Attachment D

National Speleological Society
Operations Vice President’s Report

February 23, 2002

Table of Contents:

Operations Vice President Report
Archivist Report
Audio-Visual Committee (Slides) Report
Audio-Visual Committee (Video) Report
Cave Files Committee Report
Headquarters Facilities Committee Report
Internal Organizations Committee Report
Information Technology Committee Report
Office Automation Division (IT Committee) Report
Market Analysis Committee Report
NSS Library Committee Report
NSS Operations Manager Report
Photo Archives Committee Report
Speleo-Museum Committee Report

Operations Vice President Report

Scott Fee
2501Gable Blvd
Birmingham, AL 35215

205 854-7487
scottfee@pipeline.com

The Department of the Operations Vice President consists of 11 committees, plus the NSS Operations Manager and the NSS headquarters in Huntsville, Alabama. In this report, I provide the name, address, phone number, and e-mail address of the chairmen of the committees or organizations, followed by their report. The committee and sub-committee chairmen have provided the information in this report, although I’ve made some spelling, formatting, and minor editorial adjustments.

Plans:
I would like to completely overhaul the NSS Bookstore Web Page. Since we seem to quickly burn out volunteers, I am considering sub-contracting this short-term project.

Progress:
Thanks to Greg Passmore (Web Page), Bill Torode (Librarian), and Jim Hall (Photographer), the NSS On-Line Book Auction has taken off. As of February 6th, we had placed 20 books on line. We have sold 13 books totaling $705 for an average of $54 per book. A number of other books have bids exceeding $100.

The NSS News and Journal have been very accommodating in providing space for the NSS Bookstore advertising. David McClurg continues to design eye-catching advertisements. Dave Bunnell managed to give us premium placement and space on the inside front cover for the November and December NSS News. In my opinion, the monthly ads promoting various items have brought much more awareness to our merchandise offerings within the NSS Bookstore.

We have increased our web server space allotment for the Internal Organizations. Previously, we “sold” 3MB of server space for $12 per year. We now offer 5MB of server space for $12 per year. Additional increments of 5MB can be purchased for $10 each.

We now have 52 General Members; 17 of which were previously Regular Members. Considering the fact that we have not been promoting this membership category, one factor that we can attribute the growth is the new NSS Membership Brochure. This Brochure was reprinted (2,500) just prior to convention. We expect to reprint it again within the next 30 days.

Problems:
The Bookstore catalogue was not mailed in sufficient time to impact the holiday buying season.

Archivist

J. Reynolds Duncan, Jr.
153 Atria Drive
Toney, AL 35773-9515

256 852-4522
jrdandlld@aol.com

Plans:
Continue with the reorganizing and re-filing of the Archives material to facilitate the location and retrieval of material.

Progress:
Responded to several requests for information. Except for some recent material received at the Archives, everything has been cataloged.

Problems:
None.

Audio-Visual Committee (Slides)

Colin Gatland
1151 Crestwood Hills Drive
Vandalia, OH 45377-2714

937 890-0339
cgatland@core.com

Progress:
Things have been quiet the past several months. I have not spent any of my budgeted funds since the NSS 60th Anniversary slide show. Avis continues to send me regular reports of the AV Library slide show usage by the membership.

Plans:
I am currently working on a slide show to be shown at the Dayton Underground Grotto's 10th Anniversary event. This is in conjunction with the spring 2002 Board meeting that DUG is hosting. This slide show will highlight the past ten years of the Dayton Underground Grotto. I think it will be a good historical record and I will make it available on videotape and CD-ROM for the NSS.

I also will be starting on the “Best of 2002” Slide Salon show and the accompanying Photo CD-ROM. As in the past I will make all the dupe copies for the NSS at no cost. The master has to be sent out to be created.

I have also taken on the role of the Multi Image Salon Chairman from Bruce Bannerman. I am planning on having a digital multi image category. I will hammer out the details prior to convention and make a formal announcement of this category during the Salon evening. How does this affect the AV Committee/Slides?? Well this should bring an infusion of digital slide presentations into the AV Library in the form of CD ROMs instead of slide shows in slide trays. I believe that this is the future and this can only help the AV library, by giving the membership an alternative to traditional slide shows. More and more people have access to computers and digital projectors. So I believe that this will be a good thing.

Problems:
No problems that I am aware of at the time of this writing.

