Final Minutes for Autscape Meeting 23rd November 2024
Chair: Kacey
Present: Elaine, Kacey, Martijn, Richard, Trish
Apologies: Heta, James
Observers: none
Meeting opened 16:34
1. Approvals
1.1 Approval of the Board meeting minutes from 21st September 2024, posted to list 22 November 2024
1.1 Carried, 5 for
2. Ratifications
2.1 The decision made on list. The Company Secretary proposed that we book the Hayes for 17-22 August 2026 with a minimum number of 247 bedrooms with exclusive use as an option for later.
2.1 Carried, 5 for
3. Proposals
3.1 In accordance with the Events Policy Appendix B the Treasurer proposed that the management team of Autscape 2025 are informed that we need to increase our reserves.
3.1 Carried, 5 for
3.2 In accordance with the Events Policy Appendix B the Treasurer proposed that the management team of Autscape 2025 are informed that the Autscape organisation cannot contribute to the event.
3.2 Carried, 5 for
3.3 The Chair proposed that Autscape contributes £1000 to the bursary fund.
3.3 Carried, 4 for, 1 against
3.4 The Company Secretary proposed that the Board book the Hayes for 2nd-6th August 2027 with a holding deposit of £1K
3.4 Carried, 5 for
4 Follow Ups
None
5 Role Reports
5.1 Chair
Nothing to report
5.2 Company Secretary
The Company Secretary reported that they need to sort out the Charity Commission and they also have a new Safeguarding policy nearly finished. Then they have to prepare for the AGM event.
5.3 Treasurer
The Treasurer reported that they have paid £20k deposit for next year and £1k deposit for 2026. Cash balance is around £6k.
5.4 Event Manager 2024
No report, absent
5.5 Event Manager 2025
The Event Manager 2025 reported that they have been sounding out new team members and talking to the registrar so we can hopefully get registration open early. They now need to set up the main planning meeting.
5.6 Fundraising Chair
The Fundraising Chair reported that they have tried to get an update from the SC but there has been no response. Kacey set up an availability poll to organise a zoom chat but very few people responded. No progress since the last meeting.
5.6 Technical Coordinator
No progress
5.7 Membership Secretary
Nothing to report
6. A.O.B.
6.1 Twitter
Martijn reported that we have an official account on what used to be Twitter, now X. It has degenerated and when he posts something on the Autscape account there is barely any engagement. He proposed we deactivate our account there (keeping it dormant to avoid others hijacking it).
People have been moving mainly to Mastodon and Bluesky. He proposed we open accounts on these two and post there instead.
The Technical Coordinator proposed that we create accounts on Mastodon and Bluesky, make our X account dormant and redirect people from X to our accounts on other platforms.
6.1 Carried, 5 for
(NB website needs to reflect changes including how to get into IRC meetings)
Meeting closed 17:48