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Shared Travel Information

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June 25, 2010

To:    The Clergy and Lay Delegates of Convention and All Treasurers

From:      Peter Pereira, Diocesan Treasurer

Subject:    Convention Shared Travel Assessments, October 30, 2010


Sharing the cost of travel to the annual meeting of our Diocesan Convention is part of the basic principles of our Diocese and is required by our Constitution and Canons, specifically Canon 4, section 4.3.

In accordance with this Canon your share of the assessment is $67 for each lay delegate.  The attached list details the number of delegates and the assessment for each congregation.

This amount will cover the cost of round-trip airfare for clergy and lay delegates (not alternates) from Hawai`i, Kaua`i, Maui, and Moloka`i to Oahu.  This allows us to share the burden of travel among all delegates equally.

Attached is the amount that each church should remit to the Diocese.  Please send your assessment payment by July 31, 2009.

Island	Clergy	Lay	Fares	Total
O’ahu	52	94	$0	$0
Hawai`i	9	20	29 x $160	$4,640
Kaua`i	7	17	24 x $160	$3,840
Maui	7	17	24 x $160	$3,840
Moloka`i	1	3	4 x $200	$800
Total	75	151	$13,120, less prior year surplus:	$10,117

Note:    The number of lay delegates is based on the number of communicants in good standing for each church as reported on the 2009 Annual Parochial Report Form.

Procedures for Travel Reservations for Delegates

Travel for lay and clergy delegates will be authorized by the Office of the Bishop at least 60 days in advance of travel.

Ms. Leanne Williams will be provided the delegate list as submitted to the Office of the Bishop in the Certificate of Election list.  These delegates are the only persons authorized to travel at this time.

Each church must notify, in writing, the Office of the Bishop of any changes in delegates by August 1, 2010. Reservations for travel can be made any time after the Certificate of Election list of delegates has been submitted to the Office of the Bishop and after a check for shared travel has been received.  Please make your reservations ASAP because it is increasingly difficult to get the flight that is convenient for you.
 
We strongly advise that each church notify Leanne IN WRITING via email for all your delegates.  Please provide Leanne the following information when making your reservation:

1.    Legal name as it appears on your photo identification
2.    Date, time of travel, departure city to destination city
3.    Purpose of travel (#430 – Diocesan Convention)
4.    Hawaiian Airlines frequent flyer member number

Leanne will send your itinerary by return email.  Check to make sure all information is correct.  If not, let Leanne know right away.  If you have not had a response after 15 days of email, call Leanne as there may be a problem with email.

Changes need to be made at least 24 hours prior to departure.  If you need to make a change in your flight time or cancel your flight, immediately inform Leanne.  No shows and changes made in less time than specified will incur a $50 No Show fee that will be paid by you.

All delegates must travel by Hawaiian Airlines with the exception of Grace Church who will be able to use Island Air. If you wish to travel on another carrier, you will be responsible for the difference in costs.

Travel Agent Information:
    Leanne Williams at Hawaiian Express Travel
    Toll free from neighbor islands:  1-800-601-9761
    Main phone:        (808) 625-2853
    Cell phone:        (808) 286-8831