Audio-Visual Committee (Video)

David Socky
6572 Woodbrook Drive, SW
Roanoke, VA 24018-5402

703 989-7693
sockydr@home.com

Plans:
Online AV catalog: A new preliminary online AV catalog has been completed. I still need to do a little clean up on the pages, plus I need to make sure the secure connection for ordering AV programs works correctly. The new site has been available since October 2001 for users to review. Once everything is cleaned up and fixed, I will make it the main AV Library web page.

Finish the stuff in the ‘Progress’ section: This should be self-explanatory.

Progress:
Video about Floyd Collins: I have just about finished the storyboard for this project and have started writing the script. Now it is just a matter of finishing it up.

A video about collecting memorabilia about Floyd Collins based on 16-mm newsreel clips from the 1920s from Bill Halliday. The video should be about 10 to 15 minutes will be an NSS production, to be used in the AV Library and sold through the NSS bookstore. During the 2000 NSS Convention, I interviewed Bill Halliday, Gordon Smith, and John Benton for this video project. Gordon has not been able to get the photos to me, so after the convention (2001), I will write the script and then edit the video.

Purchase of a new Video/Computer Projector: I have completed research for a new projector and settled on four possibilities. The list of choices has been circulated with a request for opinions and ideas. I expect some feedback within the next few days, at which point I will make a decision and purchase a projector. I expect this to happen within the next couple of weeks.

Money was set aside for a new projector. Since then I discovered that the InFocus LP350 DLP video projector does NOT have ‘keystone’ correction for the video inputs. This is a must, so I will find another suitable projector and arrange for the purchase before the year 2002 convention.

Rental feedback cards: Nothing done yet

Borrowers of the AV video programs are encouraged to send in a 3x5 survey card which asks about the quality of the show, whether we should keep it in the library or not, suggestions for improvement, and so forth. So far, I have received 100s of these cards. I need to compile all the comments, and suggestions. From this data, we should be able to see how the AV library is doing from the perspective of cavers, but more important, we can find ways to improve the AV Library and the administration of the Library.

Started a database for compiling data, and have entered about 10 percent of the cards.

New AV Catalog: Nothing done

Problems:
I never seem to have enough time to do all the things I would like to do.

Cave Files Committee

Richard Blenz
8070 W. Eller Road
Bloomington, IN 47403

812 825-2345
rblenz@indiana.edu

Progress:
Cave Files running as usual. I now have references to 25,645 caves in the U.S.

Plans:
To keep going as usual.

Problems:
None.

Headquarters Facilities Committee

Jim Hall
623 Larry Place
Madison, AL 35758-1118

256 772-9829
jimehall@compuserve.com

No report available (Jim has been on an extended trip.)

Internal Organization Committee

Evelyn Bradshaw, Co-Chariman
10826 Leavells Road
Fredericksburg, VA 22407-1261

703 898-9288
ebradshw@staffnet.com

Keith D Wheeland, Co-Chariman
2191 Mountain View Ave.
State College PA 16801-7214

(home) 814 238-2057
(e-mail) kwheeland@home.com

Progress:
Status of Annual Reports:

Grottos: (Processed by Keith Wheeland): 135 complete reports by the deadline, 8 reports complete except for membership roster, and 67 reports not submitted.

Regions: (Processed by Evelyn Bradshaw) - 1 of 12 completed (deadline not reached)

Sections: (Processed by Evelyn Bradshaw) -10 of 17 completed (deadline not reached)

Surveys: (Processed by Dave Taylor) -All 11 were completed by the deadline. This is the first time this has happened since Dave has been processing them.

I/O Web Site: Keith Wheeland developed a web page for the I/O Committee with technical help from Gary Bush. It is located on the NSS server at www.caves.org/committee/i-o/ . The I/O home page uses the NSS standard layout. The site includes the following items.

• I/O Manual
  
  
• Deadline dates for submission of the I/O annual reports
  
  
• Instructions and form for submitting the grotto annual report
  
  
• Information about and how to subscribe to the I/O E-mail list
  
  
• An I/O List with name and Serial Number
  
  
• For grottos, an indicator on the I/O List to show status of annual report
  
  
• A discussion of Congress issues

Web Submittal for Grotto Annual Reports:

• For the first time, grottos are able to submit their annual report via the web. When they go to the site and enter their password, they can view and change their existing data and submit it to the I/O Committee.
  
