Annual general meeting 2023

Call to meeting—AGM 2023

All members are called to attend the annual general meeting (AGM) of the Editors’ Association of Canada (Editors Canada). The purpose of the meeting is to conduct the annual business of the association.

Date:

Saturday, June 24, 2023

Time:

1 p.m. – 3 p.m. (EDT)

Location:

This meeting will take place on Zoom. At its May 2022 meeting, the national executive council (NEC) voted to continue holding the AGM online each year, even when the conference is held in person. For more information about this decision, please see the June 2022 e-news update.

Simultaneous interpretation

Editors Canada is a bilingual association and we are committed to providing access to the AGM in French for those who require interpretation. However, this service is rarely used and, as the cost to provide it is significant, we offer interpretation upon request only. If you require simultaneous interpretation for the AGM, please email secretary@editors.ca no later than Wednesday, May 31, 2023.

Member registration

You must register ahead of time to attend the AGM on Zoom.

Registration: Registration is now closed.

Registration closes: Tuesday, June 20, 2023, at 11:59 p.m. (EDT)

• Once you have registered, you will receive a confirmation email that contains a unique URL to access the AGM (which takes place on Saturday, June 24, 2023) on Zoom.
• You will also receive an automatically generated reminder email the day before the meeting.
• Only one person can use each unique URL. This URL has been personalized for you. Please do not share it. If another person uses your unique URL before you, you will not be able to log into the meeting.
• Although Zoom provides a call-in option for meetings, please do not use this option as it will not allow you to participate in the voting procedures.

Student affiliate registration

Student affiliates are allowed to attend the AGM, but they are not permitted to vote. Because we can’t prevent an online participant from voting on Zoom, students who wish to attend this year’s AGM must do so by phone. Please note that Zoom does not offer a Canadian toll-free number to join meetings and webinars, so long distance charges may apply. See Zoom’s international dial-in numbers.

If you are a student affiliate who would like to call in to hear this year’s AGM, please email communications@editors.ca by Tuesday, June 20, 2023, at 11:59 p.m. (EDT).

Voting procedures

Only members of the association are eligible to vote. Student affiliates are not permitted to vote. If you are a member, you may cast your votes in 1 of 2 ways:

1. Vote on Zoom

Members attending the AGM via Zoom can vote using the online polling system. See the online meeting FAQs for more information.

2. Vote by proxy

Members who cannot attend may authorize another member to vote on their behalf by giving that member a signed proxy. To do so,

a) download and complete the proxy form (for association members only) and
b) send it to the member you wish to empower to vote on your behalf.

Your chosen proxy holder must be a member and must register the signed proxy by sending it to the national secretary by Tuesday, June 20, 2023 (see FAQs).

If you wish, you may appoint the national secretary as your proxy holder. To do this, email your signed proxy to secretary@editors.ca by Tuesday, June 20, 2023.

A note on electing directors

The federal legislation that governs not-for-profits requires that directors be elected, as directors, at a meeting of members. The directors are then to decide, by a vote among themselves, who takes which role on the national executive council. Members do not run for a particular position.

The nominating committee solicits for particular positions, with the caveat that the national executive council discusses and votes on the positions after the AGM.

Rules of order

The national executive council has created a guide to help members and the chair with the rules most likely to be needed at AGMs.

The Editors Canada bylaw states that meetings will be conducted according to Robert’s Rules of Order (section 3.09). Various policies and procedures/guidelines may also come into play at an AGM.

While many association members are friends or colleagues, the AGM is a formal meeting. In order to have a successful meeting, the business of the AGM is conducted through motions.

Download the Rules of Order Guide for the Editors’ Association of Canada Annual General Meetings.

Agenda

1. Call to order
2. Parliamentarian
3. Approval of agenda
4. Approval of 2022 draft annual general meeting (AGM) minutes
5. Approval of the 2022 annual report 
6. Financial report
7. Approval of the 2022 auditors’ report (included in the 2022 annual report, as required by law)
8. Substantive motion submitted by a member: That members approve the new Decision Making Policy and Decision Making Procedures
9. Substantive motion submitted by a member: That members approve the new Forum Monitor Mandate and Editors Canada Forum Guidelines
10. Substantive motion submitted by a member: That members approve the Lignes directrices de révision éthique des travaux étudiants
11. Substantive motion submitted by a member: That members adopt the revised Professional Editorial Standards
12. Motions from the floor
13. Appointments and elections
14. President’s Awards
15. Recognition of newly certified members
16. Other business
17. Adjournment

