2016 Annual General Meeting/planning: Difference between revisions

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(start on 2016 updates: dates not yet done)
(Add tentative dates for 2016: still to be reviewed)
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{{Inprogress}}
{{Inprogress}}.  This table is currently in draft form, and the entries and dates may change.




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==Deadline & ToDo list==
==Deadline & ToDo list==
''Items in italics are legal deadline/limit, and not necessarily a scheduled date. ''
''Items in italics are legal deadline/limit, and not necessarily a scheduled date. ''
{| class="wikitable" style="line-height:200%;"
{| style="line-height:200%;" class="wikitable"
|-
|-
! style="background-color:#EFF5FB" | Deadlines
! style="background-color:#EFF5FB" | Deadlines
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|  
|  
|-
|-
| March
| Aug 2015
| [[2015 AGM/Minutes|Minutes of 2015 AGM]]
| [[2015 AGM/Minutes|Minutes of 2015 AGM]]
| Type up and circulate for correction
| Type up and circulate for correction
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| {{done}}
| {{done}}
|- style="background-color:#FBEFF8"
|- style="background-color:#FBEFF8"
| May
| Early May 2016
| Agenda
| Agenda
| Outline basic agenda
| Outline basic agenda
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|  
|  
|- style="background-color:#FBEFF8"
|- style="background-color:#FBEFF8"
| May
| End April
| Audit Clearance Meeting
| Audit Clearance Meeting
| Review results of 2015-16 audit with auditors
| Review results of 2015-16 audit with auditors
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|  
|  
|-
|-
| End of June
| Mid May
| Annual Review
| Annual Review
| Text written
| Text written
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|   
|   
|- style="background-color:#FBEFF8"
|- style="background-color:#FBEFF8"
| End of June
| Mid June
| Annual Review
| Annual Review
| Text to designer
| Text to designer
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|  
|  
|-
|-
| Early June
| End May
| ARC meeting
| ARC meeting
| Endorse draft Annual Accounts as audited and Annual Review as drafted, for Board approval and endorse draft Annual Review for Board agreement
| Endorse draft Annual Accounts as audited and Annual Review as drafted, for Board approval and endorse draft Annual Review for Board agreement
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|  
|  
|- style="background-color:#FBEFF8"
|- style="background-color:#FBEFF8"
| 5 June
|Mid May
| AGM Agenda
| AGM Agenda
| Circulate drafts of AGM Notice, Agenda & Resolutions for Board comment
| Circulate drafts of AGM Notice, Agenda & Resolutions for Board comment
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|  
|  
|-
|-
| 24 June
| 30 May
| Deadline for board papers
| Deadline for board papers
| Deadline for papers to the office for distribution to trustee for 4 July board meeting
| Deadline for papers to the office for distribution to trustees for 11 June board meeting
| Board & Office
| Board & Office
|  
|  
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|  
|  
|-
|-
| 12 June
| 20 May
| Advance warning sent to members by email
| Advance warning sent to members by email
| (Non statutory)
| (Non statutory)
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|  
|  
|- style="background-color:#FBEFF8"
|- style="background-color:#FBEFF8"
| ''19 June''
| ''3 June''
| ''Earliest day notice of Director nomination can be received''
| ''Earliest day notice of Director nomination can be received''
|  
|  
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|  
|  
|-
|-
| 17 June
| 11 June
| Finalise draft 2015 minutes
| Finalise draft 2015 minutes
| Agree minutes to be put forward to AGM
| Agree minutes to be put forward to AGM
at board meeting
| Board
| Board
|  
|  
|  
|  
|- style="background-color:#FBEFF8"
|- style="background-color:#FBEFF8"
| 17 June
| 11 June
| Agree agenda for AGM
| Agree agenda for AGM
|  
| at board meeting
| Board
| Board
|
|
|  
|  
|-
|-
| 4 July
| 11 June
| Agree Annual Review
| Agree Annual Review
| at board meeting
| at board meeting
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|  
|  
|- style="background-color:#FBEFF8"
|- style="background-color:#FBEFF8"
| after 4 July
| 11 June
| Approve Annual Report and audited Accounts
| Approve Annual Report and audited Accounts
| after board meeting
| at board meeting
| Board
| Board
|
|
|   
|   
|-
|-
| 26 June
| 11 June
| Agree board resolutions going forward to AGM
| Agree board resolutions going forward to AGM
|
|at board meeting
| Board
| Board
|  
|  
|
|
|- style="background-color:#FBEFF8"
|- style="background-color:#FBEFF8"
