Family Council in Long-Term Care Homes
Support and empower family members and friends involved in Family Councils at Long-Term Care Homes to advocate for residents' quality of life and improve care. Learn about the mission, structure, responsibilities, and benefits of Family Councils in Ontario.
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Presentation Transcript
LONG TERM CARE HOME LONG TERM CARE HOME FAMILY COUNCIL FAMILY COUNCIL
Family Council Ontario: A guide with full resources is available: Telephone: 647-427-5551 | Toll Free: 877-622-9968 | Email: info@fco.ngo| Website: www.fco.ngo Your Guide to Starting and Maintaining a Family Council The manual has been written to support the family members and friends who make up Family Councils as well as the Long-Term Care Home staff who work with Family Councils.
The LTC Family Councils mission is to (SAMPLE): Advocate on behalf of residents and staff to enhance the quality of life and surroundings of residents and staff. To improve the quality of life and care of all residents by promoting an atmosphere of sensitive caring and support among staff, friends, and family members of the residents of the Long Term Care Home. Mission Statement
Family Council is a group of family members and persons of importance to RESIDENTS (our loved ones) . A Family Council is a family-led peer support/mutual aid group. As members a CPIC (Police Check) is not required to sit on the Family Council Family Council members can volunteer in the Home and as a volunteer a CPIC will be required Family Council follows the LTC Act legislation. Who are we?
(3 slides) A Family Council handles group concerns, not individual concerns. Family members with specific concerns should speak to Long- Term Care Home staff and administration. Discuss group issues Example: What does the Home do to address falls of a resident Example: How is laundry managed in the home? What do we do if clothes get mixed up? What does Family Council do
( 2 slides) Advocate for Residents to improve their quality of life Become knowledgeable about the Home s operations, policies and rules. We discuss, resolve, advocate, Give families and friends a forum for sharing their experiences, learning and exchanging information in a respectful manner Meet 1x per month with members and staff What does Family Council do
(1 slide) a Staff Assistant that the Home appoints attends the Family Council at the request of the Family Council to assist the Family Council Family Council is an organized, self-led, self- determining, democratic group composed of family and friends of the residents of Long- Term Care Homes. It is a forum for learning It is a chance to express collective concerns What does Family Council do
( 2 slides) A Family Council is a specific kind of group, not just a collection of people. To become this kind of group, some conditions must be met. There must be a collection of people with all of the following characteristics: Come together regularly Interact with one another Share a sense of belonging or purpose When is a group a Family Council?
Have common goals and objectives that include improving the quality of life of all residents in the Long-Term Care Home and giving families a voice in decisions that affect them and their loved ones in the Home When is a group a Family Council? Have some structure, rules and methods of operation (Terms of Reference will be shown on later slides)
Meet our Long Term Care Team They will provide us valuable information on the workings of the Home (critical incidents, complaints, health and safety, programs and activities ..etc ) The Family Council is an autonomous family- led group where Home staff plays an important, supportive role. Build positive, healthy, open, transparent relationship to help us resolve issues with families Relationship with the Home
CHAIR: Follow up on issues/concerns relating to requests for Facility Administration action. Preside over meetings. The Chairperson will set the agenda with FC members and the Long-Term Care Home. Review Terms Of Reference annually with members as needed, and as new members join Executive Officers (positions can be shared and rotated for experience) CO-CHAIR: preside over meetings in chairperson s absence. Other duties may be assigned.
SECRETARY: The Secretary shall record the minutes of the meetings and ensure that a copy of the minutes is maintained as a permanent record in the Family Council Records binder to be kept in the possession of the secretary. Secretary role can be shared with another member Executive Officers (positions can be shared and rotated for experience)
Secretary role: (6 slides) How to prepare minutes of the meeting Family Councils are a forum to share the challenges and the successes of being a caregiver. These matters are confidential and it is important in taking the minutes to ensure confidentiality. This means that recording what a discussion is important, but it is equally as important to understand that who said what during the discussion should not be recorded in the minutes.