  
• By the deadline, 107 grottos had submitted their annual report via the web, 18 by regular mail, and 18 by e-mail.
  
  
• Only a few minor problems were reported by those using the system. I’m pleased with the success of this new endeavor.
  
  
• Eric McMaster designed the online system and is hosting the site.

Job Descriptions and List of Duties: We have begun preparing job descriptions for the members along with a list of duties.

I/O E-mail List: The number of names on the I/O E-mail List is now 267. Some grottos have multiple subscribers. We use this list to send notices to I/Os. This is a controlled list so that the I/O Chair must approve all submissions to the list. No Spam, only messages of interest to I/Os.

NSS Web Page Showing I/Os and Links: Gary Bush maintains this page for the I/O Committee. It is currently up-to-date with all changes he has received.

Plans:
Improve Web Site for Submitting Grotto Annual Report: After the annual reports are completed, we will solicit, review, and act on any suggestions for improvement.

• Congress of Grottos Counts: We will try to change the way we collect data for determining the votes for Congress. Currently the grottos give this information to the I/O Committee, which in turn give it to the Congress officials. We would like the data to come from the NSS database (COMPID field) and be available directly to Congress officials without going through the grottos and the I/O Committee. The data is already stored on the NSS database and there is a report available to display the information. Some wording should be changed on the NSS Membership Application form, the renewal form, and the Life Membership request for information form. Some education would be required.
  
  
• Submittal of Grotto Annual Reports: There are still too many grottos which ignore the deadline for submitting the annual report. We will be discussing, and implementing, changes to try to improve the percentage of grottos that file on time. The percentage of grottos that submitted on time this year is 64%. Delinquent reporting is an expense for the NSS in terms of costs for printing, labels, envelopes, and postage. On Dec. 17, 2001, instructions for submitting the annual report were set to grottos by first class mail. Subsequent notices were sent by e-mail to the I/O E-mail List. On Feb. 4, 2002, delinquent notices were sent by first class mail.
  
  
• I/O Web Page Improvements: Additions are being planned for the I/O web page. We will be adding some details concerning the submittal of annual reports for Regions, Sections, and Surveys. We may be adding additional information to the I/O list.
  
  
• Members Manual Information: We will be asking grottos whether it is still important to include grotto meeting information in the Members Manual. Depending upon the response, this may be introduced as a topic at Congress.

Problems and Issues:
Archives:
The I/O Committee collects documents from grottos, including constitutions, bylaws, membership lists, and other paper. Evelyn Bradshaw has three filing-cabinet full of such documents. In the short time I have been in the job, I have collected additional papers.

From Scott:
This issue was discussed at the February EC meeting. The EC felt the need to retain these documents. Although we could deposit the information in the White House, it was felt that it really needs a home where it can be maintained. It occurred to the EC that perhaps one of our speleo historians would appreciate the opportunity to organize and store this material.

Information Technology Committee
IT Team Chairman:

Joseph G. “Tray” Murphy
10210 Francill Court
Richmond, VA 23236-2276
804-745-6730 (home)
tray@jgmurphy.org

Plans:
We are still trying to get someone to dedicate enough time to program a shopping cart. I am recruiting two new members to take over events and other pages that others have dropped. I hope to have this done within a week or two so these pages can be caught up.

Due to some overwhelming circumstances that have pulled time from me unexpectedly, I have not finished the online application for web space, and I am still planning on compiling a policy manual for the web site. We are working on a page for Grants that the Society offers, and are trying to compile a Links page to hold URLs of other caving-related organizations and resources.

Progress:
Unfortunately, not much. With me out of the loop for much of last year and the beginning of this year, I have not been able to recruit people and get them up and running.

Problems:
Two previously active coders have dropped from our roles. They have both had personal business prevent them from continuing to work with us. As stated above, I am pursuing two new members to work with us and keep the site going full steam ahead. We are in dire need of a PERL programmer to handle scripting chores.

Information Technology Committee
Office Automation Division

Phil Winkler
816 N. Washington Street
Wilmington, DE 19801-1510

302 571-1156
pwinkler@plmconsulting.com

Plans:
Continue to enhance the office database systems. Add routine processing of General Membership category by reducing or eliminating hard coded GL numbers, etc.

