ZRA News
ZRA 30 day notification of new business 2017
September 01, 2017 Dear ZRA Members,This communication serves as the official thirty (30) day prior written Notice of new business to be presented for online discussion and electronic voting. Please bear with us as we embark on this new process and platform for discussion and voting to allow more members to participate in the direction of the association.
The Bylaws Committee, with direction from the Board of Directors, is presenting to the membership for debate and voting, Phase II of the Bylaws Revision project. The Committee has identified the following areas needing attention in order to help the association streamline and increase flexibility: Article IV, Sections 2A, 2B, 2E, 2F, and 2G; Article V, Section 2; Article VIII, Sections 6 and 10; and Article IX Sections 1-10.
As part of the new bylaws amendment process, this notice shall serve as the opening of the Discussion Period for all members of ZRA. Online discussion of each of the Articles for amendment will be held on a website called hootboard. You will receive an invitation email from hootboard to join the Zoological Registrars Association group. The invitation will be sent to the email linked to your ZRA membership. This discussion platform is free to ZRA, but requires members to sign up in order to view and participate in the discussion boards. Should you encounter an issues, please contact myself, Barbara Outerbridge, Vice-Chairman or Mary Noell, Acting President.
All discussion regarding these amendments must remain “on topic” or will be deleted by the moderators, so please make sure all comments are appropriate and “on topic”. Each of the Articles will have its own discussion board post on hootboard and all “discussion” must be in the form of a comment on that post. All amendments will be tagged with the category #bylaws-amendment and can be filtered from any other posts by searching this tag. The discussion boards will remain available to all members for thirty (30) days. After that time, the boards will be closed and voting members will be sent a link to vote via Survey Monkey. Voting will be open to eligible members for a designated time period as determined by the Board of Directors.
The documents in their entirety, which includes the justification or reason for the amendment, are posted on the ZRA website under Governance, Documents for Annual Business Meeting, as well as in each Article post on hootboard. You must first be logged in as a member to view these documents in both the ZRA website and hootboard. The Bylaws Committee strongly suggests the membership view these online documents and discussions prior to the voting period.
Respectfully submitted,
Emily Mattox
Chairman, Bylaws Committee
Registrar, Disney’s Animals, Science & Environment
Article IV, Section 2A, 2B, 2E, 2F, and 2G on pages 2-3
Current wording:
A. Professional. Membership is open to zoo, aquarium, or related organization professionals who perform the duties regularly associated with registrar work. These may include, but are not limited to: managing institutional animal records; overseeing the institutional animal inventory/inventories; evaluating all animal transactions for legal, ethical, and institutional policy issues; maintaining required federal, state, and local permits necessary for holding and transporting wildlife; and/or developing systems, policies and procedures for animal records management. Professional category members have voting privileges, may hold office, and may serve on committees. First-time Professional category applicants must submit a brief letter of introduction which shall include a description of their main responsibilities and background information.
B. Associate. Membership is open to individuals who are not directly responsible for zoo or aquarium records. Associate category members may serve on committees but may not act as the chairman of a committee. Associate category members may neither hold office nor vote on any business other than that of committees of which they are members.
E. Institutional. Membership is open to those organizations interested in and supportive of ZRA objectives but which do not satisfy the requirements for Reciprocal membership. The institution shall designate a representative for the organization who may attend business meetings and may serve on committees but may not serve as chairman of a committee. Institutional representatives may neither hold office nor vote on any business other than that of committees of which they are members.
F. Reciprocal. Membership is open to organizations of professionals which are, or whose members are, affiliated with zoological, horticultural or museum collections, and whose goals are supportive of our profession or ZRA. The ZRA President, External Relations Subcommittee, or Membership Services Committee may propose candidate organizations to the Membership Services Committee. Upon the Membership Services Committee’s approval of qualifications, the candidate organization’s application shall be forwarded to the Board of Directors for consideration. The Candidate organization shall become a member by a majority vote of the entire Board of Directors. The institution shall designate a representative for the organization who may attend business meetings and may serve on committees but may neither hold office nor vote on any business other than that of committees of which they are members.
