Final Minutes for Autscape Board meeting 24th August 2025
Meeting opened 19:04
Present: Elaine, Heta, James, Kacey, Martha, Martijn, Richard, Trish
The Chair proposed we vote to adopt the agenda
Motion passed: 8 votes for
1. Approvals
1.1. Approval of the minutes of the June 2025 emergency board meeting as posted to the list on 24th Aug 2025
Motion passed: 8 votes for
1.2. Approval of the minutes of the June 2025 board meeting as posted to the list on 24th Aug 2025
Motion passed: 8 votes for
1.3. Approval of the minutes of the July 2025 board meeting as posted to the list on 24th Aug 2025
Motion passed: 8 votes for
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
Motion passed: 8 votes for
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)
Motion passed: 8 votes 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)
Motion passed: 8 votes 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)
Motion passed: 8 votes 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)
Motion passed: 8 votes 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. (7 For)
Motion passed: 8 votes for
3. Proposals
3.1. The fundraising subcommittee proposed 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.
Deferred to list
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 Richard or Trish Jubb. NB this is urgent as we currently have no-one to cover as neither Elaine nor James are setup for the new CAF online banking.
Motion passed: 8 votes for
3.3. The Company secretary proposed 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
There was a lengthy discussion where the treasurer commented that we had 208 residential attendees in 2025, and have lost 40 residential attendees per year, on average, since 2023. He believed this was predominantly due to cost – other issues are minor in comparison. Therefore he predicted the residential attendees for 2026 will be 168. They might be lower still, considering the fee increase is higher in 2026 than this year (9.1% in 2026, 5.2% in 2025), and due to the Scottish school holidays. It’s expected that we will have just about enough to pay both deposits for High Leigh (£39,722 deposits, against £41,089 cash balance after allowing for in year costs – not having to open booking early may boost numbers). It’s expected that we will be £6,750 short of meeting the final deposit for The Hayes, so would have to open booking early again.
Elaine pointed out that the cost was important, but there are also the non-cost reasons to stay with the Hayes: we know the venue well, the staff know us, it is spacious, it has the meeting room sizes we need and the venue is very much liked by the participants. Also many participants have come to expect free rooms for many diverse activities. She also thought we could make the numbers for The Hayes with better advertising and the shortfall as already mentioned could be taken up by early bookings.
Further discussion prompted comments about how bad we were at advertising and how opening bookings early can take away the excitement. There was an overall concern about costs and the need to grow our reserves which are made out of a surplus.
The chair proposed that we vote for (A) The Hayes or (B) High Leigh for 2026
High Leigh wins 5 votes to 3
The Chair proposed that we accept the quote for High Leigh for 2026
Motion passed: 5 votes for, 3 votes against
3.4 The Vice Chair proposed: (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. Yo has also said that her offer is open to people who might want to join the board in the future. It would be online
Motion passed: 8 votes for
4. Follow ups
None
5. Role reports
Deferred to list
6. AOB
No other business
Closed part of the meeting
7.1
(confidential item redacted)
7.2. Event manager Autscape 2026
Deferred to list
Meeting closed 21:01