Agenda
April 25th Board Meeting of the Kentucky Speleological Survey
1:00 PM - Begin the meeting
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Roll call of Board Members and Officers
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Reports
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President – Darrell Adkins
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Annual Report filed
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Letter from Mike Dyas - WKSS
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Treasurer – John Cassidy
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Expenses \Income \Balance
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New members
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Data Access Committee – Jim Currens, Randy Paylor, Darrell Adkins
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Any request?
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How many, who and what
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Data Administration Committee (data base) – Randy Paylor, Howard Kalnitz, Jim Currens
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Status of cave data base
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Membership Committee – John Cassidy
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County Coordinators
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Howard- update
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Individual Coordinators
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Any request for information
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Any other information
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Old Business
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Status of Organizational members
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How many are current
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Who has lapsed
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When are dues due, anniversary date or first of year?
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Do we want to send a mass mailing to lapsed organization members?
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Annual Members meeting
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More details on what we want to see at this meeting?
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Are we going to have a publication?
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Future Work Sessions: Confirm Jims suggested schedule
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Sunday, June 20 (Fathers day)
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Sunday, August 27
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Saturday, Oct. 23 (precedes business and seminar meeting at KGS Core and Sample Library)
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Sunday, December 5
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Confirm date and location of next board meeting
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July 25, 2010, ACCA, Horse Cave. Contact: Chris Clark
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October 24, Annual Members meeting, KGS Core Library, Lexington. Contact: Jim Currens
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January 2011?
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501(c)(3) status
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KSS website
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Notes from January meeting:
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Currens said John Hagee could take over the KSS website and make quarterly updates for a fee of maybe $300 to set up and $300 a year. John does the Bluegrass Grotto website. The new website could have a blog section.
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Paylor said the website could be hosted on the database server (Bluehost?) to save some money.
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Email notes from Kevin Toepke: As a report, the web site is set up using Microsoft FrontPage 2003 (?). The hosting server does not allow server side includes, but does allow server-side scripting and my-sql (?) databases. It is currently hosted by a1-hosting.com, and I don't remember when our pre-paid contract runs out (probably February). They weren't very easy to work with the last time I contacted their help desk, so it might be advisable to change hosts when our pre-paid service ends.
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Kevin Toepke is willing to continue as Webmaster but is also willing to share the duties or pass them on to someone else.
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Yahoo Group
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Who is permitted to join this group? Is this to be limited to dues paying KSS members or to anyone who as an interest in the activities of the KSS?
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16 members currently
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If you have not joined this group please do so.
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Fireproof safe for data CD’s (Jim Currens)
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New Business
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Committee members – Per Bylaws (Chapter XI) need to be appointed annually and be approved by the Board.
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Membership – 3 members
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Data Administration – 1 member
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Data Access – 3 members
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Methods for notification of expiring dues
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Communications with member organizations
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Separate mailing address for board member and organization?
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What is the responsibility of the board member to their organization
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Should KSS have a PayPal account?
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What will it cost?
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What do we gain from having this account?
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What are some of the possible risk of having a PayPal account?
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Who will have access and how do we control it.
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How will access be changed if/when it is necessary to do so?
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New members packet; individual and organizational.
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Archive of meeting minutes and other non-cave information
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Group to review our web page and recommend changes.
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Business cards for County Coordinators
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Tech Soup - Do we qualify to purchase from tech soup?
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Open discussion (Time permitting)
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WNS
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Other items?
4:00 PM - End of board meeting.