CHICA Southern Alberta(CHICA-SA)

CHICA-SA Terms of Reference

1. NAME

The name of the organization shall be CHICA-Southern Alberta (CHICA-SA), hereafter referred to as the Chapter.

2. CHAPTER PURPOSE AND GOALS

2.1 To promote infection prevention and control as a clinical specialty that is an integral part of total health care delivery.

2.2 The goals of the chapter shall be:

Act as a resource and/or educator for community-based and area health facilities related to infection prevention and control issues.
Facilitate professional development of chapter members in infection prevention and control.
Support and participate as a chapter of the Community and Hospital Infection Control Association-Canada (CHICA-Canada).
Enhance communication among professionals with a common interest in infection prevention and control.

3. MEMBERSHIP

Membership is open to anyone interested in infection prevention and control and who is a member of CHICA Canada (see membership categories, section 4 below). Members are encouraged to attend meetings and participate in Chapter activities.

4. MEMBERSHIP CATEGORIES

4.1 An active member shall be one who pays annual Chapter membership fees to CHICA-Canada. Active membership shall entitle the holder to vote, to hold office in the Chapter, receive minutes, all pertinent Chapter correspondence, and be eligible for financial assistance as outlined in the Education Funding Guidelines.

4.2 Members who are awarded a CHICA Canada honorary membership shall also receive an honorary chapter membership.

5. MEMBERSHIP DUES

5.1 The amount payable in membership fees as determined annually by CHICA Canada.

5.2 Honorary memberships shall be exempt from chapter fees.

5.3 CHICA-Canada and Chapter fees are to be paid by the members directly to CHICA-Canada.

5.4 Calendar year - the membership calendar year is January 1 to December 31; dues unpaid by April 1st will result in expired membership.

6. EXECUTIVE POSITIONS

6.1 The executive shall be composed of president, president-elect, past- president, secretary, treasurer, education and seminar coordinators.

6.2 The executive shall be elected by chapter members.

7. TERMS OF OFFICE

7.1 All executive will be elected for a two year term with the exception of the president positions.

7.2 The president will be elected bi-annually. The terms of office shall be:

President-Elect shall serve a one year term
President shall serve a two year term
Past-President shall serve a one year term

8. DUTIES OF THE EXECUTIVE

8.1 President

Prepares President–elect to assume duties of President
Chairs all meetings
Prepares the agenda
Performs administration duties, including those related to CHICA-Canada
Corresponds and reports on behalf of the Chapter
Acts as a corresponding member of CHICA-Canada Strategic Planning committee
Represents CHICA-Southern Alberta at annual CHICA-Canada conference
Prepares and submits an annual report in January of the second year of their term to CHICA-Canada and circulates to all Chapter members
Maintains website as shared responsibility with Secretary

8.2 President-Elect

Chairs meeting in absence of president
Corresponds and reports as delegated
Assumes presidential duties at the end of a one-year term
Chairs nominating committee

8.3 Secretary

Records, files and distributes minutes and agenda to all members
Files correspondence and responds as directed by the Executive
Maintains and distributes membership list to all members
Represents CHICA-SA as corresponding member of the CHICA-Canada membership committee
Ensures that the Terms of Reference have been distributed to each member and to the CHICA-Canada membership office
Maintains archives of Minutes and Terms of Reference for seven years. Refer to CHICA-Canada Policy 19.05 for record keeping regulations (http://www.chica.org/Members/members_chica_policies.php)
Maintains the website as share responsibility with President
Briefing/report note (attachment #3) provided for members so that they may submit a written report prior to or at the meeting

8.4 Treasurer

Maintains financial records, including bank records, common receipts and bills for seven years. Refer to CHICA-Canada Policy 19.05 for record keeping regulations (http://www.chica.org/Members/members_chica_policies.php)
Gives financial updates at CHICA-SA meetings
Prepares an annual budget
Assumes all banking duties
Arranges for annual internal audit of books prior to the February meeting by two Chapter members appointed by the Executive
Remits refunds within 30 days of receipt of documentation for approved expenses
Represents CHICA-SA as a corresponding member on the CHICA-Canada Finance Committee
Reviews education funding applications as per Education and Certification Funding guidelines (See Appendix 1)

8.5 Past-President

Chairs nominating committee
Prepares and submits an annual report in January to CHICA-Canada and circulates to all Chapter members

8.6 Education Coordinator

Acts as the corresponding member of CHICA–Canada Education Committee
Organizes/facilitates education sessions
Notifies members of workshops, seminars and conferences
Assists the treasurer with review of education funding applications
Communicates with members regarding education funding (See Appendix 1)

