National Speleological Society
Operations Vice President’s Report

November 04, 2000

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
Internet Committee Report
Market Analysis Committee Report
NSS Library Committee Report
NSS Operations Manager Report
Office Automation Committee Report
Photo Archives Committee Report
Speleo-Museum Committee Report
Wholesale Price List

Operations Vice President Report:

Scott Fee
2501 Gable Blvd
Birmingham, AL 35215

(205) 854-7487
scottfee@pipeline.com

The Department of the Operations Vice President consists of 12 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 chair of each committee or organization, followed by their report. The committee and sub-committee chairs have provided the information in this report, although I’ve made some spelling, formatting, and minor editorial adjustments. If necessary, my comments are provided in Italics following the committee’s report.

NSS OVP Administrative Policies
Attachment #D-1 provides the wholesale price list that has been in use for NSS published publications and will be included in Section 9 of the Board Manual unless a Board member moves to amend.

Plans:
There is to be a satellite library to be established at the University of Puerto Rico. Dr. Tom Miller has submitted a list of what types of books they want and we are reviewing that information for cost and availability.

Internet Committee: 1) Get a new Shopping Cart on line for the NSS Office Bookstore. 2) Review ISP for possible upgrade or relocation to a different provider to improve service and member usage. 3) Find more volunteers and a committee chairman if the motion to reorganize the committee succeeds (See Agenda). At the Fall EC Meeting, we agreed that we, as an organization, should upgrade our IT capabilities.

Order more 35-Year Pins and distribute to all eligible members (See Problems and Budget Revision).

Progress:
The new Operations Manager (Stephanie Cothron) was hired and began employment on August 28^th. Camille Mueller has continued her employment with the NSS on a limited basis, in order to provide appropriate training and guidance.

Tom Rea has taken on the responsibilities of a new division inside the current Internet Committee. He is allocating web space and issuing “caves.org” email accounts.

Due largely to the efforts of Phil Winkler, we have developed an e-mail renewal reminder system where members can be advised that their dues are due. The membership can also renew on line.

The Guide to Responsible Caving was published (2^nd Printing). With the insistence of the authors, this booklet has not been copyrighted.

Problems:
On my recommendation, the NSS Executive Committee agreed that the previous Operations Manager that was hired immediately prior to the convention was not meeting our needs. Local advertising and the local caver network sought a replacement.

The Internet Committee was not responding in a timely fashion to member and organizational requests for either web space or email accounts. A new volunteer was found and implemented in August.

Our current Internet Provider is a topic of much discussion as members are experiencing down time and return mail using caves.org accounts.

The initial order of the 35-Year lapel pins has been procured and was distributed by the office to the members who appeared in the NSS News. However, this list excluded the members who had become 35-Year members prior to this year. The office has been receiving a steady stream of requests for this item. Therefore, since it is my understanding that the intent of the Board’s motion to create this item was to get it in the hands of all qualifying members, and since our inventory is not sufficient to accomplish this task, I have requested a budget amendment to cover the initial printing cost (was overlooked previously) and the supplemental cost to create enough pins accordingly.

The NSS 2000 Guidebook: After the convention, a representative of WVASS approached me about wholesaling the guidebooks to vendors. This is in conflict with a current act of the Board and I have two motions on the agenda to address this issue.

The NSS Office Shopping Cart will only accept one item order at a time. It is not user friendly. We are losing sales and possibly customers.

We have no computer for the Bookstore Assistant who was hired this year. Since part of his job is to keep the Bookstore Web Page current, not having immediate access is unproductive. Additionally, the Office computer environment is underrated. The budget revision includes a capital request to purchase one new PC. This would be assigned to the Operations Manager. Her previous unit would be assigned to Avis and so on.

The Fax Machine is an antique, printing on rolled paper, hard to read, and needs to be upgraded.

We still do not have a Market Analysis Chairman.

Archivist:

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

(205) 852-4522
jrdandlld@aol.com

Plans: Reorganize/re-file the Archives material to facilitate the location and retrieval of material.

Progress: Responded to a few requests for information.

Problems: None.

Audio-Visual Committee (Slides):

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

(937) 890-0339
pitdropper@aol.com

Plans: I still plan on keeping the master AV library files up to date, maintained, and making sure that any requests from Avis are taken care of right away. This includes, keeping slide trays supplied, lost slides replaced, scripts replaced if needed, etc. As far as slide shows go, I will continue to keep my ears open to those that want to develop some slide shows, which could be included in the NSS library. Additionally, I will be offering support in scripting and design if needed.

