Terms of Reference 

DEAN
Durham Elder Abuse Network

Vision:  All Seniors in Durham Region live with dignity and respect in a safe environment.

Mission: to be leaders in the development of an integrated and collaborative strategy to address the prevention of elder abuse in Durham Region through networking, information sharing, raising awareness and advocacy.

Accountability: members of an agency are accountable to their agency and or governing body. All members of Durham Elder Abuse Network are expected to conduct themselves in an ethical manner, to uphold the mission and vision of DEAN and respect the principals of confidentiality as defined in Personal Health Information and Protection Act.

Network Membership: Every effort will be made to ensure that there is representation from community organization and individuals from diverse background from all across Durham Region. Members may include but not limited to health, social services, justice, ethno cultural, seniors, housing, faith, financial, and education sectors. Members can either be “core members” who actively participate in monthly meetings, receive minutes, agendas, voting rights on financial decision and or DEAN related decisions, or Supporters who will not have voting rights or decision making privileges but will receive education opportunities DEAN highlights Supporters do not commit to monthly meetings.

Confidentiality: It is expected that all members of the Network will adhere to a strict code of confidentiality. All client based information will be kept confidential. Core members will be asked to sign a confidentiality agreement. Every effort will be made to insure confidentiality.

Core Members:- The core members will carry out the obligations pertaining to DEAN. The core members will ensure that all members of the network are kept informed of their activities on a monthly basis. Core members must attend a minimum of six meetings per fiscal year to ensure their status. Core members may substitute with notice a representative from the agency that they represent to attend a DEAN meeting on their behalf. Core members will have voting rights as they pertain to DEAN decisions.

Supporters: Individuals or organizations that support the mandate of DEAN, but do not commit to monthly meetings. Supporters do not have voting rights or receive meeting minutes and or agendas. They can receive updates and education opportunities.

Quorum: The Durham Elder Abuse Network is aware that not all Core Members are able to attend all meetings, but recognizes that issues of financial or other matters may require a motion. Therefore a quorum of half plus one of its current core membership is needed at a network meeting in order for a motion to be passed. If quorum is not present the motion will be deferred. The Chair or Vice Chair can then put forward an e-mail motion on which members can vote. 

Frequency of Meeting: Meetings will be held on the 4th Thursday of each month with the exception of December, July and August.  Other meeting can be called at the discretion of the Chair.  Meeting locations will rotate throughout all of Durham Region. 

Sub Committees - Sub Committees are created as required and consist of core members. Sub Committees can determine frequency of meeting. Any and all updates will be shared ant monthly Network meetings.

  • Finance/fundraising committee - Consist of at least Chair, Treasurer, Vice Chair and 1 network members, for the purpose of maintaining and reviewing all financial transactions and donations related to the Network.
  • Outreach committee - education and health fairs - Consists of network members that are able to coordinate be present at community functions on behalf of the Network
  • Emergency housing committee - Chair, and network members with a vested interest in emergency housing or have emergency housing beds available. 

Ad hoc committees – Can be added when necessary

Funds - Financial decisions require approval by the core membership and minutes at monthly meetings prior to funds being allocated. Funds are managed through the designated charitable organization.  The charitable organization must receive the minutes with the approved motion prior to releasing funds.  All expenditures must be invoiced and submitted to the charitable organization as per their submission guidelines. 

Key Positions Responsibilities
Chairperson

  • Position open for election or volunteered
  • Two year term
  • Monthly time commitment 5-7 hours

Purpose - To facilitate and chair meetings of the Network’s Core Members. To act as the contact for members and external networks in all things regarding DEAN.

  • Chairs Network meeting
  • Approves agenda for all Network meetings
  • Facilitates/coordinates the development of annual goals and objectives and monitors implementation
  • Oversees the budget with the support of the Treasure, Vice Chair and Network
  • The Chair is a resource and contact person for sub-committees or working groups
  • Approves agendas and minutes of any committee meetings before their distribution.

Vice Chair

  • Position open for election or volunteered
  • Two year term
  • Monthly time commitment 3-5 hours

Purpose - To provide support to the chair, core members and Network as required.

  • Attends all network meetings
  • Understands the responsibilities of the chair and be able to perform these duties in the chairs absence
  • Supports the Chair with the development of annual goals and objectives and monitors implementation
  • Assists with the budget along with the chair, Treasurer and Network.

Treasurer

  • Position dedicated to a charitable organization that is incorporated.
  • Two year term
  • Monthly time commitment 3-5 hours

Purpose - To manage and report on the Network Finances

  • Attends all network meetings
  • Presents financial report at monthly meetings
  • Monitors finances and ensures accurate tracking, monitoring, and accountability of funds.
  • Assists with all budget items along with the Chair, Vice Chair and Network
  • Reviews budgets related to grants and donations with Chair and Vice Chair
  • Acts as a liaison between the charitable organization and DEAN network in all things relating to finances
  • Sits on the Finance and Fundraising sub committee

Secretary

  • Position open for election or volunteered
  • Two year term
  • Monthly time commitment 3-5 hours

Purpose - To prepare and maintain the official documents of the Durham Elder Abuse Network. To prepare, maintain and coordinate an official list of all core and supportive members.

  • Attends all Network meetings, takes minutes, prepares and circulates agendas and minutes, room bookings ect. as needed.
  • Ensures accurate records of all Network meeting are kept
  • Ensures that files and records are in good order
  • To maintain, coordinate and expand core membership of the Durham Elder Abuse Network
  • To maintain, Coordinate and expand supporter membership list and distribute all communications accordingly.
  • To advocate and approach organization to be part of the Network

 

Other stakeholder who may support DEAN
Elder Abuse Advisor

  • Region of Durham designated position
  • May attend all Network Meetings
  • May provide education to the network on quarterly bases or as requested.
  • May provide a monthly report on the case statistics.
  • May participates in sub committees
  • Acts as a resource and referral for Network membership
  • Monthly time commitment 5-7 hours

Durham Regional Police

  • Senior Support Coordinator Durham Regional Police Designated position
  • May attend all Network Meetings
  • May provide a monthly report on case statistics
  • Acts as  a referral source for Network membership
  • May participates in sub committees
  • Provides education to network on quarterly bases or as requested.
  • Monthly time commitment 3-5 hours per month

ONPEA (Ontario Network for the Prevention of Elder Abuse) Representative

  • May attend all Network Meetings
  • May provide a monthly report to the Network on ONPEA
  • Referral and resource for the Network membership
  • May participate in Sub Committees
  • Monthly time commitment 3-5 hours 

 

Terms of reference – These will be reviewed annually and updated as required.