BROADENING YOUR HORIZONS AN INTERNATIONAL PERSPECTIVE ON THE CHALLENGES OF SERVING OUR LOCAL COMMUNITIES An International gathering of Clerks and those working in Democratic Services at a two-day Symposium in Thursday 2nd and Friday 3rd June 2016

Hosted by

INTERNATIONAL INSTITUTE OF MUNICIPAL CLERKS and UDiTE

In conjunction with: ADSO, ECG, CoR, IAM, SLCC, SOLAR, VvG 1 ABOUT THE SYMPOSIUM

We are delighted to welcome you to this symposium on “Broadening your Horizons— An international perspective on the challenges of serving our local communities.”

Our goal is simple — to provide you with an opportunity to meet with, and learn from, inspiring international speakers and your colleagues around the on Europe.

WHAT ARE THE BENEFITS OF ATTENDING? • An opportunity to meet with Clerks, Municipal Managers, Democratic Servic • Opportunity to compare local government democratic systems with a ope. • Opportunity to hear from key speakers about the development of Local Government in Europe. • Learn about international developments in Democratic Services and the Clerks profession. • IIMC members will earn CMC/MMC points.

WHO SHOULD ATTEND? The symposium will be of particular relevance to Clerks and those working in democratic services in local government. Those with an interest in this area are welcome to attend. Deadline for Early Bird registration ends 25th March 2016.

Registration: This Symposium is open to everyone. Attendance of the individual sessions are free for the Date: 2nd and 3rd June 2016 following: • Representatives of Committee of the Regions Venue: Committee of the • Interested local and regional stakeholders Regions, Jacques Delors • Representatives in Brussels

Building, Rue Belliard, Brussels For those representatives of CoR and interested local and regional stakeholders that only wish to attend individual sessions please complete the Session Registration Form (page 11). Accommodation: The sessions will serve to engage with local authority chief executives and clerks on the key EU Hotel Pullman Brussels Centre policy issues that have a signi cant impact on the work of local authorities and municipalities Midi - a brand new upscale throughout Europe. The Symposium will be a key opportunity to debate these issues with policy 4-star hotel located in the makers and senior managers from local and regional government over the two days. enclosure of the international The delegate package for IIMC members and members of aliated Associations in Region XI train station of Brussels. include the following: • Reception • Gala Dinner • Metro travel pass in Brussels; and • Social events and refreshments

The registration cost for this delegate package is listed on the Registration Form (page 10).

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MORE ABOUT THE SYMPOSIUM ORGANISERS

In partnership with : The Federation of Local Authority Chief Executive Officers (UDiTE) – started in Nancy, , in March 1990, at the instigation of Gérard Combe, who was then Secrétaire Général of that city. The International Institute of Municipal Clerks (IIMC) is a professional, non-profit association that promotes The aim of the Union is to promote relations between continuing education and certification through the professional associations of Chief Executives university and college-based institutes and provides representing European local authorities, to develop networking solutions, services and benefits to its exchanges of information, to share professional members worldwide. MCEF raises funds for Clerk experiences, to contribute to the enhancement of the education. role and functions of local authorities and to contribute to the European Union. The Committee of the Regions is the voice of ASSOCIATION OF regions and cities in the European Union. 353 DEMOCRATIC SERVICES members - regional and OFFICERS (ADSO) locally elected representatives from the 28 EU countries. ADSO was launched in October 2009. Members are those whose work involves any of the democratic THE SOCIETY OF LOCAL services functions including meetings support, member support, overview and scrutiny support, community COUNCIL governance, civic support and local democracy as CLERKS (SLCC) practiced in joint authorities in the UK. Formed in 1972, the Society of Local Council Clerk’s aims to promote the professional standing and knowledge of its members. Membership is open to all ECG- EXPERTISECENTRUM clerks and deputy clerks of towns, parish or community VOOR councils in England and Wales. GEMEENTESECRETARISSEN THE SOCIETY OF LOCAL AUTHORITY LAWYERS The ECG is an independent organisation representing AND ADMINSTRATORS IN SCOTLAND City (Deputy) Secretary and similar roles in Flanders Membership of the Society are (). those employed as solicitors or administrators in departments providing central administrative and/or legal services within local authorities in Scotland.

THE ISRAELI ASSOCIATION OF MUNICIPAL CLERKS & MANAGERS (IAM)

Established about 60 years ago to unite its members VERENIGING VAN GRIFFIERS (VVG) in local authorities and their representation. IAM is The Association represents - in the most broad sense working to advance the status and the rights of its - the interests of griffiers of the first and second members, and provide tools to improve practices and Chamber, the provincial States and local councils in processes for municipal administration. the Netherlands. The primary objective is to make a qualitative improvement of public administration, with the primary area of local administration.

