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IPAC Canada

IPAC Southwestern Ontario

IPAC - South Western Ontario

A Chapter of Infection Prevention and Control Canada – Prévention et contrôle des infections Canada



Terms of Reference pdf

The following terms of reference of this organization support and relate to the By-laws of Infection Prevention and Control Canada – Prévention et contrôle des infections Canada.

1. Purpose


To enhance the quality of health care across the continuum of care through knowledge exchange, building capacity, sharing experiences, ideas and information  for the purpose of infection prevention and control. This knowledge is further  enhanced through ongoing collaboration and networking among persons interested  in infection prevention and control (IPAC) with the goal of disseminating best  practices to increase patient/resident/client safety and reduce the risk of infection. 

2. Objectives


2.1 To promote and enhance IPAC expertise through individual and group activities  within South Western Ontario. 

2.2 To assist individual members in the development of their own IPAC program within  South Western Ontario. 

2.3 To hold multidisciplinary educational conferences or seminars to update knowledge in  IPAC. 

2.4 To support and assist with research/study activities and the publication of results. 2.5 To identify and compile IPAC measures that have proven effective in specific areas of  concern, including evidence-based practice guidelines, recommendations, position  statements, etc. that maintain safe, effective, and quality care. 

2.6 To promote communication with members of the healthcare team across the  continuum of care. 

2.7 To assist individual members in their professional development in the field of  infection prevention & control. 

2.8 To promote community awareness and understanding of the source of infection, the  mode of transmission, and the means of control. 

2.9 To act as an advocate for and increase awareness of IPAC practices and issues. 

3. Membership Dues


3.1 Chapter Members must be members of IPAC-PCI Canada. Chapter dues are payable  with IPAC-PCI national membership. A portion of the national membership dues will  be reimbursed to the chapter designated by the member. 

3.2 IPAC-SWO members are welcome to invite guests, to a maximum of two (2) Chapter business meetings, at a fee set by the Chapter. Guests wishing to attend  subsequent meetings will be encouraged to join IPAC Canada. Chapter dues are set  by IPAC-PCI Canada. 

3.3 The membership year shall be 12 months from the date membership is processed by  IPAC-PCI Canada. 

3.4 Membership renewal notices will be issued by IPAC-PCI Canada. 

3.5 IPAC-PCI Canada will issue a monthly listing of current chapter members and a listing  of those who have paid their fees in the period covered by the fee reimbursement  cheque. These will be sent to the Treasurer/Membership Director of the Chapter. 

3.6 Additional reasonable assessments may be levied on Chapter members by the  Chapter on approval of membership. 

4. Membership Categories

4.1 Chapter members are active, voting members of the chapter and IPAC-PCI Canada,  with the exceptions below. They may hold office in the Chapter. 

4.2 Student members have paid Student fees to IPAC-PCI Canada. They are non-voting. They may participate on committees but may not hold office in the Chapter. 4.3 Retired members have paid Retired fees to IPAC-PCI Canada. They are non-voting.  They may participate on committees but may not hold office in the Chapter. 4.4 The Chapter may choose to bestow Honorary or Life membership to a chapter  member based on criteria established by the Chapter. They are active, voting  members of the Chapter. 

4.5 A membership in the Chapter is terminated when: 

a) The Member, Student Member, or Retired Member dies or resigns; 

b) The Member, Student Member, Retired Member or Corporate Member  is expelled, or their membership is otherwise terminated in accordance  

with the articles or by-laws; 

c) The term of membership of the Active Member, Student Member,  

Retired member or Corporate Member expires and has not been  

renewed for a period of three months after expiry date; or 

d) IPAC-PCI Canada is liquidated and dissolved under the Canada Not-For Profit Corporations Act S.C. 2009, c.23 

5. Chapter Policies


5.1 The membership year is 12 months from the date membership is processed by IPAC PCI Canada. 

5.2 The fiscal year of the Chapter is January 1 - December 31. 

5.3 Minutes of Chapter meetings shall be distributed to members via email and copies  maintained on the Chapter website. Committee minutes are available to members  upon request. 

5.4 Correspondence and financial records shall be kept for a minimum of seven (7) years.  Audited financial statements, minutes and contracts are to be kept for the life of the  Chapter. 

5.5 Chapter policies will be reviewed every two years and revised as needed and will be available upon request.


5.6 The executive is not obligated to follow the TOR in the event of unforeseen  circumstance that prohibit Chapter functions, such as natural disaster or pandemic.  The membership will be notified of temporary adjustments to the TOR as per routine  communication methods. 

6. Executive


6.1 The Executive shall direct, manage, operate and govern the association, and all their  actions shall be subject to approval by the membership. 

6.2 Details of the Executive responsibilities are outlined under IPAC-SWO policies.  6.3 The Executive shall consist of: 

a) President 

b) President-elect 

c) Past President 

d) Secretary 

e) Treasurer/Membership Director 

f) Marketing and Communications Coordinator 

g) Webmaster 

h) Education Committee Co-Chairs 

i) Non-Acute Care Representative 

6.4 Additional positions may be added with the approval of membership.  6.5 Positions may be combined except for the positions of President, President-elect and  Past President. 

7. Term of Office


7.1 The term of office of the President shall be two (2) years. 

7.2 The term of office of the President-elect shall be one (1) year.  

7.3 The term of office of the Past President shall be one (1) year.  

a) In the absence of President-elect, the Past President assumes the position of  President if the President is unable to fulfill the term of office. 

7.4 The term of office of all other positions on the Executive shall be two (2) years with  eligibility for re-election. 

7.5 Terms commence January 1st. The outgoing Executive members will coordinate  a smooth transition to the incumbent. 

7.6 Should vacancies occur during this term of office, the Executive shall fill such vacancy  by appointment until the next election is held. 

7.7 The members entitled to vote may, by resolution passed by at least two-thirds (2/3) of  the votes cast at a special meeting of members held for that purpose, remove any  member of the Executive before the expiry of his/her term of office. The members  

may then immediately elect a qualified successor to fill the vacancy for the duration of  the term in question. 

8. Election Procedure


8.1 Only current, voting members of IPAC-PCI Canada and the Chapter may be  nominated to the Executive.


8.2 Election of Executive members by ballot shall be held at the September Annual  General Meeting (AGM) and will be conducted by the President. The President elect/Past President sends out the call for nominations and collects them. 

8.3 Where only one name is presented for any office, the nominee is elected by  acclamation. 

9. Meetings


9.1 Executive Meetings: 

a) Executive meetings will be held at the call of the President.  

b) There will be a minimum of two meetings held per year.  

c) Meetings may be held virtually, by teleconference or in-person.  

d) There must be a quorum of Executive members present to hold an  

Executive meeting. 

e) Items brought forward to the Executive meeting for decision must be voted  on by those members of the Executive who are present at the meeting. 

f) A summary of minutes, recommendations and approved motions will be  presented at the next Chapter Business meeting and recorded in the  

Chapter Business meeting minutes. 

9.2 Chapter Business Meetings 

a) A minimum of four (4) Chapter Business meetings will be scheduled each year. b) The Annual General meeting will be held at the September Chapter Business  meeting. 

c) Location of meetings are decided at the discretion of the Executive.  

d) Meetings will primarily be held face-to-face with a minimum of one (1) per  year offered by webinar or teleconference as available and accessible by  


e) Each meeting will endeavour to include an educational component. 

f) Minutes of all Chapter Business, annual and special meetings will be kept by  the Secretary and disbursed to all members.  

g) Industry may exhibit, sponsor, or present at meetings in which an educational  component is also offered. Industry participation will be guided by policy and  procedures of IPAC-PCI Canada. 

h) Monies received by the Chapter from Industry vendors at the Chapter Business  meeting & Education Day, will be used to support Chapter members for IPAC  educational opportunities i.e., IPAC Canada National Conference.

10. Quorum


10.1 A quorum consists of 50% +1 of Executive members for Executive meetings and  5% +1 of voting membership for Chapter Business meetings. 

10.2 Where quorum has not been achieved, voting can be done electronically. In such  cases, the President will distribute sufficient information electronically to all  current members to enable a reasonable person to come to a decision. Votes will  be received electronically by the President within a specified time frame. The total  number of votes received must reach quorum for the results to stand. The president will communicate to all members the results of all electronic votes.

11. Committees


11.1 Education Committee – Details outlined under Chapter Policies and Procedures. 11.2 Ad Hoc – Ad Hoc Committees may be formed at the discretion of the Executive. 11.3 Representative to IPAC-PCI Canada Standing Committees and Interest Groups – 

Chapter members will be asked to represent the Chapter on various national  committees. Examples of such committees are: 

a) Education 

b) Standards & Guidelines 

c) Membership 

d) Dialysis Interest Group 

e) Long Term Care Interest Group 

f) Oncology Interest Group 

g) Pediatric Interest Group 

h) Mental Health Interest Group 

i) Prehospital Care Interest Group 

j) Healthcare Facility Design and Construction Interest Group 

k) Community Health Interest Group 

l) Surveillance and Applied Epidemiology Interest Group 

m) Environmental Health Interest Group 

n) Reprocessing Group 

In the absence of general chapter representation on these groups, IPAC-SWO Chapter  Executive will be appointed as representative. 

11.4 The chapter will make every attempt to have a Chapter member attend the standing  committee and interest group meetings held at the time of the IPAC-PCI Canada  National Conference. 

12. Amendments


12.1 Terms of Reference will be reviewed as deemed appropriate by the current executive  and/or at a minimum of every two years, and revisions approved by the membership.  All amendments to the Terms of Reference must be forwarded to the Executive  Director of IPAC-PCI Canada for final approval by the Board. 

12.2 These Terms of Reference may be amended at any Chapter Business meeting by  an affirmative vote constituting quorum, provided that the proposed  

amendments have been submitted in writing to the membership a minimum of  three (3) weeks prior to the meeting. 

12.3 Amendments to Chapter name require a 2/3 vote of those eligible to vote at the  meeting where this is to be decided, provided that the proposed amendment has  been submitted in writing to the membership a minimum of three (3) weeks prior to  the meeting. 

13. Dissolution


13.1 On the winding up or dissolution of the organization, funds or assets remaining  after all debt has been paid shall be transferred to IPAC-PCI Canada.

Last reviewed 2021