Final minutes for Autscape Board Meeting Saturday 28th June 2025 16:00 BST
Meeting opened 16:10
Present: Elaine, Kacey, Martijn, Richard, Trish
Apologies Sam, James, Heta (late)
1. Approvals
1.1. Approval of the agenda
Motion passed, 5 votes for
1.2. Approval of the minutes the May 2025 meeting as posted to the list on 26th June 2025 Motion passed: 5 votes for
2. Ratifications
2.1 Ratification of the decision taken on list on 29th May 2025.
The Bursary Committee Chair proposed that the bursary fund be increased from £500 to £600.
Motion passed: 5 votes for
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.
Motion passed: 5 votes for
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 17:20
10. Southpaw
11. Axa Global
12. Sainsbury
13. Easyjet
14. Auticon
15. Autistic UK
Motion passed: 5 votes for
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.
Motion passed: 5 votes for
3. Proposals
3.1. The Chair proposed that Carl Fisher be delegated the authority to seek sponsorship from the list of approved companies in accordance with the sponsorship package guidelines.
Motion passed: 5 votes for
3.2 The Chair proposed 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.
Motion passed: 5 votes for
3.3 The Company Secretary proposed 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
Motion passed: 5 votes for
3.4 The Company Secretary proposed 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.
Motion passed: 5 votes for
3.5 The Fundraising Coordinator proposed 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.
Motion passed: 5 votes for
3.6 The Chair proposed 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
Motion passed: 5 votes for
3.8 The Chair proposed 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.
Motion passed: 5 votes for
3.9 The Company Secretary proposed Kacey be appointed Event manager for the online event.
Motion passed: 5 votes for
4. Follow ups
None
5. Role reports
5.1. Chair
No official report but the Chair hopes we can all put the recent difficulties behind us and move forward together.
5.2. Company Secretary
Nothing to report
5.3. Treasurer
The Treasurer reported he has filed the annual accounts and Trustees’ annual report with Companies House and the Charity Commission on 20th June after a smooth Independent Examination. A hard copy has also been submitted to Companies House by post.
He also said that we will have enough money for this year’s Autscape. The concern is about the deposits for next year, although much work is being done on Fundraising and we can also open bookings early again. He suggested we consider developing contingency plans should Fundraising not be quick enough to help with the deposits and we can’t get enough early bookers. We were helped by two large anonymous donations this year, and whilst that also means we’ll have more at the year end to carry forward, it was only just enough this time around. He can look into structured contingency planning if the board is generally in agreement that it should happen.
Structured contingency planning TBD to some extent, but essentially looking at all the options available to us, including online only or another venue if possible, in a calm way now, rather than in a panic later on. He suggested looking at it soon after Autscape. (We may need to downsize in terms of in-person venues)
5.4. Tech coordinator
The Tech coordinator reported that his work to finally transition to the new OS, a modern mailserver, etc., is being delayed by his family crisis. Otherwise, nothing to report
5.5. Fundraising coordinator
The fundraising coordinator reported that they have been having regular meetings. Many thanks to those who attend. There are some proposals which have come to this meeting.
5.6. Event manager 2025
The Event manager reported that General organising is going well. We are still a bit short on numbers. Even though registration is officially closing she will leave the link open for a few days as we always get last minute panic people. She will be having a meeting with Martha next week to look at figures and then she will report to the board if we have a shortfall.
6. AOB
6.1 The Chair proposed that Carl Fisher be given the title of 'Fundraising Officer'.
Heta joined the meeting at this point
Motion passed: 6 votes for 0
CLOSED PART OF MEETING
7.1.
(confidential item redacted)
Meeting closed 18:31