Meeting opened 16:13
Chair: Kacey
Present: Elaine, George, Heta, James, Kacey, Martijn, Richard, Trish
Apologies: None
Observers: 1
1. Approvals
1.1. Approval of the minutes of the board meeting held on 23rd December 2023 as posted to the list on 23rd March 2024
Carried 8 For
1.2. Approval of the minutes of the board meeting held on Feb 24th 2024 as posted to the list on 23rd March 2024
Carried 8 For
2. Ratifications
2.1. The decision of the proposal to appoint Jim Dodds as the independent examiner as posted to the list on 23rd March 2024
Carried 8 For
3. Proposals
3.1. The Company Secretary proposed that the board accept the fundraising policy as posted to the board on 1st March (last response 7th March)
Carried 8 For
3.2. The Company Secretary proposed that the board accept the refusal and acceptance of donations policy as posted to the board on 1st March
Carried 8 For
3.3. The Company Secretary proposed that the board accept the changes to the Booking policy as posted to the board on 21st March
Following a discussion Point 5 on filling a venue was reworded as follows:
The Registrar also has the discretion to offer part bookings eg. 2 days out of a 3 day event, half days etc with the fee calculated at a minimum of pro rata, and for a maximum of 5% of capacity.
The Chair proposed that the board accept the changes to the Booking policy as posted to the board on 21st March, with the amendment as stated above.
Carried 8 For
3.4. The Company Secretary proposed that the board only keep the last 2 years of board meeting minutes visible on the website with the rest up to 10 years available on request by members
Deferred to list
3.5. The Company Secretary proposed that the board ask the unofficial facebook group to stop using Autscape's name in the title of the group
Following a discussion raising concerns that this could cause further problems, it was agreed that George should speak to the moderators of the group for their opinions
Deferred to list.
3.6. The Company Secretary proposed that the board accept Appendix C to the Event Management policy - the business plan as posted to the list on 23rd March 2023 (Re-posted during meeting)
The treasurer reminded the board that they needed to think about whether we could provide a bursary fund in conjunction with this. They also said that a £2k bursary fund could lead us to run out of cash if a pessimistic prediction happened. To counter this we would have to increase the cost by £5 per person to cover the cost
Carried 8 For
3.7. The Company Secretary proposed that the board donate £500 for a Bursary fund for Autscape 2024
Amount changed from £2k due to discussion above
Carried 6 for
4. Role Reports
4.1. Chair.
No report from Chair, or previous Chair James
4.2. Company Secretary
The Company Secretary had nothing to report except that there is more coming on list soon.
4.3. Treasurer
Nothing to report
4.4. Tech Coordinator.
Nothing to report
4.5. Fundraising Coordinator
Heta reported that they have collected images and obtained permission to use them on the website and in fundraising materials. This still continues for a few group images. They will ask Yasmine Patpatia's opinion on the suitability of the images. Text has been drafted to provide brief descriptions of Autscape vision, mission and values, and they have discussed the possibility of including an "Autscape in numbers"section. Next, we will need to experiment with adding some of this content to the website to create one or two new pages, designed to appeal to potential funders. They have also discussed the need to update the website as a whole. They do not yet have an outline of the functions that would need to be included for fundraising purposes, other than being able to add and edit content without extensive technical skills.
4.6. Event Manager
We are advancing steadily towards Autscape 2024. We're receiving proposals for the main programme and comments are being made. Registration is prepared and awaits the board's approval of the fees (a [slightly] revised version of which will be presented today by Elaine.)
We discussed a development to the complaints procedure at Autscape, which will probably include formal forms which can be handed in, anonymously if desired, at the event, so swift action can be taken. This will also provide us with documentation so we can take formal action after the event if needed.
We also began discussing the new management structure, in which it will be clearer who is a manager and who is a volunteer supporting the managers in their roles.
I am also in discussion with Caroline Bauers about a potential BIPoC bursary.
5. AOB
5.1. Research
Heta reported that Sara Rocha is planning to make two proposals that may involve collecting data from participants and asked who should be contacted to ask for permission to conduct research at Autscape. Elaine asked that she receive it at info@ so it can be sent to the board.
5.2. Online Conference
Kacey mentioned that there is an opportunity for one person to attend an online conference on Tuesday from a Polish(?) EUCAP partner and they will post the details onlist.
Meeting closed 18:20