2018 Annual General Meeting/planning: Difference between revisions

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(Created page with "==Deadline and To-Do list== ''Items in italics are legal deadline/limit, and not necessarily a scheduled date. '' {| class="wikitable sortable" style="line-height:200%;" |- !...")
 
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| Board
| Board
| Less than 15 months from last AGM
| Less than 15 months from last AGM
| {{done}}
|
|- style="background-color:#FBEFF8"
|- style="background-color:#FBEFF8"
|  
|  
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| Board
| Board
|  
|  
| {{done}}
|
|-
|-
|13/09/2016
|13/09/2016
|[[2016 AGM/Minutes|Minutes of 2016 AGM]]
|[[2016 AGM/Minutes|Minutes of 2017 AGM]]
| Type up and circulate for correction
| Type up and circulate for correction
| CEO
| CEO
|  
|  
| {{done}}
|
|- style="background-color:#FBEFF8"
|- style="background-color:#FBEFF8"
|20/05/2017
|
| Agenda
| Agenda
| Outline basic agenda
| Outline basic agenda
| Chair and CEO
| