National Speleological Society www.caves.org

Manual

for

Internal Organizations

Grotto

Region

Section

Survey

www.caves.org/committee/i-o/

Prepared by the Internal Organizations Committee of the NSS Table of Contents

How to Use This Manual ...... 3 Internal Organizations and Other Groups...... 3 Obligations and Benefits of Being an NSS I/O ...... 4 Policy for Internal Organizations ...... 4 Contents and Format of a Typical Annual Report...... 7 U. S. Geological Survey Newsletter Exchange ...... 8 Use of Society Logo and Letterhead ...... 8 Reporting Cave Accidents ...... 10 Contemporary Cave Use Study (CCUS) ...... 10 Audio-Visual Library ...... 11 Miscellaneous Documents of Interest ...... 11 Awards, Grants, and Rewards ...... 12 Definitions and Policies for NSS Activities ...... 14 Tax-Exempt or Non-Profit Status...... 16 Policy for Cave Conservation...... 17 ISSN for Publications ...... 17 Congress of Grottos, Rules of Procedure ...... 18 Landowner Relations ...... 20 Dissolving an Internal Organization...... 21 NSS Public Relations Policy ...... 22 NSS Web Page...... 23 I/O E-mail List ...... 23 Types of NSS Membership...... 24 Events Sponsored by the NSS ...... 25 Working with Boy Scout Troops...... 25 Abbreviations and Acronyms ...... 26

Published by the Internal Organizations Commit- tee of the National Speleological Society. This document is not a substitute for the Evelyn Bradshaw and Keith D. Wheeland, Co- constitution and bylaws of your organiza- Chairs tion. It is intended only to help with your relationship with the NSS. It also doesn’t [email protected] explain how to form a chapter since that [email protected] information is only needed at startup. First printing - 2/21/2002 (PDF 8/17/2003) This version updated 11/07/2003

2 How to Use This Manual

The I/O Committee intends to keep this manual at www.caves.org/committee/i-o up-to-date, but for the latest information please You may also contact the Internal Organizations refer to the official NSS documents in the NSS Committee. You will find the address in the NSS Members Manual, at the NSS web site, Members Manual, on the NSS web page, or by www.caves.org or at the I/O Committee web site contacting the NSS. Internal Organizations and Other Groups

Much of the real work of the NSS (Society) is carried speleological interests cover the same general area. out by members working in small, local groups. These Most regions organize at least one annual project, meet- groups are of four types: Chapters (or Grottos), Re- ing, or get-together. Some regions also publish a news- gions, Surveys, and Sections. Each Internal Organiza- letter. tion is chartered by the Society to help carry out the Society’s purposes on a local level. The privileges and Speleological Surveys (Survey). Surveys are Internal responsibilities of Internal Organizations, the criteria Organizations made up of individuals and organiza- by which they are chartered, and the rules they are ex- tions engaged in gathering speleological data in a gen- pected to follow are set out in the Policy for Internal eral geographical area. The primary purpose of a sur- Organizations. vey is to maintain a centralized file for the cave area and to prevent duplication of work among members. The Internal Organizations exist to make Society mem- Copies of maps and information compiled by the sur- bership more meaningful. Each Society member should veys should be sent to the National Cave Files Com- try to become a member of at least one Internal Orga- mittee. nization and take part in its activities. The Society places no limit on the number of Internal Organizations to Special Section (Section). Sections are Internal Orga- which a member may belong. nizations made up of individuals with a specific com- mon interest related to caves. Sections are generally A group of members who wish to form one of the In- nationwide in scope and serve to maintain communi- ternal Organizations described below must first obtain cation among the members. a charter from the Society. The authority to charter In- ternal Organizations has been delegated to the Internal Other Groups: AffinityGroup. Affinity Groups are Organizations (I/O) Committee. not Internal Organizations and do not have the privi- leges and obligations of Internal Organizations. Affin- Chapter (Grotto). Chapters are organizations of So- ity Groups are organizations of at least ten NSS mem- ciety members who live in the same general locality or bers which will foster the NSS goal of fellowship among who share interests through traveling. Most chapters those interested in caves, but, unlike Sections, with are known as grottos. The two words mean the same common interests of their members not directly related thing within the Society. Chapters generally hold regu- to speleology. They will be listed on the NSS web site lar meetings and trips, organize projects, train new and in the Members Manual. The purpose of an affin- members, publish newsletters, and provide social func- ity group must be compatible with the purposes and tions for their members. A special type of chapter, a policies of the NSS. student grotto, can be organized at an educational in- stitution to serve the needs of students, staff, and fac- Activities. The Board has established six categories of ulty at that institution. NSS Activities. These Activities are not Internal Or- ganizations but are intended to help members promote Regional Association ( Region). Regions are Internal the purposes of the Society. Each is further defined in Organizations made up of grottos, sections, surveys, Definitions and Policies for NSS Activities described and individuals in a general geographical area. The pur- elsewhere in this document. The categories are Expe- pose of a region is to maintain communication among dition, Project, Conservation Task Force, Study Group, Internal Organizations and isolated members whose Conservancy, and Non-Research Project.

3 Obligations and Benefits of Being an NSS I/O

Obligations: A grotto must maintain at least five NSS I/Os may not engage in any activity which is detrimen- members who claim its organization as their Primary tal to speleology, conservation, safety, or the best in- Affiliation. Even though a NSS member may belong terests of the NSS. to multiple organizations within the NSS, they may claim only one as their Primary Affiliation. This is done Benefits: I/Os shall, upon request, receive one com- by each member informing the NSS office of his or plimentary copy of each issue of the NSS News and the her Primary Affiliation. A Section must have at least Journal of Cave and Karst Studies. 10 NSS members as members. A Region must have at least two other NSS I/Os as members. I/Os are entitled to representation at the Congress of Grottos (COG). All those in leadership positions (as defined by the I/O Constitution and By-Laws) must be NSS members. I/Os are entitled to send a non-voting representative to any meeting of the Board of Governors for the purpose I/Os must submit an annual report to the Internal Or- of presenting or discussing matters relating to the or- ganizations Committee, at a time and place designated ganization. by the Committee. I/Os are encouraged to keep their information up to date as changes occur. I/Os are entitled to receive the monthly administrative mailing on paper or by e-mail. I/Os must submit two copies of each publication to the NSS Library. I/Os may receive assistance from the NSS such as cave location data, slide shows, library materials, and exhi- I/Os must submit two copies of each publication to the bition materials to aid in the activities of your organi- Cave Files Committee. zation.

I/Os are encouraged to submit a copy of each publica- I/Os will be listed in the annual printed issue of the tion to the U.S. Geological Survey. Members Manual and will be listed on the NSS website.

I/Os must cooperate with the NSS in establishing sound I/O status: I/Os may be classified as active or inac- conservation and safety practices, and assist in or carry tive. An I/O is active if it has fulfilled the obligations out other activities which further the purposes of the listed above. Only then is it entitled to the benefits listed NSS. above.

Policy for Internal Organizations

1. The Purpose of Internal Organizations of the Na- officer of the new organization. tional Speleological Society shall be to promote inter- est in and to advance in any and all ways the study of B. An application in duplicate bearing the sig- Speleology and to promote fellowship among those natures of the charter members indicating interested in it. which are members of the NSS. In the case of regions and surveys this will include the names 2. Internal Organizations may be chartered upon sub- of charter member organizations. mitting the following documents to the Internal Orga- nizations Committee: C. A brief history of the organization.

A. An acceptable Constitution and Bylaws D. Other information requested by the Inter- showing the date of adoption and signed by an nal Organizations Committee.

