The 204th regular meeting of the NSS Board of Governors was held at Potomac Senior High School in Dumfries, Virginia, on November 4, 2006. These minutes, when accompanied by corrections submitted by the Board, constitute the official record of the meeting.
President Bill Tozer called the meeting to order at 9:08 A.M. Lee Stevens was present as Recording Secretary.
OFFICERS:
William Tozer, President
Gordon Birkhimer, Executive Vice President
Steve Ormeroid, Administrative Vice President
Cheryl Jones, Operations Vice President
Peri Frantz, Secretary-Treasurer
DIRECTORS:
Jay Clark
John Lamar Cole (seated as noted)
Linda Devine
Lee Florea
Ted Kayes
Joe Levinson
Gary Moss
Doug Robertson
Bernie Szukalski
PROXIES:
Barbara Moss for Bill Liebman
Craig Hindman for Kevin Smith
Carol Tiderman for James Lewis
(1) Approval of the August 2006 Board of Governors Meeting Minutes
President Tozer asked if there were any additional corrections to the August 2006 Board meeting minutes. Hearing none, the Board unanimously agreed to approve the minutes as published.
9:17 A.M. – Director John Cole arrived.
(2) Officer Reports
A. President (PRES) – Bill Tozer
Additions to the submitted written report are as follows:
1. President Tozer announced that the National Park Service Geological Resources Division presented a plaque to the NSS in appreciation of the Society’s contributions to the Park Service’s efforts to manage its cave resources.
2. The text reads:
"For the Society’s efforts in exploration, contributions to the science of Speleology, decades of leadership on cave and karst projects, and for helping the National Park Service to use the results in its cave and karst stewardship and public outreach."
The plaque will be displayed in the Society’s office in Huntsville, Alabama.
3. The Superintendent of Mammoth Cave National Park sent a letter of thanks to the NSS for all of the volunteer service performed by NSS members at the park. To date over one million dollars worth of volunteer value has been provided by NSS members.
4. The mortgage held by the NSS on Great-X Cave in Wyoming has been paid. (See item #10)
5. The President stated the he would search for professional assistance for the NSS in developing a strategic plan.
B. Executive Vice President (EVP) – Gordon Birkhimer
Additions to the submitted written report are as follows:
1. The EVP reported that he has received a book proposal from Tom Rea, "The Cave Art of Tom Culverwell". (See item #15)
2. Larry Matthew’s new book, "The Show Caves of Chattanooga, TN" is in preparation for publication by the NSS. The book contains the locations of various active and inactive show caves and the EVP asked the Board if anyone objected to the publication of the cave locations. After a short discussion, the Board’s general consensus was that the cave locations should not be published.
C. Administrative Vice President (AVP) – Steve Ormeroid
Addition to the submitted written report is as follows:
1. The AVP announced that Kurt Waldron is the new interim Chairman of the Safety and Techniques Committee.
D. Operations Vice President (OVP) – Cheryl Jones
No additions to the published report.
E. Secretary-Treasurer (S-T) – Peri Frantz
Additions to the submitted written report are as follows:
1. The S-T reported that the financial audit and the tax return for FY05-06 would be completed around November 10, 2006.
2. The Restricted Funds report will be mailed out next week.
3. The process to formulate the FY06-07 budget is on schedule.
4. The S-T noted a good response to the call for volunteers to staff positions in the S-T division. Three volunteers are now in training and more will be added in 2007.
(3) Committee Reports
2007 NSS National Convention (Marengo, Ind) - Bob Vandeventer – Oral
(3a) Other Reports
8 Rivers Safe Development, Inc. – George Phillips - Oral
NEW BUSINESS
(4) Appointments
Tozer moved: Dawn Ryan is confirmed Membership Committee chairman.
Dawn Ryan (NSS 50407), 308 E Kimball Ave., Woodstock, IL 60098; phone 815-260-3454; e-mail: dwn_ryan41@yahoo.com.
Seconded by Robertson.
VOTE:
Unanimously in favor
PASSED
Jones moved: Board Act 01-287 Executive Committee is amended to read:
(<delete>, <<insert>>)
The Executive Committee comprises the officers of the Society with the President as Chairman. <For the purpose of facilitating the transition between Presidents, the immediate past President, the President pro tem, or the President-Elect shall be ex officio, non-voting members of the Executive Committee, and may attend meetings and shall be included in correspondence. > <<The president pro tem or the president-Elect shall be an ex officio, non-voting member of the Executive Committee. For the purpose of facilitating the transition between presidents, the immediate past President may also serve as an ex officio, non-voting member of the Executive Committee. Ex-officio members may attend Executive Committee meetings and shall be included in correspondence. >> The Executive Committee will meet at its discretion to conduct such business as is authorized by the Board, and any other business necessary to the functioning of the Society as authorized by Bylaw IV.S (3) e. The officers shall include notification of formal and informal actions of the Executive Committee in their reports to the Board.
Seconded by Kayes.