Progress: I finished a slide show for the Forest Service which was shown at a meeting during the 2000 convention. This will also be transferred to video for future use by the NSS and the Forest Service. I have also received feedback from folks using the AV library and have considered their thoughts and comments. These feedback sheets are included in the AV library slide shows and ask for comments, both good and bad from the members about the AV library slide shows they view.

Problems: So far there has been very few problems with the AV library. The maintenance problems of the past seem to be taken care of. I have a good handle on the library and Avis keeps me posted on who checks out what show each month. Avis is quick to point out bad or missing dupe slides or broken trays, etc. There seems to be a general lack of slide shows being produced, possibly due to more and more presentations ending up as power point shows projected with a digital projector or just left to view on a computer monitor. Dave Socky & I will touch base so that his AV catalog and my slide show numbers match, this will hopefully stop any wrong catalog numbers getting onto the AV catalog. This will therefore make less stress for Avis.

Audio-Visual Committee (Video):

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

(703) 989-7693
sockydr@roava.net

Plans:
National Forest Foundation on caving ethics

At the NSS Convention, Ransom Turner (USFS, New Mexico) gave away thousands of the "Leave No Traces" booklets along with an excellent video on caving ethics by the National Forest Foundation. I will contact the appropriate people in order to get this video into the NSS AV Library.

There are other USFS (US Forest Service) videos on caves, which would be nice to get into the library. Cheryl Jones approached Jim Miller about this, and he is checking to see if he can come up with a list of available USFS videos. I suspect that there are also NPS (National Park Service) videos, which may be good for the Library. Ron Kerbo is another contact. I also hope to finish the stuff in the ‘Progress’ section

Progress:
Video about Floyd Collins

A video about collecting memorabilia about Floyd Collins based on 16 mm newsreel clips from the 20’s from Bill Halliday. The video, about 10 to 15 minutes in length, will be an NSS production to be used in the AV Library and sold through the NSS bookstore.

During the NSS Convention, I interviewed Bill Halliday, Gordon Smith, and John Benton for this video project. I need to get still photos of some of the items that Gordon Smith owns. I still need to write the script and then edit the video.

Vertical history remake

This is a project to digitally re-master Peter Grant’s "History of Vertical Caving", which includes great interviews with Gibbs, Cuddington, and others. This should improve the quality of the distribution tapes by an order of magnitude. I have finished about one third of the 35 minute program. I expect to have it completed late Fall 2000.

Purchase of a new Video/Computer Projector

I am still in the process of finding the best make and model. I have started a spreadsheet to use in comparing features and prices. I plan on having a new projector in time for the 2001 NSS Convention. However, I still need to find out if the required amount of money is available for this fairly large purchase.

Rental feedback cards:

I started an Spreedsheet to store the data. This will allow for some statistical studies to take place, and find the best suggestions for improvement and fix the worst/most complaints. I have about 10 cards entered with only another 100 to 150 to go.

Additional Note from Dave: 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 about 40 to 50 of these cards. Before the convention I will compile all the comments, and a list of 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.

New AV Catalog: Nothing done

Problems: I never seem to have enough time to do all the things I would like to do. Things have piled up as usual in preparation for the NSS Convention. So this is still not exactly a thrilling report.

Cave Files Committee:

Richard Blenz
8070 W. Eller Road
Bloomington, IN 47403

(812) 825-2345
rblenz@indiana.edu

Progress: Same as usual. The Files are slowly growing day by day.

Problems: None

Plans: To continue as usual.

Headquarters Facilities Committee:

Jim Hall
623 Larry Place
Madison, AL 35758-1118

(256) 772-9829
jimehall@compuserve.com

Progress: Everything as normal

Plans: Still planning to repaint the White House.

Problems: No problems

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:
The Committee is moving ahead with all deliberate speed to expand its responsibilities. Keith Wheeland, the new co-chair, and I are studying ways to divide the administrative load. He has set up a list/serv at State College and I have sent him email addresses that were sent in by grottos. Routine correspondence continues twelve months of the year with new applications for grotto status; providing information about I/Os to those doing presentations to grottos, regions, and other groups or doing some cave-related research; troubleshooting problems within I/Os; etc.

