Agenda for July 2018 meeting

Agenda for July 2018 board meeting

Meeting to be held at 2pm GMT on Tuesday 24 July 2018
at #autscape

Apologies: Elaine

1. Approvals

1.1. Minutes of the June 2018 meeting posted to the list on 21st
     July 2018

2. Ratifications

No ratifications.

3. Proposals

3.1. Elaine proposes that the board allocate up to £500 to purchase a badge
     making machine and supplies for making the Photo, Hug and
     Research/reporter opt out badges for Autscape conferences. See
     rationale at Appendix A.

3.2. The Chair proposes that the Registrar, Debbie, be invited to the board
     mailing list as a non-voting participant, with a view to reducing the
     communication difficulties between the board and the organising team.

3.3. The Treasurer proposes that the board agrees to refund the £50
     registration deposit of a freelance worker for whom an important work
     opportunity has arisen which clashes with the dates of Autscape.

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)
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

The opt out badges for Photos, Hugs and Reporters/researchers have until
last year been little cut out pieces of card which we used to mass produce
just before the event. Last year Kalen tried something different but it
proved very time consuming to make.

I came across the idea that making pin badges that people can pin to their
lanyards or clothes would make them easier to wear and be clearer to see.
People would also hopefully hand them in along with the lanyards when they
left. However this requires us to either buy custom made badges or make

I am prepared to make them but I would need a badge making machine. However,
having used these machines before I personally would not buy a cheap one. To
mass produce it needs to be a good quality cutter.

Looking around the machine I would ideally like would cost £332.50. There is
a cheaper version which costs £249.17 but it hasn’t got as many functions as
the other one. Cheaper machines are available for less than £100.

The functions don’t matter for just making badges but I also thought I could
put the machine to good use and make various other small items to sell on
the merchandise stall.

I would also need approx £100 for blank badges.

My position is this. If you like the idea and you want to go with - and -
you want me to make them then I need a budget of up to £500.

If you like the idea and you want to go with it - but - you don’t think we
can justify spending what I need then you can set a lower budget for a
cheaper machine. However- there’s no point doing this unless somebody else
volunteers to make them because I haven’t got the strength for the cheaper

If you think it’s a waste of money and you want the organisers to think of
another idea or go with what we are used to then that’s fine by me. I’m not
going to argue for something which will use up a lot of my time making but
my offer is there.