Minutes of the meeting held on 31st July 2024
Present: Heta, Kacey, James, Martijn, Richard, Trish,
Apologies: Elaine
No observers
Meeting opened 15:08
1. Approvals
1.1. Approval of the minutes of the meeting held on 25th May 2024
1.1. Approved 6 For
2. Ratifications
None
3. Proposals
3.1 The Company Secretary proposed £500 be added to the Bursary fund to enable more people to book (proposed on list 23 July)
3.1 Approved 6 For
3.2 The Company Secretary proposed the Journalist and Filmmaking Policy be approved - see appendix A
3.2 Approved 6 For
3.3 The Company Secretary proposed the Researchers Policy be approved - see appendix B
3.3 Approved 6 For
3.4 The Company Secretary proposed the annual report and micro accounts be approved
NB these have now passed their independent examination, with no corrections.
3.4 Approved 6 For
3.5 The Treasurer proposed a reduced budget for Autscape 2024 (sent to list 27/7) including amendment re disco
Following a discussion the proposal was changed to
The Chair proposed that the Board requests that the Event Management Committee carefully considers costs to minimise further expenditure, and keeps the Treasurer in the loop with regards to financial matters.
3.5 Approved 6 For
4. Follow ups
4.1 Discussion with Hayes after the event this year
It was felt that we needed to renegotiate the costs of the Hayes for 2025 as the 25% increase in deposit has caused a problem for us.
Since the full deposit has not yet been paid for next year -- just a ±£1000 holding fee the board also considered whether it was worth cancelling The Hayes for next year if necessary, depending on the results of the negotiation
It was noted that it is difficult to find an alternative and Elaine has previously said they won't budge on price.
The board concluded that If it seems there's a considerable risk of us not being able to cover the cost for 2025, a discussion with the Hayes will become necessary, sooner rather than later - before we commit to the point of losing the £25000 deposit. Elaine should not be the only one present in such negotiations. It was felt that the Chair and Treasurer should join in any negotiations.
We should reopen looking at funding. The treasurer also said that we should be a lot more forward about asking for donations. We should have a donation drive at the in-person event. We could also do an online donation drive. We're already on some platforms -- we can advertise that more. It should be entertaining and attractive and make people want to give us money. We'd have to be honest about our financial situation, wouldn't want to worry the membership, but we'd have to make the case.
James left the meeting at this point.
4.3 Fundraising - a larger subcommittee and regular meetings
Richard is currently Fundraising Coord, but wanted to resign.
He said the fundraising subcommittee had started accumulating images, draft text etc for grant bids. There are also suggestions of NT people outside of Autscape. It's healthy to be willing to have NT help in such an area particularly with sponsorships, donations, fundraising events, projects, grants, crowdfunding, anything that could bring money. Maybe a publisher of autism books or provider of services. They could have a stand at Autscape.
The Chair proposed that Trish is appointed as Fundraising Coordinator
4.3 Approved 5 For
Meeting closed 17:33