supervisors as outlined above. 13. Additional Costs: Additional costs to the students include, passport fees, lunches, gratuities, and items of a personal nature. 14. Safety: Explorica Tours is our selected carrier for this trip, one of the biggest educational tour companies in the world. Please find attached a copy of the company's comprehensive insurance coverage and safety policies. 15. Other: Travelling brings one culture in contact with another and allows individuals to appreciate the beauty in cultural diversity. It has been said that tourism is the industry of peace; travel and tourism promotes understanding, acceptance, and appreciation of others. Pending your endorsement, we will be continuing with the study component of this travel course. Please find enclosed a copy of our course syllabus and itinerary. We look forward to your reply. Please call if you require further information. Broncs World Tour 2013, Mr. Ron Labrie Agenda Item 4.4 -~- PONOKA COMPOSITE HIGH SCHOOL ID)D IUmrrl(ii)~ l!JLD UJ~Q} 6002-54 Street, Ponoka, Alberta T 4J 1N9 Phone 403-783-4411 Fax 403-783-5450 E-mail: [email protected] Principal: Ian Rawlinson [email protected] Asst Principal: Ron Rarick n·[email protected] Dr. Larry Jacobs Superintendent of SChools Wolf Creek Public SChools Ponoka, Alberta May 23,2012 Asst Principal: Kathy McTaggart [email protected] Dear Dr. Jacobs: Re: Proposed Travel and Tourism Course - Amsterdam. France and Barcelona It is with great pleasure that I ask for your support and approval of our proposed field trip in the spring of 2013. This field trip will be culminating activity in a travel and tourism course which is offered at PCHS in 2012 - 2013. Mr. Ron Labrie, the teacher of the course (and subsequent trip) has worked very hard ensuring success for our students through his planning and dedication to this endeavour. Mr. Labrie has had great success in the past offering excursions and fieldtrips to the student of PCHS for the past 5 years. This experience, along with his planning and preparation has led to my full support of him offering a new and unique opportunity to our students. This unscheduled course will be offered as a 5 (6) credit extra course encompassing the CTS modules from the Program of Studies. It is important to note that this is simply not a fieldtrip, but rather a full course complete with assignments, research projects, readings and presentations. Upon return, the students will be sharing their learning with others in the school and will be assessed with a specific set of criteria given to ensure the learning has taken place and the outcomes met. Costs, itinerary, policies and procedures have been sent to you by Mr. Labrie. Mr. Labrie also has a detailed course syllabus outlining specific objectives, philosophy and course guidelines for participation. Mr. Labrie has a reputation in the community as a dedicated and well respected teacher. He believes strongly that students must fully experience the world and the diversity that it offers. His participation in the Historica Summit on Leadership in Ottawa speaks to this very commitment. His consistent hard work leaves no doubt in my mind that it will be a safe, effective and worthwhile venture. At PCHS, we believe in offering a varied and diverse set of course offerings to our students. This course is one of the many opportunities that are being created by our staff and students. The course supports the WCPS mission and vision and allows our students to experience the joys and educational experience of travel, which at the same time teaches them skills that will be used throughout their lives as they grow and leave our community. I look forward to your approval. Should you have any questions, please feel free to contact Mr. Labrie or myself at (403) 783-4411. Sincerely, Mr. Ian Rawlinson Principal • I .' Agenda Item 4.4 5/23/2012 Teacher and Tour Information Mr. Labrie AUlst('rdam •.FrHHCI: .'$: Ban'dona lVlarch 1<) - 30. 2(H:1 About Explorica PONOKA COMPOSITE HIGH SCHOOL 600254TH Tour Centre IO Labrie-BB09 ST PONOKA, AB T4J1N9 Who is Explorica? Vision Create a better world by enrithlnQ every st"dlnt with II cultural Ixperienet through educational trav,l • Explorica has seven offices worldwide - Toronto, Quebec, Boston, San Diego, London, Beijing and Merida MI•• lon To be the product lead,r In educational tra\l'el, hI/ping tuthers and students dlsc-pvcr the wonders of the world through sale and rellllbl!! tour t)(per1ences 'We have nearly 50 years of educational travel experience Pinion for delit;lhting 'Over 500,000 Canadians have enjoyed educational travel with Explorica cu'toml~ Ind cOrlnectlng travellers Integrity in our words lind deeds Innovation In eVllryt!'ling WI' do Reliability in our products ~nd services Quality as our dally mlndset Benefits of Educational Travel Safety Our participants' safety • Expansion upon classroom studies in an immersive and fun learning environment comes first ·It enhances appreciation for other cultures and languages • Your Experienced Tour Director is trained to handle a variety of safety situations 'It encourages independence and responsibility • Get immediate, 24/7 emergency support 'Strengthens bonds with teachers and classmates • Dedicated Customer Care at EXT 299 1 What's included? Transportation - Air 'Explorica uses only reputable and reliable airlines • Unlike other student travel companies we do not use charter companies 'We do everything in our power to place groups together on the most convenient flights Meals Accommodation • Meals may be a combination of local and familiar meals and we do have vegetarian options • Students are placed in triple or quad rooms and are allocated per needs of the group • Food allergies and dietary restrictions are taken into account • Hotels are safe and clean and in convenient locations • Students will need spending money for lunches, snacks and drinks with dinner (water is provided) Your itinerary Your detailed itinerary and pricing • toI •• t your Tour Olr.ctorfllld (tiKk Into hotel Day 3 Amsterdam Landma..-k. • Amst.rdam Tour Dlrector-Ud $lgI'IU .. lnQ Tour • Gujded cflnll I;tul$e, Vi$lt Diamond factory, VI'it Anne Frank's lIouse • Hard R.ock C,!e r:llnner Agenda Item 4.4 5/23/2012 Your itinerary • Your itinerary Day 7 Normandy Landmarks Day 4 Amsterdam--Ypres Day 5 Ypres--Bols-Heroult >Bergen Ops Zoom Cemetery visit ~ ) Hill 62 (Sanctuary Wood) visit • Travel to Bois-Herault ) Omaha Beach Visit Vimy Ridge ) Visit Arromanches Museum » Juno Beach Centre visit ) Flanders Field Museum ~ B~ny-!