Minutes of Autscape Board Meeting 22nd November 2025
Meeting opened at 16:13
Chair: Martijn
Present: Elaine (late), Heta, Martha, Martijn, Richard, Trish
Apologies: Kacey, James
Observers: One (Kacey logging the meeting for later)
1. Approvals
1.1. Approval of the minutes of the October 2025 board meeting as posted to the list on 20th November 2025
Including an amendment Trish put forward to Part 2 confidential part of the minutes - not for publication
2. Ratifications
None
3. Proposals
None
4. Follow ups
None
5. Role reports
5.1. Chair
None
5.2. Company Secretary
None
5.3. Treasurer
The Treasurer reported that the first deposit for 2026 has been paid. I would like to remind the board that our free reserves remain very low. Cash in hand is £28.3k, of which £24.4k will be needed for the final deposit for 2026, £1k may be needed for the 2028 CCT booking fee and around £1k will be needed for ongoing expenses. This leaves free reserves of just £1.9k.
Had we not received £15k of unexpected donations last year, Autscape might not have made it through the year. I recommend aiming to increase reserves to a level commensurate with the current size of Autscape so that we do not fold the next time there is a serious financial shock. This could be done by increase fees, reducing costs, substantial fundraising and events such as Online Autscape.
The first two of these are very difficult, and whilst the foundations the Fundraising subcommittee is trying to build look promising, this takes time and is likely to remain unpredictable. Online Autscape should help but will raise considerably less than we need to build up an appropriate level of reserves. I suggest we keep the above in mind to ensure we have the financial resilience to continue in the long term.
I will be reviewing the Finance policies, including the Reserves policy.
5.4. Event manager online event Feb 26
Kacey stood down. No report
5.5. Tech coordinator
Nothing to report, systems are stable
5.6. Chair of fundraising
The following report was received from the Chair of fundraising
Following the Board’s approval in October, Autscape is now officially registered with the Fundraising Regulator. Our next renewal will be due on 30th November 2026.
A draft fundraising pack was circulated to the Board for comment on 16th October. To date, we have not received any feedback from Board members who are not also part of the Fundraising Subcommittee. We would greatly appreciate your input, as the purpose of sharing the draft early is to avoid investing time in preparing the full pack only to face substantial revisions later in the process. Please email Richard or Ian with any comments — even a brief note to confirm your support for the draft would be helpful. If you cannot find the original email, please ask Richard for a copy.
5.7. Membership secretary
Nothing to report
6. AOB
No other business
Elaine joined the meeting at this point.
Closed part of the meeting
7. Nominations
7.1. Nomination of Event manager for Autscape 2026
Candidate: Elaine
Elaine elected 6 For
7.2. Recommending of directors for re-election
(confidential item redacted)
8. AOB
8.1 Heta raised a concern about Autscape representation in the discussions about the potential Erasmus project, because
(confidential reason redacted). Project planning is starting to gain speed, and Kacey has health issues which could prevent them from participating fully. Heta would like to see one or two more board members involved, even if they weren't constantly active.
Heta said Zoom meetings were planned for 19th Dec, 16th Jan, several in February, plus text based communication and drafting text in between. It's crucial for us to have someone at a meeting on 19th Dec.
Elaine said she would be involved if necessary
8.2 Event Manager for the online event
(confidential discussion redacted)
The Vice Chair proposed Heta as Event Manager for Online Autscape 2026
Carried, 6 for.
8.3
(confidential item redacted)
Meeting closed at 18:02