AZAD Chairman Richard Cirelli called the 2003 Delegates’ Meeting to order at 2:30 p.m. on 10 September 2003 in Omaha, Nebraska. Richard welcomed the delegates and introduced the members of the Executive Board: Pam Karas, Columbus Zoo and Aquarium, Newsletter Editor; Joan Sutphen, Houston Zoo, Treasurer; Debbie Moody, Denver Zoo, Secretary; Bob Shaff, Seneca Park Zoo, Membership Chairman; Mary Ann Lefevre, The Phoenix Zoo, Director of Public Relations; Judy Thompson, Brookfield Zoo, Director of Conference Advisory; Patty Whitecotton, Oklahoma City Zoo, Parliamentarian; and himself, Richard Cirelli, Bergen County Zoo, Director of Extension.
The report of the Credentials Committee given by Donetta Hookstra, Omaha’s Henry Doorly Zoo, was adopted. There were 54 delegates present at the start of the meeting. Three additional delegates were added after the report was adopted bringing the total to 57 delegates.
Richard, as Director and Coordinator of the Delegates, called the roll of zoos and aquariums. Gay Jolley, Zoo Atlanta, Chairman of the Bylaws and Rules Committee read the convention rules. The 2003 Convention Rules were adopted.
Judy Sorensen, Chairman of AZAD 2003 gave the report of the Program Committee. The report of the Program
Committee was adopted.
Bob Shaff, Membership Chairman, gave the Membership report. Currently there are 112 Organizational Members and 2249 individual members of AZAD. Of this number, 2097 are Active Docent members, 77 are Associate members and 75 are Inactive Docent members. The following zoos/aquariums have become Organizational Members since AZAD 2002: North Carolina Aquarium on Roanoke Island, Manteo, NC; Roosevelt Park Zoo, Minot, ND; Zoo Boise, Boise, ID; Chimp Haven Sanctuary, Shreveport, LA; National Aviary in Pittsburgh Volunteers, Pittsburgh, PA; Tracy Aviary, Salt Lake City, UT; and Trailside Museums & Zoo/Bear Den Docents, Bear Mountain, NY. There were several member organizations which have been dropped from the membership. The poor economy and few, if any, AZAD members were cited as two reasons for not renewing their Organizational Memberships.
Joan Sutphen, Treasurer, gave the financial report and the report of the Budget and Finance Committee. She thanked committee members Lynette Simonson, The Living Desert and Dave Defide, Pittsburgh Zoo for their service. The financial report covered the fiscal year 1 November 2001 – 31 October 2002. Total funds in were $38,173.73 and total funds paid out were $40,672.30. During the fiscal year, development activities were funded totaling $1,422.74. These expenses included costs associated with the Long Range Planning Committee survey as well as funding Richard Cirelli’s attendance at the AZA Conference. The ending fund balance of $80,020.08 was comprised of a checking account balance of $35,216.42, Certificates of Deposit of $43,143.41 and merchandise inventory at cost of $1660.25. Joan then highlighted the Agreed Upon Procedures report from the firm of Lanphier, Vandenberg & Kolasinki, CPAs. She read the following to the delegates: “In summary, all deposits and disbursements as reported in the bank statements for the above noted period, have been included on the Treasurer’s report of Revenues, Expenditures and Fund Balances that is provided to the Board. We did become aware of a certain matter regarding internal control that was included in our report to the Board. We also included recommendations to the Board on certain bookkeeping functions.” Joan stated the internal control issue, as well as the recommendations, have been reviewed by the Board and several recommendations either have been already implemented or will be implemented in the near future. A full copy of the report was posted in the Hospitality Room at the conference. Joan then outlined the 2003 –2004 budget.
Budgeted funds in and budgeted funds paid out are equally $39,980.This represents a $95 decrease over the previous fiscal year budget. Conference Assistance Funds of $12,000 paid by AZAD to assist member organizations in paying the expenses of hosting a conference represents 30% of the budget, the largest udgeted expense. The cost of publishing the newsletter is the second largest expense representing almost 26% of the budget.
The delegates adopted the 2003 – 2004 budget and the Auditor’s Report.
Pam Karas, Newsletter Editor, gave the report regarding the Symbiosis newsletter. She stated the July issue of the newsletter was the first electronic issue. She has added a feature titled “Symbiosis Extra! Extra!” to the website that will include such items as book reviews, additional Zoo, Aquarium and Docent News and other Symbiosis-type items. She has sent out notification letters or emails to Organizational Members about the possible use of items from docent newsletters on the AZAD website in addition to use in Symbiosis. There are three individuals who have tentatively agreed to assist Pam as part of the newsletter “staff”. She sent out post cards soliciting articles and submissions for the newsletter and has received a few items. She asked that members interested in writing for Symbiosis contact her. Pam reminded the delegates that 2003 – 2004 would be her final year as Newsletter Editor and that the next Symbiosis copy deadline is 22 September 2003.
