Family Advisory Council 

The Family Advisory Council:

• Operates in an advisory capacity, recommending on matters that impact Apotex residents and their families
• Works in partnership with families, residents and Baycrest staff
• Considers issues and concerns that may be relevant to all residents or a group of residents but is not a forum to resolve issues and concerns of one family or resident

The council is responsible to the president and chief executive officer of Baycrest.

The council represents Apotex families by:

• Acting as a liaison between families, staff and administration
• Maintaining two-way communication with family floor meetings through representation and reporting
• Working closely with other relevant Baycrest advisory councils on joint initiatives and concerns
• Meeting regularly with key Baycrest representatives to discuss and act on issues and initiatives that have impacted on or may impact on comprehensive and compassionate care
• Receiving and responding to reports concerning initiatives relevant to Apotex residents and families
• Establishing working goals and monitors results
• Suggesting, supporting and facilitating, in collaboration with Baycrest staff, education programs for family members
• Assisting and participating, when appropriate, in program and service planning for residents and families
• Advocating jointly, when appropriate, with administration and staff on relevant issues
• Participating in relevant education and orientation programs
• Participating, as requested, in recruitment of staff leadership positions

Family representatives also sit on Baycrest committees and task groups, as appropriate. The council will set up committees and task groups as they are needed.

Staff representatives of the advisory council include the director and medical director of Apotex who are non-voting members acting as administrative liaisons and fascilitators. Baycrest staff provide administrative support, and senior management and other staff members attend meetings as needed.

A maximum of six family representatives from each floor of the Apotex are members of the council.

Members of the council, if they choose to do so, may remain active after their family member or significant individual is no longer a resident of the Apotex.

Term of membership

Each member of the council commits to serving a minimum one-year term beginning on July 1 of that year and ending on June 30 of the following year. A new family member may join the council to fill an available position for the remainder of the term.

Criteria for membership

Members of the Family Advisory Council must have a family member or significant individual who is a resident of the Apotex when they first become a member.

Members agree to support both the mission statement of the council and Baycrest’s Values, Vision and Heritage Statement.

Members agree to regularly attend meetings of the council and family floor meetings, review materials and, as able, participate in task groups and committees.

If a member does not attend two consecutive meetings, a chair or administrative liaison may contact them to see if they are still willing and able to fulfill their responsibilities as a member of the council.

Families, residents or staff on each Apotex floor may nominate new members. Also, family members interested in becoming a council member may contact a chair or administrative liaison.

A chair or administrative liaison interviews prospective members and reports back to the council.

Executive

The executive of the Apotex Family Advisory Council is comprised of a chair and vice-chair. If necessary, there can be more than one chair or vice-chair.

Members of the executive (when they first become a member of the executive) must have a family member or significant individual who is a resident of the Apotex.

Members of the executive are selected by the council and affirmed at its June meeting for a one-year term, beginning on July 1 of that year and ending on June 30 of the following year. If, during this term, a position on the executive becomes vacant and there is no other member of the executive able and willing to assume this position, then the council at its next meeting selects and affirms one of its members to assume this position for the remainder of the term.

An individual may serve a maximum of three consecutive terms in a specific executive position.

After their executive term, an individual may continue to serve on the council as a member.

Regular council meetings are held at least nine times per year. Special meetings are held as needed.

Meetings are open to family members to attend as guests; however, those interested must make a request beforehand through a chair or administrative liaison.

The minutes are broadly circulated to families, relevant Baycrest councils, family floor meetings, the Program and Quality Committee of the Board, senior management and other appropriate Baycrest staff.

Recent Apotex Family Advisory Council minutes:

• Quarter 2 2023-2024 July to September
• Quarter 1 2023-2024 April to June

The terms of reference are to be reviewed bi-annually at the January meeting of the council and any necessary changes shall be made.