As corrected January 27, 2002
The 187th regular meeting of the NSS Board of Governors was held on April 7, 2001 in Albuquerque, New Mexico. These minutes, when accompanied by corrections accepted by the Board, constitute the official record of the meeting.
The meeting was called to order by President at 9:05 A.M. Hazel Medville was acting as Recording Secretary.
OFFICERS:
Mike Hood, President
Ray Keeler, Executive Vice President
Cheryl Jones, Administrative Vice President
Scott Fee, Operations Vice President
Paul Stevens, Secretary-Treasurer - absent, proxy Dave Irving
DIRECTORS:
Hazel Barton
Bill Bussey
Linda Baker Devine
Thom Engel
Stephen Fleming
Bill Halliday
Dave Jagnow
Dave Lester
Douglas Medville
Philip Moss
Dave Taylor
Bill Tozer
PROXIES:
Dave Irving (San Diego, CA) for Paul Stevens, Treasurer
Approval of the November 4, 2000 Board of Governors Meeting Minutes.
Halliday moved:
The minutes are approved.
Moss seconded.
VOTE:
Unanimously in favor
PASSED
A. President’s
Report - Mike Hood - Attachment A
B. Executive Vice President's
Report – Ray Keeler – Attachment B
C. Administrative Vice
President's Report – Cheryl Jones – Attachment C.
D. Operations Vice
President's Report – Scott Fee - Attachment D.
E. Secretary-Treasurer's
Report – Paul Stevens – Attachment E
A. Travel Ad Hoc Committee, Bill Tozer, Chairman, Attachment F- Changes to policy for short trips,
B. 2001 Convention. (Included in the AVP Report.)
C. 2002 Convention. (Included in the AVP Report.)
D. 2003 Convention Lynn Fielding (Convention, Vice Chairman) given during the AVP Report.
E. National Caves and Karst Research Institute Liaison, Penny Boston NSS Liaison. Zelda Bailey, USGS is assigned to NPS to define the mission of the Institute.
Moss moves to suspend agenda to consider item 8 under NEW BUSINESS. Lester seconded.
Vote:
unanimous,
PASSED
Engel moves: Act 06-183 is amended as follows:
06-183 Mail <<& E-mail>> Ballots.
A motion requiring approval of the Board of Governors may be voted upon by mail <<or e-mail>> between regularly scheduled Board meetings, subject to the following provisions: (1) Mail <<and e-mail>> ballots may be conducted only by the President of the Society <<and>> <. (2) The President may call for a vote by mail if the need for the ballot is announced at the prior regular Board meeting, or> <<only>> with the approval of a majority of the Officers of the Society. (2) To be adopted, a motion voted upon by mail <<or e-mail>> requires two-thirds of the <votes cast> <<total board>>. (3) Bylaw changes cannot be acted upon by mail ballot, nor any other matter for which the Bylaws require a meeting of the Board. (4) Any motion, either approved or defeated by a mail ballot, will be reconsidered at the next regular meeting of the Board. <<(5) For ballots by conventional mail, the voting shall last 21 days from the postmark on the original posting. For e-mail ballots, the voting shall last 7 days from the date of the original motion.>>
Taylor moves: Act 06-183 is amended as follows:
A<<n action>><motion> requiring approval of the Board of Governors may be voted upon by mail between regularly scheduled Board meetings, subject to the following provisions<:><<. Mail includes any means of transmission capable of producing a verbatim written instrument in the hands of the recipient, including email and facsimile as well as original hard copy via the U.S. Postal Service or private courier.>>
(1) Mail ballots may be conducted only by the President< of the Society>.
(2) <The President may call for a vote by mail if the need for the ballot is announced at the prior regular Board meeting, or with the approval of a majority of the Officers of the Society.> <<The President may call for a vote by mail if need for the ballot is (a) agreed at the prior regular Board meeting after discussion of the issue and upon a stated contingency, or (b) at the request of five members of the Board.>>
(3) To be adopted, a motion voted upon by mail requires <two-thirds of the votes cast><<a two-thirds affirmative vote of the entire Board of Governors>>.
