Final minutes of the Autscape Board Meeting 27th June 2026
Chair: Martijn
Present: Chen, Elaine, Martha, Martijn, Richard, Trish
Absent: Heta - apart from Proposal 3.1 and 3.2
One observer.
1. Approvals
1.1. Approval of the minutes of the May 2026 board meeting as posted to the list on 27th June 2026
Minutes approved, 6 for
2. Ratifications
2.1. Ratification of the decision taken on list on 29th May to instruct Jim Dodds to carry out the annual Independent Examination of the 24-25 accounts and annual report at a cost of £500 as per the attached Letter of Engagement. (7 For)
Ratified, 6 for
2.2. Ratification of the decision to select the following proposals for the 2026 Programme as taken on list on 3rd June
(list redacted due to subsequent cancellations)
(7 For)
Ratified, 6 for
3. Proposals
3.1. The Chair proposed we approve the Annual Report as posted to the board list. This includes underwriting the statement: “All trustees confirm that they observe the Charity Commission’s guidance on public benefit.”
Note: Heta joined the meeting for the proposals and left afterwards
Approved, 7 for
3.2. The Chair proposed that we approve the accounts as posted by Richard to the board list.
Approved, 7 for
4. Follow ups
4.1. Business cards
Richard left the meeting at this point
Elaine reported that cards are available from around £10-£20. Martijn said he had sent a bunch of older Autscape business cards to Trish, who had asked for some. They have Larry's address on them but are otherwise current. Elaine will notify publicity so we can have it designed with a house style.
5. Role reports
5.1. Chair
No report.
5.2. Company Secretary
The Company Secretary reported that the directors all have to register themselves for Companies house in a new way of recording company directors.This has to be done before we put in our annual declaration on 31st July. Once registered each director will be given a code that they will need to send to the Company secretary to be used for the annual declaration. She said she would give instructions on list on how directors can do this.
5.3. Treasurer
No report
5.4. Event Manager 2026
The Event Manager reported that things are coming together nicely. They need to do a review with Martha and Leneh shortly and make sure everything is in place. We have over 100 registered and look like running out of extra day places. We should be able to add a few more of those. All presenters but one can come. The one that can’t is Mailika.
5.5. Chair of Fundraising sc
The chair of fundraising said he had nothing to report but he thinks we should focus on possible sponsorships. It is probably too late to apply for funds/donations for this summer's event though.
5.6. Chair of Publicity sc
No report
5.7. Tech Coordinator
Nothing to report. The Tech coordinator said he continues to update the website as needed.
5.8. Membership secretary
No report
Martha left the meeting at this point
6. AOB
6.1. Trish updated the board that 3 bursary requests have been received so far and Martijn said he had 2 more to forward.
CONFIDENTIAL PART OF MEETING
7. Ratifications
7.1.
(confidential item redacted)
Ratified, 3 for, 1 abstention
8. AOB (confidential)
None
Meeting closed at 5:14pm