8.7 Seminar Coordinator

Coordinates the activities of the Chapter in organizing seminars/workshops
Acts as a seminar chairperson
Reports and updates CHICA-SA members on Seminar planning activities

8.8 Signing Authority

Signing authority shall be given to the Treasurer and one active member
Outgoing treasurer to arrange transfer of signing authority prior to February Chapter meeting

9. ELECTION PROCEDURE

9.1 Nominating Committee

Nominating committee is composed of the past--president (as Chair) and two additional Chapter members, who shall be asked to volunteer at the October meeting.
The nominating committee shall contact Chapter members to allow their name to stand for office according to these Terms of Reference.

9.2 Elections

The names of nominees shall be circulated to the Chapter membership prior to the November meeting.
The chair will call for further nominations.
The chair of the nominating committee shall announce the results at the November meeting.
Proclamation by acclamation is accepted.
If a vote is called, those members in attendance at the November meeting will vote by secret ballot. The nominating committee members will be responsible for tallying the vote. The President cannot cast a vote except in the case of a tie.
All elected officers shall assume office January 1 of the following year.

9.3 Executive Position Vacancies

With the exception of the President and the President-Elect, in the event of an office becoming vacant, interim appointments will be made by the Chapter Executive within ( 30 ) days of the position becoming vacant.
In the event that the office of the President is vacant, the President –Elect will assume the position of President. A by-election will be held to fill the position of President-Elect.
There will be no appointment or election called in the event the office of Past President is vacant. The duties of the Past-President will be assumed by the remaining members of the Chapter Executive.
The appointee shall remain in the position until the next scheduled election (October/November).
The appointee shall have voting privileges in the Executive.

10. MEETINGS

10.1 The Chapter conducts eight (8) meetings a year see appendix # 2 for meeting structure).

10.2 The quorum for voting purposes is the majority of members present at that meeting.

10.3 Decisions requiring a vote will be determined by a 50% plus one of eligible members present at the meeting.

11. CORE OR DISTANT CHICA-CANADA MEMBERS

11.1 At the November meeting, Chapter members will be asked to volunteer to serve as a core or distance member on the following CHICA-Canada committees:

Programs and Projects
Standards/Guidelines

11.2 The list of Chapter Representatives is sent to the Members Service Office (MSO) of CHICA-Canada at the end of the year

11.3 The MSO sends the lists to the Chairs.

12. CHICA-CANADA INTEREST GROUPS

12.1. At the November meeting Chapter members will be asked to volunteer to serve as corresponding/reporting members of the following CHICA-Canada interest groups:

Community Healthcare Interest Group
Dialysis Interest Group
Healthcare Facility Design and Construction Interest Group
Long Term Care Interest Group
Mental Health Interest Group
Oncology Interest Group
Paediatric Interest Group
Pre-hospital Care Interest Group
Surveillance and Applied Epidemiology Interest Group

12.2. Each member representing CHICA-SA as the corresponding member shall inform the interest group chair (as listed on the CHICA-Canada website) of their chapter contact status.

12.3. All members of the chapter are eligible to join any interest group they wish.

13. CHAPTER WEBSITE

13.1 CHICA-SA will maintain a Chapter website hosted on the CHICA-Canada website. Chapter President and Chapter Secretary member will serve as Chapter Webmasters and will work with the CHICA-Canada Webmaster to maintain the website.

13.2 Website content will reflect both public material (for information for non-members) and internal Chapter material that will be on a password-protected portion of the website.

13.3 The Chapter Webmasters will review the website content at least annually. The Chapter Executive will review and approve any changes to the website.

13.4 No personal identifiers (other than a contact email for the Chapter Webmaster) will appear in the public portion of the Website.

13.5Chapter members who are Industry representatives may have a link to their company's website in the "Who We Are" public section of the website. This section will also have weblinks to the different Health Regions that are represented by Chapter members. No personal identifiers will be included therein.

14. REVIEW AND REVISIONS TO TERMS OF REFERENCE

14.1 The Terms of Reference shall be reviewed by the Chapter executive and circulated to the membership for approval every 3 years or as necessary

14.2 Amendment(s) or revisions may be proposed utilizing the following procedure:

Prior notice will be given to the membership. There is a legal requirement that 30 day notice of by-law/TOR change be given.
Voting will take place at a meeting, the time and place of which will be indicated in the notice.
Amendments or revisions will be discussed by the membership prior to voting.
Chapter members are eligible to vote. A 50% plus one majority vote of active members present will be required to pass proposed amendments or revisions.