NATIONAL SPELEOLOGICAL SOCIETY, INC.
BOARD OF GOVERNORS MEETING
Federal Center, Lakewood, Colorado
The 184th regular meeting of the NSS Board of Governors was held on 18 March 2000 in the Federal Center, Lakewood, Colorado. 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 pro tem Hazel Medville at 9:06 a.m. Lee Stevens was present as Recording Secretary.
OFFICERS:
Hazel Medville, President pro tem
Ray Keeler, Executive Vice President
Douglas Medville, Administrative Vice President
Mike Hood, Operations Vice President
Paul Stevens, Secretary-Treasurer
DIRECTORS:
Nancy Holler Aulenbach
Linda Baker Devine
Bill Bussey
Thom Engel
Bill Halliday
Cheryl Jones
Gary Moss
Philip Moss
Ed Sira
Dave Taylor
Bill Tozer
PROXIES:
Dave Bekski for Steve Fleming
2. Approval of the July 12 & 16, 1999 Board of Governors Meeting Minutes
Halliday moved that the minutes of the Board of Governors meeting of October 23, 1999 be approved as published with one correction. Revise item #2 to show that Fred Wefer died on October 16th 1999. P. Moss seconded.
VOTE: Unanimously in favor
PASSED
3. Officer's Reports
President’s Report – Hazel Medville – Attachment A
Executive Vice President’s Report – Ray Keeler – Attachment B
Administrative Vice President’s Report – Doug Medville – Attachment C
Operations Vice President’s Report – Mike Hood – Attachment D
Secretary-Treasurer’s Report – Paul Stevens - Attachment E
4. Committee Reports
1999 NSS Convention -- David Kesner
Dave Kessner presented the Society a check for $21,000 as excess
income from the1999 NSS convention.
2000 NSS Convention -- Doug Medville
Director Section for the NSS Board of Governors
Manual – Bill Tozer
President pro tem H. Medville declared a short recess at 10:45 a.m. The meeting was reconvened at 11:00 a.m.
OLD BUSINESS
5. Confirmation of E-mail Ballots Conducted on November 9, 1999
5A. Support for Owner of Spring Hill Cave
Medville moved the NSS will offer monetary and expert witness support to the cave's property owners, Helen G. Beckner, 143 Moody Hollow Road, and Sharon A. Beckner Todd and Ronald Todd, 911 Mehaffey Road, all in Claxton, Tennessee, to support their efforts against the suit by Karen Bishop, et al, concerning the death of Jason Bishop in October 1998. The monetary support will be up to $1000 from existing funds and any money collected from the membership for this specific purpose. The funds to be used will be determined by the Secretary Treasurer based on the purposes of the funds as specified in the Board of Governors Manual. Bussey seconded
VOTE:
Unanimously in favor
PASSED
5B. Support for Owner of Spring Hill Cave
Medville moved the NSS authorizes fund raising through Cavers Net, SERA Net, the NEWS, and other appropriate avenues, to a fund to support the cave owners in the Spring Hill Cave law suit. Excess funds not needed by the cave owners will be placed in the Cave Legal Defense Fund when the suit is settled.
Jones moved to substitute: The Spring Hill Cave NSS Restricted Fund is established to assist the landowners of Spring Hill Cave, Tennessee, in their defense against the lawsuit concerning the death of Jason Bishop in October 1998. Money from this fund may be spent with the approval of the President. Money remaining in the Spring Hill Cave NSS Restricted Fund after the suits are settled will revert to another NSS restricted fund established to support cave owners in their defense against liability suits. Sira second
VOTE to substitute:
Unanimously in favor
PASSED
VOTE on substituted motion:
Unanimously in favor
PASSED
5C. Support for Owner of Spring Hill Cave
Hazel Medville moved the NSS President Pro Tem will inform the cave owners by letter of the NSS' willingness to offer monetary as well as expert witness support. P. Moss seconded
VOTE:
Unanimously in favor
PASSED
6. NSS Officer Responsibilities
By unanimous consent the Board considered motions #6A – 6D in aggregate and revise item 6C with the changes shown.
6A. Operations Vice President’s Responsibilities
Hood moved the following Act be established:
Operations Vice President Responsibilities
The Operations Vice President (OVP) serves as a member of the Society’s Executive Committee and is primarily responsible for the NSS Office in Huntsville, Alabama, and oversees its operations. The OVP delegates the day to day operation of the office to the Operations Manager and staff. The OVP is responsible for the NSS Bookstore and establishes policies and procedures for marketing, merchandizing, sales, advertising, and promotions. The OVP works with the Secretary-Treasurer (S-T) to develop and manage the department’s budget to ensure fiscal responsibility for the NSS Office and committees within the OVP department. The OVP is also responsible the managing committees assigned to the OVP department by the Board of Governors. The OVP carries out other duties as may be delegated by the Board of Governors.
6B. Executive Vice President Responsibilities
Keeler moved the following Act be established:
Executive Vice President Responsibilities
The Executive Vice President (EVP) serves as a member of the Society’s Executive Committee and is primarily responsible for the NSS periodical publications, research, science, exploration and special publications branches of the Society. The EVP works with the Secretary-Treasurer (S-T) to develop and manage the department’s budget to ensure fiscal responsibility for the publications and committees within the EVP department. The EVP is also responsible for managing committees assigned to the EVP department by the Board of Governors. The EVP carries out other duties as may be delegated by the Board of Governors.
6C. Administrative Vice President Responsibilities
Medville moved the following Act be established:
Administrative Vice President Responsibilities
The Administrative Vice President of the NSS is a member of the Executive Committee. The AVP has responsibility for managing the Society’s cave management, conservation, and education activities. At any one time, the AVP is overseeing the activities of <18-20> committees, <2> commissions (the National Cave Rescue Commission and the Vandalism Deterrence Reward Commission), and <three to four> upcoming NSS Conventions. The AVP has responsibility for working with Federal agencies having cave management responsibilities; e.g., the U.S. Forest Service, Bureau of Land Management and the National Park Service, in matters dealing with cave management, cooperative endeavors, and cave conservation. The AVP is also responsible for oversight of the NSS’ Cave Preserves and its Conservation Task Forces. The AVP works with the staffs of NSS Conventions to ensure that NSS policies are followed and that the Conventions are properly planned, managed, and financed. The AVP also works with the National Coordinator of the NCRC to coordinate NCRC and NSS activities and to provide support to the NCRC as needed. Finally, the AVP works with other members of the Executive Committee to manage the NSS, coordinate responsibilities of the NSS officers, and to prepare the annual NSS budget.
