Kitigan Zibi Health and Social Services Advisory Council

Kitigan Zibi Health and Social Services Advisory Council December 2010

TABLE OF CONTENTS Sections Page 1.0 Objective of Health and Social Services Advisory Council... 1 2.0 Kitigan Zibi Anishinabeg/Health and Social Services (KZHSS) Mission Statement... 2 3.0 Kitigan Zibi Health and Social Services (KZHSS) Vision... 2 4.0 Kitigan Zibi Health and Social Services (KZHSS) Philosophy... 2 5.0 General Role of Health and Social Services Staff... 3 6.0 Mandate of Health and Social Services Advisory Council:... 4 7.0 Composition... 5 8.0 Term of Office... 6 9.0 Seat of Office... 6 10.0 Elections for Vacancies:... 6 11.0 Removal and Vacancies from Office:... 7 12.0 Restriction to Composition... 7 13.0 Election Procedures... 8 14.0 Mandatory Training for Advisory Council Members... 9 15.0 Health and Social Services Advisory Council Meetings... 9 16.0 Special meetings... 11 17.0 Role of Chairperson... 12 18.0 Role of Director of Health and Social Services... 13 19.0 Health and Social Services Advisory Council Mandated Travel... 13 20.0 Policies... 14 21.0 Financial Accountability... 15 22.0 Administrative Responsibilities... 16 23.0 Activity Planning Requirements by the Health and Social Services Advisory Council... 17 24.0 Health and Social Services Advisory Council Stipend... 17 25.0 Amendments... 17 Glossary of Terms... 18

1.0 Objective of Health and Social Services Advisory Council 1.1 The Health and Social Services Advisory Council is established in order to provide an opportunity for increased community input and involvement in the coordinated and planned delivery of health and social services. 1.2 The goal of the Health and Social Services Advisory Council is to involve and allow for community representative participation in providing recommendations in regards to the delivery of health and social services which shall enhance the mental and physical well being of all community members. 1.3 The Advisory Council Members shall be duly elected by the Community membership who are 18 years and older. The Advisory Council is an active partner who shall provide input in regards to community expectations, needs and concerns to the Health and Social Services Director and to the Kitigan Zibi Anishinabeg Band Council. 1.4 The objective of the Health and Social Services Advisory Council is to assist in ensuring that the integrity, the effective management and confidentiality of Health and Social Services are maintained. Due to the nature and possible gravity of specific files, Advisory Council members cannot interfere with social services or require the Director of Health and Social Services or frontline workers to disclose confidential files protected by law. December 2010 1

2.0 Kitigan Zibi Anishinabeg/Health and Social Services (KZHSS) Mission Statement 2.1 The Kitigan Zibi Anishinabeg through the strength of its people and through the principles of cooperation and coordination by its community service sectors, shall strive for a healthy community, with each sector developing and implementing specific goals through a process which supports the community s strategic process. 3.0 Kitigan Zibi Health and Social Services (KZHSS) Vision 3.1 The Kitigan Zibi Health and Social Services Sector shall aim to provide the highest quality service standards in all areas of its designated activity. In order to better serve community members, Kitigan Zibi Health and Social Services focuses on compliance with the health standards and respect for the fundamental rights and freedom of individuals. 4.0 Kitigan Zibi Health and Social Services (KZHSS) Philosophy 4.1 Health is the optimal functioning of the body, mind and spirit, not merely the absence of disease. The Kitigan Zibi Anishinabeg Health and Social Service Advisory Council principles are based on attitudes, beliefs and concepts of what a health care system should do which is: 2 December 2010