>ur-Mer ) Last Post ceremony at Menin Gate Canadian Military Cemetery visit Day 8 Normandy-·parls Day 6 Bois-Heroult.. -Normandy • bvel to Paris ) Transfer via Dleppe to Normandy ~ ) Canadian Cemetery visit Paris City Walk ) lie de la Cite, Notre Dame Cothedral visit, lie St. Louis, Llltln Quarter visit ) Free time in Dieppe • Dinner in Latin Quarter Pricing details Your itinerary DillY 10 Hola Barcelona ,. Paris Guld~d Sightseeing Tour ,. Group-Arranged Lunch at Mercat de Boquerla ,. ~[fie1~J~~~~~:m~h~~~5~r~;~~~re )Barcelona Architecture Tour Milltalre, les Invalldes, Com:lergerle, Tulieries, Place VendOme, Opera House ) Gaudj's Sagrada Familia visit ,. Visit LolJvre ,. Flamenco evening ,. Overnight train to Barcelona Day 11 Barcelona Landmarks Day 12 End Tour >Fe Barcelona Stadium Tour " Picasso Museum visit »Magic Fountain Lioht Show visit Education investment information +-eXPLOR,I~>Er.t ·Total Investment: $3,711.00 • Does not include travel protection, if you would like to purchase, add $180.00 Flexible payment options ·Automatic monthly payment plan • $195 non-refundable deposit • Balance Is divided into equal monthly payments. • All payments billed automatically to credit card or chequing account. ·Manual payment plan • Payments are divided into three timed steps: • $195 non-refundable deposit • $600 payment due in thirty days. • Full balance is due ninety nine days prior to departure. ·Pay in full 3 Travel with confidence • Participants are automatically enrolled in the Travel Protection Plan when enrolling for a tour. • 4 out of 5 Explorica travelers protect their tours with the travel protection plan. • Explorica's Travel Protection Plan Details • $15 per day (up to a maximum of $225). • Must be purchased at time of sign up to qualify for Cancel for Any Reason Benefit 'If you wish, you can opt out of the Travel Protection Plan at the time of enrollment. Online tools: getting started You're protected if you need to cancel+-eXPLOR.I.~~ • Explorlca's "Cancel For Any Reason Benefit" • Allows travelers to cancel their tour for any reason up to two days before departure and receive most of their tour fee back in cash. That means recent events such as the Ash Cloud and the H1N1 outbreak were covered under our plan. Online tools: getting started Online tools: Tour Diary 4 Agenda Item 4.4 5/23/2012 Contact Explorica 'Byemall • [email protected] 'By mall • Explorica Canada, Inc. 3080 Yonge St. • Suite 5052 Box 32 • Toronto, ON M4N 3Nl 'By fax • 1.888.378.8846 'By phone • 1.888.378.8845 • Ext. 299 5 • Explorica advantages GET THE BSSTVALUE YOUR SAFSTY COMES FIRST ENJOY STRESS-FREE TOURING Our strong relationships with hotels, airlines and restaurants enable us to always provide consistent quality on all our tours -all for some of the lowest prices around. From performing rigorous safety checks, to providing both constant on-tour safety expertise and immediate on-site assistance through our worldwide network of offices, our dedication to the group's safety is our top priority. From the moment you sign up for your tour, to the minute you shout bon voyage, we help you get packed, prepared and ready to have fun! Our dedicated Customer Care Representatives are available to answer your and your parents' questions. And our comprehensive website offers immediate answers to your tour and travel questions. And with more meals and activities included, we keep you experiencing more, and keep you fuelled for your journey. Agenda Item 4.4 Enjoy a superior online experience • SIGN UP ONLINE Our powerful and easy-to-use website makes tour signup, account creation and management all just one click away. To get started, simply visit explorica.ca/signup and enter the Tour Centre ID provided by your teacher. Sign up online today at explorica.calsignup. MANAGE YOUR PERSONALIZED TOUR CENTRE Once you sign up for your teacher's tour, you'll have access to your online Tour Centre. Come here to make payments, get tour-related messages, updates and reminders, sign up for optional excursions and more . • PREPARE FOR YOURJOURNEY SAVE A TREE (AND A STAMP) Our website is a wealth of travel-related knowledge and know-how. From packing tips to important passport and visa info and more, check out explorica.calget-ready. sign up at explorica.ca/signup GET WEB EXCLUSIVES '@'I flickr'" You" ON SOCIAL NETWORKS Join us on Facebook, Twitter, Flickr and youTube to connect with other educational travellers and share your stories, photos, videos and more. Additionally, receive exclusive Explorica content and have access to special offers. JOIN OUR STUDENT PHOTO CONTEST Submit your best shots for a chance to win a $500 amazon.ca gift card and other great prizes. To learn more, visit explorica.calphotocontest. CREATE A CUSTOM PHOTO BOOK Share your journey with family and friends through a custom photo book. Simply visit exploricaphotobooks.ca to get started. explorica.ca 11.888.378.8845 1 hat's included OPTIONAL OfFERINGS! TOUR FEE INCLUDES > Round-trip transportation TRAVEL PROTECTION > Accommodations provided for three to four per room with private bathrooms (unless otherwise noted) > Breakfast and dinner daily (unless otherwise noted) Our Travel Protection Plan is the best in educational travel. Protect yourself, your belongings and your tour investment. > Full-time services of a professional Tour Director > Guided sightseeing tours and city walks per program description And with our Cancel For Any Reason Guarantee, you can cancel your tour for any reason up to two days before departure and receive up to a 75% cash refund of all applicable Explorica fees. > Airport transfers and transportation between cities and scheduled activities (except when deviating from your group) OPTIONAL EXCURSIONS ) Lunch (per program description) ) Entrance fees and theatre tickets as described in the itinerary > 24-hour emergency service Personalize your itinerary by selecting custom activities. From stage shows to white water rofting, you'll have your choice of optional extras. Even extend your tour with additional city stays. STAY-AHEAD/STAY-BEHIND Need extra time to explore on your own? Extend your journey by planning extra travel time before or after the scheduled tour. Explorica can arrange a new flight itinerary for you to spend more time in your destinations. 