Attachment D
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
Colin Gatland
1151 Crestwood Hills Drive
Vandalia Ohio 45377
937-890-0339
cgatland@woh.rr.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 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.
Plans: Plans are still in the works to overhaul the NSS Online Bookstore site. However this will be put on the back burner for now as we need even more emphasis on getting a handle on who is using what on the NSS web site. Once we have a manageable website we can turn our efforts back to the on line bookstore.
Along those lines we are starting to move towards having a second server that will house the various library and other NSS related pubs. This will also have an effect on reducing the amount of used space that is currently on our original server.
I would like to get our Marketing Analysis person, Debra Young to work with Stephanie to try and get a better bookstore marketing plan worked up. Debra has offered her help and expertise to this end and hopefully we can achieve something positive for the bookstore.
The Speleo-Museum Committee has indicated that they will start to get things underway for achieving some type of on-line museum. This does not need to be a huge undertaking and with help from the IT Committee some form of on line museum should be able to be accomplished.
Progress: The Smith House roof was redone by Berry Roofing of Huntsville at a cost of $3,650.00.
The part time person at the NSS Office is doing well and is continuing to learn the various aspects of the Office.
With some help from Dave Bunnell and David McClurg the NSS Bookstore Catalog is slated to be included with the October NSS News. This is a more condensed version of the catalog than previously made in the past. Including it with the NSS News will ensure that everyone will receive it on time and at a reduced cost to the Society.
We are currently getting info/quotes from a couple of different building inspection companies for the inspection of the NSS Office/Library buildings.
After my original Interim IT Committee Chair informed me that this position would not be a good fit for him. Kelley Prebil stepped up to the plate and volunteered to fill that position. She is very well qualified for the position of IT Chair and I have made her the Interim IT Chair, pending board approval at the upcoming Fall 2003 Board meeting. Her resume can be found at: http://www.pearlsgirl.com/nonflash/resume.php Kelley has also been working with her IT Committee team and also with Paul Stevens. She is enthusiastic and wants to be of service to the NSS.
Problems: Apparently there are some issues with the printing company that has printed the latest GRC publication. I have been asked by Cheryl Jones to see what can be done to get things squared away with that particular printer. I will keep you updated.
The overall usage of the NSS web site continues to be an issue. We are actively trying to identify "space hogs" and those that are not paying for the space they are using. This is a big job and will take time to finally get a decent handle on this and get a plan in place to make sure we know who is using what space, etc.
General Membership Update: As of this writing we currently have 869 General Members this is an increase of around 93 since July 2003.
J. Reynolds Duncan, Jr.
153 Atria Drive
Toney, AL 35773-9515
256-852-4522
Plans: When we return, will continue with the sorting and integration of Archives material.
Progress: Responded to several requests for information via email.
Problems: None
Submitted By: Reynolds Duncan
Chairman, Archives Committee
Timothy C. White
2505A Toll Gate Road SE
Huntsville AL 35801
256-508-1908
KD4GOC@bigfoot.com
Ray Cole created the master Photo CD from the 2003 NSS Slide Salon. I currently have the CD and will be making copies for duplication and distribution soon.
David Socky
6572 Woodbrook Drive SW
Roanoke VA 24018-5402
703-989-7693
sockydr@cox.com
NSS A/V Library Chairman - Video Section
Plans: Work with the TV/Video production
Committee
Roberta Serface was recently selected to be the Chair of the
TV/Video Production committee. I am a part of the committee and
plan to work closely with Roberta and others as much as possible.
This relationship can help both the TV/Video Production Committee
and the NSS AV Library.
Progress: New videos for library
Need to finish descriptions for the new videos from the salon
this year, and enter them into the online catalog. This also
includes updating the printed version and distributing it to the
NSS office.
Problems: None
Dave Socky
NSS AV Co-Chairman (Video)
Richard Blenz
8070 W. Eller Road
Bloomington IN 47403
812-825-2345
rblenz@indiana.edu
Progress: Trip to Huntsville to deliver two large boxes of leftover material to Torode for the library. Also the Files picked up the Speleodigest for 1958 at convention auction. This gives me reference to all Speleodigests except the 1959 issue. Am waiting for the 2001 Digest to appear.