6D. President Responsibilities
Medville moved the following Act be established:
President Responsibilities
The President of the NSS is a member of the Executive Committee. The President has responsibility for managing the Society’s business; fund raising; membership retention; public outreach; liaison with government, international organizations and other organizations with goals that overlap those of the Society; and as the Society’s point person for the members and for the public. The President is responsible for the agenda for and conducting the meetings of the Board of Governors and the Executive Committee. The Secretary to the Board, the Recording Secretary, and the By Laws, Logistics, Board Arrangements, (Society) Planning, and Nominating (for Director Elections) Committees are within the President’s Department. The President oversees the Fund Raising and Public Relations committees of the Society. The liaison with outside organizations is handled through the Government, Show Caves, The Nature Conservancy, and Youth Group Liaison committees within the President’s Department. The President is also responsible the managing any other permanent and ad hoc committees assigned to the President’s department by the Board of Governors. The President also communicates to the membership through periodic columns in the NEWS. Finally, the President works with other members of the Executive Committee to manage the NSS, to coordinate responsibilities of the NSS officers, and to prepare the annual NSS budget.
VOTE on motions #6A – 6D in aggregate:
Unanimously in favor
PASSED
7. NSS Board of Governors Manual
7A. BOG Manual Ad Hoc Committee
H. Medville moved that the report of the BOG Manual Ad Hoc Committee (Attachment A-2) be accepted and that the Secretary to the Board be directed to implement the recommendations. Hood seconded.
By unanimous consent the Board agree to allow H. Medville to withdraw the motion.
7B. Director Section
G. Moss moved that the Director section (Attachment H-1) is added to the Board of Governors Manual
By unanimous consent the Board agree to allow G. Moss to withdraw the motion.
NEW BUSINESS
8. Appointments
Stevens moved to consider items 8A through 8E in aggregate. Taylor seconded.
VOTE:
Unanimously in favor
PASSED
8A. Members Manual Chair
Medville moved: Maureen Handler (NSS 23239) is approved as the NSS Members Manual Chair.
Maureen Handler
PO Box 3802
Cleveland, TN37320
(423) 614-7077
e-mail: mhandler@cde.net
8B. Headquarters Facilities Committee Chairman
H. Medville moved: Jim Hall (NSS 10997) is confirmed as Chairman of the Headquarters Facilities Committee in the Operations Vice Presidents department.
Jim Hall
623 Larry Place
Madison, AL 35758
(H)(205) 772-9829
e-mail: jimehall@compuserve.com
8C. Junior Speleological Society
H. Medville moved: Rick Bowersox (NSS 19885RE) and Faye Bowersox (NSS 33828FR) are confirmed as co-Chairs of the Junior Speleological Society Committee.
Faye & Rick Bowersox
321 Pinecliffe Dr.
Las Vegas, NV 89128
e-mail: Faye: dsrt-gold@aol.com Rick: lavabeds@aol.com
8D. NCRC Appointments
Medville moved:
John Punches (NSS 39211) is confirmed as
National Coordinator of the National Cave Rescue Commission.
John Green (NSS 39986) is confirmed as South Central Regional
Coordinator of the NCRC.
John Gookin (NSS 26826) is confirmed as interim Rocky Mountain
Regional Coordinator of the NCRC.
8E. NSS Annual Report Editor
Medville moved:
Bert Ashbrook (NSS 25104) is appointed editor of the NSS Annual Report.
Bert Ashbrook
1257 Lehigh Pky S
Allentown, PA 18103
610-797-3981
e-mail: caveman@early.com
VOTE on items 8A through 8E in aggregate:
Unanimously in favor
PASSED
9. AGI/API Inside Science Grant
H. Medville moved: The NSS contribute <<up to>> $500 to the American Institute of Physics’ (AIP) through American Geological Institute (AGI) for expansion of their local television news programs Inside Science. <<These funds will be provided from the NSS Cave Education Fund..>>
Bussy seconded.
Taylor moved these funds be provided from the NSS Cave Education Fund. Devine seconded.
VOTE to amend:
In favor: Rest
Opposed: G. Moss, Belski, Bussy, Keeler
PASSED
Keller moved to insert "up to" before
$500.
Agree to by unanimous consent.
VOTE on the amended motion:
In favor: Rest
Opposed: Belski, Keeler
PASSED
10. Change Order of Business
By unanimous consent the Board agree to consider the following motions before considering the budget
11. Amend Act 86-559 (Cave Owner Liability)
Engel moved to amend Act 86-559 to read as follows: The NSS will assume a leadership role in representing caver interests on landowner liability issues associated with cave accidents. Our goal is to foster an environment in which the cave owners are held harmless for accidents in their caves during trips for which the landowners received no fee. <In particular the NSS will actively assist the regional caver support for the owner of the entrance to Normans cave, West Virginia, in his defense of a suit resulting from an accident in his cave.> Aulenbach seconded.
