Final September Minutes Minutes of meeting of the Board of directors of The Autscape Organisation Meeting date: Wednesday 14th September 2011 Meeting time: 12.30pm BST Present: Elaine, Kalen, Martijn, Peter, Stephen, Trish, Yo Apologies and present for part of meeting: Debbie Following a request by the company secretary, directors waived their right to formal notice of this meeting. 1. Proposals 1.1. The board decided that the company should pay the venue bill as presented. (7 for, 0 against) 1.2. The board , instructed the web systems manager to automate future meeting notification announcements to ensure the company meets legal requirements and provide reminders as requested by directors, following the agreement of dates for directors' meetings for the coming year, (7 for, 0 against) 1.3. The board agreed that the appointment (whether made prior to this decision or in the future) of accountants, independent examiners and the company secretary shall run continuously, but be scheduled for review every two years. (7 for, 0 against). In response to a question, the company secretary clarified that this proposal does not prevent the board from reviewing such appointments at will. 1.4. The company secretary proposed that all postholders (other than venue coordinator and vice) elected by the board should continue to serve in that role until the end of their term as a director, or they resign from that post unless otherwise decided by the board. Venue coordinators (and vice) would be appointed to serve for an appropriate period in order to coordinate with a particular venue. The directors discussed the need for regular review of posts versus the need to avoid disruption to the company's ability to function. Following this it was decided to defer the issue to the November meeting. (nem con) 1.5. The board agreed that postholders elected by the board may appoint their own assistant/vice with the exception of the following roles (for which the vice postholder should be elected by the board): chair, treasurer, company secretary, venue coordinator. (7 for, 0 against) 1.6. The board decided to rename sc-venue to sc-research and that its remit should be to research future venues and other tasks requiring similar skills, including taking over searching for childcare providers from sc-youth. (6 for, 1 against) 1.7. The board decided to split the role of programme coordinator and the related programme subcommittee into (1) Formal programme (sc-prog-form) (2) Alternative and leisure programmes (incorporating the existing youth sc)(sc-prog-alt) (3 for, 2 for alternative options) Debbie entered the meeting 1.8. The board unanimously decided to create a temporary working group to investigate and report back to the board on the feasibility of Autscape running a one day conference (to be called wg-echo). The membership of the working group to consist of Damian Milton, any directors who are interested, the Company Secretary, Treasurer and Chair. The board agreed to allow the wg to co-opt additional members necessary to carrying out their task and encourages the wg to seek a range of opinions in developing this proposal. The board asked the wg to report back by the November meeting and noted that the remit of the wg is only to research and make a feasibility report, *not* to run the conference (if any). 1.9. The board unanimously decided to downgrade the tech sub-committee to a working group. 1.10. The board discussed the appropriateness or otherwise of grouping responsibility for how information is presented with technical implementation. The board decided to breakdown responsibility for the website into: (a) Technical (including the implementation of areas under (b) and (c); (b) Appearance, Navigation, Coordination of the creation and updating of substantial content other than that under (c); and (c) Substantial content of organisation sections, administrative updating and correction, legal compliance and prompting review. (7 for, 0 against) 1.11. The board unanimously agreed that: 1.11.1. (a) will be the responsibility of the webmaster. 1.11.2. (b) will be the responsibility of sc-pub 1.11.3. (c) will be the responsibility of the company secretary 1.12. Proposal withdrawn 1.13. The board decided to rename 'merchandise wg' 'purchasing wg' and widen its remit to include all routine purchasing (e.g. lanyards, pens etc.).(6 for, 1 against) 2. Roles and responsibilities 2.1. Chair. Candidates: Kalen. Kalen was elected. (7 for, 0 against) 2.2. Treasurer. Candidates: Peter. Peter was elected. (unanimous) 2.3. Venue coordinator (Belsey Bridge). Candidates: None. Deferred to the list. 2.4. Programme coordinators. Candidates: Trish and Kalen. Kalen was elected as Formal Programme Coordinator and chair of sc-prog-form and Trish was elected as Alternative and Leisure Programme Coordinator and chair of sc-prog-alt (in-line with the programme coordinator role split in item 1.7.) (7 for, 0 against). 2.5. Registrar. Deferred to the list. 2.6. Web systems. Candidates: Peter and Martijn Peter was elected (5 for, 1 for Martijn) 2.7. Subcommittee chairs Publicity and publications subcommittee. Candidates: Martijn. Martijn was elected (7 for, 0 against) Research subcommittee. Candidates: Debbie. Debbie was elected (7 for, 0 against) Fundraising subcommittee. Candidates: Elaine. Elaine was elected (7 for, 0 against) Working groups. [Debbie left the meeting] Echo coordinator. Candidates: Kalen. Kalen was elected (7for, 0 against) Newsletter wg coordinator. Candidates: Stephen. Stephen was elected. (6 for, 0 against) The board clarified that the coordinator may delegate the role of editor for specific newsletters. Purchasing wg coordinator was deferred to the list Transport wg coordinator was deferred to the list Tech wg coordinator was deferred to the list It was noted that CRB wg will continue to be coordinated by the company secretary. 3. Key position progress reports 3.1. The venue coordinator for Autscape 2011 had nothing to report. 3.2. The treasurer for Autscape 2010/2011 asked if people could submit any remaining expenses claims. 3.3. The company secretary reported that2010/2011was a good year. She noted that the company's legal compliance improved considerably and director development has gone well with a consistent board and some training achieved. She reported that she is still struggling to catch up with a lot but is hopeful of being able to make progress in this quieter time of year. 3.4. The 2010/2011 chair indicated that she would make a report on the list if she thought of anything. 4. There was no other business Meeting closed at 14.42 BST