Meeting opened 1607
Present: Elaine, George, Heta, James, Kacey, Martijn, Richard, Trish
Observers: 1
1. Approvals
1.1. Approval of the minutes of the board meeting held on 23rd December 2023
Deferred to list
2. Ratifications
None
3. Proposals
3.1. The chair proposed that Autscape take storage space at Lea Forge Self store at a cost of £600 per year to store Autscape items and equipment
Note 1: value of goods approx £2000 - an inventory will be taken asap
Note 2: although this is an annual cost it will be charged monthly and we can leave without paying for extra months if a cheaper option becomes available
3.1 Carried, 8 for
3.2. The chair proposed that Kacey and Ian be reimbursed fuel costs for transporting the items to the storage facilities as per the Expenses policy up to £100
3.2 Carried, 8 for
3.3. The chair proposed that Autscape does not contribute to the Autscape 2024 event - as per Appendix B of the Event management policy
3.3 Carried, 8 for
3.4. The chair proposesd that the Event management committee for Autscape 2024 are informed that we would like to increase our reserves so they can take this into account when determining fees - as per Appendix B of the Event management policy
3.4 Carried, 8 for
3.5. Elaine proposed that the Event manager for Autscape 2024 be changed from herself to James
The management committee thought that James was in a better position to be Event Manager. However, James explained that he would be standing down as chair so he could avoid a conflict of interests
3.5 Carried, 8 for
4. Follow ups
None
5. Role reports
5.1. Chair
The Chair reported it has been a difficult few months but it seems headway is finally being made. He hopes to hand over the responsibility of Chair as soon as possible, and will be happy to support whoever takes over.
5.2. Company Secretary
The Company Secretary reported that she has been working on the Fundraising policy which is now with the board and will be adding some further policies which go with this. After this she will be bringing the Safeguarding policy back to the board with a view to making things clearer. She also needs to start work on the Annual report.
5.3. Treasurer
The Treasurer said he will be doing the accounts shortly.
5.4. Fundraising Co-ordinator
The Fundraising Co-ordinator reported that the fundraising subcommittee met on Weds. they had agreed that we are unlikely to get a funding bid in place in time for this year's Autscape. They will however try to put in a bid for some corporate funding without much hope of success in order to get feedback on what we need to improve. They are also looking at what advice we can get on how to appeal to funders. One aspect of this is going back to look at the question of the website. They are taking advice on approaches to updating the website.
5.5. Tech Co-ordinator
The Tech Co-ordinator reported that the digest versions of the mailing lists weren't sent out for a few months -- another side effect of changing over the site to https only (it's complicated). It took some time for reports to start coming in. It is fixed now.
5.6. Autscape 2024 Event Manager
The Event Manager reported that they have now had two meetings to get the event started, one with the treasurer. They made progress and will be sending out the CfP very shortly, and after a few more meetings should be ready to open registration. They are being very careful with money this year for aforementioned reasons.
The Tech Co-ordinator said it was essential that the sc-prog list be vetted before proposals are sent as there are some unknown people listed and possibly a troll.
6. AOB
No other business
CLOSED PART OF MEETING
7.1. (confidential item redacted)
7.2. (confidential item redacted)
7.3. (confidential item redacted)
7.4. (confidential item redacted)
7.5. (confidential item redacted)
7.6. The Chair proposed Martijn or Kacey as Chair of Autscape
Kacey was elected as Chair (Kacey 5, Martijn 3)
7.7. The Chair proposed Martijn or George for Vice Chair
Martijn was elected as Vice Chair (Martijn 5, George 3)
Meeting closed 1838