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:
Thursday, June 25, 2026
Time:
7 p.m. – 9 p.m. (ET)
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 Friday, June 5, 2026.
Member registration
This section contains registration instructions for Editors Canada members. If you are an Editors Canada student affiliate, see the section below to register.
You must register ahead of time to attend the AGM on Zoom.
Registration: Register on Zoom now.
Registration closes: Friday, June 19, 2026, at 11:59 p.m. (ET)
- Once you have registered, you will receive a confirmation email that contains a unique URL to access the AGM (which takes place on Thursday, June 25, 2026) 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 Friday, June 19, 2026, at 11:59 p.m. (ET).
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 Friday, June 19, 2026 (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 Friday, June 19, 2026.
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 2025 draft annual general meeting minutes
- Approval of 2025 draft special general meeting minutes
- Approval of the 2025 annual report (report will come from Editors Canada national office once the audit is done)
- Financial report
- Approval of the 2025 auditors’ report (included in the 2025 annual report, as required by law) (report will come from Editors Canada national office once the audit is done)
- Substantive motion submitted by a member: That “important documents such as strategic plans” be added to this clause in the Consultation Policy.
- “Matters that affect the association and its members include the following:
- reputational matters, such as appearance, values and broad communication themes
- governance structures, such as committees, twig co-chairs and executives (branch executives and the national executive council)
- decision-making discussions, by committees, twig co-chairs, branch executives and the national executive council
- decisions made by the national executive council
- volunteer relations”
- “Matters that affect the association and its members include the following:
- Substantive motion submitted by a member: That Editors Canada eliminates the position of executive director and adds the position of administrative director, with duties to be defined in relevant policy documents.
- Substantive motion submitted by a member: That all the association’s policies and procedures/guidelines revert back to all of them being voted on by members, instead of some being voted on by members and some by the national executive council.
- Substantive motion submitted by a member: That a sentence be added to the Decision Making Procedures to require that the NEC record AGM decisions in the Decision Log for Editors Canada Annual General Meetings, 1979-present by October of each year.
- Substantive motion submitted by a member: That the national executive council set up a task force to determine what areas of artificial intelligence (AI) (including generative AI) Editors Canada should focus on, to take advantage of new work opportunities and to tackle the risks that AI presents for editors.
- Substantive motion submitted by a member:
- that Editors Canada members develop a strategic plan based on CIEP’s strategic plan, adding some of the ideas from the proposed strategic plan, the comments on that plan, the members’ discussions on the various social media, and discussions among members.
- that the NEC encourage members to be part of the discussions to develop the plan.
- that Editors Canada schedule a members’ meeting before the end of 2026 to vote on the plan the members draft.
- Substantive motion submitted by a member: If the motion to eliminate the position of executive director and add the position of administrative director is adopted, that we amend Section 6.01, subsection e.
- Motions from the floor
- Appointments and elections
- Lee d’Anjou Volunteer of the Year Award
- Other business
- Adjournment
Details of election candidates, along with other supporting documents and any changes to the agenda, are posted on the AGM 2026 web page.
The deadline for members to submit substantive motions for the AGM was Friday, May 1, 2026, as advised in the Thursday, April 2, 2026, email to members (“Motions at the 2026 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.