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 - 2017 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 – April/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 – April/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;

·         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.

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

·         Dana Thorne, President and former VP ([log in to unmask])

·         Tracey Krause, VP and President Elect ([log in to unmask])

·         Jodi Aoki, Secretary-Treasurer ([log in to unmask])

Nominations are being accepted by email only. Please complete and submit the attached form to the AAO Office at [log in to unmask], under the subject line “Nominations 2017”, 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.

·         Fundraising Committee – Dana Thorne (Chair), [log in to unmask]

·         Institutional Development Committee – Paul Henry (Interim Chair), [log in to unmask]

Professional Development Committee – Erin Walsh (Co-chair), [log in to unmask], or Ciara Ward (Co-chair), [log in to unmask]

Thank you,