G. Vendor. Membership is open to companies that provide products or services to the zoological or records management fields. The member company shall designate a representative who may attend business meetings and may serve on committees but may not serve as the chairman of a committee. Vendor representatives may neither hold office nor vote on any business other than that of committees of which they are members.
Proposed wording:
A. Professional. Membership is open to zoo, aquarium, or related organization professionals who perform the duties regularly associated with registrar work. These may include, but are not limited to: managing institutional animal records; overseeing the institutional animal inventory/inventories; evaluating all animal transactions for legal, ethical, and institutional policy issues; maintaining required federal, state, and local permits necessary for holding and transporting wildlife; and/or developing systems, policies and procedures for animal records management. Professional category members have voting privileges, may hold office, may serve on committees, and may serve in a leadership role in a committee. First-time Professional category applicants must submit a brief letter of introduction which shall include a description of their main responsibilities and background information.
B. Associate. Membership is open to individuals who are not directly responsible for zoo or aquarium records. Associate category members may serve on committees but may not serve in a leadership role in a committee. Associate category members may neither hold office nor vote on any business other than that of committees of which they are members.
E. Institutional. Membership is open to those organizations interested in and supportive of ZRA objectives but which do not satisfy the requirements for Reciprocal membership. The institution shall designate a representative for the organization who may attend business meetings and may serve on committees but may not serve in a leadership role in a committee. Institutional representatives may neither hold office nor vote on any business other than that of committees of which they are members.
F. Reciprocal. Membership is open to organizations of professionals which are, or whose members are, affiliated with zoological, horticultural or museum collections, and whose goals are supportive of our profession or ZRA. The ZRA President, External Relations Subcommittee, or Membership Services Committee may propose candidate organizations to the Membership Services Committee. Upon the Membership Services Committee’s approval of qualifications, the candidate organization’s application shall be forwarded to the Board of Directors for consideration. The Candidate organization shall become a member by a majority vote of the entire Board of Directors. The institution shall designate a representative for the organization who may attend business meetings and may serve on committees but may not serve in a leadership role in a committee. Reciprocal representatives may neither hold office nor vote on any business other than that of committees of which they are members.
G. Vendor. Membership is open to companies that provide products or services to the zoological or records management fields. The member company shall designate a representative who may attend business meetings and may serve on committees but may not serve in a leadership role in a committee. Vendor representatives may neither hold office nor vote on any business other than that of committees of which they are members.
Committee justification:
This is simply a rewording of Member rights regarding serving in leadership roles based on category of membership. The language has been adjusted in each of these subsections for consistency throughout the different categories. These changes will add clarity and conformity for ease of interpretation.
Article V, Section 2 on page 5
Current wording:
Section 2. Nominations and Elections. There shall be a Nominations and Elections Committee which shall consist of three members, one of which shall be chairman, from different institutions who shall be appointed by the Board of Directors. Committee members shall serve a two-year term and may serve up to three terms either consecutively or non-consecutively. After such time, members are ineligible for appointment to the Committee for a total of five years from the close of the annual business meeting marking the completion of their third term. Once a five-year waiting period has been met, a member may begin the service cycle again and serve another three terms either consecutively or non-consecutively. The Chairman must be a Professional category member. Committee members are not eligible for any elected office, and are not eligible to serve as chairmen of other committees, while members of the Nominations and Elections Committee.
A. Nominations for office shall be made by any Professional category member, electronically or in writing, to the Chairman of the Nominations and Elections Committee no later than sixty (60) days prior to the annual business meeting. The Board may extend the nominations period at the recommendation of the Nominations and Elections Committee, should the need warrant. The Nominations and Elections Committee shall select candidates based on the criteria outlined in the Standing Rules and shall select no more than three candidates for each position.
B. The Nominations and Elections Committee shall prepare the ballot which shall be distributed to Professional category members electronically or by US Postal Service.
