NSS Office Master Plan ad hoc Committee

[Sharon Faulkner]

The NSS Membership and Board of Governors have discussed the topic of what is needed in terms of NSS Office space, the NSS Library, and an NSS Museum for a number of years. Until recently it has been more talk than action for several reasons, not the least of which were financial. Now, we have a Board in place who are committed to taking action on improving NSS Headquarter facilities. NSS President Bill Tozer has appointed an NSS Office Master Plan ad hoc Committee to look into what is needed to meet the NSS' needs now and for the future, in regards to NSS Office facilities.

Planning for the future is certainly a positive action in my opinion, however during discussions last week, it seems a lot of folks weren't aware that much was going on. So, for anyone who hasn't been keeping up with Officer Reports or BOG Meeting Minutes here is what has been published on the NSS Business Pages regarding Board research or actions taken pertaining to the NSS Office and future NSS Museum. This is a long read, but it is informative and I placed it in chronological order. There were not any motions published regarding the NSS Office in the July 2007 Board Meeting Agenda.

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From the March 2007 Operations Vice-President’s Report:
www.caves.org/nss-business/reports/mar07/ovp.html

Office visit – first week of November.

I held discussions with our staff on a wide range of subjects, and helped them create a "to-do" list the following few months. It was good to learn more about their work days, ideas, and needs, and I believe the staff appreciated the visit as well. I plan to make at least three a year.

Also met with the chairman of the Huntsville Grotto and the Shelta Cave Preserve Manager, and with the NSS Library Committee Chairman and the NSS Librarian.

I met with the representative of the owner of the lot that was for sale adjacent to the north inset of the Shelta Preserve. We were promised first refusal, however while the Board was voting on a motion to buy it ($25,000) the property sold.

Glenn and Martha Mills met me to discuss options for storing the NSS Museum collection in Huntsville, and to help inspect the Smith House. Glenn is taking the lead in pursuing ideas for housing the NSS Museum collection and repairs to the Smith House roof.

Building Maintenance

Two years ago, the NSS replaced the roof on the Smith House (used for storage of archives and NSS books) when leaks were discovered in he Archives room. Less than a year ago treated the building for a mold infestation. An inspection of the Smith House revealed very rotten rafters and other timbers in the upper level, and gaps between the dormer and the flashing where the roof was not installed well/properly. A pencil can easily be inserted from the outside into the soft wet and rotten wood of the window frames and the dormer’s structure. At a minimum, the whole dormer should be removed, and the roof restructured. The bottom of the building is concrete block and solid. The second floor is condemned because of the rotten wood, and is not used for storage. The outside is covered in asbestos siding. Bill Torode does occasional patch-up work on the roof and flashing.

Last year damage to the office roof from a fallen tree during Hurricane Katrina was repaired. When I visited, a large concave section of the office roof held a puddle of water. Perhaps this is acceptable, or perhaps we would prefer not to have a pool of water over the library. New material was put on the office roof a few years ago. Since we are unable to build a second floor as originally planned due to the way the building has settled (as I understand it) perhaps a peaked roof should be constructed if we plan to remain in the building.

The plumbing in the original church building that forms the library is very old, rotten, and needs to be replaced. Bill Torode has arranged with a caver-plumber to take on the job in the spring. About 100 feet of trench will need to be dug for a new water line from meter to existing pipe on new edition. All new pipe (copper will replace plastic) will be installed in old edition (two bathrooms downstairs).

The upshot of this is that the Board needs to decide whether to continue to fix, improve, and expand facilities on our property, or build one or more new structures on new property, whether for museum storage or a full office complex, including enhanced library and archival storage space. This is a decision that needs to be made sooner rather than later.

Two trees on our property fence line next to the office building should be removed or branches trimmed, for they lean towards the office and would damage the roof if they fell. However the trees are on the neighbor’s property. Bill Torode will discuss removing the trees with the neighbor, to see if he would share the expense.

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From the March 2007 Board of Governors Meeting Minutes:
D. Operations Vice President – Cheryl Jones

Additions to the submitted written report are as follows:

2. NSS Office and the Smith House – The "fire-proof" room at the office is not fireproof, and not adequate to effectively protect our critical documents and digital media. The NSS Office manager has purchased a fire proof safe that is capable of protecting these items. The Smith house, which presently serves as a storage facility for our bookstore inventory and NSS achieves, is in need of significant repairs. The OVP is exploring various options for safe storage that include removal of the Smith house altogether and erecting a climate controlled Butler building, and will present a motion on this later in the meeting to receive direction from the Board.