4 3. Every Internal Organization shall have complete free- 2. At least five members of a Student dom of action in its organization and fiscal policies, Grotto or College Outing Club must except that no Internal Organization shall engage in be members of the Society. In the Stu- any activity which is detrimental to speleology, con- dent Grotto, all officers or members servation, safety, or the best interests of the National of a governing body of the Student Speleological Society. Such activity is sufficient cause Grotto must be members of the Soci- for revocation of the organization’s charter by the Board ety. In a College Outing Club, the cav- of Governors. ing chairman must be a member of the Society and will be responsible for 4. The membership of Internal Organizations should communication with the Society. conform to the following requirements: 3. The formal name of a Student Grotto A. Membership in grottos or chapters shall shall indicate that such organization is consist of at least five members of the Society. a Student Grotto (or Chapter). Membership in regions shall consist of at least two active Internal Organizations. Membership 4. The formal name of a College Out- in sections shall consist of at least ten mem- ing Club meeting the requirements set bers of the Society. To maintain active status a forth herein may indicate that such grotto must include at least five active NSS organization is an Internal Organiza- members with primary affiliation with that tion of the National Speleological So- grotto. ciety.

B. Full membership in Internal Organizations 5. Regions and Surveys shall accept and retain as mem- shall be open only to members of the National ber organizations only Internal Organizations of the Speleological Society. National Speleological Society or groups which intend to become Internal Organizations within a reasonable C. Internal Organizations may, at their option, length of time. Regions and Surveys may include “co- have members who are not members of the So- operating organizations,” organizations not associated ciety and who are limited to a year or less on with the Society, which are not full members of the this status. Non-NSS members of Internal Or- Region or Survey but which may take part in all its ganizations may not hold office or serve on a acitvities. governing body in the organization or count toward representation in the Congress of Grot- 6. Each Internal Organization shall have the following tos. responsibilities to the Society:

D. “Student Grottos” and “College Outing A. They shall submit an annual report to the Clubs”, exempt from requirement B above, Internal Organizations Committee, containing may be chartered at a recognized college or a list of the members of the organization which university. In addition to all other requirements notes who is an NSS member and claims this and benefits in this policy, the following spe- organization as their IO, a list of the cial requirements shall apply to Student Grot- organization’s officers with their respective tos and College Outing Clubs: NSS numbers and mailing addresses, identify two organization members who are to be listed 1. Membership in either shall be open in the NSS Members Manual as contacts, the to Society members and non-Society mailing address, meeting date and location of members provided the latter are stu- the organization, and whether copies of the dents, faculty, or staff members at the organization’s publications are being submit- college or university with which the ted per Section C of this Paragraph. The com- Student Grotto or College Outing Club mittee may request additional information, but is affiliated. the completion of it must be labeled as optional. Reports must be submitted prior to a date set by the Committee. 5 B. In formal usage and in the event of incorpo- inactive. Active organizations will be those organiza- ration, append to its name the words “... a Chap- tions which have fulfilled the requirements of para- ter (Regional Association, Speleological Sur- graph 6. Only active organizations may receive the vey, Special Section) of the National Speleo- benefits listed in paragraph 7. logical. Society.” In the event that one of the above terms is used in the name, only t h e 9. Occasionally a group may request a grotto or chap- words “...of the National Speleological Soci- ter charter in an area where a chapter already exists. ety” need be used. The Society does not encourage the formation of addi- tional chapters in an area where one already exists, so C. Two copies of each publication (if any) shall these applications will be handled according to the fol- be submitted to the Society Library. At least lowing guidelines: one copy and preferably two copies shall be furnished to the Society Cave File Committee Unless it is obvious that the new group has been and it is recommended that one copy be fur- in contact with the existing grotto(s), they will nished to the U.S. Geological Survey. be referred to the existing grotto(s), and the existing grotto(s) will be informed of the in- D. Each Internal Organization shall cooperate quiry from the new group. The new group will with the Society in establishing sound conser- be informed of our reluctance to charter an- vation and safety practices, and assist in or other grotto in the same area, and the existing carry out other activities which further the pur- grotto(s) will be asked to contact the new group poses of the Society. and invite them to participate in their activi- ties. If, after a reasonable time, the Internal 7. All Internal Organizations which comply with the Organizations Committee feels that the grotto provisions of this policy shall have the following privi- chartering is justified, the chartering may pro- leges accorded to them: ceed.

A. Each Internal Organization shall, upon re- Footnote to 4-1): A College Outing Club is defined as quest, receive one copy of each issue of the any organization which regularly engages in more than NSS News and the Journal. one outdoor activity and which is recognized as a stu- dent activity by a college or university. B. Internal Organizations shall be entitled to representation at the Congress of Grottos in ac- cordance with established rules of that organi- zation.

C. Any Internal Organization will be permit- ted a non-voting representative at any meeting of the Board of Governors for the propose of presenting or discussing matters relating to the organization.

D. Each Internal Organization shall receive the monthly administrative mailing.

E. Each Internal Organization may receive as- sistance from the Society such as cave loca- tion data, slide shows, library materials, and exhibition materials to aid in the activities of the organization.

8. Each Internal Organization shall be classified by the Internal Organizations Committee as being active or

6 Contents and Format of a Typical Annual Report (Note: This is an example. The I/O Committee will send detailed instructions each year.) Required:

I/O Address: The official mailing address of the amended document(s) to the I/O Committee at the I/O, and its e-mail address, if any. your earliest convenience. If it’s a minor change, you may send just the change. Leadership: A list of each member on the deci- sion making body as defined by your Constitution Optional: and By-Laws. The list should include the person’s name, position held, and NSS number. (Persons NSS Publications: Your I/O is entitled to re- on the decision making body must be NSS mem- ceive one complimentary copy of each issue of the bers.) NSS News and one copy of each issue of the Jour- nal of Cave and Karst Studies. Please let us know Grotto Meeting Information: The day of if you want the News and if you want the Journal. the month, time, and place where the grotto meets. (If meetings are held on an irregular basis, you may I/O URL: The URL of your I/O web page if any. enter “Check with contact”).

Contacts: Two persons (living in separate house- Grotto States: Your grotto may be listed in holds) whom other cavers can contact to find out multiple states in the NSS Members Manual and information concerning the I/O. Include name, on the NSS website. phone number/s, and e-mail address. Where and When to Submit The Report: Membership Roster: Grotto & Section; A list of members that shows the name and NSS num- Near the end of each calendar year the I/O Com- ber of each. Region: A list of NSS I/Os that are mittee will notify each I/O and provide instruc- members of the Region. The list may include ad- tions for filing the report. ditional information as long as the above items are included. How to Submit the Report:

Publication: The title of any regular I/O publi- You may submit the report by web-entry, e-mail, cation, and the the number of issues published dur- or regular mail. ing the past year. We also need to know that you have complied with the NSS publication policy E-mail: The information may be included in the e- mail message, or attached as files. which reads as follows: Two copies of each publi- cation (if any) shall be submitted to the Society Li- brary. At least one copy and preferably two copies Regular mail: The information may be sent as a shall be furnished to the Society Cave File Commit- printed report. tee and it is recommended that one copy be fur- nished to the U.S. Geological Survey. NOTE: The information requested may change from year to year depending upon the needs of the Constitution & By-Laws: If your I/O has NSS. made a change to the Constitution or By-Laws since your last report to us, please send a copy of