C. Ballots must be returned by US Postal Service to the Chairman of the Nominations and Elections Committee. Ballots must be post-marked no later than ten (10) days prior to the beginning of the annual conference. The Nominations and Elections Committee shall count the ballots. The results shall be announced at the annual business meeting.
D. ZRA reserves the right to hold electronic elections.
Proposed action:
This section will be removed from Article V (Officers) and similar language will be added to Article IX (Committees) with regards to the Nominations and Elections Committee.
Proposed wording in Article IX:
Section 2. Nominations and Elections Committee. There shall be a Nominations and Elections Committee which shall consist of three members, one of which shall be Chairman, from different institutions who shall be appointed by the Board of Directors.
Committee members shall serve a two-year term and may serve up to three terms either consecutively or non-consecutively. After such time, members are ineligible for appointment to the Committee for a total of four years from the close of the annual business meeting marking the completion of their third term. Once a four-year waiting period has been met, a member may begin the service cycle again and serve another three terms either consecutively or non-consecutively. The Chairman must be a Professional category member. Committee members are not eligible for any elected office, and are not eligible to serve as Chairmen or Vice-Chairmen of other committees, while members of the Nominations and Elections Committee.
A. Nominations for office shall be made by any Professional category member, electronically or in writing, to the Chairman of the Nominations and Elections Committee during the nomination period. The Board may extend the nominations period at the recommendation of the Nominations and Elections Committee, should the need warrant. The Nominations and Elections Committee shall select candidates based on the criteria outlined in the Standing Rules and shall select no more than three candidates for each position.
B. The Nominations and Elections Committee shall prepare the ballot which shall be distributed to Professional category members electronically or by US Postal Service.
C. Votes must be cast during the election period. The Nominations and Elections Committee shall count the ballots. The results shall be announced by July 1, and at the annual business meeting.
D. ZRA reserves the right to hold electronic elections.
Committee justification:
This section discusses the Nominations and Elections Committee and its role within the association. This section should fall under the Committees Article to aide in organization of the bylaws. Changes to the wording allow members who have previously served on this committee to serve again after a four-year waiting period instead of a five-year waiting period. The election process has also been moved up to allow for a more comprehensive succession plan and training for new Board members. ZRA also no longer uses paper ballots for elections and the new wording more properly aligns with current practices.
Article VIII, Section 6 and Section 10 on pages 9-10
Current wording:
Section 6. Strategic Planning Committee. The Board of Directors, by majority vote of the entire Board of Directors, shall appoint members to the Strategic Planning Committee. The Strategic Planning Committee shall coordinate the development of the Strategic Plan; make recommendations to the Board of Directors; and present each new five-year Strategic Plan to the membership for approval at the annual business meeting. The Strategic Planning Committee shall meet annually to monitor and evaluate implementation and progress of the Strategic Plan’s goals and objectives. Strategic Planning Committee members shall serve a two-year term and may serve for up to two terms either consecutively or non-consecutively. Members are not eligible for appointments to the Strategic Planning Committee again until after five years from the close of the annual business meeting marking the completion of their term.
Section 10. There shall be a ZRA Website Manager and Assistant Manager responsible for posting updates, sending notices to the membership, ensuring consistency in publishing and shall function as the primary liaisons between the Association and the website administrator. The ZRA Website Manager and Assistant Manager shall be appointed by the Board of Directors. They shall serve two-year terms and may serve up to two terms consecutively or non-consecutively or until their successors are appointed.
Proposed action:
Section 6 will be removed from Article VIII (Board of Directors) and similar language will be added to Article IX (Committees) with regards to the Strategic Planning Committee. Section 10 will be removed from the Bylaws. This is a conditional change if the membership approves the Article IX amendment. See below for wording.
Proposed wording in Article IX:
Section 6. Strategic Planning Committee. The Board of Directors, by majority vote of the entire Board of Directors, shall appoint members to the Strategic Planning Committee. The Strategic Planning Committee shall coordinate the development of the Strategic Plan; make recommendations to the Board of Directors; and present each new five-year Strategic Plan to the membership for approval at the annual business meeting. The Strategic Planning Committee shall meet annually to monitor and evaluate implementation and progress of the Strategic Plan’s goals and objectives. Strategic Planning Committee members shall serve a two-year term and may serve for up to two terms either consecutively or non-consecutively. Members are not eligible for appointments to the Strategic Planning Committee again until after four years from the close of the annual business meeting marking the completion of their term.
Committee justification:
Section 6 discusses the Strategic Planning Committee and its role within the association. This section should fall under the Committees Article to aide in organization of the bylaws. Changes to the wording allow members who have previously served on this committee to serve again after a four-year waiting period instead of a five-year waiting period. Section 10 discusses ZRA Website Manager and Assistant Manager which the Board has determined can be encompassed by new language regarding Service Managers in Article IX.
Article IX, Sections 1-10 on pages 10-12
Current wording:
Section 1. The standing committees and subcommittees shall be composed of members in good standing who hold an interest or possess expertise relevant to the purpose and function of the committee(s). A standing committee shall have a Chairman and Vice-Chairman. The Board of Directors shall appoint all committee Chairmen, Vice-Chairmen and subcommittee Chairmen and committee members. (See Article VIII, Section 4.) An annual call for volunteers will be sent to the general membership and appointments will be based on recommendations received from the Board of Directors, Committee Chairmen, Vice-Chairmen and Subcommittee Chairmen.
Section 2. Membership Services Committee. The Membership Services Committees shall oversee the membership management function and coordinate all related programs and initiatives as directed by the ZRA Strategic Plan through its administration of the Marketing and Public Relations, and External Relations subcommittees.
A. Marketing and Public Relations Subcommittee. The Marketing and Public Relations Subcommittee shall coordinate the advertising and public relations activities as directed by the Strategic Plan and the Membership Services Committee.
B. External Relations Subcommittee. The External Relations Subcommittee shall act as the primary liaison between ZRA and related organizations operating in the zoological industry that are stakeholders or have a professional interest in collaborating with ZRA.
Section 3. Annual Conference Committee. The Annual Conference Committee ensures that all ZRA policies and procedures for the Annual Conference are followed and that the financial management and reporting requirements are met. Future Annual Conference Hosts, Program Chairman and Conference Assistants are appointed to the Annual Conference Committee and remain members through December 31 of the year hosting.
Section 4. Training Committee. The Training Committee shall develop and coordinate training programs.
Section 5. History Committee. The History Committee shall coordinate and document the historical events and professional evolution of ZRA, and manage the organization’s archives (records and artifacts) to provide for their preservation, security, access and retrieval.
Section 6. Standards Development Committee. The Standards Development Committee shall evaluate the need for industry standards as they relate to the registrar function and provide for their development in conjunction with related organizations.
Section 7. Ethics Committee. The Ethics Committee shall administer and uphold the ZRA Code of Professional Ethics. The Ethics Committee shall review all proposals for amendments to the Code and present them to the Professional category members for a vote. Committee members must be Professional category members and may not include officers or directors. The Ethics Committee shall be composed of at least seven (7) members including a Chairman and Vice-Chairman. Members of the Ethics Committee may serve on up to two additional ZRA committees but may not act as Chairman or Vice-Chairman of those respective committees.
Section 8. Bylaws Committee. The Bylaws Committee shall review all proposals for amendments to the bylaws and present them to the Professional category members for a vote.
Section 9. Professional Development Committee. The Professional Development Committee shall evaluate proposals submitted to the Board of Directors for consideration and shall provide for their development and maintenance as directed by the Board.
Section 10. Terms of Office
A. Committee Chairmen or Vice-Chairmen shall serve two-year terms. Committee Chairmen and Vice-Chairmen shall assume their positions at the close of the annual business meeting.
B. A Committee Chairman or Vice-Chairman may be appointed for up to two, two-year terms in each position and may serve consecutively or non-consecutively. He is not eligible to hold either position again until after two years from the close of the annual business meeting marking the completion of his last term.
