Meetings/2010 AGM/Planning: Difference between revisions

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(→‎Timeline: +stat reqs from last year)
(→‎Timeline: to main page)
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* HP?
* HP?
* £500 for attending free content conferences from the WMF grant - for members attendance?
* £500 for attending free content conferences from the WMF grant - for members attendance?
== Timeline ==
{| class="wikitable"
|-
! Date planned* / <span style="background: lightgreen; padding: 2px;">Achieved</span>
! Milestone
|-
| <span style="background: lightgreen; padding: 2px;"> 22 February </span>|| Invitation for tellers to be sent out (Andrew)
|-
| <span style="background: lightgreen; padding: 2px;"> 25 February </span> || Call for Proposals for talks (Seddon)
|-
| End of February || Content and draft pages for annual report set
|-
| End of February || All expenses to date need to be in
|-
| <span style="background: lightgreen; padding: 2px;"> 9 March </span> || Invitation for motions to be sent out (Andrew)
|-
| 21 March || Notice of AGM and invitation for candidates (Andrew)
|-
| Beginning of April || Board's Report finalized (all)
|-
| 23:59 4 April || Deadline for board member nominations (Tellers)
|-
| 6 April || Board member ballot papers issued (Tellers)
|-
| ?? || Schedule of AGM / OKCon finalized (Seddon)
|-
| 24 April 2010 || AGM / OKCon
|}
=== Statutory requirements ===
This notice is required to be given under the company's [[Articles of Association]], which specify:
# The notice must be given to all members and directors (Art 6.4)
# Notice must be received at least 21 days before the date of the AGM (Art 6.1a)
# Notices given electronically are deemed to have been received 48 hours after they are sent (Art 26.5)
# Copies of notices sent must be retained in the Sent Items folder (Art 26.5)
# If notices sent electronically bounce, a paper copy must be posted to the member within 48 hours (Art 26.5)
# The notice must specify the Date, Time and Place of meeting (Art 6.3)
# The notice must specify the general nature of the business of the meeting (this is achieved by including the Agenda) (Art 6.3)
# The notice must mention the fact that it is an AGM (achieved by the title) (Art 6.3)
In addition the [[Election Rules]] specify that an invitation for candidates must be sent out with the notice of an AGM, containing:
# Details of the duties and obligations of a director-trustee
# Details of the statutory restrictions on who can serve as a director-trustee
# A nominating form for candidates to return to the Teller(s) setting out the required information,[2] with space for a candidate statement
# The deadline for returning the form to the Teller(s), which will not be less than 14 days and no more than 35 days before the AGM,[3] and at least three clear days after notice has been given
The legal rules on who can serve as a Director and as a charity Trustee are set out:
# For company directors [http://www.companieshouse.gov.uk/about/gbhtml/gba1.shtml#two here]
# For charity trustees [http://www.opsi.gov.uk/acts/acts1993/ukpga_19930010_en_10#pt9-pb2-l1g72 here]
The duties of the chapter's Board members are set out:
# In the Companies Act 2006 [http://www.opsi.gov.uk/ACTS/acts2006/ukpga_20060046_en_13#pt10-ch2-pb1-l1g170 here]; more guidance on these duties are given [http://www.bytestart.co.uk/content/legal/35_2/companies-act-directors-duties.shtml here]
# As charity trustees, [http://www.charity-commission.gov.uk/publications/cc3.asp#d here]

Revision as of 00:37, 10 March 2010

Schedule

  • OKCon is between 10.30 and 18.30, hence 8 hours.
  • Assume 2x30 min breaks, 1 hour lunch, leaving 6 hours
  • 2 hour AGM?
  • 4 hours of talks (8x30 min?)

Speakers

Possibilities:

  1. Someone from Geograph?
  2. Someone from OpenStreetMap Foundation?
  3. Other chapters, e.g. Maathias Schindler
  4. Someone from Open Knowledge Foundation
  5. A Wikimedia developer
  6. Someone from MLA/CollectionsTrust? e.g. Nick Poole, Spencer Hyman
  7. WMF staff/board (Sue? Jimmy? Michael?)
  8. WMUK board member for the panel? (Mike? Andrew?)
  9. Someone involved in data.gov.uk e.g. James Forrester
  10. Someone from a media organisation, e.g. BBC

Board member elections

Annual reports

Budget

Item Amount Source
Printing annual reports ~£200 Own funds
Annual accounts audit ~£250 Own funds
Travel - for board members £400 Own funds?
Travel - for speakers as needed ~£2000? Sponsors?
Travel/entrance costs - for members £500 free content conferences budget from WMF
Venue costs (room hire, data projector hire) - our share £500? Sponsors?
Total: ~£3850

Sponsors

  • Telefonica / O2?
  • HP?
  • £500 for attending free content conferences from the WMF grant - for members attendance?
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