A) Robertson moved to amend: In the proposed amendment, third sentence, after the words "immediate past President", "delete "may" and insert "shall"; insert at the end of the same sentence: "for so long as the President requires."
Seconded by Kayes.
B. Frantz moved: Consideration of the motion and pending amendments is postponed until after lunch.
Seconded by G.Moss.
VOTE to postpone:
Unanimously in favor
PASSED
Moss moved: Board Act 56-690 Convention Development Committee is amended to read:
(<delete>)
Act 56-690 Convention Development Committee 11-4-00
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 that have an active role in NSS conventions; e) maintaining and distributing the Convention Manual.
Seconded by Szukalski.
Tiderman moved to amend: In item (a), delete "up to four years in advance" and insert "up to two years in advance."
Seconded by Kayes.
VOTE to amend:
In favor: Tiderman
Opposed: Rest
FAILED
VOTE on the motion:
In favor: Rest
Opposed: Tiderman
PASSED
(7) Membership Signature Requirement
Tozer moved: Act 28-168 is repealed.
Discussion: The Society’s printed application requires a signature to a conservation statement. No signature is required for on line applications. Repealing this act makes our practice consistent. We would continue to emphasize that membership in the Society is a commitment to the goals of the Society.
28-168 Unsigned Applications 10-11-75, 6-17-67
Upon receipt of an unsigned application, the office secretary shall (A) Place the applicant on the mailing list as a subscriber. (B) Reserve a membership number for the applicant in the regular sequence. (C) Notify the applicant by means of a form letter that (1) His application has been received unsigned. (2) He has been added to the mailing list as a subscriber until his application has been signed. (3) A statement certifying that the applicant supports the goals and conservation policies of the NSS has been included for his signature and should be signed and returned as soon as possible.
Seconded by Devine.
VOTE:
In favor: Rest
Opposed: Tiderman
PASSED
(8) Library Donation to Ukrainian Institute of Speleology and Karstology
Act 68-780
Jones moved: The NSS will donate one copy of
NSS-published books in stock in the NSS Bookstore to the
Ukrainian Institute of Speleology and Karstology to aid in
replacing the library destroyed by fire. Additionally, the NSS
will endeavor to acquire donations of
issues of the NSS News and the Journal/Bulletin to complete two
sets of back issues, and send to the Institute. The NSS will
cover the cost of shipping the publications to the Institute, up
to $2,000. The Operations Vice President will be responsible for
coordinating these projects.
Seconded by Levinson.
VOTE:
Unanimously in favor
PASSED
(9) Officer Reports
Jones moved: Board Act 04-023 is amended to read: (<delete>)
Act 04-023 Agenda
An agenda will be followed for Board meetings. Chairmen of committees are to advise their vice presidents of what topics they wish presented for discussion about four weeks in advance. In this manner, we will all be properly prepared for important problems. <Committee reports will be prepared annually with the exception of membership and financial reports and such special committees as are required. > The president shall be responsible for the content and objectives of the annual budget, minutes of meetings of the Board of Governors and the Executive Committee, and agendas for all meetings of the Board of Governors and the Executive Committee. (See Appendix J)
Seconded by Kayes.
VOTE:
Unanimously in favor
PASSED
(10) Retirement of the Great X Mortgage
President Tozer presented a check for the balance due on the mortgage on Great X Cave in Wyoming to Ted Kayes, a representative of the mortgagor, the National Speleological Foundation. Amid cheers and applause, members of the Board and the audience moved outside the school building for a mock "mortgage burning" ceremony.
Recess
President Tozer declared a recess for lunch and the closed meetings of the Directorate and the Board at 11:55 AM
President Tozer reconvened the meeting at 2:45 P.M.
(11) Report of the Closed Session of the Directorate
Gary Moss, Chairman of the Directorate, announced that Peri Frantz was re-elected Secretary-Treasurer.
(12) Report of the Closed Session of the Board
President Tozer reported that no formal actions were taken in closed session.
13) Copyright Policy – Act 83-781 and Appendix AS
Birkhimer moved: The Board Acts 81-621 (regarding copyright licensed for Journal), 83-292 (regarding the copyright of Society publications), and 83-728 (regarding NSS copyright policy) are repealed and the NSS Copyright Policy is adopted.
Seconded by B.Moss.
NSS COPYRIGHT POLICY
1. Acquisition of Rights from Authors. Before publication, the editor or other person responsible for the publication of any NSS publication shall obtain an assignment of all copyrights from each author of that publication, except for material in the public domain.
2. Exceptional Cases. Notwithstanding paragraph 1, when necessary the editor or other person responsible for the publication of any NSS publication may accept a license to publish an author’s work instead of an assignment of all copyrights. Any such license accepted by the editor or other person responsible must grant the Society at least the additional rights listed below for specific publications, unless the Executive Vice President approves publication with fewer additional rights.
a. NSS News. A license from an NSS News author must grant the Society at least a non-exclusive license to all copyrights in the work.
b. Journal of Cave and Karst Studies. A license from a Journal of Cave and Karst Studies author must grant the Society at least an exclusive right to the first publication of the work and at least a non-exclusive license to all copyrights in the work.
c. Books. A license from a book author must grant the Society at least an exclusive right to publish the work for two years following submission of a manuscript acceptable to the Society, and at least a non-exclusive license to all copyrights in the work if it is published by the Society, but may provide for a reversion of all copyrights to the author if the Society does not publish the work during the exclusive rights period.
d. Convention Guidebooks. A license from a convention guidebook author must grant the Society at least a non-exclusive license to all copyrights in the work.