VOTE:
Unanimously in favor
PASSED
12. Noise Level at Conventions from Amplified, All Night Music
Belski moved: NSS Convention Staffs shall ensure compliance with all municipal and/or county noise ordinances. Convention Staffs shall enact effective measures to separate campground areas from those areas where amplified music is permitted. Convention Staffs shall ensure that quiet <<areas>> <hours> for campgrounds are <<designated>> <set> and enforced. In the event sufficient separation of camp and party areas is not feasible, Convention Staffs shall set and enforce a curfew on amplified music. Halliday seconded
P. Moss moved to amend by replacing "hours" with "areas" and replacing "set" with designated". Halliday seconded
VOTE to amend:
In favor: Rest
Abstained: Engel
PASSED
VOTE on the amended motion:
Unanimously in favor
PASSED
13. Amend Act 04-421 Advance Copies of the Agenda for the Board of Governors Meeting
Engel moved to amend 04-421 to read as follows: Advance copies of the agenda for meetings of the Board of Governors shall be sent to the Editor<<s>> of the NSS NEWS <<and the administrative Memo>> and the chairmen of the following committees: Conservation, Internal Organizations, and Membership. Bussy seconded.
Halliday moved to delete "Internal Organizations, and Membership". D. Medville seconded.
VOTE to amend:
In favor: Halliday, D. Medville
Opposed: Rest
Abstained: Belski
Absent: Keeler
FAILED
Taylor moved to replace "sent to the Editor<<s>> of the NSS NEWS <<and the administrative Memo>> and the chairmen of the following committees: Conservation, Internal Organizations, and Membership" by "shall be posted to the Society web site". Belski seconded.
VOTE to amend:
Unanimously in favor
PASSED
Jones moved to insert "thirty days prior to the meeting and updated as required". D. Medville seconded.
VOTE to amend:
Unanimously in favor
PASSED
VOTE on the amended motion:
Unanimously in favor
PASSED
14. Lunch
P. Moss moved to adjourn for lunch.
Agreed to by unanimous consent.
President pro tem Hazel Medville declared a recess for lunch and the closed meetings of the Directorate and the Board at 12:00 p.m.
Reconvene
President pro tem Hazel Medville reconvened the meeting at 3:38 p.m.
15. Closed Meeting of the Directorate
Bill Tozer, Chairman of the Directorate, reported that Mike Hood had been elected President of the NSS.
16. Closed Meeting of the Board of Governors
President pro tem Hazel Medville reported that the NSS Award recipients for 2000 contribution been selected/approved.
17. FY00/01 Operating Budget
Stevens moved: The FY00/01 NSS Operating Budget is accepted by adopting Attachment E-1 amended to show the NSS contribution to AGI for "Inside Science" will come from the NSS Cave Education Restricted Fund. Sira seconded.
Keeler moved to amend the Capital Budget (E-1, Part 8) to add $30,000 to reprint 5000 copies of On Rope II. P. Moss seconded.
VOTE to amend:
In favor: Rest
Opposed: Halliday
PASSED
Halliday moved to reduce the expenditures for each department by five percent. No second.
VOTE on the amended motion:
In favor: Rest
Opposed: Halliday
PASSED
18 . Internal Organizations Reports Via NSS Web Site
Engel moved: The OVP is directed to study the feasibility of accepting annual IO reports via the NSS web site. Of special concern is the need to assure security and the acceptance of membership lists. The committees are directed to report on the feasibility of accomplishing this task by the 2000 Convention. Aulenbach seconded.
VOTE:
In favor: Rest
Abstained: Hood
PASSED
19. Travel Reimbursement
Jones moved: With the exception of ______ the Society will not reimburse NSS volunteers for transportation and registration costs related to attending an NSS Convention. For this purpose "volunteers" includes those who receive honoraria. Bussy seconded.
(The motion was to be considered by first nominating positions to fill the blank, determining by majority vote positions to fill the blank from those nominated, and then voting on the motion with the blank failed.
Tozer moved to refer this and the following motions (#20 – 22) concerning travel to the president to appoint an ad hoc committee to develop a travel policy. G. Moss seconded.
20. EC Travel Reimbursement
Keeler moved: The Officer travel budget line item to attend Executive Committee meetings is removed. In Section 9 of the BOG Manual under Secretary/Treasurer, 8. Reimbursement of Travel Costs 11-98, line items #5 and #6 are removed.
21. Recording Secretary Travel
Gary Moss moved: A new travel item is added to the Presidents budget: $300 is to be added to the Presidents budget to supplement the air-travel cost of the Recording Secretary to non-Convention NSS Board-of-Governors meetings.
22. Air Travel
Halliday moved (New Act Section 16 - Budget: Air Travel. (1) Unless otherwise authorized in advance by the Board of Governors, beginning March 31, 2000 all official air travel by authorized persons shall be reimbursed appoint the rate of 12c per flown mile. After December 31, 2000, this will be indexed for inflation by multiplying 12c per mile by the official cumulative United States inflation rate for the previous calendar year.
(2) Beginning March 31, 2000, the reimbursement rate for official air travel by authorized persons using "frequent flyer" awards shall be $0.02 per flown mile. After December 31, 2000, this will be indexed as in (1) above.
VOTE on referring motions (#20 – 22):
Unanimously in favor
PASSED
23. Cave Legal Defense Fund
Halliday moved: Board Act 18-501 is amended as follows:
The Cave Legal Defense Fund is composed of donations and accrued <<income>> <interest. It is established to fund litigation necessary to protect caves and their natural contents, initiated by the Society or by cooperating organizations or individuals>. The Board of Governors may authorize expenditure of part or all of this fund for expenses of <such> litigation <<necessary to further one or more purposes of the Society stated in Article I of its constitution>>, provided that no expenditure from this fund is contrary to Section 501 (c) (3) of the Internal Revenue Code or the corresponding provision of any future United States Internal Revenue law as determined by the Legal Committee. <<In addition, the Executive Committee may authorize expenditures of small sums from this fund as seed money for special funds established for legal defense of owners of wild caves made parties to adverse legal action because of their ownership of caves. These sums shall not exceed $5,000.00 at any one time. The Cave Legal Defense Fund shall be reimbursed from such special funds to the greatest degree possible.>> The Executive Committee shall review any proposed use of this fund prior to presentation to the Board, and report alternate ways of accomplishing the goal intended to be accomplished by legal action with the intent that legal action shall be the last resort <<and a large balance be maintained in this fund to support any such legal action which may be found necessary>>. Principal and investment income of this fund shall Jones be used to defray expenses of litigation in which the Society is a defendant. Stevens seconded.
