Dear AAO members,
The AAO Board of Directors voted in favour of proposed changes to the AAO Constitution in two areas: composition of the AAO Board of Directors and membership categories. It is the Board’s belief that these amendments would provide better support for the creation of responsive professional development programming and make it easier for new professionals to affordably join the AAO. Please direct any questions about these proposed changes to aao@aao-archivists.ca.
The following is a summary of the recommended changes to the Constitution of the Archives Association Of Ontario. In accordance with Section 20, Amendments to the Constitution, these recommended changes are being distributed to AAO members at least 60 days prior to the 2021 AAO Annual General Meeting. These proposed amendments will be voted on by AAO members at the 2021 AAO Annual General Meeting on 14 May 2021, with the opportunity for discussion in advance of the votes.
1. Creation of a new Board of Directors position: Professional Development Committee Chair
Current wording
1. Definitions
1.1 Definitions — In these by-laws:
(e) “Board” means the Board of Directors of the Association, composed of the elected positions:
- President
- Vice President / President Elect
- Secretary / Treasurer
- Two Directors Without Portfolios
- Chapter and Special Interest Group Stakeholder
- Website Administrator
- Institutional Development Committee Chair
3. Directors
3.1 Composition of the Board of Directors —
(a) The affairs of the Association shall be directed by a Board of eight (8) elected Directors, each of whom shall be a Voting Member of the Association.
(b) The eight members of the Board of Directors shall consist of the President, the Vice-President/President Elect, the Secretary / Treasurer, two (2) Directors without Portfolio, the Chair of the Institutional Development Committee, the Chapter and Special Interest Group Stakeholder, and the Website Administrator. Presidents shall attend board meetings for one (1) year following the end of their term in a Past President role, which holds no voting rights.
4. Officers
4.1 Officers — The Board shall have the following Officers as elected at large by the memberships:
(a) a President;
(b) a Vice President/President Elect;
(c) Secretary / Treasurer;
(d) Two Directors Without Portfolios
(e) a Website Administrator
and can appoint among its members such other Officers as the Board may determine from time to time.
Revised wording
1. Definitions
1.1 Definitions — In these by-laws:
(e) “Board” means the Board of Directors of the Association, composed of the elected positions:
- President
- Vice President / President Elect
- Secretary / Treasurer
- Two Directors Without Portfolios
- Chapter and Special Interest Group Stakeholder
- Website Administrator
- Institutional Development Committee Chair
- Professional Development Committee Chair
3. Directors
3.1 Composition of the Board of Directors —
(a) The affairs of the Association shall be directed by a Board of nine (9) elected Directors, each of whom shall be a Voting Member of the Association.
(b) The nine members of the Board of Directors shall consist of the President, the Vice-President/President Elect, the Secretary / Treasurer, two (2) Directors without Portfolio, the Chair of the Institutional Development Committee, the Chapter and Special Interest Group Stakeholder, the Website Administrator, and the Professional Development Committee Chair. Presidents shall attend board meetings for one (1) year following the end of their term in a Past President role, which holds no voting rights.
4. Officers
4.1 Officers — The Board shall have the following Officers as elected at large by the memberships:
(a) a President;
(b) a Vice President/President Elect;
(c) Secretary / Treasurer
(d) Two Directors Without Portfolios
(e) a Website Administrator
(f) a Professional Development Committee Chair
and can appoint among its members such other Officers as the Board may determine from time to time.
2. Change to classes of membership: Student and New Professional Members
Current wording
8. Membership
8.1 Classes of Membership — There shall be five classes of Members in the Association as follows:
(a) Institutional Members — Open to institutions in Ontario which have met basic standards established by the Canadian Council of Archives nationally and by the Association provincially to be considered recognized archives. These institutions are eligible for institutional funding;
(b) Individual Members — Open to all individuals engaged in a professional capacity in the field of archival science and all other individuals interested in the field of archival science;
(c) Friends of the AAO — Open to all institutions, corporations and individuals who wish to receive the Association publications and who are interested in supporting the aims and objectives of the Association;
(d) Student Members - Open to all individuals pursuing full-time studies at a recognized educational institution who are interested in pursuing a career in archival work for the duration of their studies plus two years after the year of graduation;
(e) Retired members – Open to all individuals who have retired from full-time work as archivists.
Revised wording
8. Membership
8.1 Classes of Membership — There shall be five classes of Members in the Association as follows:
(a) Institutional Members — Open to institutions in Ontario which have met basic standards established by the Canadian Council of Archives nationally and by the Association provincially to be considered recognized archives. These institutions are eligible for institutional funding;
(b) Individual Members — Open to all individuals engaged in a professional capacity in the field of archival science and all other individuals interested in the field of archival science;
(c) Friends of the AAO — Open to all institutions, corporations and individuals who wish to receive the Association publications and who are interested in supporting the aims and objectives of the Association;
(d) Student and New Professional Members - Open to all individuals pursuing full-time studies at a recognized educational institution who are interested in pursuing a career in archival work for the duration of their studies and new professionals who have graduated within the past two years;
(e) Retired members – Open to all individuals who have retired from full-time work as archivists.