| 26 June
| 3 June
| Deadline for members to propose resolutions for AGM
| Deadline for members to propose draft resolutions for AGM
|  
|  
| Members
| Members
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|  
|  
|-
|-
| 1 July
|15 June
| Formal notice of AGM sent to members by email
| Formal notice of AGM sent to members by email
| Include agenda, reminder to update address, and call for board candidates, with link to [[Board/Becoming a trustee]]. Send separately to auditor. Note that copies of the approved 2014-15 Annual Report & Accounts, and auditor's report to all company members, will follow by email and will be posted on wiki.  
| Include agenda, reminder to update address, and call for board candidates, with link to [[Board/Becoming a trustee]]. Also include Annual Report & Accounts, and auditor's report to all company members. Send separately to auditor. 
| {{plainlist|
| {{plainlist|
* Tellers & Secretary
* Tellers & Secretary
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|  
|  
|- style="background-color:#FBEFF8"
|- style="background-color:#FBEFF8"
| 3 July
| 17 June
| ''Formal notice of AGM legally given''
| ''Formal notice of AGM legally given''
|  
|  
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|   
|   
|-
|-
| End of June
| Mid June
| Annual Review complete
| Annual Review complete, and approved
| Publish online
| Publish online
| Head of External Relations
| Communications co-ordinator
|  
|  
|   
|   
|- style="background-color:#FBEFF8"
|- style="background-color:#FBEFF8"
| Before AGM
|  
| Email to members copies of the approved 2014-15 Annual Report & Accounts, and the auditor's report.
|
| Send separately to auditor.
|
| Office
|
|  
|  
|   
|   
|-
|-
| 3 July
| 24 June
| Deadline for members to suggest amendments to proposed resolutions
| Deadline for members to suggest amendments to proposed resolutions
| (This deadline may not apply to obvious corrections of minor errors)  
| (This deadline may not apply to obvious corrections of minor errors)  
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|  
|  
|-
|-
| 10 July
| 24 June
| Deadline for receipt of Director nominations at the WMUK offices  
| Deadline for receipt of Director nominations at the WMUK offices  
|  
|  
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|- style="background-color:#FBEFF8"
|- style="background-color:#FBEFF8"
|-
|-
| 13-14 July
| 27-28 June
| Prepare papers
| Prepare papers
|  {{plainlist|* Print proxy and voting forms, agenda, resolutions etc.
|  {{plainlist|* Print proxy and voting forms, agenda, resolutions etc.
* Envelope stuffing
* Envelope stuffing
}}
}}
| * Tellers & Secretary<br>
| * Tellers & Secretary
<nowiki>*</nowiki> (Office)
<nowiki>*</nowiki> (Office)
|  
|  
|  
|  
|- style="background-color:#FBEFF8"
|- style="background-color:#FBEFF8"
| 15 July
| 29 June
| Notice of Directors' election sent to members by post
| Notice of Directors' election sent to members by post
| Include voting forms, resolutions & amendments.
| Include voting forms, resolutions & amendments.
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|  
|  
|-
|-
| ''17 July''
| ''1 July''
| ''Notice of Directors' election legally given to members''
| ''Notice of Directors' election legally given to members''
|  
|  
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|   
|   
|- style="background-color:#FBEFF8"
|- style="background-color:#FBEFF8"
| 20-21 July
| 4-5 July
| Delegate packs
| Delegate packs
| {{plainlist|
| {{plainlist|
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|  
|  
|-
|-
| 21 July
| 5 July
| Name badges
| Name badges
| Print badges for attendees
| Print badges for attendees
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|  
|  
|- style="background-color:#FBEFF8"
|- style="background-color:#FBEFF8"
| 23 July 15:00
| 7 July (time tbc)
| Deadline for receipt at the WMUK offices of AGM proxy appointments
| Deadline for receipt at the WMUK offices of AGM proxy appointments
|  
|  
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|  
|  
|- style="background-color:#FBEFF8"
|- style="background-color:#FBEFF8"
| 25 July (time tbc) + 30 mins
| 9 July (time tbc) + 30 mins
| AGM quorum
| AGM quorum
| Greater of 10 or 10% in person or proxy.
| Greater of 10 or 10% in person or proxy.
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|  
|  
|  
|  
| [http://www.legislation.gov.uk/ukpga/2006/46/section/424 CA2006#424], [http://www.legislation.gov.uk/ukpga/2006/46/section/442 CA2006#442]
| [http://www.legislation.gov.uk/ukpga/2006/46/section/424 CA2006#424][http://www.legislation.gov.uk/ukpga/2006/46/section/442 CA2006#442]
|  
|  
|- style="background-color:#FBEFF8"
|- style="background-color:#FBEFF8"