3. NSS Museum – Cheryl reported that Museum Chairman Craig Hindman has a garage, half a house, and perhaps a barn full of items collected for the NSS Museum, and he would like to reclaim this space for himself. She believes it is important for the NSS to take possession of the items and find or build suitable storage space, where the items can be inventoried, catalogued, and photo-documented. She has talked with Craig about finding new storage facilities and display options for the museum items.

www.caves.org/nss-business/minutes/mar07bog.html

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Motions from the March 17, 2007 Board of Governors Meeting Minutes:

(26) NSS Storage Building
Jones moved: If zoning variance is obtained, the NSS will have the Smith House torn down, and will erect a larger, pre-fabricated Butler, or Butler-type building, for storage, including the Museum collection. The Operations Vice President will present plans to the board at the summer meeting for approval.

Seconded by Clark.

VOTE:
In favor: Clark, Cole, Devine, Jones, Levinson, Kayes, Lewis, Moss, Robertson, Szukalski, Ormeroid, Taylor, Frantz, Smith
Opposed: None
Abstaining: Hose, Liebman
PASSED


(27) New NSS Headquarters
Jones moved: The NSS will acquire property in the Huntsville, Alabama, area on which to construct, an office complex, including an office, publications and supplies storage, library, storage for archives, museum collection storage, museum exhibition, and bookstore. The NSS Operations Vice President is responsible for researching options and presenting appropriate property and general plans to the NSS Board for approval.

Seconded by Levinson.

Smith moved to substitute: The NSS President is directed to form an ad hoc committee to develop long term plans for the NSS office, library, and museum. <This committee is to report back to the Board at the fall 2007 meeting. > << An interim report will be due to the Board at the 2007 summer meeting. >>

Seconded by Liebman.

Ted Kayes moved to amend: Delete the last sentence and insert "An interim report will be due to the Board at the 2007 summer meeting."

Seconded by Jones.

VOTE to amend the substitute:
Unanimously in favor
PASSED

VOTE on the substituted motion:
In favor: Cole, Devine, Levinson, Kayes, Lewis, Robertson, Smith, Szukalski, Liebman, Ormeroid, Frantz, Jones
Opposed: Hose, Clark, Moss
Abstaining: Taylor
PASSED

www.caves.org/nss-business/minutes/mar07bog.html

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From the July 2007 Operations Vice Presidents Report:
www.caves.org/nss-business/reports/jul07/ovp.html

Office visit – first week of May.

--Discussed a wide range of subjects with our staff, and conducted Stephanie’s annual review. Bill Torode conducted a tour of Shelta for Annette, Kelli, and me. It was the first wild caving trip for Annette and Kelli!

--Met with Elizabeth Aversa, Director and Professor, School of Library Studies, University of Alabama (Tuscaloosa), NSS Library Committee Chairman Chuck Lindquist, NSS Librarian Bill Torode, and Anne Coleman, Director of the Archives and Special Collections Department at the Library of the University of Alabama in Huntsville, to discuss ways in which the university and the NSS might partner on developing the NSS library resources. Ms Aversa and Ms Coleman were very enthusiastic about the library and the opportunities for students to intern with the NSS. Chuck and Bill will outline specific programs which interns could undertake, and Chuck and I will follow up on this with Ms Aversa. Bill and Ms Aversa discovered they went to the same high school in Baltimore!

--Met with:
Glenn Mills to further discuss repairs to the Smith House dormer and roof.
Scott Shaw, chairman of the Huntsville Grotto, informally over lunch, with Stephanie and a few cavers.
Reynolds Duncan about the Archives, and established an access policy (attached). The door to the archives is now locked.
Chuck Lundquist to discuss moving the NSS office, and possible immediate locations and opportunities. Also discussed how Chuck could help us with obtaining a zoning variance for a building for the museum collection.
The Huntsville real estate agent who has been looking for potential sites for relocating the NSS headquarters.

Buildings and Maintenance

--The humidifier in the Smith house archives room overflowed, and several files became wet and moldy before the problem was discovered. The documents and tapes affected required cleaning by a professional company. The humidifier was moved to the main room to drain into the sink. A regular facilities inspection routine was established. Additionally, Archives committee members will be visiting the archives regularly now to work with the files, so any future problems should be discovered quickly.

--Work still needs to be done on the Smith house. Glenn decided he didn’t want to take on the project, so now I’m trying to locate a reputable contractor in Huntsville. The wood around the dormer was dry this time when I checked it. The sealant that Bill Torode and Glenn Mills put on the flashing seemed to be doing the job.

--In June the condenser coil went out on the Smith house air conditioner. A replacement had to be ordered, but Stephanie was able to have it replaced in a week. Because the temperature and humidity needs to be kept within a certain range to prevent the conditions for mold growth, we are researching monitors to install.

