Call for volunteers for the AAOEe Chapter Executive 2023-2024

The AAOEe wants you for the Chapter Executive in 2023-2024!

What does the AAOEe do?

The Archives Association of Ontario East/est (AAOEe) Chapter is a volunteer-led organization under the umbrella of the Archives Association of Ontario serving the Eastern Ontario region. The Chapter serves and engages our membership, provides programming, and promotes archives, heritage, and information management through events. We also connect with the AAO Board to support its efforts to advance the organization.

Why do we need volunteers?

The AAOEe is managed by volunteers and the work we undertake requires the time and energy of an engaged team. The combined efforts of our Executive allow us to bring tours, workshops, speakers, and other events to our region. We are currently looking for members to join the Executive to help shape the Chapter’s yearly program, develop activities, and advocate for the archival community. The AAOEe must be responsive to your needs and interests. To this end, we aim to build a diverse Executive that reflects our membership. Whether you are new to volunteering, a student, an established archivist, or a member of an allied discipline (such as heritage or information management), all voices are welcome and respected.

How much time does it take?

By contributing just a few hours each month, you will ensure that our Chapter continues to represent and bring engaging programming to our community. Our approach is friendly and informal, and our meetings are casual. The Executive meets roughly 8 times per year and consists of the following roles, all of which are one-year terms that are elected at the Chapter AGM (April 20, 2023) and are open for the 2023-2024 year. In addition to the responsibilities described below, all members contribute time during the term to program development and implementation.

For more information on any of the roles below, and to discuss how you can contribute, please contact the AAOEe Chapter Executive at aaoeast@gmail.com.

Which role do you want to fill?

President

The President provides leadership to the Chapter. This includes acting as spokesperson for the Executive, the membership, and stakeholders to the AAO Board and other interested parties. For Executive meetings, work includes scheduling, setting the agenda, and chairing the meetings. The President also ensures that the Chapter is fulfilling its responsibilities to the AAO Board, such as submitting required reports. Note: upon leaving office, the President is asked to stay on the Executive for an additional year in an advisory role as Past-President.

Time commitment: 5 hours per month, with additional time required for the AAO Leadership Meeting and AAO Annual General Meeting.

Treasurer

The Treasurer looks after the Chapter’s finances. Duties include preparing budgets and financial statements, writing cheques, managing deposits and investments, and reporting on the previous year’s finances at the AAOEe AGM.

Time commitment: 3-4 hours per month, with additional time required for the AGM.

Secretary

The Secretary is the official record keeper for the Chapter. They take minutes of all meetings and distribute documentation to the Executive and the general membership as required.

Time commitment: 2 hours per month.

Vice-President

The Vice-President performs the duties of the President in their absence and advances the interests of the AAOEe. This often means providing support with planning and program development. The VP is encouraged to stand for President upon completion of the latter’s term.

Time commitment: 3 hours per month

Member-at-Large

The Member-at-Large position assists the Executive to build capacity in subject areas that may be pertinent to the broader membership.

For example, the Communications Officer is a portfolio assigned to a Member-at- Large. The Communications Officer updates the AAOEe Facebook page with upcoming events, tours, and workshops. Other social media tools may also be used.

The Member-at-Large may be elected at the AGM with assigned responsibilities, or it may be project based and appointed by the Executive at any point in the year. The role often builds upon the subject expertise of the volunteer.

Time commitment: flexible, 2-4 hours per month.

Note: the AAOEe encourages student participation, particularly through the Member- at-Large position. There is no limit on the number of Member-at-Large positions.

For more information on any of the roles described above, and to discuss how you can contribute, please contact the AAOEe Executive at aaoeast@gmail.com.

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 (president@aao-archivists.ca)
• Sarah McDougall, Vice-President (vp@aao-archivists.ca) 
• Leslie Thomas, Director Without Portfolio (director2@aao-archivists.ca)

Nominations are being accepted two ways this year. You can either complete this online form or submit the nomination form via email, to the AAO Office at aao@aao-archivists.ca, 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

president@aao-archivists.ca

Archives Association of Ontario (AAO)

Call for volunteers

Are you looking to meet new people and gain archival experience? Volunteering with the Archives Association of Ontario (AAO)  is a great way to gain experience and network with other archivists. No experience is required to join! If you're interested, please contact the AAO Office at aao@aao-archivists.ca.

Call for volunteers.pdf

Hello AAO members!

The Winter 2023 issue of Off the Record is now available. Members can access the issue here: https://aao-archivists.ca/page-18317.

This most recent issue of OTR features a message from AAO president Rachel E. Beattie; Archeion updates from its new coordinator, Kelli Babcock; insights on the preservation of corporate memory by Sevda Sparks; and member spotlight on Julia Gilmore, Digital Projects Librarian at University of Toronto. We close this issue with some important AAO announcements. 

I'd like to add that the Spring issue is just around the corner. Submissions are due March 21st and I look forward to receiving your articles, news or announcements. For full details, please visit our submission guidelines. 

Best,

Adam Cavanaugh 

Off the Record Editor, 2022-2023

Today is GivingTuesday, and we’re asking all AAO members (and whoever else is feeling generous!) to help us develop and sustain our programs and services. Monetary donations mean you’re investing in Ontario’s cultural and documentary heritage, and they assist the AAO in planning, organizing, and offering cost-efficient or free workshops, conferences, and other professional development opportunities for archivists and professionals in related fields.

• The AAO relies on donations to fund some of its core programming, such as the administration of Archeion or the publication of Off the Record

• Things like our Diversity, Equity, and Inclusion (EDI) workshops are able to be offered to members for free because of donor support

• The Shirley Spragge Bursary, crucial to ensuring students and new archivists can take part in the annual conference without undue financial burden, would not have the impact and effect it has had without the generosity of our membership 

Donations can be made online, and all donations over $20 qualify for a tax receipt.

