Meeting opened 1607
Present: David, George, Heta, James, Kacey, Martijn, Richard, Trish
Absent: Elaine (Late)
Observers: none
1. Approvals
1.1. Minutes of the Board meeting held on 22nd July 2023 as posted to the list on 26th August 2023
1.1 Carried 8 for
2. Ratifications
3. Proposals
3.1 The Chair proposed that Autscape hold its AGM online on Saturday Oct 21st.
3.1 Carried 9 for
16:14 Elaine joined the meeting
3.2 The Chair proposed that Autscape run a supporting event for the AGM on Oct 20th-21st
3.2 Fell, 9 against
3.3 The Chair proposed that Autscape run a supporting event on 21st-22nd Oct.
3.3 Carried, 5 for 4 against
There was a discussion where it was noted that Leneh will be available and willing to be event manager if it's on 21-22 Oct.
Leneh had offered to do a proper online Autscape event around the AGM to compensate for the failed online component this year with repeats of some of the presentations and workshops and a voluntary donation.
She also intended to ask presenters who presented at Autscape this year if they would like to redo their presentations online or show recordings if we have good ones. It was felt that main programme presenters who were not seen by the online audience should be given a change to run their presentations again. Also some participant-led and social activities would be included.
4. Follow ups
4.1 Follow up after event and expectations for how things run next year
4.1 Deferred
5. Reports
5.1. Chair
Nothing to report
5.2. Company secretary
Nothing to report
5.3. Treasurer (Richard
The Treasurer informed the board that the effective new deadline for the accounts was 14th Sept. He was in the process of finishing them off and looking for an independent examiner that he will ask the board to approve. He also said that all the refunds have been processed now (mostly online refunds), except for some who didn't use PayPal and didn't respond to his request for bank details. From that, 16 bookings rejected refunds (some of these were for more than one online place). 21 places were not refunded due to refusing the refund. 4 were not refunded due to not responding to his email asking for bank details. He also said that the financial situation is tentatively ok but he needs to know the deposits expected for 2024
5.4. Honorary secretary
5.5. Lists Co-Ordinator (David)
The List Co-Ordinator said that at least two policies were approved months ago and have not been published on the website. These are the List Policy and the Behaviour Policy. He asked if this could be actioned asap.
6. AOB
6.1
David suggested starting meetings 15 minutes later to ensure people were there in time. A phone (text) prompt half an hour before was suggested and accepted as a good solution
6.2 Volunteers
George requested that people respond onlist about volunteer stuff as they would like to progress it. It was confirmed that George can nominate themselves for the role.
Kacey asked that we appoint a tech working group ASAP.