Minutes of meeting of the Board of directors of The Autscape Organisation Meeting date: Sunday 16th February 2014 Meeting time: 2.00pm GMT Meeting Chair: Martijn Present: Debbie, Elaine, Martijn, Stephen, Peter, Trish Apologies: Alastair, Liz Meeting opened 2:08 GMT. 1. Ratifications The board ratified the following decisions taken on the board list (6 for, 0 against): 1.1. No longer use payasyougopost.com as the supplier of our addresses. 1.2. Return the Autscape Registered address (for Company registration only) to the previous address until a suitable, cost effective alternative is found. 2. Proposals 2.1. CAF Bank web interface. The Treasurer proposed that Liz and Alastair be given access to the CAF bank web interface, subject to the successful passing of their DBS (CRB) checks. The board agreed (6 for, 0 against). 2.2. Bank account signatories. The Treasurer proposed that two additional signatories (Liz and Alastair) are appointed for the bank account. Additional signatories Liz and Alastair approved (6 for, 0 against). 2.3. Company Secretary passwords. The Company Secretary proposed that Company Secretary passwords be made available to an additional person (Elaine). There was a short discussion as to the most suitable person for this and what this would give access to. It was agreed that additional access to passwords was given to Elaine (6 for, 0 against). 2.4. Company Addresses (see Appendix A). 2.4.1. Correspondence Address. Debbie proposed: Autscape to use Peter's address as Autscape's correspondence address this year. There was a short discussion during which Peter confirmed he is happy for this to go ahead. Correspondence address agreed (6 for, 0 against). 2.4.2. Registered Address. Debbie proposed: Autscape to use Peter's address as Autscape's registered address subject to Companies House agreeing that it is okay for us to only display the company sign inside; in the room Peter uses for his Autscape work. Peter to contact Companies House. Registered address agreed (6 for, 0 against). 2.5. Phone top-up. Elaine proposed that the Autscape phone be topped up with £10 approximately twice a year. There was a short discussion after which the proposal was rewritten to reflect this. Amended proposal: to allow the Autscape phone to be topped up as required, up to £30 per year. Proposal adopted as amended (6 for, 0 against). 2.6. National Diversity Awards. Elaine proposed we ask for people to nominate Autscape for the National Diversity Awards. There was a short discussion as to the work involved in campaigning for this award and whether the result would be worth it. The proposal was not agreed (0 for, 2 against). 3. Follow-ups 3.1. DBS checks (Elaine). It was reported that there are difficulties in confirming the level of cover required for DBS checks. There was some discussion and Volunteers were requested to help. Deferred to list. 3.2. Autscape Bulletin (Trish). It was reported that the Bulletin has been written and sent to list but requires checking before it is sent to members. Martijn volunteered to check the Bulletin. 4. Role reports 4.1. Chair (Martijn). The Chair reported that he is not back on top of things as much as anticipated and thanked Elaine and everyone else for keeping things moving in the meantime. 4.2. Treasurer/Outgoing Interim Treasurer (Peter/Stephen). The outgoing Treasurer reported that he has I caught up on the data entry for Peter to prepare the accounts and apologised to the Treasurer for the delay. He now needs to send on receipts, invoices, chequebook and pay in book. The Treasure requested that this be done ASAP. 4.3. Company Secretary (Debbie). The Company Secretary reported that she has purchased and is reading books recommended by Yo. She reported great concern about the 2013 minutes. A discussion followed during which it became clear that the minutes are mainly in draft mode awaiting approval. The Honorary Secretary agreed to check on the situation with November minutes and the Chair agreed to make minute approval a priority after the Call for Proposals. It was agreed that the minutes for this meeting be written by Trish immediately afterwards and sent to the Board for comments whilst the Honorary Secretary proofreads. 4.4. Venue Co-ordinator (Elaine). The Venue Co-ordinator reported that she had intended touching base with Belsey Bridge but this has not yet happened - she will do this shortly. 4.5. Web systems (Martijn). The Webmaster had nothing to report however Peter was able to state that he has cleared out the proposals from last year. 4.6. Honorary Secretary (Stephen). The Honorary Secretary had nothing more to report in addition to the discussion under 4.3 above. 4.7. Registrar (Debbie). The Registrar had nothing to report other than that no progress can be made on fees until accounts and budget proposals have been received. 5. Subcommittee, working group and any other reports 5.1. Formal Programme subcommittee (Martijn). It was reported that the theme description is virtually ready and the proposals database has been reset so the Call for Proposals should be out soon, hopefully by the end of tomorrow as the text needs little work. 5.2. Alternative Programme subcommittee (Trish). The Alternative Programme Co-ordinator reported that she has looked at the Call for Proposals (Alternative) and it needs no change to the text, just dates. She is awaiting the distribution of the Call for Proposals (Formal) before sending out so as to avoid confusion. Other items will commence after half term when Elaine is free to get involved if necessary in discussions on the subcommittee list. Meanwhile, the budget proposal will be sorted asap and the film licence still needs work but preferably before it is taken to the subcommittee. 5.3. Fundraising subcommittee (Liz). No report. 5.4. Research subcommittee (Peter). The subcommittee chair reported that we have a list of childcare providers in the area. There are a few changes from last time we were there. We will shortly be contacting them for price and availability. 5.5. Publications & Publicity subcommittee (Alastair). No report. 5.6. Purchasing working group (Elaine). The chair of the working group reported she has been looking round the web pricing things up but now needs to list our requirements and put in a budget. 5.7. Anybody else. No further reports. 6. Any Other Business There was no other business. Meeting closed 3:37 GMT.