Board of Directors

As outlined in the Constitution of the Archives Association of Ontario (AAO), the AAO is directed by seven elected Directors each of whom is a voting member of the Association.


The Board consists of the President, Vice-President/President Elect, the Secretary-Treasurer, two Directors Without Portfolio, the Chapter Stakeholder, and the Chair of the Institutional Development Committee.

Term of Office

(a) Annually, one-half of the Board shall be elected for a two-year term and the other half shall continue their two-year term.

(b) The position of Vice-President/President Elect shall be elected each year for two-year term, and the incumbent shall become President in the second year of the term.

(c) The two Directors without Portfolio shall be elected for a two-year term every even numbered year and the Secretary-Treasurer shall be elected for a two-year term every odd numbered year.

(d) The Chapter Stakeholder shall be elected annually by the Chapter Executives for a one-year term.

Meetings

As outlined in the constitution, the AAO Board is required to meet a minimum of 4 times at year. As a norm, however, the board meets, in person and over the phone, at least 6 times a year in early August, October (leadership meeting), December, January, March, and April.

Reporting and Documentation

Current Board Members


 Name  Position
Tracey Krause  President - president@aao-archivists.ca
Juanita Rossiter  Vice-President - vp@aao-archivists.ca
Dana Thorne  Past-President
Emma Hamilton-Hobbs  Secretary/Treasurer - secretary.treasurer@aao-archivists.ca
Paul Henry  IDC Chair - idc@aao-archivists.ca 
Nick Richbell  Director Without Portfolio -  director1@aao-archivists.ca
Grant Hurley
 Director Without Portfolio -  director2@aao-archivists.ca
Amanda Tomé
 Chapters Stakeholder - chapters@aao-archivists.ca


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  • 03 Apr 2017 1:27 PM | Amanda Tomé (Administrator)

    The 2017 Nominations Committee is pleased to announce the following slate of Directors put forth to the AAO membership for election at the Annual General Meeting in Toronto on April 27:

    • Vice President/President Elect: Juanita Rossiter
    • Secretary/Treasurer: Emma Hamilton-Hobbs

    Nominations from the floor will also be accepted during the AGM.


  • 07 Mar 2017 12:42 AM | Amanda Tomé (Administrator)

    The 2017 Annual General Meeting (AGM) of the Association will be held in Toronto on Thursday, April 27. Amendments to the AAO Constitution must be sanctioned by an affirmative vote of at least two-thirds of the Members present at the AGM. 

    Two constitutional amendments have been proposed for 2017. Additionally, a motion is being put forward to update fees for institutional members. The two amendments and the motion are now available for your review on the AAO website. They are accessible in the members-only section of the website if you are logged in to your account and can be found in the Members Only Resource section of the website.

    If you have any questions regarding the proposed constitutional amendments, please contact me at president@aao-archivists.ca. If you have any questions regarding the motion to update fees for institutional members, please contact Institutional Development Committee Chair Paul Henry at idc@aao-archivists.ca.



  • 12 Feb 2017 1:07 PM | Amanda Tomé (Administrator)

    Do you want to get more involved with the Archives Association of Ontario (AAO), but aren’t sure how? The good news is that you have two options!

    (1)   Join the AAO Board of Directors!
    (2)   Volunteer with an AAO Committee!

    (Please click on the hyperlinks, or see below, for more details.)

    .....................................................................................................................

    (1) AAO Board of Directors Election - 2016 Nomination Process

    Nominations are currently being accepted for two (2) positions on the Board of Directors of the AAO. Each term will commence upon election at the AAO’s Annual General Meeting (AGM), to be held on April 27, 2017.

    Volunteering as a Director on the AAO Board offers an invaluable professional development experience. It provides candidates with an opportunity to network with other professionals in the field, develop their leadership skills, and to apply their existing knowledge and skill set to the service of Ontario’s archival community.