Richard Cirelli gave the report of the Extension Committee. He introduced Bert DeVries, Philadelphia Zoo, Travel Committee Chairman and Liz Turner, Houston Zoo, Webmaster. Bert outlined future trips. In 2005, trips to Panama and Namibia will be offered to AZAD members. Liz asked that she be notified if there
are any inappropriate messages discovered on the message board. She stated that work is being done to expand and improve the website.
Richard reminded the delegates present that they would remain the delegate for their zoo/aquarium until the start of AZAD 2004.
Mary Anne Lefevre gave the report of the Public Relations Committee. She thanked the members of her committee, Maggie Fox, The Phoenix Zoo and Susan Gilbert, Oakland Zoo. She reported that a total of 135 AZAD pins and 93 AZAD patches have been sold since AZAD 2002. The major project her committee has been focused on was the development of the Member Information Packet that will be available soon. In the packet will be: AZAD brochures and holder; the Power Point presentation CD; back issues of the newsletter; and AZAD logo “trinkets”. The final revisions have been approved by the Board for the new AZAD brochure. Please let Mary Anne know if you would be willing to act as the contact person for your zoo to help facilitate the distribution of the Member Information Packets. The poster idea has been tabled at this point.
Judy Thompson presented the report of the Conference Advisory Committee. She thanked committee members Jim Bartos, Columbus Zoo and Aquarium and Sherrill Jackson, Detroit Zoo. The Guidelines for Bidding On and Hosting an Minutes of the Delegates’ Meeting, Omaha, Nebraska, 10 September 2003 See DELEGATES’ MINUTES/page 12 Symbiosis 12 Oct 2003 Minutes of the Delegates’ Meeting, Omaha, Nebraska, 10 September 2003 AZAD Annual Conference and Recommended Procedures and Guidelines for Hosting an AZAD Sanctioned Regional Conference documents have been updated and were available in the Hospitality Room at the conference. Information is also available on the website.There was no bid to host the AZAD 2006 conference.
Any interested member organizations should contact Judy as soon as possible. Gay Jolley gave the report of the Bylaws Committee and thanked committee members, Mildred Keso, Oklahoma City Zoo and Bonnie McLaren, Denver Zoo. Gay read the proposed bylaw amendments and stated these amendments were for clarification or correction only and the committee was recommending the adoption of all the amendments.
Lynn Lindbloom, Cheyenne Mountain Zoo, Chairman of the Nominating Committee thanked the members of her committee: Betty Dunbar, Los Angeles Zoo; Bonnie Huleatt, Zoo Atlanta; Karen Lommler, Henson Robinson Zoo; Paula Spiering, Milwaukee County Zoo; and Lenny VonBenken, Cleveland Metroparks Zoo, alternate. She read the slate of officers nominated by her committee: Judy Thompson, Brookfield Zoo, Conference Advisory Director; Diane Cooney, Cameron Park Zoo, Extension Director; Mary Anne Lefevre, Public Relations Director; Lauri Pecsok, Cleveland Metroparks Zoo, Membership Chairman; Pam Karas, Columbus Zoo and Aquarium, Newsletter Editor; Deborah Moody, Denver Zoo, Secretary, and Joan Sutphen, Houston Zoo, Treasurer.
Richard stated there was an Executive Board Standing Rule number seven adopted in January of 1997 which states: “A Board member unable to attend a conference will not be allowed to run for office that year.” Based upon this rule and Article VI – Executive Board, Section 5 of the bylaws which specifically states: “All members of the Executive Board must attend the Board meetings of the newly elected board. Ameeting shall be held during the conference,” the Board made recommendation that Lauri Pecsok not be allowed to stand for election, as she was not in attendance nor registered for the conference. It was moved ands seconded: Motion: The Executive Board is recommending that Ms. Pecsok not be allowed to stand for election. The delegates passed the Board recommendation by a vote of 49 for and 5 against.
Richard then asked for nominations from the floor. Bob Shaff was nominated for the office of Membership Chairman. The nominations for all Board positions were closed.