To provide adequate and acceptable levels of health care To maintain open lines of communication with Kitigan Zibi Anishinabeg community members 4.2 In order to enjoy a healthy lifestyle, one must live in balance and harmony with their mind, spirit, body and their environment, which are the basic components of traditional holistic healing practices. 4.3 The concept of providing a setting for a holistic healing environment is paramount in the plans for the community health care delivery system of the Kitigan Zibi Anishinabeg community. 5.0 General Role of Health and Social Services Staff 5.1 Kitigan Zibi Health and Social Services Staff shall: 5.2 Be an integral part of the community and reflect the principle that the health and social services workers are there to ensure that the best practices and standards are adhered to. 5.3 Work in partnership with the community through regular dialogue in order to establish local priorities for health and social services activities and by securing community support to carry out such activities. 5.4 Provide the community with a high quality of services designed to achieve physical and mental health and well being within the community; and do so with sensitivity to the particular needs of women, children and elderly. December 2010 3

5.5 Focus on identifying local health and social problems and address their underlying causes while providing rapid responses. 5.6 Work to reduce health concerns. 5.7 Work in partnership with other agencies that provide services to the Kitigan Zibi Anishinabeg community members. 5.8 Aim at maintaining and/or restoring family systems and carrying out interventions with this objective in mind. 5.9 Conduct oneself so as to maintain the public s trust and respect by adopting strict standards or professional ethics that will ensure freedom from misconduct and corruption, by being impartial in the enforcement of laws and by being free from undue political or other influences. 5.11 Be accountable to the community, both formally through established democratic mechanisms (KZA Band Council) and informally through public dialogues. 6.0 Mandate of Health and Social Services Advisory Council: 6.1 The mandate of the Health and Social Services Advisory Council is: to make recommendations in regards to the improvement of the health and social services in general to assess the services provided on a regular basis to establish priorities for action 4 December 2010

to inform the Kitigan Zibi Anishinabeg Band Council and the Director of Health and Social Services of the results of the work done by the Health and Social Services Advisory Council and prepare and present an annual report to the community to assist in the preparation of a semi-annual action plan according to the priorities identified by the Kitigan Zibi Health and Social Services Director to review and recommend for approval the health and social service annual organizational/operational plan to participate in staffing to participate in the development of criteria for evaluating the performance of the KZHSS within the established and regulatory framework. to assist the Director of Health and Social Services in implementing a communication plan on health and social services for the community and make any other recommendations applicable to the effective administration and operations of the health and social services. to respect confidentiality and due process in health and social matters. 7.0 Composition 7.1 The Kitigan Zibi Health and Social Services Advisory Council shall be composed of three (3) registered Kitigan Zibi Anishinabeg members eighteen years or older. 7.2 Two of the three members of the Advisory Council shall constitute a quorum regardless if a vacancy occurs before the next election. December 2010 5

7.3 Members running for the Kitigan Zibi Health and Social Services Advisory Council should have a good understanding of the operations of the health and social services sector. 7.4 One member of the Kitigan Zibi Anishinabeg Band Council who holds the portfolio for Health and Social Services will be a non-voting ex-officio member and shall chair the Health and Social Services Advisory Council. 7.5 Community members elected to sit on the Health and Social Services Advisory Council are not entitled to sit on other community Advisory Councils. 8.0 Term of Office 8.1 The term of office for the Health and Social Services Advisory Council is three years. 9.0 Seat of Office 9.1 The seat of office for the Health and Social Services Advisory Council will be 8 Kikinamage Mikan Mikan (Health Centre) Kitigan Zibi Quebec. 10.0 Elections for Vacancies: 10.1 Elections for vacancies shall not be filled if quorum is maintained. 6 December 2010

11.0 Removal and Vacancies from Office: 11.1 Kitigan Zibi Health and Social Services Advisory Council members may be removed by Kitigan Zibi Anishinabeg Band Council Resolution for any of the following reasons: A) Failure to attend three consecutive meetings. Meetings must be attended in person at the designated seat of office. B) Written resignation of Health and Social Services Advisory Council member C) Fails to work in the best interest of community D) The Health and Social Services Advisory Council member dies E) The Health and Social Services Advisory Council member is otherwise unable to fulfill the terms of office F) Is convicted of a criminal offence during the term of office. G) Where there is a clearly defined conflict of interest that is presented to the Kitigan Anishinabeg Band Council the Band Council shall review the conflict of interest and shall render its decision in regards to this issue within 10 days of having reviewed the situation. 12.0 Restriction to Composition 12.1 Immediate family members of the KZHSS Director cannot run for office. Immediate family is highlighted in the glossary of terms. 12.2 Full time employees of the KZHSS can not run to sit on the Health and Social Services Advisory Council. December 2010 7

