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TERMS OF reference

Download Terms of Reference

ORIGINATED: 1987

REVISED: December 2001, April 2002, February 2003, May 2007, January 2010

Name

CHICA – Southwestern Ontario (formerly known as SOPIC) is a chapter of the parent body, CHICA-Canada.

Purpose

• To provide and promote a regional professional organization for those engaged in the prevention and control of infections.
• To establish self as a leader in infection prevention and control practice across Southwestern Ontario

Objectives

1. To provide a forum for the exchange of information among chapter members.
2. To support the development of effective and rational infection prevention and control practices.
3. To encourage standardization and critical evaluation of evidence based research for infection prevention and control practices.
4. To support chapter members to engage in research and publication.
5. To promote and facilitate education of members and interested service providers.
6. To promote community awareness and understanding of the source of infection, the mode of transmission and the means of control.
7. To work collaboratively with the RICN infrastructure.
8. To develop ‘branding’ imaging and community communication strategies.
9. To recruit a new generation a new generation of Infection Prevention and Control Professionals.
10. To improve and enhance chapter web link on the CHICA Web site.

Membership

Types of Membership:

1. Active member- a member who is occupationally or professionally involved in the practice of infection control and/or epidemiology. The ability to vote or hold elected office will be limited to those members who are active members of CHICA-Canada. Industry infection control consultants can be active members.
2. Associate member- a member not actively involved in the practice of infection control and/or epidemiology. Associate members may not vote or hold elected office.
3. Patron member- shall be businesses, organizations, and others interested in fostering the purpose and objectives of CHICA-Canada. Patron members may not vote or hold elected office. All voting/executive members must be members of CHICA-Canada. Membership will be available to those persons residing in Southwestern Ontario who are involved or have an interest in infection prevention and control. Individual members may send a designate, with additional guests paying a fee of $15.00 per meeting.

Meetings

Five meetings will be held each year during the following months; February, April, June, September and November. The annual meeting will be held in September of each year. Additional meetings may be called at the discretion of the President.

Quorum

25% of the voting membership shall constitute a quorum.

Fees

Fees for the next calendar year are collected by CHICA-Canada and are due by December 31st of each year. SOPIC membership fee is $25.00

Executive

The officers shall be elected to their respective positions in accordance with these Terms of Reference. The term of office will be (2) years duration for all positions. Should vacancies occur, the executive will fill such vacancies by appointment, for the remaining portion of the term. The officers may seek assistance from the members by forming a subcommittee with the officer as Chair.

Duties:

1. President
   • Presides over all meetings of the chapter
   • In the event of a tie vote, the President shall cast the deciding vote.
   • Appoint the Chairpersons of all Standing and Special Committees.
   • Be an ex-officio member of all committees.
   • Submit an annual report of the chapter activities along with a copy of the new executive to the CHICA-Canada President, following the annual SOPIC meeting.
   • Attend the annual CHICA-Canada Convention as a representative of SOPIC; with expenses paid by the chapter as finances permit.
   • Act as CHICA-Canada Strategic Planning Committee distant member
2. President-Elect
   • Assist the President when required.
   • In the absence of the President, perform the duties of the President.
   • Act as CBIC liaison and Infection Control Ontario liaison.
   • Act as CHICA-Canada fundraising distant member.
   • Act as facilitator for interest groups within the chapter
   • Serve as the Chairperson of the Nominations Committee for elections.
   • Represent membership of SOPIC at annual CHICA-Canada convention; with expenses paid by the Chapter as finances permit.
   • Act as distant member for CHICA Canada Governmental and Public Affairs Committee.
3. Secretary
   • Record the minutes of general meetings/executive meetings. Distribute copies of such minutes and agenda to the membership before each meeting.
   • Act as CHICA-Canada Programs and Projects Committee distant member.
   • Forward CHICA-Canada mailings to the SOPIC membership.
4. Treasurer/Membership
   • Receive and record membership data from CHICA-Canada membership office and receive the membership fees from CHICA-Canada.
   • Prepare a membership list annually and circulate to members.
   • Prepare and issue all cheques for appropriate expenditures.
   • Maintain a record of income and disbursements and provide an annual financial statement by January 31st of the following year to CHICA-Canada.
   • Act as CHICA-Canada Membership Committee distant member.
   • Record attendance at meetings.
5. Education Chairperson
   • Conduct an annual educational needs survey of the membership.
   • According to the needs survey, organize an education session for each meeting.
   • Notify the secretary at least 5 weeks prior to the meeting of scheduled education topic.
   • Conduct a problem-solving session at each meeting.
   • Act as CHICA-Canada Education Committee distant member.
6. Knowledge Transfer Coordinator
   • Collect and display pertinent educational resources at Chapter meetings.
   • Provide copies of articles on request, at the discretion of the Knowledge Transfer Co-ordinator.
   • Act as CHICA-Canada Standards and Guidelines Committee distant member.
   • Act as Liaison with CJIC.
   • Assist with the maintenance of the web site. The coordinator has the capability to create a working group to facilitate this endeavour.
7. Long Term Care
   • Promote Long Term Care issues within SOPIC.
   • Act as facilitator of the Long Term Care interest group.
   • Act as CHICA-Canada Long Term Care Committee distant member.
8. Infection Control Ontario (ICO) Representative
   • An ad hoc position of the SOPIC executive covered by the President-Elect for the two-year term.
   • Represent membership of SOPIC at the quarterly meetings of Infection Control Ontario, with expenses paid by the Chapter
   • Serve as Vice-Chair and Chair of ICO as per the rotation among the Chapters.

Nominations Committee

This committee is chaired by the President-Elect and will consist of two other SOPIC executive members. Candidates shall be nominated every 2 years for offices of President, President- Elect, Secretary, Membership/Treasurer, Education Chairperson, Long Term Care Representative and Knowledge Transfer Co-ordinator, having first obtained the nominee’s consent. Presentations of upcoming executive positions and responsibilities will be made at the June meeting, preceding the September election.

Elections

Elections shall be conducted in September of election year. The names, addresses and positions of newly elected officers shall be forwarded by November 30th to the President of CHICA-Canada and MSO by the outgoing President.

Amendments

These Terms of Reference may be amended annually at any meeting by an affirmative vote of two-thirds of the voting members present.