PROVINCIAL TRAVEL FUND

PURPOSE: The Provincial Travel Fund has been established from funds deposited into and accumulated from three In Memoriam/Trust Accounts, so that financial resources may be made available to individual girl members and their Guiders/Leaders and/or other adult members to attend National or International sponsored events or for International or Interprovincial Independent travel. (NOTE: independent adults are not eligible unless traveling with girl members.)

HISTORY: The accounts of the Newfoundland and Labrador Council included three In Memoriam/Trust Funds that have been accumulating principal and interest for many years, with minimal use. These Funds (MacPherson Trust - 1974; Violet M. Cherrington Trust - 1984; and, Madge Sheppard Trust - 1988) were all established independently from each other from money donated either in memory of a Guiding member or from GGC property sale proceeds. Except for the Cherrington Trust that had a stipulation to "send girls to camp" all other criteria were assigned over the years by the Provincial Council of Newfoundland and Labrador. (See Background Paper attached). There was no stipulation that these accounts would be maintained separately and forever and since the Provincial Council established the initial criteria for use, it is within the purview of the Provincial Council to change the use criteria.

At the Provincial Council Meeting on October 22, 2005, the Provincial Treasurer presented the Background Paper on the possibility of the Provincial Council combining these three accounts. Following a long discussion and many questions, the following MOTION was passed by majority vote (4 opposed): "that the Provincial Council combine the 3 Trust Funds and that the Finance Committee be directed to establish guidelines to disburse these Funds and report back to the February 2006 Provincial Council Meeting".

CRITERIA FOR USE OF PROVINCIAL TRAVEL FUND:

1. Applications for assistance from the Provincial Travel Fund are to be filed on the "Request for Assistance, Provincial Travel Fund" Form;
2. Applications must contain information on funds raised to date, anticipated costs of the trip, other expenses anticipated, and the amount requested;
3. Applications must contain the recommendation of the appropriate Council Commissioner;
4. Applicants must provide verification that the trip being planned has received "approval in principle" from the appropriate authorizing authority as prescribed by the Camping or International Department or they have been selected for a particular sponsored event;
5. Applications for assistance, once complete with the necessary documents and approvals, including signatures, are to be filed with the respective Department, either Camping or International (applications may be sent to the Provincial Office for re-direction to the appropriate Provincial Adviser);
6. If funding is to be granted for Independent Group Travel, the primary purpose of the travel and the itinerary must include some Guiding components. The Provincial Adviser in consultation with her Committee will decide if the itinerary meets the criteria for funding;
7. Assistance with travel to attend camp at Trefoil Trails may be considered from this consolidated fund. Applicants must apply to the Camping Department, using the prescribed form, and monies may be allocated depending on the program presented, resources available, and commitments for the particular year;
8. The Departments of Camping and International will estimate travel amounts, based on what they are aware is planned for the year, and will submit their estimated total amount needed in the usual annual budgeting process;
9. At the time of the preparation of the annual budget for the Provincial Council, the amount to be transferred from the Provincial Travel Fund to the Operating Budgets of the Departments of Camping and International will be recommended by the Provincial Finance Committee to the Provincial Council.

Application Form