You can help support the AAO in other ways too! Consider donating your time, talent or resources and become a volunteer or a workshop speaker! You can also help us spread the word on various social media platforms by re-sharing the AAO’s GivingTuesday campaign or by sharing your own message as to how the AAO has helped support you in the past.

Thank you for your support, and have a happy GivingTuesday! 

With gratitude, 

The AAO Advancement Team

Hello AAO members!

The fall 2022 issue of Off the Record is now available. Members can access the issue here: https://aao-archivists.ca/page-18317.

This most recent issue of OTR features a message from AAO president Rachel E. Beattie; former Archeion coordinator Jazmine Aldrich gives a brief history of Archeion as well as updates to service; Megan Lockhart, MAIG Chair, discusses the IDC’s COVID-19 Survey; and member spotlight on Angela Fornelli, MSc. Manager, Corporate Records and Archival Services Clerk’s Office, City of Kawartha Lakes.

The fall 2021 issue is now available to all here: https://bit.ly/3pE94Ow

All our best, 

Mitchell & Adam

Student and New Professional Outreach Committee Call for Volunteers

Greetings from the AAO! 

We are currently looking for volunteers for the Student and New Professional Outreach Committee. As a member of the SNPOC, you will:

• Recruit student and new professional members by brainstorming and implementing advertisement strategies and recruitment events

• Support student and new professional members with a wide range of activities

• Collaborate with other AAO committees in the above activities

• Build communication networks with education institutions with students in Archives and related fields

• Network with other archivists in the AAO

We would love to have you join us! 

The SNPOC is currently looking for volunteers for all committee positions, including Chair, Secretary, and Student representatives. If you are interested in volunteering please send us an email at snp@aao-archivists.ca

Registration is Now Open for the 2022 Municipal Archives Interest Group (MAIG) Open House!

The MAIG Executive is pleased to announce that the MAIG Open House will be returning as an in-person event on October 14, 2022. This year, the Open House will be hosted by the Dufferin County Archives! Please join us and our gracious host Laura Camilleri as we explore the archives and its collections, and the exhibits, galleries, and grounds at the Museum of Dufferin. Attendees will also be provided with the opportunity to sit in on seminars by guest speakers Sahana Puvirajasingam (Museum of Dufferin and City of Toronto Museums & Heritage Services), who will be providing a video presentation about the “Collecting the Community” project; and a live virtual presentation by Alex Avdichuk and Gabrielle Major both with the City of Toronto Museums. “Collecting the Community” is an initiative by the Museum of Dufferin to engage with, collect, preserve, and interpret the past, present, and future history of historically marginalized communities in Dufferin County. Alex Avdichuk will be speaking on contemporary collecting policy and the sensitivity around collecting oral histories, and Gabrielle Major will be discussing collecting sensitive items. Read this year’s edition of the MAIGazine on the MAIG webpage for biographies on the speakers.

Lunch will be provided at the event. We hope you join us for a day of fun, learning, and connecting with our archival colleagues. Space is limited this year so please send your RSVP as soon as possible if you plan on attending in person. 

For those who cannot attend in person, there will be an opportunity to attend the live virtual session with Alex Avdichuk and Gabrielle Major and the MAIG meeting virtually through Zoom. Stay tuned to the AAO Listserv, the MAIG Listserv and webpage at https://aao-archivists.ca/maig for more details on how to take part in the virtual portions of the Open House. 

Please RSVP by Friday, September 30^th to: Gina Dewaele, MAIG Secretary-Treasurer: gdewaele@elgin.ca or call 519-631-1460 ext. 154. We ask that you please send your questions for Sahana with your RSVP so they can be addressed in her pre-recorded video.

When:	Friday October 14th, 2022 - 10:00 am – 4:00 pm
Where:	Dufferin County Archives at the Museum of Dufferin (936029 Airport Road, Mulmur, ON L9V 0L3) Parking Information and Directions available at: https://www.dufferinmuseum.com/plan-your-visit/
Agenda:	10:00am-12:00pm • Welcome and Tour of Museum of Dufferin County Archives, Exhibits & Galleries
	12:00pm-1:00pm • Lunch followed by an opportunity to explore the exterior walking trail and the Indigenous and dyeing gardens (weather permitting), and the Corbetton Church on the grounds.
	1:00pm-2:30pm • Guest Speakers’ Presentations  2:30pm-4:00pm • MAIG Meeting (option for virtual attendance)

NEW EDITION: Municipal Archives Interest Group - Annual MAIGazine Publication

The MAIG Executive is pleased to present the 18th edition of the MAIGazine. After living through a series of “historical events'' over the past few years, it’s safe to say that many municipal archives have gone through exceptional transformations. In this edition, we have several exciting updates from our municipal archive colleagues and thought-provoking articles for readers that touch on a range of topics from re-imagining archival policies and practices, reaching new audiences, and growing an online presence in innovative ways. Please enjoy the fantastic submissions this year, which can be viewed here.  

We are also happy to share that the results from the Municipal/Government Archive COVID-19 Pandemic Recovery Survey are now in. This survey was created as a collaborative effort between the Municipal Archives Interest Group and the Institutional Development Committee of the AAO to gauge and better understand how Ontario Archives are recovering from the impacts of the pandemic, and the challenges that archives continue to face. To determine how to best support our members during pandemic recovery, we asked Ontario archives for assistance in providing important information to the AAO Board and MAIG Executive, through completing this short survey. We had eleven archives respond in total, including nine municipal/government archives.

All survey responses from Municipal and Government Archives are available to view online here. Information from other respondents will be kept anonymous at this time.

Feel free to contact the MAIG Executive with any questions or concerns about the survey.