7 U. S. Geological Survey Newsletter Exchange

There is an arrangement with the Library at the U. S. U.S.G. S. Library National Center Geological Survey (USGS) whereby they receive grotto MAIL STOP 950 and regional newsletters that contain some material of 12201 Sunrise Valley Drive permanent reference value and, in return, the grotto or Reston VA 20191-5603 region is entitled to receive free topographic quadrangle maps for use in their projects. As a rough guide it is Communication in May 1998 with Tim O’Meara in reasonable to request as many maps as you publish is- the Exchange and Gifts Division of the Geological sues. In any case, please request maps several at a time, Survey confirmed that this agreement is still in ef- rather than singly. Requests should make reference to fect. However, if a request for topographic maps is this exchange agreement and must be signed by a grotto sent to the Branch of Distribution where regular paid officer. All maps are to be considered grotto property, orders are filled, that Branch does not provide mate- and should not end up in the permanent possession of rial on exchange and cannot honor requests. Be sure an individual who was in charge of the project. to send requests to the above address and not to the distribution branch in Arlington, Virginia. Because of a critical shortage of shelf space, the USGS may have to deny the exchange agreement with some Requests should always be reasonable. The Chief Li- newsletters that contain material such as cartoons, brarian twice had to refuse exorbitant requests (in both jokes, and puzzles, which are of little permanent value. cases for more than 400 maps). As an example, a group that regularly publishes a bi-monthly newslet- All exchange newsletters, requests for maps, and other ter might request a half dozen maps a year. correspondence should be addressed to:

Use of Society Logo and Letterhead

8 Symbolic devices of the Society shall be sold only to would like to complement your grotto for the good work Society members and Internal Organizations by the you have ... “ NSS office or by a delegated representative of the So- ciety and may not otherwise be purchased for resale. An official statement does not, of course, have to have been formally approved by the group. Often the writer The use of the NSS name, initials, and/or logo is sub- will understand perfectly well what the NSS position ject to the control of the Executive Committee. is on an issue is and can write a letter without making it look like a personal opinion. Internal Organizations in good standing may use the NSS name, initials, and/or logo on letterheads or news- “The NSS Library thanks you for the donation of . . letters, when it is incorporated as part of a broader de- Anyone using NSS letterhead is responsible to the So- sign identifying the Internal Organization, without the ciety for things that are not clearly identified as per- approval of the Executive Committee. sonal opinions, however.

Logo. The logo shown here is the official logo of the Society letterhead should be used for all correspondence NSS and will be used by the Society for official pur- with people or organizations outside the Society. It poses. Members and NSS groups may continue to use should be used for all non-routine correspondence with any of the earlier traditional versions of the original Society members or internal organizations, when that for ceremonial and non-official purposes if they wish. correspondence is conducted to further the goals and activities of the position the writer holds. In order to Letterhead. The Society office maintains a supply of save money, the letterhead should not be used for rou- official NSS letterhead stationery which may be used tine correspondence among Society officers, directors, by directors, officers, society employees, and commit- or committee chairmen. tee and commission chairmen. Internal Organizations, projects, study groups, and conservation task forces Board members and chairmen of committees and com- may use NSS letterhead for specific purposes if autho- missions pursuant to this policy may write to the of- rized by the relevant NSS officer, committee, or com- fice for a supply of letterhead stationery. A member of mission. These latter groups should ordinarily, how- a committee or commission should request a supply of ever, use their own letterhead, which may prominently stationery through his chairman. A group with a large display their association with the Society as provided need for stationery may receive permission from its by our standing policies on those groups. Society officer to print its own supply, including n iden- tifying line. A copy of this policy should accompany The NSS letterhead is provided to these people solely any distribution of official letterhead. because of the Society position they hold. It is to be used only to further the goals and activities of that po- It is not appropriate to use photocopied letterhead. Im- sition. It is not intended for personal use. portant official correspondence, especially that going outside the Society, should be the real thing. The actual Society group using the letterhead should be identified prominently at the top of the paper (not Recipients of correspondence who belong to organiza- just as part of the writer’s signature). This can be done tions that are rule-bound and bureaucratic, such as gov- by typing the name of the committee or whatever cen- ernment agencies and large businesses, may interpret tered just below the Society name. It an also be done anything on letterhead stationery as an official state- by typing the group name as the first line of the return ment, no matter how clearly the writer states that it is a address. personal opinion. Writers should take this into account when stating personal opinions, especially those that Any letter written on NSS letterhead should clearly state may conflict with some Society goals or policies. While who is responsible for the contents It should be clear a writer may want to state his position in the Society to whether or not the letter is an official statement of the help establish his qualifications to comment on the sub- group or a personal statement of the writer. “The Board ject of the letter, it is not necessary to use Society let- o Governors has directed me to inform you of . . .” “I terhead to do that.

9 Reporting Cave Accidents

Members of the NSS can assist in the ongoing collec- A full description of what happened, with events lead- tion of information about accidents incurred in caving, ing up to the accident (or nearaccident), what local whether or not Society members are involved. This weather conditions were, what conditions in the cave information is regularly summarized statistically and were, what the area of the cave where the accident oc- many of the incidents are narrated in an NSS publica- curred was like. What was the nature of and extent of tion, Caving Accidents, with critical analyses, in the the injuries sustained? How did the accident occur? hope that through knowledge and greater care the num- Analysis of main cause and what were contributory ber of serious accidents can be reduced. The informa- causes (such as physical condition of caver, equipment, tion should be sent to the editor of Caving Accidents, clothing, weather, etc.). either directly or in care of the national office of the NSS. Save and submit accounts of incidents that ap- What might have been done to prevent the accident? pear in newspapers, magazines, and newsletters, as well as provid ing a general account. Eyewitness stories are What about rescue? Was self-rescue carried out suc- useful. cessfully by victim and party with victim? Were oth- ers called and who? Details of rescue procedures. Be sure to record the following in an account: Was this reported by the press or other media? Please Date, day of week, time of day. describe and/or provide copies. Location: name of cave, county, state. Name of person reporting and address. How was landowner relations affected? Name(s) of person(s) involved in the incident, with age, sex, experience, affiliation(s).

Contemporary Cave Use Study (CCUS)

For as long as people have been going into caves, they Committee with letterwriting to persons in the Virginia have typically wished to leave behind some memento Region area who wrote the NSS for caving informa- of their passage. A visit to a very popular and acces- tion. These registers quickly became another resource sible cave and an inspection of the graffiti on the walls of names of prospective NSS members. will attest to this fact. The “register project,” as it is often called, is currently Somewhere along the time line, cavers began taking an official NSS study committee reporting to the NSS cave registers underground containing pages on which Administrative Vice-President. Its chairman can be visitors could record their names and any other infor- found at the NSS web site or members manual. mation they wished (often the date of the visit was shown and perhaps some reaction to the appearance of If your grotto (or region or survey or section) would the cave). like to participate in the Contemporary Cave Use Study, communicate with the chair of the committee. Ask the In the 1970s when I began visiting wild caves with chair for descriptive material about CCUS and what grotto members in Virginia, a well designed program types of help the Committee can use and what com- was under way to collect information about cave visi- mitment of time and energy are expected. Chances are tors and derive statistics about cave visitation in part that there are caves in your caving area that need regis- as a guide for management policy. Not only were names ters although, as the chair says, “Not every cave in the and addresses secured, but other questions gave the U.S.A. should have a register, only unique ones where researcher some clues as to the level to competence of the register will have some practical use.” the visitor I had been helping the NSS Membership

10 Audio-Visual Library

One of the services NSS provides is a lending library The new carousels with 140 slots or the like are fine of slide shows, movies, and video tapes on cave-related with slim plastic slides but not with thicker ones. topics. Write to the NSS office for a listing of what is currently available, costs, and other pertinent informa- The quality of the shows may vary but remember that tion. some of these have historical significance. Others may have been done more for fun than anything else. There is a small rental fee to cover postage both to and from users, and upkeep costs of replacing worn slides, We are informed that today many libraries or other fa- mailing packages, etc. The AudioVisual Program can cilities for holding meetings may be able to provide operate more efficiently if borrowers return slide shows VCRs for showing videotapes, slide projectors, and in good order and movies and videos rewound. projection screens. Check this out if you meet in such a place. Or arrange to meet in a home with a spacious If you have to put the slides into a special tray to ac- family room and a VCR when you plan a videotape commodate to your equipment, try to keep them in or- program. der when packaging to return. If there is a script to read (some shows have cassette narration as well but All NSS members can help improve the AudioVisual not all), see that it does return with the show. If you Library by volunteering to contribute new slide shows notice that some particular slide is missing or needs to about caves that you have visited. If one of your friends be remounted (Jams or fails to drop etc.), it would help shares an especially fine presentation, suggest corre- to send the librarian a special note so she can tend to spondence with the office about arrangements for a the difficulty before the show goes out again. Your duplicate copy for NSS (if you finance it it would be a cooperation will mean a lot; we are all volunteers to- tax deductible donation). We could also benefit from gether. tips as to good cave movies available from other sources, as the cost of most films prevents NSS from Incidentally, experience has shown that many of the buying many of them. But members could be told where thicker glassmounted slides are less likely to fail to such films are available for rental. drop when a carousel holding 80 or fewer slides is used.

