Minutes of August 2019 meeting

Minutes of meeting of the Board of Directors of the Autscape Organisation
Minutes of the Board meeting held on 3rd August 2019

Meeting opened 18:08
Present: Elaine, Fergus, Heta, James, Jenny, Jeremy, Martijn, Trish
Present (invited, non-voting): Debbie
Apologies: Larry
No observers.

1. Approvals
1.1. Minutes of the July 2019 meeting posted to the list on 1st August 2019.
1.1 Minutes Approved, 7 for.

2. Ratifications
None (moved to Proposals)

3. Proposals

3.1. The Treasurer proposed that the Board approve the following fees for organisers:

Organiser fees:
For arriving on Sunday in time to eat dinner: £115
For arriving in time to eat lunch on Monday
(Sunday night/Monday): £100
For arriving after lunch on Monday: £85.
For the additional Thursday night: £20

3.1 Organiser Fees Approved, 5 for, 3 abstained (organisers).

3.2. The Company Secretary proposed that we accept the CASE insurance quote to include Cyber Security at £610.60.

Martijn advised we should opt for the Cyber Security insurance due to the uncertain state of our current technical situation. Next year, when things have hopefully stabilised, we should reconsider.

3.2 Insurance including Cyber Security Approved, 8 for.

4. Follow-ups

4.1. List of Delegations
Elaine explained that these are to ensure it is clear what is done by the Organising Committee or the Board. It should have been done some time ago so at this stage there is no real need, particularly as the organising team are the same as last year so have followed the same format. It will be more important for next year.

5. Role reports

5.1. Chair (Martijn)
The Chair reported that Autscape will go ahead as expected and recent difficulties due to family emergencies should not be apparent to participants.

5.2. Company Secretary (Elaine)
The Company Secretary reported that she has completed the annual declaration and will be sending all the paperwork soon for the AGM. She needs to finalise the nominations.

5.3. Honorary Secretary (Elaine)
Nothing to report.

5.4. Company Treasurer (Jeremy)
The Treasurer reported that he is keeping on top of the treasury work and it is quite busy. Trish is acting as secondary authorisation for payments going out of the bank account, and all invoices so far received from the organising committee have been paid. Attendees are fully paid up; he expects the organisers will pay before the conference. The only deposit refunds requested have been for the people who cancelled due to building works.

Trish commented that there may be a need for replacement signatories particularly if she is not elected onto the Board again.

There was a discussion about the need for a signatory to be a Board member and it was pointed out that it is preferable that most are. There are currently some difficulties with the treasurer list and recipients as well as Peter’s access to the account, and uncertainty as to whether he is happy to continue being a signatory.

Action 5.4 Follow up on list and ensure sufficient access to bank account and treasurer emails (Jeremy)

5.5. Fundraising Co-ordinator (Jeremy)
The Fundraising Coordinator reported he had a discussion with Jenny about postponing looking into large-scale fundraising until after the event. He is pleased about what he managed to accomplish with Give as you Live, and a disappointed that he never found any grants while he was in the post.

5.6. Membership secretary (Jeremy)
The membership register is now up-to-date ready for the conference.

5.7. Event Co-ordinator Autscape 2019 (Kalen)
Report received: "Some things have been delayed because of family illness. All of the organisers are working together to make sure the essentials are done. The only thing in doubt is the handbook, because I have to put it together very quickly now. The schedule is done and presenters have confirmed they are happy with their slots. It should be ready to be published within a day or so, but I can answer specific questions about it before then."

5.8. Lists Co-ordinator (James)
The Lists Co-ordinator reported that Community List traffic has increased, as is usual for the period just before Autscape. There have not been any significant conflicts, as is also often the case, so that bodes well for the event itself. He is still hoping to move forward with finding a new Lists Coordinator, but he realised it can wait until after Autscape.

5.9. Venue search coordinator (Elaine)
The Venue Search Co-ordinator reported that Giggleswick have held a meeting to see if they can accommodate us. They called last week but she needs to arrange to call them back for all the info. She should know before Autscape whether its going to be an option.

6. Any Other Business

6.1 Mental Health Survey
James reported a request from a participant who will be conducting a mental health survey. She needs to know ASAP the number of adult attendees (for printing).

She also asked about alerting people by email to the survey so they have advanced notice and having a temporary link on the website or emailed to participants.

Debbie mentioned there are around 202 adults including one day attendees.
Elaine mentioned that people will be aware through the handbook and that, being opt in, she would not be able to approach people.

It was agreed that James would forward the whole email to Kalen.

Action 6.1 Survey email to be forwarded to Kalen (James).

6.2 Autscape Sensory equipment

Jeremy queried if James would still be able to drive a trailer from Autscape with the sensory equipment.

There was concern that the trailer may not be big enough.

To be passed to the organiser list.

Action 6.2 Pass sensory equipment transport discussion to organiser list (James).

Closed part of the meeting

[confidential item redacted]

7.2. Letter to venue - update
The letter has been written but not yet sent. Opinion was divided as to whether to leave this till we arrive at the venue.

Elaine agreed to ring the venue and ask how bad the noise is (if they notice it then it will be worse for us) and that we should follow this up with a letter.

Action 7.2 Ring venue re noise and follow up with email (Elaine).

7.3. Roles

7.3.1. Fundraising Co-ordinator (Nominations – Jenny)

There was a short discussion after which Jeremy confirmed he was happy to step down and Jenny confirmed she was happy to take the role with guidance from Jeremy.

7.3.1 Jenny is fundraising coordinator, 8 for.

7.3.2. Honorary Secretary
Nominations - Heta
Heta commented that she thinks that in this role she could contribute to the board staying on schedule and making urgent decisions within a reasonable time. However, this would require some re-writing of the role description, and she would like everyone to agree that this should be done within the next four months.

7.3.2 Heta is Honorary Secretary, 7 for, 1 abstained.

Meeting closed 20:03