< e. NSS Salon Entries. A license from an NSS salon entry author must grant the Society at least a non-exclusive license to all copyrights in the work. >
< f. NSS Convention Papers. A license from an NSS convention paper author must grant the Society at least an exclusive license to the first publication of the paper, and at least a non-exclusive license to all copyrights in the abstract of the work, if one exists. >
g. NSS Website. A license from an NSS website author must grant the Society at least a non-exclusive license to all copyrights in the work.
A) Florea moved to amend: Delete items "e" and "f".
Seconded by Szukalski.
B) Jones moved to amend the amendment: Items "e" and "f" are referred back to the EVP for further clarification and report to the Board at the spring 2007 meeting.
Seconded by Levinson.
VOTE to amend Florea’s motion:
In favor: Florea, Clark, Szukalski, Birkhimer, Ormeroid, Jones,
Frantz, G.Moss, Levinson, B.Moss, Cole
Opposed: Robertson, Devine, Kayes, Hindman, Tiderman
PASSED
VOTE on Florea’s motion as amended:
In favor: Florea, Clark, Szukalski, Jones, Frantz, G.Moss,
Levinson, B.Moss, Cole, Hindman
Opposed: Robertson, Devine, Birkhimer, Ormeroid, Tiderman
Abstaining: Kayes
PASSED
VOTE to accept the Copyright Policy as amended:
In favor: Rest
Opposed: Robertson
PASSED
Jones moved: Acts 50-221 and 50-237 are rescinded replaced by the following:
The NSS Membership Application shall include the statement: "I support the purposes of the National Speleological Society and its Policy for Cave Conservation. I have read and understood the Policy for Cave Conservation, and will uphold its fundamental principles. Please accept my application for membership."
Seconded by Kayes.
VOTE:
Unanimously in favor
PASSED
15) The Cave Art of Tom Culverwell
Birkhimer moved: Five hundred copies of The Cave Art of Tom Culverwell will be published at a cost of $4,255.00. The money will come from the Special Publications Fund.
Seconded by Florea.
VOTE:
In favor: Rest
Opposed: None
Abstaining: Jones
PASSED
Ormeroid moved: The NSS President will sign the letter of support presented by 8 Rivers Safe Development, Inc., which supports their efforts to protect the caves and karst in Pocohontas County, West Virginia, through the use of safe and sustainable development practices and forward it to the West Virginia Department of Environmental Protection.
Seconded by Frantz.
A) Suzkalski moved to refer The letter is referred back to 8 Rivers Safe Development for revision with the assistance of the NSS President.
Seconded by Clark.
B) Frantz moved to substitute: The motion is referred to the NSS President who will work with 8 Rivers Safe Development, Inc., to address their request.
Seconded by Cole.
VOTE to substitute Frantz’s motion to refer:
Unanimously in favor
PASSED
VOTE on the substituted motion:
Unanimously in favor
REFERRED
Frantz moved: The Chief Accounting Manager shall be included on the NSS Board Yahoo Group list and Executive Committee communications list.
Seconded by Devine.
VOTE:
Unanimously in favor
PASSED
Tozer moved: An open discussion is held for a period of time not to exceed 30 minutes.
Seconded by Devine.
VOTE:
Unanimously in favor
PASSED
President Tozer opened the floor for discussion at 4:25 P.M.
Topics addressed are as follows:
1. Alex Sproul requested that the Board approve one official NSS logo so the logo can be standardized. He said that there are several versions of the NSS logo in use at present, all have slight variations on the same basic design.
2.John LaMar Cole has reviewed two books for the special publications committee that the committee hoped to have published before Christmas of 2006. He believes that both manuscripts need more work and will return them to the respective authors with his recommendations.
3. Ted Kayes encouraged all NSS members to get the NSS credit card. There is no annual fee. The Society receives money each time a card is issued and for each purchase made. Last year the NSS made $5,537.00 from the credit card program.
President Tozer declared the session closed at 4:45 P.M.
19) Appreciation
Tozer moved: The Board of Governors expresses its appreciation to the Battlefield Area Troglodyte Society for hosting our meeting and providing excellent meeting arrangements.
Seconded by Tiderman.
VOTE:
Unanimously in favor
PASSED
20) Adjournment
Robertson moved: The meeting is adjourned.
Seconded by Levinson.
VOTE:
Unanimously in favor
PASSED
President Tozer adjourned the meeting at 4:47 P.M.
Respectfully submitted,
Lee Stevens
Recording Secretary
3/17/07