Agenda for April 2020 meeting

Agenda for 18th April 2020 board meeting

Meeting to be held at 2 pm on Saturday 18 April 2020
at #autscape

1. Approvals

1.1. Minutes of the 28th March 2020 meeting posted to the list on 18th April

2. Ratifications

2.1. Fee structure proposed on the board list on 14 April

On site attendance at Giggleswick: Fees remain as they were. They can be
lowered later, if necessary.

    Online attendance: Standard fee £20, higher fee £30.

    Two or more people in one household are allowed to share, meaning that they
    can view content together and take turns as active participants, for the
    price of one.

    Free online attendance for carers, support workers and volunteers who
    provide necessary one-on-one support to help another person to participate.

The fee structure was approved on the list, 7 for. The last vote was cast on
15 April.

3. Proposals

3.1. The Fundraising Coordinator proposes that The Autscape Organisation
registers with the Fundraising Regulator.

The cost would be £50 per year. Registering could increase chances of
getting grants. It would be reassuring to people considering giving
donations, and it would show that the organisation is open and transparent.

3.2. Fergus Murray proposes cancellation or scaling down of the Giggleswick
booking for Autscape 2020, and booking the venue for Autscape 2021.

3.3. The Honorary Secretary proposes that the Board review delegations and
budget for Autscape 2020, and make necessary changes.

The event will have to be arranged in a way that differs significantly from
the existing plan. Registration and call for proposals have not started,
despite agreement on these at the previous board meeting. There is
uncertainty about the ability of the current organising team to carry out
the delegations.

3.4. The Honorary Secretary proposes that all organising team members are
required to submit brief weekly reports of their work to the board until the
end of May.

In the exceptional situation, it is necessary for all Trustees to be able to
monitor the progress and  well-being of the team, so that decisions can be
made promptly when necessary.

4. Follow-ups

4.1. EUCAP membership

The application for EUCAP membership has been approved.

The AGM of EUCAP has been shifted to 13-14 June. Information about Autscape
representatives and possible candidates for the board should be sent by the
end of May.

5. Role reports

5.1. Chair (Martijn)

5.2. Company Secretary (Elaine)

5.3. Honorary Secretary (Heta)

5.4. Treasurer (Jeremy)

5.5. Event Manager Autscape UK 2020 (James)

5.6. Membership Secretary (Jeremy)

5.7. Fundraising coordinator (Jenny)

5.8. Tech coordinator (Martijn)

5.9. Lists coordinator (Kalen)

5.10. Venue search coordinator (Elaine)

6. Any Other Business

 Closed part of the meeting

7. Nominations

7.1. Organising team members

Replacements and/or additions, as required.

7.2. Autscape representatives in EUCAP

7.2.1. Voting representative

7.2.2. Non-voting representative

8. Any Other Business