Revision as of 15:36, 26 April 2016

Symbol wait.svg In progress. This table is currently in draft form, and the entries and dates may change.


AGM: Elections (Candidate statements · Candidate questions) — Resolutions
Miscellaneous: 2016 Annual Review · 2016 Annual Report · UK Wikimedian of the Year 2016 · Timeline

The 2016 Annual General Meeting will be held in Birmingham on Saturday 9 July.

Deadline & ToDo list

Items in italics are legal deadline/limit, and not necessarily a scheduled date.

Deadlines Item What By whom Notes Progress
Date Confirm date Board Less than 15 months from last AGM Yes check.svg Done
Venue Confirm venue Board
Aug 2015 Minutes of 2015 AGM Type up and circulate for correction Secretary Yes check.svg Done
Early May 2016 Agenda Outline basic agenda Secretary & Chair
May Confirm tellers Decide on who will be tellers for AGM Board
End April Audit Clearance Meeting Review results of 2015-16 audit with auditors Auditor, Treasurer, CEO, Director of Finance and Operations
Mid May Annual Review Text written Communications Co-ordinator
Mid June Annual Review Text to designer Communications Co-ordinator
End May ARC meeting Endorse draft Annual Accounts as audited and Annual Review as drafted, for Board approval and endorse draft Annual Review for Board agreement Audit & Risk Committee
Mid May AGM Agenda Circulate drafts of AGM Notice, Agenda & Resolutions for Board comment Secretary
30 May Deadline for board papers Deadline for papers to the office for distribution to trustees for 11 June board meeting Board & Office
20 May Advance warning sent to members by email (Non statutory)
  • Tellers & Secretary
  • (Office)
3 June Earliest day notice of Director nomination can be received AoA#17.3(b)
11 June Finalise draft 2015 minutes Agree minutes to be put forward to AGM

at board meeting

Board
11 June Agree agenda for AGM at board meeting Board
11 June Agree Annual Review at board meeting Board
11 June Approve Annual Report and audited Accounts at board meeting Board
11 June Agree board resolutions going forward to AGM at board meeting Board
3 June Deadline for members to propose draft resolutions for AGM Members
15 June Formal notice of AGM sent to members by email Include agenda, reminder to update address, and call for board candidates, with link to Board/Becoming a trustee. Also include Annual Report & Accounts, and auditor's report to all company members. Send separately to auditor.
  • Tellers & Secretary
  • (Office)
 AoA#26
17 June Formal notice of AGM legally given AoA#6.1, ER
Mid June Annual Review complete, and approved Publish online Communications co-ordinator
24 June Deadline for members to suggest amendments to proposed resolutions (This deadline may not apply to obvious corrections of minor errors) Members
24 June Deadline for receipt of Director nominations at the WMUK offices
  • (Office)
 AoA#17.3(b)
27-28 June Prepare papers
  • Print proxy and voting forms, agenda, resolutions etc.
  • Envelope stuffing
 * Tellers & Secretary

* (Office)

29 June Notice of Directors' election sent to members by post Include voting forms, resolutions & amendments. AoA#17.4, ER
1 July Notice of Directors' election legally given to members AoA#26.6
4-5 July Delegate packs
  • Print agenda, feedback sheet
  • Prepare delegate packs
 Office
5 July Name badges Print badges for attendees Office
7 July (time tbc) Deadline for receipt at the WMUK offices of AGM proxy appointments Members AoA#11.3
9 July (time tbc) AGM
9 July (time tbc) + 30 mins AGM quorum Greater of 10 or 10% in person or proxy. Tellers AoA#7
31 October Annual accounts filing with Companies House & circulation to members CA2006#424CA2006#442
30 November Annual return filing with Charity Commission Include Annual Report & auditor's report CA2011#163
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