ACT SECTION 83 — PUBLICATIONS - OTHER

The Society shall provide each new member an information booklet containing helpful hints on good caving, conservation, a list of minimum needed equipment, and send prospective members a brochure and a contact in a local chapter.

The Society should compile and publish a series of comprehensive handbooks on various aspects of caving, including specifically a handbook on underground climbing and safety techniques and a handbook on cave cartography.

The NSS encourages, in general, the production and publication of scientifically useful information, as well as conservation and safety information, within guidelines designed to minimize the detrimental impact of such publication on the cave environment.

The Secretary-Treasurer is authorized to enter into loan agreements for the purpose of financing planned NSS publications and similar capital investments. Such authority shall be limited to those investments itemized in the approved annual Capital Budget and subject to any loan limitations contained therein. All loans shall be subject to the following provisions: (1) All income from the sale of the item, except for an allowance for postage and handling, shall be used to repay the loan and interest. (2) The NSS may use other funds to repay the loan at its option. (3) Interest on the loan shall not accrue until the item has been published. (4) Interest on the loan shall not exceed 3% per quarter credited at the end of each quarter. (5) The inventory of the item shall be used as collateral for the loan.

The editors of the NSS NEWS and JOURNAL are authorized to give permission for non-commercial re-publication of NSS copyrighted materials from their respective publications. The giving of such permission shall be reported to the Board in the next regualar report of the Executive Vice-President.

The reproduction for non-commercial purposes of photographs from the NSS Photo Archives or the NSS Photo Salon, that are copyrighted by the NSS, may be authorized by the Operations Vice-President, who shall report such authorizations in his next regular report to the Board.

Reproduction for commercial purposes from NSS publications, NSS Photo Archives, NSS Photo Salon, Audio-Visual Aids Committee, and other NSS copyrighted material shall be authorized only with unanimous approval of the Executive Committee. Such authorization shall be reported by the President in his next regular report to the Board. The Executive Committee may establish a reasonable fee for the commercial use of NSS copyrighted material.

A Special Publications Committee is established in the Department of the Executive Vice President. The committee shall arrange and administer the publication of all non-serial publications of the Society or its committees, as authorized by the Board of Governors. These responsibilities include:

• Helping authors develop ideas that may ultimately result in NSS non-serial publications,
  
  
• Soliciting manuscripts and proposals for NSS non-serial publications,
  
  
• Forwarding proposals to the Market Analysis Committee for review, evaluation, and recommendations, and
  
  
• Estimating the total cost to produce each proposed NSS publication at various quantities with a detailed discussion and logic for the estimate.

The Executive Committee will consider the recommendations of the Special Publications Committee and the Market Analysis Committee when determining the scope of a proposed NSS non-periodical publication, the quantity to be printed, and the selling price as they develop the NSS Capital Budget for approval by the Board of Governors. Once a proposed publication is approved by the Board of Governors, the Special Publications Committee is responsible for:

• Preparing a draft contract between the author and the NSS for Executive Committee review and approval,
  
  
• Preparing the book for publication to professional standards,
  
  
• Providing the author(s) and one expert in the publication's subject matter an exact copy of the electronic file that is to be submitted to printers for bid and arranging for a copy of all review comments to be sent to the EVP,
  
  
• Obtaining bids from several printers and selecting the best printing bid ,
  
  
• Authorizing printing only after EVP aproval,
  
  
• Supervising the printing and production processes,
  
  
• Arranging for shipment of the books to the NSS Bookstore, and other destinations as required, and
  
  
• Ensuring that the terms of the contract between the NSS and the author(s)/editor(s) are fulfilled.

Committee members may be paid for their efforts to prepare a book for publication if such costs are within the approved budget for pre-publication costs and are competitive with the market for similar services.

The editorship of AMERICAN CAVING ACCIDENTS is a permanent committee in the Executive Vice President's Department.

The editors of Society publications are directed to draft, for Board Approval, copyright policies and procedures for their publications, within the letter of the new copyright law and Board Acts 83-292, 83-316, 83-317, and 83-318. Until such policies are approved by the Board, the editors shall seek to have copyright assigned to the NSS.

NSS publications (other than the Speleo Digest series) may be advertised in non-NSS publications upon approval of the Executive Committee.

The President is authorized to sign an agreement on behalf of the Society granting Charles Larson the non-exclusive right to publish and distribute the 1982 National Convention's Geology and Biology Field Trip Guide subject to paying the Society a royalty.

An NSS corporate report will be published on an annual or biennial basis, depending on funding, use, and need. The purpose of this report is to communicate our goals, accomplishments, and activities to non-NSS organizations with which we interact and to present our most recent audited financial statements. The report is directed to federal and state agencies, grant awarding foundations, other conservation and scientific organizations, and any other individuals or groups with which the NSS needs to communicate.

The Market Analysis Committee is in the Department of the Operations Vice President. The committee conducts market research for proposed non-periodical publications to be published and sold by the NSS. The committee develops an estimate of how many copies of each proposed publication the NSS Bookstore will sell over a three-year period at various prices based upon a description of the publication provided by the EVP. The committee considers both wholesale and retail sales using a discount policy and an advertising strategy provided by the OVP. A detailed discussion of the assumptions and logic for each estimate is provided for review along with comparisons and sales of similar publications. The committee works closely with the Bookstore Manager and Special Publications Committee. The Bookstore Manager is responsible for providing past NSS Bookstore sales data. The Speical Publications Committee is responsible for estimatng the total cost to produce each proposed NSS publication at various quantities with a detailed discussion and logic for the estimate. The Executive Committee considers the recommendations of the Market Analysis Committee and the Secial Publications Committee when determining the scope of a proposed NSS non-periodical publication, the quantity to be printed, and the selling price as they develop the NSS capital budget for approval for the Board of Governors.

No one shall enter into a contract, oral or written, for the NSS to publish a non-serial publication or an extraordinary overprint of an NSS periodical unless the publication is approved by the Board of Governors. Once a publication is approved, the Executive Committee shall document the agreement in a contract.

All NSS Publications shall clearly and prominently identify the National Speleological Society as the publisher on the cover.

Electronic copies of all NSS publications (News, Journal, books, music, etc.) In PDF or MP3 format shall be sent to the NSS Office within two (2) months of publication on Compact Disk (CD) or DVD or another media available to the Office with external labels specifying the publication and the name of the committee chairman submitting the disk. On receipt the NSS Office staff shall insure that the files can be opened at least in a notepad and make a copy of the material. The original copy will be dated then stored in a fireproof location at the office and the copy sent to an off-site repository. These electronic files will be read and recopied at least every three years and whenever the Office computers are replaced.

Appendix AP, Advertising Policy for NSS Publications is adopted.

NSS non-periodical publications shall be managed in accordance with Act 83-329, Act 83-628, and Act 83-647.

The Executive Committee is responsible for recommending which NSS non-periodical publications we should publish, the quantity to be printed, the selling price, and the publication budget for approval by the Board of Governors. The Executive Committee shall provide the following information to the Board in advance of the meeting at which the Board will be asked to approve the pubication budget:

A detailed publication description including an outline, a list of authors and reviewers, an analysis of the market including a comparison with similar publications and their retail price, and recent sales data;

thequantity to be printed and projected period during which all publications will be sold;

a detailed publication budget that addresses all costs associated with developing the publication including author compensation;

the proposed NSS Bookstore price (wholesale and retail) for the publication;

and the plan for promoting the publication that designates who is responsible and provides the promotion budget.

Motions seeking approval of a new NSS book or other non-periodical publication, and/or funding for it, shall be presented separate from other budget items. Upon approval, the motion shall be numbered an Act of the Board.

Copies of photographs and other materials that are not included in the electronic copies of publications shall be forwarded to the NSS Office (labeled for easy identification with publication, caption, and page number) for storage in a fireproof location. The copies will be of sufficient quality to allow them to be reporduced as originally printed. Items will be stored until no longer deemed necessary by the Executive Vice President and will be reviewed on an annual basis for currency.

The Capital Budget is amended to incoude publishing 1,000 copies (500 hardbound, 500 softbound) of On Caves and Cameras with the following budget line items:

	$0		Author expenses (postage, telephone, etc.)
	$500	Honorarium for designing and laying out the issue.
	$0		Editing, proof-reading, and indexing
	$0		Drawings and illustrations
	$75		B/W half-tones, scanned color images, and color separations
	$14,000	Printing and binding ($2,000 of this is for hardbound covers).
	$0		Shipping
	$75		Miscellaneous
	$14,650	Total
		

The Capital Budget is amended to include 1,000 copies of On Cave Conservation and Restoration with a budget of $11,420. The Executive Committee shall review the text of On Cave Conservation and Restoration and confer with the authors to attempt to insure that the Society policy is clearly distinguished from individual or regional opinion and that the language avoids divisiveness and promotes mutual respect among cavers.

The NSS will purchase #1,000 worth of Leave No Trace Caving Ethics booklets from the U.S. Forest Service. The funds for purchase of these booklets shall be taken form the Save-the-Caves Fund.

The NSS shall grant $6,500 to the American Geological Institute to support a national karst environmental awareness publication. The Society will receive 2,500 copies of the publication for distribution as it chooses. The NSS will reimburse the NSS Geology & Geography Section $2,000 from any income it receives from sales of this publication. The Executive Committee will determine the source of funds for this grant and report to the Board at the November 2000 meeting.

The Corporate Report Committee is established in the Department of the President. The committee is responsible for publishing an Annual Corporate Report of the Society’s and Internal Organizations’ activities, accomplishments and plans, and an audited financial statement. The Corporate Report will be posted on the society Web site by January 15 each year.

The National Cave and Karst Research Institute will provide $5,000 to the National Speleological Society, to be added to the previous capital budget for the publication of Cave Conservation and Restoration for the purpose of additional color illustrations. In return, the National Cave and Karst Research Institute will be identified on a title page as a co-sponsor, appropriate contact information will be included in the book, and they will receive 50 copies for distribution to Regional and Division Libraries, Parks, and other interested parties.

The copyright for Cumberland Caverns is returned to Larry Matthews, who originally donated it to the society. The NSS has no intention of reprinting this book in the future.

The contract between the NSS and Larry E. Matthews for production of the book Dunbar Cave, The Showplace of the South, is approved. The Bookstore is authorized to reorder this book without further approval in quantities of 500 or less whenever supplies run low.

The Board Acts 81-621 (regarding copyright licensed for Journal), 83-292 (regarding the copyright of Society publications), and 83-728 (regarding NSS copyright policy) are repealed and the NSS Copyright Policy is adopted. Appendix AS, NSS Copyright Policy, is amended.

Cross References

07-279 Refusal to Sponsor
07-281 Wild Cave Locations
25-120 Membership List Copyright
25-388 Mailing List
28-633 Postage Surcharge
56-517 Sale of NSS Convention Guidebooks
80-010 General Policy
91-299 Safety Policy

12-6-06

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