(4) <Bylaw changes cannot be acted upon by mail ballot, nor any other matter for which the Bylaws require a meeting of the Board.> <<Neither Bylaw changes nor matters for which the Bylaws require a meeting of the Board can be acted upon by mail ballot.>>
(5) Any motion, either approved or defeated by a mail ballot, will be reconsidered at the next regular meeting of the Board.
<<(6) When presenting an issue for a mail ballot the President will announce a deadline for the end of discussion and the receipt of votes which allows time for deliberate discussion and for the participation of any Board member who must be contacted by postal mail. The President shall facilitate the exchange of comments between such members and those using electronic means. In no case shall the deadline be less than 15 days; provided, the President may entertain a motion to close debate and advance the deadline. Votes are subject to each member's reconsideration until the approved deadline.
(7) Unless the issue concerns legal or personnel matters appropriate to closed session (a) The President shall post notice of the proposed action to the Society web site not later than the day following the transmission of the call for the vote, and is encouraged to post additional notices to national and regional caver mail lists and discussion groups; and (b) No expenditure in excess of $1000 shall be appropriated or approved by mail ballot of less than 15 affirmative votes.
(8) This Act is adopted as Special Rule of Order, and is subject to amendment only in a regular meeting of the Board of Governors.>>
Taylor moves: Act 06-183 is amended as follows:
A<<n action>><motion> requiring approval of the Board of Governors may be voted upon by mail between Board meetings, subject to the following provisions<:><<. Mail includes any means of transmission capable of producing a verbatim written instrument in the hands of the recipient, including email and facsimile as well as original hard copy via the U.S. Postal Service or private courier. No discussion of action regarding legal or personnel matters appropriate to closed session will be conducted by electronic means.>>
(1) Mail ballots may be conducted only by the President< of the Society>. <The President may call for a vote by mail if the need for the ballot is announced at the prior regular Board meeting, or with the approval of a majority of the Officers of the Society.> <<The President may call for a vote by mail if need for the ballot is (a) agreed at the prior Board meeting after discussion of the issue and upon a stated contingency, or (b) at the request of four members of the Board.>>
(2) To be adopted, a<<n action>><motion> voted upon by mail requires <two-thirds of the votes cast><<a two-thirds affirmative vote of the entire Board of Governors>>.
(3) <Bylaw changes cannot be acted upon by mail ballot, nor any other matter for which the Bylaws require a meeting of the Board.> <<Neither Bylaw changes nor matters for which the Bylaws or the Acts require a meeting of the Board may be acted upon by mail ballot.>>
(4) <Any motion, either approved or defeated by a mail ballot, will be reconsidered at the next regular meeting of the Board.><<The text of any matter that was the subject of a mail ballot, with the vote of each member thereon, will be read into the minutes of the subsequent meeting. Such matters will be subject to reconsideration as if considered immediately before such reading, or upon the motion of a member who did not receive timely notice.>>
<<(5) When presenting an issue for a mail ballot the President will announce a deadline for the end of discussion and the receipt of votes which allows time for deliberate discussion and for the participation of any Board member who must be contacted by postal mail or courier. The President shall facilitate the exchange of comments between such members and those using electronic means. In no case shall the deadline be less than 12 days; provided, the President may entertain a motion to close debate and advance the deadline. Votes are subject to each member's reconsideration until the approved deadline.
(6) Unless the issue concerns legal or personnel matters appropriate to closed session, The President shall post notice of the proposed action to the Society web site not later than the day following the transmission of the call for the vote, and is encouraged to post additional notices to national and regional caver mail lists and discussion groups.
(7) No expenditure in excess of one percent of the Society's operating budget may be approved by mail ballot unless the expenditure is from a restricted fund.
(8) This Act is adopted as Special Rule of Order, and is subject to amendment only in a regular meeting of the Board of Governors.>>
Taylor moves, Engel seconds.
Medville moves to amend that a majority of the entire membership rather than 2/3 be required to approve or defeat a mail ballot. Fee seconds.
