AZAD Chairman Deborah J. Moody called the meeting to order at 7:30 p.m. on Wednesday, 8 September 2004 at the Philadelphia Downtown Marriott in Philadelphia, Pennsylvania. She welcomed the Delegates and observers to the meet- ing. She then introduced the mem- bers of the Executive Board: Joan Sutphen, Houston Zoo, Treasurer; Mary Anne Lefevre, The Phoenix Zoo, Director - Public Relations; Patty Whitecotton, Oklahoma City Zoo, Board appointed Parliamentarian; Judy Thompson, Brookfield Zoo, Director - Conference Advisory; Bob Shaff, Seneca Park Zoo, Membership Chairman; Pam Karas, Columbus Zoo and Aquarium, Newsletter Editor; Diane Cooney, Cameron Park Zoo, Director - Extension; and herself, Debbie Moody, Denver Zoo, Secretary.
Judy Ehrman, Philadelphia Zoo, gave the report of the Credentials Committee. Forty-six delegates were seated at the call to order, with nine more seated after the start of the meet- ing. The number of eligible votes was fifty-five delegates plus seven Executive Board members for a total of sixty-two votes. The delegates adopted the report of the Credentials Committee.
Diane Cooney, Director - Extension read the roll call of zoos/aquariums.
Mildred Keso, Oklahoma City Zoo, Chairman of the Bylaws and Rules Committee was unable to attend the meeting. Karen Linn, Columbus Zoo and Aquarium, and a member of the Committee read the Convention Rules as published in the newsletter. The Convention Rules were adopted.
Roberta (Bert) DeVries, Philadelphia Conference Co-chair, gave the report of the Program Committee. She stated there were 640 full registrants and with partial registrations the total number of registrants was over 700 for some events. The "Philly Ducks" trip was cancelled due to lack of participation. The Program Committee report was adopted.
Bob Shaff, Membership Chairman, stated that as of 7 September 2004 there were 114 Organizational members and 2211 individual members of AZAD. Of this number, 2069 were Active Docents, 72 were Associate members and 70 were Inactive Docents. Since AZAD 2003, there had been a decrease of 22 AZAD indi- vidual members, but an increase of three Organizational members. The following zoos/aquariums were new and/or rejoining members since AZAD 2003: Central Park Zoo, New York City, NY; Mote Marine Laboratory, Inc., Sarasota, FL; Mystic Aquarium & Institute for Exploration, Mystic, CT; Parks at Chehaw Volunteer Program, Albany, GA; Queens Zoo, Corona, NY; and Riverside Zoo, Scottsbluff, NE. He reported that the following Organizational members did not renew their memberships: Audubon Aquarium of the Americas, New Orleans, LA; Chattanooga Zoo - Friends of the Zoo, Chattanooga, TN; Folsom City Zoo, Folsom, CA; North Carolina Aquarium on Roanoke Island, Manteo, NC; Oregon Coast Aquarium Volunteers, Newport, OR; South Carolina Aquarium Docents, Charleston, SC; Zoo Boise - Friends of Zoo Boise, Boise, ID; and Zoo New England, Dorchester, MA. Of the zoos/aquariums that did not renew their membership, several have no or very few AZAD individual members. Each received reminder emails and letters of regret.
Joan Sutphen, Treasurer, gave the financial report for the fiscal year ending 31 October 2003. She thanked the members of the Budget and Finance Committee, Michael Gillen, Riverside Zoo and Lynette Simonson, The Living Desert Zoo for their service. Total funds in was $72,020 and was comprised of $38,154 of operat- ing funds mainly budgeted items including membership dues, merchandise sales and interest income and the $1,850 received in travel rebates from AZAD sponsored trips. Additionally, $33,866 was received from unbudgeted sources mainly conference assistance funds and registration rebates from both the Houston Zoo and Omaha's Henry Doorly Zoo. Total funds in exceeded budgeted income by $31,975.
Total funds paid out were $43,065; funds in exceeded funds paid out by $28,955, approximately the amount of the returned conference assistance funds plus the registration rebate from Houston Zoo that was booked as an expense in the prior fiscal year. The ending balance of $108,781 was comprised of a checking account balance of $53,416, funds invested in certificates of deposit of $53,899 and cost of merchandise inventory of $1,466. The ending fund balance is reserved for the following purposes: Major Purchases Fund, $1,801; Disaster Relief Fund, $500; Future Projects Fund, $8,000; Southeast Regional Conference Fund, $500; $43,098 reserved for one year's operating expenses; and $53,416 for unrestricted uses.
Joan then asked the delegates to consider the letter from Wade & Company, LLP, a Houston-based CPA firm. This firm completed the Agreed Upon Procedures report and the organization's annual tax return. She read the following statement from the report: "In summary, all deposits and disbursements as reported in the bank statements for the above noted period, have been included in the Treasurer's report of Revenues, Expenditures and Fund Balances that is provided to the Board." A full copy of the report to the Executive Board on the Agreed Upon Procedures was posted in the Hospitality Room following the Delegates' Meeting. The delegates adopted the report.
