Agenda for board meeting 24th August 2025
1. Approvals
1.1. Approval of the minutes of the emergency board meeting on 18th Jun 2025 as posted to the list on 24th August 2925
1.2. Approval of the minutes of the June 2025 board meeting as posted to the list on 24th Aug 2025
1.3. Approval of the minutes of the July 2025 board meeting as posted to the list on 24th Aug 2025
1.4. Approval of the minutes of the board meeting held at Autscape on 6th Aug 2025 as posted to the list on 24th Aug 2025
2. Ratifications
2.1. The Treasurer proposed on list on 10th August that we open an account with Skrill, initially for the purpose of refunding cancellation monies, and thereafter using as required. If the account allows this, he will ensure that at least one other person has access, as this is best practice. (8 For)
2.2. The Treasurer proposed on list on 10th August that we pay the invoice for 2025 membership of EUCAP, costing 210 EUR, and that the board approves £200 to be safe (although the conversion is likely to be much closer to £180). (7 For)
2.3. The membership secretary proposed on list on 10th August that we email those whose membership has lapsed over the past two years to ask if they would like to rejoin at a cost of £5. (7 For)
2.4. The membership secretary proposed on list on 10th August that the participants of the 2025 residential event be emailed to ask whether they want to be a member of Autscape, making it clearer that there is no cost to the participant (there’s a £5 fee, but also a £5 rebate that nets off against this). (7 For)
2.5. The Company secretary proposed on list on 9th August that we co-opt Martha Haggas.
Rationale: We have a vacancy on the board and Martha has indicated that they would like to stand at the next AGM. However, they have been an asset to the event organisation, particularly regarding registration so the Company secretary recommends them for co-option straight away. Martha has been an asset to the event organisation in particular helping me with registration. (7 For)
3. Proposals
3.1. The fundraising subcommittee propose that we purchase 250 commemorative badges for our 20th anniversary at a cost of £250 inc VAT. They propose that these are sold at £3 each with £1.95 P&P for up to five badges. They are also in the process of obtaining a quote for drop shipping.
3.2. The Treasurer proposes that Kacey Clark and Martha Haggas be added to the CAF Bank mandate to replace James Pelham and Elaine Binhammer.
Rationale: The names on the CAF Bank mandate would then be as follows: Richard Chandler, Trish Jubb, Kacey Clark, Martha Haggas. Please note that all outgoing bank transactions require dual authorisation, usually done by the Treasurer and Trish Jubb, so there is a need for spare names on the mandate in case of unavailability of either myself or Trish Jubb.
3.3. The Company secretary proposes we accept the new quote for Autscape 2026 to be held at The Hayes on 17/18/19 Aug giving exclusive use for 210 participants for the main event. In addition a further 30 places for the organisers on 16th Aug and 80 places for the extra day on 20th Aug. Total cost £97,680.
Rationale: this is a reduction from 247 participants at the main event. The rate per person per night is £132 and the original quote was £112,332.00
3.4 The Vice Chair proposes: (a) that we ask Yo Dunn to deliver a training session on how to be a good director (complying with process, the law, etc.) at everyone's earliest convenience, and (b) that such training shall be scheduled yearly from now on.
Rationale: Yo has made us a standing offer to do this for us for free every year. She wrote our Constitution and made the incorporation of Autscape happen. She is also a respected legal expert who has a good reputation with multiple councils for legal training on various aspect of law (such as the Care Act and the Mental Capacity Act), so she really knows about things like safeguarding. She has delivered such training to us before but it's been far too many years since last time. We would be silly not to take her up on her offer, especially since the board has not been functioning well. We need to make sure that all board members attend, since everyone (myself included) needs a refresher. Yo has also said that her offer is open to people who might want to join the board in the future (this would include
(redacted)).
4. Follow ups
None
5. Role reports
5.1. Chair
5.2. Company Secretary
5.3. Treasurer
5.4. Chair of fundraising sub committee
5.5. Tech coordinator
5.6. Event Manager 2025
5.7. Online event manager Feb 2026
5.8. Membership secretary
6. AOB
PART TWO - CONFIDENTIAL
7.1
(redacted)
7.2. Event manager Autscape 2026
Nominations:
8. AOB