Plans: Keep running as usual
Problems: None.
Dick Blenz
NSS Cave Files
Jim Hall
623 Larry Place
Madison AL 35758-1118
256-772-9829
jimehall@compuserve.com
Plans: Two building inspection companies have been contacted to give us an estimate of what a full building inspection will cost.
Progress: The office and the lower portion of the White House have new roofs.
Problems: None
Evelyn Bradshaw, Co-Chairman
5713 Castlebridge Rd Apt 226
Fredericksburg VA 22407-6044
(home) 540-785-5361
(e-mail) ebradshw@staffnet.com
Keith D Wheeland, Co-Chairman
2191 Mountain View Ave.
State College PA 16801-7214
(home) 814-238-2057
(e-mail) kwheeland@psualum.com
I/O Committee Report
Submitted by Keith D. Wheeland with input from the Committee
members
Progress:
New I/Os
Evelyn Bradshaw is working with three cavers who are interested in starting new grottos (California, Indiana, and West Virginia).
I/O Information on the Web.
The I/O web site at www.caves.org/committee/i-o/ is kept up to date. Miscellaneous Documents of interest to I/Os are being placed on the site in PDF format as they are received from Evelyn Bradshaw. These were previously available on paper only from Evelyn.
The grotto information on the NSS web site is updated by importing data from the I/O database as changes are submitted by grottos. The information for the other I/Os is updated manually by Gary Bush. He is up-to-date with changes.
I/O Manual now in PDF
The I/O Manual is now available as a PDF in addition to the usual html on the I/O web site.
Electronic Newsletter Copies to the NSS
The new procedure that allows I/Os to submit electronic newsletters to the NSS has been included in the I/O Manual. A blurb has also been placed on the I/O home page to attract attention to the new procedure.
A notice was sent to all I/Os on the listserv concerning this issue. It will also be explained in the upcoming notice that will be sent to I/Os announcing this year's annual report process.
NSS Members and Primary Affiliation
The Congress of Grottos meeting at the 2003 NSS Convention was conducted using the NSS database as the basis for I/O votes for the first time. Everything went smoothly. No issues were raised about the new procedure.
I/O Updates on the Web
We are pleased with the progress we are making in getting the I/Os to be responsible for updating their information on the web. This has been a rather big shift for I/Os to make, and they are handling it well. They update their information on the web, I download it, filter it, and update the I/O database on my home computer. Now rather than telling me the changes they want made, they ask for their (forgotten) password so that they can make the changes directly.
This doesn't mean that all I/Os are tuned in. We realize that education is an ongoing process.
Plans:
Web Process for I/Os to be Simplified
The web database structure is slated to be simplified by annual report time by Eric McMaster.
Problems and Issues:
Consolidation of Databases
As I have become more familiar with the processes of the I/O Committee, I can see where improvements can be made in the efficiencies of data collection and maintenance. The NSS is made up of members and I/Os. The member data is maintained by the NSS office staff, but only a portion of the I/O data is maintained by that office. The NSS relies on the I/O Committee to maintain a separate database for the I/Os. At one time that database was maintained on Evelyn Bradshaw's home computer. Since I became Co-chair, the database has been enhanced and is now maintained on my home computer.
The NSS office also maintains a record for each I/O, but it does not include all of the necessary data elements that the NSS requires (as included in it's Policy for Internal Organizations).
It seems rather odd that the NSS does not have physical control of its entire database. It relies on staff for maintaining the membership portion of the database on-site and relies on volunteers to maintain the I/O portion off-site.
The NSS database should be expanded by adding the necessary data elements.
A procedure should be put in place for the maintenance of these expanded data elements.
If there is a concern that the NSS office staff would be burdened with additional work, the I/O Committee could be made responsible for maintaining the I/O records portion of the NSS database. Backup and recovery should remain the responsibility of the NSS staff.
