Agenda for May 2014 meeting

Agenda for May 2014 board meeting

Meeting to be held at 2pm on Sunday 18th May at #autscape


Apologies: Alastair, Liz

1. Ratifications:

1.1. Our decision to set day fees on a 'Pay-as-you-go' basis (decision made
     on list on 29/04/14)

1.2. Our decision to accept the new fee for taster days. (decision made on
     list on 29/04/14)

2. Proposals:

2.1. Sensory equipment transportation and storage

2.1.1. Debbie proposes that we accept Yo's offer to donate support worker
time to take the items to a depot in the Lancaster/Morecambe area, either
to be sent directly to the venue or to Peter to take the items up by van.

2.1.2. Debbie proposes we continue using Yo's garage, getting the equipment
back to Yo's garage using the reverse method of how we get it from Yo in
the first place.

2.2. Film licensing. The alternate programme subcommittee chair
proposes we do one of the following regarding film licensing (see
Appendix A for original e-mail):
    a) get the PVSL as usual and abide by it
    b) try and get one or two individual licenses, e.g. Snow Cake
       (if this doesn't work, will need to do a) or d))
    c) both of the above
    d) neither

2.3. Web systems hosting. The Treasurer proposes we spend GBP
168 on virtual machine hosting service (annual lease).

3. Follow ups:

3.1. Personal Data Retention Policy

3.2. Basic DBS Checks

3.3. Outstanding Minutes

3.4. Website Files

3.5. Dutch Autscape

3.6. Newsletter

3.7. On-site Team (Volunteers: Stephen, Elaine, Alastair)

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)
4.8.  Childcare Coordinator (Debbie)

4.9.  Travel Coordinator (Peter)

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


Closed part of meeting

7. Key Positions to be filled

7.1. On-site Team Coordinator
     (Last year: Elaine & Martijn)
     Candidates: Elaine

Appendix A
The alternative programme subcommittee chair originally passed this e-mail
to us:

I would be glad of feedback from any board members who have an opinion on

The licence last year, although it covered a long list of films, did not
cover many things we might want like Snow Cake.

If we are definitely showing films we either need a licence as before or to
look into whether individual films can be licenced in some other way (we do
tend to show the same things).

Otherwise maybe we decide people have the ability to watch on laptops so we
don't bother.

My memory is there are usually several people watching things like Snow
Cake even though it comes every year. But maybe others have different
opinions and memories.