Motions at the 2023 annual general meeting

The deadline for members to submit substantive motions for the AGM was Friday, April 28, 2023, as advised in the Wednesday, March 15, 2023, email to members (“Motions at the 2023 annual general meeting”). Substantive motions from the floor are not permitted, as members need time to think about and discuss them, and members who are not at the meeting cannot vote on them. Nominations from the floor for positions on the national executive are allowed. Motions on matters such as thanking a member or committee or awarding a surprise honour are also allowed.

Registration Information

1. Why do I have to register in advance?

Members always need to register to attend a general meeting of the association. When members attend in person, they do this on-site, at the door. To allow members to participate online, we need some lead time to sort out the logistics of the platform, including buying a large enough virtual meeting space for everyone who wishes to attend.

2. What is the deadline to register if I want to attend the meeting online?

You must register no later than Tuesday, June 20, 2023, at 11:59 p.m., EDT (four days before the meeting).

3. I’m not sure I can attend. Should I register anyway?

Yes, please do. You must register by the deadline to receive a link to the meeting. You will not be able to attend without this link, so it’s important to register if you think you might attend the meeting online.

4. How do I register?

Please visit the registration page by Tuesday, June 20, 2023, and follow the steps to register. You will then receive a confirmation email that contains a unique registration URL that will allow you to access the AGM on Saturday, June 24, 2023, on Zoom. You will also receive an automatically generated reminder email the day before the meeting.

5. Can I share my registration URL with anyone else?

No. Each member who registers will receive a unique URL to access the online meeting. Please do not share your URL. If another person uses your unique URL before you do, you will not be able to log in to the meeting.

6. I’m a student affiliate. Can I register for the AGM?

Student affiliates are allowed to attend the AGM, but they are not permitted to vote. Because we can’t prevent an online participant from voting on Zoom, students who wish to attend this year’s AGM must do so by phone. Please note that Zoom does not offer a Canadian toll-free number to join meetings and webinars, so long distance charges may apply. See Zoom’s international dial-in numbers.

If you are a student affiliate who would like to call in to hear this year’s AGM, please email communications@editors.ca by Tuesday, June 20, 2023, at 11:59 p.m. (EDT).

7. Who do I contact if this doesn’t work?

If you have technical difficulties, see the Zoom FAQ page. We recommend logging into Zoom using your registration URL at least 10 to 15 minutes ahead of the meeting time to check that everything is working and to become familiar with the virtual meeting room.

8. Where can I find the agenda for the meeting?

Here is the agenda, including the supporting documents.

9. What if my computer breaks down, or I lose my Internet connection, or there is a power outage during the meeting? What if I have to leave the meeting?

If something happens at your end that is beyond our control, and you cannot solve it while the meeting is in progress, you will miss the rest of the meeting. Be sure to test your equipment and Internet service ahead of time and have a backup plan if needed.

The meeting can continue even if some members leave before it is over. According to the Canada Not-for-profit Corporations Act, “If a quorum is present at the opening of a meeting of members, the members present may, unless the by-laws otherwise provide, proceed with the business of the meeting, even if a quorum is not present throughout the meeting.” (Section 164.3)

If there is a prolonged power outage at the hosting end, or if the software we are using fails, we may need to reschedule the meeting. We will contact you by email if this happens.

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Proxy information

1. I can’t attend the meeting. Can I vote by proxy?

Yes. Members who cannot attend may authorize another member to vote on their behalf by giving that member a signed proxy.

To do so, download and complete the proxy form (for association members only) and send it to the member you wish to empower to vote on your behalf.

Your chosen proxy-holder must be a member and must register the signed proxy by sending it to the national secretary by Tuesday, June 20, 2023.

If you wish, you may appoint the national secretary as your proxy-holder. Email your signed proxy to the secretary at secretary@editors.ca by Tuesday, June 20, 2023.

2. How will online proxies be managed?

During the AGM, online proxies will be counted along with all other online votes. In this case, the secretary will receive the list of online proxies ahead of time to confirm which proxies have been assigned to which members. Those members who are proxy-holders and attending the AGM online will be able to vote on behalf of those who appointed them by using the messaging feature in Zoom. The secretary will record the votes manually during the voting process.