Currently, when an I/O changes their mailing address it must be updated in both databases. There is no procedure in place for the databases to remain in sync.
I would be happy to work with the person who is looking at computer issues to see what should be done. I had extensive experience working with the administrative databases at the Pennsylvania State University.
Annual Report Data Collection
I would like to see Paragraph 6A of the Policy for Internal Organizations changed as follows and a new 6E added.
6A. They shall submit an annual report to the Internal Organizations Committee, containing a list of the members of the organization, a list of the organization's officers including their NSS number, the addresses (mailing, e-mail, and web) of the organization, two contacts with telephone and/or e-mail address, whether copies of the organization's publications are being submitted per Section C of this Paragraph, and whether the organization has complied with Section E of this Paragraph. The Committee may request additional information, but the completion of it must be labeled as optional. Reports must be submitted prior to a date set by the Committee.
Explanation: The Policy currently asks for the address of officers of the organization (this is not needed by the Committee). The Policy doesn't ask for the e-mail address or web address. These two are used by the Committee. The version of the policy I got from the NSS web site didn't allow for collecting contact information. This is needed by the Committee.
Add
6E. Each Internal Organization must submit any proposed changes to its Constitution and Bylaws to the Internal Organizations Committee. The changes must be approved by the Committee before taking effect.
Explanation: The Policy does not require an I/O to get approval for changes to its Constitution and Bylaws. To be chartered, an I/O must have an "acceptable Constitution and Bylaws" (Paragraph 2A of the Policy). Under current policy an I/O could change its Constitution and Bylaws to something "unacceptable" to the NSS and still retain its charter.
Co-Chairmen: Keith D. Wheeland and Evelyn Bradshaw
Members: Gary Bush, Eric McMaster, Esty Pape, and Dave Taylor
Kelley Prebil
PO Box 117472
Burlingame CA 94011
Mobile : 650-520-3150
webmaster@caves.org
IT Team Chairman:
Submitted by: Kelley Prebil (Interim)
Progress: Since volunteering for being the Interim IT Committee Chairman, I have had great pleasure in meeting the rest of the team and hope to have many accomplishments with them in the future.
Created a Yahoo!Groups for the NSS IT Team. Everyone accepted the invitation to join.
As I have only had the position for a few weeks, here are the current works in progress:
Creating a list of all the accounts’ usage on the server.
Communicated with Paul Stevens about starting an Adobe Content Server 3.0 host for the NSS Online Library. Unfortunately Amazon.com does not have any books on the Adobe Content Server so in order to help Paul, I will have to investigate other ways of trying to find information about the software.
Obtained the log-in information for all the accounts associated with the NSS Website.
Had Phil Winkler add me to the list of Administrators on the NSS Discussion Board.
Re-directed webmaster@caves.org to my home e-mail address.
Started investigating possibilities for regulating convention registration. Whether the application with be standalone or web-based is still uncertain. More consultation with software geeks needs to be done so I can figure out what the best plan is. A major decision would be if the resulting application sends registration information encrypted to the Registration Chair’s email account and/or enters all the information into a database.
Agree with Andy’s idea regarding investing the Reseller option with Xeran for internal organizations. This matter needs to be looked into more as I’m not entirely sure what exact plan we have with Xeran.
Plans: Agree with Andy’s idea of revamping the NSS website. As this project would be long and laborious, at least a week of free-time will be needed before this project begins. The other web team members will also be included in this production effort. NSS News indexes should be made online and searchable (as per Andy’s thought). I would also like to make the online NSS Membership form keep all the values when you hit the "back" button to it in the event that anyone has to do so, for example, if they get the second word of the paragraph wrong of the conservation policy.
Problems: No one seems to know flat out what kind of hosting package we have with Xeran. I have also found several Perl files on the server, which look like membership forms for signing-up for the NSS, but none of them are being linked off the site. I do not know if they actually work or what Andy was planning on doing with them. I received one complaint from someone trying to sign-up for the NSS who could not get the current live form to accept the second word of the paragraph, no matter what he tried. This happened when I joined the NSS years ago and am not sure why this only happens occasionally.
