All members are called to attend a special general meeting (SGM) of the Editors’ Association of Canada (Editors Canada). The purpose of the meeting is to conduct the business of the association.
Date:
Thursday, September 11, 2025
Time:
7 p.m. – 9 p.m. (EDT)
Location:
This meeting will take place on Zoom.
Member registration
You must register ahead of time to attend the SGM on Zoom.
Registration: Registration is now closed.
Registration closes: Friday, September 5, 2025, at 11:59 p.m. (EDT)
- Once you have registered, you will receive a confirmation email that contains a unique URL to access the SGM (which takes place on Thursday, September 11, 2025) 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 SGM, but they are not permitted to vote. Because we can’t prevent an online participant from voting on Zoom, students who wish to attend the SGM 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 the SGM, please email communications@editors.ca by Friday, September 5, 2025, 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 SGM 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, September 5, 2025 (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, September 5, 2025.
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 SGM.
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 general meetings.
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 a general meeting.
While many association members are friends or colleagues, the SGM is a formal meeting. In order to have a successful meeting, the business of the SGM 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
- Appointments and elections
- Motion: That we transition the role of executive director into the role of administrative director for a trial period of one year.
- President’s Awards and the Lee d’Anjou Volunteer of the Year Award
- Other business
- Strategic Plan for 2025–2030: By mutual agreement of both movers, the two motions presented at the AGM regarding the strategic plan have been withdrawn, with the national executive council agreeing to send the current draft of the strategic plan for member consultation.
- Consultation on Awards Procedures: The mover has withdrawn his motion regarding consultation on the Awards Procedures because the matter was settled at the April 2025 national executive council meeting; the procedures will go to members for consultation.
- Adjournment
Details of election candidates, along with other supporting documents and any changes to the agenda, are posted on the SGM 2025 web page.