AZAD Structure

 

There are seven elected Executive Board positions: Membership Chairman, NewsletterEditor, Secretary, Treasurerand three Directors (Extension, PublicRelations and Conference Advisory). The Boardis elected for a term of one year not to exceed four consecutive years. TheBoard elects one of its members to serve as Chairmanfor the term of the Board and appoints a non-voting Parliamentarian,whose job it is to advise the Board on matters of parliamentary procedure.

 

Board members of the AZAD organization are widelydispersed throughout the US.Throughout the year, they communicate via e-mail.  They are required bythe Bylaws to have two meetings a year. The interim meeting is held in thespring at the site of the next AZAD conference.  The second meeting isheld during the conference, culminating with their reports made at theconference Delegates’ Meeting.  

 

Standing committees of AZAD are: Budget-Finance,Bylaws, Conference Advisory, Extension, Newsletter, Nominating,and Public Relations. The delegates at the annualdelegates’ meeting elect the Nominating Committee.  Before the close of the conference the Boardappoints the remaining committees.

 

Bylaws Click here to Download PDF file.

 

Standing Committees

 

AZAD Forms: Bylaws Amendment,Nominating, Parliamentarian, Membership and Merchandise.

 

Board Job Descriptions

Secretary

  • Attends all Executive Board Meetings.
  • Records the minutes of all Board Meetings.
  • Records the minutes of the Delegates’ Meeting held during the annual AZAD Conference.
  • Ensures that the abbreviated minutes of the Delegates’ Meeting are read and approved by the AZAD Board members before being read at the Opening Session of the conference.
  • Submits proposed Bylaw Amendments from the Executive Board to the Bylaws and Rules Committee Chairman.
  • Prepares minutes of the Delegates’ Meeting for printing in the post-conference issue of Symbiosis.
  • Ensures proper use of AZAD logo.
  • Notifies, in writing, all committee members of their election or appointment.
  • Prepares agenda and Board travel schedules for Executive Board meetings.
  • Maintains current AZAD Executive Board Handbook as well as the Bylaws and Rules Committee and Nominating Committee notebooks.
  • Maintains a current inventory of all AZAD owned items.
  • Co-signs all checks for over $1,000.
  • Conducts all official correspondence of AZAD as necessary.
  • Writes articles for Symbiosis on an “as needed” basis.
  • Strong word-processing skills needed.
  • Access to a computer and Email capability is necessary.
  • Time needed is minimum of 10 hours per month, more in the two months prior to and after the interim Board meeting and the annual conference.

Treasurer 

  • Attends all Executive Board Meetings.
  • Is bonded.
  • Establishes a checking account with a local bank and registers the organization with the appropriate local state agency.
  • Collects and deposits annual dues and all other funds for AZAD.
  • Forwards membership renewal and application forms to Membership Chairman.
  • Prepares checks for all disbursements. Signs checks under $1,000. Checks over $1,000 forwarded to Secretary for co-signature.
  • Maintains AZAD checking account and monitors investments.
  • Manages cash flow and expenditures.
  • Prepares financial statements, bank reconciliation, and expenditure reports monthly.
  • Sends financial reports to members of Budget and Finance Committee monthly.
  • Sends financial reports to each Executive Board member quarterly.
  • Prepares financial summary for each issue of Symbiosis. Writes articles for Symbiosis on an “as needed” basis.
  • Furnishes financial records annually to CPA for Agreed Upon Procedures report and preparation of annual Association tax return.
  • Prepares annual budget and financial report for Executive Board approval prior to Delegates’ Meeting.
  • Requires accounting and financial statement experience, preferably with not-for-profits. 
  • Access to a computer and Email capability is necessary.
  • Knowledge of word-processing, Excel, and QuickBooks required.
  • Works closely with successor to ensure all final reports are completed and to facilitate a smooth transition.
  • Time needed to perform duties is 5 – 12 hours per week plus additional time in advance of the Board meetings.

Membership 

  • Attends all Executive Board Meetings.
  • Requires knowledge of MS Excel.
  • Keeps an accurate record of the status of members of the organization and rosters of Associate, Active Docent, Inactive Docent and Organizational members.
  • Sends renewal notices to members, and membership cards upon their renewal.
  • Sends membership cards, Bylaws, AZAD history and Disruptive Behavior rules to new members.
  • Distributes roster updates to Newsletter Editor monthly, to Executive Board biannually, to current Conference Chairman and the Director - Extension for the Delegates’ Meeting as needed and to the Delegates at the AZAD Annual Meeting.
  • Writes articles for Symbiosis on an “as needed” basis.
  • Access to a computer and Email capability is necessary.
  • Time needed to perform duties is 20 - 30 hours per month. 