    Positions that are currently open for nominations include:

    Vice-President/President Elect: Three-year term (April 2017/May 2020)

    The Vice-President/President Elect (VP) serves as the deputy to the President, and provides assistance in all aspects of Board planning and policy decision-making. Along with the President, the VP may represent the AAO at meetings with the Association's stakeholders and within the broader Canadian archival community. Specific duties include:

    • Liaising with AAO Standing and Special Committees and/or Sub-committees thereof, and Special Interest Groups (SIGs);
    • Performing the duties of the President in cases of absence or inability; and
    • Supporting the President in providing general supervision of the operations of the AAO, its staff, and the secretariat office.

    The VP assumes the position of President in the second year of his or her term; and in the third year serves as a non-voting member of the Board in the capacity of Past President.

    Secretary-Treasurer: Two-year term (April 2017/May 2019)

    The Secretary-Treasurer provides a key oversight function of the financial affairs and records management of the Association. Specific duties include:

    (Secretary role:)

    • Being acquainted with Roberts Rules of Order, and ensuring the Board follows these in its proceedings;
    • Ensuring that documentation for all Board meetings is compiled, posted to the AAO Google Drive, and shared with meeting participants in advance of each meeting, consulting with Board members as necessary to do so;
    • Taking and finalizing all Board meeting minutes, and ensuring that all decisions are motioned and recorded;
    • Circulating draft Board meeting minutes to meeting participants for review within two weeks following each meeting;
    • Entering decisions carried in the master Motions database;
    • Saving all approved Board meeting minutes on the Google Drive and ensuring public access to them via the AAO website
    • In collaboration with the AAO Office, ensuring that the records of the Association are properly filed and disposed of.

    (Treasurer role:)

    • Monitoring, on a monthly basis, the AAO's budget as prepared and managed on the Association's behalf by the AAO Office, and bringing issues regarding revenues or expenditures to the Board's attention as they arise;
    • Ensuring the Board's financial policies are being followed, or recommending actions where financial policy gaps persist;
    • In cooperation with the President, approving all expenses incurred by the Association and signing all cheques of the Association;
    • Recommending the approval of the auditor (to be identified by the AAO Office) to the membership (to be ratified at each AGM);
    • Presenting to the membership (at each AGM) highlights of the annual audit prepared by the auditor; and
    • On behalf of the Board, working with the AAO Office to ensure that government compliance documents are filed with various government agencies as required.

    You are invited to contact the following current Board members with any questions about the available positions:

    Nominations are being accepted by email only. Please complete and submit the nomination form to the AAO Office at aao@aao-archivists.ca. Please use the subject line “Nominations 2017” for your email, and direct your message to the attention of the Nominations Committee. Nomination forms must be received by the AAO Office by close of business on Monday, March 27, 2017.

    (2) AAO Committee Volunteer Opportunities

    The following AAO Committees are currently recruiting new members!

    If you’re interested in becoming a member or want more information on the mandate and activities of a committee, please contact the representative(s) listed below.

    Thank you,

    Dana Thorne

    President, 2016-2017


  • 20 Dec 2016 12:01 PM | Anonymous

    The AAO Board of Directors would like to wish you a safe and joyous holiday season on behalf of all AAO staff and volunteers!

    Please note that all AAO offices, including those of its staff and the AAO Secretariat, will be closed beginning December 24, 2016, until January 3, 2017 (inclusive).

    All offices will reopen on Wednesday, January 4, 2017.

    Season's greetings and warmest wishes for the New Year!

  • 30 Jun 2016 3:09 PM | Danielle Robichaud

    The Archives Association of Ontario is pleased to announce that the Student Membership category has now been extended. It will now be available to new professionals for two years following graduation from a recognized post-secondary program. The motion to extend the membership category was successfully passed at the May 12, 2016 Annual General Meeting.

    The AAO’s Student Outreach Planning Committee identified the extension of the membership category as a key goal for its activities this past year. Understanding that new graduates are often employed part time or in short-term contracts without professional benefits, the extension period will help retain student members until they have a better opportunity to secure themselves financially.

    The two year post-graduation extension period is available only to individuals who joined the AAO while attending a post-secondary institution. Proof of enrollment or program completion will be required.

    More information about how students can benefit from an AAO membership is available on the the Students Page.


  • 28 Apr 2016 1:05 PM | Danielle Robichaud

    The Archives Association of Ontario (AAO) is recruiting volunteers! Come and lend your skills to the mix.