Joan addressed the proposed budget for 2004-2005. The budget incorporates a 1.4% increase in expenditures over last year's budget and a corresponding increase in income. The three largest line items in the operating expense budget are the publication and mailing of the newsletter, 26.2% of the total; Conference Assistance Funds, 24.7%; and reimbursement expenses for the Executive Board to attend the annual conference, 22.9%. The largest single item increase over last year's budget is the cost to prepare the AZAD tax return and the Agreed Upon Procedures report. In the past, the former AZAD Treasurer, who is a CPA, prepared the tax return for the organization at no charge. This past year, Wade & Company, LLP, a Houston-based CPA firm, was hired to prepare both the tax return and the Agreed Upon Procedures report. Their fees were $1,000 to prepare the tax return and $500 to prepare the report. They have assured Joan that there will be no increase in their fees for the coming fiscal year.
There was a question regarding excess funds in the treasury and Debbie reminded the delegates that the organization has been advised to keep one year's expenses in reserve and this represents $43,098 of the total funds in the treasury. She also informed the delegates that the Board had approved a random selection of two members per month to receive a free one - year membership to AZAD beginning in November 2004. This action will be reviewed at the Board meetings at AZAD 2005.
Pam Karas, Newsletter Editor, reported that five issues of Symbiosis were published since AZAD 2003. She reminded the delegates that the newsletter is available electronically instead of receiving the paper format. At present, there are only about 100 members who have made the change to the e-newsletter and the Board would like to see more members sign up. Pam stated that anyone wishing to receive the e-newsletter should visit the website to send an email to the Newsletter Editor. The deadline for the next newsletter, which will be the post conference issue, will be 30 September 2004. The following issue deadline has been tentatively set for 13 December 2004. She thanked the members whose articles have appeared in Symbiosis. Some members have written more than one article for the newsletter. Pam also thanked Barbara VonBenken, Cleveland Metroparks Zoo, for proofing nearly every issue of the newsletter since 2000.
Diane Cooney gave the report of the Extension Committee. She stated that she has had the pleasure of working with two talented subcommittees and introduced Roberta (Bert) DeVries, Chairman of the AZAD Travel Subcommittee who outlined the AZAD sponsored trips for 2005. The trip to Panama is almost full and a second trip may be added and the first trip to Namibia is full and a second departure has been added. The Board approved the trips for 2006 and the destinations will be: Brazil's Pantanal, Tanzania and Uganda Gorilla Trek and an Egyptian Adventure with a Nile cruise. Diane thanked Liz Turner, Houston Zoo, for serving as AZAD's Webmaster. She asked that delegates and/or members email Liz with news from their indi- vidual zoo/aquarium and to post ques- tions and/or information on the AZAD Message Board. She would like delegates and/or members to email her and let her know what they would like to see on the website. There was a poster regarding the web- site in the Hospitality Room. Diane reminded delegates that they would be the AZAD representatives for their individual organization until AZAD 2005. The Extension Committee has developed an Organizational Member Data Base Survey that was included in each delegate's packet and she asked that it be completed and returned to her by the end of the con- ference or placed in the appropriate box in the Hospitality Room. If she does not receive a completed survey from each organization, then the dele- gate will be contacted after the conference.
Mary Anne Lefevre gave the report of the Public Relations Committee. She thanked Committee members, Susan Gilbert, Oakland Zoo and Carole Hughes, Houston Zoo. Mary Anne reminded the delegates that pins and patches were available in the Hospitality Room. Letters were sent to 57 organizations encouraging their membership in AZAD. A total of 78 AZAD Information Packets were sent to Organizational members or their contact person. The information packet included the power point presenta- tion "What Is AZAD?", a newly revised brochure, a brochure rack and several AZAD logo "trinkets." The AZAD Information Packet was creat- ed to encourage AZAD membership. The cost for the project was approxi- mately $2,400. Delegates were told to check with Mary Anne to see if their organization had received the AZAD Information Packet.
Judy Thompson gave the report of the Conference Advisory Committee. She thanked Committee members, Sherrill Jackson, Detroit Zoo and Tom Templeton, Chaffee Zoological Gardens. A welcome banner was purchased for $186 and will be forward- ed to each conference host for their use. A power point presentation is being developed by the Conference Advisory Committee entitled "Why Host an AZAD Conference?" This presentation will be available to any organization interested in hosting a conference. Planning for AZAD 2005, hosted by the National Zoo, is well underway with Elizabeth Lyons as Conference Chair. There is still no host for AZAD 2006. Any Organizational member interested in hosting AZAD 2006 will have until 1 October 2004 to contact Judy. She stated that two organizations could act as co-hosts similar to the collaboration between the Philadelphia Zoo and the Elmwood Park Zoo. If no host comes forth, a plan will be developed for the purpose of conducting the business of AZAD. The plan will be presented for consideration by the delegates at the 2005 conference. In addition, the Conference Advisory Committee and the Travel Subcommittee will look into offering some U. S. trips as a way for members to get together to exchange and share ideas. There are some organizations that may be interested in having regional conferences in 2006. She stated that the Board would like to hear ideas and comments regarding 2006. She had placed a suggestion box in the Hospitality Room.