2 explorica.ca 11.888.378.8845 Agenda Item 4.4 Applicotion5 must br received 99 days prior to your tour's departure Any I!nrolmentl received oftfOf tnat dote will bl! subject to our tote sign-up policy. Any applications received after 5pm EST will b~ processed on the following business doy.Please consult the Terms 8.. Conditions for complete details. eXPLORICA REGISTRATION FORM FOI'IM ALSO AVAILABLE .'11' EXPLORICA.CAfSIGNlJP FOUR EASY WAYS TO ENROL ON AN EXPLORICA TOUf<: Explorica, Inc. T 1.888.378.8845 3080 yonge St., Ste 5052 F 1.888.375.6177 [email protected] Box 32 Toronto, ON M4N 3NI WEB: MAIL: register online at Explorica.ca-click SIGN UP send registration form to Explorica with SI95 non-refundable deposit (and selected travel protection plan payment) FAX: fax registration form to 1.888.375.6177 PHONE: call us toll-free at 1.888.378.8845 x299 c • ,, . ' . .,' '" YOUR TOUR INFO 01 HAVE TRAVELLED WITH EXPLORICA BEFDRE GROUP LEADER'S NAME TOUR CENTRE iD PARTICIPANT P€RSONAlINI'O (Please print clearly in the spaces provided using all capital letters. Once your application has been pracessed please log in to your Tour Centre ta ensure all information has been entered correctly.) EMAIL AODRESS(REQUIRED fOR ALL TOUR COMMUNICATION) LAST NAME (AS IT A"URS ON YOUR PASSPORT) HOME TfLEPHONE STREET DATE OF BIRTH CITY PROVINC liTE RRITORY DD MM ARE you ACANADIAN CITIZEN? POSTAL CODE YY [J yes SEX CJ MALE 0 fEMALE ~ NO Non-Canadian citizens have the soil!! responsibility for determining If any visas are required for the trip and for obtaining those visas before departure PAR€N1-/EMERGENCY CONTACT INFO (.equired for all "urticip",rts) FIRST t LAST NAME EMAil DAYTIME TELEPHONE EVlNING TELEPHONE ADDITIONAL OPTIONS EXPLORICA'S TRAVEL PROTEaION PLAN: you are automatically enrolled in Explorica's Travel Protection Plan. For mare information about coverage, see the "What About a Travel Protection Plan?" section in the attached Terms 8. Conditions. The fee for Explorica's Travel Protection Plan is SI5 per day of your tour, maximum 5225. OPTIONAL EXTRAS: Must be selected at the time of enrolment. Changes cannot be made once options are selected. Please see Terms 8. Conditions for complete rules and restrictions. [-:. LAND ONLY I wish to arrange my own flights. L.= ALTERNATE CANADIAN GATEWAy:(SI7S) I wish to start and end my trip at a different Canadian airport than my group. By my initials, I decline travel protection. Should I need to cancel my tour for any reason, I may lose some or all of my tour fee. _ _ __ e: STAY-AHEAD I wish to arrive in my destination ahead of my group. (SI75) NUMBER OF DAYS TO STAY-AHEAD ROOMING UPGRADES, [] I AM UNDER 23 YEARS OF AGE AND WDULD LIKE TO UPGRADE TO A TWIN/DOUBLE ROOM ($40 per night. S95 per night on cruise ships/ferries.) [J AlTERNATE ARRIVAL GATEWAY: _ _ _ _ _ _ _ _ _ _ _ __ I wish to arrive in a city that's not on my group's itinerary. (Additional fees will apply) [J STAY-BEHIND I wish to stay in my destination after my tour ends. (S175) [J I AM AT LEAST 23 YEARS OF AGE AND WOULD LIKE TO UPGRADE TO A SINGLE ROOM NUMBER OF DAYS TO STAY-BEHIND ALTERNATE RETURN GATEWAY:.~~:--_ _ _--:--:_ _ _ __ I wish to return home from a city that's not on my group's itinerary. C (S80 per night. No single room upgrades for cruise ships/ferries.) (Additional fees will apply) YOUR PAYMENT INFO PLEASE INDICATE PAYMENT PLAN: MOST CONVENIENT MONTHLY AUTOMATED PLAN Pay SI95 non-refundable deposit (and selected travel protection cost) now, and the balance will be divided into equal monthly payments until 35 days prior to your departure. o PLEASE INDICATE PAYMENT METHOD: Applications submitted withnt pmyment will notb. processed. [] CHEQUINGACCOUNT I have enclosed my initial deposit and voided cheque, and I authorize that my chequing account will be used for future monthly payments. [J CREDIT CARD, [J Visa I STREET L ENTER TO WIN A ffl.2b ,PAD! Pay by chequing account under this plan to be automatically entered to win 1 of 5 free iPads. [] MasterCard CARD NO. CARD HOLDER'S NAME BILLING ADDRESS Of THIS CARD: PAY IN FULL C-I FULL PAYMENT Pay entire balance now by cheque, credit card or electronic payment from your chequing account. If you select to pay for your tour via the Full Payment Plan with your credit card, fill out the credit card form fields to the left. I Learn more at exploricl1.clllchequing I EXP DATE. .or,oupcordtord !tCur Iy number '~t C Same as obove CARD SECURITY NUMBER* I~ Q I!oppro'~dftet CITY t~IU d'll: nurnbc' p.. mtd on 1M back o,d lethe PROVINCE "~ht af,oy, cOldnumbu POSTAL CODE MANUAL 3-STEP MANUAL PAYMENT PLAN Pay S195 non-refundable deposit (and selected travel protection cost) now, $600 down payment 30 days after your enrolment is processed, and tour balance 99 days prior to departure. Payments can be made by cheque, credit card or electronic payment from your chequinC account but are not automated. o I have read mnd fully understmnd the "Pmrticipant Release L Agreement" and the "Terms L Conditions" as supplied herewith. PARTICIPANT DATE I hmve read and fully understand the "Participant Release L Agreement" and the ''Terms L Conditions" as supplied herewith. PARTICIPANT'S PARENT/GUARDIAN (required if partiCipant is under 18 years of age) DATE exploriea.ca 11.888.378.8845 3 Agenda Item 4.4 Participant release & agreement I, the undersigned (or my parent or guardian if I am a minor), an applicant for an educational tour provided by Explorica Canada, Inc. (hereinafter referred to as llExplorica"), agree to the following: 1 2 My E'plorico tour begins with the departure olthe E'plorico 5 If I become ill or incapacitated, E,plorica and its employees, or my Group leader, may take any action they necessary travel documents, ineluding passport, visas, ends upon completion of the return fiight orhplorica bus deem necessary for my safety and wellbeing, including transit visa and any required travel insurance unless trip to Canada. securing medical treatment (at my own e'pense) and specifically arranged forthe group by E'plorico. Failure transporting me home. I agree to release E'plorica (which term shall include agents, officers, directors, shareholders, staff members, 6 I agree to abide by E'plorica's regulations and the directions of my Group leader or E'plorica's personnel during my tour. Failure to do so may result in Explorica Tour