Taylor moved to change the order of the agenda
such that item 24 be considered before item 23.
Agreed to by unanimous consent.
24. Landowner Assistance Restricted Fund
Taylor moved: The Landowner Assistance Fund is established and will be composed of donations and accrued income. To preserve access to caves and favorable caver-landowner relations, the Board of Governors may authorize expenditures from this fund for assistance to landowners who sustain damage or distress incidental to the caving activities of any person. Jones seconded
VOTE:
Unanimously in favor
PASSED
23. Cave Legal Defense Fund
Stevens moved to amend item 23 to substitute "Landowner Assistance Restricted Fund" in place of the generic description of this fund as indicated below:
The Cave Legal Defense Fund is composed of donations and accrued <<income>> <interest. It is established to fund litigation necessary to protect caves and their natural contents, initiated by the Society or by cooperating organizations or individuals>. The Board of Governors may authorize expenditure of part or all of this fund for expenses of <such> litigation <<necessary to further one or more purposes of the Society stated in Article I of its constitution>>, provided that no expenditure from this fund is contrary to Section 501 (c) (3) of the Internal Revenue Code or the corresponding provision of any future United States Internal Revenue law as determined by the Legal Committee. <<In addition, the Executive Committee may authorize expenditures of small sums from this fund as seed money for << Landowner Assistance Restricted Fund >> <special funds established for legal defense of owners of wild caves made parties to adverse legal action because of their ownership of caves>. These sums shall not exceed $5,000.00 at any one time. The Cave Legal Defense Fund shall be reimbursed from << Landowner Assistance Restricted Fund >> <such special funds> to the greatest degree possible.>> The Executive Committee shall review any proposed use of this fund prior to presentation to the Board, and report alternate ways of accomplishing the goal intended to be accomplished by legal action with the intent that legal action shall be the last resort <<and a large balance be maintained in this fund to support any such legal action which may be found necessary>>. Principal and investment income of this fund shall be used to defray expenses of litigation in which the Society is a defendant.
Agreed to by unanimous consent.
VOTE on the amended motion:
Unanimously in favor
PASSED
25. Transfer of Funds to Landowner Assistance Restricted Fund
Taylor moved: Transfer to the Landowner Assistance Fund the ($3147.92) from the Cave Legal Defense Fund which resulted from donations to assist the owner of Norman Cave, WV.
VOTE:
Unanimously in favor
PASSED
26. Cave Defense Restricted Fund
Jones moved: The NSS request the NSF to amend the contract between the NSS and the NSF to incorporate the Trust Fund for Litigation to Protect Caves (See Attachment E-3), and that money in the NSS Cave Defense Restricted Fund is transferred to the Trust Fund for Litigation to Protect Caves. P. Moss seconded.
VOTE:
Unanimously in favor
PASSED
27. Billy Clay Pit, Pocahontas County, WV
Engel moved: The NSS shall provide a grant of up to $5,000 from the Cave Acquisition Restricted Fund to the Mid Atlantic Karst Conservancy towards the purchase of Billy Clay Pit and associated property, Pocahontas County, West Virginia. D. Medville seconded.
Halliday moved to amend to substitute "loan" for "grant". No second.
VOTE:
In favor: Rest
Opposed: Halliday
PASSED
28. Cost Overruns
Halliday moved: Board Act 16-040 is amended to read:
The Treasurer is instructed to refuse payment of any amounts over the budget. <<Without specific advance authorization by the Board of Governors, no person may make any payment in excess of amounts specified in the budget or in contracts. Any such payment is beyond the authority of the person making such a payment, and the person making such a payment shall be personally liable for the excess over the budgeted or contracted amount.>>. Tozer seconded.
By unanimous consent the Board agree to allow
Halliday to withdraw the motion.
29. Distribution of NSS Budget
Halliday moved: (New Act, Section16 - Budget) Upon request to the NSS office, beginning March 31, 2000 any NSS member may promptly receive a photocopy of the current NSS budget and/or photocopies of proposed budgets and budgetary changes appearing as Board of Governors agenda items. P. Moss seconded.
VOTE:
In favor: Halliday, D. Medville, P. Moss, Taylor, Bussy
Opposed: Rest
Abstained: G. Moss
FAILED
30. Enhancing Society association with its publications
Jones moved: All NSS publications:
-Clearly and prominently identify the National Speleological Society <to be> <<as>> the publisher
<-Prominently displays the NSS logo> on the cover <and with publisher information.>
Sira seconded.
Belski moved to amend by substituting "as" for "to be" and deleting " Prominently displays the NSS logo" and " and with publisher information".
VOTE to amend:
In favor: Rest
Abstained: Tozer, Sira
PASSED
VOTE on amended motion:
In favor: Rest
Opposed: Tozer, Engel, P. Moss, Keeler
Abstained: Hood, Aulenbach
PASSED
31. Electronic Copies of Publications
H. Medville moved: Electronic copies of all NSS publications (News, Journal, books, music, etc.) in Quark, Pagemaker, or word processor are sent to the NSS Office within 2 months of publication on 3.5 disks, 100MK Zip disks, or another media available to the Office with external labels specifying the publication, creating software, creating hardware, and the name of the committee chairman submitting the disk. On receipt the NSS Office staff will 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 re-copied at least every 3 years and whenever the Office computers are replaced. Aulenbach seconded.
Halliday moved to postpone items 31 and 32 to the summer Board meeting. No second.
VOTE:
In favor: Rest
Opposed: Engel
Abstained: Halliday
PASSED
32. Non-Electronic Portions of NSS Publications
Medville moved: Copies of photographs and other materials that are not included in the electronic copies of publications are 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 reproduce them as originally printed. Bussy seconded.
P.. Moss moved to refer to the President. Keeler seconded.
VOTE on motion to refer:
In favor: Rest
Opposed: Bussy
Abstained: Hood
PASSED
33. 2000 Convention Auction Proceeds
Keeler moved: The 2000 Convention undesignated auction proceeds will be split between the International Exploration Fund and Education Fund at 50 percent each. P.. Moss seconded.
