SASKPIC TERMS OF REFERENCE
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ORIGINATED: 1990
LAST REVISION: December 11, 2009
1. Name of Chapter
The name of the organization shall be CHICA – SASKPIC (Saskatchewan Professionals in Infection Control).
2. Mission
CHICA - SASKPIC’s mission is to be mirrored by CHICA-Canada’s mission: “CHICA-Canada is a national, multidisciplinary association committed to the wellness and safety of Canadians by promoting best practice in infection prevention and control through education, standards, advocacy and consumer awareness”.
3. Role
CHICA - SASKPIC provides colleagues with access to educational resources to further develop and enhance infection prevention and control in their work setting.
4. Membership
4.1 Membership shall consist of:
4.1.1 ACTIVE MEMBERS
Individuals must hold current CHICA-Canada membership. Any Individual interested in infection prevention and control is eligible to become members of CHICA -SASKPIC.
4.1.2 HONORARY MEMBERSHIP
Honorary Membership to CHICA - SASKPIC will use the same criteria as the CHICA-Canada Honorary Membership where two members of the executive will act as the selection board to determine the award.
4.2 Any member with lapsed membership renewal shall be removed from the
distribution list following confirmation from CHICA-Canada.
5. Executive Committee
5.1 EXECUTIVE COMMITTEE MEMBERSHIP
The executive shall be elected from the CHICA - SASKPIC membership.
The executive shall consist of President, Past-President, President-elect, Secretary, Treasurer/Membership Director, and Programs/Projects Coordinator.
5.2 DUTIES OF EXECUTIVE
5.2.1 The President shall:
a) Convene and preside over all CHICA - SASKPIC Executive and general meetings.
b) In conjunction with the Executive, assume responsibility for directing the affairs of the Chapter.
c) In conjunction with the Executive, act as spokesperson for the Chapter.
d) Serve as ex-officio member of every committee and advise as appropriate.
e) Prepare the President-elect to assume the Office of President.
f) Ensure the publication and circulation of an annual report for the membership.
g) Maintain communication with the Executive Committee between meetings.
h) Delegate responsibility to Executive Committee as appropriate.
i) Prepare an agenda prior to all CHICA - SASKPIC meetings and submit to the secretary 2 weeks prior to each meeting.
j) Prepare and submit an Annual Chapter Report and Executive List as required by CHICA-Canada guidelines.
5.2.2 The President-elect shall:
a) Attend all Executive and general membership meetings.
b) Serve as parliamentarian.
c) Prepare to assume the office of President after one year. In the absence of the President, assume all of the duties of the President including completing the President’s term of office if required.
d) Chair one General Meeting during the term as President-elect.
5.2.3 The Secretary shall:
a) Attend all Executive and general membership meetings.
b) Distribute all items to the membership as appropriate:
- Agenda prior to all meetings.
- Minutes of all meetings
- Current membership list annually
- Any other relevant correspondence as deemed by the President.
c) Maintain an accurate record of all proceedings during Executive and general membership meetings. Distribute copies of minutes to members.
d) Maintain accurate and up-to-date records of correspondence.
5.2.4 The Treasurer/Membership Director shall:
5.2.5 The Programs/Projects Coordinator shall:
5.2.6 The Past-President shall:
a) Attend all Executive and general membership meetings.
b) Chair the Nominating Committee.
c) Act as liaison to national webmaster - or delegate liaison.
5.3 TERMS OF OFFICE
5.3.1 President and President-elect shall be elected for a one (1) year term.
5.3.2 Treasurer/Membership Director shall be elected for a two (2) year term at every second election, but not being the election at which the Secretary and Programs/Projects Coordinator are selected.
5.3.3 The Secretary and Programs/Projects Coordinator shall be elected for a two (2) year term, opposite to the election at which the Treasurer/Membership Director is elected.
5.3.4 The President-elect will assume the office of President after the term as President-elect.
5.3.5 No member can hold the same executive office for more than two (2) consecutive terms.
5.3.6 Executive position responsibilities begin January 1 of the year following election and the terms of office runs for the calendar year(s).
6. Committees and Meetings
6.1 EXECUTIVE COMMITTEE
The Executive Committee shall consist of the President, President-elect, Secretary, Treasurer/Membership Director, Programs/Projects Coordinator and Past President.
6.2 NOMINATING COMMITTEE
This committee shall consist of the Past President and at least one other member of CHICA-SASKPIC appointed by, but not a member of, the Executive Committee. The role of the nominating committee is to recruit members willing to allow their names to stand for executive position election at the annual general meeting.
6.3 CHICA STANDING COMMITTEES
Individuals may be appointed to act as the contact person between CHICA-SASKPIC and standing committees of CHICA-Canada. Where warranted a CHICA-SASKPIC committee may be formed at the discretion of the Executive with approval of the membership.
6.4 AD HOC committee shall be formed at the discretion of the executive.
6.5 MEETINGS
The President shall call not less than two (2) meetings of the general membership per year; one of which must be the annual meeting. The place, time and agenda is to be determined by the Executive. All members must be notified fourteen (14) days prior to a meeting.
6.5.1 Quorum
6.5.2 Annual Meeting
The fall meeting will be the Annual General meeting. An annual report from each member of the Executive will be presented at this meeting.
6.5.3 Executive Meetings
The President must call not less than two (2) meetings of the Executive per year. Four (4) members constitute a quorum.
7. Finances
7.1 MEMBERSHIP FEES
7.2 CHAPTER ACCOUNTS
All monies will be deposited in a bank, credit union, or trust company chosen by the Executive. Signing officers shall be the President or President-Elect and Treasurer/Membership Director.
8. Amendments to Terms of Reference
8.1 These Terms of Reference may be amended by the membership under the following rules:
a) Prior notice will be given to the membership.
b) Amendment will be discussed by the membership.
c) A majority vote by the membership present at the general meeting.
8.2 The Terms of Reference will be reviewed as necessary but at least every two (2) years.
9. Elections
9.1 Elections of executive officers will be held at the Annual General Meeting.
9.2 The Nominations Committee shall nominate candidates for the required offices of the executive.
9.3 Individual members may nominate candidates from the members in attendance at the meeting.
10. Distant Representatives
10.1 Corresponding members are members of CHICA-Canada's committees. Committees are made up of Core and Distant Representatives.
10.1.1 Distant Representatives are appointed/elected by the CHICA-SASKPIC membership.
10.1.2 Where no chapter member is appointed to a committee, the CHICA-SASKPIC President or designate shall function in that capacity.
10.1.3 Committee members (Core and Distant Representatives) provide a conduit between the CHICA – SASKPIC members and the CHICA-Canada Board of Directors through the committee of which they serve by:
i) conveying information about committee activities and progress to chapter members.
ii) soliciting input from chapter members as required by the committee.
10.1.4 Distant Representatives are assigned specific tasks at the discretion of the Core Committee.
10.1.5 Distant Representatives may be expected to attend a meeting once a year. If attending the CHICA-Canada National Conference, the CHICA – SASKPIC President or a designate will be expected to attend committee meetings.
10.1.6 Distant Representatives are not members of the chapter executive but may be invited to attend executive meetings.
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