Directors, and employees of E,plorica, as well as E'plorica itself), my school board ordistrict, and my school in the nEKplorica Terms and Conditions. <1 12 I acknowledge my choice to travel with the teacher/Group and teacher/Group Leader from, and agree not to sue such terminating me from the tour immediately. I understand Leader organizing my group, and I understand that this that to disobey such rules or directions is to waive the right choice is not the responsibility of E'plorica.1 understand connection with, any physical or property damage or other to a refund of any part of my Tour Fee and that Explorica that E,plorica reserves the right to reassign my group to loss that I may suffer from any cause whatsoever other than may then send me home at my own expense. a replacement teacher/Group Leader should my original the gross negligence of such persons. Without limiting the 7 I agree to abide by all local laws when abroad, including those concerning drugs and alcohol (and if I am a minor, and agree not to sue such persons for, any damages that I when such laws are not in confHctwith parental/guardian may suffer from OAY injury, loss, damage, accident, delay, or expense resulting from events beyond their control, including, without limitation, acts of God, weather, war, permission). I understand that to abuse or disobey such material may include statements made by participants or thoir video clips or photographs, and I consent to such use e'pense. I also understand that should local authorities be involved, I will be subjectto the laws of the country I am steamship, airline, rai Iroad, taxi Or tour service, hotel, visiting. 8 restaurant, school, university, or any other firm, agency, company, or individual. I unde,.tand that I will be required to pay for any phone of my comments or photographic likenesses. 14 I unde,.tand that as a participant overthe age of 13, or as a parent of a participant under the age of 13, I authorize my first name and last initial (or my child's first name and calls or incidental personal e'penses that I incur at hotels, last initial) to be included in an online roster which is only as well as for any damage I cause to hotel rooms, buses, visible to other tour participants and Explorica employees. ferries, trains, or cruise ships. I will indemnify Explorica I understand that the aircarriers'liabilityforioss or and hold it harmless for any financial liability or obligation damage to baggage or property, orlor death or injury which I personally incur, or injury or damage to the person to person, is limited by their tariffs andlorthe '"arsaw Convention and related agreements. Further, I understand or property of others which I cause or contribute to, while participating on an <'plorica tour. that the air carriers assume no responsibility to any 15 This agreement constitutes the entire agreement between E,plorica and me with reference to the subject matter referred to herein, and I understand that no warranty or representation not herein, including but not limited to any oral statements made to me by agents of E'plorica or by my I understand that both E'plorica and my Group Leader school or Group Leader, applies to any E'plorica tour. This reserve the right to refuse or cancel my enrolment at their agreement may be amended'or modified only in writing, I understand that E,plorica is not responsible for me sole discretion, and that standard cancellation fees will signed by an Explorica officer at Explorica's main office in when I am apart from <,plorica-supervised activities, such apply. travelleraside from their liability as common carriers. 9 apply if I choose not to travel with the new Group leader. 13 I understand that future E'plorica advertising and publicity laws is to waive the right to a refund of any part of my Tour strikes, incidents of politically motivated violence, sickness or from any act or omission by bus or car rental agency, Group leader be unable to, or determine not to, participate in the tour and that the standard cancellation policy will Fee and that E'plorica may then send me home at my own or quarantine, government restrictions or regUlations, and, in the absence of gross negligence, arisi ng from any vehicle, 4 to do so does not constitute grounds for a refund e,cept according to the normal cancellation guidelines as outlined pe,.ons for, any claims that I may have arisingfrom, or in generality of the foregoing, I release such persons from, 3 11 I understand that it is my responsibil ity to secure the bus or take-off of the fiight from my departure city and Canada. as visits to friends or relatives, or during stay-ahead/staybehind optional periods if the optional period does not inctude the services of an Explori ca Tour Director, 10 E'plorica has the rightto make changes in tour itineraries and departure dates and to modify transportation arrangements, including the use of substitute airlines. In the event of changes being made, refunds will be given only in accordance with the provisions of the IIExplorica Terms and Conditions" supplied herewith. 4 explodeD.cD 11.888.378.8845 16 This agreement shall be governed in all respects by the laws of Ontario. Agenda Item 4.4 l~Xl)lorica tefnlS & conditioI1S The following Terms.1. Conditions arc valid until August ~\l, 2012, and for travel between October 1, 20 II, Clnd Septell1ber 30, 2014. "'HAT DOES THE TOUR F€/i INCLl.lO€? payment, minus any reinstatement or previous cancellation prior to departure, we will refund S200 of your cancellation fees. ) Round-trip airfare from your departure city ) Accommodations that sleep 3 to 4 per room (except on night fees that may apply. Please be aware we cannot guarantee that participants whose enrolments are accepted less than 99 days Regretfully. we cannot refund late fees, bank fees, transfer fees, travel protection plan costs, or visa fees and we cannot transfer any payments between participants. Most participants will receive their refund within six weeks. trains, cruises, and femes), always with private bathrooms, prior to departure will share the same flight itinerary as the rest unless otherwise noted; participants may be roomed with other some-gender participants from the entire bus group of their group. for the complete terms governing late enrolments, please contact Exploriea at 1.888.378.8845 x299 Or visit explorica.ca/faq. " Airport transfers at destination and all