Only one grotto has been chartered since my last report, but another is only completing the sign-ups to finish. The Grateful Dead Cavers affinity group was also approved.
I finally had contact with Bill Bussey (Section Coordinator) at OTR and feel that he will be equal to his I/O task with Sections, as he gradually trims down his varied commitments. We look forward to his continuing service with Sections, as well as the assistance of Dave Taylor overseeing NSS surveys. Dave will be our on-the-scene follow-up person to help get reports out of Arkansas, as he has done so ably in the past.
There have been some interesting developments with regard to Sections. First, it was verified that the Human Sciences Section had been inactive for two years. One of its members, Charles Cicciarello of Louisiana, was motivated to take on revitalization. As Bill was not at convention, I interfaced with Charles and officers of Human Sciences (albeit currently non-functioning) John Wilson and Rob Stitt. Both Charles and I agreed that merging Human Sciences with Conservation/Management was not the way to go. I'm inclined to give Charles free rein as long as he operates within acceptable NSS parameters and keeps the I/O Committee regularly informed. In another unexpected development, the section now called the Stonewall Cavers (gay, lesbian,bisexual cavers) announced that they would like to be reclassified as a grotto, as this better describes their group. With the recent revision of the definition of a grotto, this seemed feasible.

Plans:
Our first projected I/O mailing by email and (where this is not feasible) by regular mail will be focused on verifying the best current contact for contact this coming winter and also on starting to develop a network of cavers across the country to do direct followup on those slow to respond to calls for the NSS-required annual reports. These mailings can also send news of general interest to grottos (i.e. clarification of details on the continuing USGS topo map exchange for I/O newsletters, and other answers to questions frequently asked), and can encourage I/O feedback on the reports themselves (what's clear and what's not and what changes either in format or accompanying documents they'd welcome). The list/serv is planned to be a two-way exchange of ideas.

Problems:
Maybe, in a desire for simplicity, the definition of a chapter (grotto or student grotto) as stated in the NSS bylaws came out a little too vague. I can live with that but not everyone could. Ask Texans about the denial of grotto status to the Carta Valley people. It caused some resentment. Under this new approach, they might well have received their charter.
In approaching this problem, it is my philosophy that it is in the best interests of NSS and the caves to enlarge the I/O umbrella so that it brings into the NSS family more and more cavers so that they become dedicated to conservation and protection of caves and those that dwell therein. On the other hand, I sense that the definition should not be so vague that every little band of pen-pals who caved together in high school can sign up and qualify for grotto status. The discussion of this problem might take up traveling cavers, cavers with various different personal characteristics, and foreign cavers. All those situations are currently on the table.

Traveling. The Gypsies received their charter and have been able to visit around the U.S. meeting grotto people and participating in caving projects. Chris Nicola (New York) met some U. S. cavers in Europe who regularly attend some kind of event over there and who asked him about starting a grotto. The "traveling" definition would fit them to a "T." They are together at these events in Europe but scattered in the United States. I had originally thought of the travelling grottos as possibly also including cavers who lived on houseboats, and nomadic types such as bikers, hikers, and homeless people. Some may yet come forward.

Now we have the Stonewall group realizing that a grotto is a better description of them than Section. When I thought about that, I remembered that we once briefly had a grotto for the deaf and the new definition which is not tied to a specific geographic location might be appropriate for a deaf group, and perhaps for others whose speleological interests are in caving as a whole, along the same lines as the average grotto, but who do have some unique characteristic which can be accommodated in the grotto.
Then we come to the foreign group. In the past several years there have been isolated inquiries from foreign countries about starting an NSS grotto. A little voice within me always asks, "What can NSS give them, as compared with what we try to give our own nationals?" I suggested to the cavers in Manila in the Philippines this past year that they consider first taking out an Institutional Membership for the group, and then with discussion lists like Cavers Digest and Conservation@caves.org they might have some sense of being a part of the NSS. But they have come back and asked what benefits will they receive from starting a grotto and all joining NSS. (I believe they have formed an unaffiliated type of organization.) I can't help but remember that the Puerto Rican cavers dissolved their grotto because the native tongue there is Spanish and all our literature and correspondence was in English.

I've asked cavers active in attending the international caving meetings whether the USIS should provide some kind of international membership with community perhaps provided over email. But I gather that USIS does not see its mission as including that. So there is a gap which someone out there might eventually fill. I'll go on corresponding with these individuals (Turkey, Bulgaria, the Philippines etc.) meanwhile. Of course, some countries like the United Kingdom, and the larger countries in Europe do have their own national organizations and local clubs. It's these other locations where cavers are scattered here and there that need help.

Internet Committee:

Joshua Abdulla
2744 Towne Drive
Carmel, IN 46032-9749

(812) 334-1294
joshua@caves.org

Written by Scott:

[Progress: Very little, if any, probably none.

Plans: Create a new committee and find a team of volunteers to manage it.