    Members of the Association are encouraged to express their interest in volunteering with one of the following AAO Standing Committees:

    Volunteering with an AAO committee offers an opportunity to gain great experience, network with peers, and showcase individual talents. 


    OVERVIEW OF COMMITTEES


    Communications and Advocacy Committee:

    For information ,or to join, contact: Laura Hallman, Chair (hallman.laura@gmail.com)

    Advises the AAO Board on matters relating to communication with the membership, the operation of a program of public awareness and outreach and provides leadership in the event that emergency advocacy is required on behalf of the membership. The Committee liaises with the related committee of the Association of Canadian Archivists and other archival institutions, and pursues partnerships with other related bodies.


    Fundraising Committee:
    For information, or to join, contact: Dana Thorne, Chair (vp@aao-archivists.ca)

    Advises the Board on matters relating to fundraising opportunities - particularly securing AAO event sponsors. Researches sustainable resources and identifies Association-based projects that may be used for fundraising initiatives, and supports AAO funding application processes. Also oversees adjudication for the Shirley Spragge Bursary program.

     

    Professional Development Committee:

    For information, or to join, contact: Erin Walsh, Co-chair (el_walsh84@yahoo.ca) or Ciara Ward, Co-chair (ciara.mk.ward@gmail.com)


    Supports the archival community by providing basic and continuing education pertaining to information management.


    Preservation Committee

    For information, or to join, contact: Iona McCraith, AAO Archives Advisor (archivesadvisor@aao-archivists.ca)

    Advises the AAO Board and the membership at large on matters relating to preservation policy and management and promotes preservation awareness in the archival community.

     

    Marissa Paron
    President, 2015-2016 


  • 18 Apr 2016 8:40 PM | Danielle Robichaud

    The 2016 Nominations Committee of the AAO Board of Directors is pleased to announce that it has received the following nominations for Vice-President/President Elect, and for the two Directors Without Portfolio to be elected at this year’s Annual General Meeting (AGM) being held in Thunder Bay on May 12th during the Joint AAO/AMA Conference:

    • Vice-President/President Elect – Tracey Krause
    • Director Without Portfolio 1 – Nick Richbell
    • Director Without Portfolio 2 – Grant Hurley

    If you are a voting member in good standing, but are unable to attend the AGM to cast your vote in person, please note that you may assign a proxy holder to vote on your behalf at the meeting. Simply complete and return AAO Member Proxy Holder Appointment Form (Word) (PDF) to the AAO Office at aao@aao-archivists.ca on or before Thursday, May 5th, 2016.

    For those attending the AGM, I look forward to seeing you in Thunder Bay!

    Thank you,

    Marissa Paron

    President, 2015-2016

  • 30 Mar 2016 10:13 AM | Danielle Robichaud

    Do you want to get more involved with the Archives Association of Ontario (AAO), but aren’t sure how? The good news is that you have two options!

    (1)   Join the AAO Board of Directors!
    (2)   Volunteer with an AAO Committee!

    (Please click on the hyperlinks, or see below, for more details.)

    .....................................................................................................................

    (1) AAO Board of Directors Election - 2016 Nomination Process

    Nominations are currently being accepted for three (3) positions on the Board of Directors of the AAO. Each term will commence upon election at the AAO’s Annual General Meeting (AGM), to be held on May 12, 2016.

    Volunteering as a Director on the AAO Board offers an invaluable professional development experience. It provides candidates with an opportunity to network with other professionals in the field, develop their leadership skills, and to apply their existing knowledge and skill set to the service of Ontario’s archival community.

    Positions that are currently open for nominations include:

    Vice-President/President Elect: Three-year term (May 2016 - May 2019)

    The Vice-President/President Elect (VP) serves as the deputy to the President, and provides assistance in all aspects of Board planning and policy decision-making. Along with the President, the VP may represent the AAO at meetings with the Association's stakeholders and within the broader Canadian archival community. Specific duties include:

    • Liaising with AAO Standing and Special Committees and/or Sub-committees thereof, and Special Interest Groups (SIGs);
    • Performing the duties of the President in cases of absence or inability; and
    • Supporting the President in providing general supervision of the operations of the AAO, its staff, and the secretariat office.