VOTE:
In favor: Rest
Opposed: Halliday
PASSED
34. Advertising Policy
Keeler moved: The Advertising Policy (Attachment B-1) is approved. P.. Moss seconded.
P..Moss moved to amend Section
1_______________.
Accepted by unanimous consent.
Jones moved to table to the summer Board meeting. G.. Moss seconded.
VOTE on motion to table:
In favor: Halliday, G.. Moss, Tozer, Jones, Sira, Stevens, Engel
Opposed: Rest
FAILED
Stevens moved to postpone the summer Board meeting. Sira seconded.
VOTE on motion to postpone:
In favor: Halliday, Jones, Sira, Stevens, Engel
Opposed: Rest
Absent: Taylor
FAILED
VOTE on amended motion:
In favor: Rest
Opposed: Jones, Sira, Stevens
Abstained: Halliday
PASSED
35. Journal Sale by Carlsbad Caverns, Guadalupe Mountains Association
Keeler moves: The sale of the Journal of Cave and Karst Studies by Carlsbad Caverns, Guadalupe Mountains Association for resale to the public is approved. D. Medville seconded.
VOTE:
In favor: Rest
Opposed: Aulenbach
Abstained: Devine
PASSED
36. Limiting Discussion on Remaining Items
P. Moss moved to limit discussion on the remaining agenda items to four minutes each. Engel seconded.
VOTE:
In favor: P.
Moss
Opposed: Rest
FAILED
37. NEWS Sale by Carlsbad Caverns, Guadalupe Mountains Association
Keeler moved: The sale of the NSS NEWS by Carlsbad Caverns, Guadalupe Mountains Association for resale to the public is approved. Sira seconded.
VOTE:
Unanimously opposed
FAILED
38. Journal Resale
Keeler moved: The EVP is authorized to enter into contracts to sell the Journal to Carlsbad Caverns, Guadalupe Mountains Association for resale to the public. Belski seconded.
VOTE:
In favor: Rest
Opposed: Aulenbach, Tozer
PASSED
39. NSS Bookstore Assistant.
Hood moved: Act 25-627 is amended as follows: NSS Bookstore <Manager> <<Assistant>> The part-time paid position of NSS Bookstore <Manager> <<Assistant>> is established in the Department of the Operations Vice President. The NSS Bookstore <Manager><<Assistant>> shall report to the Operations Manager. <<With the establishment of this paid position, the volunteer position of NSS Bookstore Manager, a committee equivalent, is abolished.>>Belski seconded.
VOTE:
In favor: Rest
Opposed: None
Abstained: Engel
PASSED
40. IMAX Committee
Medville moved the IMAX Committee is dissolved and its functions are assumed by the TV/Video Production Committee; John Scheltens Chair. The members of the IMAX Committee (John Ganter, David Jagnow, Doug Medville, Barbara Moss, Hazel Barton, Carol Zokaites) become members of the TV/Video Production Committee. G..Moss seconded.
VOTE:
Unanimously in favor
PASSED
41. Fall BOG Meeting
Taylor moved: The Fall 2000 meeting of the Board of Governors of the National Speleological Society _______. P. Moss seconded.
The Board nominated the following alternatives and then voted to fill the blank with one of the alternatives:
A) "will be in a barn in Arkansas during the first weekend of November 2000" - 10 in favor
B) " accepts the Sandia Grotto bid to host the Fall 2000 BOG meeting in Albuquerque, NM. The meeting will be held in late October or early November (exact date to be determined after a query of BOG preferences immediately following bid accepted)" - 6 in favor
VOTE on the motion with the blank filled with
Alternative A:
In favor: Rest
Opposed: None
Abstained: Sira
PASSED
42. Spring BOG Meeting
Fleming moved: The Sandia Grotto bid to host the Spring 2001 BOG meeting in Albuquerque, NM is accepted. The meeting will be held in late March or early April (exact date to be determined after a query of BOG preferences immediately following bid acceptance). P. Moss seconded.
In favor: Rest
Opposed: None
Abstained: Sira
PASSED
43. Study Group Definition
Keeler moved: Appendix P is modified as follows:
<<NSS STUDY GROUPS
A group of members or an existing Internal Organization of the Society may be designated a Study Group of the NSS If its scientific or technical goals would be advanced by such a designation. Study Groups are not Internal Organizations such a Grottos. Study Groups generally have broader and longer-range goals than NSS Projects.>>
and under POLICIES:
The following policies may apply to NSS Activities:
...
3. Any group seeking an official designation as a Society Activity should bring its request to the Board through the appropriate committee of the Society. The authority to make certain designations has been delegated by the Board to committee discretion as noted below.
| Activity | Arrangements Made By | Designation Conferred By |
| ….. | ||
| <<Study Group | Research Advisory Committee | Research Advisory Committee>> |
P. Moss seconded.
VOTE:
Unanimously in favor
PASSED
44. Quintana Roo Speleological Survey
Keeler moved: The Quintana Roo Speleological Survey is approved as an NSS Non Research Project.
(Chairman, Hazel Barton, University of Colorado, Campus Box 347, Boulder, CO 80309-0347, 303-870-4909, hazel.barton@uchsc.edu)
Aulenbach seconded.
VOTE:
Unanimously in favor
PASSED
45. Lapel Pin
Jones moved: The National Speleological Society will prepare a special lapel pin to be distributed free to members of the society who have been members for 25, <<35>> or 50 years. Sira seconded.
In favor: Rest
Opposed: P. Moss
Abstained: Aulenbach, Engel, Taylor
PASSED
46. Lapel Pin Distribution
Jones moved: The OVP will ensure that distribution of the 35 year pins begins before the summer board meeting. Belski seconded.