Vote on amendment:
For: Medville, Jagnow, Keeler, Jones, ?Barton, Bussey, Fee
Amendment FAILED
Irving moves to amend that paragraph 1 "discussion "of be replaced by "action regarding,"
(See yellow and strike-through text in introductory paragraph.)
Bussey seconds
Vote on amendment:
For: Halliday, Jagnow, Tozer, Medville, Keeler, Jones, Irving,
Bussey
Amendment PASSED
Barton moves to amend item 7 that one percent be changed to two percent, Bussey seconds
Vote on amendment:
For: Jagnow, Keeler, Jones, Irving, Barton, Bussey, Fee
Amendment FAILED
Moss moves to amend 7 to one-half percent. No second.
Vote on Item 8C as amended in first paragraph:
Opposed: Bussey
PASSED
Items 5 added to Minutes per item 8 as passed
Note: The complete voting record for the following e-mail ballots was not available when the agenda was mailed and was not available when we were trying to correct the minutes in July 2001.
Medville moves to amend the FY 2000-01 budget to transfer $250 from the Save the Caves Fund to the AVP Department for purchase of 1,000 copies of the poster "Karst: A Fragile Foundation."
Vote on 5A: Absent: Engel, Halliday
In favor: remainder
PASSED
Jones moves: The AVP is authorized to spend up to $13,000 to co-host the Washington DC premier of Journey into Amazing Caves at the Smithsonian Museum of Natural History Johnson IMAX theater, with an invitation list that targets key government and national conservation organization officials.
Vote on 5B: In Favor: Jones, Bussey, Jagnow
Abstained: Barton
Absent: Engel, Fee
Opposed: remainder
FAILED
Jones moves: The AVP is authorized to spend up to $6,500 to co-host the Washington DC premier of Journey into Amazing Caves at the Smithsonian Museum of Natural History Johnson IMAX theater, with an invitation list that targets key government and national conservation organization officials.
Vote on 5C: In Favor: Jones, Stevens, Bussey, Jagnow
Abstained: Barton
Absent: Engel
Opposed: remainder
FAILED
Jones moves: The AVP is authorized to spend up to $3,000 to co-host the Washington DC premier of Journey into Amazing Caves at the Smithsonian Museum of Natural History Johnson IMAX theater, with an invitation list that targets key government and national conservation organization officials.
Vote on 5D: Opposed: Devine, Taylor
Abstained: Barton
Absent: Engel, Moss
In favor: remainder
PASSED
Note: The following motion resulted from Item 35 at the Oct 23, 1999 Board of Governors meeting.
Hood moves: The NSS Copyright Policy (Attachment G) be approved and added as Appendix AR to the Acts Section of the Board of Governors Manual.
Keeler seconds item 6.
Keeler moves to amend by adding item 7 that the SpeleoDigest is exempt from this policy. Bussey seconds.
No vote
Irving moves to substitute for the amendment that the SpeleoDigest may rely on statements in internal publications granting NSS Permission to reprint.
Lester seconds.
Vote on amendment adding item 7 to the policy:
For: Unanimous.
Amendment passed
Lester moves to refer back to the President and EVP.
Fleming seconds.
Vote on Referral:
Opposed: Irving.
REFERED
Fee moves to change the order of business to proceed to Item 10.
Vote:
for: Unanimous
PASSED
Stevens moves: The NSS requests the NSF to amend the contract between the NSS and the NSF to amend the NSS Cave Preserve Fund as follows.
CAVE PRESERVE FUND
1. This attachment to the contract between the Foundation and the Society pertaining to the NSS Trust Funds (the contract) describes the purposes and conditions of the Individual Fund known as the Cave Preserve Fund.
2. The purpose of the Cave Preserve Fund is to serve as a source of <income> <<funds>> to the Society sufficient to provide for the expenses of ownership of real estate, or any interest in real estate, which has been designated by the Board of Governors of the Society as a Cave Preserve of the National Speleological Society.