Please note, if you give someone your proxy, you can’t attend the meeting. We can’t set up an arrangement that would technically permit someone to vote twice (once by the proxy they gave to someone else ahead of time, and once themselves during the meeting).

3. What does the Editors Canada bylaw say about proxies?

Proxy voting is covered in section 3.11 of the bylaw: Absentee Voting at Members’ Meetings.

4. Can I mail in my proxy to the national office?

No. The national office remains closed due to the COVID-19 pandemic so we can’t accept proxies by mail.

5. What if I give my proxy to someone and then decide to attend the online meeting myself?

In this case, you must revoke your proxy. If your proxy-holder planned to attend online, send an email to the secretary (secretary@editors.ca) by Tuesday, June 20, 2023.

6. What if I register for the online meeting but then find out I cannot attend?

You can still participate by giving a signed proxy to someone who will attend online so that person can vote on your behalf.

A proxy form was sent with the call to meeting; you can also download one here.

If you appoint a proxy-holder, you must withdraw your registration for the online meeting by using the link in your Zoom confirmation email or by sending an email to secretary@editors.ca.

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Online Voting

1. How will online voting work?

During the AGM, a poll will be posted within Zoom. Members will vote using the poll function and the secretary will tally the votes.

Any member attending online who is a proxy-holder will also be able to vote on behalf of the absentee member(s) who appoints them, using the messaging feature. The secretary will record these votes manually.

More information on how to participate online will be sent to those who have registered closer to the meeting date.

Motion

I move that Editors Canada adopts the new Decision Making Policy and Decision Making Procedures.

• Decision Making Policy
• Decision Making Procedures

Mover: Gael Spivak

Supporting statement

Editors Canada has a custom that the national executive council (NEC) cannot overturn member votes held at an annual general meeting (AGM). In addition, any updates to items voted on by members in the past should go back to members for another vote. For example, an update to the Guidelines for Ethical Editing of Student Texts must go to members for a vote because the original guidelines were voted on by members.

This is just a custom, though. It’s not written down in any governance document that members have agreed to. As such, it doesn’t have to be followed. And if directors chose to not follow this, there would be no way for members to hold them to account.  

To close this gap in governance, I started writing a policy and procedure for that one item. As I was doing that, I realised that I needed to place the one big item of concern (the NEC cannot overturn AGM votes) into a context. That, in turn, led to writing a procedure document that talks about the association’s decision making as a whole. 

The procedure document clarifies decisions made by the following groups of people:

• members at an annual general meeting or a special meeting
• directors
• committees, national positions and task forces
• branches and twigs
• staff

This explains why I am submitting a motion to have this new policy and procedure. If it passes, any later revisions to the policy and procedure will have to go to members for a vote.

Motion

I move that members approve the new Forum Monitor Mandate and Editors Canada Forum Guidelines.

• Forum Monitor Mandate
• Editors Canada Forum Guidelines

Mover: Heather Buzila

Background

In February 2021 the server hosting Editors Canada’s web and email services suffered a catastrophic incident that resulted in the loss of Editors Canada’s email capabilities, including the email forum, which was a list that operated on GNU Mailman software that allowed members to communicate with each other. Since then, members have been without an online communication forum that didn’t require them to use social media. 

The national office staff researched several alternative means of member communication, and the national executive council (NEC) voted to use Google Groups, since Google is being used as the association’s email service now and Google Groups is included for free with Editors Canada’s Google Workspace for Nonprofits account. We are now ready to launch the Editors Canada Forum, a Google Group that allows association members and student affiliates to participate in courteous and respectful discussion by email, via a web interface, or both. 

Because of this change from a Mailman list to Google Groups, the mandate of the forum monitor (formerly the list monitor) and the forum guidelines (formerly the EAC Listserv Guidelines), both of which had been previously approved by member votes at an annual general meeting, required major revisions. 

Motion

I move that we approve the Lignes directrices de révision éthique des travaux étudiants.

• Lignes directrices de révision éthique des travaux étudiants — cycles supérieurs
• Lignes directrices de révision éthique des travaux étudiants — premier cycle universitaire

Mover: Suzanne Aubin

Background

Expert volunteers updated the English-language Guidelines for Ethical Editing of Student Texts in 2018 and the national executive council posted them for members to use. They were ratified by members at the annual general meeting in 2022.