In favor: Rest
Opposed: P. Moss
Abstained: Aulenbach, Engel, D. Medville, P. Moss,Taylor
PASSED
47. Headquarters Trust Fund
Stevens moved: The NSS requests the NSF amend paragraph 2 of the Headquarters Trust Fund portion of contract between the NSF and NSS to replace:
<The purpose of the Headquarters Fund is to furnish capital for the purchase or maintenance of real property to house offices of the Society and to purchase additions or improvements to the office building, equipment and fixtures.>
by
<<The purpose of the Headquarters Fund is to furnish capital for the purchase or maintenance of real property to house offices of the Society and to purchase additions or improvements to the office building, equipment, software and fixtures.>>
In favor: Rest
Opposed: Bussy
Abstained: Jones
PASSED
48. Membership Renewal
Gary Moss moved: The OVP is directed to implement or present a feasibility report at the NSS 2000 Convention on improving the NSS membership renewal process. The three items below shall be included in the membership renewal process review. It is understood by the Board that the OVP may implement these changes without prior notification of the general membership.
Adding the members expiration date on the NSS News mailing label.
Revising the NSS page to give a better look and feel for current member renewals.
Develop an e-mail renewal reminder system where members can be advised that their dues are due along with renewal form and a way to renew on line.
In favor: Rest
Abstained: Hood
PASSED
49. Low Income Membership.
Halliday moved to add an additional NSS Bylaw:
Persons eligible for Regular Membership but not able to afford annual dues may apply annually for Low Income Membership and received the privileges of Regular Membership. Dues for Low Income Membership shall be whenever the applicant can pay at the time of application but not less than five dollars.
No vote was taken. This is the first reading of the proposed amendment to the NSS Bylaws. It may be voted on at the June 2000 NSS board meeting.
50. Close Caves Database
D. Medville moved the "Close Caves Database Committee" is renamed the "Limited Access Caves Database Committee." Hood seconded.
VOTE:
Unanimously in favor
PASSED
51. Open Discussion Period
P. Moss moved to suspend the agenda for informal discussion among all present for 10 minutes. Hood seconded. Agreed to by unanimous consent.
The topics discussed were as follows:
52. Appreciation
H. Medville moved: The Board of Governors expresses its appreciation to the Colorado Grotto for hosting our meeting and providing excellent meeting arrangements.
53. Adjourn
Belski moved the meeting be adjourned. Hood seconded
Agreed to by unanimous consent.
President H. Medville declared the meeting adjourned at 6: 40 p.m.
Respectfully submitted,
Lee Stevens Recording Secretary
BOG Manual Ad Hoc Committee Report
The structure and history of the Society, every current and obsolete Act of the Board, as well as regulations, and operational procedures are contained in the Board of Governors Manual. The manual has grown to 153 files maintained on 4 master disks. This represents over 400 pages containing a wealth of information originally intended for use by officers, directors, and permanent committee chairpersons of the Society. In 1998(?) the manual was posted on the NSS web site. Since then questions have arisen about the necessity of maintaining the paper copy of the manual in its current format.
This ad hoc committee sees its directive as being threefold: 1) review the content of the paper manual and recommend changes, 2) recommend changes to the organization of the paper manual, and 3) recommend changes to the format of the web version of the manual. Any changes in the content of the manual will affect its organization. No recommendations for a revised manual format can be made until the content is determined.
Recommendations:
A revised Board of Governors Manual should contain:
The Constitution and Bylaws of the Society
Acts of the Board including appendices, index and check list
List of committees cross-referenced with the appropriate Act(s)
List of funds cross-referenced with the appropriate Act(s)
Administrative policies of the Executive Committee and the Directorate
List of grants and awards
Delete from the manual:
Appendix R. Robert’s Rules of Order
Maintain on the web page only:
Management Plans from pages 3.F.6-10
Table 1A. Foreign Speleological Clubs
Table 4A Board of Governors Meetings
Table 4B Officers of the National Speleological Society
Table 4C Permanent Committees
Table 4E Past Chairman of Selected Committees
Table 5E NSS National Conventions
Table 5F Growth of the National Speleological Society
Table 5G Meetings of the International Congress of Speleology
Table 5A List of Grottos
Table 5B List of NSS Regional Associations
Table 5C List of NSS Speleological Surveys
Table 5D List of NSS Special Sections
Page 6.3-33 Lists of awards
Section 7 Text of Repealed Acts
Section 8 Annual Budget
Rational:
The revised manual can be condensed yet provide information vital to the duties of officers directors and committee chairpersons. "Tables" and "Lists" are valuable and interesting but they are not critical to the decision making process and therefore should be maintained on the web only. Section 7 contains 270 repealed Acts on 30 pages. It is interesting historical information but difficult to search and costly to print. Section 7 is definitely more suited to the web.
Bylaw IV, K : states that Robert’s Rules of Order, revised, shall guide meetings. The 1970 edition of Robert’s Rules is noted as the source for Appendix R.
Three management plans are attached to Appendix F. These should be removed and posted to the appropriate page of the web site.
The budget is an evolving document that cannot be kept up to date by the Secretary to the Board.
Conclusion:
The committee feels that the current paper version of the manual can be condensed to a more workable format. Delegating certain sections to the web site will reduce the cost (printing and postage) and labor of maintaining the manual and reduce its bulk. If the Board concurs, the committee will attempt to reorganize the manual, using the content suggested, into a "user friendly" resource.
