Final minutes for Autscape Board Meeting 21st September 2024
Chair: Kacey
Present: Elaine, Heta, Kacey, Martijn, Richard, Trish
Apologies: James
Observers: none
Meeting opened 16:13
1.1 Approval of the minutes of the Board meeting held on 31st July 2024 as posted to the list on 15th September 2024.
1.1 Approved, 6 for
2. Ratifications
None
3. Proposals
3.1 The Company Secretary proposed that the 2024 AGM be held on Saturday 8th Feb 2025, time to be confirmed
3.1 Approved, 6 for
3.2 The Company Secretary proposed that we hold an online event covering the AGM from Friday 7th to Sunday 9th February 2025.
3.2 Approved, 6 for
3.3 moved to the confidential part of the meeting
3.4 The Company Secretary proposed that the online Event be know as Autscape Extra and comprise a mixture of old and new proposals.
Following a brief discussion of the title the proposal was amended
The Chair proposed that we call the online event Online Autscape 2025: More Autistic Joy
3.4 Approved, 6 for
3.5 The Company Secretary proposed that we charge £30 for the online event, with access free to the AGM part for members who do not wish to attend the full event.
There was a brief discussion about non members being at the online AGM and controlling voting for members only. The technical aspect was deferred to the list for discussion.
There was another discussion re the cost and it was suggested that the fee be lower with an option to pay more.
Revised proposal:
3.5 The Chair proposed that we charge a minimum of £20 for the online event (with the option to pay more and access free to the AGM part for members who do not wish to attend the full event)
3.5 Approved, 4 for, 2 against.
3.6 The Chair proposed that the theme for Autscape 2025 is "Evolving Autistic Space". Note: this ties in with the theme from 2005 being "Creating Autistic Space" and 2015 being "Exploring Autistic Space"
3.6 Approved, 6 for
3.7 The Company Secretary proposed that we book for the Hayes for 2026 for 17th-22nd August 2026 with a minimum number of 247 (bedrooms) with exclusive use as an option for later.
There was some discussion around the dates as we know we miss out some people when dates extend beyond Scottish school holidays. (it was confirmed that Edinburgh schools go back 12 August 2026, Highland and Glasgow mid August). Unfortunately there were no other dates available for the Hayes. Deposits would be 20% Sept 25 and 30% Feb 26. 30 percent, Sept 25 and Feb 26. The board felt that they needed for information from the treasurer so this was deferred to the list.
4. Follow Ups
None
5. Role Reports
5.1 Chair
Nothing to report
5.2 Company Secretary
Nothing to report but will be sending a new fundraising policy for review soon.
5.3 Treasurer
No report but will report to list in next few days.
5.4 Event Manager Autscape 24 report
Absent
5.5 Fundraising
The Fundraising Coordinator reported she has emailed the person who volunteered to help with fundraising and Elaine is also going to email him. We also intend inviting him and others who join the fundraising subcommittee to observe board meetings. The treasurer commented that Yasmine is now very busy. The chair commented that a person who donated £500 has been thanked. The chair also said a person who suggested a suitable grant has also been invited to the fundraising subcommittee
5.6 Tech
Nothing to report
5.7 Membership Secretary
Nothing to report
6. AOB
6.1 Heta and Martijn have returned from Japan. Autscape has been thoroughly advertised there now and they are interested in an event there. Heta will report to list.
CLOSED PART OF MEETING
7. Proposals
7.1 The Company Secretary proposed Kacey be appointed Event Manager for the online/AGM event
7.1 Approved, 6 for
7.2 The Chair proposed that Elaine be appointed Event Manager for Autscape 2025
7.2 Approved, 6 for
Meeting closed 17:59