National Speleological Society, Inc.
Board of Governors Meeting
October 18, 2003
The 195th regular meeting of the NSS Board of Governors was held on Saturday, October 18, 2003, at the Doyle Connor Building, Gainesville, Florida. 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 Scott Fee at 9:05 A.M. Lee Stevens was present as Recording Secretary.
1. Roll Call and Announcement of Proxies
OFFICERS:
Scott Fee, President
Don Paquette, Executive Vice President
Tom Lera, Administrative Vice President
Paul Stevens, Secretary-Treasurer*
DIRECTORS:
Linda Devine
Martha Hendrix
Cheryl Jones
Bill Klimack
Bill Liebman
Douglas Medville
Gary Moss
Philip Moss
Dave Taylor
Bill Tozer
ABSENT:
Hazel Barton (seated as noted)
PROXIES:
Lee Florea for Operations Vice President Colin Gatland
Al Krause for David Jagnow
Ted Kayes for Paul Stevens
*Paul was present for the entire meeting. He requested that Ted Kayes proxy for him because of his inability to speak due to Amyotrophic Lateral Sclerosis (Lou Gehrig’s disease).
2. Approval of the August 4th & 8th, 2003 Board of Governors Meeting Minutes
President Fee asked if there were any further corrections to the minutes. Hearing none, President Fee declared the minutes approved as published.
3. Officer’s Reports
A. President – Scott Fee
Scott announced that a professional grant writer has been added to the Grants committee.
B. Executive Vice President – Don Paquette
The Werker’s book, Techniques of Cave Conservation and Restoration, should be ready for publication by the first of the year. The Taming of the Slough, edited by Sandra Poucher, may be ready for publication this fall.
The Cave Diving Section is now administering the Peter Gomez fund.
C. Administrative Vice President – Tom Lera
The agreement with Mammoth Cave National Park for NSS-arranged cave restoration workshops has been renewed for 5 years at $30,000 per year.
The donation to the NSS of the Potter Unit in Oklahoma will be finalized soon.
Anmar Mirza, Chair of the Safety and Techniques committee, will begin publishing a monthly S&T column in the NSS News.
The grottos that currently manage the Great Saltpetre Cave in Kentucky have approached the NSS about either leasing or selling the cave to the NSS.
The correct boundaries for the property on which the entrance to Great X Cave is located have been determined and will be legalized shortly.
D. Operations Vice President – Lee Florea for Colin Gatland
The necessary repairs to the NSS Office and Library roofs have been completed.
E. Secretary-Treasurer – Ted Kayes for Paul Stevens
The cost for the NSS insurance has increased from $16,000 last year to $30,000 this year. A drop in premiums is not foreseen for the future.
4. Committee Reports:
A. 2003 NSS National Convention (California)- Peri Frantz – Attachment C-6
B. 2004 NSS National Convention (Michigan) – Jean Devries – Attachment C-7
C. 2005 NSS National Convention Bid (Alabama)- Jim Hall – Attachment C-8
NEW BUSINESS
5. Appointments
Gatland moved: Kelley Prebil, PO Box 117472, Burlingame CA 94011, Phone: 650-520-3150, e-mail: kelley att pearlsgirl.com is confirmed as the NSS Information Technology Committee Chairman. P. Moss seconded.
VOTE:
Unanimously in favor
PASSED
Lera moved: Roy VanHoozer (NSS 47845 RE), 1813 Normandy Road, Lexington KY 40504, Phone: 606-278-5114, e-mail: rvanhoo@aol.com is confirmed as Mammoth Cave Restoration Committee Chairman. P.Moss seconded.
VOTE:
Unanimously in favor
PASSED
Fee moved: Donna Knoke Cobb, (NSS 25029) 4666 Sandpiper Lane, Birmingham Alabama 35244-3301, Phone: 205-987-0872, e-mail: dndcobb@bellsouth.net is confirmed as the Grants Committee Chairman.
Liebman seconded.
VOTE:
Unanimously in favor
PASSED
Lera moved: The Limited Access Cave Database Committee in the Department of the Administrative Vice President is dissolved. P.Moss seconded.
