Agenda for February 2016 board meeting Meeting to be held at 3pm GMT on Saturday 27 February 2016 at irc.starlink-irc.org #autscape Apologies: 1. Approvals 1.1. Minutes of the January 2015 meeting posted on list on 27th Feb 2016. 2. Ratifications 2.1. The Company Secretary proposal on 29th January that we delegate authority for the programme coordinator to have overall responsibility for childcare and to arrange and coordinate the childcare programme. (7 For) 2.2. The Company Secretary proposal on 29th January that the Company Secretary, subject to the agreement of 2 other directors, be delegated the authority to annually renew the contract with FCVO (the mail forwarding company which holds the Autscape official address), and to authorise the necessary expenditure. Following renewal the cost is to be reported at the next board meeting. Note: if there are to be any material changes to the terms of the contract, Bye-law 4.4 requires the full board to approve it. (Apr 2012,2.4) (7 For). 3. Proposals 3.1. The Company Secretary proposes that we make a new role of Membership Secretary. See Appendix A for rationale. 3.2. The Company Secretary proposes we adopt the following job description for the new role of Chair of Publications: Chair of Publications The Chair of Publications is responsible for producing anything that a director may need to fulfil a role eg. Call for proposals or a form and anything Autscape requires publishing. The Chair will either be given a brief or a draft document from either the board, subcommittee or working group chairs, editors or anybody working on behalf of Autscape. The Chair is responsible for producing the document and editing it to the satisfaction of the sender in conjunction with the Publications sub committee, and meeting any deadline set. 3.3. The Company Secretary proposes that we disband the Merchandise working group and make individuals responsible for submitting budgets to the board and purchasing things they require for Autscape. 3.4. The Company Secretary proposes that the Venue co-ordinator be delegated the responsibility to purchase merchandise to be sold on behalf of Autscape and responsibility for the sensory room equipment including new purchases. 3.5. The Company Secretary proposes that the Venue Co-ordinator be delegated the responsibility for the storage and safe keeping of Autscapes equipment and their transportation to and from the venue. 3.6. Debbie and Joseph propose that the board approve travel expenses for a venue visit to Newlands Park in accordance with the Expenses/Allowances policy of approximately £X and £X respectively. 4. Follow Ups 4.1. Web systems/Tech (Elaine) 5. Role Reports 5.1. Chair (Kalen) 5.2. Company/Honorary Secretary (Elaine) 5 3. Company Treasurer (Debbie) 5.4. Programme co-ordinator (Kalen) 5.5. Venue co-ordinator (Elaine) 5.6. Chair of Publications (David). 5.7. 2017 Venue Search co-ordinator (Joseph) 6. Subcommittee Reports 6.1 Fundraising (Liz) 7. AOB
Closed portion of meeting 8. Role Assignments 8.1. Membership Secretary (assuming agreed proposal) 8.2. Registrar 8.3. Board Moderator
Appendix A - Rationale for 3.1 Rationale: currently the membership list is updated by the registrar mainly during registration. This makes extra work for the registrar at a particularly busy time. We also don't have a clear pathway for people who want to become members mid year. Therefore this role will give somebody the responsibility for keeping the membership list up to date throughout the year and take the burden off the registrar during registration.
Appendix B - Note: For 3.3, 3.4 and 3.5 If we agree on 3.3, it would leave nobody responsible for merchandise, the sensory room and transportation of things to Autscape. As these are all things that are in some way related to the venue I have put them under venue co-ordinator. However, the venue co-ordinator can delegate these specific tasks if they want to in the same way they can delegate other tasks. They just retain overall responsibility.