transportation between cities, except when deviating from your group ) Local public transportation to all scheduled itinerary activities ) Full European or Buffet-style Breakfast daily (unless otherwise noted) > Dinner daily at your destination (unless otherwise noted) > Lunch (per program description) > All excursions, led by professional local guides per program description > City walks led by an hplorica Tour Director, per program description > Visits to select attractions and theatre tickets per program description >Full-time services of a professional Tour Director > 24-hour emergency service If we fail to deliver any of the above services, we will promptly refund you its value. WHAT IS THe PAYMI!NT SCH€DUlE AND PROCESS? hplorica offers three main payment options for our tours. We accept MasterCard, Visa, electronic chequing account payments, money orders and personal cheques made payable to "Explorica Canada, Inc." > Passport, visa, transit visa and any required travel insurance > Taxes, fuel surcharges and airport fees (all subject to change) > Beverages at dinner Pay in full at time of enrolment. " Lunch, unless specified in the itinerary FULL PAYMENT HOW nO I ENROL? GENERAl.. PAYM€NT INFORMATION We use the internet ond email as our primary method of communication, Q system that enables us to keep our costs-and yours-down. As such, we reqUire a valid, current email address with which we may effectively correspond with you. We accept electrOnic chequing account payments, MasterCard, Visa, money orders, and personal cheques. Any payments made past the final payment deadline must be paid by certified 3-5TEP MANUAL PLAN Pay your $195 non-refundable deposit and selected travel protection plan costs upon enrolment, and then pay S600 toward your Tour Fee 30 days later. The total remaining balance IS due 99 days prior to departure and can be paid by cheque, credit card (MasterCard or Visa), orelectronic chequing account payments. Explorica will send email reminders of payments due cheque) money order, or credit card. Please note personal TO ENROL BY PHONE: cheques are only accepted until 99 days prior to departure. Payments that are late are subject to a S50 fee. The dote of payments is determined by the date of receipt at Explorica. If you are not paid in full by 90 days prior to your departure or do not meet the conditions of your payment plan, your tour reservation will be cancelled (subject to standard cancellation policy). A non-refundable $50 processing fee will be charged for any payment rejected due to insufficient funds, disputed by your credit company, returned to us by the drawer's bank, or returned due to a stop-payment order. Call toll-free 1.888.378.8845 x299 to speak to a Customer Care Representative. All phone enrolments require a valid credit card (MasterCard or Visa) or valid chequing account for electronic payment. ExpIorica Canada, Inc Attn: Accounts Payable JOIO Yo",. St., Suite 5052, Box J2 Toronto, ON M4N JNl on "Sign Up" at the top of the page. Enter your Tour Centre 10 into the box on the left-hand side of the screen and click "GO". Note: On line enrolments require a valid credit card (MasterCard or Visa), or a valid chequing account for electronic payment. TO ENROL By FAX. Complete the registration form in the Participant Application booklet and fax tolHree to 1.888.375.6177. All fax enrolments require a valid credit card (MasterCard or Visa) or valid chequing account for electron.c payment. faxes received after 5 PM EST will be entered the following business day. MAIL CHEQUes OR MONEY ORDERS TO: WHAT IS THE CANCElLATION POLICY', Before the tour begins, Explorica reserves space for each enrolled traveller and thus incurs costs. For this reason, we must charge cancellation fees. In order to protect your travel investment in the l!!'Jent you need to cancel your tour, Explorica recommends purchasing its travel protection plan. The following cancellation policies apply; TO ENROL BY MAIL: fill in the registration form in the Participant Application booklet and mail it to: Elcplorica Canada, Inc. Attn; Admissions JOIOYo",. St., Suite 5052, Box J2 Toronto, ON M4N JNl All mailed enrolments may be paid by cheque, money order or credit card (MasterCard or Visa) or valid chequing account. Note: Sign up date is considered date of receipt. ENROLMENT DEADLINES Our tours fill up fast; enrol as early as possible. All enrolments, including chaperones', received less than 99 days priorto departure will be subject to a $125 late enrolment service fee and must immediately be paid in full, inciudingtheservice fee, by credit card, certified cheque, or money order, After enrolment, additional charges (for last-minute fiight reservations, increased Tour fees, etc.) may apply. Late applicants will be placed on a waiting list; if no space becomes available we'll refund the full If you withdraw this many days prior to departure you will r••eiv. a full refund lIIinus the following amounts More thon $300 + the $195 non-refundable deposit 140 days member ) Theft of passport or visas ) flight cancellations due to strike or bad weather ) Loss of luggage and personal effects ) Trip Cancellation or Trip Interruption due to covered reasons such as a cO'J!red sickness, injury or death approximately two weeks in advance of the payment due date. Please note that we do not automatically deduct payments on this plan; you must make each payment manually. Explorica strongly recommends you enrol online. It is the most immediate and seamless enrolment method) and it allows us to Keep our costs low. To enrol online, go to explorica.ca and click WHAT ABOUl A TllAV€L PROTECTION PLAN? Through Trip Mate, our third-party travel protection plan provider, four out of five Explorica travellers protect their tours with our travel protection plan. Through Trip Mate, hplorica offers one of the finest travel protection plans in the industry. Our travel protection plan covers you for the following events: :. A traveller'S injury, sickness, or death of an immediate family > Trip Cancellation orTrip Interruption due to Terrorist Acts, as defined " Optional excursions and/or extensions (including cruise shore excursions) > Explorica's Travel Protection Plan ) Local transportation to unscheduled activities > Tips to Tour Director, bus drivers, local guides, and cruise staff ) Weekend supplement of S40 if your departure or return fiight