The adoption of the amendments to the bylaws was the next order of business for the delegates. Karen Linn, Columbus Zoo and Aquarium, made a motion, which was seconded:
Motion: The amendment proposed for Article III: Members, D. Associate, concerning the description of the Associate category be amended to the following:
Article III: Members, D. Associate – a non-voting membership for any organization or individual not qualifying under one of the three (3) previously
This would clarify that this category is non-voting. The delegates passed the motion for the amendment. There was no additional discussion and since the changes were simply clarifications or corrections, the amendments were adopted as a whole. The bylaws will read as follows:
ARTICLE III – MEMBERS
Section 1. Membership. The members of the Association shall be comprised of four (4) categories, which shall be:
A. ORGANIZATIONAL – a voting membership with one (1) delegate per AZAD member organization
B. ACTIVE DOCENT – a non-voting membership for Active Docents
C. INACTIVE DOCENT – a non-voting membership for inactive Docents who have held Docent membership
D. ASSOCIATE – a non-voting membership for non-Docents (individual or organization any organization or individual not qualifying under the three (3) previously listed categories
Section 2. Eligibility. All voting delegates shall be Active Docents. All voting delegates and shall hold individual memberships in this Association. No voting delegate shall be employed in any way by an AZAD member organization, or an affiliated institution.
A Docent shall be considered any volunteer who is involved in educating the public about zoos and aquariums.
Section 3. Dues. The annual dues shall be $25.00 (U.S.) for each Organization; $15.00 (U.S.) for each Docent; $15.00 (U.S.) for each Associate.
Dues shall be due and payable to the AZAD Treasurer the month in which the member joined to the AZAD Treasurer. The Membership Chairman shall notify members 30 days prior to the month in which they are due. Members whose dues are not paid within 60 days of notification shall be dropped from membership.
Section 4. Fiscal Year. The Fiscal Year shall be from November 1 – October 31 of the following year.
ARTICLE IV – OFFICERS
Section 1. Officers. The elected officers shall be Active Docent members at the time of their election and shall remain Active Docent members at all times during their terms of office. Only one (1) docent from an AZAD member organization shall be eligible for elective office.
The elected officers shall be a Treasurer, a Membership Chairman, a Newsletter Editor, a Secretary and 3 three (3) Directors. These officers shall perform the duties prescribed by these bylaws and by the parliamentary authority adopted by the Association. A Parliamentarian shall be appointed by the Executive Board at the first meeting of the newly elected board and shall serve as an advisor on matters of parliamentary procedure for the term of the Board. Proviso: This bylaw shall become effective with the 2001 election.
Section 2. Election. The officers shall be elected by the voting delegates at the annual conference. The Nominating Committee shall present the slate of proposed officers for the ensuing year to the delegates at their meeting at the Association’s annual conference, the slate having been published as required by
Article VII, Section 1D. Nominations of eligible individuals other than those on the slate may be made from the floor. When there is only one (1) candidate for an office, the election for that office may be by voice vote or show of hands. If there are three (3) or more candidates for an office, and none of these candidates receives a majority of the votes cast, the candidate receiving the fewest votes shall be dropped from the third ballot, and on each succeeding ballot the candidate receiving the fewest votes shall be dropped from the balloting until one (1) candidate receives a majority of the votes
The officers shall begin their duties at the close of the annual conference and they shall serve until the close of the next conference.
Section 3. Term. No member shall hold more than one (1) office at a time. Term of office shall be one (1) year or until their successors are elected. The number of years a member may hold elected office shall be limited to four (4) consecutive years.
Section 5. Duties of Officers.
A.Treasurer. Shall be bonded and responsible for receiving, depositing in a numbered account in an approved financial institution and disbursing all funds of this Association and shall prepare and present a written financial report at the annual conference. The Executive Board shall designate one (1) elected officer to cosign all checks in excess of $1000. The Treasurer shall send quarterly to the members of the Executive Board a list and explanation of all checks written; shall forward membership renewal and application forms to Membership Chairman.
The Treasurer’s books shall be audited at the end of each fiscal year by an independent auditor approved by the Executive Board.
B.Newsletter Editor. Shall send a newsletter to every member a minimum of four (4) times a year. The newsletter immediately preceding the annual conference
shall be mailed at least 45 days before the opening of the conference.
ARTICLE V – MEETINGS
Section 2. Host and approximate date of the conference shall be decided three (3) years in advance by the delegates. The host shall set its registration fee with approval of the Executive Board in such amount as may be reasonably be expected to cover its anticipated expense; provided, however, that any surplus after payment of all conference expenses shall first be remitted promptly to the Treasurer of the Association in an amount up to and including total conference assistance funds received from the Association.
