Minutes of meeting of the Board of directors of The Autscape Organisation Meeting date: 13th October 2018 Meeting time: 14:00 BST Meeting Chair: Martijn Present: Elaine, Fergus, Heta, James, Jenny, Jeremy, Larry, Martijn, Trish Apologies: None. One observer. Meeting opened: 17:05 The directors waived their right to formal notice of this meeting. 1. Approvals 1.1. Minutes of the August 2018 meeting posted to the list on 11th October 2018. (9 For) 2. Ratifications No ratifications. 3. Proposals 3.1. The chair proposed that the invitation to participate on the board list and in meetings (previously given to Debbie and Kalen) be extended to: 3.1.1. Peter It was pointed out that Peter, Kalen and Debbie have considerable management experience and it wasn’t unusual for senior managers to sit on boards without voting rights. Carried (9 for). 3.1.2. Sonny Background info: Sonny is Fergus's partner. Fergus requested as a reasonable adjustment that Sonny be given direct access to the board in order to help him fulfil his role. The board were reminded that Autscape does allow board members to discuss things with non board members (people they are close to), but they are responsible for any confidentiality issues. Therefore the board questioned whether Fergus could get the support he needed in other ways, e.g. reading the list together. Fergus explained that the most effective and practical solution for him was for Sonny to read the list and alert him to things. The Company secretary pointed out that giving Sonny access to read the list was acceptable but as a non elected person they should not be able to take part directly in discussions. This was also different from Kalen, Debbie and Peter who were in effect Autscape managers and invited to contribute in areas where they have knowledge or expertise. The proposal was then changed as follows: The chair proposed that the board (A1) invite Sonny as a non-voting participant with posting rights (A2) invite Sonny as a read-only subscriber (B) don't invite Sonny. The A1/A2 votes were combined to decide whether to invite Sonny (in any way) or not. (6 for A2, 3 for A1). The board carried A2: invite Sonny to the board list as a read-only subscriber so they can more effectively support Fergus in his board role. 3.2. Elaine proposed that the board choose one of the following venues for Autscape 2019: (see appendix A) A. Giggleswick (week commencing Sun 25th August) B. Kings Park (Mon 12 - Friday 16th August) C. The Hayes (starting Tues 6th August) D. Tonbridge (Mon 12 - 16th August) E. Tonbridge (24th - 27th August) There was a long discussion about the merits of each venue. Briefly, Giggleswick dates were not good, the venue was undergoing renovations but the food, cost and the fact that we were familiar with it was all good. Kings Park has good dates but we had issues with the catering which would need to be resolved. The Hayes was a new venue and would not be exclusive. It was also expensive. Tonbridge had an acceptable date, was low cost and familiar but Big School would not be available. Following a vote 6 Bs, 3 As, Kings Park was the first preference. Following a second vote of remaking venues 5 As, 4 Ds, Giggleswick was the second preference. 3.3. Elaine proposed that the board choose a general theme for Autscape 2019. The chair put forward the general theme concepts that Kalen had shortlisted out of plan list discussions which were: - autonomy/independence - happiness/fulfilment/thriving - communication/connection Following a discussion these were changed to A. autonomy/interdependence B. fulfilment/thriving C. connection (including communication) The board also decided to choose the general theme for 2019 and 2020. For 2019, 6 Cs, 2Bs, 1A, the general theme will be Connection (including communication) For 2020, 5 for B, 4 for A, the general theme will be fulfilment/thriving The organising committee will be responsible for the exact theme title. 4. Role Reports 4.1. Chair (Martijn) Nothing to report. 4.2. Company Secretary (Elaine) Elaine said that we needed to find a new registered address. This was currently Peter's home address but now he had stepped down from the board we needed to change it. More info will come on the list. Due to time the remaining role reports were deferred. 5. Any Other Business None.
Part 2 - Closed part of the meeting 6. Role elections 6.1. Chair Candidates: Martijn The board elected Martijn chair (8 For, 1 Against). 6.2. Vice Chair Candidates: James The board elected James vice chair (9 For). [Elaine left the meeting] 6.3. Venue search coordinator [Redacted], [Redacted] and [Redacted] all expressed an interest with some reservations so this was deferred due to time. The remaining 4 items are not published online as they are confidential decisions involving Autscape participants. Meeting closed at 20:14