Final Agenda for January 2012 board meeting Attendance Apologies received from Elaine 1. Announcements 1.1. Debbie has resigned as a director of Autscape. 2. Ratifications 2.1. Decision of the board that the Autscape theme for 2012 will be 'Similarities and Diversities' (made on list 15/12/11) 3. Follow-ups 3.1. Purpose of Autscape chat (see chair's email 14/12/11) 3.2. Progress of bank form (see treasurer's email direct to those affected 23/12/11) 3.3. Autscape 'map' (see company secretary's email 13/12/11) 4. Appointments 4.1. Chair of sc-research 5. Proposals 5.1. The chair proposes that Autscape create an 'on-site' team to actually organise and run the Autscape conference at the event. This team may (or may not) include all the directors but may also include other individuals appointed to the team by the directors. 5.2. The company secretary proposes that the directors request proposed fees from the treasurer to be available 1 week in advance of the February meeting in order to be able to vote on a fee structure at the February meeting. 5.3. Transport 5.3.1. The chair proposes that the directors appoint an individual to take responsibility for booking and administering transport arrangements. 5.3.2. The chair proposes that the remit of the person appointed shall be to: · Book Autscape-provided transport for Autscape 2012 · Liaise with the transport provider · Ensure information about both Autscape-provided transport and public transport options are provided to participants · Manage day to day matters relating to transport provision at the event The remit of the person appointed specifically excludes: · taking responsibility for ensuring that individuals actually arrive successfully at Autscape. It remains Autscape's policy that this is the responsibility of the individual participant. 5.3.3. The chair proposes that the person appointed shall have the authority: · Once the board has approved specific provider(s), to book transport on behalf of Autscape and to liaise as necessary with provider(s) · To collect relevant information from participants and pass that on to the provider. · To appoint individuals to run transport provision at the event 5.4. Childcare 5.4.1. The chair proposes that the directors appoint an individual to take responsibility for booking and administering childcare arrangements. 5.4.2. The chair proposes that the remit of the person appointed shall be: · Book childcare provision for Autscape 2012 · Liaise with the childcare provider · Ensure information about childcare is provided to participants · Manage day to day matters relating to childcare at the event 5.4.3. The chair proposes that the person appointed shall have the authority: · Once the board has approved a specific provider, to book childcare on behalf of Autscape and to liaise as necessary with the provider · To collect relevant information from participants and pass that on to the provider in a manner consistent with Autscape's participant confidentiality policy and data protection requirements. · If appropriate, to appoint individuals to manage day to day matters relating to childcare provision at the event 6. Subcommittee progress reports (suggested topics in brackets) 6.1. Sc-prog-form (presenter numbers, carer places, call for proposals, theme 2013) Chair: Kalen 6.2. Sc-prog-alt (sc membership, task list and timetable for the year) Chair: Trish 6.3. Sc-fund (sc membership, task list and timetable for the year) Chair: Elaine 6.4. Sc-research (childcare and venue progress) Sep-Jan Chair: Debbie 6.5. Sc-pub (sc membership, task list and timetable for the year, advertisement deadlines, publicity planning) Chair: Martijn 6.6. Working group reports (if any) (Echo - Kalen, Newsletter - Stephen, Purchasing - Stephen, Tech - Stephen) 7. Key position progress reports (matters not covered earlier) 7.1. Webmaster (updating website, proposal forms, timetable for updating registration system) 7.2. Venue coordinator 2012 (planned venue visits, venue information for sc-pub) 7.3. Treasurer (bank form, tax return, annual report/accounts, fee proposal) 7.4. Company Secretary (files, annual report, info@ guidance, policies and job descriptions) 7.5. Chair (general progress, any other matters) 8. Any other business