Agenda for Autscape Board Meeting 28th June 2025 at 16:00 BST on IRC
1. Approvals
1.1. Approval of the agenda
1.2. Approval of the minutes the May 2025 meeting as posted to the list on 27th June 2025
2. Ratifications
2.1 Ratification of the decision taken on list on 29th May 2025. The Bursary Committee Chair proposes that the bursary fund be increased from £500 to £600.
2.2 Ratification of the decision taken on list on 18th June 2025. The treasurer proposed that we approve the annual report and accounts for 2023/24.
2.3 Ratification of the decision taken on list on 26th June 2025. The chair proposed that the board approve the following as potential sponsors of Autscape.
1. Autotrader
2. JCB
3. Hidden Disabilities (Sunflower)
4. Stickman Communications
5. The Curly Hair Project
6. Jessica Kingsley Publishing
7. The Glow Company
8. Architects of Air
9. TTS
10. Southpaw
11. Axa Global
12. Sainsburys
13. Easyjet
14. Auticon
15. Autistic UK
2.4.Ratification of the decision taken on list on 27th June 2025. The Company Secretary proposed that we approve Mary Doherty's research proposal.
3. Proposals
3.1. The chair proposes that Carl Fisher be delegated the authority to seek sponsorship from the list of approved companies in accordance with the sponsorship package guidelines.
3.2 The Chair proposes that Autscape invest up to £50 on fundraising buckets.
Rationale: These are inexpensive (around £5), and a small number of donations will easily cover the initial outlay. The subcommittee is aware that a policy for opening the buckets and counting / storing money is required. Artwork for the buckets containing such charity information as required by law will also be necessary.
3.3 The Company Secretary proposes that we adopt the following Terms of Reference for the Fundraising Subcommittee.
The Chair of the fundraising sub-committee is delegated responsibility for:
1. Co-ordinating the activity on the mailing list
2. Ensuring that the fundraising strategy is kept up to date and meets the needs of the board
3. Maintaining databases of fundraising sources
4. Bringing to the board any fundraising opportunities they identify
5. Updating the board on fundraising activities
6. Acting on any fundraising opportunities agreed by the board
3.4 The Company Secretary proposes that we adopt the following Fundraising Strategy.
The fundraising sub-committee should consider all forms of fundraising as follows:
1. Grants - Identify potential grant giving bodies. Identify what a grant could be used for. Set up and maintain a database of potential grant sources. Bring any plausible ones to the board for further investigation and decision on whether to apply and what to apply for. Co-ordinate the writing of any grant bid approved by the board
2. Sponsors - identify potential sponsors. Set up and maintain a database of companies that could potentially sponsor Autscape. Bring any plausible ones to the board for further investigation and decision on whether to approach them and what the sponsorship deal can offer. Co-ordinate the approach of any companies with the board and Event managers
3. Fundraising platforms - identify sources of raising money on-line eg. Give as you live. Bring any potential platforms to the board for a decision on whether to use them. Co-ordinate setting up any fundraising platforms approved by the board with the treasurer and ensure they are publicised
4. Raffles, competitions, auctions etc - identify ideas for raising funds through participant activities. Bring any ideas to the board for approval.
5. Fundraising events - identify potential events for the sole purpose of fundraising. Bring any potential ideas to the board for approval.
6. Miscellaneous - any ideas for fundraising not listed above. Identify and bring any ideas to the board for approval.
3.5 The Fundraising Coordinator proposes that Kacey Clark be delegated the authority to seek sponsorship from Hidden Disabilities and Stickman Communications in accordance with the sponsorship package guidelines.
Rationale: Kacey has had prior contact with representatives from both organisations.
3.6 The Chair proposes that a fundraising@autscape.org email account is set up, and access is given to the Chair of the Fundraising Subcommittee (when one is appointed) and any subcommittee members who have been delegated roles or tasks.
Rationale: Organisations will take communication more seriously when they come from an official email address.
3.8 The Chair proposes that the online event in February is called "Evolving Autistic Space Online”
Rationale: At the last meeting we approved a theme based on the 2015 theme rather than the 2025 theme. This was an error. An alternative suggestion is "Evolving Online Autistic Space", however the Chair believes there is more flexibility with the proposed theme.
3.9 The Company Secretary proposes Kacey be appointed Event manager for the online event.
4. Follow ups
None
5. Role reports
5.1. Chair
5.2. Company Secretary
5.3. Treasurer
5.4. Tech coordinator
5.5. Fundraising coordinator
5.6. Event manager 2025
6. AOB
Confidential part 2
7.1.
(redacted)