Other Affiliates of IIMC: AMCTO – Canada, ATAM – Portugal, IMASA – South Africa, JOSZ – Hungary, LGMA – Canada, NAMCB – Bulgaria 4 GETTING TO BRUSSELS

For those of you who will be attending the Symposium in Brussels, there are various ways of getting there, whether it’s by plane, train, bus, car or a combination of all or some of those conveyances.

BY AIR There are many direct flights and connecting flights to Brussels Airport from all over the world. Major hubs connecting to Brussels are London, Frankfurt and Amsterdam. From London it is only about 1 hour to reach Brussels by air. A small number of budget airlines also have international flights from Central Eastern Europe and the Mediterranean which make air travel more affordable from those departure points. Here are some approximate travel times for direct flights to Brussels: from London: 1hour, from USA (New York): 7.5 hours

Example: Return New York/Brussels from $950 or London/Brussels from £75

BY TRAIN/BUS Brussels is easily accessible by train. Domestic trains are nationally operated by SNCB and runs through three main train stations in Brussels (Bruxelles-Nord, Bruxelles-Central and Bruxelles-Midi). It will take you to all the major cities in Belgium. For international travel there are high-speed trains operated by Eurostar and Thalys that depart from the TGV platform at Bruxelles-Midi station to a variety of destinations across Europe including Paris (1 hour 30 minutes) and London (1 hour 50 minutes).

Example: Eurostar return London to Brussels from as little as £69 or Amsterdam to Brussels from Euros 80

BY ROAD

The driving distance between London and Brussels is about 371 kilometres (about 4 to 4.5 hours). You can take your car on the Eurotunnel le shuttle from Folkstone to Calais or ferry from Dover to Calais. From Calais, there are two major highways A18 and A10 which stretches from the North Sea coast to Brussels. In the UK, cars drive on the left-hand side of the road, but in continental Europe, cars drive on the right- hand side. Amsterdam to Brussels is 128 miles and takes about 2 hours.

5 ACCOMMODATION IN BRUSSELS

HOTEL PULLMAN BRUSSELS CENTRE MIDI http://www.pullmanhotels.com/gb/hotel-7431-pullman-brussels-centre-midi/index. shtml Comfort, modernity, design ....it is a brand new upscale 4-star hotel located in the enclosure of the international train station of Brussels. The hotel is situated 5 minutes by metro or 15 minute walk from the historical heart of Brussels (, Sablon, European Institutions, Louise area, .....) Free WiFi throughout the hotel.

The negotiated rate for overnight accommodation at the Hotel Pullman Brussels Centre Midi is €169 for a classic single room including breakfast and €189 for a superior single room including breakfast (usual rate is €299 per night). The rate includes VAT & Service but NOT City Tax which is charged at €7.50 per night. To book a room, complete the registration form at the end of this brochure and e-mail it directly to the Hotel Pullman.

6 CONFERENCE VENUE COMMITTEE OF THE REGIONS

JACQUES DELORS BUILDING

COMMITTEE OF THE REGIONS The Committee of the Regions is the EU’s Assembly of Regional and Local Representatives. Its 353 members - regional presidents, mayors or elected representatives of regions and cities: • live and work in the regions or cities they come from, • are in touch with their electorates’ concerns, • speak for their voters at the very heart of the EU decision-making and legislative process and keep them abreast of EU developments, • host meetings and conferences of the Committee of the Regions in their regions or cities. 7 WHAT TO DO OR SEE IN BRUSSELS

The legendary home of the comic book, to the Royal Museums of Ancient and Modern travel to Brussels is to dive into a dynamic Art will lead you on a journey of artistic world of creativity and eternal youth. creativity throughout the ages: from Jérôme The Capital of Belgium, and indeed of Bosh to James Ensor. the European Union, Brussels is a city of artistic taste and architectural gems with a There are plenty of family things to do particular wealth of art deco and art nouveau in Brussels, for starters, don’t miss the monuments. You might like to begin your Tintin shop, near the famous Manneken- exploration of the city with a stroll around the Pis statue. At the Belgian Comic Book Grand Place, a Unesco listed monument. Keep Centre you’ll learn even more about the your strength up with some moules-frites or famous 2-dimensional heros of Belgium, a delicious waffle, washed down with some and you could stop off at the nearby Belgian beer. Brasserie Horta for a pit stop en famille. Browse the shops at the Galeries Royales Make your way up to the Mont des Arts, Saint-Hubertand take some of Belgium’s where you will find the Royal Museums of famously divine chocolate home for your Art and History and the Palais de Beaux-Arts friends - if there’s any left by the time you (Bozar) which hosts concerts and exhibitions. get home, that is... The Museum of Musical Instruments - MIM is a delightful music box of treasures while

8 GALA EVENT THURSDAY 2ND JUNE 2016

The Gala Dinner will be held at the Hotel Pullman Brussels Centre Midi with IIMC Regional Directors and representatives of the National Associations. The cost is included in the registration fee.

