Agendas

Agenda

April 25th Board Meeting of the Kentucky Speleological Survey

 

1:00 PM -     Begin the meeting

  • Roll call of Board Members and Officers

  • Reports

    • President – Darrell Adkins

      • Annual Report filed

      • Letter from Mike Dyas - WKSS

    • Treasurer – John Cassidy

      • Expenses \Income \Balance

      • New members

    • Data Access Committee – Jim Currens, Randy Paylor, Darrell Adkins

      • Any request?

        • How many, who and what

    • Data Administration Committee (data base) – Randy Paylor, Howard Kalnitz, Jim Currens

      • Status of cave data base

    • Membership Committee – John Cassidy

    • County Coordinators

      • Howard- update

      • Individual Coordinators

        • Any request for information

        • Any other information

  • Old Business

    • Status of Organizational members

      • How many are current

      • Who has lapsed

      • When are dues due, anniversary date or first of year?

      • Do we want to send a mass mailing to lapsed organization members?

    • Annual Members meeting

      • More details on what we want to see at this meeting?

      • Are we going to have a publication?

    • Future Work Sessions:  Confirm Jims suggested schedule

      • Sunday, June 20 (Fathers day)

      • Sunday, August 27

      • Saturday, Oct. 23 (precedes business and seminar meeting at KGS Core and Sample Library)

      • Sunday, December 5

    • Confirm date and location of next board meeting

      • July 25, 2010, ACCA, Horse Cave.   Contact: Chris Clark

      • October 24, Annual Members meeting, KGS Core Library, Lexington.  Contact: Jim Currens

      • January 2011?

    • 501(c)(3) status

    • KSS website

      • Notes from January meeting:

        • 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.

        • Paylor said the website could be hosted on the database server (Bluehost?) to save some money.

      • 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.

      • Kevin Toepke is willing to continue as Webmaster but is also willing to share the duties or pass them on to someone else.

    • Yahoo Group

      • www.groups.yahoo.com/group/ksscaves

      • 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?

      • 16 members currently

      • If you have not joined this group please do so.  

    • Fireproof safe for data CD’s (Jim Currens)

  • New Business

    • Committee members – Per Bylaws (Chapter XI) need to be appointed annually and be approved by the Board.

      • Membership – 3 members

      • Data Administration – 1 member

      • Data Access – 3 members

    • Methods for notification of expiring dues

    • Communications with member organizations

      • Separate mailing address for board member and organization?

      • What is the responsibility of the board member to their organization

    • Should KSS have a PayPal account?

      • What will it cost?

      • What do we gain from having this account?

      • What are some of the possible risk of having a PayPal account?

      • Who will have access and how do we control it.

      • How will access be changed if/when it is necessary to do so?

    • New members packet; individual and organizational.

    • Archive of meeting minutes and other non-cave information

    • Group to review our web page and recommend changes.

    • Business cards for County Coordinators

    • Tech Soup - Do we qualify to purchase from tech soup?

  • Open discussion (Time permitting)

    • WNS

    • Other items?

4:00 PM - End of board meeting.