Secretary role: (5 slides) How to prepare minutes of the meeting For all meetings the Council should agree that things discussed, of a personal nature, should not be shared with anyone outside of the meeting and while the theme of the discussion can be noted in the minutes the individuals involved should not be named.
Secretary role: (4 slides) How to prepare minutes of the meeting The minutes can include how many people attended and can also record who attended and if there were any guests. The minutes record what the discussion was about and if the Council is taking any action on what was discussed.
Sometimes Councils will discuss things that are critical of the Home. These may include matters related to the care of a resident or residents. While it is important to record the essence of these discussion, it is essential to use language that is objective and not inflammatory. Using thoughtful language goes a long way in building respect and understanding with the Home administration and staff and indicates a willingness to work together to solve challenges. Secretary role: (3 slides) How to prepare minutes of the meeting
Secretary role: (2 slides) How to prepare minutes of the meeting Members of Councils bring many perspectives, expertise, and experience. All members should feel comfortable bringing these forward at Council meetings, however when there are disagreements it is important to record only the essence of the discussion and not who was speaking.
Secretary role: (final slide) How to prepare minutes of the meeting Approved minutes can then be either posted on the Home s bulletin board in the space reserved for Councils, if available, or on the Family Council s bulletin board located in the Home.
The Terms of Reference: describes the basic purpose of a Family Council, its structure and operating procedures. Family Council: T Terms O Of R Reference(TOR (6 slides) Terms of Reference defines the membership and terms of office, such as how long an individual can hold the position of chair and if an individual who no longer has a family member/friend as a resident in the Home may continue to be a member of the Family Council. TOR)
Distribute to new members Family Council: T Terms O Of R Reference(TOR (5 slides) The Family Council, as members, reviews the TOR yearly to ensure members are aware of guidelines & for any changes/updates TOR)
CONFIDENTIALITY: respect privacy and confidentiality of information discussed at Family Council meetings Respect Family Council: Clear Purpose: Understanding the purpose of the group is essential for staying on task. T Terms O Of R Reference(TOR may include CODE OF CONDUCT (4 slides) Purpose TOR) Recognize that all persons are unique individuals and be sensitive to this Recognize Respect that each resident and family member have the opportunity to advocate on their own behalf. Respect
Follow the chain of command when addressing concerns Family Council: Follow T Terms O Of R Reference(TOR Know and follow Know and follow all the rules of our Long-Term Care Home. Lead by example. TOR) may include CODE OF CONDUCT (3 slides) Respect for the speaker includes giving them undivided attention Respect
At a Family Council meeting, determine when elections will be announced Family Council: The secretary/or nominating chairperson, will provide a selection of candidates to the membership for election T Terms O Of R Reference(TOR TOR) Nominations will be collected verbally during the Family council meeting ELECTIONS ELECTIONS (2 slides) Members are encouraged to volunteer on their own initiative to be considered for office.
Family Council: List of nominees will be distributed to Council members at least 2 weeks before the election, so members can consider their choices T Terms O Of R Reference(TOR TOR) Elections will be by secret ballot (if held in person)or by zoom poll. Secretary or nominating chairperson tallies the votes ELECTIONS ELECTIONS (final slide)
SHARING OF ROLES SHARING OF ROLES instead of ELECTIONS instead of ELECTIONS Make people aware of what is expected with each role and task in advance. Rotate amongst each other the role of Chair, Co-Chair & Secretary. Clarify how long they are expected to do the task and discuss time commitments and ways of sharing the work
MEMBERSHIP RECRUITMENT
MEMBERSHIP (sample invite) You are Cordially Invited To Attend: Family Council Meeting Refreshments & Cheese Party Wednesday November 10th 7:00pm-8:00pm Meet Staff :Get Information on Current Nursing Home Issues Assist Staff to Problem Solve, Voice Concerns, Give advice Feedback & Make Suggestions for Improvement
MEETING DATES MEETING DATES Discuss with Family Council members and Administration of the Home on meeting dates Currently July, August: no meetings Meetings are usually held once a month
