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.
For more information about participating remotely using the online platform, please see our FAQs.
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
- Call to order
- Parliamentarian
- Approval of agenda
- Approval of 2022 draft annual general meeting (AGM) minutes
- Approval of the 2022 annual report (report will come from the Editors Canada national office once the audit is done)
- Financial report
- Approval of the 2022 auditors’ report (included in the 2022 annual report, as required by law) (report will come from the Editors Canada national office once the audit is done)
- Substantive motion submitted by a member: That members approve the new Decision Making Policy and Decision Making Procedures
- Substantive motion submitted by a member: That members approve the new Forum Monitor Mandate and Editors Canada Forum Guidelines
- Substantive motion submitted by a member: That members approve the Lignes directrices de révision éthique des travaux étudiants
- Substantive motion submitted by a member: That members adopt the revised Professional Editorial Standards
- Motions from the floor
- Appointments and elections
- President’s Awards
- Recognition of newly certified members
- Other business
- Adjournment
Details of election candidates, along with other supporting documents and any changes to the agenda, are posted in the members’ area of the Editors Canada website.
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.