AAO Board Nominations 2019

26 Feb 2019 7:43 AM | MacKenzie Gott (Administrator)

AAO Board of Directors Election - 2019 Nomination Process

Nominations are currently being accepted for four (4) 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 11, 2019.

Please note that the new positions of Secretary, Treasurer, and Web Administrator are contingent upon membership approval at the AGM.

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.

The positions that are currently open for nominations include:

Vice-President/President Elect: Three-year term (May 2019 – May 2022)

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: Two-year term (May 2019 – May 2021)

The Director Without Portfolio position provides assistance in the general governing of the affairs of the Association. 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.

Secretary/Treasurer: Two-year term (May 2019 – May 2021)

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;

  • Playing a lead role in efforts to maintain and update the written policies, procedures, guidelines and manuals of the Board; and

  • 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.

Web Administrator: Two-year term (May 2019 – May 2021)

  • Maintaining the association’s website and providing administrative support to AAO members seeking to add or update content.

  • Promotion of AAO events and news via the association’s social media accounts.

  • Assist the annual conference committee with the promotion and communication of the conference through the website and social media accounts.

  • Maintain policies related to the position.

  • Prepare monthly reports and complete a monthly tracking form on the use of the association’s social media accounts.

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 this form to the AAO Office at aao@aao-archivists.ca, using the subject line “Nominations 2019”, 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, April 1, 2019.

The Archives Association of Ontario (AAO) is led by a committed community of volunteers from across the province. 

411 Richmond Street East, Suite 200, Toronto, ON, M5A 3S5

aao@aao-archivists.ca  |  (647) 343-3334


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