NATIONAL SPELEOLOGICAL SOCIETY, INC.
BOARD OF GOVERNORS MEETING
November 4, 2000
The 186 th regular meeting of the NSS Board of Governors was held on November 4, 2000, in Bee Branch, Arkansas. 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 9:05 A.M. Lee Stevens was present as Recording Secretary.
Roll Call and Announcement of Proxies
OFFICERS:
Hazel Medville, President pro tem
Ray Keeler, Executive Vice President
Cheryl Jones, Administrative Vice President
Scott Fee, Operations Vice President
Paul Stevens, Secretary-TreasurerDIRECTORS:
Hazel Barton
Bill Bussey
Linda Baker Devine
Thom Engel
Bill Halliday
Dave Jagnow
Dave Lester
Douglas Medville
Philip Moss
Dave Taylor
Bill Tozer
PROXIES:
Michael Steed <mlsteed@jasper.yournet.com> of Arkansas
proxy for Stephen Fleming.
Hazel Medville, President pro tem, proxy for President Mike Hood.
2. Approval of the June 26 and 30, 2000 Board of Governors Meeting Minutes.
Halliday moved: The minutes are approved. Bussy seconded.
VOTE:
Unanimously in favor
PASSED
3. Officers' Reports:
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
Recess
Hazel Medville recessed the meeting between 11:05 and 11:25.
5. Audio-Visual Programs.
Moss moved: Motions 5A, 5B, and 5C will be considered together.
Agreed by unanimous consent.
5A. Act 97-397, Programs for Non-NSS Organizations
Hood moved: Act 97-397, Programs for Non-NSS Organizations, is amended as follows:
<The NSS Office may distribute, at a nominal charge, materials in the library to NSS members and non-NSS individuals for use in programs conducted for non-NSS organizations. The Audio-Visual Aids Library Committee will identify those programs which are considered suitable for viewing by such groups and has the authority to refuse distribution of programs for showing to non-NSS organizations when it considers that the programs requested tend to promote or glorify the sport of caving, or when it believes that the quality of the program is such that it will reflect poorly on the Society. >
<<The NSS Audio-Visual Library is a member-only benefit and slide and video shows will only be loaned to NSS members in good standing. Exceptions to this policy may only be granted by the Operations Vice President and will be on a case-by-case basis. >>
5B. Alternate Proposal
Jones moved: <<NSS Membership shall not be a prerequisite for renting or borrowing programs from the NSS Audio-Visual Library, and library loans or rentals will be offered as an educational resource as opportunities arise, including on the NSS web page, in the A-V Library material, and in NSS public relational packets. A differential rental rate that favors NSS members may be established by the OVP. >>
5C Alternate Proposal
Taylor moved: Act 97-397, Programs for Non-NSS Organizations, is amended:
The NSS Office may distribute<, at a nominal charge, > materials in the <<Audio-Visual>> library to NSS members and non-NSS individuals for use in programs conducted for non-NSS organizations. The Audio-Visual Aids Library Committee <will><<may>> identify those programs which are considered suitable for viewing by such groups and has the authority to refuse distribution of programs for showing to non-NSS organizations when it considers that the programs requested tend to promote or glorify the sport of caving, or when it believes that the quality of the program is such that it will reflect poorly on the Society. <<The OVP will establish <a> surcharge<<s>> for programs not furnished through NSS members. >>
Jones moved: Motion 5B is withdrawn. Agreed to by unanimous consent.
Jones moved to amend motion 5C: " Audio-Visual" is inserted before "library" in the first line. Taylor seconded. Agreed to by unanimous consent.
Lester moved to amend motion 5C to delete "a" and replace "surcharge" with "surcharges" in the last line. Taylor seconded. Agreed to by unanimous consent.
Engel moved to substitute motion 5C for 5A. Fee seconded.
VOTE to substitute 5C:
Unanimously in favor
PASSED
VOTE on 5C as amended:
Unanimously in favor
PASSED
6. Policy for Acceptance of Salon Entries
Hood moved: The "Policy for Acceptance of Salon Entries" (BOG Manual, Appendix U) is revised to specify that all entries accepted for judging (Section II) must be submitted by NSS members. Non-NSS members may have entries accepted for display at the discretion of the Salon Committee. Such entries accepted for display are not eligible for consideration for any additional award.
Medville seconded.
Stevens moved to substitute: The NSS Salons shall seek the best art related to caves and caving for display at national NSS conventions and in Society publications as a benefit for NSS members. In order to achieve this goal the NSS Salons shall be conducted to encourage the best artists to compete for awards regardless of membership status.
