Final minutes for Autscape Board meeting 27th September 2025
Meeting opened: 16:05
Chair: Kacey
Present: Elaine, Kacey, Martha, Martijn, Richard, Trish
Apologies: James
Absent: Heta
Observers: None
The Chair proposed that the meeting adopt the agenda as posted to the board list at 16:01
Motion passed: 5 votes for, 1 abstention
1. Approvals
1.1. Approval of the Minutes of the August 2025 board meeting as posted to the list on 21st Sept 2025
Motion passed: 6 votes for
2. Ratifications
None
3. Proposals
3.1. The Company Secretary proposed we change the registered address of Autscape from Larry’s to Richard’s
Motion passed: 6 votes for
Address to be sent to Martijn for update on the website
3.2 The Event Manager for Online Autscape 2026 proposed the following fee structure:
Standard adult - £50
Low income adult - £25
Professional adult - £75
Child (13-17) - £20
Organisers - free
Presenters - free
Rationale:
Last year we trialled different price options, but the vast majority went for the cheapest as they were all listed as 'adult'. £50 is still cheap for a three day online conference - many are closer to £100 for one day.
The Event Manager believes that setting the standard price higher will encourage people who can genuinely afford it to pay more, with the low income rate available without justification for any who can't afford it. (We never required justification for the low income rate when it was available for the residential conference). They didn’t believe that this fee structure would disadvantage anyone, but it will probably generate more income than setting the standard rate at £25 with an option to pay £50.
There followed a discussion and concern was raised that last year the standard adult rate was optionally £20, 30, 40 & 50 so this was a big jump from £20 to £50. Various figures were considered and the proposal was reworded as follows:
The Event Manager for Online Autscape 2026 proposed the following fee structure:
Standard adult - £40
Low income adult - £20
Professional adult - £75
Child (13-17) - £10
Organisers - free
Presenters - free
Motion passed: 6 votes for
3.3. The Company Secretary proposed that the theme for Autscape 2026 is ‘New Communities’.
Heta joined the meeting
Following a discussion which included looking over past themes the proposal was rewritten as follows:
The Chair proposed that the theme for Autscape 2026 is "Autism and neurodiversity in society"
Motion passed: 7 votes for
3.4 The fundraising coordinator proposed that we join the fundraising regulator (FRR) for a one off registration fee of £60
Rationale:
It is the recognized professional body for fundraising in the UK, accreditation would allow us to use their mark on our fundraising, which people would respect. There is a yearly levy based on fundraising expenditure but we don't reach that amount so would not pay it.
Motion passed: 7 votes for
3.5. The Treasurer proposed that we use The Storage Team storage at a cost of £8.25 per week for eight weeks from 08/08/25, and £16.50 per week thereafter until further notice, including any further price increases up to a maximum of £20 per week.
Note: We previously approved this at a cost of £6.08pw for eight weeks, and £12.15pw thereafter but we had to use a larger storage unit than expected which is now 20 Sqr ft.
Motion passed: 7 votes for
3.6. The Chair proposed that a set of design specifications are written to define what constitutes the 'Autscape logo' and how it can be used
Rationale:
We currently have four files with different configurations of the graphic and the text. Setting design specifications will give clearer guidance for approved use of the logo and allow more flexibility for situations such as printing the logo on different coloured backgrounds.These specifications could include changes to things such as text size, but do not necessarily have to.
Ian is in the process of drafting a design specification for the board to consider.
There followed a discussion where it was pointed out that there had been various disagreements regarding the logo but there seemed little point in making any changes unless the board agreed it needed any.
Motion fell: 3 votes for, 4 votes against
3.7. The Chair proposed that we change the Autscape logo.
Note: Proposal added following the result of 3.6. The chair pointed out that the existing logo could be included in any discussion and it could conclude that the current logo is still considered the best.
Motion passed: 5 votes for, 2 against
4. Follow ups
None
5. Role reports
The Chair requested that role reports be provided to the list by Saturday 4th October
6. AOB
None
Closed part of the meeting
7.1
(confidential item redacted)
7.2. Appoint an Event manager for Autscape 2026
7.2 deferred to list
7.3. Appoint a board member for Erasmus
Heta proposed that Kacey is appointed lead board member for the proposed Erasmus project about autistic-led conferences
Motion passed: 7 votes for
No other business
Meeting closed: 18:29