Agenda for July 2013 meeting

Final Agenda for July 2013 board meeting

Meeting to be held at 2pm on Sunday 21st July 2013 at #autscape

Apologies - Trish

1. Request from the company secretary for directors to waive their right 
to formal notice of this meeting

2. Announcement
2.1. On 30th June 2013 the board ratified (6 for, 0 against) it's 
decision to accept the Belsey Bridge contract for Autscape 2014 at the 
special rates offered, in the knowledge that it requires a minimum 
attendance of 80 adults + 10 children (90 total) and that failure to 
achieve this will require Autscape to pay a charge of £78.66 for each 
unfilled place.

3. Ratifications
3.1. Our decisions to:
3.1.1.  approve the 2011/2012 annual report and accounts (5 for, 0 
against, 1st-2nd July)
3.1.2. co-opt Agnes Fairhead as a director/trustee of The Autscape 
Organisation, with the intention of her becoming treasurer (7 for, 0 
against, 30th June - 1st July)
3.1.3. agree in principle to the film makers coming to Autscape (subject 
to them agreeing to our terms and conditions) (5 for, 1 against, 4-8th July)
3.1.4. delegate finalising the terms and conditions with the filmmakers 
to Elaine, provided that (a) they are broadly in line with the draft 
versions previously posted to the board email list and (b) Elaine has 
the agreement of least one other director on the final wording (4 for, 0 
against, 15th-16th July)

4. Proposals
4.1. To recommend to the membership at the 2013 AGM that they elect as 
directors (see Appendix A for further information):
4.1.1. Liz Pellicano
4.1.2. Debbie Finucane
4.1.3. Agnes Fairhead
4.2. To delegate a budget of £300 to Debbie for the purchase of sensory 

5. Follow-ups
5.1. Replacing the company secretary (retirement on 16/09/13)
5.2. Scheduling and room allocation (Martijn)
5.3. Information pack (Martijn)
5.4. Trustee Insurance (Yo) -- provider CaSE, cost GBP 175.50 incl. tax, 
5.5. Event Insurance (Elaine)
5.6. Onsite team final list and arrival days/times (Martijn/Elaine)
5.7. 2014 contract and payment of deposit (Elaine/Yo/Stephen)
5.8. Treasurer and trustee recruitment (Yo)
5.9. Outstanding 2012-2013 minutes awaiting approval (Martijn)
5.10. Autreat/Autscape overlap possibilities (Martijn)
5.11. National Diversity Awards (Elaine)
5.12. Review of Experience list due. The company secretary proposes 
(unless there are any objections) deferring this issue until October due 
to current workload.

6. Subcommittee progress reports
6.1. Formal Programme (Chair: Martijn)(guidance for presenters; have all 
presenters registered?; schedule issues; other issues)
6.2. Alternative/Leisure Programme (Chair: Trish)(double check that 
budget adequate, finalised plan for interest groups, activities 
proposed, leisure programme and liaison on schedule, other). Trish's 
report is in Appendix B
6.3. Publications and publicity (Chair: Martijn)(poster/flyer completion 
and distribution, information pack draft progress, website redesign, 
updating website text, other issues).
6.4. Purchasing working group (Coordinator: Stephen) (name badges, 
confirmation that all supplies needed have been obtained/ordered)

7. Key position progress reports (matters not covered earlier)
7.1. Registrar (Kalen)(Final registration numbers, payment progress and 
any problems arising, room allocation progress, other issues) Debbie's 
report while covering for Kalen's absence is in Appendix C
7.2. 2013 Venue Coordinator (Elaine)(menu/catering liaison, advance 
party arrangements, do venue have a list of our equipment needs, 
information about venue's requirements (e.g. locking up) for 
communication to onsite team, matters arising)
7.3. Childcare coordinator (Elaine) (training, times, staffing, 
finalising cost, anything else?)
7.4. Transport coordinator (Elaine) (arrangements with provider, payment 
via registration system, onsite arrangements and timings in relation to 
7.5. IT systems manager (Stephen)(website updating, how up to date is 
the members@ mailing list?, issues arising)
7.6. Interim Treasurer (Stephen)(actions taken under delegated 
authority, registration payments, paypal handover, liaison with former 
treasurer (Peter) and treasurer designate (Agnes), contact with 
bank/accountants, anything else)
7.7. Company Secretary (Yo)(accounts submission, distribution of annual 
report and accounts to members, AGM notice and preparation, bulletins, 
charity commission annual return, processing membership applications, 
actions taken under delegated authority, outstanding issues)
7.8. Chair (Martijn)(actions taken under delegated authority, board 
functioning and communication, progress so far in 2012-2013 and next tasks)

8. Any other business

Appendix A

Company secretary's advice to the board on the process of deciding 
whether to recommend individuals for election as directors

Article 20(2) No person other than a director retiring by rotation may 
be appointed as a director at any general meeting unless (a) that person 
is recommended for re-election by the directors or (b) [they are 
nominated via the nominations process].