SymbiosisEditor

  • Attends all Executive Board Meetings.
  • Maintains a Standard Mail account at a convenient post office
  • Contracts with a local printer for production.
  • Annually produces four or five issues (four if conferences are less than a year apart) of a 12-page newsletter.
  • Establishes the production and mailing dates for each issue. Pre-conference issue is to be mailed to the membership six weeks prior to the conference date.
  • Encourages Organizational members to include the Symbiosis editor in their docent newsletter mailing list.
  • Solicits and selects articles (makes use of AZAD members as writers and pulls from docent membership newsletters); types, formats and edits the newsletter issues.
  • Works with AZAD Executive Board regarding newsletter content.
  • Strong word processing, desktop publishing and MS Excel knowledge required.
  • Keeps up-to-date membership records for mailing of Symbiosis. Uses AZAD provided software to verify and correct all addresses prior to mailing- required for reduced cost rates. Provides corrected addresses to Membership Chairman.
  • Works with Membership Chairman to maintain backup membership records.
  • Access to a computer and Email capability is necessary. 
  • Time requirement averages 10 hours per week; reaches 30+ hours per week at issue time. 

Directors

Currently, three Directors serve on the Board.  Each one is charged with specific duties, asoutlined here.

Director -Public Relations

  • Attends all Executive Board Meetings.
  • Establishes/maintains a liaison with AZA.
  • Maintains a liaison with AAZK.
  • Furthers public awareness of AZAD.
  • Recruits non-member zoos and aquariums into the organization.
  • Maintains inventory and processes sales of AZAD merchandise.
  • Maintains and revises as necessary a supply of AZAD brochures.
  • As determined by the AZAD Executive Board, PR handles other activities designed to increase awareness of AZAD among zoo and aquarium docents.
  • Writes articles for Symbiosis on an “as needed” basis.
  • Access to a computer and Email capability is necessary. 
  • Time needed is 2 – 5 hours per week.

Director -Conference Advisory

  • Attends all Executive Board Meetings.
  • Keeps up-to-date the Guidelines for Bidding on and Hosting an AZAD Annual Conference and Recommended Procedures and Guidelines for Hosting an AZAD Sanctioned Regional Conference.
  • Sends guidelines to members upon request.
  • Keeps records of past conferences, including number of attendees, program, proceedings, and final report. 
  • Seeks out Organizational members to bid for the annual conference three years out and advises on the bidding process.
  • Advises Organizational members interested in holding a regional conference.
  • Reviews procedures as soon as possible, with the committee selected during the Delegates’ Meeting to host future conference.
  • Sends copy of most recent Final Report to elected hosts in the planning stages.
  • Advises and monitors progress of those elected to host future conferences.
  • Writes update article for each issue of Symbiosis.
  • Writes post conference “Thank You” article for Symbiosis.
  • Access to a computer and Email capability is necessary.
  • Time required for this position averages at least 10 hours per month. It varies according to the needs of conference chairmen, time required to seek out future hosts and time needed for normal communication between Board members to conduct the business of the Executive Board.

Director -Extension

  • Attends all Executive Board Meetings.
  • Sets up and maintains resource files for member organizations based on AZAD questionnaire done approximately every 3-4 years.
  • Serves as Board liaison with conference delegates; communicates with the delegates prior to and following the conference as well as throughout the year.
  • Contacts host committee to establish details for the annual Delegates’ Meeting.
  • Calls roll and is Credentials Committee Chairman for Delegates’ Meeting.
  • Prior to national conference submits credential form to Organizational members in order to verify delegate eligibility and prepares material for distribution at Delegates’ Meeting.
  • Contacts Organizational members after AZAD conference (those not sending delegate to meeting) with follow-up letter and packet of up-to-date AZAD information.
  • Maintains AZAD website through the Website Subcommittee.
  • Works with the AZAD Executive Board regarding website categories and themes.
  • Coordinates travel and trips through the Travel Subcommittee.
  • Writes articles for Symbiosis on an “as needed” basis.
  • Requires knowledge of spreadsheets and databases.
  • Access to a computer and Email capability is necessary.
  • Time needed is 5 - 10 hours per week, possibly more in the 6 months prior to the conference.

 

TravelSubcommittee:  Chairman

·         Designs and plans a minimum of two (2) highquality travel learning experiences each year to domestic and/or internationaldestinations.

o   These trips willinclude, but not be limited to, visiting wildlife sanctuaries, botanicalgardens, zoos, game reserves or parks with informative talks by researchers,conservationists, zoologists, horticulturists, naturalists, guides, and/orrangers.

·         Includes two (2)other active AZAD members for the Travel Subcommittee who have gone on at leastone AZAD trip and have extensive travel knowledge/experience.

·         Reports toDirector – Extension on a regular basis.

·         Sends tripproposals at least a year ahead to the Director – Extension prior to theInterim Board meeting or Conference meeting for Board approval.

·         Sends updatedtrip information for the AZAD website to the Webmaster on a regular basis.

·         Sends travel copyto the Symbiosis editor by the requested copy deadline.

·         Stays informedabout travel opportunities, issues and suppliers.

·         Selects touroperators who have the reputation, expertise and experience in supplyingnatural history-oriented group travel, particularly to such institutions aszoos and aquariums.  In addition, thecompany must be willing to allow AZAD the final approval as to itinerary, transportation,cost and accommodations.  They must alsoagree to provide educational support for the travel planner and tripparticipants and have demonstrated commitment to the environment andconservation.

