CHICA Nova Scotia (CHICA-NS)

Terms of Reference

These terms of reference support and relate to the bylaws of the Community and Hospital Infection Control Association-Canada (CHICA-Canada).

Name

CHICA Nova Scotia (CHICA NS)

Purpose

Through exchange of knowledge, experience, and information, the organization will contribute to quality health care and improved patient outcomes. It will enhance communication and promote education of professionals interested in infection prevention and control.

Objectives

Assist members in the development of their infection control programs.
Facilitate education for those responsible for infection prevention and control in settings where health care is delivered.
Increase awareness and understanding of the chain of infection and means of control.
Promote excellence in the provision and quality of infection prevention and control measures.
Foster a strong relationship with Infection Prevention and Control Nova Scotia (IPCNS).
Support and assist members with research activities and publications.
Represent CHICA NS on all CHICA- Canada standing committees.

Membership

Membership is available to all persons interested in fostering the purpose and objectives of the organization. Members are those whose current CHICA-Canada membership fee is paid. Membership is non-transferable during the membership year and lapses annually. Only CHICA-Canada members are eligible to vote or hold office in CHICA NS. Only members that are in good standing can participate in the business meetings and education sessions. Guests may attend an education session if it has been approved in advance by a member of the executive.

Membership Fees

Annual fees shall be determined by CHICA-Canada.

Membership Year

The membership year is twelve (12) months from the date of processing..

Executive

The executive will direct, manage, operate, and govern the organization, and their actions will be subject to approval by the membership. The executive will consist of the:

President
President-elect
Past President
Treasurer
Membership and Marketing Director
Education Chair
Secretary

Term of Office

The term of office is two years. Vacancies within the term will be filled by executive appointment until the next election is held. Members of the executive are eligible for re-election for one term which may be extended following a vote of the membership. When the term of office ends, the outgoing executive will pass on all relative materials to the incumbents.

Duties of the Executive

President

Preside at all meetings of the organization
Prepare the agenda
Submit an annual report to CHICA-Canada
Review and sign all correspondence
Represent the association as a specialty interest group at the College of Registered Nurses of Nova Scotia (CRNNS)
Be a signing officer for financial transactions
Be an ex-officio member of all CHICA NS committees
Represent CHICA NS at the CHICA-Canada conference - financially supported by CHICA NS

President-elect

Preside at meetings in President's absence
Maintain and update the terms of reference based on membership review
Becomes President when President's term of office ends
May be an alternate officer for financial transactions

Past-President

Chair of the nominating committee
Preside over election of new officers
Newsletter publisher

Treasurer

Maintain financial records of the organization
Be one of two signing officers for financial transactions
Prepare financial statement for each meeting of the organization
Submit annual financial report to CHICA-Canada
Send thank-you note and condolence gifts to members
Preside over the scholarship disbursement committee

Membership and Marketing Director

Maintain a current membership list
Chair the membership and marketing committee
Establish and maintain a working relationship with appropriate professional like-minded associations, i.e., CRNNS, ORNAC or similar interest groups
Liason with CHICA-Canada membership to maintain alignment
Promote membership in CHICA NS and CHICA-Canada
Be a signing officer for financial transactions

Secretary

Record CHICA NS minutes and send to membership
Maintain original copies
Organize meeting rooms for CHICA NS meetings
Organize meal breaks at meetings

Education Committee Chair

Chair education committee meetings
Can appoint a co-chair who would fill in the chair's absence
Chair annual CHICA NS conference
Work with the committee to coordinate other educational opportunities for CHICA members, partners and stakeholders, including education sessions after the chapter business meeting

Election Procedure

Call for nominations will be made by the nominating committee in June of the election year. Presentation of nominees will be received by the nomination committee by August 31st and presented at the September meeting in the election year. The chair of the nomination committee will conduct the process, the vote will conclude, and be announced to the membership by October 31st. Elected representatives will commence their positions January 1st of the New Year.

Meetings

A minimum of five (5) business meetings will be held each year (currently: February, April, June, September and October). Meetings are to include an education component. The first meeting of the calendar year will be the annual business meeting. In the election year, the new executive will take office at the January meeting. Executive meetings will be held at the discretion of the President.

Standing Committees

Nominating Committee

The nominating committee will consist of the Past President (chair) and two members of the current executive, who are appointed by the President.

Education Committee

The Education Committee consisting of a chairperson and members representing various sectors of healthcare will plan the education component of the meetings as well as the annual education day. The Chair will represent the education committee at the Executive level. It is an expectation that the members on this committee participate and play an active role in the planning of education sessions at the chapter level and at the provincial conference. (A scoring matrix will now be applied for the purpose of determining if the education committee members will have the conference fee waived).

Membership and Marketing Committee

This committee will be involved in creating materials and developing strategies to promote CHICA NS provincially as well as nationally. The committee will work on two initiatives per year with the goal to enhance our current membership.

Finance Committee

The Finance Committee will consist of the CHICA NS Treasurer as Chairperson and the CHICA NS President as ex-officio. The committee will ensure appropriate granting of CHICA NS funds for assisting infection prevention and control education, administration and support services and investments to maintain viable funds. Refer to Finance Committee Terms of Reference for details.

Ad Hoc Committees

Ad Hoc committees may be formed at the discretion of the executive and with the approval of the membership.

Amendments

The terms of reference may be amended at any general meeting by an affirmative vote of the majority of those present, provided that the proposed amendments have been submitted in writing to the membership three weeks prior to the meeting.