Minutes of meeting of the Board of Directors of the Autscape Organisation
Meeting date: 19th December 2021
Meeting time: 15:30 GMT
Meeting Chair: Martijn
Present: Elaine, Heta, James, Kalen, Martijn, Richard, Trish (until 16:30)
Absent: Jeremy
Apologies: none
No observers.
0. Waiving right to notice
The Chair called for a vote to waive the right to notice of this meeting.
Right to notice was waived, 7 for.
1. Approvals
1.1. Minutes of the 23rd October meeting, posted to the list on 23rd October
The minutes were approved, 6 for.
2. Ratifications
The Company Secretary proposed a reservation to be made for the Hayes, Monday 31st July till Friday 4th August 2023, with Thursday night being the extra night.
The Company Secretary proposed paying the deposit for the 2023 reservation by 17th December.
The Board approved the proposals by voting on the list, with the last vote cast on 14th December.
The decisions were ratified, 7 for.
3. Proposals
3.1. The Company Secretary proposed that the Board approve the amended Membership Policy.
The motion was carried, 6 for.
3.2. The Company Secretary proposed membership terms to be changed in Jan 2022.
The motion was carried, 6 for.
3.3. The Company Secretary proposed that the Board approve the amended Appendices to the Events Policy:
3.3.1. Appendix A
The motion was carried, 6 for.
3.3.2. Appendix B
The motion was carried, 6 for.
3.3.3. Appendix C
The motion was carried, 6 for.
3.4. Proposal to reserve places for autistic POC at Autscape 2022
Based on the request from three Autscape members, posted to the list on 26th November, the Honorary Secretary proposed that:
3.4.1 Places are reserved for autistic POC at Autscape 2022
The motion was carried, 7 for.
3.4.2 A quota place is held if an applicant requests funding, until they receive a response from the fundraisers
The wording was discussed and the proposal was amended to:
3.4.2. A quota place allocated to an autistic POC will be held if an applicant requests funding, until they receive a response from the fundraisers.
The motion was carried, 7 for.
3.4.3 The Organising Team determines the number of places to be reserved and the time when excess places are freed for other use
The motion was carried, 7 for.
4. Follow-ups
No follow-ups.
5. Role reports
5.1. List coordinator: The list coordinator reported that here had been a complaint about the behaviour of a moderator on the list. She had to step in to act as a third member while the moderation team discussed it. The matter was dealt with successfully.
6. Any Other Business
6.1. The event manager proposed the core organising team for 2022 is: Event manager - Kalen, Programme coordinator - James P, Participants/venue coordinator - Elaine, Finance - Richard C
The motion was carried, 7 for.
6.2. The Event Manager proposed that the organising team are delegated the authority to come up with a theme for the 2022 event without further formal approval by the board
The motion was carried, 7 for.
6.3. The Event Manager requested that the Board inform the organising team how much they would contribute towards Autscape 2022.
The matter was deferred to the list.
The closed part of the meeting
7. Roles
7.1. Chair
Nominations: James
James was elected as Chair, 7 for.
7.2. Vice Chair
Nominations: Martijn
Martijn was elected as Vice Chair, 7 for.
7.3. Treasurer
Nominations: Richard
Richard was elected as Treasurer, 6 for.
7.4. Co-opting directors
Nominations: Peter Marshall
Peter Marshall was co-opted, 7 for.
8. Any Other Business
8.1. Heta asked if Fergus Murray would keep the role of Autscape representative in EUCAP, or if a board member should take that role.
It was agreed that Heta would ask Fergus's opinion. The matter was deferred to the next meeting.
8.2. The new Vice Chair proposed that future board meetings be scheduled on the last Saturday of each month at 4pm, until decided otherwise.
The motion was carried, 6 for.
8.3. The new Chair thanked Martijn for all his effort over his years as Chair.
8.4. The new Chair thanked Jeremy for his work as Treasurer.
8.5. The new Chair thanked Fergus for his work as Board member, and Sonny for supporting him in this role.
The meeting was closed at 17:10.