Minutes of meeting of the Board of directors of The Autscape Organisation
Meeting date: Saturday 26th March 2016
Meeting time: 3pm GMT
Meeting Chair: Kalen, Trish
Present: Elaine, Jeremy, Kalen, Trish, Joseph
Apologies: Debbie
Absent: Liz
One observer.
Meeting opened 3.10pm, closed 5.29pm
1. Approvals
1.1. Minutes of the February 2016 meeting posted on list on 25th March 2016.
Approved (5 for).
2. Proposals
2.1. The Company Secretary proposed that we close the Fundraising
subcommittee and change Chair of Fundraising subcommittee to
Fundraising coordinator.
Approved (5 for).
2.2. The Chair proposed that we change the date of the April meeting
currently set for the 23rd April, to either 30th April or a weekday.
There was a short discussion and it became clear that a weekday would
give the only chance of full attendance.
Revised proposal: The chair proposed that we reschedule the meeting
from 23rd April at 3pm to 26th April at 12pm.
Proposal to reschedule April meeting approved (5 for).
Action 2.2: Inform members of change of meeting date.
2.3. The Company Secretary proposed that we delegate the authority to decide
the dates for opening and closing registration, including any necessary
draw dates to the registrar, in consultation with the programme and
venue coordinators and the treasurer as appropriate.
Approved (5 for).
2.4. The Company Treasurer proposed that we appoint a third person to
process payments and refunds (if approved).
Approved (5 for).
Action 2.4: Set up new person for payments and refunds.
2.5. The Company Secretary proposed that we add a link at the end of the
registration system to the donations page and also to the Payment
Received email to encourage donations from participants as they
register.
There was as discussion as to whether this would be confusing and lead
to donations in error.
Revised proposal: The Company Secretary proposed that we add a link at
the end of the registration system and to the Payment Received email to
the donations page to encourage donations from participants as they
register.
Approved (5 for).
Action 2.5: Set up link
[Trish took over as Chair]
2.6. Due to only having a small number of en-suites, the Registrar proposed
that we either:
A. Have a draw for en-suite bathrooms
B. Use the en-suites as semi-private bathrooms (eg to be used by a
small number of people)
C. Allocate on a first come first served basis
There was a short discussion over needs versus desire and who would
actually miss out in each situation.
Option B approved (3 for B, 2 for A, none for C).
2.7. Joseph proposed that the board approve travel expenses for a venue
visit to Kings Park conference centre on 13th April in accordance with
the Expenses/Allowances policy of approx £80.00.
Approved (5 for).
3. Follow Ups
3.1. Web systems/Tech (Elaine)
Elaine had nothing to report however she should have something for the
Board list soon
4. Role Reports
4.1. The Chair had nothing to report
4.2. The Company/Honorary Secretary reported that the Annual Report will
soon be distributed for editing. The Chat list policy needs approving
in the next day or so.
Action 4.2: Approve chat list policy (all)
4 3. No report was received from the Company Treasurer
4.4. The Programme Co-ordinator reported that the call for proposals had
been circulated with a deadline of 15 April. Some proposals are already
in. The programme should be ready for publication by mid-May.
4.5. The Venue Co-ordinator (Elaine) reported that she has the contract to
sign now and we need to pay the deposit soon. Communication has started
again with the venue.
Action 4.5: Ensure deposit is paid (Elaine)
4.6. No report had been requested or received from the Chair of
publications.
Kalen commented that she intends getting David onto the task of making
or updating an advertising brochure.
Action 4.6: Liaise with David re brochure (Kalen)
4.7. The 2017 Venue Search co-ordinator (Joseph) reported that he, Debbie
and Peter visited Newland Park on March 7th and High Leigh on March 22nd.
Newlands Park would be great for a year where we need a cheap venue,
but High Leigh is much better when it comes to accessibility. We would
also need to get more than 168 people for High Leigh, or we'd have to
share with a smaller group. We'd have to share for Newlands Park too,
but it's a very sprawling campus, which would mean accessibility
issues.
Kalen requested a report to the Board list and Joseph promised this
within a few days.
Elaine reported that she, Debbie, Peter and Kalen had visited
Shrewsbury school which has some potential and there will be a report
on this too.
Action 4.7: Report on visits (Joseph/Debbie/Kalen/Elaine)
5. Subcommittee Reports
5.1. No report received from Liz on Fundraising
6. AOB
6.1. Elaine reported that Liz has resigned from the board for personal
reasons. She would like like to thank her for her help in the past few
years.
Action 6.1: Contact Liz with thank you
6.2. Kalen wanted to make a proposal regarding Tech which involved role
assignment so was brought up in closed part of meeting.
Beginning the closed portion of the meeting
7. The Company Treasurer proposes that we accept post dated cheques and part
payments, with details to be decided later.
Part payments and post dated cheques approved. 5 for.
8. Role Assignments
8.1. Fundraising Co-ordinator
Nominations: Jeremy
Jeremy approved as fundraising coordinator (5 for).
8.2. The Company Treasurer proposes that we appoint a third person to
approve payments/refunds.
Nominations: Trish, Joseph
[Joseph left the meeting]
Trish appointed as third person to approve payments/refunds (4 for).
9. Tech delegation
Kalen reported that the following informal report was received verbally by
her:
Martijn and Peter have been in discussion and have sorted out who does what
with the server upgrade and are happy to work together. Some
misunderstandings have been resolved.
Kalen explained that although she knew a tech policy was coming, like all
policies, it will be a while before it's fully approved and in place. In the
meantime, there are things that need to be done, and maintenance that is
being done. Martijn and Peter have talked it over, and are happy for Martijn
to continue doing these things and progress with the upgrade as needed. This
makes it official that he should be doing what he's always been doing behind
the scenes, including since he left the board. (Board members may not even
realise he's been doing this work, but there is quite a lot of it being
done.)
Kalen proposed Martijn as tech coordinator (or some other title if that's
more suitable).
Martijn was appointed tech coordinator (including server upgrade) (3 for, 1
abstention).
Action 9: Inform Martijn he is tech coordinator (Kalen)
Meeting closed 5.29
Actions
2.2: Inform members of change of meeting date.
2.4: Set up new person for payments and refunds
2.5: Ensure link is set up
4.2: Approve chat list policy (all)
4.5: Ensure deposit is paid (Elaine)
4.6: Liaise with David re brochure (Kalen)
4.7: Report on visits (Joseph/Debbie/Kalen/Elaine)
6.1: Contact Liz with thank you
9: Inform Martijn he is tech coordinator (Kalen)