Minutes of 29 May 2021 meeting

Minutes of meeting of the Board of Directors of the Autscape Organisation
Meeting date: 29th May 2021
Meeting time: 14:00 GMT
Meeting Chair: Martijn
Present: Elaine, Heta, Jeremy, Kalen, Martijn, Richard, James (from 14:22)
Absent: Fergus
Apologies: None
One observer

1. Approvals

1.1. Minutes of the 24th April meeting, posted to the list on 19th May.

The minutes were approved, 6 for

2. Ratifications

2.1. The decision to renew EUCAP membership

On 12th May, the Treasurer proposed that Autscape renews its membership of EUCAP.

The Board voted on the proposal, and it was approved unanimously. The last vote was received on 17th May.

The decision was ratified, 6 for

3. Proposals

3.1. The Company Secretary proposed cancelling the bursary option for Autscape 2021

The work involved in administering bursaries and the general fee structure were discussed.

[James joined the meeting]

The motion was carried, 7 for.

Based on the discussion, a new proposal was formulated.

3.1.1. Kalen proposes adding a £30 'higher' fee to the tickets.

The motion was carried, 6 for, 1 against.

3.2. The Company Secretary proposed that current members get a £5 discount and membership renewed on registration.

It was suggested that opting in for membership should be offered rather than membership as the default option.

The proposal was amended to:

3.2. The Company Secretary proposes that participants registering for Autscape be offered the option to become a member of The Autscape Orgnaisation or to renew their membership, applying a £5 discount to the £5 membership fee.

The motion was carried as amended, 6 for, 1 against.

3.3. The Honorary Secretary proposed that we donate to EUCAP one of the following amounts to support the renewal of Zoom licenses

A. £86

B. £566

Option A was carried, 7 for.

4. Follow-ups

No follow-ups.

5. Role reports

No reports.

6. Any Other Business

James reported that Trish needed people on the organising committee to check the registration process so she could proceed with it. Also, she needed Martijn to link the reviewed registration form.

Elaine volunteered to test the registration process, and Martijn requested to be emailed when it needed linking.

Closed part of the meeting

7. Roles

7.1. Representative for the EUCAP AGM

Martijn volunteered to take the representative role at the AGM instead of James, who had another engagement at the time of the meeting.

Martijn was elected to the role, 6 for.

8. Any other business

No other business.