Minutes of the Board of Directors of

Appalachian Cave Conservancy

The annual meeting of the Board of Directors and general membership of Appalachian Cave Conservancy, a Virginia nonprofit corporation (“ACC”), were held at the Perkins Cave Field House, Hayter’s Gap, Virginia, on the 12^th day of February, 2005, upon proper notice thereof. Board members present were Robbie Spiegel, John Wilson, Tanya McLaughlin, Bill James, Paul Gaskins, Renee Gaskins, Jason Lachniet, Don Feathers and Terri Brown. Present by proxy were Joel Stevenson, Mary Wilson and Gary Fielden. Guests present were John Rossi and Michael.

Call to Order

The meeting was called to order by John Wilson at approximately 10:30 a.m.

Reading and/or Approval of Minutes of last meeting

The minutes of the last meeting were not read nor approved.

Committee Reports

John Wilson opened the meeting by advising that ACC was granted 501(c)(3) tax-exempt status by the IRS. As a result, donations to ACC are tax deductible. In addition, certain expenses incurred by members in furthering the conservation or scientific purposes of the corporation may be deductible.

The next report was to discuss regional caves that may be suitable for management by ACC. John Wilson relayed his conversations with Milton Starnes relative to Daniel Boone Cave. Based on conversations with the landowner, Daniel Boone Cave may be a candidate for management by ACC but not immediately. Milton Starnes may choose to affiliate when he returns to Virginia this spring or at a later date.

Robbie Spiegel discussed Scott County Blowing Cave a/k/a Scott County Blowing Hole Cave as a potential candidate. Blowing Hole is an owner-friendly cave, over one mile in length and located in a vulnerable position with its entrance on a VDOT right of way. The cave owners are believed to be John Smith and Joe Smith. Bill James has discussed cave gates with the owners who appear receptive to management. ACC was not discussed in particular. It is uncertain whether the cave entrance is located in the VDOT right of way. Terri Brown indicated that because of past contact with VDOT, she did not believe they would claim more than a few fee from the road as right of way.

Bill James also suggested Winding Stair Cave, Dungeon Cave and Funnel Cave as suitable caves for management. The owners of these caves are John Brickey, Jr. and John Brickey Sr.

Jason Lachniet indicated that he has a good relationship with the superintendent of The Virginian Country Club, in Abingdon, Virginia. Latham’s Cave a/k/a Hall Bottom No. 1 is located on Country Club property, but in a wetlands area that may not be suitable for development. The Country Club may be receptive to conservation and Jason agreed to follow up with the landowners.

Tony McGee suggested Cedar Creek Cave, but Renee Gaskins indicated that the landowner situation was not friendly and the new landowner would not be receptive to conservation.

Terri Brown suggested Brass Kettle Cave, a biologically significant cave in Damascus, Virginia, believed to be owned by Warren McCray. Debusk Cave and Carter Cave were also discussed.

Tony McGee also indicated that Lowe’s Cave a/k/a Fritz Breeding Cave should also be considered as a candidate for management. Jason Lachniet indicated that the property was sold to an absentee landowner in North Carolina.

Don Feathers advised the board of new circumstances surrounding Gilley’s Cave. The land around Gilley’s is currently for sale, but it is uncertain whether the cave property itself is for sale. There is a possibility that the parking area around the cave may be developed which will adversely impact the cave. The name of the current owner is not certain. It is believed that the owner once known to the caving community may now be deceased.

After discussion it was determined that the following caves may be candidates for ACC management and additional contact will be made by the board members indicated:

Latham’s Cave—Jason Lachniet

Lowe’s Cave—Jason Lachniet and Tony McGee

Gilly’s Cave—Tony McGee

Neals Sinks Cave—Tony McGee

Blowing Hole Cave—Bill James

Winding Stair Cave—Bill James

Dungeon Cave—Bill James

Funnel Cave—Bill James

It was determined that the following caves may or may not be candidates for management, and further discussion was tabled until a later date:

Farm Park Cave

Carter Cave

Debusk Cave

Brass Kettle Cave

At this point, Tony McGee made a motion that the board meeting be interrupted by the general membership meeting. Paul Gaskins seconded the motion and the vote passed. See Annual Meeting minutes for results.

