Minutes of meeting of the Board of directors of The Autscape Organisation Meeting date: Friday 27th January 2017 Meeting time: 10.00 Meeting Chair: Kalen Present: Debbie, James, Jeremy, Joseph, Kalen, Martijn, Trish Apologies: Elaine, Larry Observers: 0 Meeting opened: 10.03, closed 12.49 The directors waived their rights to official notice of the meeting 1. Approvals 1.1 Minutes of the June 2016 meeting posted to the list on 20th January 2017 (4 for, 0 against) 1.2 Minutes of the July 2016 meeting posted to the list on 20th January 2017 (5 for, 0 against) 1.3 Minutes of the October 2016 meeting posted to the list on 20th January 2017 (6 for, 0 against) 1.4. Minutes of the meeting held at Autscape on 15th August 2016 posted to the list on 20th January 2017. (6 for, 0 against) 2. Ratifications 2.1. The decision taken on list on 23rd September to approve the post Autscape survey and that it be sent to the 2016 booked list. (8 for, 0 against) Ratified (6 for, 0 against) 3. Proposals 3.1. The Company Treasurer proposed that the board approve the following fees for Autscape 2017 (7 for, 0 against) Adult Fees For a Twin Room Standard fee- £240 Lower fee- £198 High fee- £270 Carer Fee- £204 Child Fees for a Twin Room Teenager aged 13 to 16- £168 Child aged 4 to 12- £120 Infant aged 0 to 3- £66 Daytime programme Adult: £42 for one day, £78 for two days. £114 for over two days. Carer: £27 for one day, £48 for two days. £69 for over two days. Teenager aged 13 to 16: £36 for one day, £66 for two days. £88 for over two days Child aged 4 to 12: £27 for one day, £48 for two days. £58 for over two days. Infant aged 0 to 3: £27 for one day, £48 for two days. £52 for over two days. Daytime and evening programme Adult: £60 for one day, £114 for two days. £168 for over two days. Carer: £42 for one day, £78 for two days. £114 for over two days. Teenager aged 13 to 16: £45 for one day, £84 for two days. £123 for over two days Child aged 4 to 12: £30 for one day, £54 for two days. £75 for over two days. Infant aged 0 to 3: £27 for one day, £48 for two days. £69 for over two days. 3.2. The Company Secretary proposed that we adopt the Lists policy Final Draft as posted to the board list on 24th January 2017. -James reminded the board that he had proposed an amendment to change the policy from stating 'moderators can’t moderate a thread in which they have participated' to 'moderators forgo moderating a thread in which they have been personally involved'. There was agreement that this was a sensible amendment. The proposal was reworded The Chair proposed that we adopt the List policy Final Draft as posted to the board list on 24th January 2017 subject to the amendment posted on list by James also on 24th January 2017. (7 for, 0 against) -The chair asked if James was willing to take responsibility for following this up to get the discussion list re-opened. James agreed. 3.3. Recording of votes in the minutes. 3.3.1. The Chair proposed that we no longer record the number of votes for proposals, only whether it was approved or not. (1 for, 6 against) -Several directors expressed strong objections to this proposal, with some agreeing that it was against the interests of organisational transparency. 3.3.2. The Company Secretary proposed that we record in the minutes one of the following: A. The number of votes for, against and abstentions B. The number of votes for and against only C. The number of votes for and abstentions only D. The number of votes for only (3 for A, 3 for B. The chair provided a casting vote for B) 3.4. The Chair proposed that we establish a committee with its own mailing list which will be responsible for organising the annual Autscape conference. (7 for, 0 against) 3.4.1. The Chair proposed that the terms of the organising committee should be A. To organise the Annual Autscape conference in terms of: - Programme, including childcare but excluding choosing of the theme or the presentations accepted under the call for proposals which are reserved for the board - Venue, including negotiations with the venue regarding rooms and facilities, but excluding choosing the venue, which is reserved for the board. -The needs of participants, including registration, transport, accommodating special requirements -Publications and communication with participants -The on site team of organisers and volunteers -Any other task as may be required to organise the annual Autscape event B. To organise the event in keeping with Autscape’s aims and