Miscellaneous Documents of Interest

The I/O Committee, through Evelyn Bradshaw, has ac- How to Start and Maintain a Grotto cumulated many documents over the years which may be of interest or help for your organization. This is a Landowner Legal Liability partial list of documents. To receive a copy of any of Convention as a Caving Opportunity these documents, please contact the Chair/s of the I/O Committee. Finances for I/O’s

How to have a Healthy Grotto A Ridgewalking Primer

Kids and Caving Conservation Projects for Grottos

Tips for Building a Successful Grotto The NSS Convention: A Microcosm of the Caving World Cave Files Policy Caving 101: An Educational Program for the Year

11 Awards, Grants, and Rewards

Awards are announced and presented during the an- actions their dedication to the goals of the Society or nual NSS convention. The nomination process starts the Society itself. Recipients must have been mem- in the fall; watch the NSS News for announcements. bers in good standing of the Society for at least two Please note that you must make the nominations. If years immediately prior to their names being submit- your members wish to recommend someone who de- ted as candidates. serves recognition, it is never too early to research the person’s qualifications and prepare a nomination. James G. Mitchell Award. This award was estab- lished to provide a sum of cash for the best scientific Internal Organizations may also wish to establish their paper presented at any of the sessions of the annual own internal program of recognition. convention by a member (or members) of the Society age 25 or younger. Papers shall be evaluated prima- Only living people shall be selected for Society awards. rily on how well they exemplify sound methods of sci- entific research and presentation, and secondarily on (Note: The annual Members Manual identifies NSS their contribution to knowledge. awards received by members after the NSS number.) Conservation Award. This award is given each year William J. Stephenson Award for Outstanding Ser- to an individual who, through specific actions, has dem- vice. One Outstanding Service Award is given each onstrated an outstanding dedication to the cause of cave year to a member of the NSS for outstanding service conservation. to speleology and the NSS. Honorary membership is conferred upon receipt of this award. Equal with the Peter M. Hauer Spelean History Award. This an- Honorary Membership, this award constitutes the high- nual cash award is presented to an individual or group est award of the Society. engaged in an outstanding spelean history research project. Honorary Membership. One Honorary Membership is given each year to a member of the NSS for out- Certificate of Appreciation. Certificates of appre- standing contributions to the field of speleology. The ciation may be awarded by the President of the Soci- award confers life membership in the Society. Equal ety to people or organizations that have, by specific with the William J. Stephenson Award for Outstand- action, furthered the goals of the Society. ing Service, this award constitutes the highest award of the Society. Science Award. This award is presented annually to recognize one NSS member who, over time, has dem- Lew Bicking Award. This award recognizes an indi- onstrated outstanding dedication to the scientific study vidual NSS member who, through specific actions, has of caves. The recipient must have been a member in demonstrated a dedication to the thorough exploration good standing of the Society for at least two years im- of a cave or group of caves. The recipient must have mediately prior to the name being submitted as a can- been an NSS member in good standing for at least two didate. years immediately prior to being submitted as a can- didate. A cash award accompanies this recognition. Spelean Arts and Letters Award. This award is pre- sented annually to recognize one NSS member who, Certificate of Merit Several Certificates of Merit may over time, has advanced spelean arts and letters by sig- be awarded each year for specific accomplishments in nificant artistic expression, management, or criticism. cave exploration, study, conservation, or for other ac- The recipient must have been a member in good stand- complishments which further the goals of the Society. ing of NSS for at least two years immediately prior to Certificates may be given to individuals, jointly to no the name being submitted as a candidate. more than three individuals, or to organizations. NSS Young Investigator Award. This award recog- Fellow of the Society. Recipients are NSS members nizes an outstanding research proposal by a member who, over a number of years, have exemplified by their of the Society less than 22 years of age.

12 NCA Best Paper on a Show Cave Award. The Na- Conservation Committee Grants. The Conservation tional Caves Association presents this award for the Committee is authorized to spend up to $3,000 annu- best paper related to a show cave given by an NSS ally from the Save-the-Caves Fund to make grants of member at the national convention. The winner is cho- up to $1,000 to Internal Organizations, Conservation sen at the convention by a committee consisting of Task Forces, Conservancies, or individuals for specific NCA members and one member of the NSS Awards projects, including the scientific investigation of cave Committee. conservation problems, speleological research that will directly contribute to cave conservation, and the solu- Ralph W. Stone Research Grant. Pursuant to the tion of environmental problems in karst or pseudokarst agreement with the National Speleological Foundation, areas. Recipients of these grants shall submit written an annual grant, known as the Ralph W. Stone Re- reports to the Society as stipulated by the Chairman of search Grant, consisting of $1,700.00 will be given to the Conservation Committee. a graduate student preparing a thesis on a speleologi- cal subject. The only obligations required of the re- Cave Vandalism Deterrence Reward. The NSS Cave cipient will be that credit will be given to the Society Vandalism Reward is established to provide an incen- when the work is published and a copy of the publica- tive for individuals or groups to become involved in tion will be given to the NSS Library. deterring cave vandalism by enforcing laws and pros- ecuting cave vandals. Other Grants. The Research Advisory Committee will make available funds for appropriations to a qualified The minimum reward is $250 and the maximum $1000. individual or groups for speleological investigation. A Primarily, larger awards will be paid to qualifying per- qualified individual or group is a member, group of sons who provided information that leads to a signifi- members, grotto, or region which has petitioned the cant judicial decision, resulted in significantly increased Research Advisory Committee for financial support in public respect for the cave and karst environment, re- a specific speleological investigation and received the sulted in significantly increased public understanding approval associated with speleological investigations. of the desirability of cave and karst environmental con- All equipment and unexpended supplies purchased with servation, or otherwise significantly contributed to fur- funds from this appropriation will be the property of thering the mission of the NSS. the NSS. Qualified individuals or groups supported in speleological investigation by this appropriation will Larger awards may be paid to qualifying persons who submit to the Society written reports as stipulated by provided information that required significant personal the Research Advisory Committee. The Committee has risk or sacrifice, or demonstrated exceptional resource- the following additional duties: (1) Offer scientific and fulness, creativity, or persistence. technical assistance to various research projects cur- rently in the Committee’s program and/or sponsored Funds. The Ralph W. Stone Research Fund, James G. by other committees of the NSS, (2) Inventory fields Mitchell Fund, Lew Bicking Fund, and Peter M. Hauer where research has been underway and delineate sub- Fund are memorial funds managed by the national Spe- jects where new or continued research is required, (3) leological Foundation. The monetary awards given Offer necessary assistance to potential researchers in- from these funds are based on donations to the funds. terested in the related fields of speleology, and (4) Pre- pare an Annual Scientific Report of the NSS which would cover research projects sponsored or conducted by the Society within the calendar year covered by the report. The Scientific Report would briefly discuss ar- eas of needed research and other pertinent topics in addition to reporting on research projects undertaken within the period covered by the report. This report will be published.

