Minutes of meeting of the Board of directors of The Autscape Organisation Meeting date: Friday 25th August 2017 Meeting time: 20.00 BST Meeting Chair: Trish Present: Elaine, James, Jeremy, Larry, Martijn, Trish, Kalen, Peter Apologies: None Observers: 1 Meeting opened: 20.00 1. Approvals 1.1 Minutes of the June 2017 meeting posted to the list on 25th June 2017, subject to an amendment to point 3.4 adding 21st June 2017 as the date the annual report was posted to the board list. 1.2 Minutes of the July 2017 meeting posted to the list on 31st July 2017 Both deferred pending a final draft being posted to the list Action: Final drafts to be posted to list asap 2. Ratifications 2.1 The decision taken on 20th August to co-opt Peter as a Director of Autscape. (Note: Debbie stood down on the same day with the sole purpose of creating a vacancy so the board could co-opt Peter whose combined treasury and technical knowledge would benefit the board and help them make better progress in meeting the demands of going over 25K in the coming year. 7 For. (7 For) 3. Proposals 3.1.1 To close the "Autscape 2016" designated fund and transfer remaining money in that fund to general reserves. (8 For) 3.1.2 To create a designated fund, "Autscape 2018", and to transfer £2,500 from general reserves into the new fund. Martijn questioned why the treasurer needed board approval. Peter explained that the CaSE accountant had pointed out that the treasurer does not designate funds themselves. The treasurer can however rearrange things under the general unrestricted funds as much as they like (8 For) 3.2 The chair proposed that someone should investigate and report on the benefits, risks, and work required to make Autscape longer. (6 For, 1 Against) Action: Follow up to find who will carry out this task 3.3 The Company Secretary requested that the board approve the Organising committee remit as posted to the board on 23rd August 2017. (7 For, 1 Against). Due to the vote taking place without a proper discussion Peter was only able to point out once the vote had finished that there was a significant error in the remit. As a result the Chair proposed that the vote on 3.3. regarding the organising committee remit be: a) kept b) discarded and deferred to list for a discussion and vote or c) kept and the section on fees be discussed further and rewritten as required on list. (6 b, 2 a). Action: Organising committee remit to be discussed on list 3.4 The Company Secretary requested that the board approve the Job description and person specification for the Event Manager as posted to the board on 23rd August 2017. Deferred to list for further discussion Action: Event Manager Job description to be discussed on list 4. Follow Ups 4.1 Survey Jeremy reported that he had revised the survey based upon the opinions of each board member who commented. He has also written a message for the booked2017 list, which is waiting approval by a fellow moderator. Peter reminded him to send it to the days17 list. Kalen also said she hadn't had a chance to look at it and if it was possible to wait until she could comment. Jeremy said he wanted to send it tomorrow and it was already waiting approval. 4.2 Training Day (Quaker Meeting house, 2 Cooper St, Stockport SK1 3QL - 18th Sept 10am-6pm) The chair said this has been arranged with Yo who has details of what we would like included. The venue has been booked and James is organising lunch. The chair asked for a volunteer to take over responsibility for the arrangements. e.g. an agenda, putting in a proposal for expenses, inviting people etc. Elaine volunteered. Action: Elaine to continue with arrangements for training day. 5. Role Reports 5.1 Chair (Trish) The chair said she didn't have a lot to report but said that she felt the organising of the AGM was good this year, the time seemed to work and being able to defer things to the feedback session was excellent. The biggest problem was not having instant access to things on the internet for the meeting. She also said she had responded with thanks to two people who had made donations (£30 from one, the other offering up to £100 specifically requesting this helps a family rather than an adult who is able to attend on their own) 5.2 Company Secretary (Elaine) Elaine said she had nothing new to report 5.3 Honorary Secretary (Jeremy) Jeremy said he had nothing to report 5.4 Treasurer (Debbie) Debbie had not been asked for a report. Peter requested that people send their expense claims in ASAP. He reminded the board that as we need to give time for an independent examination and that the deadlines for finalising the accounts will be *much* earlier than the previous year. He also said he hadn't processed refunds under the cancellation policy yet. 5.5 Event Manager Autscape 2017 (Kalen) Kalen said she had reported on a couple of separate things on list so they are known about for future decision making but she will try to write up a general report for future reference. 5.6 Membership Secretary (Jeremy) Jeremy said he didn't have anything to report for this month. 5.7 Fundraising coordinator (Jeremy) Jeremy said he had familiarised himself with the various reporting functions provided by Give as You Live. He also hoped hoped to fulfil the suggestion made for the Fundraising Co-ordinator role description, of providing yearly summaries at the first meeting where new directors will be in attendance. He also asked if the board would consider whether or not it would be useful for the Fundraising Co-ordinator to have administrator access to the Autscape Facebook account, for the purpose of using social media for fundraising awareness. The chair asked if he could raise this on the list. 5.8 Tech coordinator (Martijn) Martijn said he had nothing to report, all systems were operating normally. 5.9 Lists coordinator (James) James said things have been very busy before and after Autscape on the community list. The usual stress seems to have been avoided, with no complaints or issues coming to the moderators. However, there have been some minor issues which the moderators and I have voluntarily taken on, one of which is still ongoing. Mostly very positive/fruitful exchanges. Any Other Business 6.1 James said he intended to draft a document regarding protocol for these meetings, and list discussion, which he will post before the live meeting in September for people to comment on. 6.2 The Chair said she would like to thank Debbie on behalf of the Board. She acknowledged that Debbie had put in a huge amount of work over the years and will continue to do so whilst she is not on the board. She also hoped she would return to the board before long.
Closed part of the meeting Roles 7.1 Treasurer (Nominated: Jeremy) Jeremy elected as Treasurer (7 For) 7.2 Honorary Secretary (Nominated: Elaine) Elaine elected as Honorary Secretary (7 For) 7.3 Venue search coordinator (Nominated: Peter and Debbie) Peter and Debbie elected as Venue search coordinators (7 For) 7.4 Event Manager for Autscape 2018 (Nominated: Kalen) Kalen asked for it to be noted that she would like to work with Debbie if the final Organising committee remit declares other committee members will be decided by the board. Kalen elected Event Manager for Autscape 2018 (7 For) Meeting closed 22.19
Actions 1.1 and 1.2 - Final drafts to be posted to list ASAP 3.2. - Follow up to find who will carry out this task 3.3. - Organising committee remit to be discussed on list 3.4. - Event Manager Job description to be discussed on list 4.2. - Elaine to continue with arrangements for training day