    The VP assumes the position of President in the second year of his or her term; and in the third year serves as a non-voting member of the Board in the capacity of Past President.

    Director Without Portfolio 1: Two-year term (May 2016 - May 2018)

    Previously, the first Director Without Portfolio held the dual role of Board Director and AAO Web Administrator. Effective May 2016, official duties of this position will be focused on assisting in the general governance of the Association's affairs*. Specific duties may therefore include:

    • Serving as a Board liaison to one or more of the Standing and Special Committees of the AAO, and/or Sub-committees thereof;
    • Participating fully in Board decision-making; and
    • Contribute to the development of Association policies, procedures and guidelines.

    Director Without Portfolio 2:Two-year term (May 2016 - May 2018)

    Previously, the second Director Without Portfolio held the dual role of Board Director and Off the Record (OTR) Editor. Effective May 2016, official duties of this position will be focused on assisting in the general governance of the Association's affairs*. Specific duties may therefore include:

    • Serving as a Board liaison to one or more of the Standing and Special Committees of the AAO, and/or Sub-committees thereof;
    • Participating fully in Board decision-making; and
    • Contribute to the development of Association policies, procedures and guidelines.

    *     Election to a Director Without Portfolio position does not preclude eligibility to serve as AAO Web Administrator or OTR Editor.

    You are invited to contact the following current Board members with any questions about the available positions:

    Nominations are being accepted by email only. Please complete and submit the nomination form to the AAO Office at aao@aao-archivists.ca. Please use the subject line “Nominations 2016” for your email, and direct your message to the attention of the Nominations Committee. Nomination forms must be received by the AAO Office by close of business on Tuesday, April 12, 2016.


    (2) AAO Committee Volunteer Opportunities

    The following AAO Committees are currently recruiting new members!

    If you’re interested in becoming a member or want more information on the mandate and activities of a committee, please contact the representative(s) listed below.


    Thank you,

    Marissa Paron

    President, 2015-2016


  • 04 Mar 2016 3:36 PM | Danielle Robichaud

    I am very pleased to announce the appointment of Jodi Aoki to the position of Secretary-Treasurer of the Board of Directors of the Archives Association of Ontario (AAO). Jodi will serve in this role until May 2017. To learn more about our newest Board member, please see Jodi's biography below:

    Jodi Aoki is Archivist at Trent University Archives (TUA) and has worked in the department since 1990. She has primary responsibility for organizing and cataloguing the archival records and is the primary research adviser on the historical holdings. Jodi is a member of the AAO, the Association of Canadian Archivists, the Ontario Historical Society, and the Peterborough Historical Society. She has a master’s degree in Canadian Studies and has published in the area of nineteenth-century autobiographical writings. She is also editor of Archives News, the quarterly TUA newsletter.

    I kindly ask you to join me in welcoming Jodi to her new role, and in thanking Myron Groover for his contributions to the AAO Board from May 2015 to February 2016!

    Marissa Paron
    President, 2015-2016

  • 22 Feb 2016 7:18 PM | Danielle Robichaud

    The AAO is compiling an organizational history to be published in celebration of its upcoming 25th anniversary in 2018. To capture the scope of our organization, the history will begin before the 1993 amalgamation of the OAA and OCA and stretch back to the 1960's and the development of Ontario's archival network.

    An Organizational History Committee has been struck to spearhead this effort. One of the goals of the Committee is to identify sources that can be accessed while writing the history. The Organizational History Committee will be reviewing the association’s records but also wants to capture the knowledge and memories of AAO members and past volunteers. If you have information about specific time periods, committees, conferences, or input regarding the evolution of the organization, we want to hear from you! Keep in mind that the history will reflect the organizations that eventually amalgamated into the AAO, and input from those early years is greatly appreciated.

    To the members of our community who have already contacted us expressing their desire to be part of this project and their specific areas of "AAO expertise," thank you!

    If you have any input to share and would like to contribute to this project, please contact Paul Henry, Organizational History Committee Chair, by email.

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Phone: 647-343-3334 | Email: aao@aao-archivists.ca

     

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