13 Definitions and Policies for NSS Activities

Certain activities by groups of Society members that NSS. The basic objectives of a conservation task force promote the purposes of the Society may be designated are the investigation of one or more cave conservation as official Society functions. The activities described problems, the reporting and publicizing of their find- in this policy, while they consist of Society members, ings and conclusions, the developments of recommen- are not Internal Organizations of the Society by this dations for local or national action, and implementing designation. They will be known collectively as “NSS suitable action to resolve the problem. A conservation Activities.” The names of some of these activities are task force is organized to address a specific defined widely used generic terms. It is to be understood that problem. The task force is expected to be dissolved this policy refers only to such activities specifically when the problem disappears, is resolved, or becomes recognized by the Society. These activities and the moot.. policies relevant to them are as follows: Conservancy. A group of individuals or organizations NSS Expedition. A trip to a remote area with the goal dedicated to cave conservation and having as one of its of substantial original exploration or discovery may goals the acquisition, lease, and management of caves be designated a National Speleological Society Expe- and karst properties may be designated a Conservancy dition. The trip purposes, plans, and leaders must all of the NSS. be approved by the Board of Governors ofthe Society in advance. NSS Study Group. A group of members or an exist- ing Internal Organization of the Society may be desig- NSS Project. A research project concerning a cave or nated a Study Group of the NSS if its scientific or tech- cave area instigated by members or internal organiza- nical goals would be advanced by such a designation. tions of the Society that is expected to continue for Study Groups are not Internal Organizations (such as months or years may be designated a National Speleo- grottos). Study Groups generally have broader and logical Society Project. longer-range goals than NSS Projects.

Conservation Task Force. A group of Society mem- Policies. The following policies may apply to NSS ac- bers, or an existing internal organization of the Society tivities: may be designated a Conservation Task Force of the

Activities and how they are processed

Activity Arrangements Made by Designation Conferred by Expedition Exploration Committee Board of Governors Project Research Advisory Committee Research Advisory Committee Conservation Task Force Conservation Committee Conservation Committee Study Group Research Advisory Committee Research Advisory Committee Conservancy Cave Conservancies Committee Board of Governors Non-Research Project --- Board of Governors

Other committees will be consulted as necessary. The committee having responsibility for each type of NSS Activity will establish suitable procedures and determine the format and content of an application.

14 Definitions and Policies for NSS Activities (Continued)

1. Each NSS Activity may identify itself as “The 7. The designation ofthe above NSS Activities shall [chosen name] ... [Conservation Task Force, etc.] terminate upon the submission of a final report, of the National Speleological Society.” It may in- the completion of the group’s purposes, dissolu- corporate at its own discretion. tion of the group, petition by the group for termi- nation, or determination by the Board of actions 2. Except for conservancies, all members of the or- contrary to Society policy. The entity which con- ganizing body of such NSS Activity (committee, ferred the designation (Board or committee) may board, officers, etc.) must be members of the Soci- terminate it upon evidence of inactivity. ety. All officers of a conservancy must be mem- bers of the Society. 8. Policies and plans of NSS Activities will be estab- lished by cooperation between the group and the 3. Any group seeking an official designation as a officers of the Society. The separate and indepen- Society Activity should bring its request to the dent nature of conservancies is recognized, al- Board through the appropriate committee of the though those groups may bring problems to the Society. The authority to make certain designations Board for arbitration if they wish. has been delegated by the Board to committee dis- cretion as noted elsewhere in this section. Expedition Criteria 4. Any NSS Activity may raise funds in any manner consistent with the purpose and practices of the An NSS-sponsored expedition is a field project involv- Society, but normally through voluntary contribu- ing a team effort of significant, sustained, continuous tions, group membership dues, equitable distribu- duration with specified objectives which address at least tion of expenses associated with the Activity, fees one of the following topics: for goods and services, etc. The Society cannot acknowledge or otherwise verify donations made A. Original subterranean exploration leading to sub- to NSS Activities unless the donations are received stantial new knowledge of a given region or cave sys- by the Society office or treasurer and recorded in tem. the Society books. B. Scientific field research leading to substantial new 5. The Society shall have no legal or financial obli- knowledge of the process of formation, the indigenous gation to such NSS Activities unless established fauna and flora, the history and ecology of a cave sys- by contract. Likewise no NSS Activity shall have tem or karst region, and the performance and behavior legal or financial obligation to the Society other of man in the subterranean environment. than that established by this policy. The Society may, through its regular procedures, be the recipi- C. Field testing of new apparatus and techniques which ent of contributions designated for use by any of offer significant promise for extending the capabilities the above Activities and may make awards and of subterranean explorers and researchers. grants to these groups. How many NSS members should be on an NSS-spon- sored expedition? Hard and fast rules should not apply 6. Each NSS Activity will report frequently (at least since it is possible that the NSS could receive substan- annually) or at the completion of an expedition, or tial rewards merely from having one NSS member on project, to the Society membership through the a multinational expedition. However, expeditions com- sponsoring committee. Interim reports to the com- prising a majority of NSS members will receive prior- mittee or the Board may be requested. Significant ity consideration. accomplishments or results by an Activity should be submitted to the editor of the News or Journal for possible publication.

15 Definitions and Policies for NSS Activities (Continued)

In addition to the above, the applicant expedition should tion. More complete documentation of the expedition promise the following: would, of course, be welcome in the NSS Journal.

A. The NSS will be recognized as a sponsoring institu- C. The name of the NSS or the NSS official sponsor- tion in any publications resulting from the expedition. ship status is not to be used in any manner which would detract from the professional standing of the Society. B. The NSS will receive a written report on the find- It will be the responsibility of the Exploration Com- ings of the expedition for publication in the NSS News mittee to assure the applicant expedition abides by the within one calendar year of the return of the expedi- rules listed above.

Tax-Exempt or Non-Profit Status

The NSS is a tax-exempt corporation under the provi- purposes of the NSS, the Internal Organization status sions of IRS 501 (c)(3). can be continued with the NSS.

Internal Organizations of the NSS are not tax-exempt A number of Internal Organizations have been classi- just because of their affiliation with the NSS. fied as tax-exempt after filing an application with the IRS. If an I/O is considering a major project which may re- quire funding beyond what it reasonably expects to The application could reasonably point out that the I/O raise, it may petition the NSS to approve the project as has the same purposes under its constitution and by- an NSS Activity. (See Definitions and Policies for NSS laws as the NSS which was granted the tax-free status. Activities elsewhere in this manual.) All funds would The application should select the classification of “edu- flow through the NSS into the project. Tax-free dona- cational” or “scientific” depending upon the overall tions would be made to the NSS which, in turn, would goals of the I/O. reimburse the project. There is a non-refundable fee to file the application. An Internal Organization may independently apply for tax exempt status. As long as the constitution and by- Before attempting to file, you may want to check with laws are not changed to conflict with the goals and other I/Os that have gone through the process.

16 Policy for Cave Conservation

The NSS believes: That caves have unique scientific, Scientific collection is professional, selective, and mini- recreational, and scenic values; That these values are mal. The collecting of mineral or biological material endangered by both carelessness and intentional van- for display purposes, including previously broken or dalism; That these values, once gone, cannot be recov- dead specimens, is never justified, as it encourages oth- ered; and that the responsibility for protecting caves ers to collect and destroys the interest of the cave. must be assumed by those who study and enjoy them. The Society encourages projects such as: establishing Accordingly, the intention of the Society is to work cave preserves, placing entrance gates where appro- for the preservation of caves with a realistic policy priate; opposing the sale of speleothems; supporting supported by effective programs for the encouragement effective protective measures; cleaning and restoring of self discipline among cavers; education and research overused caves; cooperating with private cave owners concerning the causes and prevention of cave damage; by providing knowledge about their cave and assisting and special projects, including cooperation with other them in protecting their cave and property from dam- groups similarly dedicated to the conservation of natu- age during cave visits, and encouraging commercial ral areas. cave owners to make use of their opportunity to aid the public in conservation education. Specifically: Where there is reason to believe that publication of All contents of a cave, formations, life, and loose de- cave locations will lead to vandalism before adequate posits are significant for its enjoyment and interpreta- protection can be established, the Society will oppose tion. Therefore, caving parties should leave a cave as such publication. they find it. They should provide means for the removal of waste; their marking to a few, small, and removable It is the duty of every Society member to take personal signs as are needed for surveys; and, especially, exer- responsibility for spreading a consciousness of the cave cise extreme care not to accidentally break or soil for- conservation problem to each potential user of caves. mations, disturb life forms or unnecessarily increase Without this, the beauty and value of our caves will the number of disfiguring paths through an area. not long remain with us.

