Autscape Management Committee Meeting Minutes Meeting date: Wednesday 16th March 2011 Meeting time: 1pm Meeting chair: Kalen Present: Elaine, Kalen, Katja, Martijn, Peter, Stephen, Trish, Yo 1. Ratifications 1.1. The committee unanimously ratified the decision to approve the minutes of the February meeting. 2. Follow ups 2.1. Membership database. Peter reported that he has done all of the things in the original spec, but none of the things Yo asked for as yet. However he hopes to be able to finish it well before the next meeting. 2.2. Newsletter. Kalen reported that the newsletter was e-mailed to current members this morning. Peter noted that there are currently no members lacking an email address, thus the newsletter should have reached all current members. 2.3. Enquiries. Trish confirmed that she is willing for her phone number to be used. Katja confirmed that she has volunteered to help with email enquiries. 2.4. Registration system. Peter reported that he has been prioritising the membership database and hasn't yet moved on to this. However, he confirmed that the system will be ready in good time for registration to open on the date proposed in 3.8 below. Kalen asked to look at the system in advance and agreed with Peter that he will aim for 3 weeks before registration opens (or failing that 10 days before) as these are the times when Kalen is available. Stephen noted that it has been suggested that a 'where did you hear about us' question is added, for tracking effectiveness of advertisements. 3. Proposals 3.1. Chair. The committee appointed Kalen as permanent chair (now-AGM 2011). (5 in favour, 3 abstentions). Yo commented that Trish had done well as interim chair earlier in the year and encouraged her to continue developing her skills in this direction. These comments were supported by several other committee members. Both Trish and Martijn expressed an interest in the role of chair in the future. 3.2. Programme - decisions on presentation proposals 3.2.1. The committee decided unanimously to accept the 6 most highly rated proposals 3.2.2. The committee decided unanimously to reject the 2 lowest rated proposals. Kalen asked Trish to encourage the rejected proposers to come to Autscape as participants and noted that it is often simply lack of experience of the nature of Autscape participants that makes for a weak proposal. Kalen, Yo and Katja offered to assist Trish with wording rejections if required. 3.2.3. There was a brief discussion of the proposal to have a panel discussion on the final morning (details to be decided by sc-prog). Stephen noted that a moderator would be required and Martijn mentioned his willingness to serve in that capacity. The committee decided unanimously to have a panel discussion on the Friday of Autscape {Corrected by ratification on the committee list to the final morning of Autscape - 6 in favour, 2 abstentions}. 3.2.4. There was a brief discussion of alternative programme structures, particularly the pros and cons of parallel presentations and/or discussions. Peter clarified that the costs involved are approximately £100 per presenter. Kalen noted that the details of the programme structure can be decided on sc-prog. The committee voted for a total of 9 programme slots (including the panel discussion agreed in 3.2.3)(7 in favour, 1 abstention). 3.2.5. [Decision to ask sc-prog to make a recommendation on the issue of filling any remaining programme slots subsequently rescinded on the committee list following the meeting] (6 in favour, 2 abstentions) 3.3. Fees. There was a brief discussion of the proposed fee structure. Peter confirmed that he had set the levels with the deliberate intention of reducing the reserves. The committee voted to approve the proposed fee structure (see Appendix) (7 in favour, 1 abstention). 3.4. Transport. There was some discussion of the consequences of the current lack of a volunteer from within the committee to coordinate this. The committee voted unanimously to approve the revised proposal to create a working group for transport (coordinator to be appointed later). 3.5. Merchandise. The committee decided to create a working group for merchandise and appoint Stephen as merchandise coordinator (7 in favour, 1 abstention). Kalen noted that email lists will be needed for the groups mentioned in 3.4 and 3.5. 3.6. This item was deferred to allow the working group time to make a budget request. 3.7. Programme enhancement. There was a brief discussion of the financial implications of committing to this expenditure while registration numbers are unknown versus the urgency of some of the expenditure involved. The committee agreed to set a budget of £300 for sc-prog to spend on programme enhancement (i.e. things other than subsidising the main programme). During the discussion it was noted that there is a need to use our historic data to develop a more sophisticated model which will allow us to work out a budget early in the year despite the uncertainties of not knowing how many people will register etc. 3.8. Registration. The committee voted unanimously to open registration on Tuesday 26th April 3.9. Accountants. It was noted that, to the best knowledge of the treasurer and company secretary, external review of the accounts is not a legal requirement in 2010 (because Autscape is not yet, quite, a charitable company). Nevertheless it is felt to be useful preparation. Peter also confirmed that this expenditure would not affect the fees and is affordable from the reserves. The committee agreed to appoint CASE to review the 2010 accounts (7 for, 1 abstention). 4. Subcommittee Progress Reports (suggested topics listed) 4.1. Venue (2012) Kalen reported that a previous venue had enquired whether we wanted to book for 2012. She stated that she was not sure what to do about this and had been unable to get any response from sc-venue on the subject. She noted that it is difficult to make a decision before trying out Ackworth and that other possible venues also need to be considered for 2012. She noted that there has been no response all to requests for help with searching for possible venues and that she lacks the time right now to do it herself. Peter commented that a reply to the enquiry from a previous venue is needed urgently. Kalen undertook to bring the issue up on the committee list in the coming week. 4.2. Tech (website updating esp. journalists guidelines, paypal button). Peter reported that the journalists guidelines are up but that the paypal button is still outstanding. 