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Community Coordination Task Force for COVID-19 Vaccination Terms of Reference

Overview

The Community Coordination Task Force for COVID-19 Vaccination has been convened as part of local pandemic response and recovery efforts to ensure the secure, efficient and equitable delivery of the local COVID-19 immunization strategy. Specifically, the task force will ensure that:

  • Local planning both aligns with the Ontario COVID-19 Vaccine Distribution Task Force and Ontario's Vaccine Distribution Implementation Plan, but incorporates local context where appropriate
  • Local perspective is used to identify vaccination priorities, guided by the principles set out in the Ethical Framework for COVID-19 Vaccine Distribution
  • Immunization planning is coordinated between sectors, including clinical leadership, hospital, public health, primary care, pharmacy, home care; and leverages community-based assets and resources
  • Clear, accurate and culturally appropriate information related to immunization planning and delivery, and vaccine safety, is provided to the public to ensure transparency and maintain public trust

Role

The task force will exercise its planning capacities to perform the following key advisory roles:

  • Champion and provide strategic guidance into the local immunization strategy, drawing on organizational and sector expertise
  • Offer support to the identification and prioritization of local populations within the phased provincial Vaccine Distribution Implementation Plan
  • Provide advice into the communications and engagement plan for health care providers, priority populations and the general public
  • Receive status updates on vaccination progress, achievements and key milestones, and share information with other sector-specific organizations and community partners
  • Liaise and report regularly to Regional Council as the Board of Health

Appendix A: COVID-19 vaccine implementation operational roles and responsibilities

Government of Canada

  • Approve vaccines for use in Canada
  • Procure vaccines nationally
  • Distribute vaccines to provinces / territories
  • Provide National Advisory Committee on Immunization recommendations on prioritization of administration to the provinces / territories

Province of Ontario

  • Receive vaccine from Federal government
  • Set strategy for rollout across Ontario, including priorities for vaccination
  • Distribute vaccine to local hospitals, local public health agencies and pharmacies
  • Track vaccine and health care records management

Niagara Region Public Health

  • Distribute and administer vaccine to long-term care and retirement home residents
  • Distribute vaccine to primary care and other health sector partners (presumed)
  • Inspect cold chain for vaccine recipients (presumed)
  • Support hospital, primary care and pharmacies in operation of vaccine clinics
  • Prioritize based on local context, and plan for Phase 2 (expanded priority population) and Phase 3 (general population) rollout based on the Province's plan

Niagara Health

  • Receive and store Pfizer-BioNtech vaccine
  • Administer vaccine through hospital clinics to hospital staff, and other health care staff and essential caregivers (not open to the public)

Membership

The task force is comprised of leaders from key sectors that have planning accountability in the human service system, and provide services that have a significant impact on the administration and distribution of the immunization strategy. Membership on the task force is:

  • Board of Health Chair: Niagara Region - Regional Chair
  • Clinical leadership - family health: Associate Lead Physician, Portage Medical Family Health Team
  • Clinical leadership - vulnerable populations: REACH Niagara - Medical Director
  • Community and social services: Niagara Region - Commissioner, Community Services
  • Community health centre: Quest Community Health Centre - Executive Director
  • Developmental services: Bethesda Community Services - Chief Executive Officer
  • Francophone services: CERF Niagara - Executive Director
  • Home and community care: Hamilton Niagara Haldimand Brant Local Health Integration Network - Vice President, Home and Community Care
  • Hospital: Niagara Health - President and Interim Chief Executive Officer
  • Indigenous health: Indigenous Health Network - Member
  • Local Community Emergency Management Coordinator: Niagara Falls - Chief, Fire Department
  • Newcomer / refugee services: Fort Erie Multicultural Centre - Executive Director
  • Pharmacy: Pharmacists' Association of Niagara - President
  • Police services: Niagara Regional Police Service - Chief of Police
  • Primary care: Niagara Medical Group Family Health Team - Executive Director
  • Public health: Niagara Region - Medical Officer of Health, Public Health and Emergency Services
  • Public Health and Social Services Committee Co-Chair: Niagara Falls - Regional Councillor
  • Regional Community Emergency Management Coordinator: Niagara Region - Chief, Emergency Medical Services
  • Municipal services: Town of Fort Erie - Chief Administrative Officer
  • Municipal services: Town of Lincoln - Chief Administrative Officer
  • Municipal services: City of St. Catharines - Chief Administrative Officer
  • Municipal services: Niagara Region - Chief Administrative Officer
  • Municipal services (communications lead): Niagara Region - Director, Corporate Strategy and Innovation

Term

Members shall sit on the task force until Dec. 31, 2021, or immunization of the total resident population in Niagara reaches a critical threshold, as determined by the task force.

Chair

The Regional Chair shall appoint the inaugural Chair of the Task Force. The Chair shall preside at meetings.

Operational support

Staff from Niagara Region will provide data analytics, project management and communications support to the task force and other components of Niagara's COVID-19 immunization strategy.

Meetings

Meetings of the task force will be held bi-weekly or as deemed necessary by call of the Chair.

Participation by telephone or other communications facilities

A member may participate in a meeting of the task force by telephone or electronic means that permits all participants to communicate adequately with each other during the meeting. A member participating by such means is deemed to be present at that meeting.

Decision-making

The task force will endeavour to make all decisions by consensus.

Quorum

A simple majority of members present or participating via other means, based on the total number of members, shall constitute a quorum for the transaction of business at any meeting of the task force. If no quorum is achieved, decisions taken must be ratified at the next task force meeting where a quorum is achieved.

Media / communications

The Chair, in consultation with the Regional Chair and Director of Corporate Strategy and Innovation (as the Communications Lead), will make all public statements on behalf of the task force. Members shall direct any questions, concerns or media inquiries related to the task force to the communications lead who will coordinate a response with the Chair and Regional Chair.

Notice of confidentiality

Members agree that information shared or disclosed at meetings regarding all aspects of operational plans, processes and methods, logistics, supply control, communications, and / or any other materials or information which is not generally known to the public, shall remain confidential.

Meeting minutes and overview

Within one week of each task force meeting, members will receive confidential meeting minutes by email and a high-level meeting overview will be made publicly available on Niagara Region's website.

Review

If deemed necessary, the terms of reference will be reviewed at the call of the Chair.

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