This is a draft policy, posted for discussion, and is based on the Kamloops/Thompson DPAC policy.

1. 1.      Background

The Spring Conference is the AGM of BCCPAC and is a policy-oriented conference, where resolutions are put forward and voted on by BCCPAC members.  It is a means of bringing the parent voice of the school district to the provincial table.  All BCCPAC member PAC’s will be encouraged to attend or pass their proxies to those delegates from our district who will be attending.  In the event that DPAC has travel reimbursements available yet cannot send sufficient delegates to use the funds, the unused portion of travel subsidies will be offered to member PAC’s.

1. 2.      Applicant Criteria
   1. Assuming adequate resources, DPAC will fund two delegates to attend the BCCPAC Spring Conference.
   2. A standing invitation will be offered to the DPAC chair or his/her stand-in (preferably a member of the DPAC executive).  This person will fulfill the role of proxy-carrier for all district PAC’s who wish to participate in voting.
   3. All DPAC members currently fulfilling the function of DPAC reps for their schools will be able to apply to be the second DPAC delegate.
   4. Applicants are requested to provide the following before the deadline:
      1. A brief letter detailing their reasons for wanting to attend the conference, and how they believe this experience will benefit DPAC and/or their PAC. 
      2. A letter of endorsement from their school PAC.

1. 3.      Delegate Selection
   1. DPAC will invite all DPAC reps to submit applications before a specified deadline (at least one week before early bird registration closes).  
   2. The DPAC executive will serve as the delegate selection committee or nominate an alternate selection committee as appropriate.
   3. In the event that funds are insufficient to send two delegates, the highest priority will be given to the DPAC Chair (or his/her alternate). 
   4. The second delegate will be selected by the delegate selection committee, with an eye to building future capacity at the DPAC executive level.  
   5. Applicants with a high level of involvement in DPAC, especially on the executive and/or in policy or resolution development, will be given priority.
   6. Applicants from PAC’s who are not members of BCCPAC will be able to attend as DPAC reps.
   7. Applicants who miss the deadline will only be considered if there is a shortage of other suitable applicants.
   8. The committee will have at least one alternate delegate who is willing to attend on short notice in the event one of the selected applicants is unable to attend.  Beyond this, applicants who are not selected will have the option of being placed on a waiting list.

1. 4.      Delegate Expectations
   1. Delegates are expected to attend the full conference.
   2. Delegates must provide a post-conference report for DPAC within two weeks of attending.

1. 5.      Expenses
   1. Delegates will be reimbursed for all costs related to conference fees, transportation, lodging, and food (excluding alcohol).
   2. Meals will be based on a maximum of $10 breakfast, $15 lunch, and $25 dinner.   
   3. DPAC reserves the right to set transportation and lodging maximums.
   4. Delegates must be willing to carpool or share a room upon request.  
   5. Payments will be made on the basis of actual receipt amounts.