Provide formal training to the Office Manager on our databases. This training will be performed over two days at our offices in Wilmington, DE and will increase Stephanie's abilities to perform databases maintenance, create ad hoc queries as well as make minor changes to tables to accommodate business rules changes.

Investigate cost and availability of high speed Internet access for the office. This would provide a basis for the eventual hosting of our web site as well as provide high speed, low cost access to the databases for maintenance and modifications.

Progress:
1. Old problem with extreme slowness of the database systems has been resolved by adjusting the configuration of Norton Anti-Virus software.

2. Development has begun of incorporating the General Membership category into the routine data flow of the membership database. Note: The capability of permitting an unlimited number of membership types has always been available in our system. However, the complexity of the NSS membership rules required system modifications that precluded using this ability. Stephanie is establishing the correct GL numbers for each Membership category in the parent file to permit complete automation of the process.

Problems:
Incorrect assignment of GL numbers under rare circumstances has been discovered and is being investigated.

Market Analysis Committee

Scott A. Parvin, Chairman
8019 Riverbend Rd
Morris Al 35116-1259

(home) 205 647-1936
(cell) 205 563-CAVE
(e-mail) sparvin@mindspring.com

Progress:
No activity since last report.

Plans:
To provide information as requested.

Problems:
None.

NSS Library Committee

Richard Downey
380 N. 600 East
Orem, UT 84097-4843

801 224-6678
cavediva@msn.com

Progress:
Since the last report there has been very little activity other than some reflection on the wants and needs of the new NSS Library.

Plans:
Some of the things that cross my mind as desirable to be included in the new library are these. I am a book-o-phile and have a love of old and rare books. I know that the NSS Library has a number of these volumes in the collection. I am also aware that there has been, to this point, no attempt to protect them in an archival manner. This is a tragedy. These old books and journals need a place they can be preserved for their cultural and historical significance as well as for their research significance. At the same time I am aware of the importance of digitally preserving information for both ready access and for preservation itself. Many of these old items could be digitized and save the wear and tear on the book itself. I believe it is our goal to have a world class research facility for speleological subjects. If this is so, here are some suggestions I feel are necessary. (This is a wish list, so as long as we are wishing, we might as well shoot for the moon.)

A building that would house existing collections and have room for expansion. This is one of the major issues we deal with at the library I work in. Along with this, an area that is climate controlled to preserve and protect rare and otherwise significant volumes. The ability to digitize, scan, or otherwise electronically record and store information, both to preserve old and fragile items but also to make accessible cutting edge information as it becomes available and ease the speedy transfer of information. I feel there should be cataloging to equal current research standards and of course, this would require full time personnel to create and manage this. Volunteers may provide some of the work in this aspect. There should be on the premises areas where research could be done in all formats. There should also be a screening and or/ lecture area to facilitate seminars and other types of activities. These are some musings and would appreciate any further input.

Problems:
None.

NSS Operations Manager

Stephanie Cothron
National Speleological Society, Inc.
2813 Cave Avenue
Huntsville, AL 35810

256 852-1300
manager@caves.org

Progress:

• TAG was held Oct 4th – 7th at Sequoah Caverns. Avis and Jim left on Oct 4, Thursday and stayed until Oct 7, Sunday. Bill and I drove up on Saturday and stayed until late evening. Total TAG Sales $2,445.25.
  
  
• Patti Miller began volunteering in the NSS Office, on an as needed basis. She would become a back up when Avis would take vacation days and she would assist me with entering book orders.
  
  
• October 26th and 27th, the NSF held they’re meeting at the NSS Office. I did not attend the meeting, but did meet everyone for dinner on Saturday night.
  
  
• 10/25/01 – NSS Office received delivery of On Call PB – 2,157 copies.
  
  
• 11/6/01 – NSS Office received delivery of On Call HB – 1,127 copies.
  
  
• 11/14/01 – NSS Office received Speleogenesis reprint deliver – 545 copies. NSS Member, Scott Shaw, assisted Bill in unloading the truck.
  
  
• 11/19/01 – Emailed labels to Unit Packaging for Member’s Manual 2001. Once we received the manuals at the office, any new members who joined after 11/19/01, a query was ran in NSSTrak and these new members were mailed a manual.
  