The intent of provision (a) is to allow the board to indicate to the 
membership that the board wishes to see elected individuals who possess 
particular skills which are needed by the board in order to carry out 
its functions effectively. It also ensures that the board can allow such 
individuals to stand even if they have not also been nominated.

Directors who were previously elected and are retiring by rotation do 
not need to be recommended and can stand in the election anyway.

Directors who joined the board by being co-opted MUST either be 
recommended by the board or nominated (or both) in order to stand in the 

Directors are reminded that they are under a duty to vote for or against 
a recommendation on the basis of their independent and considered views 
as to whether the board recommending to the members that they elect a 
particular individual is in the best interests of Autscape and not on 
the basis of personal views of any kind (positive or negative). 
Directors should consider the balance of skills on the board, the 
suitability of the person in question to fulfill the requrirements of 
being a director (see and 
the overall interests of Autscape.

Under the Bye-laws, the current maximum number of directors is 9.

Appendix B

Alternative programme subcommittee chair's (Trish) report:

I have been held up with in depth discussions on and off list about the 
home groups so there are still a number of things in progress or to be 
done however a lot is already in progress. Lifeguards confirmed (will 
need some cash to pay them), in progress with offers of activities from 
people (I have sent one query to board re Kabie's and there is another 
query to come re Dinah's, please can I have any concerns on these asap). 
Still to do request for films (we have all the licences in place don't 
we) and entertainment evening. Working on stuff for info pack and 
schedule as fast as I can. Debbie looking at sensory items - see request 
for money. Am I responsible for quiet room and venue tours?

Will get request for rooms to Elaine and Martijn asap.

That is pretty much it actually, will update if I think of anything else.
Update to add to this - I have now sent Dinah's info to list as well.

Appendix C

Registrar's report (Debbie while covering for Kalen):

Current numbers:

115 in total of which
107 residential.
Two infants.
Seven between the ages of 5 and 17.
14 carers.

On track for handing Elaine final figures on Monday.

Issues and comments:
A. Some non payers go silent. This happens every year.  Its impossible 
to tell when a silent person is silent because they no longer want to 
attend and perhaps don't know how to tell us or they are not seeing 
their emails.  Either way these people cause a lot of extra work.

People tend to notice cancellation emails but they may come as a shock 
to them.  Some year we may find someone missed a cancellation email and 
turns up.

I'd like to consider the following changes to address this problem.

1. Ability for people to cancel their booking via the web interface - 
that is not interact with a human.

2. Option for people to provide a mobile number and we text payment 
reminders to those whose email addresses seem to be not working.

None of this is urgent and it can be discussed during or after 
Autscape.  Others involved in this task may also have ideas - Kalen, 
Stephen, Peter, Elaine (info address) and Agnes.

B. People with complicated bookings who don't book until the very last 
minute leaving us much less time than we'd otherwise have to try to 
accommodate them. I don't know what the solution here is. We tried once 
to have an earlier booking deadline for those with extra needs, but that 
resulted in someone pretending they'd no needs in order to book. Human 
behaviour being what it is.

C. We'd a mistake in the registration system whereby it said all 
bedrooms had sinks. This was true last year but not this year. This year 
only some rooms have sinks.   An email to all those not in en-suites was 
sent so we could identify those who need wash basins in their room. That 
in turn led to much room shuffling. Ackworth is a difficult venue in 
this regard.

D. We filled all the bedrooms.  An email went out to all those in single 
rooms asking for volunteers to share their room so we could fit in our 
waiting list.  We are very grateful to those who volunteered.

E. The diet information was passed to the venue co-ordinator at Thursday 
lunch time.

F. All registration materials have either arrived or on order.  I have a 
bulk order due to arrive on Tuesday.