Final Agenda for May 2011 committee meeting Meeting date: Wednesday 18th May 1pm Meeting Chair: Kalen 1. Announcements 1.1. Autscape's application for Charity Registration (as 'The Autscape Organisation') has been approved. Our registered charity number is 1141913. This completes the process begun as a result of the decision of the membership at the AGM in 2008. Autscape is now a charitable company. 2. Ratifications 2.1. March part 2 minutes (approved on list 20/4/11) 2.2. To appoint Debbie F. as transport coordinator (agreed nem con 18/4/11) 2.3. To appoint Debbie F. as registrar (agreed on list 11/5/11) 3. Proposals 3.1. Approve April minutes (posted on list 24/4/11) 3.2. To adopt the proposed booking and cancellation policy (see Appendix) 4. Follow ups 4.1. Newsletter 4.2. Registration 4.3. General confidentiality policy (set for review this month by December 2010 meeting 3.4.1) 4.4. Drafting of email re item 7 March meeting 4.5. Adding working groups to 'getting involved' page 5. Subcommittee Progress Reports (suggested topics listed) 5.1. Venue (website information on 2011 venue, 2012) 5.2. Tech (website updating) 5.3. Publications/publicity (poster distribution, when brochure will be ready, including programme information in brochure) 5.4. Constitution (progress on governance policy) 5.5. Fundraising (progress on fundraising) 5.6. Youth (childcare booking, updating main committee on youth programme intentions) 5.7. Programme (invitation(s), leisure issues, schedule, making information available on the website about this year's presentations and presenters) 5.8. Merchandise wg (if necessary) 5.9. Transport wg (if necessary) 6. Key position progress reports (matters not covered earlier) 6.1. Venue coordinator (catering, ongoing liaison with the venue) 6.2. Treasurer (low income definition (see 12/5/11 post), costs visualisation, accountant, budget, reserves) 6.3. Company Secretary (charity registration, training, policies, development issues) 6.4. Chair (overall progress, timetable) 7. Any other business APPENDIX Proposed Booking and Cancellation Policy This policy should be examined every year since it necessarily interacts with the venues' policies. Payment ------- Bookings for Autscape will be held, pending payment, for two weeks from the date that the registrar accepts the booking or until booking closes, whichever date occurs earlier. The registrar may cancel bookings which remain unpaid after this date. The registrar is not compelled to cancel unpaid bookings, and they may arrange an alternative payment schedule with a participant where it is appropriate to do so. Cancellation ------------ If the participant requests that their place is cancelled more than one month before the conference, then Autscape shall return the booking fee less any incurred costs and less an administration fee of GBP 10. If the participant requests that their place is cancelled more than three weeks prior to the conference and before the venue has been given the final attendance figures, then Autscape shall return the booking fee less any incurred costs and less an administration fee of GBP 20. Where requests for cancellations are made three weeks or less prior to the conference or after the venue has been given final attendance figures, no refund will normally be given. The board may authorise full or partial refunds where they are able to recover some costs, but they are not under any obligation to do so. Where refunds are given, payment will normally be made by cheque. Refunds may be delayed until after the Autscape conference. Refunds may also be delayed to allow incoming payments to clear.