Phil Winkler
816 N. Washington Street
Wilmington, DE 19801-1510
302-571-1156
pwinkler@plmconsulting.com
Plans: Seek a replacement for my position within 2 years.
Progress: Provided two days of database training to Stephanie at our offices in Wilmington, Delaware.
Problems: None
Phil
Debra Young
551 Homestead Ave NE
Palm Bay FL 32907
321-984-0228
suzyoung@bellsouth.net
Plans: Assemble together some volunteers to include on the committee. Sending out emails to likely candidates and possibly an ad in the NSS news. Research the bookstore sales data and get in contact with Stephanie.
Progress: Just getting started.
Problems: Getting volunteers will be the biggest problem I can foresee. I will work as a committee of one if I have to, but I really would like more input.
Debra Young
Richard Downey
380 N. 600 East
Orem, UT 84097-4843
801-224-6678
cavediva@msn.com
Progress: We have approached several people for committee membership and we have received some positive responses. We are waiting to hear from the others. We are still looking at operating systems. The inventory of books has been completed. The Library Infrastructure committee has converted roughly 1/2 to 2/3 of the NSS news and Bulletin to electronic online format.
Plans: Assign a committee member as a liaison with NCKRI to determine their needs as far as books requested and work closely with Louise Hose or her library person on this. Make some hard decisions on software to be able to have some firm Numbers to present before the board as to expenses for setting up the system.
Problems: No problems.
Richard
Stephanie Cothron
National Speleological Society, Inc.
2813 Cave Avenue
Huntsville, AL 35810
256-852-1300
manager@caves.org
Progress: I began taking a web design/HTML class at the University of Alabama, Huntsville (UAH). The course has six sessions that are held Sept 9 – 25 from 5:30 P.M. – 8:50P.M. on Tuesday and Thursday nights. Hopefully, this class will provide the knowledge I need to re-design the NSS Bookstore web pages and other pages on the website.
June 1st was the date for "Cave Minerals of the World" Price Reduction. We’re hoping this price reduction will increase sales. June 1, 2003 – August 31, 2003 – 73 total copies were sold compared to last year, June 1, 2002 – August 31, 2002 – 72 copies were sold. The next membership renewal special flyer should promote "Cave Minerals" and hopefully, the NSS Bookstore Christmas Catalog insert in the October NSS News will increase sales.
In July, I began preparing for Convention 2003, Porterville, California:
- Ordered airline tickets
- Confirmed hotel room
- Reserved rental car
- Prepared packing list of items for Bill to pack and ship via UPS Ground.
- Place database on laptop.
Convention went well! Everything went smooth except I ran out of 2002 Speleo Digest. To improvise, we asked those wanting copies to pay at convention and we would ship them their copy free shipping. We had about 7 members that accepted this offer.
Convention Sales - $7,220.00 – not bad considering we didn’t have any new NSS Publications.
Update on Promoting "Hidden World of Caves"-
David McClurg suggested I try to get "Hidden World" distributed by Quality Books (one of the biggest book distributors in the mid-west). I made contact with Quality Books and filled out the paperwork required by the Title Selection Committee. I submitted applications for "Hidden World," "Caving Basics," "On Rope," "Cave Minerals," and "Speleogenesis." In June, I received word from the Publisher Relations Department that they’ve accepted 30 consigned copies of "Hidden World." To date, zero copies have sold, but at least, we’ve got our foot in the door. Also, I received word from a Publishers Relations Specialist that they rejected stocking the other NSS Publications I submitted because the copyrights aren’t current. They are currently accepting 2002 and 2003 copyrights for all the products they distribute.
Emily Davis of Speleobooks suggested we produce a simple, but nicely designed wholesale sheet just for the National Cave Association (NCA). The flyer should have a special price (50% on anything over 10 copies?). Copies of the book should be provided for every cave attending the NCA conference in October. I think it’s a great idea and so does Colin. We are sending a promo copy of "Hidden World" and a flyer for every cavern NCA member. There are about 100 of them.