VOTE:
In favor: Rest
Opposed: None
Absent: G. Moss
PASSED
7. Land Owner Relations Committee
Lera moved: The Land Owner Relations Committee in the Department of the Administrative Vice-President is dissolved. Liebman seconded.
VOTE:
In favor: Rest
Opposed: Tozer, Taylor, Barton
Abstaining: Liebman, G. Moss
PASSED
7a. Texas Cave Conservancy
Lera moved: The Texas Cave Conservancy is approved as an NSS Conservancy.
P. Moss seconded.
Barton moved to refer items 7a, 7b, 7c, to the Administrative Vice President for further study on the legal implications to the NSS of an organization becoming an NSS conservancy. Klimack seconded.
VOTE to refer:
In favor: Kayes, Krause
Opposed: Rest
Abstaining: Liebman
FAILED
VOTE on the motion:
In favor: Rest
Opposed: Krause, Kayes
PASSED
7b. Northeastern Cave Conservancy
Lera moved: The Northeastern Cave Conservancy is approved as an NSS Conservancy. Liebman seconded.
VOTE:
In favor: Rest
Opposed: Krause, Kayes
PASSED
Lera moved: The Carroll Cave Conservancy is approved as an NSS Conservancy.
Liebman seconded.
VOTE:
In favor: Rest
Opposed: Krause, Kayes
PASSED
The Carroll Cave Conservancy is located in Montreal, Missouri.
8. Lew Bicking Award
Medville moved: Act 43-374, Lew Bicking Award, is amended to read:
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 a group of caves. <<The award may be given to an individual, or to a pair of cavers who, through <<specific>> joint actions, qualify equally for the award based on the exploration they have done together. >> 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<<(s)>> will be approved by the Board of Governors upon recommendation of the Awards Committee. The recipient <<or recipients>> must have been a member <<or members>> in good standing of the Society for at least two years immediately prior to his <</her/their>> name<<s>> being submitted as a candidate <<or candidates>>. The Awards Committee shall give preference to candidates who have not received the Outstanding Service Award or Honorary Membership. The name<<(s)>> of the recipient<<(s)>> shall be announced at the annual convention and the recipient<<(s)>> will receive an appropriate certificate signed by the President. The Chairman of the Awards Committee shall notify the recipient<<s>> in writing of the award and shall enclose a check in the amount of the award.
Paquette seconded.
Krause moved to insert the word "joint" after the word "specific" in the fourth line. Agreed to by unanimous consent.
VOTE:
In favor: Rest
Opposed: Paquette
Abstaining: Tozer, P. Moss, Taylor
PASSED
9. Recess
President Fee declared a recess at 11:56 A.M. for lunch and the closed meetings of the Board and the Directorate.
10. Reconvene
President Fee reconvened the meeting at 2:32 P.M.
11. Report of the Closed Session of the Directorate
Bill Tozer, Chairman of the Directorate, announced that Paul Stevens had been re-elected as NSS Secretary-Treasurer.
President Fee announced that no formal motions were passed during the closed meeting.
Hazel Medville, NSS Government Liaison, reported that the recent meeting called by Louise Hose, Director of NCKRI, to help define the role, goals, and strategies for NCKRI was very productive.
14a. Change of Name: NSS Cave Preserve, Alachua County, Florida
Lera moved: Act 26-505 is amended as follows:
The NSS <<Mill Creek>> <Alachua> Sink Cave Preserve, Alachua County, Florida, shall be managed by the Cave Diving Section of the NSS, reporting to the Administrative Vice-President through the Cave Ownership and Management Committee.
P. Moss seconded.
VOTE:
Unanimously in favor
PASSED
Lera Moved: The September 2003 Mill Creek Sink Cave Preserve Management Plan is adopted.
Hendrix seconded.
VOTE:
Unanimously in favor
PASSED
15. National Caves & Karst Research Institute (NCKRI) Agreement
Fee moved: Motion 16 from the October 2002 NSS Board of Governors meeting is amended as follows:
The President is authorized to explore an agreement with the National Caves & Karst Research Institute to provide a secure environment, maintained by a professional staff, for <<duplicate copies of bound books and NSS-produced publications contained in >> the NSS Library. The agreement will allow member access to the books, retain NSS ownership, and require their return upon our request. The President shall present the subsequent proposal to the Board of Governors for approval.