Proposed wording:
Section 1. Unless otherwise specified in the bylaws or standing rules, committees shall be composed of members in good standing who hold an interest in or possess expertise relevant to the purpose and function of the committee(s). A committee shall have a Chairman and Vice-Chairman. The Board of Directors shall approve the appointment of all committee Chairmen, Vice-Chairmen and committee members. An annual call for volunteers will be sent to the general membership and appointments will be based on recommendations received by the Board of Directors, Committee Chairmen and Vice-Chairmen.
Section 2. See above for wording. This is a conditional change if the membership approves the Article V amendment.
Section 3. Membership Services Committee. The Membership Services Committees shall oversee the membership management function and coordinate all related programs and initiatives as directed by the ZRA Strategic Plan.
Section 4. Ethics Committee. The Ethics Committee shall administer and uphold the ZRA Code of Professional Ethics. The Ethics Committee shall review all proposals for amendments to the Code and present them to the Professional category members for a vote. Committee members must be Professional category members and may not include officers or directors. The Ethics Committee shall be composed of at least seven (7) members including a Chairman and Vice-Chairman. Members of the Ethics Committee may serve on up to two additional ZRA committees but may not act as Chairman or Vice-Chairman of those respective committees.
Section 5. Bylaws Committee. The Bylaws Committee shall review all proposals for amendments to the bylaws and present them to the members for a vote.
Section 6. Strategic Planning Committee. The Board of Directors, by majority vote of the entire Board of Directors, shall appoint members to the Strategic Planning Committee. The Strategic Planning Committee shall coordinate the development of the Strategic Plan; make recommendations to the Board of Directors; and present each new five-year Strategic Plan to the membership for approval at the annual business meeting. The Strategic Planning Committee shall meet annually to monitor and evaluate implementation and progress of the Strategic Plan’s goals and objectives. Strategic Planning Committee members shall serve a two-year term and may serve for up to two terms either consecutively or non-consecutively. Members are not eligible for appointments to the Strategic Planning Committee again until after four years from the close of the annual business meeting marking the completion of their term.
Section 7. Annual Conference Committee. The Annual Conference Committee ensures that all ZRA policies and procedures for the Annual Conference are followed and that the financial management and reporting requirements are met. Future Annual Conference Hosts, Program Chairman and Conference Assistants are appointed to the Annual Conference Committee and remain members through December 31 of the year hosting.
Section 8. Other Committees. The Board of Directors may establish standing committees not otherwise provided for in the Bylaws, and the President or Vice President may establish such special committees as may be required from time to time to carry out the objectives of ZRA.
Section 9. Service Managers. Service Managers may be established from time to time by the Board of Directors for special purposes. Their functions and relationships to ZRA will be as defined by the Board of Directors. Service Managers may either serve up to two, two-year terms in each position or until the position is dissolved by the Board of Directors, whichever comes first. Service Managers shall assume their positions when appointed by the Board of Directors. He is not eligible to hold the position again until after two years after the completion of his last term.
Section 10. Terms of Office. Unless otherwise stated in the bylaws or standing rules, Committee Chairmen or Vice-Chairmen shall serve two-year terms. Committee Chairmen and Vice-Chairmen shall assume their positions at the close of the annual business meeting. A Committee Chairman or Vice-Chairman may be appointed for up to two, two-year terms in each position and may serve consecutively or non-consecutively. He is not eligible to hold either position again until after two years from the close of the annual business meeting marking the completion of his last term.
Committee justification:
The Committees Article of the bylaws has been reorganized to keep all discussion regarding standing committees in one location to reduce confusion. The Board has requested more flexibility regarding committees in general and the new language will allow the Strategic Planning Committee to better utilize member resources for each 5-year plan. The removal of any standing committee from the bylaws does not mean that those committees have been eliminated, but the Board recognizes that some committees are less active than other committees or that their function may evolve over time.
Previous Entries