Final Agenda for May 2012 board meeting rev 2 Meeting to be held on Sunday 6th May at 2pm at irc.starlink-irc.org #autscape Attendance Apologies 1. Statement 1.1. The board notes our decision by written resolution on 19/04/12 to approve the final accounts. 2. Ratification 2.1. Our decision to co-opt Debbie to the board (12/04/12) 2.2. To accept a revised proposal "Interests, people, and autism" (Dinah Murray) for the Autscape programme (21/04/12) 3. Proposals 3.1. The childcare coordinator proposes that Autscape book Kidzonecreche.co.uk to provide childcare at Autscape 2012 and allocate a budget of £1750 for childcare. [See Appendix A for rationale] 3.2. The purchasing coordinator proposes that the board allocate a general merchandise budget (excluding pens) of £200. 3.3. The webmaster proposes retaining Jump Networks as Autscape's web hosts for a further year. The cost will be GBP 102 (the full amount is GBP 168 incl. VAT, and because of a reduction in costs, we have a credit note for GBP 66), however, Autscape is being offered a conditional donation to meet the full cost. [See briefing paper on donation conditions posted to list on 03/06/11 for reference] 3.4. The alternative program chair requests a budget of £300 to cover: * Glowsticks (sparklies and 'olympics'), * Refreshments during registration period (incl special diet needs), * Art, craft and similar material refunds, * Stickers and other costs associated with registration activities, * Cheap table tennis bats, balls, nets (if venue's are not adequate), * And other relevant items. This allows a margin for error in the costings. 3.5. The registrar proposes that we do not allow presenters coming for only one night to book single en-suites unless they have a very good reason. (Allowing them to do so would take the room out of action for participants coming for the whole of Autscape - see discussion on list 4/5/12 'Presenter one night options') 4. Follow ups 4.1. Purchase/transfer of autscape domains (Peter) 4.2. Chair of sc-research (Kalen) 4.3. Echo feasibility report (Kalen) 4.4. Draft chat list guidance (Martijn) 4.5. Registration system (Peter) 5. Subcommittee progress reports (suggested topics in brackets) 5.1. Sc-prog-form (invitations, schedule - including availability of it to other board members and the website) Chair: Kalen 5.2. Sc-prog-alt (leisure activities, budget, alternative programme intentions) Chair: Trish 5.3 Sc-fund (Trefoil grant application, funding strategy) Chair: Elaine. Report: Unfortunately we couldn't get Virginmoneygiving up and running before the London Marathon. However the person who ran raised £1300 in 48 hours for the charity designated instead. Whilst this is good news for that charity and not us, it does show the potential for this type of thing. The good news is though, the person was so impressed that they and another person will be running a Half Marathon and they will both be raising money for Autscape. 5.4. Sc-research (childcare research progress, transport research progress, venue research progress) Chair: Debbie 5.5. Sc-pub (website wording inc. venue, poster production and distribution and publicity generally, generic description) Chair: Martijn 5.6. Working group reports (if any) (Echo - Kalen, Newsletter - Stephen, Purchasing - Stephen, Tech - Stephen) 6. Key position progress reports (matters not covered earlier) 6.1. Webmaster (updating website, registration system, questionnaires) 6.2. Registrar (registrations so far and issues arising) 6.3. Venue coordinator 2012 (planned venue visits, venue information for info pack, coordination with programme coordinator on use of rooms) 6.4. Treasurer (actions taken under delegated authority, insurance, virginmoneygiving, bank account, HMRC, accounting advice) 6.5. Company Secretary (actions taken under delegated authority, filing and distribution of accounts, PVSL, info@ guidance, policies and job descriptions, files, postholding) 6.6. Chair (actions taken under delegated authority, general progress, board communication, any other matters) 7. Any other business APPENDIX A There are not many contenders in the area and this one seems to meet all our requirements. The price is also reasonable. They quote based on £7 per hour per child under 10 and £6 per hour per child over 10 plus petrol. The proposed budget covers 10 children and petrol but could come down significantly with less children. The nearest contender is the Care Fairies who have quoted £1500-2150 depending on whether 2 or 3 staff are required. (if we had 10 children it would be 3 staff and this therefore makes them more expensive). All quotes are based on 28 hours. If we added more hours Kidzone would still probably come out cheaper and it is unlikely that we would have 10 children.