Engle seconded.
VOTE to substitute:
In favor: Rest
Opposed: Halliday
Abstaining: Tozer
Absent: Steed
PASSED
Moss moved to substitute: Appendix U, Policy for Acceptance of Salon Entries, is amended to add:
II. Criteria for Acceptance for Judging
A. General
[1 -3 retained in present form]
<< 4. NSS Salons shall seek the best art related to caves and caving for display as a benefit for NSS members. Exhibitors who are not members of the Society shall be assessed an entry fee surcharge equal to the cost of an Associate Membership in the Society, without regard to the number of Salons or works entered. >>
Keeler seconded.
VOTE to substitute:
In favor: Devine, Tozer, Taylor, Steed, Lester
Opposed: Rest
Abstaining: Halliday
FAILED
VOTE on Stevens’ substitute motion:
In favor: Rest
Opposed: Halliday, Steed, Tozer
Abstaining: Lester
PASSED
Spring 2001 BOG Meeting
Fleming moved: The spring Board of Governors meeting to be hosted by Sandia Grotto be held Saturday, April 7, 2001. Moss seconded.
VOTE:
In favor: Rest
Opposed: Engel
Absent: Jones
PASSED
NEW BUSINESS
Appointments
8A. Government Liaison Committee
Hood moved: Hazel Medville, NSS 8772, is appointed chairman of the Government Liaison Committee in the Department of the President.
Engel seconded.
VOTE:
Unanimously in favor
PASSED
Hazel Medville
11762 Indian Ridge Road
Reston, VA 20191-3525
(703) 860-0134|
hazelm@patriot.net
Jones moved to amend the text of 8B and 8C: Insert "The appointment of " at the beginning of the sentence; delete "is appointed" and insert "as" before "chairman" in the second line; insert "is approved." at the end of the sentence.
Agreed by unanimous consent.
8B. Nominating Committee
Hood moved: <<The appointment of >> Barbara Anne am Ende, NSS 15789, <<as >> chairman of the Nominating Committee in the Department of the President, <<is approved. >>
Bussey seconded.
VOTE:
Unanimously in favor
PASSED
Barbara Anne am Ende
12801 Climbing Ivy Drive
Germantown, MD 20874
baamende@cam.nist.gov
Work (301) 975-3803
Home (301) 540-4543
8C. Market Analysis Committee
Fee moved: <<The appointment of >> Scott Parvin, NSS29279, <<as >> chairman of the Market Analysis Committee in the Department of the Operations Vice President, <<is approved. >>
Bussey seconded.
VOTE:
Unanimously in favor
PASSED
Scott Parvin
8019 Riverbend Road
Morris, AL 35116
sparvin@uab.edu
Home (205) 647-9651
9. 2001 Convention Auction Proceeds
9A. International Exploration Fund
Keeler moved: Fifty percent (50%) of the undesignated 2001 Convention auction proceeds are designated to the International Exploration Fund.
Moss seconded.
VOTE:
In favor: Rest
Opposed: None
Abstaining: Halliday, Jones, Engel
PASSED
9B. Educational Grants Restricted Fund
Jones moved: Fifty percent (50%) of the undesignated proceeds from the 2001 Convention Auction will be placed in the Educational Grants Restricted Fund.
Medville seconded.
VOTE:
In favor: Rest
Opposed: Halliday
Abstaining: Engel
PASSED
9C. Substitute Motion for Convention Auction Funds
<Stevens moved to substitute for 9A and B: > <<Stevens moved: Beginning in 2002>> The NSS EC shall <decide> <<recommend>> the distribution of the undesignated proceeds from the upcoming NSS Convention Auction as part of the annual budget process and report their <decision> <<recommendation>> at the spring board meeting for BOG review. <<Unless the Board moved to modify, such recommendation shall be implemented. >>
Moss seconded.
Fee moved to amend: "Stevens moved to substitute for 9A and B:" is deleted and "Stevens moved: Beginning in 2002" is inserted; "decide" is deleted and "recommend" is inserted in the second line; "decision" is deleted and "recommendation" is inserted in the fourth line.
Lester seconded.
VOTE to amend the motion:
In favor: Rest
Opposed: Bussey, Keeler
PASSED
Lester moved to amend: A final sentence is added: "Unless the Board moved to modify, such recommendation shall be implemented." Accepted by unanimous consent.
VOTE on the motion as amended:
Unanimously in favor
PASSED
Recess
President pro tem Hazel Medville declared a recess for lunch, dinner and the closed meetings of the Directorate and the Board at 1:10 P.M.