After dinner explore La Grand-Place with friends or on your own.

LA GRAND-PLACE/GROTE MARKT

Enjoy an evening out with friends and colleagues from across the world in this magnificent plaza.

Through the nature and quality of its architecture and of its outstanding quality as a public open space, the Grand-Place illustrates in an exceptional way the evolution and achievements of a highly successful mercantile city of northern Europe at the height of its prosperity.

9 REGISTRATION FORM for IIMC and Region XI Affiliates

YOUR DETAILS (PLEASE FILL IN BLOCK CAPITALS BUT FIRST READ NOTES ON PAGE 12)

First name Surname

Job Title

Organisation

Email (required)

Address

Postcode

Telephone

Purchase order number (if relevant)

How to Pay: It is the responsibility of the delegate to ensure that full payment is made at time of registration

Please check box if you need special assistance (physically challenged, etc.)

Type of assistance ______

Delegate Package No. On or before After Total 25/03/16 25/03/16

Delegate fee @ $249 $350 $ Additional guest for Gala Dinner @ $85 $95 $

Do you or your guest have special dietary needs? If so, please specify below: ...... TOTAL $

Accommodation – reservation to be made directly with the hotel by yourself - see attached form Will you be staying at the Hotel Pullman Brussels Centre Midi? Will you be staying in alternative accommodation? ......

American Express/Visa/Mastercard...... Total Amt. Charged $......

Expiration Date...... Card Holder’s Signature ......

If you want to use an alternative form of payment please contact the Administrator at [email protected] Payment: 25 days from the date of the invoice or before the event date (whichever comes sooner). There will be an additional charge for bank transfers on top of the registration fee. Confirmation will only be issued when payment of invoices are received in full, early registration is essential for invoices.

I confirm that I have read the Terms and Conditions

10 SESSION REGISTRATION FORM

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YOUR DETAILS (PLEASE FILL IN BLOCK CAPITALS BUT FIRST READ NOTES ON PAGE 12)

First Name Surname

Organisation

Email (required)

Name as it appears on Passport

Address

Postcode

Telephone

Purchase order number (if relevant)

This registration only allows access to the following individual sessions: n Morning Session - Thursday 2nd June 2016 n Afternoon Session - Thursday 2nd June 2016

n Morning Session - Friday 3rd June 2016 n Afternoon Session - Friday 3rd June 2016

Accommodation - reservation to be made ldirectly with the hotel by yourself - see attached form Will you be staying at the Hotel Pullman Brussels Centre Midi? n Will you be staying at the Hotel Pullman Brussels Centre Midi? n

I confirm that I have red the Terms and Conditions n IMPORTANT NOTES

PERSONAL DETAILS When completing the registration form, please ensure that you use your name and surname exactly as it appears in your passport or other proof of identification that you will have to show at the Committee of the Regions registration desk. Please ensure that you take your passport or proof of identity document with you on the first day of registration.

SYMPOSIUM DOCUMENTATION The organising team will be on hand for you to collect your Symposium documentation at the following times and locations: Wednesday 1st June / 16.00 - 18.30/ Hotel Pullman Brussels Centre Midi in reception Thursday 2nd June / 07.30 - 08.30 / Hotel Pullman Brussels Centre Midi in reception Thursday 2nd June / 09.30 - 10.30 / Committee of the Regions, Jacques Delors Building

GETTING AROUND BRUSSELS It is easy to travel around Brussels. The public transport system is made up of the metro (underground trains), buses and trams that criss-cross the city. All of these services are operated by the same company STIB and therefore share the same ticketing system. Included in your delegate pack handed to you when you register will be a complimentary two day metro ticket to assist your travel between your hotel and the conference venue.

SYMPOSIUM VENUE The Symposium will take place on the 5th Floor of the Jacques Delors Building, Rue Belliard 101-B-1040, Brussels. As the venue has strict security checks, you are required to bring ID, and allow additional time for your belongings to be checked. The venue recommends that you allow at least 30 minutes to proceed through security.

