Terms of Reference for the Residence Committee

April 17, 2024

Terms of Reference for the Residence Committee.pdf

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 Introduction 

QUAIL’s mission is to protect and enhance our residents' welfare, defend and promote their rights and encourage greater social integration using all available resources in the community. We offer a home environment that allows our residents the ability and dignity to live independently with the support of family and community. 

Currently, we care for 6 permanent residents and offer short-term respite services for residents who stay at the home on an occasional basis. We work in partnership with provincial agencies and local community organizations to ensure that all residents have access to the services they need. 

Background 

The Residence Committee was established in 1994 to support QUAIL in its mission; providing ongoing advice and guidance to the QUAIL manager and Board with the aim of improving the quality of care, developing community engagement and generally enriching the lives of the residents. 

Membership 

The Committee is comprised of a minimum of 5 and a maximum of 7 members and will include: 

• The manager of QUAIL house 

• One other member of the staff at QUAIL house attending on a rotating basis 

• At least one member of the QUAIL Board 

• At least one person representing the family of a Resident or Respite client 

• A volunteer representative 

A representative from CISSSO’s Social Services group may also be invited to participate as a Committee member but their membership and regular participation are not mandatory. 

Other participants 

The Committee Chair, or Committee members with the consent of the Chair may invite others to attend Committee meetings from time to time to share their knowledge and expertise, or provide additional guidance to the Committee. 

Members will be invited to join the Committee. by the Chair and current members subject to the approval by the QUAIL board. 

Membership Term 

Initially, half of the committee members’ terms will be for a one-year term and half shall be appointed for a two- year term. Thereafter terms shall be for a period of two-years. The term of any member may be renewed by the Board. 

Roles and Responsibilities of Members 

Members are appointed because of their interests, expertise, and experience. They are expected to contribute views and ideas, in a spirit of collaboration, designed to support QUAIL and its staff in fulfilling their mission and enhancing quality of care. 

Members are expected to attend at least 6 meetings of the committee per year. 

Members must sign a confidentiality agreement and an acknowledgment of these terms of reference. 

Resignation and dismissal 

If a member wishes to resign from the committee, they will do so by letter to the Residence Committee Chair. 

The Board may dismiss a committee member at any time for breach of the confidentiality agreement, failure to attend more than three meetings a year, or if the Board decides to discontinue the residence committee or change its mandate. 

Selection and Role of the Chair and Secretary 

At the beginning of each calendar year Committee members will choose both a Chair and a Secretary from their numbers to serve for one year. 

The Chair will preside at all Committee meetings. There should be a close relationship between the Chair and QUAIL’s President. 

If any concerns or issues arise in relation to the Committee, the Chair will update QUAIL’s President as soon as reasonably possible. 

The Secretary will prepare an agenda and meeting summaries that do not contain any confidential information. 

Report to the Board 

QUAIL’s manager or their designate will report on the Committee’s activities at the Board’s regular meetings. 

Terms of Reference Review 

These terms of reference shall be reviewed by the Committee and the Board from time to time but at least every two years.