Final minutes from Autscape Board meeting 22 March 2025
Chair: Kacey
Present: Elaine, Heta, Kacey, Martijn, Richard, Sam, Trish
Absent: James
Meeting opened 16:25
1. Approvals
1.1 Approval of Final Minutes for Autscape Meeting 6th January 2025 as posted to the list on 17th March 2025
1.1 Motion passed, 7 for
1.2 Approval of Final Minutes of Autscape meeting 9th January as posted to the list on 16th March 2025
1.2 Motion passed, 7 for
2. Ratifications
None
3. Proposals
3.1. The Chair of the Bursary Committee proposed that the Board approve the Guidelines for allocating bursaries for Autscape 2025 as follows:
In accordance with the Bursary policy the Board have decided that Bursaries for Autscape 2025 will be
Available for all room types
Not be available to cover the extra night, apart from in very exceptional circumstances
Available for personal support workers without the need to justify this by financial hardship
A bursary will not cover the full amount of the fee. You will also have to justify why you would like a bursary. However, we would not expect you to list all your income and outgoings. We have made this as simple as possible on the application form.
In most cases bursaries will be set amounts and we anticipate awarding 10 bursaries of between £50 and £100. However we may be able to increase this if funds become available.
The bursary committee will also consider travel expenses as a reason for needing a fee bursary but it will not be able to provide travel expenses as a separate award
To apply for a bursary either fill in the bursary application form or contact the chair of the bursary committee for help.
The bursary application form is available to download here
To contact the chair of the bursary committee email jampel@autscape.org or you can write to our address.
Applications should be made by 6th May 2025.
The bursary committee will consider all applications at the same time and allocate funds.
The chair of the bursary committee will inform you if you have been successful in your application for a bursary and the amount of the award. They will also inform you how to register so the registrar can adjust your fee accordingly.
Funds are limited and to enable as many people as possible to benefit from a bursary please only apply for the amount you would "need" to enable you to go to Autscape.
Please note the above amounts are not restricted and the committee may vary the amount given.
3.1. Motion passed, 7 for
4. Follow ups
No follow ups
5. Role reports
5.1 Chair
The Chair reported that at the AGM Trish was re-elected and Sam was elected. We had no further nomination and one Board position remains vacant.
5.2 Company Secretary
Nothing to report.
5.3 Treasurer
Nothing to report.
5.4 Fundraising Co-Ordinator
Trish reported that we have received suggestions from Luke and Carl, including and easy click donation on the front page of the website, raffles and challenge event fundraising. Some seem to be beyond what any of us could actually organise. Also had the suggestion to write something to ask people why they like Autscape etc, which has been written, including info on donations, and sent to the Board but with no response. Elaine suggested something be put together and sent to list for a vote.
Kacey reported that Carl is willing to organise a raffle.
Martijn said there is already a donation button on the website.
5.5 Technical Co-Ordinator
Nothing to report
5.6 Event Manager Online Autscape 2025
The event was well attended and well received. We sold 167 tickets and raised £3886 including donations.
5.7 Event Manager 2025
We have 60 people booked and we haven't really publicised the event yet. We also have the call for proposals open. Following this meeting she will be getting the advert out and bursary info on the website. We can then start mass promotion.
5.8 Membership Secretary
Nothing to report
6. AOB
No other business.
Closed part of meeting
7. Elections
7.1 Election of Chair
Nominations: Kacey
Kacey was elected, 7 for
7.2 Election of Vice Chair
Nominations: Martijn
Martijn was elected, 7 for
8.
(confidential item redacted)
Meeting closed 6.15