Francophone experts and member volunteers of Editors Canada reviewed and translated the guidelines to create the Lignes directrices pour la révision linguistique de travaux étudiants for editors who work in French.

Previous member votes

2022
Moved by Gael Spivak
Seconded by Marcia Luke
To formally ratify the Guidelines for Ethical Editing of Student Texts

2012
Moved by Mary Anne Carswell
Seconded by Lee d’Anjou
To approve the revisions to Guidelines for Editing Theses (updated May 22, 2012)

2006
Moved by Lee d’Anjou
Seconded by Jennie Worden

Motion

I move that we adopt the revised Professional Editorial Standards.

• Download the revised Professional Editorial Standards.

Mover: Berna Ozunal

Background

When the Editors’ Association of Canada (Editors Canada) was formed in 1979, it was focused on the needs of book editors (and freelance book editors at that). Over the past 30-plus years, the makeup of our members has changed, as has the nature of editing. Some of our members don’t work on books and never have.

The association’s Professional Editorial Standards (PES) are quite focused on book editing, which was appropriate when they were first written. While they have been updated from time to time, they have never been revised to adequately reflect the diverse nature of editing work and the many sectors that editors now work in. It is imperative that editors in Canada see their work reflected in the standards and that they and their clients can meaningfully use the standards. It’s also important to make sure our standards align with other ones (for example, the ISO plain language standard).

With all of this in mind, the standards committee made some deep revisions in the latest update to the PES. 

The draft of the revised PES was submitted to members for review on March 22, 2023. Members were invited to submit feedback until April 21, 2023, via the Professional Editorial Standards Feedback group or by emailing the committee chair directly.

After the feedback period closed, the standards committee made the needed changes and are now presenting the revised Professional Editorial Standards for members to vote on at the 2023 annual general meeting.

Previous member votes

2016
Moved by Michelle Boulton
Seconded by David Johansen
To adopt Professional Editorial Standards 2016, proposed by the Standards Task Force, to take effect January 1, 2017.

2009
Members vote in favour of adopting the revised Professional Editorial Standards in a referendum.

1991
Members approve Professional Editorial Standards in a referendum.

Want to know more about the Editors Canada members who have put their names forward for the 2022–23 national executive council (NEC)? Here’s where you’ll learn more about the nominees. The new NEC will be elected at our annual general meeting (AGM) on June 24, 2023. The new NEC term will run from July 1, 2023, to June 30, 2024.

Candidates for two years

Marcia Allyn Luke

Editors Toronto
I have an Honours Bachelor in English (University of Guelph) and a postgraduate Publishing Certificate (Ryerson University). I am currently completing a Master of Professional Education (Western University). I have 15 years’ experience in educational publishing, including acquisitions, editorial, management, marketing and sales positions, providing a unique, holistic perspective. I have been teaching and developing curriculum since 2017, including the following courses: Introductory Communications and Conspiracy Theories (Critical Thinking) at Fleming College, College English at George Brown College and Professional Writing at Humber College. I have contributed to a #1 International Bestseller, Silent Grief, Healing, & Hope.

Arija Berzitis

Editors Toronto
I am a former associate editor and typesetter and currently proofreader in financial documents. I have a degree in English Language and Literature and am a native speaker of English (my parents emigrated from Latvia to England and then Canada following the Second World War). My schooling from kindergarten took place in Canada and although I finished my Hon. B.A. many years ago, I am currently working on the Publishing Certificate at Ryerson. I have had freelance copy editing experience in journals for about 10–15 years now. I was recently a technical editor for the Canadian journal TESL Canada from the University of Western Ontario. This involved editing references and their citations. However, I have also copy edited scientific and highly technical journals from the United States, including in such fields as humanities, social sciences, philosophy, futures, management, ultrasound, and medical and education. A current project includes copy editing a memoire written by a first-time writer, something I’m not used to but enjoying very much for the complete about-face from my usual activities.

Maria Frank

Editors Edmonton
Since beginning my editing career in 2008, I have edited government documents, K–12 study materials, fiction and nonfiction manuscripts, and corporate communications. I currently work for Athabasca University and edit primarily content for undergraduate- and graduate-level business courses.

