Minutes of meeting of the Board of directors of The Autscape Organisation Meeting date: Saturday 23rd January 2016 Meeting time: 15:00 GMT Meeting Chair: Kalen Present: Debbie, Elaine, Jeremy, Joseph, Kalen and Trish Absent: Liz Apologies: None Observers: None Meeting opened: 3:08 pm 1. Approvals 1.1. Approval of the minutes of the board meeting held on 28th Nov 2015 and posted to the list on 21st Jan 2016. 1.2. Approval of the draft letter regarding chat list moderators as posted to the board on 21st Jan 2016. 1.1 and 1.2 approved together. 6 for 2. Ratifications 2.1 To ratify the decision that Jeremy becomes a signatory to the cheque book as well as receiving access to the bank account, Autscape finance system, and PayPal.( taken on list on 5th Dec 2015) 2.1 Ratified. 6 for. 3. Proposals 3.1 Theme There was a long discussion of the shortlisted topics (connections, neurodiversity and identity) and other options ('neurodiverse identities' and 'neurodiverse connections'), and whether to choose for both 2016 and 2017. There was concern over the suitablilty of deciding for 2017 now and whether it was preferable to decide later. It was suggested there could be a discussion group at Autscape about the following year's theme. Votes were taken for 2016 on each of the main suggestions individually. The Programme coordinator proposed that the theme for Autscape 2016 centre on the theme of : Identity (exact wording to be specified). (5 for, 1 against) Neurodiversity (2 for, 4 against) Connections (4 for, 1 against) The theme for next Autscape is Identity. Action 3.1: Kalen to pass back to SC for description 3.2 Bank signatories The Company Treasurer proposed that we add Trish as a signatory to the bank account and that we remove Stephen and Yo. The Company Treasurer informed the Board that Peter and Kalen would remain as signatories and Stephen and Yo would be replaced with Trish and Jeremy (the decision to add Jeremy was taken onlist on 5th December 2015 and ratified at item 2.1 of this meeting). It had been decided to make all alterations at the same time as bank requirements are complicated by the fact that the Board do not live close together. There was a discussion clarifying the exact situation and who would be taking on or leaving each role. 3.2 approved. 6 for 4. Role Reports 4.1 Chair The Chair had nothing to report. 4.2 Company Treasurer The Company Treasurer reported on: a) Cheque form: This was filled out by Peter as signatory one and posted last weekend but has not yet been received by Jeremy. From Jeremy it will go to Trish then Kalen (signing two areas) and then back to Peter. b) Bank signatures: This is on hold as Peter has to contact the bank and find a solution to Jeremy not having a home phone number to put in the compulsory field on the form. c) Access to Autscape finance system for Jeremy: now completed. d) Paypal: will be addressed later when other things are completed. e) Progress towards 25K. There is a difficulty here as to start on the new database package before the computer system has been updated would require rewriting the package twice. This is made worse by the Board having instructed Peter to use a different database from that which he would prefer. This could cause problems with our commitment to going over the 25K limit. It is necessary that we remove the instruction that was given. The change of database is because our existing one will no longer be free. Action 4.2: Elaine to follow up on removing the instruction. 4.3 Company Secretary/Honorary Secretary The Company Secretary reported that she had been writing a proposal around Tech which will follow soon. She has also completed the reserves policy, nearly finished the annual return and is doing a lot of other stuff around chat list policy, all of which will be sent out soon. 4.4 Web Systems Elaine reported that web systems is currently without a chair. The role along with a technical policy and outstanding issues eg. Domain purchase and font license tracking page are currently under review. Action 4.4: Deferred to list re above (Elaine) 4.5 Programme coordinator report from 2015 See Appendix A. 4.6 Programme co-ordinator The Programme Coordinator reported that the theme had been decided and will now go to the sub-committee for writing up into the call for proposals. However, the CfP should not really go out until the venue is confirmed. 4.7 Venue Co-ordinator The Venue Co-ordinator reported she has been trying to get hold of the contract. As this was sorted in February last year she hopes it will be done soon. 4.8 Venue Co-ordinator report 2015 See Appendix B. 4.9 Venue search 2017 Joseph reported that the only new information that has not been posted on the list is from Shrewsbury. They cannot guarantee exclusive use of the dining hall and all the ensuites are on 1st and 2nd floors. We can however have exclusive access to 3 or 4 residential buildings of the 13 they have. There was a short discussion regarding suitability and whether a visit would be advisable. Several people are able to visit this location at no cost. Deferred for discussion, on or off list Action 4.9: Initiate discussion on venues (Joseph) 4.10 Merchandise report 2015 See Appendix C. 5. Sub-committee reports 5.1 Fundraising No report from Liz due to absence and Jeremy reported no further progress from the discussion at the last board meeting where he had offered to assist. 5.2 Publications (David) No report received. David needs informing that we need to prepare the advert for AU. Kalen mentioned that she has an editable copy of the advert used last year and will pass that on to David. The AU deadline is 17 Feb. Action 5.2: Kalen to contact David re advert and deadline 6. Any other business 6.1 Stephen Elaine expressed a wish to thank Stephen for all his hard work in the long time he has been on the Board as he resigned for personal reasons in December. Meeting closed 5:08pm
Actions 3.1: Kalen to pass back to SC for description 4.3: Elaine to follow up on removing the instruction. 4.4: Web systems deferred to list re above (Elaine) 4.9: Initiate discussion on venues (Joseph) 5.2: Kalen to contact David re advert and deadline