Reconvene
President pro tem Hazel Medville reconvened the meeting at 8:25 P.M.
10. Suspend Act 03-400 – Days and Times of Board Meetings
Engel moved that Act 03-400, Days and Times of Board Meetings, be temporarily suspended in order to allow the Board to meet after 8:00 P.M.
Moss seconded.
VOTE:
Unanimously in favor
PASSED
11. Report of the Closed Session of the Directorate
Chairman of the Directorate Bill Tozer reported that Paul Stevens had been re-elected Secretary-Treasurer.
12. Report of the Closed Session of the Board
President pro tem Hazel Medville reported that additional motions would be placed on the agenda as a result of discussions held in closed session.
13. Information Technology Committee
Fee moved: The NSS Information Technology Committee is established in the Operations Vice President Department and is responsible for the NSS office and NSS web site computer infrastructure. The committee will develop and maintain plans to evolve the NSS office and web site information technology infrastructure to better meet NSS goals and take advantage of changing technology. The committee will work with the NSS Secretary -Treasurer for information technology that relates to NSS accounting and fiscal functions. The committee is responsible for maintaining and updating the information infrastructure, but the content hosted on that infrastructure is the responsibility of the NSS office staff and appropriate NSS committees. The NSS Internet Committee and NSS Office Automation Committee are abolished and their functions incorporated in the NSS Information Technology Committee.
Moss seconded.
VOTE:
Unanimously in favor
PASSED
14. FY00/01 Operating Budget
14A. Budget Changes in Attachment E-1, Parts 1 through 8
Stevens moved: FY00/01 NSS Budget is amended by adopting Attachment E-1, parts 1 through 8.
Moss seconded.
Halliday moved to amend: AVP travel to the winter NCRC meeting and the NSS Convention committee meetings is deleted.
Moss seconded.
VOTE to amend:
In favor: Rest
Opposed: Jagnow, Bussey, Barton, Jones, Stevens, Fee
PASSED
Moss moved to amend: delete the line item for $2,550.00 for the AGI publication.
Keeler seconded.
VOTE: to amend:
In favor: Halliday, Moss, Taylor, Keeler
Opposed: Rest
FAILED
VOTE on the amended motion:
In favor: Rest
Opposed: None
Abstaining: Medville, Steed
PASSED
14B. NSS Puerto Rico Satellite Library
Fee moved: OVP Department budget is amended to include $1500 as the "Cost of Goods Sold" of NSS books used to establish a NSS satellite library in Puerto Rico. The money will come from the convention surplus.
Moss seconded.
VOTE:
In favor: Rest
Opposed: Halliday
PASSED
15. Convention Guidebooks
15A. Sale of Convention Guidebooks
Fee moved: Act 56-517, Sale of Convention Guidebooks, is abolished.
Engel seconded.
VOTE:
In favor: Rest
Opposed:
Abstaining: Lester, Taylor
PASSED
15B. Sales of Convention Guidebooks by Vendors
Fee moved: Any vendor << with a principal who is an NSS member >> may sell NSS convention guidebooks <<to NSS members>> if they have a current signed vendor memorandum of understanding on file at the NSS Office.
Engel seconded.
Lester moved to amend: insert "with a principal who is an NSS member" in the first line and "to NSS members" in the second line.
Agreed by unanimous consent.
VOTE on the motion as amended:
Unanimously in favor
PASSED
16. Awards
Fee moved that motions 16A through 16E be considered as a group.
Keeler seconded.
VOTE on the motion to consider all Award motions together:
Unanimously in favor
PASSED
VOTE on the Award motions:
In favor: Rest
Opposed: Halliday, Bussey, Stevens, Jones, Medville
Abstaining: Lester, Devine
PASSED
16A. Conservation Award
Tozer moved: Act 43-116, Conservation Award, is amended as follows:
A Conservation Award is established to annually recognize one NSS member who, over time, has demonstrated outstanding dedication to the conservation of caves. Names of candidates will be solicited by the Awards Committee, and the recipient will be approved by the Board of Governors upon recommendation of the Awards Committee. The recipient must have been a member in good standing of the Society for at least two years immediately prior to his name being submitted as a candidate. <<The Awards Committee shall give preference to candidates who have not received the Outstanding Service Award or Honorary Membership. >>
16B. Lew Bicking Award
Tozer moved: Act 43-374, Lew Bicking Award, is amended as follows:
A Lew Bicking Award has been established to recognize individual NSS members who, through specific actions, have demonstrated a dedication to the thorough exploration and mapping of a cave or group of caves. One such award may be made each year. Names of candidates will be solicited from NSS members and Internal Organizations by the Awards Committee, and the recipient will be approved by the Board of Governors upon recommendation of the Committee. The recipient must have been a member in good standing of the Society for at least two years immediately prior to his name being submitted as a candidate. <<The Awards Committee shall give preference to candidates who have not received the Outstanding Service Award or Honorary Membership. >> The name of the recipient shall be announced at the annual convention and the recipient will receive an appropriate certificate signed by the President. The Chairman of the Awards Committee shall notify the recipient in writhing of the award and shall enclose a check in the amount of the award.
