2016 Annual General Meeting/planning: Difference between revisions
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MichaelMaggs (talk | contribs) (Add tentative dates for 2016: still to be reviewed) |
MichaelMaggs (talk | contribs) (work on update) |
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| Line 41: | Line 41: | ||
| Agenda | | Agenda | ||
| Outline basic agenda | | Outline basic agenda | ||
| Secretary & Chair | | Secretary & Chair, with input from CEO | ||
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| Line 47: | Line 47: | ||
| May | | May | ||
| Confirm tellers | | Confirm tellers | ||
| Decide | | Decide who will be tellers for AGM | ||
| Board | | Board | ||
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| Line 62: | Line 62: | ||
| Annual Review | | Annual Review | ||
| Text written | | Text written | ||
| Communications Co-ordinator | | CEO / Communications Co-ordinator | ||
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| Line 69: | Line 69: | ||
| Annual Review | | Annual Review | ||
| Text to designer | | Text to designer | ||
| Communications Co-ordinator | | CEO / Communications Co-ordinator | ||
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| Line 83: | Line 83: | ||
| AGM Agenda | | AGM Agenda | ||
| Circulate drafts of AGM Notice, Agenda & Resolutions for Board comment | | Circulate drafts of AGM Notice, Agenda & Resolutions for Board comment | ||
| Secretary | | Secretary & Chair | ||
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| Line 101: | Line 101: | ||
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|- | |- | ||
| | | 18 May | ||
| | | Send Article 5.5 notice by email regarding members' resolutions | ||
| ( | | As part of more general email with advance (non-statutory) warning of AGM | ||
| {{plainlist| | |{{plainlist| | ||
* | * Secretary & Chair | ||
* (Office) | * (Office) | ||
}} | }} | ||
| Line 163: | Line 163: | ||
|15 June | |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 | | Include agenda, reminder to update address, and call for board candidates with link to [[Board/Becoming a trustee]]. Also include if possible Annual Report & Accounts, and auditor's report to all company members. Send separately to auditor. | ||
| {{plainlist| | | {{plainlist| | ||
* | * Secretary & Chair | ||
* (Office) | * (Office) | ||
}} | }} | ||
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* Envelope stuffing | * Envelope stuffing | ||
}} | }} | ||
| | | Secretary, Chair & Tellers | ||
(Office) | |||
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| 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. | ||
| | | Office | ||
| ''[[Articles of Association#17.4|AoA#17.4]], [[Election_Rules#Balloting|ER]]'' | | ''[[Articles of Association#17.4|AoA#17.4]], [[Election_Rules#Balloting|ER]]'' | ||
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| AGM quorum | | AGM quorum | ||
| Greater of 10 or 10% in person or proxy. | | Greater of 10 or 10% in person or proxy. | ||
| | | Chair | ||
| [[Articles of Association#7|AoA#7]] | | [[Articles of Association#7|AoA#7]] | ||
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| Line 281: | Line 281: | ||
| Annual accounts filing with Companies House & circulation to members | | Annual accounts filing with Companies House & circulation to members | ||
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| | | Office | ||
| [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] | ||
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| Annual return filing with Charity Commission | | Annual return filing with Charity Commission | ||
| Include Annual Report & auditor's report | | Include Annual Report & auditor's report | ||
| | | Office | ||
| [http://www.legislation.gov.uk/ukpga/2011/25/section/163/enacted CA2011#163] | | [http://www.legislation.gov.uk/ukpga/2011/25/section/163/enacted CA2011#163] | ||
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Revision as of 16:02, 26 April 2016
In progress. This table is currently in draft form, and the entries and dates may change.
|
AGM: Elections (Candidate statements · Candidate questions) — Resolutions |
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 |  Done
| |
| Venue | Confirm venue | Board | |||
| Aug 2015 | Minutes of 2015 AGM | Type up and circulate for correction | Secretary | Done
| |
| Early May 2016 | Agenda | Outline basic agenda | Secretary & Chair, with input from CEO | ||
| May | Confirm tellers | Decide 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 | CEO / Communications Co-ordinator | ||
| Mid June | Annual Review | Text to designer | CEO / 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 & Chair | ||
| 30 May | Deadline for board papers | Deadline for papers to the office for distribution to trustees for 11 June board meeting | Board & Office | ||
| 18 May | Send Article 5.5 notice by email regarding members' resolutions | As part of more general email with advance (non-statutory) warning of AGM |
|
||
| 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 if possible Annual Report & Accounts, and auditor's report to all company members. Send separately to auditor. |
|
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 |
|
AoA#17.3(b) | ||
| 27-28 June | Prepare papers |
|
Secretary, Chair & Tellers
(Office) |
||
| 29 June | Notice of Directors' election sent to members by post | Include voting forms, resolutions & amendments. | Office | AoA#17.4, ER | |
| 1 July | Notice of Directors' election legally given to members | AoA#26.6 | |||
| 4-5 July | 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. | Chair | AoA#7 | |
| 31 October | Annual accounts filing with Companies House & circulation to members | Office | CA2006#424CA2006#442 | ||
| 30 November | Annual return filing with Charity Commission | Include Annual Report & auditor's report | Office | CA2011#163 |