Board of Directors

One-year term

The President functions as the chairperson of the AAO Board of the Directors and thus provides leadership to the organization. Specific activities include:

• Ensuring that the board is fulfilling its responsibilities for the governance of the Association
• Verifying with the AAO Secretariat that the policies and procedures of the Association are being followed by the board, committees, secretariat, and Independent Contractors
• Establishing the agenda for board meetings
• Keeping track of the annual planning schedule
• Optimizing the relationship between the board and contractors, as well as the secretariat
• Monitoring the ongoing pace and direction of the Association
• Acting as the board spokesperson to the members and outside stakeholders including CCA, ACA and others
• Spearheading proposal development for grant applications, overseeing applications in conjunction with contractors, secretariat, and other members of the board and committees, and submitting final application packages
• Coordinating and submitting required reports to funding bodies (e.g., Archives of Ontario)
• Preparing a quarterly “President’s Report” for each issue of Off the Record (OTR)
• Planning Budget with Secretary-Treasurer and Vice President
• Holds meetings with Secretariat on a regular basis to ensure organization is operating smoothly
• Works with the Vice-president to plan the annual Leadership meeting in the fall

Estimated time commitment per month:

• 15-20 hours a week / 65 hours a month

Three-year term

The Vice-President/President Elect primarily serves to provide assistance in planning and policy decisions as well as communications and advocacy. Along with the President, the VP represents the AAO at meetings with the organization's stakeholders and within the broader Canadian archival community. Specific duties include:

• Liaising with various AAO Committees and Chapters (is an ex-officio member of all committees save the IDC)
• Performing the duties of the President in cases of absence or inability
• With the President, providing general supervision of the operations of the AAO, the Independent Contractors, and secretariat
• Works with the President to write and submit grant proposals as well as reports for grants
• Works with the President and secretary-Treasurer for annual budget planning
• Works with the President and attends Secretariat meetings
• Works with the President to review and renew all contracts for Independent Contractors and Secretariat
• Works with the President to plan for the Annual Leadership Meeting in October as well as the annual AGM in May
• Works with the President to review and update all policies and procedure manuals, critical path as well as the Secretariat Manual

Estimated time commitment per month:

• 5-10 hours a week / 20-40 hours a month

Two-year term

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 (i.e., reminding meeting participants to properly motion, second and vote on decisions)
• Ensuring that documentation for all Board meetings is compiled, posted to the AAO Google Drive, and circulated to/shared with meeting participants one week 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 (located on AAO Google Drive)
• Saving all approved Board meeting minutes to the appropriate sub-folder under the Final Meeting Minutes folder on the Google Drive to ensure 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
• 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
• On behalf of the Board, working with the AAO Office to ensure that government compliance documents are filed with various government agencies as required
• Working with the President and Vice-President for annual budget preparation

Estimated time commitment per month

• 2-3 hours a week / 8-12 hours a month

One-year term

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
• Contributing to the development of Association policies, procedures and guidelines
• Contributing to strategic planning processes as well as reviewing and updating the AAO constitution
• Other projects/activities as directed by the President

Estimated time commitment per month:

• 2-3 hours a week / 8-12 hours a month

One-year term

The Chapter Stakeholder Position acts as the representative for the Chapters at a Board level. Specific activities include:

• Reporting all matters related to the Chapters discussed at a Board level to the Chapter presidents/chairs
• Liaising with Chapters to bring matters of concern from the Chapter level to the Board level for discussion and/or action
• Optimizing the relationship between the Chapters and the Board
• Liaising with the AAO office and Chapters to send member lists to Chapters on a quarterly basis
• Ensuring all new Chapter and SIG Chairs have met with AAO Office for email and Google drive transition
• Ensuring all Chapter and SIG Chairs have read and reviewed all AAO policies and procedures
• Working with Chapters and Special Interest Groups to recruit new members
• Liaising between Chapters and Committees to ensure strong working relationship
• Assisting Chapters and SIG Chairs with recruitment or event E-blasts which are sent out by the AAO office
• Working with Board Conference Liaison to reach out to Chapters for selection of Biennial in-person conference ‘Host Conference Committee’, which has traditionally been a Chapter
• Liaising with all Chapter and SIG Chairs for Annual Fall Leadership Meeting planning, ensuring that all reports are submitted ahead of time
• Liaising with all Chapter and SIG Chairs to ensure annual budget proposals are submitted
• Liaising with all Chapter and SIG Chairs to ensure that year end reports for AAO annual report at AGM are submitted
• Participating fully in Board decision-­making
• Contributing to the development of Association policies, procedures and guidelines
• Contributing to strategic planning processes as well as reviewing and updating the AAO constitution

Estimated time commitment per month:

• 2-3 hours a week / 8-12 hours a month

One-year term

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
• 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)
• Participating fully in Board decision-making
• Contributing to the development of Association policies, procedures and guidelines
• Contributing to strategic planning processes as well as reviewing and updating the AAO constitution

Estimated time commitment per month:

• 2-3 hours a week / 8-12 hours a month

Two-year term

The Web Administrator is responsible for maintaining the website by ensuring that information about the AAO and its operations are up-to-date and accurate, as well as providing administrative support to AAO members seeking to add or update content.

The role also includes the promotion of AAO events and news via X (Formerly Twitter), Facebook, Instagram, and LinkedIn. The Web Administrator should follow best practices for web accessibility in their work. This includes, but is not limited to, using alt-text on all images being shared, use of captions and transcripts for video, and WCAG compliance for website design.

The Web Administrator collects analytics on the website using Google Analytics. They also create tags using Google Tag Manager for each release of an Off the Record issue.

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

The Web Administrator is also expected to:

Estimated time commitment per month:

• 5 hours a week / 20 hours a month

Two-year term

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 facilitating the professional development of all AAO members
• Work closely with AAO Office staff to ensure the smooth running of events and administrative matters

In terms of their Board responsibilities, this member:

• 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
• Attends all Board meetings
• Participating fully in Board decision-­making
• Contributing to the development of Association policies, procedures and guidelines
• Contributing to strategic planning processes as well as reviewing and updating the AAO constitution

Estimated time commitment per month:

• 2-3 hours a week / 8-12 hours a month