Kayes seconded.
VOTE:
Unanimously in favor
PASSED
16. Wayne Cave Grant
Lera moved: The NSS grants $5,000 from the Cave Acquisition Fund to the Indiana Karst Conservancy to support their purchase of Wayne Cave, Monroe County, Indiana.
Klimack seconded.
Jones moved to amend: Delete "$5,000" and insert "$3,000."
No second,
the motion died.
VOTE:
In favor: Rest
Opposed: None
Abstaining: Tozer
PASSED
17. 2005 NSS National Convention
Lera moved: The 2005 NSS National Convention bid by the TAG grottos to host a convention in Scottsboro, Alabama. is accepted. Jim Hall (Huntsville, Alabama) is appointed Convention Chairman. Act 56-624 is suspended.
P. Moss seconded.
Paquette moved: The vote to approve the 2005 Convention bid is postponed until the spring Board meeting. Kayes seconded.
VOTE to postpone:
In favor: Rest
Opposed: None
Abstaining: Lera
POSTPONED
18. Appendix I: Removal of Grants to International Congress
Fee moved: Appendix I is amended to read:
INTERNATIONAL <<SUPPORT>> FUND POLICY (Refer to Act 65-431)
The International Support Fund
The surplus from the Eighth International Congress of Speleology, and additions to that, hereafter called the International <<Support>> Fund, will be used to (1) Establish a program of grants to support international speleological partnerships <<and>> (2) to support International Speleological Participation, <and (3) Provide for initiation loans to International Congresses of Speleology held under the auspices of the International Union of Speleology,> according to the following policies, and within the terms of the agreement between the National Speleological Society and the National Speleological Foundation for the management of the International Support Fund. The principal of the fund shall be held and invested by the National Speleological Foundation and the net income from the fund can revert to the NSS treasury titled the International Support Fund and designated for the purposes stated in this fund policy. Grant money is drawn from the NSS Treasurer by the chairman of each fund.
Grants to Support International Speleological Partnerships
Grants will be made to support International Speleological Partnerships to encourage speleological research that involves cooperative international endeavor. The grants will be administered by the chairman of the Research Advisory Committee. The funds for the grants will consist of approximately 40% of the annual earnings from the International Support Fund or as agreed between the two chairmen of the International Support Fund Grants. It is the responsibility of the chairman to announce the availability of the grants (available only to National Speleological Society Members), to develop application procedures which include a written application form, and to announce grant recipients and projects in the NSS News. Review of written applications shall be made by the chairman of the Research Advisory Committee in conjunction with the International Secretary and the President of the National Speleological Society.
Grant recipients shall agree to write a report giving results of the research in publications of the National Speleological Society and/or the International Union of Speleology, with copies to the NSS Library.
The selection criteria for the International Speleological Partnerships grants will include:
1. Joint Planning — the degree to which the project would be jointly planned and implemented by American and foreign speleologists.
2. Mutual Benefits — the ways in which the project would benefit simultaneously American and foreign speleology through expansion of future research opportunities and publications.
3. Continued Support — the probability of continued support for the project from both American and foreign sources.
4. Durable Linkages — the potential for creating durable linkages for speleological research between the Partnership participants.
5. Speleological Merit — the speleological merits of the project will be used in judging the application.
A report on the results of the research must be published in an NSS and/or an International Congress publication, and copies deposited with the NSS Library.
Applicants must be members of the National Speleological Society.
Announcement of the availability and amount of the grant, application procedures, deadlines, reviewing of grant applications, and the announcement of grant recipients and projects in the NSS News will be the responsibility of the Research Advisory Committee.
Grants to Support International Speleological Participation
Grants will be made in support of international speleological participation, administered by the International Secretary. The funds for the grants will consist of approximately 40% of the annual earnings from the International Support Fund or as agreed between the two chairmen of the International Support Fund Grants. It is the responsibility of the chairman to announce the availability of the grants, to develop application procedures which include a written application form, and to announce grant recipients in the NSS News. Review of written applications shall be made by the International Secretary in conjunction with the chairman of the Research Advisory Committee and the President of the National Speleological Society.