objectives, governing documents and policies, present and future C. To keep within budgets set by the board D. To keep the board informed (7 for, 0 against) 3.4.2. The Chair proposed that the organising committee should consist of at least 3 members holding at least the following four named roles: -An event manager, who will chair the committee and be responsible for liaison with the board. -The programme coordinator -The venue coordinator -The registrar All of whom should be elected by the board and should be board members acting under the existing responsibilities with the existing delegated authority. It was asked whether those posts other than the event manager would be allowed to have direct communication with the board. This was confirmed to be the case. (7 for, 0 against) 3.4.3. The Chair proposed that the organising committee may add additional members (a suggested list below) at their discretion. However, any new authorities not already held by the organising committee members or the additional member roles must be approved by the board. Suggested roles for the organising committee include: -An on-site team manager -One or more bookkeepers, acting under existing authority -The chair of publications, acting under existing authority -Assistants, as wanted and required, for any of the primary named roles -Other positions that the organising committee consider appropriate. It was asked whether people who were not allocated any formal role could be part of the committee. This was confirmed to be the case. (7 for, 0 against) 4. Follow Ups 4.1. Tech policy (Elaine) Nothing to report. 4.2. Registrars report from Autscape 2016 (Debbie) The registrar stated that the report has been received by the Company Secretary and is awaiting distribution to the board. 4.3. Programme coordinators report from Autscape 2016 (Kalen) Not yet submitted. 4.4. Survey (Jeremy) Jeremy stated that some of the key results from the survey distributed to people who attended Giggleswick in 2016 were that: -Established presenters gave the most well received presentations. -Established activities, such as Sparklies, and the Entertainment Evening, continue to be popular, and the Lightning Talks would be a welcome regular feature of the programme. -Attendants of discussion groups found participation to be challenging, and would welcome suggestions for making participation more accessible. -If the main annual event was to be extended, or if a secondary annual event was established, this would be supported by many people who attended Giggleswick. 5. Role Updates 5.1. Chair (Kalen) The Chair reported that whilst some matters are behind due to the long gap between meetings, important issues such as opening of registration and deciding fees are on track, and that the separation of the organising committee from the board will help move things along. 5.2. Company/Honorary Secretary (Elaine) No report submitted. 5.3. Company Treasurer (Debbie) The Company Treasurer reported that the accounts are expected to be done over the next few weeks. The Bookkeeper agreed to ask the Company Secretary when the accounts are required. 5.4. Programme co-ordinator (Kalen) The Programme Co-ordinator reported that if a theme can be decided upon, then it is possible that Call For Proposals can go out within a month. 5.5. Venue co-ordinator (Elaine) No report submitted. 5.6. Fundraising co-ordinator (Jeremy) The Fundraising Co-ordinator reported that since a discussion in November, when a suggestion for a potential grant awarding body was deemed unsuitable, there has been no further activity. 5.7. Chair of Publications (David) No report requested or submitted. 5.8. Registrar (Debbie) The Registrar reported that the plan to open registration in February is still hopeful. There may be an issue with Paypal part payments. Sc-pub are currently proof reading documents which will form part of the registration system. 5.9. Tech (Martijn) No report submitted. 5.10. Bookkeepers (Trish/Jeremy) Trish reported progress with understanding of the bookkeeping system 5.11. Venue search coordinator (Joseph) The Venue Search Co-ordinator reported that he had contacted some venues during the Christmas period. He suggested that a decision from the board regarding the cost and accessibility of the 2018 venue would be helpful. 6. AOB No other business was reported
Actions 7.2.6. Write up a job description for the role of Membership Secretary. 7.3.3. Check whether a board member can act as both Chair and Bookkeeper.