falls on 0 friday, Saturday, or Sunday (does not apply to tours to the U.S., Canada, Puerto Rico) ) Any applicable private group fee or small group supplement ) Any applicable baggage-handling fees imposed by oirlines TO ENROL ONLINE. Participants who have cancelled and then want to rejoin the tour must pay a S50 reinstatement fee, plus any difference between the old and new Tour fees and any applicable late fees, and their enrollment is subject to avai lability and to all conditions governing late enrollments (if applicable). Travelers must also re-purchase insurance (if applicable). MONTHLY AUTOMATED PLAN Pay your $195 non-refundable deposit and selected travel protection plan costs and the balance of your total fees will be automatically charged to your credit card or bank account (if mailing an application please include a voided cheque) in equal monthly instalments until 35 days prior to your departure date. you will not receive monthly invoices or email payment reminders. The monthly payments 1'1,11 increase if additional charges are appl ied to your account. If two consecutive payments are returned NSf or decli ned, we will Change your account to the 3-Step Manual Plan. Any missed payments need to be mode manually. WHAT DO€& THE TOUR FEE NOT mCL\J()€? REINSTATING ENROLMENT CANcel. FORAN,! REASON Gt)ARANTEE-THE IIXPlOltlCA DIFFeRENCE What truly separates Explorica's Travel Protection plan from the rest is our Cancel for Any Reason guarantee. Administered by Trip Mate) ElCplorica's third· party Travel Protection plan provider, hplorica's Cancel for Any Reason guarantee protects your tour investment should you need to cancel your tour for any reason not currently covered in our travel protection plan, provided cancellation occurs two days or more before tour departure. The cost of Explorica's Tl'GYel Protection Plan, includinr the Cancel For Any Reason Guarantee, is $15 porday, maximum $225. Along with the Cancel for Any Reason Benefit, purchasing this optional plan entitles you to the following benefits; P..t-D.part.... Trip Interruption. If you have to interrupt your trip after departure due to a covered injury, sickness, or death (your own or that of a travelling companion or on immediate family member) orfor unforeseen circumstances as defined, including cancellation of arrangements by an airline due to strike or bad weather, a documented theft of passports or visas, or a terrorist act which occurs in your departure city or in a city which is a scheduled destination for your trip provided the terrorist act occurs within 30 days o!the scheduled departure date for your trip and your premium is received within 14 days of the initial deposiVpayment for your trip, you w,ll be reimbursed up to the trip cost for the unused, non-refundable land or water arrangements and the additional transport charges paid to rl!turn home orto rejoin your trip (limited to economy one~way airfare, or first class if your original tickets were first class). Trip Delay. Provides up to SIOO per day (maximum of $500) for reasonable accommodation and travelling expenses until travel becomes possible if you are delayed for more than 12 hours due to a covered reason such as common carrier delay; injury, SIckness, or death of you oryourtravelling companion; quarantine; lost or stolen passports, travel documents, or moneYi or natural disaster. Medical Expense/Emergency Assi.lDnet. Provides reimbursement up to SI,OOO,OOO* for reasonable and customary medical expenses incurred within 365 days of a covered sickness which occurs while on your trip; emergency dental treatment received during your trip; up to $15,000 for the cost of emergency transport to home or an appropriate hospital, including escort expense (both, if deemed necessary by the attending physician), for Q covered injury or sickness which occurs while on your trip; or 50% of All Fees + the $195 non- 99-31 days refundable deposit '.. {,'.. ) ,~9~~~~ 6ile'~.!itl··); , ic,' , ';iih\efoMi* *lfY~1l notify us of your cancellaiio;'i~ writing at least 14 hours prior to your departure and return any paper tickets we have issued, you will receive a $100 refund. All canceilation requests must be submitted in writing by mail, fax, or email to [email protected]. If you cancel and nome a replacement partiCipant in writing at least 100 days the cost of homeward carriage if deceased. *The Accident and Sickness Medical Expense Benefits of this plan are subject to a maximum benefit limit of $15,000 for those persons who at the time of Q covered injury or sickness do not have valid hospital and medical insurance under a Government Health Insurance Plan of a province or territory of Canada. Bow>ce I Travel Documents. Coverage up to S2, 000 for direct physical loss or damage to your baggage, passports, or visas while onyour trip. A S500 maximum limit applies to jewellery, gems, watches, cameras and camera equi pment, and furs; a S250 Agenda Item 4.4 per article limit applies to all other items. If, while on your trip, your baggage is delayed for 14 hours or more, we will reimburse you up to $150 for the purchase of necessary additional clothing and personal articles. Pre-Existing Conditions WGjv.r, The plan exclusion for pre-existing conditions is waived if, you purchase the plan within 14 days of your initial deposit/payment for your tri p and you are not disabled from travel at the time your plan payment is received. A "Certificate of Coverage" which provides complete detai Is of the plan, including conditions. exclusions, and limitations, is available to you on our website under the Trovol Protection Plan or is available to you at any time by request. The bplorica T",..I Protection PlQn benefits Qn! aclministered by: Trip MQI2, Inc. (In CA, dbo Trip Matelnswanee Acency), U 8 time of enrolment. G"NcRAL INfOltMATION ARE TfjER€ OPTIGW"1. EXTRAS FOR mOIVIIJl.JAI. Any requested changes to itinerary, travel dote, package type, or other aspects of your tour made after your tour has been chosen may be subject to additional fees. Please note that once a Group leader chooses a new itinerary, new departure date, or small group supplement, that deCision is binding for the group. Additionally once a Group leader cancels a tour on behalf of the group, standard cancellation fees apply. Participants wishing to cancel their enrolments at that point must pay any applicable cancellation fees. Guarunb!ed