ISSN for Publications

There is a global program to facilitate the identifica- publication may have a number assigned by the Li- tion of serial publications by assigning to them a unique brary of Congress, National Serials Data Program. The identification number. assignment is free and there is no charge for its use.

This number is called the International Standard Serial If the name of the newsletter is changed after the as- Number (ISSN). An I/O that publishes a regular serial signment of the number, a new number must be ob- tained.

17 Congress of Grottos, Rules of Procedure

Brief Description of Congress of Grottos from the NSS E. Any collection of eight or more NSS mem- Bylaws.There shall be a congress held at least once a year bers who are not members of a Grotto may re- for the purpose of affording the membership an opportunity ceive representation according to the same to present their views on all problems relative to the opera- schedule as for Grottos with the provision that tion of the Society. the NSS members have designated no Primary (1) The Congress shall provide for representation Affiliation in the NSS database. of both internal organizations and individual mem- bers and shall be conducted in such a manner pre- IV. scribed by the Board of Governors until formal rules A. The COG shall be composed of delegates for governing are adopted by the Congress itself. who are members in good standing of the NSS. (Such rules were adopted in 1969.) B. Each I/O and grouping of NSS members (2) The Congress shall have the power to pass reso- may appoint any number of delegates up to a lutions; which resolutions must be considered by the Board of Governors at its next regular meeting. maximum of the number of votes to which it is entitled. (3) The Congress shall meet at the annual conven- tion and at such other time as its rules may pro- C. I/O’s may, in order to ensure their repre- vide. sentation at COG, appoint as delegates prox- ies who are not members of the I/O, provided written authorization is presented. Rules of Procedure for the COG D. In the event that delegate and proxy meth- I. The name of this organization shall be the Congress ods are not possible, votes may be submitted of Grottos of the National Speleological Society. in writing to the Chairman of the COG. If, dur- ing the course of discussion on the floor, a reso- II. The Congress shall meet each year during the an- lution is amended so as to change its original nual convention of the NSS. intent, the written vote will not be cast.

III. Representation at the Congress of Grottos (hereaf- E. Delegations need not cast their votes as a ter referred to as COG) shall be determined in the fol- unit but may split the vote so as to indicate the lowing manner: desires of the membership. Grottos may in- A. Each Grotto (Chapter), Section, Regional struct their delegates how to vote or may al- Association, and Survey shall be entitled to low them discretionary voting power. representation according to the following F. Distinctive placards will be provided, bear- schedule, two votes for 5-15 NSS members, ing the name of the I/O and the number of votes three votes for 16-25 NSS members, four votes to which it is entitled. for 26-35 NSS members and so on. G. Voting shall be done initially by the show B. In determining the number of votes to which of placards. The Chairman may, at his discre- an Internal Organization (I/O) is entitled, no tion or upon the request of any delegate, call NSS member may be counted as a member of for a roll call vote. more than one I/O. V. Any NSS member may attend the COG to express C. The NSS membership database shall be used his views and shall be entitled to speak if recognized to determine representation. by the Chairman.

D. Each I/O is entitled to a minimum of two VI. The Board of Governors of the NSS are requested votes. to attend COG, as observers, to be advised of the views

18 of the membership. Delegates may address questions C. The Issues Committee shall, in correspon- to the Officers regarding their department if it is ger- dence with the proposer of a resolution, estab- mane to the discussion. lish clarity of the wording of a resolution, con- sistency of a resolution with the Constitution, VII. The COG shall elect a Chairman of the COG to Bylaws, and Acts of the BOG of the Society, preside at meetings of the COG during his term of of- and shall resolve conflicts or overlaps between fice, and also a Vice-Chairman. resolutions submitted. A. The Chairman and Vice-Chairman shall be D. The agenda shall be submitted to all I/O’s nominated and elected by the assembled Con- in sufficient time to allow the resolutions to be gress at its meeting during the annual conven- discussed before the annual convention. tion. E. If time permits, resolutions will be allowed B. These officers shall serve from the close of from the floor of the Congress after all other one annual convention to the close of the suc- business has been take care of. ceeding annual convention. F. The purpose of the COG being advisory and C. A Chairman may not serve more than four not legislative, resolutions need not be stated terms in succession. in advisory form but may be phrased in a mul- D. No one may be elected Chairman who has tiple answer format to better express the views not attended at least one COG prior to his election. of the membership. IX. No Officer, Director, or Chairman of a permanent E. A Chairman or Vice-Chairman who be- committee of the NSS may serve as a delegate unless comes an Officer or Director of the Society no other individual is available. during his term shall complete his term with the COG but may not be Re-elected. X. These rules may be amended by a majority vote of F. If the Chairman of the COG vacates his of- the Congress provided that such motions to amend ap- fice during the term, the office shall be assumed pear on the agenda. by the Vice-Chairman. XI. Robert’s Rules of Order, Revised shall govern all VIII. The agenda of the Congress shall consist of reso- procedures not covered by the above rules. lutions submitted for its consideration. A. Resolutions may be submitted by any I/O (Adopted by the Congress of Grottos in 1969 with amend- or grouping of eight or more NSS members. ments in 1972, 1973, 1976, 1980, 1993, 2002 and 2003.) The COG encourages the BOG and the Execu- tive Committee to refer significant issues to Editorial Comment: The Congress of Grottos (COG) is a mecha- nism to give rank and file members of the NSS some input into the the COG for consideration. NSS decision making process. (Several changes in NSS by-laws have resulted from COG initiatives.) B. An Issues Committee shall be appointed by the Chairman of the COG and by the Chair- Resolutions passed by the COG are presented to the Board of Gov- man of the I/O Committee of the Society to ernors (BOG), and also at the next annual COG meeting (during determine the issues confronting the Society the convention) the President of the Society reports to the COG on actions taken pursuant to the previous year’s COG resolutions. and to propose resolutions intended to reveal the views of the membership. The Issues Com- Resolutions come mainly from Internal Organizations, but some- mittee shall provide the I/O’s, in good time, times a member of the BOG may ask that an issue be presented to with information and discussions concerning the COG for discussion. While there is normally a call for ques- these issues. tions via the NSS News, issues may be sent at any time to the current Chairman or Vice Chairman of COG for consideration.

19 Landowner Relations

Visiting caves on private property is a privilege, not a areas where cavers may have caused damage. right. Do an overland survey or use a GPS to plot the cave location. The owner might appreciate knowing where Personal contact is most important. Don’t call or write the cave is in relation to other buildings, wells, or dump- if you can stop by in person and speak to the owner. ing areas. Always be professional. Don’t do anything on his prop- erty that you wouldn’t want done in your living room. Offer to present a slide show for the landowner and his family. The show could be about his cave or nearby Give copies of photos to the owner. If the owner has caves, an educational presentation about how caves are never been into sections of his cave, you will be giving formed, on bats, sinkhole dumping, or groundwater him a view of his property that he has never seen. pollution, or on any topic that concerns the landowner.

Survey the cave if it has not been surveyed and give A survey or poll of cave owners might be useful to the owner a map of his cave. Even if the cave has been determine their most pressing needs or desires. mapped in the past, give the owner copies of whatever information you have. You might be the first to present Send complimentary copies of your newsletter to land- him with these copies. owners.