4.3. Publications/publicity (when poster and brochure will be ready) Martijn reported that he had made no progress during the past month. He stated that he had just posted a call for volunteers for designing an Autscape poster which he hopes to achieve in two weeks. He invited anyone who wants to help to join sc-pub. He reported that he intends to aim for getting the brochure ready by 19 April, i.e. a week before registration opens. 4.4. Constitution (progress on governance policy) Yo reported that sc-cons has initiated discussion of the issue of the retirement and succession of directors. She stated that this topic is likely to be the most involved of the issues which need to be included in the governance policy. She noted that progress on the discussion has been very slow, mainly due to her own lack of availability while she has been dealing with the charity form. However, she reported that progress on the governance policy will be much higher up her priority list now that is done. 4.5. Fundraising (progress on fundraising) Yo reported that Katja is looking into the possibility of using a printing fulfilment service to enable Autscape to make some merchandise available online year round, but that there are no results from that search yet. She stated that sc-fund would like to explore the possibility of permitting/encouraging members to make advance orders for merchandise prior to Autscape. Once a merchandise coordinator has been appointed she intends to discuss this with them. Sc-fund would also like to develop a members' area of the website with the facility to create profiles containing contact details, links to personal websites etc. Yo reported that she has asked Peter about this possibility and is awaiting a response. She also stated that sc-fund are still struggling to make further progress due to the lack of a members database. Finally, she noted that she intends to ask the newsletter working group to include details of how to donate to Autscape in the next newsletter. 4.6. Youth (funding, recruitment, childcare booking) Elaine reported that sc-youth is still working on the childcare quotes and hasn't yet started on a youth programme but intends to do so soon. Yo commented that it would be good to have some idea whether this is going to happen and what might be in it in time to go in the brochure. Trish queried whether sc-youth's intentions may affect programme decisions. Kalen asked Elaine to update the main committee list on that issue asap. 4.7. Programme (issues arising from proposal decisions, leisure issues) Trish noted the decisions in 3.2.1 and 3.2.5. She stated that sc-prog have been discussing lifeguards and pool donations. Finally, she noted that she hopes to let those proposing presentations know the outcome by next Wednesday but, if not, will let them know of the delay. 5. Key position progress reports 5.1. Venue coordinator (ongoing liaison with the venue) Kalen stated that she has had minimal contact with the venue to get some information about charges, but doesn't have any particular reason to be in touch with them right now. She noted that she has been waiting on requests to liaise with catering staff and to book a second visit. However, she intends to start on these after Easter unless there is a pressing reason to do it sooner. 5.2. Treasurer (accountant, fees, budget, reserves) Peter noted the appointment of accountants in 3.9 above and the decision on fees in 3.3. He reported that Autscape has reserves to cover another venue deposit, meaning that there is no need to wait until after August to book a 2012 venue. 5.3. Company Secretary (CRBs, charity form, policies, development issues) Yo reported that all the CRBs are finally complete and the CRB working group is satisfied that all our prospective trustees are suitable. As a result, Autscape's application to become a registered charity has been submitted to the Charity Commission. Yo stated that she now needs each committee member to sign a trustee declaration and return it to her by post (or to contact her and make alternative arrangements if they are likely to have difficulty doing that). She noted that she needs to have each person's signed copy in her possession by 8th April at the absolute latest in order not to delay the registration process. Yo reported that it is now likely that Autscape will be a registered charity before August (although this can't be guaranteed as it is ultimately up to the Charity Commission). Now that the charity form has been submitted Yo expressed the hope that she will be more able to make progress on her other responsibilities, including drafting policies. She stated that she has been working on the issues of how to access legal advice on issues other than the charity registration and on how best to make training on trustee/director responsibilities available to committee members. She intends to make some proposals on those topics soon but didn't want to overload this month's already heavy meeting. 5.4. Chair (Kalen as interim Feb-Mar chair: overall progress, timetable) Kalen reported that she is very pleased with the progress this month and that nearly everyone has done something, which is great. She expressed thanks particularly to Peter and Trish for their really noticeable efforts with nice tangible outcomes. She stated that, of course, there are still many things to check on, follow up, move on with, etc. over the next 5 months. She felt it unrealistic to write out a timetable here and now, but intends to continue to try to document and keep track of what needs doing when. She stated that this is the beginning of the entertaining part of the year for Autscape planning. 6. Any other business 6.1. Peter reported having done some research on transport options and found that South Elmsall has a bus service to Ackworth (20mins duration). He noted that South Elmsall has a train service to Doncaster (20mins duration) and Leeds (35mins duration).