Grant recipients shall agree to write a report of their activities under the grant for publication in the NSS News.
The selection criteria for the International Speleological Participation grants will include:
1. Mutual Benefits — the degree to which the project would be beneficial to both the NSS and foreign speleology.
2. Durable Linkages — the potential creation of durable linkages for the exchange of speleological information and techniques between the NSS and speleology in the participant's country.
3. Speleological Merit — The speleological merit and value of the foreign participation will be evaluated.
A report on the results of the International participation must be published in an NSS and/or International Congress publication and copies deposited with the NSS Library.
Announcement of the availability of grants will be made in the NSS News and will be the responsibility of the International Secretary.
< Grants to International Congresses of Speleology
At the time of each International Congress of Speleology under the auspices of the International Union of Speleology, the Society will offer to provide an initiation grant for the subsequent International Congress, under the following policies:
1. The amount of the grant, up to 10% of the principal in the International Fund, will be negotiated between the International Union of Speleology and the President of the Society, or their designated agents.
2. The grant will be made to the organizing committee of the host country, in U.S. dollars, representing payment for an agreed number of individual registrations of National Speleological Society members. The Society will notify the host country of the names and addresses of these individuals as the Society receives payment from members. All Congress information, travel arrangements, programing, and accommodations will be the responsibility of the organizing committee of the host country. The National Speleological Society can accept no responsibility for the Congress beyond the cost of the registrations purchased.
3. These advance registrations, purchased by money from the principal of the International Fund, will be released to individual members as they make payment to the Society. The net income received by the National Speleological Society (less mailing and administrative expenses) from the payment of registrations by members will be returned to the principal of the International Fund one month after the closing ceremonies of the International Congress.
4. The Board of Governors of the Society must approve the terms and conditions of the grant.
5. The total amount of such grants to a specific International Congress of Speleology shall not exceed 10% of the unencumbered principle of the International Fund.>
Jones seconded.
VOTE:
In favor: Rest
Opposed: None
Absent: Medville
PASSED
19a. Appendix AU - NSS Fellow Award Selection Process
Tozer moved: Appendix AU, NSS Fellow Award Selection Process, is adopted.
Kayes seconded.
VOTE:
Unanimously in favor
PASSED
19b. NSS Fellowships
Tozer moved: Act 43-380 is amended as follows:
<< The Board of Governors, on advice from the Awards Committee according to the procedures in Appendix AU, annually selects Fellows of the Society. >> <The Board of Governors shall annually select Fellows of the Society. Selection should be made from the list of nominees submitted by the Awards Committee.> Recipients will be those members who, over a number of years, have exemplified by their actions their dedication to the goals of the Society or the Society itself. Recipients must have been members in good standing of the Society for at least two years immediately prior to being awarded Fellowships. <The Awards Committee shall solicit nominations for fellowships from the membership through the NSS News, NSS Web site, and other reasonable electronic avenues. The Awards Committee shall provide a list of these candidates to the Board of Governors by January, and again a month prior to the Spring Board meeting indicating those the Committee recommends receive Fellowships. The names of the current year's Fellows shall be announced at the annual convention, and they will be given an appropriate certificate, signed by the President and the Chairman of the Awards Committee. The processes established by the Awards Committee to solicit candidates and determine their list of suggested fellowship recipients shall be included in the Appendix of the Board of Governors Manual. > << New Fellows will be announced at the annual convention and will receive a certificate signed by the President and the Chairman of the Awards Committee. >>
Klimack seconded.
VOTE:
Unanimously in favor
PASSED
Lera moved: John M. Wilkerson (NSS 37956 RL), 20970 Delaware Street, Southfield, Michigan 48034-5928, Phone: 248-746-0087, E-mail: caver@wilkersons.ws, is confirmed as Cave Management Division Chief in the NSS Administrative Vice President’s department.