Problems: Josh has successfully brought the NSS into the information technology age and had developed a fabulous web site. The NSS needs a team of volunteers under a "visionary" who can afford the time from his personal life. Currently, Josh has very little or no time to devote to the NSS. Josh has agreed to stay involved with the Information Technology Committee, but more on a consultant type level. ]

Market Analysis Committee:

Vacant:

An ad appeared in a recent NSS News as well as Caver’s Digest and the NSS Discussion Board. One person has responded. This individual travels extensively (not necessarily a bad thing) and has been difficult to communicate with. In addition, she does not have direct access to email.

NSS Library Committee:

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

(801) 224-6678
cavediva@uswest.net

Progress:
My focus has been on the western satellite library. I have been in talks with several municipal libraries which could provide space and security. Items such as cataloging and etc. would have to be worked out but would probably be in our ballpark. I have received a communication from Bill Torode explaining how information requests are being handled at his end in the NSS Library and at this point see no reason that a satellite couldn't be operated just the same. As to the Library in the care of Jack Speece, at this point nothing has been done other that the business as usual there.

Plans:
Biggest need of all at present is to get some direction from the BOG as to just what direction the satellite libraries should take. Are they to be mere repositories of information or are they to be handled the same way as the central library. This will help finalize
solutions or at least weed out the marginal options to best serve us as a Society. This will start the ball rolling on figuring budgets and etc. as we consider the establishment of the Library.

Problems:
My own biggest problem was at convention time I had some unexpected business affairs come up and couldn't attend. I was planning to try and solve some of the
lingering questions I have from above. Also it would help on the Pennsylvania Library status in that, If it is true that there may be money to build a library in the Washington
D.C. area sometime in the near future, a Library branch in Pennsylvania might be too close to do much good.

NSS Operations Manager:

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

(256) 852-1300
manager@caves.org

Progress:
I would like to start my first progress report by introducing myself. My name is Stephanie Cothron and I’m Camille’s replacement as Operations Manager. I am a native of Alabama. My hometown is Stevenson, Alabama in Jackson County. In 1991, I graduated from the University of North Alabama, in Florence, Alabama. I have a B.S. degree; my major was marketing. My prior work experience includes - accounting (Staff Accountant specializing in General Ledger and Accounts Payable), administrative, and customer service. I’m so excited about my career opportunity at NSS.

My first day at NSS began on Monday, August 28th. Camille is diligently working to train me on the database system (LedgerMaster and NSS Trak). She’s reviewed with me several end-of-month (EOM) procedures including how to print membership renewals and labels. We are in the final stages of closing August. Camille is working very hard to teach me the daily office operations. So far, the training process is going very well. Scott Fee, Paul Stevens, and Dave Irving have made it clear that I’m free to ask questions or let them know if I need their assistance. Believe me - I’ll be taking them up on their offer!

I was able to attend my first Huntsville Grotto meeting on September 5th. Before the meeting, we met at Bandito Burrito (a Mexican restaurant) for dinner. It was nice to be able to meet several, local, Huntsville cavers! The Grotto meeting was held in downtown Huntsville at the Madison County Library. The meeting was very informative and fun. It was great to hear caving stories and adventures presented to the group by several cavers. I received a warm welcome at the meeting. Avis VanSwearingen introduced me as the new Operations Manager. I received hand-claps and smiles. I have plans to attend my first vertical caving class in November.

Avis has been instrumental in my training as well. Avis has allowed me to “shadow” her. I’ve learned how to enter memberships into NSS Trak and book orders into LedgerMaster. I understand the procedures for video and A/V rental that are offered to NSS members. I’ve learned a great deal by “eavesdropping” on Avis’ incoming customer service telephone calls. Also, I’ve observed how she’s handled “walk-ins,” visitors and members into the NSS Office. This observation has enabled me to learn general information about the organization. My goal is to be able to learn all aspects of the office. Just in case there is an employee or volunteer out of the office due to vacation, illness or an emergency, I want to be able to cover for that person.

Avis VanSwearingen and Jim Hall attended OTR, August 30 - September 3rd. Avis’ membership and book sales totaled $4,400.

Plans:
My goals are:

•Become more familiar with the organization by reading our publications, the Board of Governors Manual and asking questions.

•Become a pro using LedgerMaster and NSS Trak by reading the manuals and talking with Camille and Phil Winkler (the computer gurus).

•Attend Friday of the TAG Fall Cave In. [Stephanie has a pre-hire commitment for that weekend]

•Sign up for a HTML class so I can learn to maintain our web site.

Problems:
Avis has received several calls from NSS members wanting to know when the Membership Manual will be available.

On Rope II - A note was posted to the bookstore web site informing customers that On Rope II is currently back-ordered. The bookstore stopped shipping bulk orders of On Rope during the second week of September to fulfill individual NSS member orders for as long as possible. Anticipated delivery of 5,000 reprinted copies is due the first week of October 2000.