3. The Secretary-Treasurer of the Society shall certify to the Treasurer of the Foundation, at the end of each fiscal year of the Society, the amount expended for maintenance of Cave Preserves. This expense may include, but shall not be limited to, taxes, insurance, legal fees, and maintenance of signs, fences, and gates. The purchase price of any real estate purchased, or broker fees thereon, shall not be considered expense for the purpose of this agreement. The Foundation shall remit to the Secretary-Treasurer of the Society an amount not to exceed the lesser of the net income of the Cave Preserve Fund or the expenses so certified. Any net income in excess of that remitted to the Society shall be reinvested in the Fund. 4. In the event that the Secretary-Treasurer of the Society shall not request reimbursement of any expenses within six months following the end of any fiscal year of the Society, all net income for that year shall be reinvested in the Fund.
5. The Foundation, upon passage of a suitable resolution by a 2/3 vote of the Board of Governors of the Society, shall transfer any part, or all, of the Cave Preserve Fund to another of the Individual Funds.
<<6. The Foundation, upon passage of a suitable resolution by 2/3 vote of the Board of Governors of the Society, shall transfer up to 10% of the Cave Preserve Fund for the purpose of facilitating specific maintenance activities as described in Section 3. The amount of such expenditures shall not exceed 20% of the fund in any calendar year and such withdrawals shall not occur in two consecutive years.>>
<6.> <<7.>> The Foundation may make loans to the Society from the Cave Preserve Fund on passage of a resolution requesting such a loan by a 2/3 vote of the Board of Governors of the Society. The granting of such a loan, its amount, rate of interest, and terms of repayment shall be at the discretion of the Foundation, except that the total amount of such loans from the Cave Preserve Fund during one calendar year shall not exceed 20% of the Cave Preserve Fund, and the total of all such loans outstanding at one time shall not exceed 50% of the Cave Preserve Fund, with the loaned funds considered part of the Fund.
<7.> <<8.>> This attachment has been approved by the Board of Governors of the Society on the -________________ and by the Board of Trustees of the Foundation on the _________________.
Moss seconds.
Irving move to postponed. Moss seconds.
Vote on postponement:
Abstain Jones, Medville.
Postponement PASSED
POSTPONED
Jones moves: The Gage Caverns Restricted Fund (18-527 ) is amended to read:
Gage Caverns Restricted Fund
The purpose of the "Gage Caverns" restricted fund is to provide funds in support of NSS operation and <maintenance> <<maintenance>> of the Gage Caverns property in Schoharie County, New York. These funds may be spent by the Barton Hill Karst Preserve Committee chairman subject to <<approval by the>> NSS <Secretary-Treasurer approval> <<AVP.>>
Moss seconds.
Vote:
Opposed: Lester.
PASSED
Honorary Member - selected
Outstanding Service Award - selected
Other awards approved
Mike Hood was re-elected President.
Closed meeting adjourned at 3:20PM; the open meeting continued at 3:25PM with item 7.
Stevens moves: The FY01/02 NSS Operating Budget is accepted by adopting Enclosure E-1 of the Secretary-Treasurer’s Report.
Moss seconded.
Tozer moves to amend Department of the AVP, by removing line 72001 ($1,000) Administrative, Travel for NCRC, Convention, etc. Lester seconded.
Vote:
Opposed: Bussey, Barton, Jones, Medville
Abstains: Fee
Amendment PASSED
Keeler moves to amend to reduce the cost of the Audit in Secretary-Treasurer’s Department from $6000 to $0. Taylor seconded.
Vote:
For: Jagnow, Devine, Medville, Keeler, Taylor, Moss, Barton
Opposed: Halliday, Jones, Irving, Fee, Bussey, Lester, Fleming
Abstained: Tozer, Engel
Amendment FAILED
Medville moves to delete $250 from OVP budget travel. Halliday seconds.
Vote:
For: Halliday
Opposed: Remainder
Abstained: Jones
Amendment FAILED
Jagnow moves to Reconsider the amendment to remove $1,000 from the AVP Department.
Bussey seconded.
Vote:
Opposed: Moss, Fleming, Keeler, Lester
Vote to reconsider:
PASSED
Moss moves that the AVP Administrative Travel budget be changed from $1000 to $250 (line 72001). Taylor seconded.