Other Bookstore Promotions-
In April, Pennwell Fire Engineering, Tulsa, Oklahoma, requested a review copy of "On Rope" and I agreed. On 9/3/03, they ordered 25 copies.
Equinox, Ltd., Williamsport, Pennsylvania (they stock "On Rope" and "Caving Basics"), contacted me regarding their Outdoor Retail Show. It’s a 3-week event held in August. Equinox wanted to place the NSS logo on their vendor banner. With Colin’s permission, I emailed them an image of the NSS logo and Colin’s suggestion mailed a few NSS membership application and Fragile Underground brochures. This is an opportunity for free advertisement and get the NSS name out there.
Bookstore Sales:
NSS Bookstore Sales 2nd Qtr 2003 Comparison 2nd Qtr 2003
| Month | Orders | Period Total | Month | Orders | Period Total | $ Variance | Order Variance | |
| May 2003 | 163 |
9,840.53 |
May 2002 | 100 |
6,402.83 |
3,437.70 |
63 |
|
| June 2003 | 117 |
6,748.33 |
June 2002* | 324 |
9,979.58 |
(3,231.25) |
(207) |
|
| July 2003 | 152 |
7,386.14 |
July 2002** | 177 |
11,441.14 |
(4,055.00) |
(25) |
|
| Qtr Total | 432 |
23,975.00 |
Qtr Total | 601 |
27,823.55 |
(3,848.55) |
(169) |
*includes convention 2002
**includes SERA 2002
Per Colin’s Request – NSS Bookstore Sales Event Comparison
Membership Renewal Specials Flyer (10% discount on advertised NSS items for those members that renew their membership and purchase any item from the flyer):
Sales to date - $917.20.
New Hardware- I replaced the old battery back-up on the server because the battery was low with a new APC/UPS 750XL battery back-up. Also, placed a APC/UPS 500 battery back-up on my computer; therefore, when end of month is running on my machine, if there is a power surge or power failure, this won’t affect the procedure that’s running.
Training of the new p/t bookstore assistant, DeMicca, is going well. She’s been an asset to the office.
Plans: Prepare for TAG to be held October 9-12, 2003.
Problems: None
Karen Kastning
PO Box 148
Radford, VA 24141-0048
703-639-4666
karen@skyhopper.net
Fall 2003 Report of the NSS Photo Archives Committee
Submitted by Karen M. Kastning
(additional committee member, Ernst H. Kastning)
Plans: Long-term plans: Remains the same: To establish a detailed
database for research purposes. Only a small amount of progress
on this since June - but it remains my primary objective.
Short-terms plans and activity: Work continues to progress (slowly) at putting sleeves on the large-format prints, sorting them into appropriate categories, and filing them.
Progress: Received some donated prints from the Print Salon Committee (from the past few years) and duplicates of this year's award-winning slides from Ray Cole.
Problems: I spoke with several photographers at the convention about donating copies of their work to the NSS Photo Archives. Several people, who had previously said they would be willing to donate 50-100 pieces of their work, stated that they were afraid to do so now, because of the lack of control that they would have on how the NSS is using their work. Many of the cave photographers have severe concerns over what they feel is an abuse by the NSS of their copyrights. This concern was generated by the recent changes in the release form required by the NSS Photo Salon and by the fact that their photographs are being reproduced as electronic images (making them very easy to download). As a result, I was not successful at obtaining ANY new photos directly from any cave photographers this year! On another note, I still need a HIGH QUALITY slide/negative scanner.
Craig Hindman
7600 Pindell School Road
Fulton MD 20759
410-792-0742
ctider@us.ibm.com
Progress: The Museum was set up at convention and seemed to have been well received. There were a lot of inquiries and information gained. Approximately 30 new collections were received.
Plans: Continue pursuing information on the license plate "The Last Frontier for the Pioneer."
Re: getting the Museum online
Carol can create a spreadsheet in .XL, if that will work, I can
take pictures, I can send the above to the IT committee and they
can load it on the web sitewith the text accompanying the
associated item - as my schedule permits
Problems: None
9/25/03