Agenda for October 2018 board meeting Meeting to be held at 5pm GMT on Saturday 13 October 2018 at irc.starlink-irc.org #autscape Apologies: 1. Request from the honorary secretary for directors to waive their right to formal notice of this meeting. 2. Approvals 2.1. Minutes of the August 2018 meeting posted to the list on 11th October 2018 3. Proposals 3.1. The chair proposes that the invitation to participate on the board list and in meetings (previously given to Debbie and Kalen) be extended to: 3.1.1. Peter 3.1.2. Sonny 3.2. Elaine proposes that the board choose one of the following venues for Autscape 2019: (see appendix A) A. Giggleswick (week commencing Sun 25th August) B. Kings Park (Mon 12 - Friday 16th August) C. The Hayes (starting Tues 6th August) D. Tonbridge (Mon 12 - Thur 15th August) E. Tonbridge (Saturday 24th - Tuesday 27th August) F. Tonbridge (Sun 25th - Wednesday 28th August) 3.3. Elaine proposes that the board choose a general theme for Autscape 2019. 4. Role Reports 4.1. Chair (Martijn) 4.2. Company Secretary (Elaine) 4.3. Honorary Secretary (Elaine) 4.4. Treasurer (Jeremy) 4.5. Event Manager Autscape 2018 (Kalen) 4.6. Membership Secretary (Jeremy) 4.7. Fundraising coordinator (Jeremy) 4.8. Tech coordinator (Martijn) 4.9. Lists coordinator (James) 4.10. Venue search coordinators (vacant) Note: Role reports in advance will help keep the meeting short. 5. Any Other Business
Closed part of the meeting The full confidential part of the agenda is in the board list archives. Below is a summary suitable to publish on the open web. 6. Role elections 6.1. Chair 6.2. Vice-chair 6.3. Venue search coordinator 7. Not published online: confidential decision regarding a participant confidentiality issue. 8. Not published online: confidential decision regarding another confidentiality issue. 9. Not published online: confidential decisions regarding Autscape participant refunds.
Appendix A Venue notes 1. Giggleswick - they say this would be exclusive. However it isn’t certain which boarding houses would be available. They are renovating the boarding houses with some already having been done since our last visit. The are also building a new 6th form boarding house. The renovations will reduce the number of beds but presumably the new 6th form house will compensate for this. It may be worth considering Giggleswick again in couple of years when more houses have been renovated and the new house is built as that should be accessible to meet new building regulations. 2. Kings Park - exclusive use. Issues around catering would need to be discussed 3. The Hayes - we would have to share in 2019. In 2020 we could have exclusive use. However, we would have to check the numbers, cost and shortfall etc 4. Tonbridge - 2 of the dates offered cover August bank holiday. No fees have been obtained yet apart from an estimate from The Hayes. However, we know from previous years roughly what they charge and whether that Giggleswick and Tonbridge are cheaper venues. Elaine