If the owner needs karst-related work done on his prop- Send a holiday greeting card. erty, offer to work with your grotto, conservancy, or other group to sponsor a work day. You might offer to If your state or area has cave protection laws or laws do a cleanup around the cave or along access roads. which limit liability for cave exploration, you may want The owner might appreciate a fence or gate repair, a to consider providing copies to the landowner new gate, gravel in a parking lot, or other work done in

20 Dissolving an Internal Organization

When an Internal Organization (I/O) decides to disband, Archives, i.e., the accumulated correspondence, reports, dissolve, or otherwise cease to exist, it must follow cer- receipted bills, etc. including the initial NSS approval and tain procedures, document those procedures, and provide charter, bylaws, memorandum covering arrangements etc. a written report to the I/O Committee. to manage cave access, keys, to inventory caves on a prop- erty. Any assets remaining must be disposed of in the proper fashion. The legalese states it this way. No benefits re- Distribution of Assets: sulting from the operation of the Internal Organization shall inure to the benefit of or be distributed to its mem- Many I/O constitutions have a section on dissolution. If bers, trustees, officers, or other private persons. there is no section or it is unclear, here are some guide- lines. Liabilities and Agreements: Check the files to see if some strings were attached to Determine and document liabilities. Liabilities may in- disposition of real estate or other assets; perhaps the origi- clude rent, printing, postage, and other outstanding bills. nal owner specified that the asset be returned in the event These outstanding debts should be similar to ones that of dissolution. have occurred in the past. The disbandment should not be an occasion to pay someone for a favor. Be sure to Archives. These should be bundled up and sent to the include, however, costs associated with disbandment, for I/O Committee or sent directly to the NSS Library. example, shipping costs. Real estate and tangible assets could be sold or auctioned If there has been some commitment with some other off, and the proceeds added to the monetary assets. They person or group to perform certain duties, the other party may be donated to another non-profit agency. For in- should be informed that the I/O has been dissolved and stance, rope and rescue equipment might be given to a will no longer be performing those duties. This might rescue squad. An active college student outing club might include screening applications to enter a cave and issue receive vertical gear. Printing equipment could be ad- gate keys in behalf of the cave owner, or an agreement vertised within the caving community. with a federal or state agency to inventory and survey caves on their property. If permission to use a building Maps and survey data should be given to whatever for a field house is documented, arrangements might be NSS survey is active for that region or, for lack of such a made for another I/O to take over that building. destination, to the NSS Cave Files Committee. If there is reluctance to do this, perhaps there is a state geological Assets: survey that would be preferable.

Determine and document all assets of the I/O. Books and newsletters could be auctioned at a regional or national auction, sold at a local auction, or donated to Money in checking account, savings or certificates of another library. deposit etc., or cash on hand. Final disposition: Real estate such as a field house or cave entrance if owned by the I/O. Dispose of the money by donating it to the NSS or one of the several conservancies established to buy and/or Library of caving magazines, cave-related books, maps, manage caves, or to some other non-profit cave-related survey data, etc. agency.

Gear and equipment. (not real estate), such as caving Send a detailed written report of how assets were dis- equipment (Rope, vertical gear, party tarp, surveying posed of to the NSS I/O Committee. equipment, rescue cache, vehicle or trailer, printing equip- ment, etc.)

21 NSS Public Relations Policy

The NSS shall actively encourage the public informa- turous,” “exciting,” “scary,” “fun,” and so on and will tion media to educate the public on the scientific as- probably attempt to develop an article with this sort of pects of caves and karst, foster a respect for the cave flavor. If you are approached by the news media, it is environment, and inform the public of human activi- essential that they be redirected into looking at caves ties that may degrade caves or harm cave inhabitants. as a rare, fragile, endangered, non-renewable resource The NSS shall also encourage public information which which needs protecting. Most persons in the media will recognizes the accomplishments of the Society and its be quite happy to redirect their orientation from recre- members. The Society shall not seek exposure in pub- ation to conservation, since conservation and environ- lic media whose purpose is to promote caving as a sport. mental concerns are usually considered to be newswor- The NSS shall respond to media inquiries so as to por- thy and interesting material. tray the activity in a manner that does not encourage the general public to enter wild caves, but instead fos- What Not To Do. ters respect for the cave environment, promotes safe caving practices, and directs those interested in caves a. Don’t glorify caving. to contact the Society. In our relations with the media b. Don’t make caving seem to be an attractive form of the NSS shall encourage them to work with us to as- recreational activity. sure reliable, correct, and appropriate information. c. Don’t inadvertently reveal cave locations. d. Don’t attempt to tell people how to explore a cave. The NSS will supply free factual data and news re- leases about the Society’s normal activities as an in- What To Do. formation service. a. If the local news media seeks out the grotto or mem- General Philosophy. The NSS does not seek to publi- bers so as to develop material on caving, cooperate cize caving as a sport or recreational type of activity. with them. If you don’t, they will probably find The reason for taking this position is that this type of someone else who will. publicity would tend to attract recreational enthusiasts b. View the situation as an opportunity to convey the into caving activity. The end result of this would be to importance of cave conservation. substantially increase human traffic through caves. In- c. Stress the importance of preserving these rare, non- creased human traffic through caves generally results renewable resources. in an adverse effect on the cave environment itself. For d. Stress a concern for the fragile environment and deli- the most part, caves and their associated phenomena, cate ecosystem. i.e., formations, life, etc., should be viewed as an ex- e. Direct interested persons to commercial caves. ceedingly rare occurrence of nature. In addition to be- f. Try to point out that there are a number of inherent ing rare, the cave environment is frequently such that problems (but don’t tell what they are) for people it is very fragile. who attempt to explore caves on their own. g. If the opportunity presents itself, present material of Although most environmental damage occurring in a relevant nature from the NSS, such as printed bro- caves is probably the result of intentional vandalism, it chures. is well documented that unintentional damage can re- h. If you have the time and need assistance, contact the sult from heavy traffic of cavers. (Simply walking NSS Public Relations Committee. through a stream passage inhabited by rare life forms can cause population reductions. In addition, it has been Commercial Cave Liaison. The Commercial Caves documented that the mere presence of human beings Liaison Committee has been established to provide in the nursery caves of some species of bats can result information to the National Caves Association and com- in spontaneous abortions on the part of pregnant bats.) mercial cave owners and to otherwise facilitate an ex- change of information and cooperation between com- The Local News Media. Persons outside of the cav- mercial cave owners and the NSS and its members. ing community often tend to view caving as “adven- 22 NSS Web Page

The NSS maintains a web page at www.caves.org. zations Committee. Therefore, if you have a change There is a section dedicated to Internal Organiza- in your I/O, it should be directed to the I/O Com- tions. You can have a link added which will direct mittee. Someone on the I/O Committee will up- viewers to a web site that you may have for your date the records and make sure the change is re- own I/O. You may also want to provide a link to flected on the NSS web page. the NSS web site from your site. The NSS will host web sites for Internal Organi- Information concerning I/Os which appears on the zations for a small fee. NSS web site is provided by the Internal Organi-

I/O E-mail List

The I/O Committee maintains an E-mail List that Suplemental E-mail List, please contact the I/O is designed to contain multiple e-mail addresses Committee. for each I/O. Anyone wishing to send a message to the repre- The purpose of the list is to allow the I/O Commit- sentatives on the list must submit the message to tee to communicate with the I/Os. And to allow the I/O Committee Chair. other organizations or persons the opportunity to notify I/Os of information that may be of general There is a reason for this tight control. The I/O interest to all of the I/Os. Committee wants to insure that the list is used only for sending information which is needed by, or of Each I/O may designate three e-mail addresses in interest to, most I/Os. No Spam! their record. One for the I/O itself, and one for each Contact. In addition to these, you may ask the I/O It is very important that the persons on the E-mail Committee to add additional persons to a Supple- List know that they have an obligation to notify mental E-mail List. the appropriate persons in their I/O about the mes- sages. To achieve this, some representatives for- If you want to remove persons from the E-mail ward the message to all members of their I/O. List, remove their e-mail address in your I/O records. If you want to remove persons from the

