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
Purpose
Through exchange of knowledge, experience, and information the organization will contribute to quality health care. It will enhance communication and promote education of professionals interested in infection control.
Objectives
• Assist members in the development of their infection control programs.
• Facilitate education in the infection control community
• Support and assist members with research activities and publications.
• Identify and promote effective infection control measures and quality standards.
• Increase public awareness and understanding of the sources of infection, modes of transmission, and means of control.
• Represent CHICA Nova Scotia 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 and CHICA Nova Scotia membership fee is paid. Memberships are non-transferable and lapses annually.
Only members may vote at CHICA Nova Scotia meetings. To hold office or vote on CHICA-Canada issues one must be an active member of CHICA-Canada.
Membership fees
Annual fees shall be determined by a majority vote at a general meeting. Proposed changes must be circulated to members three weeks prior to the meeting.
Membership year
The membership year is the calendar year.
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
Treasurer
Membership Director
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 term of office ends, the out going 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 an interest group at the College of Registered Nurses of Nova Scotia (CRNNS)
• Prepare submissions to CRNNS
• Be a signing officer for financial transactions
• Be an ex-officio member of all CHICA Nova Scotia committees
• Will be supported by CHICA Nova Scotia to represent chapter at annual CHICA conferencePresident-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 a signing officer for financial transactions
• Newsletter publisherPast-President
• Chair of the nominating committee
• Preside over election of new officersTreasurer
• Maintain financial records of the organization
• Be one of two signing officers for financial transactions
• Prepare financial statement for each meeting of the organization
• Submits annual financial report to CHICA-CanadaMembership Director
• Maintain a current membership list
• Liason with CHICA-Canada membership to maintain alignment
• Mail out membership renewal forms prior to deadline
• Promote membership in CHICA Nova Scotia and CHICA-Canada
• Be a signing officer for financial transactionsSecretary
• Record CHICA Nova Scotia minutes and send to members
• Maintain original copies
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 nominating committee by August 31 and presented at the September meeting in the election year. Election will follow. The chair of the nominating committee will announce election results at the last meeting of the year. Elected representatives will commence their positions January 1 of the New Year.
Meetings
A minimum of five business meetings will be held each year. Meetings 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. Meetings are open to interested persons at the discretion of the membership. Executive meetings will be held at the discretion of the President. All meetings will be conducted according to Robert's Rules of Order in areas not covered by these Terms of Reference.
Standing Committees
Nominating Committee
The nominating committee will consist of the Past President (chair) and two members of the current executive, completing their terms and whom are appointed by the president, in consultation with the chair. It is the mandate of this committee to nominate qualified candidates for CHICA Nova Scotia office at the time of the biennial election.
Education Committee
The Education Committee consisting of a chairperson(s) and members representing various sectors of healthcare will plan the education component of the meetings as well as the annual education day. The Chair(s) will attend or submit a report for Executive Meetings.
Finance Committee
The Finance Committee will consist of the CHICA Nova Scotia Treasurer as Chairperson, three CHICA Nova Scotia members and the CHICA Nova Scotia President Ex Officio. The committee will ensure appropriate granting of CHICA Nova Scotia funds for assisting infection 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.