Board Meeting Resumes

At this point the board meeting resumed with discussions of the Perkins Cave resurvey. Paul Gaskins discussed survey standards and techniques for marking critical junctions. Paul Gaskins previously circulated proposed survey standards among the membership and requested suggestions and input from the membership. Paul Gaskins will incorporate changes and keep the survey standards up to date. John Wilson asked that Paul Gaskins oversee the resurvey and be custodian of a key to the Perkins Cave gate and Perkins facilities. John Wilson noted that a key has also been lodged with Tony McGee. Survey teams should contact Paul Gaskins or Tony McGee to obtain a key for work on the resurvey. John Wilson also has possession of a Perkins’ key but because of his location in Richmond, it will likely be more convenient for most members to contact Paul Gaskins or Tony McGee. Since a landline is located in the field house, John Wilson strongly suggested that team members become familiar with the procedure to unlock the field house in case of an emergency.

Treasurer’s Report: Tanya McLaughlin reported that the ACC account was opened at Bank of Marion and has a current balance of $150. An additional $50 in membership dues was received prior to the meeting. Tanya McLaughlin also reported that we received contributions generated as a result of the ACC website. The contributions were received by Tom Roehr and Lauren Rexford.

Tanya McLaughlin indicated that the bank now requires account signatories to execute signature cards simultaneously. The designation of a board member to assist the Treasurer and serve as the second authorized signature was discussed at length. Upon discussion it was decided that the assistant to the Treasurer would also serve as Membership Chairman. Terri Brown agreed to serve as Membership Chairman and assistant to the Treasurer. Upon receipt of dues, the Treasurer will welcome new members by e-mail. Terri Brown will oversee membership data and membership contact thereafter.

Old and Unfinished Business

The next order of business was to discuss the pending NSF Grant. Terri Brown and Joel Stevenson were co-writers of the grant. Terri Brown volunteered to follow up on the status of the grant.

John Wilson discussed the upcoming NSS Convention in Huntsville, Alabama, and the fundraising planned by ACC. As contemplated in prior board discussions, ACC will sell lanyards, t-shirts and hats at the NSS Convention. Navy blue and tan were discussed as the logo colors. John Wilson reminded the board that prices were set by the previously approved ad to run in the March NSS News. Discussion then focused on the number of items to be purchased for resale. After much discussion, the board voted to purchase the following custom products for resale at convention: 300 lanyards; 150 hats, and 100 t-shirts. Jim Hall, Chairman of the NSS Convention, offered ACC a table near the registration area to sell ACC items. Members will be needed to sell the products at convention.

Other possible sources of revenue were discussed. Terri Brown offered to submit a grant to CCV. She also suggested that Mountain Empire Grotto be contacted for a donation. Jason Lachniet, editor of MEG’s newsletter, the Underground Mountaineer, indicated that an ACC ad could be placed in the newsletter.

New Business

The next item of business was to attempt to set the remaining 2005 directors’ meetings. Members advised that the scheduled dates should avoid well attended caving events. John Wilson agreed to determine the dates to avoid and draft a proposed 2005 schedule for consideration by the Board.

An amendment to the By-Laws was considered whereby the time to respond to e-mail votes would be increased. The By-Laws currently authorize a one-week response time. Discussions were entertained to increase the response time to ten days or two weeks. Renee Gaskins motioned that the response time be extended to two weeks and Tony McGee seconded the motion. Upon vote, the motion passed.

Terri Brown offered samples of brochure formats for review by the Board and also provided draft text for review. Tanya McLaughlin requested that the text be reworded to omit reference to dates prior to incorporation. Additional suggestions were discussed. Terri Brown will continue to work on the brochure. She also requested a selection of cave photos for inclusion in the brochure. Tony McGee has a vast library of cave photos and agreed to have his better photos transferred to digital format for consideration and use by ACC.

The final business to come before the Board was to consider an amendment to the By-Laws whereby any director who is absent without proxy for three consecutive meetings will be removed. Upon vote by the Board a resolution was passed amending the By-Laws as follows:

In the event any director fails to attend three (3) consecutive meetings of the Board and fails to authorize vote by proxy at such consecutive meetings, then such director shall be removed as a director of the corporation effective as of the date of the third missed meeting. Such director’s vote shall not be considered in determining whether a quorum is present. It is provided, however, that the Board, in its sole discretion, shall be authorized to consider extenuating circumstances and reinstate the terminated director.

Adjournment

The meeting adjourned at approximately 12:50 p.m.

Renee Gaskins

Acting Secretary