Final minutes of the Autscape Board Meeting 24th May 2025
Meeting opened 16:41
Present: Elaine, Heta, Kacey, Richard, Sam, Trish
Apologies: Martijn, James
1. Approvals
1.1. Approval of the minutes of the April 2025 meeting as posted to the list on 23rd May 2025
Motion passed: 6 votes for
2. Ratifications
None
3. Proposals
3.1. Heta proposed that we talk to the Dutch businessman Bas Overtoom as a potential sponsor.
Rationale: He works at a global company, Nemko Digital, supporting other companies to use AI in responsible ways, in compliance with laws and regulations. He plans to launch a worldwide network focusing on autism and AI. His motivation in this is his autistic son. He has contacted the AIRA project to learn about autistic perspectives, inviting many of us, including me and Martijn, to a seminar that he will run in Amsterdam in September, where he hopes to connect people who have similar goals, and to gain some new ideas and feedback on his plans. Bas is also interested in autistic-led conferences as one potential platform to discuss his ideas.
Should the board agree then further discussion and decision should be made regarding what sponsorship package can be offered and for what price.
Heta had suggested that the board give permission for themselves and Martijn to negotiate with Bas. Heta also thinks that they should be given permission to negotiate any potential package, within the framework set by the board.
Motion passed: 6 votes for
3.2. The Chair proposed a tiered sponsorship structure as a guideline for obtaining sponsorship consisting of bronze, silver and gold packages as follows:
Bronze - £500
Company logo on the handbook back cover
Company logo on selected social media posts relating to the event
Company logo on sponsor display board
Silver - £750
As Bronze plus
Company logo on Autscape's website
Unmanned display space
Gold - £1500
As Silver plus
Company profile in handbook
Link/profile on website
1 delegate fee covered to man the display space
Following a discussion the proposal was amended to add
With scope for bespoke packages where necessary and and an exhibition space without sponsorship for £250
Heta left the meeting
Motion passed: 5 votes for
Heta rejoined the meeting
3.3. The Company secretary proposed we hold an online AGM event for the weekend of Feb 6th, 7th and 8th with the AGM itself being on 7th Feb 2026.
The chair amended the proposal as follows:
3.3. The Company Secretary proposed that we hold the AGM online on Saturday 7th February 2026
Motion passed: 6 votes for
3.3.1 The Company Secretary proposed that we hold an online event from 6th February 2026 to 8th February 2026
Motion passed: 5 votes for
3.3.2. The Company Secretary proposed the event be called ‘Further exploring of autistic space’.
Following a discussion the proposal was reworded as follows:
3.3.2 The Chair proposed that the online event is called 'Further Exploring Autistic Space'.
Motion passed: 5 votes for
3.3.3. The Company secretary proposed Kacey be appointed Event manager for the online event.
Deferred to list
Heta left the meeting at this point
4. Follow ups
None
5. Role reports
5.1. Chair
Nothing to report
5.2. Company Secretary
The Company Secretary reported that she had written to the charity commission re the date we filed our return as it was their technical error that prevented us from filing on time.
5.3. Treasurer
The Treasurer reported that he will be sending the accounts to the independent examiner next week.
Also that we have now received enough for the CCT invoice, but we’re only £8,236 clear of that and we need to pay costs of running Autscape, costs throughout the year, and a substantial 50% deposit for 2026. This is despite receiving £15k in one off unrestricted donations. This leads to questions around why the numbers are lower than expected (despite not being during the Scottish school holidays this year). Higher costs / tight personal finances is going to be one. Emails not getting through due to tech problems could be a large one, too. He thought we will probably get a few in the last few days before closing bookings, but it’s very tight, and fundraising hasn’t been successful, apart from the two anonymous donations. We might need to consider a cheaper venue, even if it’ll be less suitable in other ways, and also to rein in spending for the event, where possible.
It was also noted that Kacey Kacey has posted individual presentation adverts for 11 out of 12 presenters on Facebook, and three of those have gone on Bluesky at this point
5.4. Tech coordinator (report submitted to board list for inclusion at the meeting
The Tech Coordinator reported that he has been making some progress with tech. The situation with some mail servers rejecting our mail or sorting it as spam cannot be properly solved on the old server, because it is no longer possible to install recent software on it. So it will require setting up a completely new mail server, using different and more modern software, on the new server. He is working on that. Time frame still unknown.
Kacey reported they have also cracked a major hurdle: They got the basic Autscape account system (which was custom-programmed by Peter Benie in 2009 and ties in to the innards of the operating system) to work on the new server. So that gives considerable hope that it will actually be possible to pull off the transition. This has also helped with motivation so hopefully they will have much more good news by the next meeting.
5.5. Fundraising coordinator
The Fundraising coordinator reported that the subcommittee have had regular zoom meetings, next one is probably 12 june 8pm. Anyone welcome. There has been a lot of input from Carl who has a lot of experience in fundraising and he may be the best person to contact some of the people we need to get in touch with.
5.6. Event manager 2025
The event manager reported that organising is coming along well. Unfortunately numbers are low due to many reasons mainly they think because of the technical difficulties. We have been doing all we can to reach people including social media adverts and emailing regulars who have not yet booked. Unfortunately a lot of people do not do social media. Also this is the time we normally open registration so a lot of people may be looking to register now. They know of some who are definitely coming and haven’t booked yet so it is not as bad as it looks. They are still confident we will make the numbers. They will extend the deadline if they have to but they want to see what happens in the next few days first.
6. AOB
6.1 Sam asked if we could consider the use of other ways of doing the meeting for example zoom on the lists.
It was explained that this would require a change of constitution/rules. It can be brought up on list however it does not work so well for some people and we would have to work out a way to vote.
It was suggested that people start joining the meeting 15 minutes before the start in case of problems.
Heta rejoined the meeting
7.1 Heta suggested that we nominate an Autscape candidate for the EUCAP board elections. They explained that the EUCAP AGM is tomorrow. There was an invitation with the suggestion that member organisations nominate candidates. Martijn's term is ending, and he's willing to re-run. Heta feels it's beneficial for Autscape to have him on the EUCAP board, and he does some good work at the European level.
The Chair proposed that Martijn be elected to stand as the Autscape representative for the EUCAP Board elections
Motion passed: 6 votes for
7.2. Further to proposal 3.1. The Chair proposed that Heta be given approval to negotiate a sponsorship package with Bas Overtoom that fits within our agreed sponsorship tiers. Motion passed: 5 votes for
Meeting closed 18:28