Agenda for March 2014 meeting

Agenda for March 2014 board meeting

Meeting to be held at 2pm on Sunday 16th March at #autscape


Apologies: Elaine (expecting to be about 30 minutes late)

1. Ratifications:

1.1 The decision to asign the Alternative Programme a budget of £300.

2. Proposals:

2.1 Debbie proposes we book Box of Frogs childcare for Autscape 2014.

2.2 The purchasing working group chair proposes a budget of £600 for
    conference supplies (See appendix A for breakdown).

2.3 The purchasing working group chair proposes a budget of £300 for
    merchandise (See appendix B for rationale)

2.4 Debbie proposes to delegate to Elaine as venue co-ordinator the power
    to allocate the roles of transport and childcare co-ordinators at her

2.5 The treasurer proposes that:

    a) the designated fund for Autscape 2013 be closed and any accrued funds
       be transfered into general reserves, and

    b) a designated fund be set up for Autscape 2015 and GBP 2,500 be
       transferred from general reserves into that fund.

3. Follow ups:

3.1 DBS checks (Elaine)

4. Role reports:

4.1 Chair (Martijn)

4.2 Treasurer (Peter)

4.3 Company secretary (Debbie)

4.4 Venue co-ordinator (Elaine)

4.5 Web systems (Martijn)

4.6 Honorary Secretary (Stephen)

4.7 Registrar (Debbie)

5. Subcommittee, working group and any other reports (If applicable)

5.1 Formal Programme subcommittee (Martijn)

5.2 Alternative Programme subcommittee (Trish)

5.3 Fundraising subcommittee (Liz)

5.4 Research subcommittee (Peter)

5.5 Publicity subcommittee (Alastair)

5.6 Purchasing working group (Elaine)

5.7 Anybody else


Appendix A - Breakdown of conference materials
Folders £17.40
Memo pads £86.16
Lanyards £32.15
Pouches £46.80

Total £182.51 inc Vat

Plus approx £50 for conference badges and labels

Remainder (approx £170 to cover postage and pens - exact ones not decided
on yet)
Approx £200 to spend on promotional tote bags (special addition for 10th

Appendix B - Rationale for merchandise budget

To cover small sensory items and either or a combination of

Promotional soft toys
Promotional T-shirts
Promotional Mugs

Note: Soft toys have proved to be popular but 30 maximum is all we would
T-shirts were asked for by a few people last year. However we wouldn't want
to be stuck with a large surplus.
Mugs have also been suggested but again we wouldn't want to be stuck with a
large amount.

I need to look into minimum orders and quality but I would like to include
something with our name on but not dated so we could sell and surplus in
future years.