16C. Science Award
Tozer moved: Act 43-508, Science Award, is amended as follows:
A Science Award is established to annually recognize one NSS member who, over time, has demonstrated outstanding dedication to the scientific study of caves. Names of candidates will be solicited by the awards committee, and the recipient will be approved by the Board of Governors upon recommendations of the Awards Committee. The recipient must have been a member in good standing of the Society for at least two years immediately prior to his name being submitted as a candidate. <<The Awards Committee shall give preference to candidates who have not received the Outstanding Service Award or Honorary Membership. >>
16D. Spelean Arts and Letters Award
Tozer moved: Act 43-508, Spelean Arts and Letters Award, is amended as follows:
A Spelean Arts and Letters Award is established to annually recognize one NSS member who, over time, has advanced spelean arts and letters by significant artistic expression, management, or criticism. Names of candidates will be solicited by the awards committee, and the recipient will be approved by the Board of Governors upon recommendation of the Awards Committee. The recipient must have been a member in good standing of the Society for at least two years immediately prior to his name being submitted as a candidate. <<The Awards Committee shall give preference to candidates who have not received the Outstanding Service Award or Honorary Membership. >>
16E. Mitchell Award
Tozer moved to Amend Act 43-139 Mitchell Award 10-26-85,10-20-84,3-15-80,11-18-72,11-14,64
The James G. Mitchell Fund was established in 1965 and is maintained by contributions to the National Speleological Foundation. Pursuant to the agreement with the Foundation, an award may be made for the best scientific paper presented at any of the sessions of the annual National Speleological Society convention by a member (or members) of the Society age 25 or younger. Papers shall be evaluated primarily on how well they exemplify sound methods of scientific research and presentation, and secondarily on their contribution to knowledge. The eligible papers shall be judged by an interdisciplinary panel appointed by the Awards Committee Mitchell Award Sub-committee Chairman and shall include, if possible a member of the Research Advisory Committee. The Award shall consist of a suitable certificate (or certificates in the case of multiple authors) and a cash award <of $100, the cost of which shall be covered by money in the fund, > <<. equal to the maximum $5 increment below the interest earned on the fund for that year.>> and shall be announced at the annual convention.
17. Bylaw Amendment
17A. Membership
Taylor moved: Bylaw I.B is amended by adding subsection (14):
(14) General members are at least seventeen years of age. These members do not receive publications, except as stated; but otherwise have all the privileges of Regular members.
(a) General members receive copies of Society periodicals published no more than once per year, and such special publications or issues of periodicals as the Board of Governors may direct.
(b) Dues for General membership shall be set no lower than the amount which added to the cost of a subscription to the monthly periodical of the Society equals the dues set for Regular membership.
Barton seconded.
Barton moved to amend: insert "except holding office" after "privileges of Regular members." at the end of the second sentence.
Bussey seconded.
VOTE to amend:
In favor: Halliday, Jagnow, Bussey, Barton, Jones, Stevens
Opposed: Rest
FAILED
VOTE on the motion:
In favor: Rest
Opposed: Halliday, Jones
PASSED
17B. Membership
Taylor moved: Bylaw I.B is amended by adding subsection (14)( c):
(c) The Board of Governors may abolish General membership by Act. In that event persons holding this membership shall have the option to extend their current status for two additional years.
Keeler seconded.
VOTE:
In favor: Rest
Opposed: Stevens, Jones
Abstaining: Taylor
PASSED
18. Fall 2001 Board of Governors Meeting
Keeler moved: The Central Arizona Grotto's bid to host the Fall 2001 Board of Governors meeting in Phoenix, Arizona, is accepted. The meeting will be held the first weekend in November 2001.
Moss seconded.
