BY-LAWS

 BY-LAWS

1.0 Purpose

To facilitate the implementation, integration, and ongoing communications as it relates to health information and evidence based decision making in health care in Ontario.

Objectives

1.   To exchange information management strategies and to share best practices.

2.   To organize relevant educational sessions and networking opportunities.

3.      To ensure communication links with the relevant professional associations and organizations (i.e. CCO; Access to Care, LHINs, Ministry of Health/Long Term Care, Ontario Hospital Association, and others as relevant).

2.0 Membership

Membership is individual and based on a fiscal year (April 1st- March 31st).

Membership fees will be reviewed annually as required, and found in Appendix A.

Active Member

One who is employed by a health care facility and/or has an active health care affiliation.

Student Member

One who is actively enrolled in a college or university full time program.

3.0 Executive

The Committee shall be:

1.   Chair

2.   Vice-Chair (selected by Committee)

3.   Immediate Past Chair

4.   Treasurer/Conference Coordinator

5.   Communications Coordinator

6.   Education Coordinators (shared role with 2 executive members)

7.   Sponsorship/Marketing Coordinator

8.   Website /Technical Coordinator

9.   Member at Large (Discretionary Appointment)

10.CIHI Liaison (Ex-Officio)

11.Health Quality Ontario Liaison (Ex-Officio)

12.MoH/LTC Liaison (Ex-Officio)

13.CCO, Access to Care Liaison (Ex-Officio)

4.0 Duties of the Executive

Chair

1.   Call and conduct all Executive meetings/teleconferences.

2.   Ensure the By-laws are reviewed annually.

3.   Be a representative to relevant persons/organizations.  

4.   Manage the performance of the executive team.

5.      Send thank you emails with individualized feedback to conference presenters.

6.   Arrange business dinner meeting.  

Vice-Chair

1.   To assist the Chair in all his/her duties

  1.  
    1. Support the chair with ongoing functions as required
    2. Troubleshooting on education days.

2.   To represent the Chair in his/her absence.

3.   Act as a liaison to other conferences, events, and associations.

Past Chair

1.   Recruit and vet new Executive candidates (as required).

2.   Act as a liaison to other conferences, events, and associations.

3.   Assume the duties of Chair or Vice-Chair as required.

4.   Arrange for speaker gifts and coordinate door prizes.

 

 

 

Treasurer/Conference Coordinator

1.   Manage and record all business transactions during the term.

2.      Produce a financial report for each executive meeting, with an annual financial statement and budget at the February Executive meeting.

3.      Maintain and update the Membership List.

4.      Registration management and related tasks.

5.   Liaison with hotel staff regarding meeting rooms, accommodations and catering.

6.   Arrange for Education Day printing (evaluation forms and nametags).

Communications Coordinator

  1. Record all minutes of the Executive meetings/teleconferences.
  2. Distribute minutes and related documents in a timely fashion.

3.      Send annual membership notice and conference registration mass emails (May be shared with Education Coordinator). 

4.      Coordinate and post job postings.

5.      Coordinate UMNO broadcast messages.

Education Coordinator (plus second shared role with Technical Coordinator)

1.   Organize all programs as planned by the Executive.

  1.  
    1. Facilitate speaker contact and finalize education agenda
    2. Facilitate the MC for the education day

2.      Education day speaker liaison (obtain facility information regarding accommodations, AV equipment, internet access and parking internet).  Inform treasurer.  Provide parking passes to speakers along with thank you card at the end of their presentation.


 

Website/Technical Coordinator

  1. Oversee redevelopment of UMNO website.

  2. Coordinate communications with the webmaster for UMNO web site.

  3. Support member access to the website.

  4. Maintain company logo and welcome slides on website.

  5. Post the finalized education agenda on website.

  6. Update website on Educational day’s information and the additional information.

  7. Ensure speaker presentations are posted on the web site at least the week of the conference.

  8. Maintain UMNO Laptop and load presentations on laptop and flash drive.

  9. Trouble shoot any AV problems as arise throughout the conference.

Sponsorship, Marketing & Social Media Coordinator

  1. Solicit sponsors.

  2. Coordinate materials and needs with the educational coordinator.

  3. Prepare Sponsorship invoices.

  4. Create and manage social media outlets.

  5. Assist with the coordination of the evaluation summary at the end of education sessions and provide feedback to UMNO Executive (including scores and comments.

  1.  
    1. Provide Hotel specific feedback to Treasurer for follow up with Hotel.

    2. Provide Speaker feedback to Chair.

      Member at Large

1.     Learn executive role that one will be transiting to on the Executive.

2.     Other duties at the request of the Chair.

CIHI Liaison (Ex-Officio)

1.      Update and present to the executive and membership at large regarding new initiatives and the status of works in progress.

  1. Assist and contribute in educational day planning with relevant strategic work and initiatives.


 

Health Quality Ontario (HQO) Liaison (Ex-Officio)

1.      Update and present to the executive and membership at large regarding new initiatives and the status of works in progress.

  1. Assist and contribute in educational day planning with relevant strategic work and initiatives.

MOHLTC Liaison (Ex-Officio)

1.      Update and present to the executive and membership at large regarding new initiatives and the status of works in progress.

2.      Assist and contribute in educational day planning with relevant strategic work and initiatives.

CCO, Access to Care Liaison (Ex-officio)

  1. Update and present to the executive and membership at large regarding new initiatives and the status of works in progress.
  2. Assist and contribute in educational day planning with relevant strategic work and initiatives.

Liaison representative may be represented by a delegate as required.

 

5.0 Network's Commitment

1.   Two (2) ‘in-person’ education conferences and one (1) ‘virtual’ education session per year.

2.   Maintain online presence through website and social media outlets.

2.   Provide an annual financial statement.

 

 

Developed: March 1991
Revised: December 2000

Revised:  May 2005

Revised: 2008

Revised: 2014

Revised: June 2015

Revised: March 2017

 

Appendix A

Membership Fees 

  • Membership is individual

  • based on a fiscal year (April 1st- March 31st).

  • Active membership allows members to download previous educational presentations from website

  • Will be sent UMNO notifications to educational days and other related  information

    Active Member

One who is employed by a health care facility and/or has an active health care affiliation and has paid their membership fee for fiscal year.

  Fee: $50.00 

Student Member

One who is actively enrolled in a college or university full time program and has paid their membership fee for fiscal year.

Fee: $40.00 

 

Education Registration Fees

 

Early Registration

By Deadline

Members

$150.00

$160.00

Non - Members

$180.00

$190.00

Students

$105.00

$125.00

 

Due to space concerns at our Events UMNO will no longer be able to accommodate walk-in attendees.

 

Revised:March 2017

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