Appendix A - Programme Co-ordinator report (Giggleswick 2015) This year we had a very intense programme with 12 main programme events and lots of leisure and other activities happening. In future it may be better to go back to one main presentation per session, but with alternative activities and concurrent discussions. Organisation was significantly hampered by inaccurate maps, inaccurate information from the venue about equipment and insufficient familiarity with the venue to really nail things down beforehand. This would be improved if we were to use the same venue again. There are always changes and adjustments, and this may be better communicated electronically so not everyone would have to go into the information centre for up to date information. Technical set up was tricky due to the venue not having a laptop to use with the projector. In retrospect it may have been better to just relocate one of their desktops to that room for the duration. Autscape may also want to consider purchasing a basic laptop, clicker for advancing slides, and printer. Of course storage and transport would continue to be an issue as with other equipment. We need a programme coordinator who is available throughout the programme day without any other responsibilities or priorities. One presentation and one discussion went poorly, but all else went well enough, some of it very well. The poorly received presentation was by a non-autistic person, but so was one of the better ones. Presenters need to be reminded of Autscape’s rules regarding freedom of movement. The presenters' guidance should spell this out during the proposal stage. Two proposals were missed because they were submitted in non-standard ways. The proposal submission form should be the only way proposals are accepted and should be changed to be more flexible about length, style, and whether a follow-up discussion is wanted. It should also ask for consent to record and distribute, and whether it would be suitable for children to attend with their carers. Although this year's venue has many drawbacks, it has the advantage of having a large number of rooms within a compact area. A second accessible large meeting space would help. Organisation of home groups took a vastly disproportionate amount of time and energy. Registration for them was also hampered by cancelled trains. It would be helpful to have participants indicate whether they are interested in joining a home group during booking, at least to get a count for how many groups may be needed. They can then be assigned to groups when booking closes. Topic tables were successful, although they probably should be rotated on a daily basis or only used for the first meal or two. No feedback was received about interest groups. The disco was successful. Many people enjoyed it and no complaints were received. It would be good to have the disco end a bit earlier to give more time for disco-free socialising afterwards. The the method of raising a hand to spread silence through a crowd caught on very well.
Appendix B - Venue co-ordinators report (Giggleswick 2015) Venue report - Giggleswick School When we booked this venue we were lead to believe we could have any boarding house but for the dates we had to choose from the only boarding house with ground floor bedrooms was occupied. We also knew that it was fairly spread out and on a hill. As a result it didn't make this a fully accessible venue but they did allow those with mobility problems special parking spaces and the ability to drive to the dining hall from the main area. We also had a summer school to contend with but the venue made arrangements for them to keep out of our way as much as possible. Nevertheless it was reported to me on a day I didn't make it to the dining hall that a group of children were in there making a lot of noise. The sports pitch was also used by a large group of children that we hadn't been informed about and although they didn't cross our path it was a bit of a surprise to see them there. The venue staff did try their best to please us but there were limits on what they could do. The menus took a significant amount of negotiating because they had set menus on an 8 week rota. To get things which were essential for us eg. Salad at lunchtime I had to forfeit choice. Also, whilst they provided well for gluten free and vegetarians they didn't always account for dairy free. For vegans they had individual meals prepared. Darren, the duty manager took great care to make sure things went smoothly. During the thunderstorm he came from home to check on the fire alarms knowing that we would not like it if they went off. He discovered that they had tripped out and the maintenance team were working on them. However, he warned us that they only had about 15 minutes to complete the work before they would go off. Fortunately they managed to get to them in time. He also left his home on Sunday evening to get the key for the piano that had not been left by another member of staff for the entertainment evening. Some of the bedrooms and bathroom facilities were not ideal particularly in Carr house but we were given freedom to move bedrooms around to ones we hadn't planned on using. Also making all toilets gender neutral prompted some criticism so we had to change some. The theatre and classroom block worked well with everything contained in that area. Dutton was also popular in the evenings despite having steps to access it. The pool was relatively small but adequate for our needs and was well attended when it was open. The sports hall proved to be an excellent location for sparklies in the dark and this event went down very well. On the whole, despite some criticism of accessibility, menus and rooms, the overall impression I got from people was that these things could be forgiven because of its location and lovely countryside walks and views. Even, a cancelled train from London delaying the start for quite a few people and two horrendous thunderstorms didn't dampen the spirits of the majority. With some modifications eg. Having access to the Styall house with ground floor rooms and not being there at the same time as a summer school, I think this venue is worth using again.
Appendix C - Merchandise report (Giggleswick 2015) This year we had a variety of things for sale. Soft toys - particularly large teddy bears sold well. We have some small ones left. Key rings - stimmy type - also sold out. Generic Autscape mugs also sold fairly well. Glow products were popular especially when we took them to sparklies. Gloves sold out and these sold out the previous year. Flashing spinning toys also sold well. We also had other spinning toys and a few other things left over from the previous year. On the whole merchandise was quite popular this year. We do have a small amount of things left but not a significant amount.