ARTICLE VI – EXECUTIVE BOARD
Section 1. Composition. The Executive
Board shall consist of the Treasurer, Membership Chairman, Newsletter Editor, Secretary and three (3) Ddirectors. All members of the Executive Board shall
be Active Docents, and shall hold individual memberships, and shall remain Active Docent members at all times during their terms of office. No member of the
Executive Board shall be employed in any way by an AZAD member organization or an affiliated institution.
Section 3. Quorum. Five (5) members of the Executive Board shall constitute a quorum.
ARTICLE VII – COMMITTEES
Section 1. Standing Committees. The standing committees of this Association shall be: Budget-Finance, Bylaws, Conference Advisory, Extension, Newsletter,
Nominating and Public Relations.
All standing committees shall be comprised of Active Docent members. Amember may serve on only one (1) committee at a time.
No member of a standing committee shall be employed in any way by an AZAD member organization or an affiliated institution.
A.Budget-Finance Committee: Shall be comprised of the Treasurer as Chairman and two (2) members appointed by the Executive Board. They shall prepare an
annual budget to be presented at the conference for the coming year. The budget shall be approved by the delegates.
B.Bylaws Committee: Shall be comprised of at least three (3) members appointed by the Executive Board. They sShall review proposed amendments to the bylaws, which have been submitted by members., Shall edit for composition prior to publication., and Shall forward to the Nnewsletter Eeditor proposed amendments, with recommendations, for publication in the newsletter immediately preceding the conference.
C.Newsletter Committee: Shall be comprised of one (1) person designated by each participating Docent organization who shall send a copy of their newsletter to the Newsletter Editor. They shall assist the Newsletter Editor upon request.
D.Nominating Committee: Shall be comprised of five (5) members and one (1) alternate elected by the delegates by a plurality at the annual conference.
Nominations for election to this committee shall be taken from the floor at the Delegates’ Meeting of the annual conference. It shall be the duty of this committee to consider qualifications of all candidates.
The Nominating Committee shall submit one (1) name for each office to be filled. The Nominating Committee shall submit only one (1) name from any AZAD member
organization. The report of the Nnominating Ccommittee shall be published along with a brief biographical sketch of each candidate in the newsletter
immediately preceding the conference. No AZAD member organization shall have representation on the Nominating Committee more than once every three (3)
E.Extension Committee: Shall be comprised of a Director as Chairman and at least two (2) members appointed by the Executive Board to coordinate efforts of
volunteers to organize Docent organizations and to assist and give direction to newly formed Docent organizations.
F.Conference Advisory Committee: Shall be comprised of a Director as Chairman and two (2) members appointed by the Executive Board to assist the host organization.
G.Public Relations Committee: Shall be comprised of a Director as Chairman and two (2) members appointed by the Executive Board to publicize the aims,
objectives, and purposes of the Association and encourage new membership in the Association.
The election of the 2003 – 2004 AZAD Executive Board was held. The 2003 – 2004 Executive Board will be: Diane Cooney, Cameron Park Zoo, Director of
Extension; Pam Karas, Columbus Zoo and Aquarium, Newsletter Editor; Mary Anne Lefevre, The Phoenix Zoo, Director of Public Relations; Debbie
Moody, Denver Zoo, Secretary; Bob Shaff, Seneca Park Zoo, Membership Chairman; Joan Sutphen, Houston Zoo, Treasurer; and Judy Thompson,
Brookfield Zoo, Director of Conference Advisory.
The election of the Nominating Committee for 2003 – 2004 was held. The following individuals were nominated: Rogene Snyder, Omaha’s Henry Doorly Zoo; Mary Rosenberger, Denver Zoo; Debbie Harden, Cincinnati Zoo; Jim Bartos, Columbus Zoo and Aquarium; George Anne Verner, Brookfield Zoo; Chuck Jengo, Bergen
County Zoo; and Michael Gillen, Riverside Zoo. Michael Gillen could not serve on the Nominating Committee because he had not attended at least two
AZAD conferences. The Nominating Committee members for 2003 – 2004 are: Jim Bartos, Columbus Zoo and Aquarium, Chairman; Chuck Jengo, Bergen County Zoo; Mary Rosenberger, Denver Zoo; Rogene Snyder, Omaha’s Henry Doorly Zoo; George Anne Verner, Brookfield Zoo; and Debbie Harden, Cincinnati Zoo, alternate.
There was no New Business. There were no Announcements. The meeting was adjourned at 5:05 p.m.
Deborah J. Moody, Secretary