13.0 Election Procedures 13.1 Nominations and elections will be held on dates to be confirmed by the Band Council. 13.2 The Kitigan Zibi Anishinabeg Band Council will appoint an electoral officer through Band Council Resolution for the nomination and election of the Health and Social Services Advisory Council. The Electoral Officer will recruit deputy electoral officers as required. 13.3 Other general rules for the election are: a) Notice of nomination and elections for the Health and Social Services Advisory Council must be circulated in the community for a minimum of five (5) working days prior to a nomination meeting being held. b) The nomination session shall be for a maximum duration of two (2) hours (10:00 am to 12:00 pm). c) Elections will be held one week following the nominations. d) The election (voting) shall be for a period of six (6) hours (9:00 am to 3:00 pm). e) Voting shall be by secret ballot and will be held at one Band Council designated location in the KZA community. f) Voting shall only take place at the designated location within the community and email or mail-in voting shall not be accepted. g) Proxy voting and/or advance voting shall not be permitted. h) All duly registered KZA members 18 years or older are entitled to cast a vote. 8 December 2010

i) An appeal in regards to the nomination or the election procedures may be forwarded to the KZA Band Council within 48 hours of the nomination or election having been held. The KZA Band Council on receipt of the appeal shall set up an appeal committee composed of three (3) KZA members who are not in conflict of interest with the appellant(s). The appeal committee shall have a maximum of 15 days to render in writing its decision in regards to the appeal. The decision shall be binding on all parties. 14.0 Mandatory Training for Advisory Council Members 14.1 All duly elected Health and Social Services Advisory Council members must follow the training session on the administrative procedures, agreement requirements and role and responsibilities of a Health and Social Services Advisory Council. 15.0 Health and Social Services Advisory Council Meetings 15.1 The first meeting of the Advisory Council shall be held no later than ten (10) days after its election. The Band Council portfolio holder shall give notice to each newly elected member of the Health and Social Services Advisory Council advising them of: the date, time and location of the first meeting. Subsequent meetings shall be held on established dates and times as per agreement at the Advisory Council meeting. December 2010 9

15.2 No member of a Health and Social Services Advisory Council may be absent from more than three (3) consecutive Council meetings 15.3 The Kitigan Zibi Anishinabeg Band Council Health and Social Services portfolio holder shall preside over all meetings and assume the role of chairperson. 15.4 The Health and Social Services Advisory Council members shall fix the date, time and place for regular subsequent meetings. 15.5 A minimum of twenty four (24) hours written notice is required for all meetings 15.6 The Health and Social Services Advisory Council shall meet once per month. 15.7 All formal recommendations of the Kitigan Zibi Health and Social Services Advisory Council shall be made by consensus when possible or majority vote where consensus is not possible. 15.8 The Director of Health and Social Services shall be present for all Advisory Council meetings and shall present technical/ administrative information as requested and required. 15.9 Any member of the Health and Social Services Advisory Council may request the revoking of the status of a meeting if he/she feels that not enough effort was made to notify members of the date, time and location of a meeting or the individual was not deliberately contacted. This request must be done in writing to the Kitigan Zibi Anishinabeg Band Council within two (2) working days after such meeting. 10 December 2010