Truvel Dot. Tours. If your groups enrols on a Guaranteed Travel Date tour, your itinerary and departure date is guaranteed not to change. Please note that tour extensions and stay-ahead/stay-behinds are not guaranteed on Guaranteed Travel Date tours, and require a minimum number of travelers in order to run. Private I. Custom Tours. your group may elect to have its own bus and Tour Director rather than travelling with one or more other groups. A private tour will follow the published itinerary (including any tour upgrades or options your group has selected), and the quoted fee for a private tour depends on your group size and tour length. (If your final group size is less than the quoted group size at 99-30 days prior to departure, participants will be required to pay an increased private group fee or, if they choose to cancel, any applicable cancellation fees.) Consolidated Tours. In order for us to offer the lowest possible Tour Fees, tour prices are based on a minimum of 35 paying partiCipants. We therefore sometimes combine smaller groups into one larger group of approximately 50 participants, giving you the benefit of meeting students and teachers from schools other than your own. If an insufficient numb!r of participants sign up for a tour, Explorica will communicate to the Group Leader any changes to a comparable tour and participants will then pay the fees for the new tour. If no similar tour is available, the group may pay a small group supplement to run the original tour. Chances in tra..1dal2•. For Private and Consolidated tours, Explorica reserves the right to change the date of departure due to heavy demand on certain peak travel dates. From October 1 to April 30, the change of date will be no more than one day in either direction. From May 1 to September 30, the change of date may be up to three days in either direction. If we suggest a change of departure from a weekday to a weekend, Explorica will waive the weekend supplement. land-only tours. On many of our tours. you may arrange for your own airline tickets and join the group at the first hotel at the first overseas destination. We will discount your Tour Fee by up to 35 percent. Airport transfers are the responsibility ofthe traveller. Stay-ahead and ,toy-behind options. you may wish to spend time at your destinations before or after the scheduled tour. The fee for thisservice is $175 upon enrollment. If requested after enrollment and up to 130 days before departure, the fee is $225. Additional fees may apply if requested between 129-90 days before departure .. This option is not available less than 90 days before departure. We will change your airline ticket, and you are responsible for all accommodations, meals, and transfers before o UND~n Our programs are primarily developed for youths, but adults are welcome to participate. As our prices are based on youth rotes, we charge a fiat rate adult supplement of $130 per adult (23 years of age or older). Adults are automatically placed in twin rooms unless a single room is requested. The double/twin or single room supplement will apply in addition to the adult supplement, and will be charged even if the adult requests a triple room. We do not accept applications for travellers under the age of 8 at time of departure. bplo,iCQ offers various option. to enhance you, 0 ........ eJ:perience. you must register for the following optional extras at the time of your enrolment. Any changes to your itinerary after time of enrolment will be subject to availability and additional charges will apply. For further details, please consult an Explorica Customer Care Representative at 1.888.378.8845 x299. Altel'llClte departure airport. Deport from a different airport than your fellow group members. you pay theTour Fee from the alternate airport, plus a service fee of S175 if requested up to 130 days before departure. If requested between 119-90 days before departure, the fee is S125. This option is not available less than 90 days before departure. Additional fees may apply, and your alternate airport must be one of Explorica's gateways. ·.?', ADUt T5 AND CHllDREJI 9225 WQrd Parkway, Suil2 200,Kan.QS City, Missouri 64114; 121. 1.800.888.7292. The Explorica Travel Protection Plan is underwritten by Co-operators Life Insurance Company, 1920 College Ave., Regina, Saskatchewan S4PIC4. Property risks are underwritten by The Sovereign General Insurance Company, 500-6700 Macleod Trail S.E., Calgary Alberta T1H Ol3. The cost for Explorica's Travel Protection Plan is $15 per day of your tour, maximum S115. This plan must be purchased at the PAI'llICIPANTS? G.·.".·· •. . hploricQ can change your airline tickets (assuming you are fiying into or out of the same airport as the scheduled tour). The service lee is S50 per ~pdfticipQiit, and all additional costs for land arrangements will be passed along to the participants. This optional tour enhancement requires a minimum of 10 paying participants. Tour e><lension •.•~any of our progroms offer extensions to the normal tour. These extensions must be booked at the time of enrolment, must apply to the entire group, and any changes will incur additional charges. All tour extensions are based on 25 paying participants. If there are fewer than 25 paying participants enrolled on a tour extension, Explorica reserves the right to add a surcharge or cancel the tour extension at its discretion. and after the scheduled tour. Because we will arrange your airline tickets separately from your groups, we cannot guarantee that you will shore any of the same nights, and dditional fees may apply. Accommodations. All participants aged 21 and youngerroom together in same gender triples or quads from the same bus group (unless otherwise noted). Participants aged 11 and younger may choose to upgrade to stay in a double/twin room for an additional $40 per night. The deadline for requests for double/ twin upgrades is 50 days before departure. Participants aged 23 or older are required to stay in a double/twin room and are therefore automatically charged the additional $40 per night. Participants aged 23 or older may choose to upgrade to stay in a single room for an additional S80 per night. The deadline for requests for single room upgrades is 50 days before departure. Optionale.eursion •• On each program we offer a number of optional activities pre-negotiated with our overseas suppliers. Enrolling