--The (old, washed out) large metal sign facing traffic on Pulaski will be replaced by Convention.

--Glenn Mills met with the city zoning official and came away discouraged, feeling that our chances didn’t look good for a zoning variance for constructing a building in which to store the museum collection. However, I still want to pursue the idea and am discussing ways to proceed with Jay Clark. Chuck Lundquist. This is a difficult project to work on from 750 miles away.

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From the Presidents Report for the July 2007 Summer Board Meeting:

Office Master Plan ad hoc Committee:
Craig Hindman, chairman, 410-792-0742, [e-mail]

Progress: I sent out a request for ideas & information as to what space we now have, where to build, how large with all options open.

I asked several people to join the committee - Bob Hoke, Dave Luckins, John Scheltens, Jeanee Gurnee, Karen Kastening and the office staff. As yet I have not been able to reach Dick Blenz.

I've received back ideas & information from all additions to the committee, plus Lundquist & Frantz.

Plans: My time line to the committee should be able to have a plan formulated by Indiana.

* Phase 1 - Independent ideas and data on current space
* Phase 2 - meld the ideas together
* Phase 3 - Form the plan and sell it to the Board by Indiana

Problems: None

www.caves.org/nss-business/reports/jul07/pres.html#Office%20Software

[Brian Roebuck]

It appears that some positive steps are being taken to preserve records and prevent damage to things, I hope the NSS can figure out a good way to modernize the facility and keep things in Huntsville where the cost of infrastructure is reasonable as compared to larger urban areas in the US.

[Tim White]

Sharon- Thank you for collecting and organizing this for us! Very informative.

[Sharon Faulkner]

This motion was presented at the July 2007 Board of Governors Meeting in Indiana. This is the only motion pertaining to the NSS Office, NSS Library, or future NSS Museum:

38) NSS Library Appraisal

Smith moved: The Operations Vice President is directed to obtain an appraisal of the NSS Library. The OVP is authorized to spend up to $5,000 for the appraisal.

Lewis seconded

VOTE:
In favor: Rest
Opposed: Kayes, Moss
Abstaining: Jones
PASSED

www.caves.org/nss-business/minutes/0708BOG.pdf

[Sharon Faulkner]

Here is the most recent (September 2007) committee report related to this thread. It is posted online as part of the President's report for the 2007 Fall Board of Governors Meeting to be held October 13, 2007.
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Report from the NSS Office Master Plan ad hoc Committee:

Craig Hineman, chairman, 410-792-0742, [e-mail]

Progress

1.) Items reviewed (history)

a.) Space & duties now in Huntsville
b.) Space & duties now in members homes
c.) Paid Staffing
d.) Short term volunteer staff
e.)Long term volunteer staff

Finding's of 1.).

Although we have two buildings in Huntsville, one houses the office, book store, library and some archives. The other, which is zones residential, houses archives and is used for storage.

The main building is at capacity. This building is in good condition

The second building is in poor condition and only a portion of it is usable.

The paid staff’s time is taken up with the day to day office duties, member services, the book store, and shipping & receiving.

We fall short on long term volunteers to handle some other items that are now housed at the office.

The short term volunteers continue to support the office staff on days when we receive shipments of books, helping to unload trucks, and stacking the boxes wherever they can find space. They also help in packing & loading trucks for transporting material to and from remote locations (i.e. Conventions)

We have approximately 2500 sq. ft between the 2 buildings and they are filled to capacity leaving little space for work stations.

When we looked at all the hard items located at members houses and the space they occupy, we found that we have about 8,000 sq. ft., most of which are in storage only. These items are handled by long term volunteers (Most have had their job 15 years or longer).


2.) Building for the future.

a.) Expanding our present location
b.) Building on our property in Huntsville
c.) Building on property that adjoins our parcel’s in Huntsville, if we could buy them.
d.) Building at a new location (i.e. on parcels we own around the country.
e.) Asking to build on member’s properties that will come our way in the future.
f.) Rent warehouse space in an industrial park
g.) Buying new land and building on it.

Finding’s for #2.

After checking with zoning, planning, storm water management & permit in Huntsville the finding is, although we own many parcels of land, some adjoining some not, they are individual lots. Each lot carries its own building restrictions, set backs and most are zoned residential. Even though we own them all, they are still subdivided. Each would have to go through the above process as a separate lot.

It is easier to subdivide a large parcel than to rejoin lots. This rejoining can take 3 to 5 years and cost many thousands of dollars.

If we were successful then we could apply to build a new building and start the permit process.