15.10 If the request is found justified by the Kitigan Zibi Anishinabeg Band Council, that particular meeting status will be revoked 15.11 The Director of Health and Social Services shall participate in all duly convened Health and Social Services Advisory Council meetings but will not have voting status. 15.12 Kitigan Zibi Anishinabeg Band Council members are exofficio members of the Health and Social Services Advisory Council and may attend any scheduled meeting. 16.0 Special meetings 16.1 A special meeting may be called upon the request of two of the three elected members 16.2 At a special meting, only matters pertaining to the reason the meeting was called for shall be discussed 16.3 When required, the Health and Social Services Advisory Council may consult a resource person who could, depending on the issue to be addressed, participate in the meeting for advisory purposes only. This resource person is not a permanent member of the Health and Social Services Advisory Council. Any fees in regards to accessing a resource person must have the documented pre-approval of the Director or the KZA Band Council before any commitment is made. 16.4 The Health and Social Services Advisory Council will hold at least one community meeting annually. Formal notice of the date, time and location of this meeting shall be posted thirty (30) days prior to such meeting. Such community meetings shall ensure to have as a minimum the following: December 2010 11

Established agenda Brief common rules of engagement Not deal with individual issues (personal) Be guided by mutual respect at all times 16.5 A member of the Health and Social Services Advisory Council may be required to be at the Community Band Meetings to address general questions related to Health and Social Services issues. 17.0 Role of Chairperson 17.1 The chairperson is responsible for maintaining order and decorum during meetings of the Kitigan Zibi Health and Social Services Advisory Council 17.2 The chairperson shall ensure that minutes of all meetings are recorded and entered as Minutes of Proceedings. All minutes of proceedings shall be read, approved and signed at the subsequent meeting. 17.3 The chairperson shall ensure that all non-confidential portions of meeting minutes which are adopted are made available to KZA members which may request to review such minutes. 17.4 The chairperson shall ensure that pertinent recommendations are forwarded to the Director of Health and Social Services and to the KZA Band Council. 17.5 The chairperson may participate with the Director of Health and Social Services in the Health and Social Service sector budget preparation, negotiation and presentation. 12 December 2010

17.6 The chairperson is responsible to ensure that the Health and Social Services Advisory Council reviews all relevant policies on an annual basis and submits any proposed amendments in writing to the KZA Band Council 18.0 Role of Director of Health and Social Services 1.1 The role of the Director of Health and Social Services is to assist the Health and Social Services Advisory Council members in their responsibilities by providing statistical data on services, prevention, incoming calls, and types of health and social services issues in the community. The Director of Health and Social Services will provide a periodic report to the Health and Social Services Advisory Council on the health and social conditions of the community. The report shall not compromise the administration of justice and health safety while maintaining confidentiality. 19.0 Health and Social Services Advisory Council Mandated Travel 19.1 Any member of the Health and Social Services Advisory Council mandated by the Band Council to travel on official Advisory Council business shall be required to present a written report at the next meeting. This report shall be attached to the meeting minutes. Travel may only be authorized for exceptional reasons. December 2010 13

19.2 Any member of a Health and Social Services Advisory Council who is also an employee for the Kitigan Zibi Anishinabeg must seek approval from their respective Director to leave their employment for Health and Social Services Advisory Council business. Not all Health and Social Services Advisory Council travel shall be authorized nor shall it be considered as overtime work if it is approved. The decision to approve shall be dependent on the employee s responsibilities, work load and current activities pertaining to their position. 19.3 Travel leave forms for employees must be signed by the Director of Health and Social Services and the respective Director for whom the employee works for prior to any travel confirmation 19.4 Employees who do not receive authorization from their Sector Director to leave for Advisory Council business will be required to use their personal leave. 19.5 The Health and Social Services Advisory Council is subject to all the terms and conditions set out in the Kitigan Zibi Administrative, finance and other relevant policies. 20.0 Policies 20.1 The Health and Social Services Advisory Council shall be responsible to ensure that the following areas are governed by duly approved policies which all community members shall be made aware of and; a) shall be responsible to ensure the recruitment and hiring of staff are in compliance with the Kitigan Zibi Human Resource Policy and Service Agreements 14 December 2010