VOTE:
In favor: Rest
Opposed: None
Abstaining: Engel
PASSED
19. NSS Operating Surplus Designated Fund
Stevens moved: The NSS Operating Surplus Designated Fund is established to smooth the normal variation in annual fiscal year NSS Operating Fund surpluses and deficits. At the end of each NSS fiscal year << 50% of >>any NSS Operating Fund surplus from normal operations in that fiscal year will be deposited in the NSS Operating Surplus Designated Fund. Funds will be transferred from the NSS Operating Surplus Designated Fund to the NSS General Fund to cover any NSS Operating Fund deficit from normal NSS operations in a fiscal year. Each year one-fifth of NSS Operating Surplus Designated Fund may be transferred to the NSS Operating Fund as revenue to cover normal operating expenses subject to Board approval as a part of the normal NSS budget process. The initial NSS Operating Surplus Designated Fund shall consist of the FY 98/99 and FY99/00 NSS Operating Fund surplus.
Taylor seconded.
Keeler moved to amend: Insert "50% of" after "NSS fiscal year" in the third line.
Halliday seconded.
VOTE to amend:
In favor: Rest
Opposed: Fee, Stevens
PASSED
VOTE on the amended motion:
Unanimously in favor
PASSED
20. NSS Bylaws Change - Permanent Committees and Commissions
Stevens moved: The NSS Bylaws are amended as follows:
VI. Permanent Committees and Commissions
A. Permanent committees and commissions shall be established to accomplish the work of the Society. The duties of each committee and commission shall be to study, promote interest in, and work toward the advancement of all matters pertaining to its field of activity. Any questions of conflicting jurisdiction of committees or commissions shall be resolved by the President. For administrative purposes the Board of Governors will divide the permanent committees and the permanent commissions into groups and will designate an officer of the Society to supervise the activities of each group.
B. The chairmen of the permanent committees shall be appointed by the <President> <<officer of the Society responsible for supervising the activities of the committee>> with the approval of the Board of Governors. Each chairman shall promote the activities of the committee and select the personnel unless otherwise directed by the Board of Governors. A chairman may appoint subcommittees to accomplish the work of the committee.
C. The chairmen and members of permanent commissions shall be appointed by the <President> <<officer of the Society responsible for supervising the activities of the commission>> with the approval of the Board of Governors. Commissions may appoint committees to accomplish the work of the commission.
D. Other temporary committees or commissions may be appointed by the President as needed.
Jagnow seconded.
VOTE:
Unanimously in favor
PASSED
21. NSS Convention Surplus Designated Fund
Stevens moved: Act 18-598 is amended to read:
The NSS Convention Surplus Designated Fund is established to provide funds to cover NSS convention deficits. <A minimum of 25% of the Convention surplus shall be allocated to this fund so as to reach and maintain to $15,000 balance. Any excess of that necessary to maintain a $15,000 balance will accrue to the General Fund. The implementation of this Act will be delayed until after the 1998 NSS Convention. > <<Each year the full convention surplus for that year shall be transferred to the Convention Surplus Fund. Each year one-fifth of the Convention Surplus Fund may be transferred to the NSS Operating Fund as revenue provided a $15,000 balance is maintained in the Convention Surplus Restricted Fund to cover a NSS convention deficit. >>
Act 16-620 is repealed:
Keeler seconded.
VOTE:
Unanimously in favor
PASSED
22. Restricted Funds
Stevens moved: Motions 22A, 22B and 22C will be considered as a group.
Agreed by unanimous consent.
22A. Junior Speleological Society Restricted Fund
Stevens moved: The purpose of the Junior Speleological Society restricted fund is to support NSS youth educational and recreational activities, including youth activities at NSS conventions. These funds may be spent by the chairman of the Junior Speleological Society committee subject to Administrative Vice President approval.
22B. Mammoth Cave Restoration Project Restricted Fund
Stevens moved: The purpose of the Mammoth Cave Restoration Project restricted fund is to support the activities of Mammoth Cave Restoration Project in accordance with the Cooperative Agreement between Mammoth Cave National Park and the National Speleological Society. These funds may be spent by the Mammoth Cave Restoration Project agent of the Treasurer subject to Administrative Vice President approval.
22C. Caves and Karst Education Program Restricted Fund
Stevens moved: The purpose of the Caves and Karst Education Program restricted fund is to educate the American public on the value and fragile nature of cave resources in accordance with the Cooperative Agreement between Mammoth Cave National Park and the National Speleological Society, Project Underground, and American Cave Conservation Association. These funds may be spent by the Caves and Karst Education Program agent of the Treasurer subject to Administrative Vice President approval.
VOTE to approve 22A, B and C:
Unanimously in favor
PASSED
22D. Fine Arts Salon
Stevens moved: Act 18-6 42 is amended as follows:
The purpose of the <Speleo> <<Fine>> Arts Salon << restricted fund >> < Fund> is to support the <Speleo> <<Fine>> Arts Salon. The Salon Committee chairman, subject to AVP approval, may spend these funds.