When we looked at the other properties we own around the country, we found that most were unsuitable for building because of their size or remoteness.

We asked a member who was going to will his hand to the NSS, if he would allow us to build before his will was read. He replied he planned to sell his land to the NSS for $1.00 and they could do as they saw fit.

We got prices on land in different parts of the country. Based upon 10 acres, the price range was from $6,500 per acre to $30,000 per acre for commercial property. All were build able lots.

We got process on renting warehouse space in an industrial park in different parts of the country. Again prices range from $2.00 to $3.00 per sq. t. per month without any fitting out of the space. Based on 20,000 sq. ft, it would cost $40,000 to $60,000 per month or $480,000 to $720,000 annually with a 5 year lease.

3.) What we need in a building

a.) Bring all holdings under one roof
b.) Work stations
c.) Display area
d.) Conference rooms
e.) Storage
f.) Shipping & receiving
g.) Education
h.) Book Store
i.) Rooms to stay in for out of town researchers
j.) Something to be proud of and be able to show off.

Finding’s of 3.

Everyone on the committee had consensus on what space we needed to allot for. Based on what we have and the space for display, store and be able to work in, the figure of 15,000 to 20,000 sq. ft. was arrived at.

4.) Location

a.) Close to major N. S. & E. W. highways
b.) Close to major airport
c.) Should have a cave on the property
d.) Close to a large city or town
e.) Close to a major university
f.) Close to a large active grotto
g.) Should attract the general public

Finding’s of 4.)

The committee recommended several locations, all were investigated

In regard to item g.) this was an unexpected specification. When questioned about this, what came up was the need for public education, programs for school groups, getting out the conservation message, a source for revenue, and attracting new members.

5.) Price & how to finance the new building.

a.) National building costs are $150 to $200 per sq. ft. For a building size of 15,000 to 20,000 sq. ft we are looking to spend 2.5 to 3 million dollars.
b.) If we have to buy land, the cost goes up
c.) We have 2 building concepts. One has been built and we could modify the plans to fit our needs. This could save us 15 to 20% d.) We could borrow or our own money and pay ourselves back
e.) With 20% down, we could take out a mortgage over 10 to 30 years.
f.) We would have to fund raise

Finding’s of 5.)

The price of a building is large, at the top end of 3 million

If you break it down to per member it comes to $250 per member. To pay it off now.

If you break it down to a ten year note, it comes to $2.08 per member per month for 10 years. This is based on 12,000 members. This it seems is very doable.


6.) Recommendations of the committee

a.) We stop talking about it and do it.
b.) We build in Indiana on our land
c.) We build a 20,000 sq. ft. building
d.) We bring all holdings under one roof
e.) We increase paid staffing
f.) We keep trying to find long term volunteers
g.) We use short term volunteers as needed
h.) We start fund raising ASAP.
i.) We appoint a project manager to control the project. The project manager should have on their staff a fiscal person and a lawyer
j.) The BOG should pass a motion to give control to the project manager. The board should get updated reports on the progress, but should stay out of the day to day activities. This accomplishes many things. It takes the politics out of the building process and, when finished, all can say job well done.
k.) We feel the NSS can afford this project. In fact, the NSS can’t afford not to do this project.
l.) We feel with the right project manager this can be done in 2 years and on budget
m.) We recommend John Scheltens to be appointed the project manager, if he is willing to take on the responsibility. He may have recommendations on how to accomplish the project in stages

Recap

This report was compiled from hundreds of pages of e-mails, many phone calls, many personal conversations with the committee and conversations with members at large.

There were many phone calls places to zoning departments, permit & planning and storm water management departments in the three different areas if interest.

Internet searches were done for rental space and pricing.

When you take out the cost of land, the average cost of material & labor are very close together. The difference between the 4 areas looked into; the price difference was nil $.08 per sq. ft. The 4th area was S. Dakota. to get a comparison to the areas of interest.

problems: None



www.caves.org/nss-business/reports/Oct%2007/President.pdf

[madratdan]

Under recommendations of the committee, it mentions moving everything to land the NSS owns in Indiana. Does anyone know what land they are talking about?


6.) Recommendations of the committee

a.) We stop talking about it and do it.
b.) We build in Indiana on our land

[Sharon Faulkner]

madratdan said:

Under recommendations of the committee, it mentions moving everything to land the NSS owns in Indiana. Does anyone know what land they are talking about?

Just a guess, but possibly Buckner Cave Preserve in Bloomington.

[madratdan]

Have you ever been to that cave preserve Sharon? (or anyone else). I guess I'll look it up on a map.

You know I can't find it listed on the NSS web site?