b) shall recommend appropriate measures to the Kitigan Zibi Anishinabeg Band Council for the improvement of Health and Social Services and may recommend the addition of policies and/or strategies for the purpose of public health. c) may consult other service agencies for technical assistance or advisory and administrative compliance purposes. d) shall forward to the Kitigan Zibi Anishinabeg Band Council appropriate agreements and recommendations for policy development, changes, or amendments e) all internal policies shall be reviewed annually and recommendations for amendments shall be presented to the Kitigan Zibi Anishinabeg Band Council at least thirty days prior to their possible acceptance and adoption. 21.0 Financial Accountability 21.1 The fiscal year shall begin April 1 st of each year and end March 31 st the following year It is the role of the Health and Social Services Advisory Council to ensure that the Health and Social Services Budget: i) is prepared and approved in accordance with the Kitigan Zibi Administration/Finance Policy and funding agreements and are subject to sound accounting practices December 2010 15

ii) is balanced and does not project deficits iii) is prepared by the Director of Health and Social Services and reviewed by the Health and Social Services Advisory Council. All operating budgets of the Health and Social Services Sector are subject to Band Council approval through a duly adopted resolution. iv) is subject to annual audits by a firm selected by the Kitigan Zibi Anishinabeg Band Council 21.2 All funds budgeted for health and social services shall be utilized for the on-going operation, maintenance and enhancement of health and social service programs. 21.3 The Director of Health and Social Services is accountable to the Kitigan Zibi Anishinabeg Band Council for the Health and Social Services Sector budget. 22.0 Administrative Responsibilities 22.1 The Director of Health and Social Services shall receive operational authority from the Kitigan Zibi Anishinabeg Band Council by way of policies/ resolutions. 22.2 The Health and Social Services Advisory Council shall develop and maintain regular communications with the Kitigan Zibi Anishinabeg Band Council and the community. This shall be done for the Band Council via a quarterly written report in regards to activities carried out as well as a joint session every 6 months. Communication with the community shall be through flyers on a needs basis and through the annual community meeting. 16 December 2010

23.0 Activity Planning Requirements by the Health and Social Services Advisory Council 23.1 The activity plan is used by the Director of Health and Social Services to prepare the annual operational plan and should include: - clearly defined objectives - anticipated results of operations - appropriate course of action to attain results - a record of the information required to monitor and follow up on results - a means to measure the results and report on the services provided - a defined strategic planning, monitoring and accountability measures 24.0 Health and Social Services Advisory Council Stipend 24.1 The Health and Social Services Advisory Council members shall receive a monthly stipend of $25.00. This stipend will be distributed on the first day of every month. No advance distributions will be made for whatever reason.. 25.0 Amendments 25.1 This document is subject to amendments from time to time by the Kitigan Zibi Anishinabeg Band Council. December 2010 17

Glossary of Terms Band Council Conflict of Interest Confidentiality Director of Health And Social Services Immediate Family Spouse Stipend Duly elected Kitigan Zibi Anishinabeg Band Council Whereby private or personal considerations may directly or indirectly affect one s judgment in acting in the best interest of KZA Health and Services stability Unless otherwise specified, all records held by Health and Social Services either electronically or on paper, and any other information the sector acquires in the course of their duties are considered confidential information. Confidential information may not be disclosed except as required through a legal obligation Administrator delegated by the KZA Band Council to manage and oversee the KZA Health and Social Services Refers to spouse, father, mother, child, and step-child father/mother in law, sister/brother in law, sister or or brother, child of spouse, grandparent, grandchild, aunt, uncle, niece, nephew or first cousin Includes common law spouse or any individual that has cohabitated with the individual for at least one (1) year Stipend made available as per this document and the KZA Finance Policy 18 December 2010

KITIGAN ZIBI ANISHINABEG P.O. Box 309, Maniwaki (Quebec) J9E 3C9 Tel: 819-449-5170 Fax: 819-449-5673 Website: kza.qc.ca