Judy then introduced Jo Ann Travis from the Saint Louis Zoo, who presented a bid to host AZAD 2007. The delegates voted to grant the bid to host AZAD 2007 to the Saint Louis Zoo. Judy then reminded the delegates that a bid for AZAD 2008 would need to be presented at AZAD 2005.
Karen Linn, Bylaws and Rules Committee member gave the report of the Bylaws Committee. She read the proposed amendments and the rationale as published in the July 2004 newsletter. The Bylaws Committee recommended that the delegates pass the Bylaw amendments.
Jim Bartos, Columbus Zoo and Aquarium, Chairman of the 2003 - 2004 Nominating Committee, gave the report of the committee. He thanked the members of the Committee: Chuck Jengo, Bergen County Zoo; Mary Rosenberger, Denver Zoo; Rogene Snyder, Omaha's Henry Doorly Zoo; George Anne Verner, Brookfield Zoo; and alternate Debbie Harden, Cincinnati Zoo. He then read the slate of officers for 2004-2005: Barbara VonBenken, Cleveland Metroparks Zoo, Secretary; Joan Sutphen, Houston Zoo, Treasurer; Bob Shaff, Seneca Park Zoo, Membership Chairman; Ellen Kulie, Detroit Zoo, Newsletter Editor; Judy Thompson, Brookfield Zoo, Director - Conference Advisory; Diane Cooney, Cameron Park Zoo, Director - Extension and Kaye Quentin, Saint Louis Zoo, Director - Public Relations. There were no nominations from the floor. The nominations were closed.
Nominations for candidates for the 2004-2005 Nominating Committee were opened. Because one candidate who was nominated was ineligible, Debbie re-opened the nominations for the Nominating Committee. The following were nominated: Judy DeCourcy, Oregon Zoo; Debbie Harden, Cincinnati Zoo; Jan Nash, Cleveland Metroparks Zoo; Al Notter, Little Rock Zoo; Tim Sutton, The Zoo at Gulf Breeze and Jane Van Burkleo, Oklahoma City Zoo.
As Secretary, Debbie read the two recommendations from the Executive Board. The first recommendation was for the approval of the AZAD Educational Grant, Grant Review Committee, application and forms. The delegates approved this recom- mendation. The second recommenda- tion was as follows: In the event there is no annual conference, a plan will be developed for the purpose of conduct- ing the business of the organization. The plan is to be presented for con- sideration by the delegates at AZAD 2005. The delegates approved this recommendation. Debbie stated the Board shares the concerns expressed by the delegates regarding there being no conference host for 2006. This plan, to be developed by the 2004-2005 Executive Board, will take into consideration the need for an annual business meeting, Bylaw amendments, approval of a budget for the fiscal year, election of Nominating Committee members, as well as the election of officers.
The adoption of the amendments to the Bylaws was the next order of business for the delegates. A question was raised regarding whether or not the proposed amendments were sufficient if there is no AZAD 2006. Debbie stated that the Board wanted to change the Bylaws as little as possible in the hopes that a host for 2006 would come forward. The proposed amendments were passed. The Bylaws will read as follows:
ARTICLE IV - OFFICERS
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 num- ber of years a member may hold elected office shall be limited to four (4) consecutive years unless no election is held.
ARTICLE V - MEETINGS
Section 1. An annual conference will be held if possible.
The election of the Executive Board for 2004-2005 was held. The nominations were closed earlier in the meeting. As Secretary, Debbie, asked the delegates if there were any objections to the slate of officers being elected by acclimation. There were no objections. The 2004 - 2005 Executive Board will be: Barbara VonBenken, Cleveland Metroparks Zoo, Secretary; Joan Sutphen, Houston Zoo, Treasurer; Bob Shaff, Seneca Park Zoo, Membership Chairman; Ellen Kulie, Detroit Zoo, Newsletter Editor; Judy Thompson, Brookfield Zoo, Director - Conference Advisory; Diane Cooney, Cameron Park Zoo, Director - Extension; and Kaye Quentin, Saint Louis Zoo, Director - Public Relations.
The election of the 2004-2005 Nominating Committee was held. The members of the Committee will be: Judy DeCourcy, Oregon Zoo; Jan Nash, Cleveland Metroparks Zoo; Al Notter, Little Rock Zoo; Tim Sutton, The Zoo at Gulf Breeze; Jane Van Burkleo, Oklahoma City Zoo; and Debbie Harden, Cincinnati Zoo, alter- nate. Tim Sutton was elected as Chairman of the Nominating Committee.
There was no new business.
Debbie then introduced Elizabeth Lyons, Conference Chairman for AZAD 2005 to be hosted by the National Zoo. Elizabeth outlined the plans for the conference. A presentation will be given by Elizabeth at the banquet on Saturday, 11 September 2004.
Debbie announced that any delegate with suggestions for Board consideration regarding alternatives to AZAD 2006, possible trip opportunities for 2006, use of excess funds in the treasury and/or any other suggestions/questions/concerns should contact any Board member or place their written suggestion in the box in the Hospitality Room.
There being no further business, the meeting was adjourned at 10:05 p. m.
Deborah J. Moody Secretary