Final Agenda for April 2012 board meeting - rev 2 Meeting to be held on Sunday 1st April at 2pm at irc.starlink-irc.org #autscape Attendance Apologies 1. Ratification 1.1. Our decision (on list on 19/3/12) to increase the budget for accountancy services to £700 2. Proposals 2.1. The company secretary proposes that the board approve the Annual report (version labelled draft 2) (attached) 2.2. The company secretary proposes that the board decide to either (see APPENDIX A): (a) Retain the previously approved day fees (b) Change the day fees to the structure proposed on list by the vice treasurer (c) Change the day fees to the structure proposed on list by the treasurer 2.3. The company secretary proposes that the board delegate the annual decision about whether it is appropriate to renew/obtain a PVSL for Autscape to the company secretary and authorise any necessary expenditure for this purpose (approximate cost <£100 annually) 2.4. The company secretary proposes that the board delegate the annual renewal/ obtaining of (a) event insurance; and (b) trustees indemnity insurance to either of the company secretary or treasurer with the agreement of two other directors and authorise the necessary expenditure. The purchase, provider and cost to be reported to the board at the following meeting. However, it is noted that, if there are to be any material changes to the terms of an insurance policy, approval of the full board is required under Bye-law 4.4. 3. Follow ups 3.1. Purchase of autscape.info (Peter) 3.2. Transfer of autscape.org and autscape.org.uk domains (Martijn) 3.3. Registration of #autscape on Starlink-IRC (Martijn) 3.4. Chair of sc-research (Kalen) 3.5. Echo feasibility report (Kalen) 3.6. Draft chat list guidance (not clearly delegated to a specific individual) 3.7. Preliminary delegation of the on site team and site manager (who will hopefully also be the person to manage the team beforehand) (Kalen) 3.8. Cancellation and Payment policies (Peter?) 4. Subcommittee progress reports (suggested topics in brackets) 4.1. Sc-prog-form (invitations, schedule) Chair: Kalen 4.2. Sc-prog-alt (call for leisure activities, budget, alternative programme intentions) Chair: Trish 4.3. Sc-fund (Trefoil grant application, funding strategy) Chair: Elaine 4.4. Sc-research (sc membership, childcare research progress and timing of decision, transport research progress, venue research progress) In lieu of chair: Kalen 4.5. Sc-pub (website wording inc. venue, advertisement deadlines, poster production and publicity generally, generic description) Chair: Martijn 4.6. Working group reports (if any) (Echo - Kalen, Newsletter - Stephen, Purchasing - Stephen, Tech - Stephen) 5. Key position progress reports (matters not covered earlier) 5.1. Webmaster (updating website, SSL certificate, registration system) 5.2. Venue coordinator 2012 (planned venue visits, venue information for sc-pub) 5.3. Treasurer (actions taken under delegated authority, virginmoneygiving, bank account, HMRC, accounts and accounting advice) 5.4. Company Secretary (actions taken under delegated authority, annual report, info@ guidance, policies and job descriptions, files, postholding) 5.5. Chair (actions taken under delegated authority, general progress, any other matters) 6. Any other business