I am an editor because I am passionate about language and the power of the word, particularly in the evolution of language to reflect societal values. I see the values of equality and inclusivity reflected in Editors Canada communications, conference sessions, and webinars, and I strive to uphold and further these values while serving on the NEC.

Kaitlin Littlechild

Editors Atlantic
I am both a freelance editor and writer and work as a communications and marketing specialist for an environmental consulting firm. I frequently edit works written by Indigenous authors and works written about Indigenous Peoples. I commonly edit (and occasionally write) in the areas of business communication, health, public health, biology, environmental issues and marketing pieces of all types.

When (if) I have spare time, I can be found outside enjoying all that New Brunswick has to offer—beautiful beaches, waterfall hikes, cross-country skiing, snowshoeing, camping. There is always something to explore with my kids and dogs.

Leah Morrigan

Editors Toronto
I’m a writer and have published in a variety of places from the Hill Times (Parliament Hill) to the Canadian Medical Post to my own men’s image column in a UK gentleman’s magazine. As a professional editor, I have sat on professional and community boards and spent 10 years as the in-house editor and contributing writer at a provincially funded not-for-profit. As a non-fiction freelance editor, I have waded into legal tech, academic writing, and natural and social sciences—because variety is the spice of life!

Ruth Pentinga

Editors Ottawa–Gatineau
I have this strange passion and aptitude for editing, so I took the Editing Certificate program at George Brown College, after receiving my Masters of Theological Studies from U of T. I’ve been fortunate to function as an editor (and do some marketing and communications) throughout my career and now I have some formal editing education to strengthen my practice and passion. I have edited some books, and other writing, in conjunction with my work as an itinerate preacher, a photographer and managing my wooden art puzzle business. I’ve been a member of Editors Canada for a few years and am happy to now work with the marketing and communications committee on initiatives to promote Editors Canada and the editing profession.

Blazej Szpakowicz

Editors British Columbia
A former academic with a PhD in history, I’ve worked as an editor for four years, specializing in academic and fiction editing. As a member of the Editors British Columbia, I’ve participated in Vancouver-based branch meetings and seminars. I’ve also served on the Editors Canada training and development committee since 2017, helping run the successful ongoing webinar program. If elected, I shall help guide the further development of this program and ensure it offers a wide range of ongoing professional development, in both French and English, to all Editors Canada members across Canada, regardless of location, background or expertise.

Here are the NEC members who will stay on, as they have one year remaining in their term. (Members are elected for a two-year term.)

Suzanne Aubin

Editors Quebec
I have been editing and translating for 20 years. I was an active member of the association until family life took priority and am now happy to have time again to dedicate to our profession, to our association. If elected for this position, I plan on helping to find ways to improve membership retention and recruitment, in both official languages.

Tara Avery

Editors British Columbia
Technically, my editorial career began in grade five, when I decided my school needed a magazine and that I was just the gal to start it. I’ve worked in a professional capacity since 2003. I’m a Professional Member of the CIEP, CAA and AIPP. Though my experience is wide-ranging, I work predominantly with fiction, creative non-fiction and dramatic texts as a coach and developmental/line/copy editor. I’m interested in serving on the NEC to give back to Editors Canada and its members, who have welcomed me so warmly.

Heather Buzila

Editors Edmonton
I began my editing career in 2007 and am a certified copy editor and stylistic editor with Editors Canada. I currently work at Athabasca University in Edmonton, where I edit materials for online courses in humanities and social sciences. I’ve also edited fiction and nonfiction book manuscripts, professional development modules, and website materials for diverse organizations.

Mina Holië

Editors Calgary
I joined Editors Canada as a student affiliate and transitioned into a member for the NEC director position. Having worked as an external auditor in public practice, my domains are auditing and forensic accounting. Prior to that, I held a position for accounting and administrative support duties in the hotel industry. I am currently taking the Technical Writer Graduate Certificate program at Algonquin College part-time while also pursuing a master’s degree in informatics with a concentration in information security management. I look forward to this opportunity for working on various projects with other members.

Ellen Keeble

Editors Toronto
I have been working as an editor/writer for more than 14 years. I hold a bachelor of journalism from Carleton University, a publishing certificate from Ryerson University and Editors Canada Structural Editing certification. I love this industry because I’m constantly learning. I provide editorial services for a variety of corporate clients, both in-house and on a freelance basis. In 2021, I received the President’s Award for Volunteer Service for my contributions as a designer.