Agenda for June 2018 meeting

Agenda for June 2018 board meeting

Meeting to be held at 2pm GMT on Tuesday 26 June 2018
at #autscape

Apologies: Elaine, Larry

1. Approvals

1.1. Minutes of the May 2018 meeting posted to the list on 25th
     June 2018

2. Ratifications

No ratifications.

3. Proposals

3.1. The organising committee propose that the organiser fee for the Autscape
     Conference 2018 be set at £100. See rationale at Appendix A.

3.2. The treasurer proposes that the board approve the accounts for
     2016/2017 posted to the list on 27th April.

3.3. The Company Secretary proposes that the board approve the annual report
     and directors report for 2016/2017 posted to the list on 26th June.

3.4. Bursary policy amendment. The Registrar proposes that non-residential
     participants receiving a bursary pay a minimum of:
     * £20 for one day
     * £40 for two days
     * £50 for longer (that's in line with the amount full time participants pay)

4. Follow-Ups


5. Role Reports

5.1. Chair (Martijn)
5.2. Company Secretary (Elaine)
5.3. Honorary Secretary (Elaine)
5.4. Treasurer (Jeremy)
5.5. Event Manager Autscape 2018 (Kalen) - report has been requested
5.6. Membership Secretary (Jeremy)
5.7. Fundraising coordinator (Jeremy)
5.8. Tech coordinator (Martijn)
5.9. Lists coordinator (James)
5.10. Venue search coordinators (Peter and Debbie)

Note: Role reports in advance will help keep the meeting short.

6. Any Other Business

Appendix A
Rationale for 3.1

i/   The organisers have the responsibility for the full event.  They are
     not just taking a turn on the duty desk following a rota. Anyone who
     was doing that would have a smaller rebate as in other years.

ii/  The organisers are on duty for at least 8 hours each day. You may see
     one or two at an activity or presentation during their duty hours but
     you won't see them at the majority of them. Outside of their eight
     hours of duty they can participate freely but still there is an
     understanding that if there is an urgent problem they will respond.

iii/ Sometimes organisers need to discuss things without warning. All
     organisers whether on duty or not are expected to attend the meeting if
     they can be found.

iv/  The £100 they pay is to cover their food.