P. Moss seconded.
VOTE:
Unanimously in favor
PASSED
Lera moved: The NSS President is directed to review the NSS’s liability for various NSS-approved activities including, but not limited to NSS Conservancies, Internal Organizations, Affinity Groups, NSS-sponsored expeditions, NSS Projects, Conservation Task Forces, and Study Groups. A report should be prepared for the March 2004 Board of Governors meeting.
Kayes seconded.
VOTE:
Unanimously in favor
PASSED
P.Moss moved: The President shall attempt to obtain easements for permanent access from private landowners owning land above Great X Cave to permit visitors to the Great X Cave Preserve to visit cave passages under their property. No new funding is authorized.
Lera seconded.
VOTE:
In favor: Rest
Opposed: Medville, Barton
PASSED
Fee moved: An open discussion period is held for a period of time not to exceed 45 minutes. Klimack seconded.
VOTE:
Unanimously in favor
PASSED
President Fee declared the floor open for discussion at 4:00 P.M.
The following topics were discussed:
1. Scott Fee asked the audience and Board whether they had any interest in holding an NSS Convention early in the year (January-March) vs the traditional summer dates. The information is needed to assist those possibly preparing a bid for an NSS cruise ship convention . The convention would be proposed for the spring when rates are lower. The consensus of the Board was that too many NSS members would be unable to attend to due academic commitments and family vacation restrictions.
2. Steve Omeroid, Chairman of the Cave Diving Section, suggested that the NSS and CDS work together to achieve cost savings through commonalties in business practices.
3. Ted Kayes suggested that the NSS actively recruit non-active conservation members for donation purposes and general financial support.
4. Scott Fee announced that he had several copies of the NSS Office Structural Integrity Report if anyone wanted to review them.
5. Karen Dennis urged the Board to initiate a photo-documentation project for the NSS Museum, and investigate the cost of creating a web site to host a virtual NSS museum.
6. Philip Moss observed that there is a trend toward consolidation of some of the essential functions required running a national NSS convention. He believes that this trend will make it easier for a small group of people to host a convention. If groups are assured that some functions will be done at a national level, they may be more inclined to volunteer.
24. Appreciation
Fee moved: The Board of Governors expresses its appreciation to the NSS Cave Diving Section, the Florida Speleological Survey and "Gilbert" (for Xerox support) for hosting our meeting and providing excellent meeting arrangements. Devine seconded.
VOTE:
Unanimously in favor
PASSED
25. Adjournment
Taylor moved: The meeting is adjourned. Barton seconded.
VOTE:
Unanimously in favor
PASSED
President Fee declared the meeting adjourned at 4:45 P.M.
Respectfully submitted,
Lee Stevens
Recording Secretary
Appendix AU: NSS Fellow Award Selection Process
The Awards Committee shall solicit nominations of Society members to be awarded Fellow by notice in the NSS News and on the NSS Web Site. The deadline for receiving nominations is November 15 of the year preceding that in which the Fellowships will be awarded.
The nomination list shall be sent to all members of the Awards Committee and the Board of Governors, who will be given a minimum of two weeks to submit comments on the candidates. During this time frame, the NSS office will verify the membership eligibility of the candidates.
After the close of the comment period, copies of nominating materials and comments on eligible candidates shall be sent to all members of the Awards Committee. Each candidate will be evaluated using a numerical scale of one to ten.
Completed ballots shall be returned within the deadline established. The candidates shall be ranked according to the candidate's average score. The committee shall recommend the candidates whose score falls above the natural break point in the final candidate ranking. In accordance with Bylaw I.D., the total number of awarded Fellows should not exceed 10% of the membership. Candidates with a high ranking, but not awarded <the fellow> <<a Fellow>>, will be <nominated> <<considered>> the following year <.>
<< , >> < The> <<and their>> nominators will be encouraged to submit further supporting information. The complete list of candidates, with the committee's Fellowship recommendations, shall be distributed to the Board at least 30 days prior to the spring Board of Governors meeting.
During the spring meeting, the Board shall select the recipients of the Fellow Award in closed session. Recipients should be members appearing on the committee's list of eligible candidates.
12/30/03