Office Automation Committee:

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

(302) 571-1156
pwinkler@plmconsulting.com

Plans:
Continue to maintain and enhance the NSS Office membership database (NSSTrak) and accounting system (LedgerMaster). Develop methods for publishing membership info on the web grouped by I/O and State (system is in beta now). Develop improved web interface for renewals as well as new memberships. Work with the Web committee (See Agenda) to further semi-automatic updates of information for member data and bookstore data. Ensure all office software and hardware is kept up to date. Will upgrade database software from 5.15i to 5.16 this quarter (no cost). Install The Ultimate BBS system in place of the antiquated Discussion Board presently used.

Progress:
Several thousand renewal notices have been sent via email. [In response to a disgruntled member, we modified the e-renewal form to remove the Date of Birth and Job Title field.] Membership expiration date is now printed on the NEWS label (COG motion). Beta testing of publishing membership data on the wen (COG motion) has begun. Training of new Operations Manager is proceeding well. Stephanie seems fully capable of assuming all operational tasks and contributing new ideas for improvements.

Problems:
EC/BOG seems unable to make a timely decision on new web server and software. Selecting NT vs. a Unix server (not Linus) is ridiculous and not in keeping with industry standard practices. Microsoft, itself, uses Unix servers for its web site since NT fails so often. For speed and reliability only Unix should be selected. Software for publishing membership data on web is having problems, but the company is working with me to resolve them.

From Scott: This topic was discussed at length at the Fall EC meeting. Since the long-range plans of the Internet Committee is to encompass a staff of volunteers (not just one to five as we currently have in place), the EC ultimately thought it best to stay with the most universally understood platform (Windows NT).

Photo Archives Committee:

Karen Kastning
PO Box 148
Radford, VA 24141-0048

(703) 639-4666
karen@skyhopper.net

Plans:
Long term plans: No change here. Long-range plans continue to be to establish a detailed database for the photo archives (starting with recent materials and working my way backward). Ultimately, I hope to have a very well organized photo archives for research purposes. This is definitely a multi-year project.

Short-term plans and activity: More of the same.

As always, I strive to increase the holdings and the condition of materials. Plans for two exhibits for upcoming conventions are in the very early stages. Near future activity will continue to primarily be directed 1) toward obtaining more of the better quality, archival materials for storage of the prints/slides on hand and 2) toward reorganizing the manner of storage.

As discussed in the past, the very large boxes that held the large-format prints for many, many years were quite awkward and not conducive to archival storage or accessibility. As funds become available, more protective sleeves and a variety of different size storage boxes will be obtained to continue with the reorganization project (an activity that will actually take place over several years - but still relatively short term). The goal is to both protect the photo archives and make its contents more accessible for research needs.

Progress:
I've been pursuing quotes for having the two Skeets Miller films cleaned (this should be completed in the very near future).

For the reorganization project: The 4 x 5 negatives and 16 x 20 prints were chosen for the first items to be put into protective sleeves (they are two of the sizes that have the greatest number of individual items in the archives).

The prints are not difficult to work with and go reasonably fast. The negatives, on the other hand, are much more involved to work on, in that most of them need cleaning first (many of the donated prints, slides, and, especially, negatives were received by the Photo Archives Committee in very poor condition [disorganized and dusty, crammed into shoe boxes]). But, occasionally, there are notes or dates that may be of value, so it takes time to individually process each item, such that no data is lost. Each item is catalogued with whatever data is known about it. The "shoebox" groupings are kept together as a collection by photographer (if known) or author (if related to a specific book).

Problems:
No sizable or urgent problems. As always, time is tight, but I should be completing my graduate thesis soon (December 2000?). We still need a high-quality scanner and a digital camera. I hope to submit requests for this funding in the coming year - if I can find time to do some research.

Speleo-Museum Committee:

Craig Hindman
7600 Pindell School Road
Fulton, MD 20759

(301) 792-0742
ctiderma@ns.tssc.com

Progress:
Displayed a portion of the museum at the Convention.

Received four donations.

Plans:
Continue to solicit donations. Photo document collection. Request budget line for digital camera capable of doing good close up photography.

Problems:
None to report

NSS OVP Attachment D-1

Wholesale Price List

National Speleological Society Publications

You may purchase any combination of our publications to receive the best discount price. Shipping charges are in addition to the wholesale prices. We ship via UPS. Terms are Net 30 days.

2-4 Copies 20%
5-24 40%
25-49 43%
50-99 46%
100+ 50%

Revised 05/12/00. This replaces all existing price lists.