Vote:
For:
Opposed: Jones Irving, Fee, Bussey, Barton,
Abstained:
Passed
Vote to reconsider change to AVP Administrative Travel Budget from $1000 to $250.
Vote:
For: 9
Opposed: Jagnow, Medville, Jones, Irvine, Fee, Bussey, Barton
PASSED
Keeler moves to increase the Capital Budget for On Cave Conservation and Restoration Workbook from $11420 to $13420 to add color signature. Fee seconds.
Vote:
Opposed: Halliday
PASSED
Item 7 as amended:
Vote:
for: unanimous
Passed as amended
WITHDRAWN
Taylor moves: Bylaw Section IV, Paragraph E, is amended:
E. Board of Governors Meetings.
(1) The Board of Governors may be convened by action of the Board, by the President, or by petition of at least one third of the Board members. One third of the directors and two officers, all present in person, shall constitute a quorum at meetings of the Board of Governors. <<Questions presented to the Board outside of a regular meeting require an affirmative response of at least 12 Board members for passage.>>
Jones moves: Board Act 18-367, Conservation Funds is amended to read:
The Conservation Funds of the Society are defined as follows:
A. The Save-the-Caves Fund shall be used to support the general conservation goals of the Society. Money may be expended by Board action on the recommendation of the Conservation Committee << and AVP>> or as authorized by Acts 18-289 (Loans to Conservation Task Forces), 50-321 (Conservation Grants), 88-288 (Conservation Research Grants), and 43-116 (Conservation Award).
B. (Unchanged).
C. The Cave Preserve Fund is the fund established by the National Speleological Foundation <as requested by [obsolete] act 17-314 (Cave Preserves Fund)> <<(Appendix C, Attachment G)>> <the proceeds of which are> to be used for the maintenance of NSS Cave Preserves.
D. (unchanged).
Seconded by Halliday.
Irving moves to amend A. to use OR rather than AND.
Passed
Abstain Halliday, Jones
Amendment Passed
Vote:
unanimous
PASSED
Jones moves: Board Act 56-293, Convention Honorarium, is amended to read:
56-293Convention <Honorarium> <<Staff Expense Compensation>><A> $3,000.00 <honorarium> will be paid to the Convention Committee <to recognize their efforts to host the annual NSS National Convention. The honorarium will be included in the convention budget and may> to be disbursed or used in any way that is deemed appropriate by the Convention Chairman<.><<, including payment of otherwise non-reimbursable expenses (including travel, food, lodging, convention registration).>> <This will be effective starting with the 1998 convention.> <<The Staff Expense Compensation will be included in the convention budget.>>
And Board act 56-615, Convention Committee Personal Expenses, is deleted.
[Act 56-293 would then read: Convention Staff Expense Compensation $3,000.00 will be paid to the Convention Committee to be disbursed or used in any way that is deemed appropriate by the Convention Chairman, including payment of otherwise non-reimbursable expenses (including travel, food, lodging, convention registration)The Staff Expense Compensation will be included in the convention budget.]
[References:
56-615Convention Committee Personal Expenses 8-7-98 All Convention Staff activities associated with preparation of an NSS National Convention are carried out on a volunteer basis. Travel related expenses (e.g. travel, lodging, meals) incurred by Convention Staff are not reimbursable except at the discretion of the Convention Chairman from the NSS approved Convention Honorarium.
56-293 Convention Honorarium 8-7-98, 11-16-74.
A $3,000.00 honorarium will be paid to the Convention Committee to recognize their efforts to host the annual NSS National Convention. The honorarium will be included in the convention budget and may be disbursed or used in any way that is deemed appropriate by the Convention Chairman. This will be effective starting with the 1998 convention.]
Barton seconded.
Taylor moves to refer to Medville and Jones.
Fee seconds.