prior to departure helps us plan; we offer you a lower price on each of these activities if you enrol 45 days or more before departure. For most optional activities you can enrol and pay online up to 99 days prior to your departure dote, and you can enrol and pay over th.e phone for most excursions up to 45 days priorto departure. After that date, you can register on a space-available basis only during the tour itself. Some activities require pre-booking; please refer to the individual tour itineraries for booking specifics. All optional excursions are based on 20 paying participants. If there are fewer than 20 paying participants enrolled on an optional excursion, Explorica reserves the right to add a surcharge or cancel the optional excursion at its discretion. ARt THERE OPTIONAL TOUR ENHANC!:MeNTS FOR THE GROUP? The following additions and alternatives must be reserved forthe entire group when the Group leader creates a Tour Centre; Stay-ahead and stoy-behind. If the entire group would like to arrive at the first destination a few days earlier or stay at the final destination a few days later than the scheduled tour, Changes in itineraries. Explorica reserves the right to make changes in the itinerary when deemed necessary. These changes might inclUde shifting the order of cities visited, reversal of the tour. separate flight itineraries, or exchanges of airlines. cruise ships, or modes of transportation. On certai n holidays some attractions might be closed, so we will offer a similar activity or refund you the ,alue of the cancelled event. If your group's fiight arrives late on the scheduled arrival day, we will attempt to reschedule any activities you miss on that day or provide an adequate substitute activity on another day of your tour. We cannot offer refunds for these activities. Airline, and airports. Explorica works with only reputable and reliable international and domestic airlines, such as Alitalia, Air Canada, Air France, American Airlines, British Airways, Continental Airlines, Delta, Iberia, Lufthansa, United Airlines, USAirways, TACA, and Virgin Atlantic. For international fiights to and from Scotland, «plorica uses Glasgow and Edinburgh airports interchangeably. For international fiights to and from Ireland, Explorica uses Shannon and Cork airports interchangeably. For international flights to and from Italy, txplorica uses Venice and Milan interchangeably. The passenger contract in use by the Qirline, when issued, shall constitute the sale contract between the airline and the passenger. The airlines mentioned above shal~ have no responsibility to any traveller aside from their liability as common carriers. Airline tickets and final itinerary. We wi II post all travel details, including flight schedule, hotel names, and your Tour Director's name, on our website (at your personal Tour Centre) prior to departure. Airline tickets or E-ticket conArmation numbers wi II be sent to your teacher before departure. Flight times, airlines, itineraries, Tour Directors, and hotel information are subject to change. Please note any request to correct a participant's first, middle. last name, or gender prior to ticketing will incur a minimum $200 name change fee. We cannot make any changes less than 35 days before departure; participants who have not corrected their names by this date risk being unable to board their fiights. Passports and visas. It is each traveller'S responsibility to obtain a valid passport, visa, transit visa and any required travel insurance coverage (if applicable), and notarized parental consent form. We suggest that this process be completed well in advance of departure. Please note that customs officials may not allow you to enter a country unless your passport is valid for at least three months after your return date. All travellers must contact the appropriate embassies and consulates to inquire about and obtain any necessary visas for all countries to be visited. Additional information. Each Explorica tour begins when you lea,. from your departure airport and ends upon completion of the return flight to North America. Tour Fees published in the brochure are based on currency exchange rates attime of print. In the event of a major currency fluctuation or tax increases, Explorica reserves the right to adjust the Tour Fees and apply a surcharge. In the event that airlines incorporate fuel surcharges, taxes, and fees into airfares, Explorica reserves the right to adjust the Tour Fee and apply a surcharge. Completion of payment does not occur until taxes, fees, adjustments and surcharges have been assessed. Please note that if the total tour price is increased and the cumulative increase, except any increase resulting from an increase in retail sales tax or federal goods and services tax, is more than seven percent, the customer has the right to cancel the contract and obtain a full refund. There will be no price increases after the customer has paid in full. No warranties, representations, terms, or conditions apply to any tour unless expressly stated in this document or in a letter signed by an ExploricQ officer at our Canadian office. Explorica, its affiliates, directors, officers, employees. teachers, or school administrators, including any person or entity employed or utilized by Explorica in any foreign country, cannot be held responsible for any ,injury, loss, damage, accident, delay, or expense resulting from events beyond its control, including, without limitation to, acts of God, war, strikes, incidents of politically motivated violence, sickness or quarantine, government restrictions or regulations, and, in the absence of gross negligence, arising from any vehicle, or from any act or omission by bus or carrental agency, steamship, airline, railroad, taxi ortourservice, hotel, restaurant, school, university, orany other firm, agency, company, or individual. Explorica reserves the right to cancel a tour at its discretion. In the event of instabi lity in a destination country. decisions to cancel a tour will be based on Travel Warnings issued by Foreign Affairs and InternationalTrade Canada. Please note that a participQnt will not be allowed to buvelon an bploricQ tour if hislher nQme does not appea, on the !Javel ruste, on the day of departure 0' if he/she has not ""oed to bplorica', Term. and Conditions. Truvel Recistration Number: 50012536 OPC Number: 702416