23 Types of NSS Membership Regular members are individuals at least seventeen A sustaining member is an individual who pays dues years of age who have all privileges of Society mem- that are regular member dues plus, for each year, one- bership, including the rights to vote, serve on the Board tenth the current full life-membership fee. Eleven-tenths of Governors or as committee chairmen, receive cur- of the amount paid in excess of regular dues will be rent issues of the News and Journal, and have access credited to the member’s life-membership account. to the Society’s records and data. Sustaining members have all the privileges of regular members. Associate members are under seventeen years of age, or full-time students, or non-U.S. citizens who reside A family-sustaining member is married to an out- outside the United States. They have all the privileges standing-service, honorary, life, or sustaining member. of Society membership except the rights to vote and Family-sustaining members do not receive publications serve on the Board of Governors or as committee chair- but otherwise have all the privileges of sustaining mem- men. bers.

Family-regular and family-associate members are General members are at least seventeen years of age. members that are in the immediate family of and re- These members do not receive publications, except the side at the same address as a member, other than a fam- NSS Members Manual and the Accidents issue; but oth- ily member, of the Society. These members do not re- erwise have all the privileges of Regular members. ceive publications, but otherwise have all the privileges of regular or associate members, respectively. When (a) General members receive copies of Society peri- their memberships depend on dues-paying members odicals no more than once per year, and such special of the Society, their dues will expire at the same time. publications or issues of periodicals as the Board of Governors may direct. (a) A family-regular member must be at least seven- teen years old, and his or her membership must not (b) Dues for General membership shall be set no lower depend on an associate member. than the amount which added to the cost of a subscripton to the monthly periodical of the Society equals the dues (b) A family-associate member is under seventeen years set for the Regular membership. of age, or his or her membership depends on an associ- ate member of the Society. In addition, full-time stu- (c) The Board of Governors may abolish General mem- dents and non-U.S. citizens living outside the United bership by Act. In that event persons holding this mem- States may be family-associate members if they wish. bership shall have the option to extend their current status for two additional years. A life member is an individual who is exempt from payment of dues and has all the privileges of a regular Institutional members are organizations or corpora- member. Any surviving spouse of an honorary, out- tions, but not individuals, that have all the privileges standing service, or life member is entitled to and shall of regular members except the rights to serve on the be offered life membership status. Board of Governors or as committee chairmen.

A family-life member is married to an outstanding- service, honorary, or life member. In the event of the death of the spouse, the family-life member will be- come a life member. Family-life members do not re- ceive publications, but otherwise have all the privileges of regular members.

24 Events Sponsored by the NSS

NSS Convention. Each year, the NSS sponsors the NSS lications are sold. Some people camp; others stay in Convention which is attended by cavers from all over dorms or motels. Almost every caver can find some- the world. thing interesting to do at the week long festivities.

An annual convention is held during the summer National Cave and Karst Management Symposium. months at the convenience of the hosting organizations. The Society also sponsors the National Cave and Karst Management Symposium. The Symposium is a gath- A typical convention consists of a combination of learn- ering of cavers, cave owners, property managers, and ing opportunities and entertainment. Several planned public officials involved or interested in cave and karst parties and many spontaneous ones are mixed with a resource management, and the premier event of its type number of formal sessions where papers on many sub- in the world. Proceedings from past symposia are avail- jects are presented. Sporting contests are held and pub- able from the NSS Bookstore.

Working with Boy Scout Troops

Grottos that are contacted by Scout groups should give type caving activities should not be conducted. Each serious consideration to the Scout’s requests, not nec- group should be organized to function independently, essarily in doing just what they ask, but in some way i.e., plan own trips on different dates, provide is own meeting their needs. Scouts will go caving, with or transportation and food, and function as a separate and without the NSS. Grottos that are contacted should of- distinct group. The only exception to these rules should fer to train Scoutmasters to help them become compe- be certain commercial caves where special provisions tent cavers. are made to furnish proper supervision by professional uides. All cave exploring, other than simple novice activi- ties, should be limited, as is the case with mountain- NOTE: Caving trips have been incorporated in the eering and scuba diving, to high-school-age youth 14 BSA "Policy on Use of Wilderness Areas by Person- years of age and older--Explorer Posts and older Scouts nel of the BSA" with a cross reference to these guide- in troops. lines. Copies of the wilderness area policy statement are available from High Adventure Programs, Boy Explorer posts and other groups which include cave Scouts of America. visits in their program, whether for one trip or many, must be under the leadership of a responsible mature Any Explorer Post wishing to learn about cave rescue adult who is constantly present with the group. The work or pursue that activity as a specialty must do so leader must be highly qualified through both training under the sponsorship and supervision of an adult cave and experience in cave exploring and must be thor- rescue group which is affiliated with the Naitional Spe- oughly versed in all established safety practices, con- leological Society. servation measures, and courtesy to cave owners. All Scout groups are required to have an approved tour In conformity with the BSA policy on the use of wil- permit for trips of all kinds. Caving activities are in- derness areas, all caving groups should be limited to 8 cluded under that plan. to 10 persons including at least one adult leader. Mass-

25 Abbreviations and Acronyms

ACCA - American Cave Conservation Associa- and karst research and to promote more visibility tion and cooperation among cave and karst scientists.

A national non-profit organization focusing exclu- NCA - National Caves Association (NCA) sively on issues of cave and karst conservation. An organization for owners and operators of com- The ACCA has received acclaim for its cave gate mercial caves. NSS maintains ongoing liaison with design, now endorsed by Bat Conservation Inter- this group. Many of their members will offer spe- national, the U.S. Departments of the Interior and cial rates to NSS convention attenders when a con- Agriculture. vention is scheduled in their geographical area.

AMCS - Association for Mexican Cave Studies NOLS - National Outdoor Leadrship Schools

BCI - Bat Conservation International, Inc. The mission of the NOLS is to be the leading source and teacher of wilderness skills and leadership that Under the founding guidance of Dr. Merlin serve people and the environment. They empha- Tuttle,an internationally recognized authority on size leadership and teamwork and outdoor skills bats, the organization has achieved unprecedented with sensitivity to environmental problems. Some progress by emphasizing sustainable uses of natu- cavers work with NOLS. ral resources in a manner that benefits both bats and people. Outward Bound -

CRF - Cave Research Foundation In their own words, Ouward Bound’s mission is to conduct safe adventure-based programs structured CRF evolved out of a group of hardcore cavers to inspire self-esteem, self-reliance, concern for surveying in the Mammoth-Flint Ridge Cave Sys- others, and care for the environment. They do not tem in Kentucky. It is a volunteer organization aspire to be a survival school. Some active NSS whose membership requires only a commitment leaders have a background of leadership or par- to participate. You do not have to be an NSS mem- ticipation in Outward Bound. ber, a scientist, or even a hard core caver to join. Project Underground - CRF has expanded outside Mammoth Cave to sev- eral other states. Qualified and committed cavers This project is an educational program designed can join CRF and become Joint Venturers. to promote a better understanding of caves and karstlands, including their geological, hydrologi- CTF - Conservation Task Force cal, biological, and historical values. It is designed as a supplemental program for use by educators of An activity of the NSS. See Definitions and Poli- kindergarten through high school age students. It cies for NSS Activites elsewhere in this document. has published the Natural Resource Education Guide and been class-tested. Workshops are avail- KWI - Karst Waters Institute able. Cavers might persuade local school systems to make use of the expertise of Project Under- The KWI was organized to promote serious cave ground.

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