Vote:
Opposed :Moss, Fleming, Lester, Jones
REFERED
Medville moves: Each NSS officer shall have a discretionary travel budget, not to exceed $500/year. Money in the discretionary budget shall only be used to help reimburse travel expenses incurred by members of the officer's Department excluding the officer in carrying out NSS business with the prior approval of that officer and where such travel expenses could not have been anticipated or budgeted as part of the regular NSS budget process. The officer shall report these reimbursements and the business purpose for which they were used to the Board at the meeting immediately following the expenditure. Effective May 1, 2001.
Barton seconds.
Vote:
Opposed: Halliday, Keeler
Abstained: Tozer, Moss, Taylor, Lester
PASSED
Hood moves: The National Cave and Karst Research Institute Liaison Committee is established in the Department of the President to act as liaison between the National Speleological Society and the National Cave and Karst Research Institute.
Keeler seconds.
Moss moves to substitute the NCKRIL is a subcommittee of the Government Liaison Committee
Fleming seconded
Vote:
For: Taylor
Opposed: Tozer, others?
Substitute motion failed
Vote:
For: Unanimous
PASSED
Jones moves: The Tytoona Cave Preserve Management Committee is established in the AVP Department. This Committee is responsible for enforcing both NSS and Tytoona Cave Preserve access guidelines, as per Appendix F (Management Plan for the Tytoona Cave Preserve).
Fee seconds
Vote:
For: Unanimous
Passed
Hood moves: The Dayton Underground Grotto bid to host the Spring 2002 Board of Governors meeting the first weekend of April 2002 is approved.
Second Barton
Vote:
For: Unanimous
Passed
Hood moves: Dr. Penelope Boston, NSS 44478, is confirmed Chairman of the NSS/NCKRI Liaison Committee in the Department of the President.
Dr. Penelope Boston
7097 Redwing Place
Longmont, CO 80503
(W)(303) 530-2661
pboston@complex.org
Barton seconded
Vote:
For: unanimous
Passed
Fee moves: Joseph G. "Tray" Murphy (NSS 29211) is confirmed Chairman of the NSS Information Technology Committee in the Department of the Operations Vice President.
Joseph G. "Tray" Murphy
101 Sioux Court
Summerville, SC 29483-9264
(843) 832-6688 (H)
(843) 402-5660 (W)
(843) 728-1523 (Pager) or pagetray@bigfoot.com
primary e-mail: jgmurphy@bigfoot.com
Engel seconds
Vote:
For: unanimous
Passed
Keeler moves that 18C-!8F be considered together.
Fleming seconds.
Vote on 18C-18F:
For: unanimous
PASSED
Hood moves: Marc Ohms, NSS 31288, is confirmed as NCRC Rocky Mountain Region Coordinator.
Marc Ohms
Wind Cave National Park
RR 1 Box 190
Hot Springs, SD 57747
(605) 745-6507
marc_ohms@nps.gov
Hood moves: Henry Nicholson, NSS 21028, is confirmed as NCRC Diving Coordinator.
Henry Nicholson
5927 Hyde Park Cir
Jacksonsville, FL 32210-1313
(904) 786-6363
henrynicholson@msn.com
Jones moves: Dan McConnell, NSS 37357, is confirmed as Chairman of the NSS Safety and Techniques Committee in the Department of the Administrative Vice President.
Dan McConnell
2441 Livingston Rd
Roanoke VA 24051-4117
(540) 774-5342
threecavrs@aol.com
Jones moves: Garrett Czmor, NSS 22709, is confirmed as Chairman of the Tytoona Cave Preserve Management Committee in the Department of the Administrative Vice President.
Garrett Czmor, Manager/Chairman
Star Route Box 24
Huntingdon PA 16652
(home) (814) 643-3067
(e-mail) gccaver@vicon.net
Taylor moves: Act 28-389 is amended as follows:
Effective <January 1, 2000><<May 1, 2001>>, the dues structure of the Society will be as follows:
Years Paid Regular Associate Family <<General>>
One $33.00 $22.00 $ 6.00 <<$12.00>>
Two $64.00 $43.00 $11.00 <<$23.00>>
Three $94.00 $63.00 $16.00 <<$33.00>>
Institutional Dues will be $70.00 per year, Regular Life Membership will be $600.00 and Family Life Membership will be $300.00.
