Minutes of March 2018 (extra) meeting

Minutes of an extra meeting of the Board of directors of The Autscape Organisation

Meeting date: Tuesday 13 March 2018

Meeting time: 14:00 GMT

Meeting Chair: Martijn

This is a special meeting that includes both the board and the organising
committee. Only the board have voting rights.

Present (board): Elaine, Heta, James, Jenny, Jeremy, Larry, Martijn, Peter, Trish.
Present (organisers): Debbie, Elaine, Kalen, Martijn, Peter.

Meeting opened: 14:09


1. Approvals

1.1. The Company Secretary proposed that the board discuss and agree the
     Programme section of the delegations for running the Autscape
     Conference 2018 as shown in Appendix A.

     Following a lengthy discussion taking into account the selection of
     presentations from the proposals received, invitation of specific
     presenters, acceptance/rejection communicated to proposers and the
     approval of selected proposals, a new proposal was put forward.

     The Company Secretary proposed that the board agree the Programme
     section of the delegations for running the Autscape Conference 2018 as
     shown in Appendix A, subject to the following amendments:

     (a) Change "Presenters invited / declined" to
         "Acceptance/rejection communicated to proposers"
     (b) Add "Selection of presentations from proposals received":
         delegation requested
     (c) Add "Invitation of specific presenters":
         delegation NOT requested
     (d) Approval of selected proposals: Delegation not requested
         (with Delegation requested set to "N/A")

     (9 For)

[Kalen and Larry briefly left the meeting but returned]

[Martijn stood down from chairing the meeting and James took over from 15.52]


2. Proposals

2.1. The organising committee propose that the board accept the structure of
     the fees set for the Autscape 2018 Conference as shown in Appendix B.

     There was a lengthy discussion particularly around Carers, dependents
     and child fees. These have been traditionally lower than the standard
     fee through a discount though many of the people who take up these fees
     are also full participants. The board acknowledged that this is a
     unique and difficult position that will require further discussion and
     voted on the original fees proposal with the option to make amendments
     in the future if it was felt necessary. (9 For)

[Debbie left the meeting]


3. Any Other Business

3.1. Peter pointed out of that the carer definition has already been the
     subject of considerable thought and has been revised many times.

3.2. Peter reminded the board that now the programme is delegated to the
     organising committee, the previous delegation from the board to Kalen
     (programme coordinator), is no longer meaningful. As a formality, it
     should be revoked. However, the new ‘Delegation’ document supersedes
     this so it isn’t necessary to vote.

3.3. Martijn pointed out that two important issues have not been discussed
     today: (1) do board members get to propose a presentation, and if so,
     under what conditions; and (2) do organisers get to propose a
     presentation, and if so, under what conditions. This will be taken up
     on list.

Meeting closed at 16:20