Additional motions for the fall BOG meeting

[Bill Tozer]

Following are some additional motions for the Fall BOG Meeting.

Gary Moss moves to amend Act 05-061 Tape Recordings.
Below is the current Act and the amended version of the Act.

05-061 Tape Recordings 2-4-56, 11-18-72, 3-20-82

Tape recordings of Board meetings should be retained in the Archives of the Society and copies may be circulated to members upon request. A preliminary set of minutes should be submitted to all Board members or proxies attending the meeting for their comments and corrections. Corrections are to be returned to the Recording Secretary within 15 days of forwarding of the minutes. A copy of all comments and corrections should be sent to the President.


05-061 Tape Recordings 2-4-56, 11-18-72, 3-20-82 <remove> <<add>>

<Tape> Recordings of Board meetings should be retained <<until the minutes are approved by the board. The recordings may only to be reviewed by the Board members or proxies, the persons responsible for developing the written minutes, and those responsible for making the recordings. >> <in the Archives of the Society and copies may be circulated to members upon request.> A preliminary set of minutes should be submitted to all Board members or proxies attending the meeting for their comments and corrections. Corrections are to be returned to the Recording Secretary within 15 days of forwarding of the minutes. A copy of all comments and corrections should be sent to the President. <<Following approval of the minutes by the NSS Board the recordings are to be destroyed.>>

Comments:

Currently we are destroying the recordings while out Acts call for them to be retained. I suspect this has been happening since the RASS Board meeting where a lawyer strongly recommended that we only retain the approved written minutes. This motion will allow us to discuss this issue and take appropriate action.

Motion: NSS Nature Preserves Committee
Ormeroid moves: That Buford Pruitt Jr. (NSS 17920RL) 4117NW 34th Place, Gainesville, FL 32606, Ph. 352-271-3203, email bpruitt5@cox.net, is confirmed as Chairman of the NSS Nature Preserves Committee Chairman.

P. Moss moves: A closed session policy (Policy AV) is adopted.

Policy AV
P. Moss moves: A closed session policy (Policy AV) is adopted.

Policy AV
Policy for Closed Sessions of the Board of Governors

This policy is intended to guide the Board and the membership about appropriate topics for discussion or voting in closed session. Additionally, it provides guidance on discussions of decisions made in closed session.

There are only five subjects that may be discussed in closed session:
1. Personnel issues concerning employees or volunteers.
2. Discussion involving the character and good name of NSS members, internal organizations, Projects, Activities, or committees.
3. Actual or potential litigation related to caves, the NSS, or associated persons or
organizations.
4. Awards given by the NSS.
5. Plans and negotiations related to contracts, including, but not limited to, the acquisition of real or intellectual property.

Any Board member may reveal his own thoughts on closed session business the outcome of which has been announced or published. No Board member may reveal information about another Board member’s position or comments made in closed session. No Board member may discuss business the outcome of which has not been announced or published.


Legal Compliance

P. Moss moves: The NSS shall comply with all applicable Federal, State, and local laws and regulations. Individual Officers are authorized to adjust NSS activities within their department to comply with this Act without additional Board approval, provided any single new compliance effort does not cost more than $2,500 in any fiscal year. Compliance efforts that exceed $2,500 in any fiscal year shall require an amendment of the budget prior to implementation. The Officer shall report such actions at the next Board meeting.

Exceeding Department Budgets

P. Moss moves: Act 16-763 is amended.

Officers are authorized to exceed their department’s budget by the lesser of 5% or $2,500 during the fiscal year.

Policy on Recruitment Strategies

P. Moss moves: The President shall move the adoption of a policy on recruitment strategies pursuant to Act 72-757 no later than the Fall 2006 meeting.