  
• NSS Bookstore catalogs were mailed to the membership on 12/14/01. Unfortunately, I did not meet my mail target date of 11/12/01. Part of the problem was being short-staffed during the Christmas Rush. Also, All-American Printing had equipment problems during the production/printing of our catalog. Once we received the extra catalogs from the mailing house, we noticed problems: some catalogs had duplicate pages, while others had missing pages. Plus, I did not receive a 10% overrun, which I was guaranteed. I voiced my displeasure of the catalog quality and quantity to All-American Printing. We negotiated a supplemental printing – 1,000 copies – no errors - at zero cost.
  
  
• The Christmas Rush – the months of Nov and Dec were busy months for the office. Book orders were coming in on a continuous basis, especially via the website. Even though the catalog mail date was late, the website helped to buffer the delay.

• In November, per David McClurg’s request, we mailed PB On Call Comp copies to the authors, contributors, illustrators and reviewers of the On Call publication.
  
  
• In January, the office received a new 3900 FP Folder/Inserter machine, which replaced the Ascom Folder/Inserter. Hopefully, the new machine will solve Bill’s problems of having to call the repairman.
  
  
• I attended the EC Budget Meeting on Friday, February 1. It was very informative and I learned so much from each EC Member and how their department functions. We have a great, cooperative EC Team!
  
  
• Dave Irving arrived at the office on Thursday and we were able to get the month of December closed.
  
  
• Carlsbad Payment for the Kartchner Caverns Journal- Update:

• Phil solved the "slowness" database problem with Avis’ computer. PC Anywhere was installed onto Avis’ computer, Phil dialed-in, and immediately found the problem (Norton Anti-Virus was scanning for viruses on the network). Phil excluded Norton from scanning the H:\data network files. Currently, Avis does not have to lock the database to achieve speed when entering/processing memberships.

Plans:

• Hire bookstore assistant.
  
  
• I signed-up for 3 HTML classes so I can keep the bookstore website updated.
  
  
• Received a quote from Hiwaay for a DSL line at $90/month. I will compare rates with other companies and hope to implement a DSL line this month if I can stay within budget.

Problems:

• Bill’s computer / UPS Shipping computer as well – needs more memory. The new UPS rating disk was installed and his machine is running terribly slow. Roger Haley is scheduled to stop by the office on Tuesday and take a look at the computer. The case might be that this computer is so old it can’t hold additional memory.
  
  
• Mark Ruocco re-signed as Bookstore Assistant on 10/25/01.
  
  
• 46 total back orders for Cave Conservation and Restoration.

Photo Archives Committee

Karen Kastning
P.O. Box 148
Radford, VA 24141-0048

703 639-4666
karen@skyhopper.net

Plans:
Long-term plans:
To establish a detailed database for research purposes. This is definitely a "work in progress" and will take many years to accomplish, but I expect to be involved for many years to come.

Short-terms plans and activity:
During the 2002 convention in Maine, there will be a special showing of both of the 1-hour, Skeets Miller Floyd Collins Television dramas from the 1950s.

Tentative plans are still in place to have a Photo Archives exhibit at the Maine Convention, consisting primarily of photographs from the Photo Archives Collection of early New England caving. The exhibit is contingent on the new budget providing sufficient funds to allow for developing, enlarging, and mounting the photos (no originals will be placed on exhibit). Exhibits such as this provide both a service to the attendees, but also give the Photo Archives exposure that may lead to future contributions.

Progress:
A few photographs from the NSS Photo Archives were published this past year. The publications include several photos in a book WVASS Bulletin #15, "Caves and Karst of Pendleton County, West Virginia", one photo in "Virginia Minerals" (Volume 47, No. 4), and two photos in "FLASH, Journal of the Cave Photography Section" (although the latter has had several photographs from the Photo Archives in past years also).

An order for archival-quality storage materials will be sent out within the next few weeks.

Problems:
The bulk of the problems relate to finances (prices increase, and the budget can't keep up with the increases). Recently, lack of time is also a significant problem, but this can be addressed somewhat by getting more organized.

Speleo-Museum Committee

Craig Hindman
7600 Pindell School Road
Fulton, MD 20759

410 792-0742
ctider@us.ibm.com

Progress:
No new collections received since the last report. I have recently received an inquiry about some items that were displayed at the Convention and the information is being collected and forwarded on.

Plans:
A display is planned for the 2002 Convention Putting the Museum online is still in the works. This is a long-term project.

Problems:
None at this time