Minutes of meeting of the Board of Directors of the Autscape Organisation
Meeting date: 28th March 2020
Meeting time: 14:00 GMT
Meeting Chair: Martijn
Present: Elaine, Fergus, James, Heta, Jenny, Jeremy, Kalen, Martijn
Apologies: None
No observers
1. Approvals
1.1. Minutes of the February 2020 meeting posted to the list on 28th March
The minutes were approved, 8 for.
1.2. Minutes of the 14th March meeting posted to the list on 27th March
The minutes were approved, 7 for.
2. Ratifications
2.1. Registering a TransferWise account for Autscape as a way to send and receive money across borders
The board had voted on the list and the last vote had been registered on 2nd March.
The decision was ratified, 8 for.
3. Proposals
3.1. The Honorary Secretary proposed that the Board appoint a committee to prepare a proposal for an online version of Autscape
The proposal should cover the alternative scenarios of an exclusively online event and for combining a small in-person event at Giggleswick with an online event.
The combination of live and online events was discussed. It was concluded that there should be one Call for Proposals and one organising team selecting the presentations.
The extra pressure on the organising team was considered. The board was informed that the call for proposals and registration system were both nearly ready.
The proposal was reworded and a further proposal added as follows:
3.1.1. The Honorary Secretary proposed that the event proposal for Autscape 2020 is adjusted to include the option of a simultaneous online event.
The motion was carried as amended, 8 for.
3.1.2. The Honorary Secretary proposed that we name a core tech team to assist the organising team, and allow them to co-opt members later if necessary.
The motion was carried, 8 for.
3.2. The Honorary Secretary proposed that the Board formulate a policy on requesting voluntary donations from members
The matter was discussed, and board members concluded that existing policy was sufficient.
The Honorary Secretary withdrew the proposal.
3.3. The Honorary Secretary proposed that the Board prepare and submit an application for Autscape Organisation to become a member of the European Council of Autistic People.
The potential benefits as well as the cost and workload associated with membership were discussed. Full membership was considered to be the appropriate option.
The proposal was reworded:
3.3. The Honorary Secretary proposed that the Board prepare and submit an application for Autscape Organisation to become a full member of the European Council of Autistic People.
The motion was carried as amended, 8 for.
4. Follow-ups
4.1. Call for Proposals
Martijn informed the board that the Call for Proposals would be completed shortly.
4.2. Registration system
The registration system was ready. James was concerned that the registrar would not know how to proceed without knowing online fees. Therefore, it was decided that the organising team would consider the costs and suggest a new fee structure, which the board would approve on the list.
5. Role reports
5.1. Chair (Martijn)
Nothing to report
5.2. Company Secretary (Elaine)
Nothing to report.
5.3. Honorary Secretary (Heta)
Nothing to report.
5.4. Treasurer (Jeremy)
Nothing to report.
5.5. Event Manager Autscape UK 2020 (James)
Nothing to report.
5.6. Membership Secretary (Jeremy)
Nothing to report.
5.7. Fundraising coordinator (Jenny)
Report posted to the list: Not much has been happening this month fundraising-wise. However, due to people cancelling because of the coronavirus, I was fortunate to have attended a one to one self-funded course entitled 'So You're New to Fundraising?'
5.8. Tech coordinator (Martijn)
Nothing to report.
5.9. Lists coordinator (Kalen)
Nothing to report.
5.10. Venue search coordinator (Elaine)
Nothing to report.
6. Any Other Business
Jenny informed the board that she was not comfortable dealing with communication regarding PayPal donations, since PayPal was requesting so much personal information.
Closed part of the meeting
7. Nominations
7.1. Company Secretary
The Honorary Secretary proposed that the Board request Elaine to continue in her role as Company Secretary.
The matter was discussed, and the proposal was reworded.
7.1. The Honorary Secretary proposed that the Board request Elaine to continue in her role as Company Secretary until 30th September.
The motion was carried as amended, 7 for.
The meeting was closed at 16:30.