·         Mails anevaluation to AZAD travelers after each trip returns.  Includes a survey to help the chairman andthe other committee members determine where AZAD members would like totravel. 

·         Reviews andupdates the travel survey as needed on AZAD’s website.

·         Makes use of thetravel surveys and evaluations as a way to plan future AZAD trips.

·         Time commitmentis approximately 10 hours per month.

 

Website Subcommittee: Webmaster

·        Works with theWebsite Subcommittee under the Director – Extension to create and maintain theorganization's website. 

·        Must be highly computerliterate with expertise in web design and management.

·        Monitors theMessage Board and removes inappropriate messages in a timely manner.

·        Formats materialfor posting on the website.

·        Updates the linkspages at the direction of the appropriate Executive Board member.

·        Searches for andobtains appropriate graphics and/or photographs for website use.

·        Verifies thatposted URL's are current at time of posting.

·        Forwardscompleted Photographic Release forms and copies of photos to the Secretary.

·        Keeps copies ofWebsite permission forms for articles reprinted from the ConferenceProceedings.

·        Providesstatistical analysis of website usage as requested.

·        Encourages AZADmembers to submit appropriate items for the website.

·        Works with theDirector – Extension to determine website content.

·        The timecommitment varies from 10-50 hours a week.

Appointedby the Board:

Parliamentarian

  • Attends all Executive Board meetings.
  • Advises the Chairman and other officers, committees and members on matters of parliamentary procedure.
  • Should be familiar with “Roberts Rules of Order, Newly Revised”.
  • Role is advisory and consultative.
  • Assists with any questions that may arise in interpreting bylaws and rules or in connection with the work of the Executive Board and of officers or committees.
  • Assists in the planning and steering of business to be introduced.
  • During the preparation for the annual conference and while the conference is in progress, serves as the principal advisor to the Chairman, the officers and the committee chairmen regarding management of the conference as it relates to the actual transaction of business.  Advises the Chairman regarding the appropriate order of business and prepares the written script for the Delegates’ Meeting.
  • Acts as a consultant to the chairmen of the Bylaws Committee, Nominating Committee and Standing Committees who are to present business to the delegates at the Delegates’ Meeting.  Attends committee meetings as needed.
  • Acts as an advisor to the Chairman during the Delegates’ Meeting.
  • Performs additional functions as needed.
  • During the Delegates’ Meeting, does not make motions, participate in debate and does not vote, even by ballot.
  • Does not make motions and does not vote during Board meetings.
  • Time needed is 2 – 5 hours per month, more in the month prior to the conference.

 

 

ExecutiveBoard 2008 - 2009

 

Secretary/(AZAD Chairman)

Michael Gillen, Riverside Zoo

Director, Public Relations

Rae Leah Sidwell, Omaha’s Henry Doorly Zoo

Treasurer

Kathy Schaeffer, Pittsburgh Zoo & PPG Aquarium

  

Director, Extension

Bob Shaff,  Seneca Park Zoo

Membership Chairman

Jim Bartos, Columbus Zoo

  

Director, Conference Advisory

Mary Murphy, Philadelphia Zoo

 

Newsletter, Symbiosis Editor

Beverly Slaughter, Ellen Trout Zoo

 

Appointed Parliamentarian (non-voting) 

Patty Whitecotton, Oklahoma Zoo

 

AZADCommittees Standing Committees 2008 – 2009

 

Committee lists will be updated as theWebmaster receives the changes and corrections.

 

Bylaws:

Chairman:  

Bylaws@AZADocents.org

 

 

 

Nominating:                          

Chairman:  

Nominating@AZADocents.org

 

 

 

 

 

Budget –Finance:

Chairman:  Kathy Schaeffer, Pittsburgh Zoo & PPG Aquarium

Treasurer@AZADocents.org

 

 

 

ConferenceAdvisory:

Chairman:  Mary Murphy, Philadelphia Zoo

Advisory@AZADocents.org

 

 

 

 

PublicRelations:

Chairman:  Rae Leah Sidwell, Omaha’s Henry Doorly Zoo

PublicRelations@AZADocents.org

 

 

 

Membership:

Chairman:  Jim Bartos, Columbus Zoo & Aquarium

Membership@AZADocents.org

 

 

 

Extension:

Chairman:  Bob Shaff, Seneca ParkZoo

Extension@AZADocents.org

 

 

 

ExtensionSubcommittees

Travel:

Chairman:  Roberta (Bert) DeVries, Philadelphia Zoo

Travel@AZADocents.org

KittyMollman, Saint LouisZoo

AnneNickerson, DenverZoo

 

Website:

Chairman:  Amanda Galiano, Little Rock Zoo

Webmaster@AZADocents.org

 

 

 

 

 Special Committeeto the Board:

 

AZADEducational Grant Committee:    Guidelines and Application forGrant

Chairman:   

Education@AZADocents.org

 

 

 

 

 

 

 

07/31/08