Family members in the immediate family of a member accepting the prepayment option must prepay at the same time for the same number of years.
<<. General Members will receive annually the Members Manual and American Caving Accidents as published. Existing membership application forms may be modified by interlineation or supplemented to provide for General Membership.>>
Barton seconds
Vote:
Opposed: Irving, Halliday
Abstained: Jones, Fleming
PASSED
WITHDRAWN
Engel moves: The OVP is directed to ascertain why the Internal Organizations Committee has twice ignored the will of the board regarding the content of the annual reports for grottos and regions. The OVP shall report to the board at the Summer 2001 meeting.
Engel moves Appendix AO is amended as follows:
Appendix AO
NSS National Convention Registration and Fee Policy
<<Except as noted below>> everyone attending an NSS National Convention and participating in convention events must register and pay a fee in accordance with the extent of participation. <<Individuals attending for the entire week must pay the entire registration for the week. Individuals attending specific days shall pay the entire fee for that day or days.>> <(e.g., pay for full registration, for pass only, for banquet only).> This includes <<all>> convention staff, paid contractors, and non-NSS volunteers.
Exceptions are as follows:
(1) NSS Office staff members register but do not pay a registration fee.
(2) Government officials (e.g., local dignitaries), members of the Steering Committee of the National Cave and Karst Management Symposium, local landowners, guest speakers, and others as determined by the Convention Chairman may receive complimentary day passes in accordance with Act 56-631.
(3) Paid contractors who do not participate in any convention activities do not have to register and do not pay a registration fee.
(4) Unpaid non-NSS volunteers (e.g., off duty policeman, medical personnel, family members not otherwise involved in the NSS) who provide services that would otherwise be contracted out by the convention committee do not pay a registration fee. Such people cannot participate in any convention activity (e.g., attending a party) unless they pay for the activity (e.g., by buying a day pass). Convention committees are urged to use such people as little as possible and make maximum use of convention staff to perform these services.
(5) Others as determined by the Convention Chairman and approved by the NSS Administrative Vice President.
Second Bussey
VOTE:
Abstain: Halliday, Jones, Irving
For: Remainder
PASSED
WITHDRAWN
Engel moves: The Convention Chairman and staff shall make every effort to ensure that the NSS Convention complies with state, local, and federal laws, and receives appropriate permits and approvals to cover convention activities.
Fee moves: $5500 is obligated from the Convention Surplus Fund for the purchase of a video projection system to be used for the NSS conventions and other NSS sponsored events as needed.
Barton seconds.
Vote:
For: unanimous
PASSED
Jones moves: Xanadu Cave Conservancy, Tennessee, a NSS Task Force, is designated a NSS Cave Conservancy.
Engel seconded.
Vote:
For: unanimous
PASSED
Fee moves: Appendix D, Paragraph 6A, is amended as follows:
Moss seconded.
Vote:
Absent: Irving
For: Remainder
PASSED
Fee moves: Appendix D, Paragraph 6C, is amended as follows:
<At least> Two copies <and preferably four copies> of each publication (if any) shall be submitted to the Society Library. At least one copy and preferably two copies shall be furnished to the Society Cave File Committee. <and it is recommended that one copy be furnished to the> U.S. Geological Survey, < Washington, D.C.>
Two copies of each publication (if any) shall be submitted to the Society Library. At least one copy and preferably two copies shall be furnished to the Society Cave File Committee.
Keeler seconds.
Halliday moves to amend that USGS stays but Washington, DC is removed.
Medville seconds.
Vote on amendment:
Opposed: Fleming, Keeler
Amendment PASSED
Item 25B Vote:
VOTE:
Abstained: Irving
For: Remainder
PASSED as amended
Keeler moves: The Association for Mexican Caves Studies is approved as an NSS Project.
Barton seconds.
Vote:
For: Unanimous
PASSED
Keeler moves: The publication of On Call (edited by Chuck Hempel) is approved with a budget of $18,300 for 3000 copies of approximately 352 pages.
Medville seconds.
