Minutes of meeting of the Board of directors of The Autscape Organisation Meeting date: Thursday 11th December 2014 Meeting time: 1.00pm GMT Meeting Chair: Martijn Present: Stephen, Martijn, Trish, Peter, Alastair, Elaine (late), Kalen (late) Apologies: Debbie, Elaine, Liz Meeting opened 1:08pm. 1. Request from the Honorary Secretary for directors to waive their right to formal notice of this meeting. Approved (5 for). 2. Ratifications 2.1. The decision to vote for booking Giggleswick from Friday 21st to Monday 24th of August 2015, in light of a changed offer of availability of dates. Ratified (5 for). Elaine reported later in the meeting that acceptance of the dates have been confirmed by Giggleswick. 3. Proposals 3.1. Theme. The Programme Coordinator proposed we adopt Exploring Autistic Space as the theme for Autscape 2015. Theme "Exploring Autistic Space" adopted for Autscape 2015 (4 for). 3.2. Honorary Secretary job description. The Honorary Secretary proposed we adopt the Honorary Secretary job description posted to the board list on November 15th (See Appendix A for details). Honorary Secretary job description adopted (4 for). 3.3. Chat list moderation powers. Stephen proposed that we replace the currently delegated chat list moderation powers of item 3.8.2 in the meeting of September 2010 with reworded powers (see Appendix I). There followed a short discussion in which it was agreed to change "i.e." to "e.g." in point 2. Moderation powers reworded (with minor amendment to "e.g." in point 2) approved (5 for). 3.3.3. Stephen proposed to limit the time frame in which the members of the board may make a decision to one of: i) 48 hours ii) 72 hours iii) 1 week Delegated chat list moderation powers adopted with Peter's minor amendment and a decision time frame of 72 hours for 3.3.3 (5 for). 4. Follow-ups 4.1. Annual Report (Debbie) No update received. However, all those contributing were reminded that they should submit their reports by Christmas. 4.2. Personal Data Retention Policy (Martijn). Martijn reported he has been working on this and almost has a draft ready to send to the board list, hopefully this week. 4.3. Guidance for splitting conference organisation from governance (Elaine). (Handled out of turn due to Elaine's late arrival.) No progress. 4.4. Outstanding Minutes (Martijn). No progress. 4.5. Website Files (making the current file system more workable). No progress. (Elaine joined the meeting at this point) 4.6. Newsletter. No known progress. Alastair to follow up with Laura and check if any help is needed. 4.7. Facebook page. Alastair reported he has set up a Facebook page with himself, Chen & Martijn able to post to it. Chen has provided both the posts so far and the publicity list have commented on them. He wishes to publicise Autscape 2015 on there as a pinned topic (it was later confirmed by Peter that this should not be publicised as definite until we have a binding contract) and possibly facebook event once we are ready. He confirmed the whole board are on the sc-pub list so will be aware of further postings. 5. Role reports 5.1. Chair (Martijn). Nothing to report. 5.2. Treasurer (Peter). Peter reported that we have received a letter from the HMRC saying that charities normally have to do a tax return only every 3-5 years. They've update their records and we won't have to do one this year. 5.3. Company Secretary (Debbie). No report received. 5.4. Web systems (Martijn). Nothing to report, things are running normally. 5.5. Honorary Secretary (Stephen). Nothing to report. 5.6. Programme Coordinator (Kalen). Nothing to report. 6. Any Other Business No other business. (Kalen joined the meeting at this point)
Closed part of the meeting 7. Role assignments. 7.1. Venue coordinator (Last year: Elaine; Candidates: Elaine) Elaine was elected as venue coordinator (6 for). 8. Subcommittee and Working Group chairs. 8.1. Fundraising SC (Last year: Liz; Candidates: ) No candidates, so Martijn will take it to the Board list. 8.2. Research SC (Last year: Peter; Candidates: ) There was a discussion as to the value of a research SC. It was decided to discontinue this SC. Elaine suggested much research could fall to the Venue Coordinator. Stephen agreed to put this on the agenda for next month. 8.3. Publicity and Publications SC (Last year: Alastair; Candidates: Alastair, Kalen) Alastair was elected as chair of the Publicity and Publications SC (Alastair 4, Kalen 1). 8.4. Purchasing WG (Last year: Elaine; Candidates: Stephen (Elaine withdrew candidacy)) Stephen was elected as chair of the Purchasing WG (6 for). Meeting closed 2:25 GMT.
Appendix I. Chat list moderation powers 1 To delegate the power to moderate the entire list and to hold all post on a specific topic pending a decision on the appropriate next steps, and the power to take the list off moderation if they feel the situation has resolved itself with a simple cooling off period, to chat list moderators. 2 To delegate the power to decide on appropriate next steps to members of the board, on a majority decision outside of a formal board meeting (i.e. via the board's e-mail list). (this was reworded to read "e.g." via the board's e-mail list) 3 To limit the time frame in which the members of the board may make a decision to one of: i) 48 hours ii) 72 hours iii) 1 week. 4 Should no decision be possible within the time limit, the chair has the power to either extend the limit further or make an executive decision to resolve the situation. 5 If the chair declares a conflict of interest in the decision, then the delegated power falls to the vice chair instead.