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TERMS OF reference

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ORIGINATED: 1987

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

Name

CHICA – Southwestern Ontario (CHICA-SWO) is a chapter of the parent body, Community and Hospital Infection Control Association - Canada (CHICA-Canada).

Purpose

• To provide a regional professional organization for those engaged in the prevention and control of infections whose values are consistent with those of the parent body CHICA-Canada.
• 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 promote and increase chapter membership .
10. To improve and enhance communication through the chapter website.

Membership

Types of Membership:

1. Active/Professional: Individuals occupationally or professionally involved in the practice of Infection Control and/or Epidemiology. May vote, hold office and serve on committees.
2. Associate/Business: Industry representatives, as well as those not actively involved in the practice of infection control and/or epidemiology. May not vote or hold elected office.
3. Institutional: Health care related institutions or agencies interested in fostering the purposes and objectives of the Association. Representatives receive the same benefits as Active members.
4. Student: Full-time student attending an infection control related program. May not vote or hold elected office. Applications for Student membership must be accompanied by a letter of attestation that you are a full-time student attending an infection control related program.
5. Silver Membership - Retired: Neither employed nor seeking employment in Infection Prevention and Control. Non-voting membership
6. Non-members/Guests: May attend the meetings for a cost of $15.00 per meeting. May be waived at the discretion of the executive; for example, during a membership drive. May not vote or hold elected office.

Meetings

Five meetings will be held each year during the following months; February, April, June, September and November. The February meeting may be a meeting via video conference due to winter weather conditions. 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. Should quorum not be achieved, meetings may proceed with information and discussion, however decisions or votes will be deferred until quorum can be established (either at the next scheduled meeting, at a special meeting called by the President, or by other appropriate means including electronic).

Voting

• Decisions are made by consensus whenever possible. When consensus is not reached, and the President determines that a formal decision is required, a simple majority of voting members will constitute approval of a motion.
• Where quorum has not been achieved, the vote can be undertaken electronically. In such cases, the President will distribute electronically to all members in good standing sufficient information to enable a reasonable person to come to a decision. Votes will be received electronically by the President within a specified time frame, and the total number of votes received (for and against) must achieve quorum for the results to stand. The President will communicate to all members the results of all electronic votes.

Fees

• Fees for the next calendar year are collected by CHICA-Canada and are due by December 31st of each year.
• The fee is set by CHICA-Canada at $25.00 per year.
• The officers may seek assistance from the members by forming a subcommittee with the officer as Chair

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 CHICA-SWO meeting.
   • Attend the annual CHICA-Canada Convention as a representative of CHICA-SWO, 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.
   • 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.
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 Coordinator.
   • Act as CHICA-Canada Standards and Guidelines Committee distant member.
   • Act as Liaison with CJIC (The Canadian Journal of Infection Control).
   • 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 CHICA-SWO.
   • Act as facilitator of the Long Term Care interest group within the chapter.
   • Act as CHICA-Canada Long Term Care Committee distant member.
8. Infection Control Ontario (ICO) Representative
   • An ad hoc position of the CHICA-SWO executive, to be selected from the membership for a two-year term commencing in January.
   • Represent membership of CHICA-SWO 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 CHICA-SWO 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 Coordinator, 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 Membership Services Office 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.