Terms of Reference

Mandate

The Central East Association for Smoking Elimination (CEASE) will:

  • Unite a variety of healthcare providers in the Central East Local Health Integrated Network (CE LHIN) to promote best practices,
    through advocacy and the dissemination of information, that help clients quit smoking
  • Collaborate to minimize duplication of efforts around tobacco-related issues in CE LHIN
  • Be a strong voice that supports non-smoking efforts at a public information level

Membership

Membership of the Central East Association for Smoking Elimination should include, but is not limited to, the following areas of experience: Medicine, Nursing, Pharmacy, Dentistry, Social Work, Addictions, and Advocacy.

CEASE should also represent a cross section of the following groups: healthcare professionals, industry, and research/academia sectors.

The Chairperson of the Association, who shall be a member of CEASE,
shall be appointed by the Executive Committee.

If members are part of a professional association, they are required to be in good standing.

Responsibilities of All Members

All Members have a responsibility to participate ethically in the Association.
Members are valued as professionals, on the basis of their individual expertise, and they are not to represent the sole interests of their firms or organizations.

They are to serve in the best interests of Durham Region residents. As qualified experts, members – based on their expertise and declared affiliations and interests – may be asked to participate in a CEASE Subcommittee or may choose to participate in Association initiatives as an external advisor, honorary member, supportive colleague or media contact.

Specific responsibilities of all CEASE members include:

  • observing all Terms of Reference and CEASE protocols
  • considering information that is relevant to the CEASE mandate, this may include information that the Association has received from the public
  • during a public input process, for instance, through meetings, interviews, public forums, or in writing
  • providing the Secretary and Chairperson an accurate statement of their affiliations and interests relevant to the CEASE mandate

Frequency of Meetings

Association meetings shall be held not less than 3 times per year, within Durham Region.

Notice of meetings will be issued in writing by the Secretary. Meetings will be scheduled by the Chairperson and will accommodate as much as possible the schedules of CEASE members.

Subcommittee meetings shall be held at the discretion of subcommittee members.

Confidentiality

Every member of the Association may be requested to sign a confidentiality agreement before participating in CEASE business, as a member, invited guest, observer, or resource person. The agreement prohibits the disclosure of any protected information received through participation in the committee, including information received orally or in writing.

The Chairperson will ensure that everyone participating in CEASE meetings, telephone discussions, e-mail exchanges, or any other another form
of communication has received clear instructions on the confidentiality of the proceedings.

Reporting Procedures

The Secretary shall circulate the minutes of meetings to all members of the Association.
Formal reports will be published on the CEASE Web site as soon as possible after the Association has approved the content. Formal reports will be non-attributable and will not refer to comments made by individual members or the public. The Association will also respond to public inquiries about how the advice, combined with other information and scientific expertise, led to decision-making.

Network Deliberations

Decisions to be made at any meeting shall be determined by consensus.

Dissenting opinions will be taken into consideration by the Executive Committee in situations where consensus is not achieved, and the number of members in disagreement and their issues will be recorded. Subsequently, decisions of the Association will rest on the presence of a quorum among Executive Committee.
The quorum for the Executive Committee is determined to be one half of the Executive Committee plus one.

Resolutions in Writing

A resolution in writing signed by all members shall be as valid and effectual as if it had been passed at a meeting of the Association. This includes electronic signatures.

Responsibilities of the Executive Committee

The Executive Committee provides leadership and strategic advice in the management of CEASE
in Durham Region. The Executive Committee reserves the right to freely allocate funds up to $100 per month toward strategies that are consistent with the CEASE mandate. Additional spending will require approval by Association members.

Responsibilities of the Chairperson

In addition to all the responsibilities of an Executive Committee member,
the Chairperson is responsible for the following:

  • overseeing and chairing meetings
  • facilitating discussion among CEASE members
  • consulting with the Executive Committee to determine whether to limit the participation of members in a meeting, depending on the nature of the members’ affiliations or interests
  • communicating the confidentiality of CEASE proceedings
  • coordinating the work of the Association
  • supporting, in any other way, the CEASE mandate

If the Chairperson is unavailable, an appointed Co-chairperson assumes the role of Chairperson. Fulfillment of the role of Chairperson will be reviewed annually by Association members.

Responsibilities of the Secretary

In addition to all the responsibilities of an Executive Committee member,
the Secretary is responsible for the following:

  • acts as a liaison between the Executive Committee and Association members
  • acts a resource for Association members
  • works closely with the Chairperson
  • coordinates preparation of meeting agendas and minutes, records proceedings, prepares reports, and maintains any information about the Association, its mandate, or work
  • helps to prepare the committee member designated as media spokesperson, if appropriate
  • monitors and evaluates the efficiency and effectiveness of the Association; and carries out additional duties as appropriate in support of the Association

Responsibilities of the Treasurer

In addition to all the responsibilities of an Executive Committee member, the Treasurer is responsible for:

  • being familiar with accounting procedures in order to effectively manage CEASE finances
  • documenting receipts and records of transaction regarding the disbursement of money
  • providing a financial report to Association members on an annual basis or as requested
    by the Executive Committee

Subcommittees, Ad Hoc Advisors & Invited Guests

Subcommittee members will volunteer based on their interests and field of experience. Subcommittees may, with the knowledge of the Executive Committee, seek out ad hoc advisors, where necessary, to assist in its work. The Chair, in consultation with the Executive Committee, may invite individuals with particular expertise or experience to provide input on a specific topic or agenda item.

Specific responsibilities of subcommittee members include:

  • observing all Terms of Reference and CEASE protocols
  • being available and prepared to participate in subcommittee meetings
  • being available and prepared to attend public activities related to the CEASE mandate, if necessary
  • considering information that is relevant to the CEASE mandate, this may include information that the Association has received from the public during a public input process, for instance, through meetings, interviews, public forums, or in writing
  • providing the Secretary and Chairperson an accurate statement of their affiliations and interests relevant to the CEASE mandate Ad Hoc members and invited guests must follow the same rules and procedures as all members

The Central East Association for Smoking Elimination, as part of its advocacy role, will engage in communications to the general public and stakeholders. The Advocacy Subcommittee will be primarily responsible for drafting letters and communiqués on behalf of CEASE in this regard.

Prior to final release of any formal communication, the Advocacy Subcommittee will circulate a draft letter
to all members of the Association, requesting feedback by a specified date. Lack of response will be assumed
to indicate agreement with the content of the draft communication. If approval is required within seven days
or less, the CEASE Executive Committee will have the power to approve the draft communication
on behalf of the membership.

Process for Resignation

An individual member may withdraw his or her membership to the Association at any time by providing to the Executive Secretary and the Chairperson written notice of their intention to resign. The letter should state the effective date of resignation.

Review of the Network

The Executive Committee will review the mandate, activities, terms of reference and relevance annually
to ensure that it continues to meet ongoing needs. Recommendations for improvement will be considered
on an ongoing basis. The Executive Committee retains the prerogative to disband the Association following such review.