Vote:
Opposed: Engel
PASSED
Keeler moves: The Chairman of the Directorate shall be included in shall be copied on Executive Committee communications.
Fleming seconds.
Engel moves to strike included and replace with shall be copied on communications between the entire executive committee.
Vote:
Opposed: Medville, Jones, Irving
Amendment Passed
Vote:
opposed: Medville, Jones, Irving, Fee
Abstained: Tozer
PASSED
Hood moves: The President is authorized to present special awards of recognition at the NSS 60th Anniversary celebration during the 2001 NSS Convention.
Jagnow seconds.
Vote:
Abstain: Taylor, Moss
PASSED
Jones moves: The Shelta Cave Preserve Manager, with approval of the AVP and Cave Preserves Manager, is authorized to spend up to $5,000 from the Cave Preserves Restricted Fund to help pay for the cost of replacing the Shelta Cave gate with fencing.
Engel seconds.
Vote:
Absent: Moss, Taylor
PASSED
WITHDRAWN
Halliday moves: The National Speleological Society urges all concerned with the IMAX film Amazing Caves to recognize that Hawaii is a special situation speleologically and not promote this film in Hawaii beyond Waikiki tourist outlets.
Moss moves: The Secretary-Treasurer is directed not to engage Noel Tallon or his firm for auditing the NSS.
Fleming seconds.
Vote:
Opposed: ?
Abstained: Engel, Jones, Irving, Fee
PASSED
Moss moves: Any contract for audits shall contain clauses guaranteeing performance for cost not to exceed a fixed amount.
Fleming seconds.
Vote:
Opposed: ?
Abstained: Jones, Fee, Barton
PASSED
Cave Diving Section and general membership. (Steve Ormeroid, Chairman, Cave Diving Section)
Janet Thorne—We need to do strategic planning exercises and publish the plan internally
Tom Pollock suggests calling the Convention Honorarium a Grant.
Ted Kayes suggested that every officer and BOG member should have an NSS credit card as an advertisement to the members. STASH YOUR CASH program; Stringfellow will give $2.00 for every donation made this year.
Scott Fee mentioned that the SpeleoDigests available and up-to-date.
Ray Keeler says that at regional events an organization can now sell NSS Bookstore materials with the organization getting a percentage of the take. They can use an on-line connection or just take orders then mail the orders with the payments to the Office.
"Doc" Warren Lewis mentioned his request for permission to print what he thought was copyrighted material and his discovery of expiration of copyrights.
Hood moves: The Board of Governors expresses its appreciation to the Sandia Grotto for hosting our meeting and providing excellent meeting arrangements.
Fleming seconds.
Vote:
for :Unanimous.
PASSED
Adjourned at 5:25 P.M.
Respectively submitted,
Hazel E. Medville
as corrected August 28, 2001
Minutes Attachment G
Appendix AR
Referred back to the President and EVP by Item 6.
NSS COPYRIGHT POLICY
A. The Society shall acquire from all authors (photography, cartography, articles, publications, columns, etc.) whenever possible written permission to use their work before it appears in any publication, including periodicals, non-periodicals, audio-visual, audio recordings, convention publications, NCRC publications, NSS web site, and other NSS publications or media. Completed and signed consent forms will be kept on file at the NSS office as long as the material is in print or in circulation. Once the publication is out of print or circulation, the consent form will be retired to the NSS Archivist for permanent retention. E-mail consent from the author is considered written consent. The SpeleoDigest is exempt from this policy
B. The Executive Vice President will develop a copyright release form that will be available on the NSS web page for downloading. Signed or electronic copies will be kept at the NSS office. In lieu of the copyright release form, authors may also attach a letter (to include e-mail) authorizing use of their work when submitting it to the appropriate NSS publishing agent.
C. By signing the release (to include e-mail consent), the author grants the NSS permission to use it in any NSS publication or media. The NSS will not publish the material in any publication outside of the NSS' control without prior written approval from the author.
D. Officers are responsible for notifying their committees of this copyright policy and ensuring that it is followed.
E. The SpeleoDigest may rely on statements in internal publications granting NSS Permission to reprint.