Fee seconded.
VOTE:
Unanimously in favor
PASSED
23. NSS NEWS Photographic Endowment Fund Contract
Stevens moved the NSS requests the NSF accept the following modification to Attachment J, NSS NEWS Photographic Endowment Fund of the NSS-NSF Trust Fund Contract. (See Attachment F of this Agenda.)
Bussey seconded.
VOTE:
In favor: Rest
Opposed: None
Abstaining: Halliday
PASSED
24. Conventions
Jones moved: Motions 24A and 24B will be considered as a group.
Agreed by unanimous consent.
24A. Convention Manual
Jones moved: Act 56-307 is amended to read
<Planning Guide> <<Convention Manual>>
The NSS National Convention <Planning Guide> <<Manual>> shall require that convention committees consider carefully the environmental and socio-economic impacts of a convention and take whatever actions are necessary to mitigate adverse effects.
24B. Convention Guidebook
Jones moved: Act 56-189 is amended to read:
Convention <Handbook> <<Guidebook>>
The size of the Convention Guidebook is to be 8-1/2 by 11 inches. The Convention Guidebook will be numbered autonomously from any other publication.
VOTE on motions 24A and B:
Unanimously in favor
PASSED
24C. Convention Manual
Jones moved: Act 56-125 is amended to read:
<Planning Guide> <<Convention Manual>>
The Society will <<make available>> <give any prospective Convention Chairman, upon request for Convention information, a copy of the Planning Guide for Annual Conventions of the NSS> <<the NSS Convention Manual to prospective and selected Convention Chairmen and staffs. The Manual describes the responsibilities of the hosts and the various organizations involved in conducting an NSS convention, and provide background information to guide the host organization in their planning process. >> <Copies will be kept in file and> <<The NSS Convention Manual will be maintained and>> distributed by the Convention Development Committee Chairman. <<The Chairman will solicit revisions and suggestions from convention staffs and those officers and committees involved in convention planning and operations at least once each year, and keep the manual updated with information received. Any issues will be referred to the AVP for resolution. Current acts of the Board and EC administrative policies related to conventions will be incorporated in the manual. >> < up dated by him whenever necessary>
Medville seconded.
VOTE:
Unanimously in favor
PASSED
25. Convention Development Committee
Jones moved: The Convention Development Committee is established, reporting to the Administrative Vice President. The Committee is responsible for: a) soliciting from NSS internal organizations and members proposals to host an annual NSS Convention up to four years in advance; b) visiting the proposed convention sites and working with the proposing organization to prepare a satisfactory proposal; c) providing its analysis of proposals submitted to the Board for consideration; d) After a host is selected, working with the host organization to help them take advantage of lessons learned from past conventions, guide their planning process, mentor key Convention staff members, and integrate their efforts with other NSS committees who have an active role in NSS conventions; e) maintaining and distributing the Convention Manual.
Stevens seconded.
VOTE:
Unanimously in favor
PASSED
Legal Committee
Hood moved: The NSS Legal Committee <description is amended as follows: > <<is established in the department of the President. >>
<<The purpose of the Legal Committee is to serve as a legal advisor to the Executive Committee and Board of Governors, to locate outside counsel to represent or advise the Society if requested to do so by the Executive Committee, the Board of Governors, or an officer of the Society and serve as liaison with outside counsel. The committee will also work with grottos or regions to enact laws protecting caves and access to caves, maintain a list of lawyers <in states with caves> who are willing to assist NSS members and landowners in cave-related issues, assemble a collection of laws and legal precedents to assist the Society support future cave litigation, and act as liaison to those pursuing legal activities in which the NSS has an interest. The committee is not expected to serve as legal counsel to the Society. >>
Taylor seconded.
By unanimous consent the motion was amended by deleting "description be amended as follows:" and inserting "is established in the department of the President.; and also deleting the phrase "in states with caves" in the sixth line.
VOTE on the amended motion:
Unanimously in favor
PASSED
27. NSS Projects
Keeler moved: The Isla de Mona Project is confirmed as an authorized NSS Project.
Engel seconded.
VOTE:
Unanimously in favor
PASSED
Chairman - Marc J. Ohms
RR 1 Box 190
Wind Cave National Park
Hot Springs SD 57747
Home (605) 745-6507
Work (605) 745-4600
marcohms@yahoo.com
28. Cave Conservancies
By unanimous consent the Board agreed to consider motions 28A and 28B as a group.
