Minutes of October 2009 meeting

Autscape Management Committee Meeting Minutes

Date: Thursday 15th October 2009

Meeting opened 12.30
Present: Kalen, Martijn, Peter, Debbie, Dave, Kabie. Apologies: Robin, Yo,
Trish (who may arrive later)

1. Approve minutes of the September committee meeting

Approved. 5
6 approve, 1 abstain

2.  Financial issues
        2.1.   Accounts
               2.1.1.      Approval of interim accounts
               Deferred due to absence of Robin (unanimous)
               2.1.2.      Status of final accounts 
               Deferred due to absence of Robin (unanimous)
        2.2.   That the treasurer seek a suitable accountant asap and  
   arrange an initial meeting to seek advice on appropriate
   internal accounting procedures to meet the requirements of a 
   charitable company(subject to budget)
               Approved. Unanimous.

Trish joined the meeting at this point
3.  Proposals

3.1. The publicity SC requests a budget of  50 to print Autscape business
approved. Unanimous

3.2. (rewritten)To delegate Peter to have specific responsibility for
moderating the chat and plan lists. Martijn will act as backup and any other
committee members who read the list, e.g. Trish and Kalen, will bring items of
concern to Peter's attention as necessary.
There was discussion over what was required and whether we kept the list civil
or whether there was need for further censorship, 
Civil was considered to be sufficient.

Approved. 6 for, 1 abstention. (and Yo approved of concept by proxy)

  3.3. Safeguarding

3.3.1. That QUALIFIED ADVICE be sought with regards to Safeguarding
regulations and how this may affect current and future activities and service
of Autscape.
The regulations come into effect July 2010.
This was a vote to approve the concept that it should be sought, not who would
seek it.
There was mention that this may affect the conference not just the list for

Approved. unanimous.

3.3.2. (amended) To delegate Kabie to make initial attempts to find a suitable
source of this advice and cost it.
Approved. 6 for. 1 abstention.

3.4. SC confidentiality

3.4.1 That agreement to the confidentiality policy not be required for members
of the following sub-committees: Constitution, publicity, programme:
There was some confusion and discussion. (constitution) approved. 7 for. 1 against. (publicity) approved. 7 for. 1 against. (programme) approved. 5 for. 3 against.

3.4.2.      That chairs of sub-committees whose members are not required to
agree to the participant confidentiality policy should take reasonable measures
to keep confidential information about participants from the list. The SC chair
will ensure that agreement to the participant confidentiality policy is
obtained from a sub- committee member prior to that member handling
confidential information.
Approved. 7 for. 1 against.
3.5 That SC chairs have the power to revoke the SC membership of any member who
repeatedly fails to respond to requests to agree to the participant
confidentiality agreement or (off list) probes to ascertain whether they are
still present. Use of this power must be reported to the management committee
chair. This does not prevent a SC member whose membership is revoked from
re-joining the sc at any time. It is also not a mandate, but may be used at the
sc chair's discretion.
There was discussion over how members would be prompted and whether it was
intrusive, and agreed a prompt off list by the sc chair would be sufficient to
ensure the email address was not obsolete.
Further discussion addressed use of the confidentiality agreement in specific
circumstances and whether cliques could be formed. A vote was taken due to time
constraints but discussion will continue on list.

Approved. 6 for. 1 against. 1 abstain.

3.6. That the programme sub-committee invite at least one and not more than 3
presenters (negotiable) with expertise in a desired topic to present at
Autscape 2010. The invited presenter(s) would not be required to submit a
proposal to be decided on by the committee. They would be offered the same
incentives (e.g. free attendance) as presenters who propose via the normal
Kalen explained it was this many as not all presenters reply immediately.

Yo's comment (mentioned later) on 3.6 which was: "I don't want to see a 'class
divide' develop between presenters but I reluctantly accept that invitations
are necessary to attract certain people/topics who might never propose

Approved. 7 for. 1 abstain.

4. Progress reports (matters not covered earlier)

4.1 Sub-committee progress reports

4.1.1. Venue.
No progress

4.1.2 Tech. As for venue.

4.1.3. Publications/publicity
No progress this month. Hope to get on with business cards soon if committee
has approved budget.

4.1.4 Constitution
No progress due to unresolved issue

4.1.5 Fundraising
no progress

4.1.6. Childcare
no progress

4.1.7. Programme
Got it started, asked for all members to introduce themselves and say what they
have to offer.

4.2. Key position progress reports

4.2.1. Treasurer
Not present. As of 28 Sept our balance was  £6,507.12

4.2.2. Secretary
Yo has nothing to report

4.2.3 Chair
Not a great month for Autscape. I have been completely snowed under with
university work and with suddenly having my kids full time. I hope that will
improve as I settle in to university.

5. Any other business