February 22, 2023


AAO Board of Directors Election *2023 Nomination Process*


Nominations are currently being accepted for five (5) 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 virtually on May 12, 2023,
during the AAO 2023 conference.

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 2023 - May 2026)*

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 their
   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 2023 - May 2025) *

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
   - Contributing to the development of Association policies, procedures
   and guidelines.



*Secretary/Treasurer: Two-year term (May 2023 - May 2025)*

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.

*Website Administrator: Two-year term (May 2023 - May 2025)*

The Web Administrator is responsible for maintaining the website by
ensuring that information about the AAO and its operations is up-to-date
and accurate and providing administrative support to AAO members seeking to
add or update content. The role also includes the promotion of AAO events
and news via Twitter and Facebook as well as the sharing of AAO and event
photos on Instagram. The Web Administrator may also assist the AAO
Secretariat with the management of website administrators. The current
service agreement limits the number of administrators to 25. Those with
full or partial access need to be reviewed on an annual basis as Board and
Committee roles are transferred to new AAO Directors, Staff or Committee
heads.

The Web Administrator is also a part of the Communications and Advocacy
Committee.

*Chair, Institutional Development Committee: Two-year term (May 2023 - May
2025) *

The Institutional Development Committee Chair acts as the representative
for the AAO institutional members at a Board level. The person in this
position must be the head of an archival institution and will be elected by
special ballot by AAO Institutional Members in advance of, or at, the AGM,
as per article 6.10 of the AAO Constitution.

Specific activities include:

   - Reporting all matters related to institutional members discussed at a
   Board level;
   - Liaising with institutional members to bring matters of concern from
   the institutional members level to the Board level for discussion and/or
   action; and
   - Optimizing the relationship between institutional members and the
   Board;
   - Coordinating the annual Institutional Members Symposium;
   - Representing the AAO at meetings of the Canadian Council of Archives
   (CCA).

*Chair, Professional Development Committee: Two-year term (May 2023 - May
2025)*

The Professional Development Committee Chair is responsible for overseeing
and chairing the Professional Development Committee of the AAO. In this
role, they:

   - Recruit and orient members to their Committee.
   - Conduct regular meetings with the Committee members.
   - Work with Committee members on the logistics of planning and
   implementing a suite of workshops and other learning/networking events
   aimed at the facilitating the professional development of all AAO members.
   - Working closely with AAO Office staff to ensure the smooth running of
   events and administrative matters.
   - Serves as Board Liaison for the Committee, providing updates to the
   Board on Committee activities, and conveying Board feedback/updates, as
   appropriate to the Committee.
   - Providing for the Board’s approval the annual plan for workshop
   events, and preparing an annual budget for the Board’s approval.

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

   - Rachel E. Beattie, President and former VP ([log in to unmask]
   )
   - Sarah McDougall, Vice-President ([log in to unmask])
   - Leslie Thomas, Director Without Portfolio ([log in to unmask])



Nominations are being accepted two ways this year. You can either complete
this online form
<https://docs.google.com/forms/d/e/1FAIpQLSeOHmTVlft46NTMCX9Z22qksLzMJNsWXi0Zadxh6a76Kzg2Qg/viewform?usp=sf_link>
or
submit the nomination form
<https://aao-archivists.ca/resources/2023_AAO_Board_Nomination_Form%20%20(4).docx>
via email, to the AAO Office at [log in to unmask], using the subject
line "Nominations 2023", and direct your message to the attention of the
Nominations Committee.

Nominations must be received by the AAO Office by close of business on
Monday, April 3rd, 2023.

Sincerely,

*Rachel E. Beattie*

President, 2022-2023

[log in to unmask]

Archives Association of Ontario (AAO)


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