28A. West Virginia Cave Conservancy
Jones moved: The West Virginia Cave Conservancy is approved as an NSS Conservancy.
28B. New Jersey Cave Conservancy
Jones moved: The New Jersey Cave Conservancy is approved as an NSS Conservancy.
Keeler seconded.
VOTE:
Unanimously in favor
PASSED
29. NSS Satellite Library at the University of Puerto Rico
Halliday moved: The Operations Vice President is directed to enter into negotiations with the staff of the library of the University of Puerto Rico for the purpose of establishing a NSS Satellite Library at that institution with provisions for interlibrary loans.
Bussey seconded.
VOTE:
Unanimously in favor
PASSED
30A. Joe Ivy Endowment for Cave Exploration Fund
Stevens moved: The Joe Ivy Endowment for Cave Exploration is established, whose purpose is to give grants to young cavers to fund caving trips primarily to Mexico. Grants will be several hundred dollars each, large enough to fund the bulk of a four- to six-week trip: transportation, food, lodging, maps, special equipment, etc. Grants will be given to individuals for personal expenses, rather than to projects or groups. Grants will be awarded based on the following criteria:
Keeler seconded.
Moss moved to amend:
Barton seconded.
VOTE to amend:
In favor: Moss, Barton
Opposed: Rest
Abstaining: Halliday, Taylor
FAILED
Stevens moved: Motions 30A, 30B, 30C, and 30D will be considered as a group.
Lester seconded.
Agreed by unanimous consent.
30B. Joe Ivy Endowment Committee
Keeler moved: The Joe Ivy Endowment Committee is established in the EVP Department. Its purpose is to administer the awarding of grants from the Joe Ivy Endowment for Cave Exploration.
30C. Joe Ivy Endowment Committee Appointment
Hood moved: Rebecca Jones is confirmed as chairman of the Joe Ivy Endowment Committee.
Rebecca Jones
joeivy@interserv.com
30D. Joe Ivy Endowment Fund Contract (Attachment R to the NSS/NSF Trust Fund Agreement)
Stevens moved: The NSS requests the NSF to amend the contract between the NSS and the NSF to incorporate the Joe Ivy Endowment for Cave Exploration (Attachment R to the NSS/NSF Trust Fund Agreement; Attachment G to these minutes.)
VOTE on 30A, B, C, and D:
In favor: Rest
Opposed: None
Abstaining: Halliday
PASSED
31. Other New Business
Jones moved: Motions 32A and 32B will be considered together as a group.
Agreed by unanimous consent.
32A. "Amazing Caves" Premier
Jones moved: The NSS will work with MacGillivray-Freeman, theatres showing the IMAX film "Amazing Caves", and local schools to sponsor activities that promote cave conservation and education.
32B. "Amazing Caves" Premier Funding
Jones moved: The AVP is authorized to spend up to $3,000 for these activities during FY00/01.
Barton moved: Motion 32B is deleted. Taylor seconded.
VOTE on the motion to amend:
In favor: Rest
Opposed: Bussey
Abstaining: Barton
PASSED
VOTE on motion 32A:
In favor: Rest
Opposed: None
Abstaining: Barton
PASSED
32C. Promotional Materials Budget for "Amazing Caves"
Jones moved: The AVP is authorized to spend up to $1,800 to prepare displays and material for the formal launch event for "Amazing Caves in Washington, D.C.
Fee seconded.
Barton moved to amend: "$1,800" is delete and "$4,800" is inserted; "sponsor events and" is inserted in the first line and "in Washington, D.C." is deleted.
Bussey seconded.
VOTE to amend:
In favor: Stevens, Jagnow, Bussey, Barton, Keeler, Fee, Steed,
Jones
Opposed: Lester, Halliday, Devine, Tozer, Moss, Engel,
D.Medville, Taylor, H.Medville
FAILED
VOTE on 32C:
In favor: Rest
Opposed: None
Abstaining: Taylor, Barton
PASSED
33. Woodville Karst Plain Project
Keeler moved: The Woodville Karst Plain Project is no longer an approved NSS project. Medville seconded.
VOTE:
In favor: Rest
Opposed: Lester, Devine
PASSED
34. NSS Endowment Fund
Moss moved: The NSS shall allocate $5,000.00 annually for the Endowment Fund starting with the FY01/02 budget.
Taylor seconded.
Halliday moved: Consideration is postponed to the April 2001 Board meeting.
Barton seconded.
VOTE to postpone:
In favor: Halliday, Barton
Opposed: Rest
Abstaining: Jones
FAILED
Halliday moved: The motion will be considered by an e-mail ballot.
