CHICA-SA TERMS OF REFERENCE
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Terms of Reference 
TERMS OF REFERENCE
CHICA-Southern Alberta
1. NAME
The name of the organization shall be CHICA-Southern Alberta (CHICA-SA), hereafter
referred to as the Chapter.
2. PURPOSE OF THE CHAPTER
To promote infection prevention and control as a clinical specialty that is
an integral part of total health care delivery.
2.1 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 is 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. Executive can hold a maximum of 2 consecutive terms.
7.2 The presidents will be elected on an annual basis and hold a single
one year term.
8. DUTIES OF THE EXECUTIVE
8.1 Duties of Officers
8.1.1 President
- Chairs all meetings
- Prepares and sends the agenda
- Performs administration duties, including those related to
CHICA-Canada
- Corresponds and reports on behalf of the Chapter
- Prepares President–elect to assume duties of President
- Acts as a corresponding member of CHICA-Canada Strategic Planning committee
- Represents CHICA-Southern Alberta at annual CHICA-Canada conference
- The President will cast a vote in meetings only in case of a tie
8.1.2 President-Elect
- Chairs meeting in absence of president
- Corresponds and reports as delegated
- Assumes presidential duties at the end of a one-year term
8.1.3 Secretary
- Records, files and distributes minutes to all members
- Files correspondence and responds as directed by the
Executive
- Maintains and distributes membership list to all members
- Ensures that the Terms of Reference has been distributed to each member and
to the CHICA-Canada membership office
- Maintains archives of Minutes and Terms of Reference for 7 years. Refer to
CHICA-Canada Policy 19.05 for record keeping regulations
- Briefing/report note (attachment #3) provided for members so that they
may submit a written report prior to or at the meeting
8.1.4 Treasurer
- Maintains financial records, including bank records, common receipts, bills,
etc. for 7 years. Refer to CHICA-Canada Policy 19.05 for record keeping regulations
- Prepares monthly financial reports
- Prepares an annual budget
- Assumes all banking duties
- Arranges for annual internal audit of books prior to the February meeting
by 2 Chapter members appointed by the Executive
- Remits refunds within 30 days of receipt of documentation for approved expenses
- Reviews education funding applications as per guidelines
(See Appendix 1)
8.1.5 Past-President
- Chairs nominating committee
- Prepares and submits an annual report in January to CHICA-Canada and circulates
to all Chapter members
8.1.6 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)
8.1.7 Seminar Coordinator
- Coordinates the activities of the Chapter in organizing seminars/workshops
- Acts as a seminar chairperson
8.2 Signing Authority
9. ELECTION PROCEDURE
9.1 Nominating Committee
9.1.1 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.
9.1.2 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.
9.2.1 The chair will call for further nominations.
9.2.2 The chair of the nominating committee shall announce the results
at the November meeting.
9.2.4 Proclamation by acclamation is accepted.
9.2.3 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.
9.2.5 All elected officers shall assume office January 1 of the following
year.
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.
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:
- Education
- Government Affairs
- Long-Term Care
- Membership
- Programs and Projects
- Standards/Guidelines
11.2 Duties are as outlined by each CHICA-Canada chairperson on the CHICA
Web page.
11.3 The list of Chapter Representatives is sent to the Members Service
office (MSO) of CHICA-Canada at the end of the year
11.4 The MSO sends the lists to the Chairs.
12. CHAPTER WEBSITE
12.1 CHICA-SA will maintain a Chapter website hosted on the CHICA-Canada
website. A Chapter member will serve as Chapter Webmaster and will work with
the CHICA-Canada Webmaster to maintain the website.
12.2 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 webpage.
- The Chapter Webmaster will review the website content at least annually.
The Chapter Executive will review and approve any changes to the website.
- No personal identifiers (other than a contact email for the Chapter Webmaster)
will appear in the public portion of the Website.
- Chapter 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 here.
13. REVIEW AND REVISIONS TO TERMS OF REFERENCE
13.1 The Terms of Reference shall be reviewed by the Chapter executive
and circulated to the membership for approval every 3 years or as necessary
13.2 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.
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