Advertising Policy for NSS Publications
o Advertisements should be related to the Society's research, education, conservation, exploration and recreation missions and supporting those goals. There may be exceptions to this policy with Special Issues, if the advertisement relates to the Special Issue.
o Advertisements in the NSS periodical publications should not express or suggest thoughts or actions contrary to the goals and mission of the NSS.
o If they don’t counter this policy, individual periodical advertising policies are permitted and encouraged to more clearly achieve the publication focus.
o Each periodical (ie. the News, Journal of Caves and Karst Studies (JCKS), American Caving Accidents (ACA), Members Manual (MM) and Speleo Digests (SD)) can set it's own advertising rates independantly from the other periodicals with the following guidelines:
o A "new advertiser" will be considered an advertiser who has not yet completed an advertising cycle of the periodical (ie. 12 News, 3 JCKS, 1 each of ACA, MM and SD).
o A "regular advertiser" will be considered an advertiser who has completed an entire annual cycle of the periodical (ie. 12 News, 3 JCKS, 1 each of ACA, MM and SD).
o The minimum charge for new advertisers shall be 1.5 times the estimated cost of the space on the page on which the advertisment appears.
o The minimum charge for regular advertisers shall be 1.25 times the estimated cost of the space on the page on which the advertisment appears.
o A "regular advertiser" reverts to a "new advertiser" if the advertiser misses more than 50 percent of an annual publication schedule.
o Premium advertisement pages (eg. back cover, inside back cover, and facing principle articles) may exceed the advertising minimum as the market determines.
o Any advertiser may be refused further advertising due to late or non-payment of previous bills.
o Issues determined as "Special Issues" may exceed the advertising minimums defined above.
o The Editor and the National Speleological Society reserves the right to refuse any advertising they deem inappropriate for the publication based on either subject or presentation.
TRUST FUND FOR LITIGATION TO PROTECT CAVES
This attachment to the contract between the Foundation and the Society pertaining o the NSS Trust Funds (the Contract) describes the purposes and conditions of the Individual Fund known as the Trust Fund for Litigation to Protect Caves.
The purpose of the Trust Fund for Litigation to Protect Caves is to pay for litigation necessary to protect caves and their natural contents, initiated by the Society or by cooperating organizations or individuals. The principal, or any part thereof, of the Trust Fund for Litigation to Protect Caves shall be returned to the Society to be used for these purposes upon passage of a suitable resolution by majority vote of the Board of Governors of the Society.
The principal of the Trust Fund for Litigation to Protect Caves is intended to be used to pay the cost of said litigation and the administrative costs of the program. The Foundation will reinvest the net income and capital gains distributions from the Trust Fund for Litigation to Protect Caves in the Fund.
The Foundation may make loans to the Society from the Trust Fund for Litigation to Protect Caves 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 Trust Fund for Litigation to Protect Caves during one calendar year shall not exceed 20% of the Trust Fund for Litigation to Protect Caves and the total of all such outstanding at one time shall never exceed 50% of the Trust Fund for Litigation to Protect Caves with the loaned funds considered part of the Fund.
This attachment has been approved by the Board of Governors of the Society on the 18th day of March 2000.
Directors Section
Introduction
This section includes policies and procedures established by the Directors for their functions as individual Directors and for the Directorate as a whole. It is assembled here to clarify these functions and insure minimum misunderstanding by present, future, and potential Directors and by other concerned members . It is based on existing Acts and By-laws and in no way changes them. Its language does not carry the weight of Board approval, and is subject to change by the Directorate or by the Board (for matters concerning it respectively).
Responsibilities of the Directors
The prime responsibilities of the directors are (1) the election of the officers of the Society and, with the officers as a Board of Governors, (2) setting policies for conducting the official business of the Society and (3) reviewing and enacting the financial budget.
Election of Directors
The board of directors consists of twelve directors elected from the general membership. Four directors are elected each year for three-year terms. The Board of Directors is expected to be open and accountable to the membership.
The Nominating Committee is in the Department of the President. The committee selects candidates for director from among regular and higher society members. Alternately, a petition signed by 25 voting members may nominate any eligible member, and ballots also have provisions for write-in votes. In practice, any eligible member who informs the Nominating Committee of his/her desire to become a candidate is placed on the ballot. The committee verifies eligibility and solicits platform statements and photographs from each candidate to accompany the ballot, in accordance with Appendix X.
Incumbent directors completing two consecutive full terms as director are not eligible to run for re-election until the following year.
Directors are elected by secret ballot of the voting members of the Society. The number of votes cast for each candidate determines which are elected for three years and which for shorter terms to fill vacancies. Ties are broken by an immediate secret mail ballot of current officers and directors, excluding any directors under interim appointment and any tied for short terms. Normally elected Directors take office at the start of the summer board meeting after the election.
In the event that one or more vacancies develop, the Board of Governors appoints interim directors. Interim directors are seated immediately upon election. Terms of interim directors run until a successor to the vacancy can be elected by the membership through the normal elections process and the successor takes office. Vacancies can occur through resignation, death, or termination of membership. The Board of Governors may remove a director for a year of none attendance at Board meetings.
If a retiring President is elected a director in the same year, the President-elect serves as a director at the annual meeting in place of the retiring President.
Financial Considerations
Directors receive neither salary nor honorarium, nor are they reimbursed for travel or other ex-officio expenses.
If made a party or threatened with being made a party to adverse legal action because of their status as directors of the Society, they may be indemnified in accordance with specific provisions of Act 0l-504.
Directors are eligible for moneys payable as a result of other NSS services unrelated to their status as director, as specifically provided by various Acts of the Board.
Organization of the Directorate
Directors are notified by the President about meetings of the Board of Governors at least two weeks in advance of each meeting and are expected to attend all meetings in person.
The Directors select a chairman from among themselves to call and conduct meetings of the Directorate. The chairman normally presides at meetings of the Directorate but may delegate the chairmanship of part or all of a meeting. With concurrence of the Directorate, the chairman may invite other persons to attend open or closed meetings. The chairman represents the Directorate at meetings of the Board of Governors and on other occasions.
Closed meetings of the Directorate are scheduled during each meeting of the Board of Governors. Open meetings of the Directorate also may be convened by its chairman or upon request of half its members. Meetings of the Directorate are conducted in accord with Robert's Rules of Order.
Proxies
A director may appoint a proxy to speak and vote for him/her at any meeting of the Board of Governors or of the Directorate. The proxy must be a member of the Society who would be eligible to serve as a director. The proxy may serve at one meeting for only one director. The presiding officer must be notified of each proxy appointment prior to the meeting or the proxy shall file written authorization from his/her principal at the time of the meeting. This authorization should state whether or not the proxy has been given discretionary voting powers.
Directors appointing proxies for all meetings during a single fiscal year are subject to removal from office.
Election of Officers
The Board of Directors elects all officers of the society. These elections take place in closed session held at the lunch break of the Board of Governors meeting. Candidates are interviewed in the closed session with all discussion held in strict confidence.
The Directorate has the power to fill vacant officer positions, remove officers, and terminate or establish officer positions. No person may serve simultaneously as a director and as an officer.
The officers run the Society, primarily through chairmen of committees and commissions within their specific department. Each officer is charged by the Directors to take care of his/her own area. The officers thus are responsible to the Directors, not to the President nor to each other. No officer is in charge of any other officer. This is especially important in terms of the Society budget.
The President of the Society is elected at the Spring meeting of the Board of Governors. The President-elect becomes President of the Society at the close of the subsequent opening session of the Board of Governors at the Annual Meeting, and serves a one-year term. Historically, the President serves multiple one year terms.
The Society's Vice-Presidents are elected for one-year terms at an organization meeting of the Directors following the close of the opening session of the Board of Governors at the Annual Meeting, prior to any subsequent session or meeting of the Board of Governors. The Vice Presidents are seated at the Friday session of the annual meeting. Historically, the Vice-Presidents serves multiple one year terms.
The Secretary-Treasurer is elected at the Fall board of governors meeting. This allows a smooth transition for the Secretary-Treasurer-elect prior to the close of the fiscal year (April 30). The Secretary-Treasurer's term starts May first with the new fiscal year. The Secretary-Treasure is elected for a one-year term. The Secretary-Treasurer historically serves for more consecutive one year terms than the other officers.
In addition to the regular officers the Directors selects a President pro tem to serve as President in the event the president is absent. Concurrently with the installation of the President, and thereafter at its pleasure, the Directorate shall select a President pro tem, who shall, in the absence of the President, have all power and duties of the President. The President pro tem shall have, by virtue of this selection, no powers or duties when the President is present.
Role of the Executive Search Committee
The Executive Search Committee functions in accord with Act l2 (Manual page 3.l2). The Directors appoint all members of this committee, including its chairman who manages the affairs of the committee and reports to the Directorate. When the Directorate is not in session, its chairman reports to the chairman of the Directorate.
The purpose of the committee is to solicit nominations for President, Vice-Presidents, and Secretary-Treasurer. The committee is expected to attempt to match candidates with written job descriptions and job qualifications of each officer position. It maintains and updates confidential lists of persons qualified and willing to become officers of the Society. The Directorate is informed of the current list of eligible and willing candidates at least 30 days before each election. Additional nominations may be made by any director during the election.
Each candidate for election or re-election is expected to provide a written resume of his/her qualifications to the Executive Search Committee, and to appear before the Directors to discuss his/her qualifications and goals for the office being sought. Candidates also may submit additional written statements about these goals or for other purposes.
The Executive Search Committee collects the resumes and other written statements and holds them in confidence. The slate and written statements are distributed as a group to each director. The committee chairman establishes deadlines for receipt of the written statements.
After the Executive Search Committee report is received, the directorate will release the slate of candidates. The directorate shall determine whether the written statements are to be released. Any derogatory or intensely personal information received about any candidate will remain in strict confidence.
Other functions of Directors
The Board of Governors establishes all Society policies. Together with the officers, the Directors formulate new policies and amend old policies by majority vote. Among other routine functions, they review the activities of Society committees, and may serve as members of these committees. They may submit motions to change any committee operation but may not assign tasks to any committee.
Together with the officers, the Directors approve, modify, or disapprove the society financial budget. The budget is an especially powerful policy statement because it decides how the society is going to allocate its funds among its various functions and missions.
Each officer has the power to shift line item funds within his/her budget units (i.e. funds can be moved from copying to mailing within a committee). Officers may shift money between budget units within their department with the President's approval. The officers are expected to modify the next budget to reflect these budget shifts when appropriate. Directors do not have line item control of the expenditures, except by specific motions of the board. The Treasurer is officially instructed to refuse payment for any bill in excess of the budget.
The President appoints chairmen of permanent committees and the chairman and members of permanent commissions. These appointments are subject to approval by the Board of Governors. In reality the respective officer does the search and submits the name to the President. The committee chairman and commission chairmen and commission members serve until they resign or are replaced by the respective officer.
With the officers, the Directors review the activities and formulate purposes and practices of committees and commissions. Only the respective officer has direct administrative authority over committee and commission chairmen. Like any other society member, Directors may ask questions of committee chairmen but may assign new responsibilities to them only by majority vote of the entire board. In practice, information may be best obtained from the officer in charge of a given committee rather than from its chairman. Directors are eligible to become members of society committees and commissions.
Whenever possible, Directors are expected to attend local and regional caving events. They are eligible to be appointed to represent the Society at such events and other meetings related to speleology, to extend verbal greetings to those present, to express official Society policies as determined by the Constitution, By-laws, and Acts of the Board.
Official Society representatives are expected to submit a written report on their activities at the next meeting of the Board of Governors. They may perform additional unofficial actions such as presentation of papers or expression of personal viewpoints provided they clearly differentiate official from personal actions.
Ethics:
The Directors represent the society to the membership and to the world. As such, they are expected to conduct themselves as appropriate role models which will enhance the stature of the society and the reputation of cavers and speleologists.
Directors are expected to:
To represent the views of the membership.
To be open and accountable to the membership.
To be responsive to the membership especially those members who are in the minority on some issues. This does not mean Directors must agree with their viewpoint but rather that the Directors insure that their views are heard in a respectful manner.
To act responsibly in the conduct of society business. This includes expressing differences of opinion but respecting differing viewpoints.
To work with a positive attitude to achieve agreement on issues to the benefit of the society.
To respect the confidential nature of personnel and award discussions.
To use Society letterhead stationery for official business as provided by Appendix T, but not for any personal use.
To abstain from voting on matters of business which may have a direct effect on their business interests or about which they are not adequately informed.
To decline service as chairman of a national committee or as chairman of national events if such a position would present a conflict of interest with his/her business interests.