Barton seconded.
VOTE:
In favor: Halliday, Barton
Opposed: Rest
FAILED
VOTE on 34:
In favor: Jagnow, Devine, Tozer, Bussey, Lester, Moss, Taylor,
Engel, Steed
Opposed: Medville, Halliday, Jones, Stevens, Keeler, Barton, Fee
PASSED
35. Appreciation
Hood moved: The NSS Board of Governors expresses its appreciation to the Arkansas cavers for hosting our meeting and providing excellent meeting arrangements.
Steed seconded.
VOTE:
Unanimously in favor
PASSED
36. Adjourn
President pro tem Hazel Medville declared the meeting adjourned at 12:01 A.M. on Sunday, November 5, 2000.
Respectfully submitted,
Lee Stevens
Recording Secretary
November 4, 2000 NSS BOG Agenda
Attachment F
Attachment J
ENDOWMENT FUND FOR SPECIAL FEATURES IN NSS PERIODICALS
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 Endowment Fund For Special Features in NSS Periodicals.
2. The purpose of the Endowment Fund For Special Features in NSS Periodicals is to cover the cost of special features in any NSS periodical.
3. After the net income of the Fund is sufficient to pay for the cost of special features in any NSS periodical, any additional net income may be used to supplement any NSS periodical's budget.
4. Each fiscal year an amount equal to 5.5% of the total fund value shall be available for payment to the Society. The Foundation Annual Report, as described in paragraph 9 of the contract, shall specify the funds available. The Foundation shall transfer available funds to the Society upon request for reimbursement from the Secretary-Treasurer. Any funds not requested by the close of the second fiscal year following notification shall be retained in the fund.
5. This attachment has been approved by the Board of Governors of the Society on the ___ day of ___ and by the Board of Trustees of the Foundation on the ___ day of ____.
NATIONAL SPELEOLOGICAL SOCIETY, INC.
By /s/ ______________________________________, President
NATIONAL SPELEOLOGICAL FOUNDATION, INC.
By /s/ ______________________________________, President
November 4, 2000 NSS BOG Agenda
Attachment G
ATTACHMENT R to the NSS/NSF TRUST FUND AGREEMENT
JOE IVY ENDOWMENT FUND for CAVE EXPLORATION
l. 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 Joe Ivy Endowment for this Cave Exploration.
2. The purpose of the Fund is to give grants to young cavers to fund caving trips primarily to Mexico.
3. The Society and others may periodically provide funds for the Fund.
4. The Foundation shall reinvest the net income and capital gains distributions from the Fund in the Fund unless it is transferred to the Society as described below.
5. At the end of the fiscal year of the Foundation, the Foundation shall, upon request of the Secretary-Treasurer of the Society, transfer to the Society the lesser of the net income from the Fund for that fiscal year or the total amount of grants awarded by the Society during that fiscal year.
6. By a two-thirds vote the Society's Board of Governors may require the return of any or all of the Fund.
7. The Foundation may make loans to the Society from the 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 Fund during one calendar year shall not exceed 20% of the Fund, and the total of all such loans outstanding at one time shall never exceed 50% of the Fund, with the loaned funds considered part of the Fund.
8. The Foundation shall report the Fund principal, incremental and accumulated net income, and capital gains in its report to the Society.
9. This attachment was approved by the Board of Governors of the Society on ____________________ and by the Board of Trustees of the Foundation on ________________________ .
Attachments to the Minutes of November 4, 2000
Attachment A – President’s Report
Attachment A-1 – Administrative Policy for Board of Governors
Meeting Agendas
Attachment B – Executive Vice President’s Report
Attachment B-1 – Project Proposal for Project Isla de Mona
Attachment C – Administrative Vice President’s Report
Attachment C-1 – Cave Preserve Reports
Attachment C-2 – Mammoth Cave Restoration Committee Report
Attachment C-3 – 2001 NSS Convention Report
Attachment C-4 – 2002 NSS Convention Report
Attachment C-5 – 2003 NSS Convention Report
Attachment D – Operations Vice President’s Report
Attachment E – Secretary-Treasurer’s Report
Enclosure E-1 – Updated FY00/01 NSS Budget
Enclosure E-2 – FY00/01 May-August NSS Operating Fund Revenues
and Expenses
Enclosure E-3 – NSS Balance Sheet as of August 31, 2000
Enclosure E-4 – New NSS Fiscal Policies to be Recorded in Section 9 of Board of
Governors Manual
Enclosure E-5 – FY01/02 NSS Budget Process