Nearest Metro Station: Maelbeek/Maalbeek using Metro 1 or 5 Take exit Chaussée d’/Etterbeeksesteenweg, turn right at the exit and walk for 5 minutes (South). Take the 3rd street on your right and arrive at Belliard Street. The Jacques Delors building will be in front of you.

Dress code: Business dress or Business casual.

12 TERMS AND CONDITIONS

CONFERENCE CANCELLATIONS/REIMBURSEMENTS/REFUNDS

Your registration constitutes a legally binding agreement. Full payment must be received at time of registration.

All requests for cancellations must be made in writing to IIMC Headquarters by e-mail to [email protected] , or fax (909/944-8545). Telephone cancellations will not be accepted. Cancellations received on or after 25th March 2016 are non-refundable. If written notice is received by 25th March 2016, regardless of what is cancelled, a full refund minus a US$40.00 handling and processing charge will be received.

Refunds will not be issued for late arrivals or early departures. No refunds will be made for skipped events. Registrants that do not attend the conference and did not cancel by the deadline will forfeit all registration fees paid, unless the inability to attend was due to verifiable personal or family medical emergency. In this instance, the postmarked deadline to receive the documented written request for a refund less US$40.00 is 29 April 2016. Regretfully, no considerations will be made after this date. IIMC Headquarters will process any refund due within 30 days after the end of the Conference.

In the unlikely instance that IIMC has to cancel the event IIMC will issue a refund for the registration fee. IIMC will not be responsible for any other costs.

ACCOMMODATION INFORMATION

Delegates must make their own accommodation reservations with the Hotel Pullman Brussels Centre Midi or alternative venue of their own choice. Conference housing rates will be honoured on a first come, first-serve and availability basis. E-mail your completed Hotel Pullman registration form (see attached) to [email protected].

13 STAYING FOR LONGER?

Here are some options for seeing Amsterdam & Bruges by way of organised tours

Amsterdam Bruges

Holland is only at a stone’s throw away from Discover the charm of the lovely and nevertheless the country is Bruges. strikingly different. Journey time: 12h30 Journey time: 9h30 Upon arrival we start with its features of While you are staying in Brussels, why not take the Lake of Love, the peaceful beguinage a trip to Amsterdam. You will enjoy the low (convent). After this first introduction countryside and windmills on your way to we shall have a short break for lunch. We Amsterdam. First stop will be at a typical continue exploring the medieval character cheese farm where you get an introduction to of this ancient city. We will give you some the secrets of cheese making. In Amsterdam time to take an optional cruise along the you will be visiting the lively scene of the Dam quaint canals of the city. Do not forget to square, the famous red light district, and don't bring along comfortable shoes to walk on forget the optional cruise on the numerous the cobbled stones. canals of the city where you get a flavour of the rich Dutch history. This tour leaves Brussels at 11:00 and is This tour leaves Brussels at 9:00 is operated by operated by Brussels City Tours. Please contact Brussels City Tours. Please contact them them directly to make your reservation. directly to make your reservation.

14 REGISTRATION FORM

Event: IIMC Date of the event: From 01-06-2016 to 04-06-2016

First name: ______Last name: ______E-mail: ______Phone number: ______

In order to make your reservation, we kinldy ask you to send us this form before 29th April 2016 After this date, the availability of the rooms or the proposed rates, is no longer guaranteed. Any late reservation request will be treated following availability. Arrival date (to be completed) : ______Departure date (to be completed): ______

Night of Wednesday 1st June 2016 Room type: Classic Superior Rate single occupancy: □ 169 EUR per room and per night □ 189 EUR per room and per night

Night of Thursday 2nd June 2016 Room type: Classic Superior Rate single occupancy: □ 149 EUR per room and per night □ 169 EUR per room and per night

Night of Friday 3rd June 2016 Room type: Classic Superior Rate single occupancy: □ 110 EUR per room and per night □ 140 EUR per room and per night

Breakfast: Included in room rate

City tax: 7,50 EUR per room per night - Not included in room rate

We kindly ask you to provide your credit card number to confirm your reservation. Please note that bookings without credit card number will not be considered. Credit card number: ______Exp. Date: _____/_____ Cardholder name: ______Signature: ______

Check-in as from 15h00 / Check-out until 12h00. Your booking may be cancelled without charge until 1 month prior to arrival. Any no-show or cancellation after this time, will be charged in full. We are looking forward to welcoming you in our hotel!

Groups & Events Department Pullman Brussels Centre Midi Tel: 0032 2 5289817 Fax: 0032 2 5289820 E-mail: [email protected]

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