Minutes of meeting of the Board of directors of The Autscape Organisation Meeting date: 26th June 2018 Meeting time: 14:00 BST Meeting Chair: Martijn Present: Heta, James, Jenny, Jeremy, Larry, Martijn, Peter, Trish Apologies: Elaine No observers. Meeting opened: 14:04 1. Approvals 1.1. Minutes of the May 2018 meeting posted to the list on 25th June 2018. Approved, 7 for. 2. Ratifications No ratifications. 3. Proposals 3.1. The organising committee propose that the organiser fee for the Autscape Conference 2018 be set at £100. See rationale at Appendix A. As Peter and Martijn were also organisers they had due regard to the following How to deal with a conflict of interest and declared a conflict of interest and abstained. Carried, 6 for. 3.2. The Company Secretary proposes that the board approve the annual report and directors report for 2016/2017 posted to the list on 26th June. Subject to the following amendments: insert name Peter Myers, insert apostrophe on first page, change unrestricted reserves to general unrestricted reserves. Carried, 7 for. 3.3. Bursary policy amendment. The Registrar proposes that non-residential participants receiving a bursary pay a minimum of: £20 for one day £40 for two days £50 for longer (that's in line with the amount full time participants pay) Carried, 8 for. 4. Follow-Ups None. 5. Role Reports 5.1. Chair (Martijn) Nothing to report 5.2. Company Secretary (Elaine) No report submitted 5.3. Honorary Secretary (Elaine) No report submitted 5.4. Treasurer (Jeremy) The independent examination is currently under way 5.5. Event Manager Autscape 2018 (Kalen) Report submitted by Kalen: Organisation of the Autscape event is progressing. The proposers have been informed of whether they were accepted and most have booked. I have started on timetabling. Registration has been reopened. We would like to increase the number of places, but I don’t know if that has gone in as a proposal or if that’s something we need to ask about. The hiring of the projector Debbie asked about is underway, and we’ve had an involved discussion about how to fit a fire drill into the timetable. A comment was also submitted on behalf of Debbie; There are a few residential places left. Booking for single days will open very soon. Some non-residential places are being held back until it's known which presenters are on which day. 5 full-time places are being held to end for those who need extra time to decide - there will be a random draw for those. The chair suggested we leave the matter of increasing places to the discretion of the organising committee and the board agreed. 5.6. Membership Secretary (Jeremy) Nothing to report 5.7. Fundraising coordinator (Jeremy) Nothing to report 5.8. Tech coordinator (Martijn) Progress on the new system has halted and will have to wait until Peter has time again. I continue to maintain the old system, having just done another series of system component updates. 5.9. Lists coordinator (James) There has been the expected increase in Community List posting with Autscape approaching. The discussions have been lively and interesting, with no moderator issues arising (apart from some posts being too big and hitting the filter.) 5.10. Venue search coordinators (Peter and Debbie) My workload at work has gone up substantially, which means I'm not keeping up with Autscape commitments. I won't be standing for election at the next AGM, and I'd like to hand over venue search to someone else. 6. Any Other Business 6.1. Peter mentioned a vote on list which was not ratified re an amnesty for cancellations. This had not completed voting when it became irrelevant due to the organising committee being able to secure another boarding house to take the pressure off the demand for places. 6.2. Heta mentioned that she had applied for a bursary, and in the process found the instructions and the form slightly discouraging and difficult to follow. She wondered if others have had the same experience. She also asked how many applications have been received, and whether these are likely to have the expected effect on our unrestricted reserves. The chair of the Bursary committee replied saying that so far there has been 7 applications and he was expecting at least 3 more. Over £1000 had already been given out but he didn’t expect us to allocate all the allocated money. He also said that people were being assisted if they had difficulties applying. It was decided to start a discussion on list regarding accessibility to bursaries. 6.3. Jeremy noted that only 14 presentations were advertised on the relevant webpage, and queried how many cancellations there have been from presenters whose proposals were accepted. Martijn replied that there were 2 he could think of and these would not be replaced and the organisers had already chosen more than usual so it shouldn’t affect the overall programme. He will clarify this on list. Meeting closed at 16:59