[Sharon Faulkner]

Dan, this is a very recent acquisition (donation) for the NSS. As I said, this is just my guess, tho an educated guess based on the following information. I have not heard thru any official sources that the Buckner Cave Preserve is the land the NSS Office Master Plan Committee has in mind.
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NEW BUSINESS

4) Richard Blenz - Buckner Cave Property – Act 26-785

Whereas, Dick Blenz has expressed an interest in giving his Indiana property to the National Speleological Society as a Nature Preserve through a good and proper deed of conveyance, retaining therein a life estate for the rest of his natural life, now therefore be it resolved that the Society shall accept the conveyance of the property with gracious thanks.

Kayes moved: The Richard J. Blenz Buckner Cave Property donation is accepted as a NSS Nature Preserve following the approval of the donation documents by the Administrative Vice President. Buckner Cave is located in Monroe County, Indiana.

Robertson seconded.

Robertson moved: Agenda Motions #4 through #6 be considered as a group.

Clark seconded.

VOTE to consider as a group:

Unanimously in favor PASSED



NSS Board of Governors Meeting Minutes July 23 & 27, 2007

[madratdan]

Thanks for pointing that out Sharon. I guess it's so new they don't have a management plan in place yet. I wonder if it's open to visitation yet. Any idea which grottos would be the new supporters of the office if it did move out of Huntsville?

[Mike Hood]

Here is the link to the Richard Blenz Nature Conservancy that manages Buckner Cave, the NSS' newest preserve:

www.caves.org/grotto/big/rbnc/rbnc.htm

It's at the end of a narrow, gravel road. However, there is quite a bit of property there and is a very pretty place. I think it's a bit out of the way for an office, but it could be done.

Mike

[Sharon Faulkner]

Thanks for the link Mike.

[madratdan]

nssmembersforum said:

Thanks for the link Mike.

Yea...Thanks Mike. I never have any luck finding this kind of stuff on the NSS site. This should be a good project to watch develope as the master plan progresses.

[Kelly]

Sorry for bringing back such an old topic. I've been absent for quite a while here (and everywhere else apparently), and am just learning about plans to move the office to Indiana. I'm concerned it will not be easy access like it is in Huntsville, and I'm concerned about how the rest of the NSS membership feels about such an abrupt, kind of out of the blue, decision to make this move. Of all the places I thought it may go, Indiana was not on the list. I was thinking if it got moved anywhere there was more talk of Virginia.

Is this just because its free property? What happened to looking around Huntsville for property to buy? Huntsville is actually a fairly inexpensive place to buy houses. I would have assumed property would be inexpensive also. That sure would have made the move less expensive. I wonder how much of a plan they have, and if they've gone beyond just the idea of "free land" and "big building".

Being from TAG, and working for the GA State government Environmental Protection Division, I see a whole lot of non-concern for karst issues. There is such a lack of education in Georgia, for example, that even environmental professionals ignore karst. They know its there, but still treat it like its regular bedrock. And they sure don't understand the concept of limestone = caves. If they don't see any sinkholes, they think there's no karst. Dye tracing is something other people do. They have no clue how to do it or even what its for.

I know a guy who installed a well in Adairsville, GA, He kept trying to drill it on top of the hill he was building his house on, and kept hitting open air voids. Finally he let himself think that putting the well down in his valley would be a good idea. He drilled the well 600 feet deep. If he and his drillers had known more about karst, he may have realized that drilling even a deep well in a valley, downgrade from cow pastures and other's septic tanks may not be a great idea. He would have known to test and filter the water. Instead he spent a month passed out in the hospital recovering from e. coli.

I guess what I'm saying is there are places that really need to have better influence by the NSS, and TAG is one of those areas. I know Virginia has some big problems with "non-believers" (aka karst ignorance) too. But Kentucky/Indiana seem to have state government that recognizes and already has educational programs in place for karst. If the NSS is really looking more at starting some educational programs, and if I had my druthers, I would build the new office where it is most needed for educational programs.

I'm very sorry for this long reply, but this is such an import issue. It should not be boiled down to building wherever we have "free land".

Kelly

[L Roebuck]

Hey Kelly I thought the NSS was exploring the option to purchase the house next door to the NSS office? My understanding was the Museum could be moved to the house next door as soon as it was purchased plus it would provide a place for the NSS Officer's to stay while they were in Huntsville.

[madratdan]

It's hard to believe they would move the office when it is so well supported by the local grotto's. Hopefully they will buy this house next door and keep it where it is. I visited it during the Huntsville convention and I really don't understand why they can't use the property they already have? There must be something I'm missing as it really doesn't add up to me as to why the big push for a move.