Agenda for March 2019 meeting

Agenda for March 2019 board meeting

Meeting to be held at 5pm GMT on Saturday 9 March 2018
at irc.starlink-irc.org #autscape

Apologies: 


1. Approvals

1.1. Minutes of the February 2019 meeting posted to the list on 7th
     March 2019


2. Ratifications

None.


3. Proposals

3.1. The organisation committee propose that the fees for Autscape 2019
     (as posted to the list on 3rd March) will be as follows:

     Fees are per person. They are for a standard single room or a place in
     a shared en-suite bedroom.
     Adult: £299
     Child (6-16): £169
     Young child (0-5): £74
     The age used is the age the child is on the first day at Autscape.  

     Supplement: £25 for an upgrade to a single en-suite bedroom.
     Discount: £25 off your fee if you take a place in a shared standard
     bedroom.

3.2. The organising committee propose that the fees for the extra night
     offered as an option at Autscape 2019 are as follows:

     Adult: £84
     Child (aged 6-16): £39
     Younger child (0-5): £19

     Regardless of room type.

3.3. The organising committee propose that the fee payment and cancellation
     policy for Autscape 2019 is as follows:

     The deposit is £50 per person. This is due approximately 3 weeks after
     a place is allocated. The registrar will inform you of the exact date.
     The remaining payment must be received by the end of June.
     No refunds for cancellations are given after 10 July 2019.

     Autscape reserves the right to pass on bank charges to you. If you are
     paying by international bank transfer you must pay the bank charge.

     When payments do not reach us on time Autscape reserves the right to
     re-advertise the place.

     Deposits are not refundable. The registrar has the discretion to refund
     child and dependent deposits.

3.4. The treasurer proposes that we accept payment by instalments for
     Autscape 2019. The treasurer will be responsible for organising the
     instalment plan and liaison with participants.

3.5. The chair of the Bursary committee proposes that in accordance with the
     Bursary policy bursary application for Autscape 2019 should be
     submitted on the bursary application form provided during the
     registration period (exact dates to follow). Bursaries will also:

     - Be available for all room types.
     - Not be available to cover the extra night, apart from in very
       exceptional circumstances.
     - Consider travel as a reason for a bursary (or for a larger bursary,)
       but will not be available as a separate award.
     - Be available for non-participating carers without the need to justify
       this by financial hardship.

     In most cases be set amounts: 

     6 x £150
     6 x £100
     10 x £50

     (Total 2K) - The bursary committee has the authority to vary these
     amounts with £1K set aside for this purpose, larger bursaries or
     latecomers.

3.6.1. The treasurer proposes that a Discretionary Fund be established for
       organiser & presenter expenses, to the value of £1000.00.

3.6.2. The treasurer proposes that the Discretionary Fund is administered by
       the treasurer and one other director, who are each delegated
       responsibility by the board for co-authorising payments from the
       fund.

3.7. The fundraising co-ordinator proposes that Autscape accepts a £100.00
     goodwill donation from the Autism Arts Festival, as the festival shall
     feature Sparklies in the Dark.

3.8. The fundraising co-ordinator proposes that the advert used for Asperger
     United is also sent to the Autism Arts Festival to be published in the
     festival programme.


4. Follow-ups

None.


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 2019 (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 coordinator (Elaine)


6. Any Other Business


Closed part of the meeting

7. Role elections

7.1. Discretionary fund authority 
     Candidates:

7.2. Info @ 
     Candidates: