CHICA British Columbia (CHICA-BC)

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CHICA-BC Terms of Reference

Terms of Reference March 2011

 

1) Purpose

To enhance the quality of health care by providing a forum for education and the exchange of information on communicable diseases, the control and prevention of infection in the patient/client/resident, the health care worker and the public at large.

2) Objectives

• Provide formal educational opportunities for chapter members, enabling increase of knowledge and expertise in infection prevention and control
• Provide assistance and support to chapter members through the free exchange in ideas, information and expertise
• Promote and facilitate a positive working relationship between chapter members and all allied health care professionals, including their representative professional organizations, in order that CHICA-BC members may be seen as the primary resource persons in the field of infection control
• Participate in the growth and strengthening of CHICA - Canada by providing liaison persons and chapter input for committee deliberations and tasks

3) Membership

• Granted to any individual with interest in infection prevention activities who is a member in good standing of CHICA – Canada
• Members who have not paid membership dues by three months after membership year is ended will be considered to have let their membership lapse
• Honorary lifetime membership (Silver CHICA/CHICA-BC member ship) may be granted by the membership as per the established CHICA guidelines (http://www.chica.org/Members/policies/8-62.pdf)
• Retired CHICA-BC members who choose not to renew their CHICA/CHICA-BC membership are welcome to visit CHICA-BC meetings and events but will not be entitled to full membership privileges
• Membership privileges, which include voting and holding executive office, will be granted to retired CHICA-BC members in good standing with a Silver CHICA/CHICA-BC membership

4) Membership Year

• Shall be January 1 to December 31, coinciding with that of CHICA-Canada

5) Chapter Dues

• Included in CHICA-Canada fees
• Reviewed yearly
• Changes must be approved by the membership, by ballot, with a simple majority vote

6) Meetings

• Minimum of four (4) meetings per year
• Minutes to be recorded and distributed to all members prior to the next meeting

7) Executive

• Will consist of:
• President
• President-elect
• Past President
• Secretary
• Treasurer
• Membership Secretary
• Members elected to any of the above offices must be willing to attend chapter and executive meetings (either in person or by teleconference) at their own expense

8) Duties/ Benefits of Executive Positions

President 

• Chairs Executive and Chapter Meetings
• Prepares agendas
• Prepares and submits annual report of chapter activities to CHICA-Canada by January 28th (or as advised by CHICA)
• Is an ex-officio member of all chapter committees
• Is liaison for Canadian Journal of Infection Control (CJIC)
• Submits quarterly chapter news items to CJIC

CHICA-BC Chapter funds the President’s attendance to the CHICA – Canada annual conference and Chapter Presidents’ Meeting, finances permitting

President-elect

• Chairs meetings and carries out other duties in the absence of the President
• Prepares to assume office of the President
• Reviews Chapter Terms of Reference annually and recommends revisions.

Past-President

• Ensures continuity of issues from previous year
• Acts as a resource person for new executive
• Chairs nominating committee

 Secretary

• Act as custodian of all minutes, correspondence and documents of the chapter
• Records minutes of all Executive and Membership Meetings
• Develops ballots when necessary
• Sends thank you cards to all education session providers

Treasurer

• Responsible for financial affairs of the chapter
• Shall keep proper books of account
• Reports account status to the membership at each meeting
• Prepares annual budget
• Chairs and convenes meetings of Educational Funding Subcommittee
• Submits annual financial report to CHICA Director of Finance by January 30th
• Receives membership list from CHICA and forwards to Membership Secretary

Membership Secretary

• Receives membership list from treasurer
• Maintains accurate membership records
• Distributes minutes to chapter members
• Distributes ballots when necessary
• Distibutes chapter wide emails
• Distributes membership list to all CHICA-BC Chapter members

CHICA-BC will fund the Secretary, Treasurer, and Membership Secretary to attend the CHICA – Canada annual conference on a three year rotation, each in the second year of their term, finances permitting

9) Terms of Office

• President-elect serves a three year term starting as President-elect the first year,  President the following year and one further year as Past President
• The following positions are elected in alternating years in a 3 year rotation:
• Secretary – three years
• Treasurer – three years
• Membership Secretary – three years
• Any vacancies occurring during a term of office are filled by Executive appointment until the next election is held

10) Election Procedure

• Past President will appoint the Nominating Committee and be the chair of said committee
• Nominating committee will consist of 2-3 members from the general membership as well as the past-president
• This committee is responsible for nominating candidates for the required executive offices by the October meeting. Nominations will also be called for from the floor at that time
• Election of officers will be held by ballot distributed with the October chapter minutes
• All offices to be filled by November 30
• New executive members take office in January

11) CHICA Positions

• Any available CHICA-Canada positions are to be brought to the attention of the chapter membership through the minutes (when time allows)
• If an elected chapter representative on a national committee vacates the position prior to the end of the term for any reason, it will be filled by appointment from the Executive
• CHICA-BC members serve as members of the following CHICA – Canada Committees:
• Government Affairs Practices Advisory Committee (GAPAC)
• Membership
• Education
• Programs & Projects
• Standards & Guidelines
• Finance (Treasurer)

12) Voting

• By Ballot
• Voting for Executive Positions, if more than one nominee
• Spending of unbudgeted funds over $1,000 (one thousand dollars)
• Changes in Chapter fees
• Changes to Terms of Reference
• Confidentiality of the ballot will be determined by the executive and communicated to the membership.
• Confidential ballots will be returned by Canada Post or in person
• Non-confidential ballots will be returned by email, fax, Canada Post or in person
• Voting at Chapter Meetings
• Annual budget
• Spending of funds of $1,000 (One thousand dollars or less)
• Chapter representative on a national committee
• Quorum: 10% of membership must be present, including a member of the Executive (or designate)
• No vote required for spending funds under $500 (five hundred dollars) by the executive

13) Subcommittees

Educational Funding Subcommittee

• Convened and chaired by the treasurer as necessary
• Will consist of executive or 2-3 members from general membership
• Will review applications for educational funding and make recommendations at regular chapter meetings

14) Amendments

Amendments may be made to the Terms of Reference under the following rules:

• Prior notice to be given to the membership
• Amendments will be discussed by the membership
• Approval by ballot
• Annual review in April of each year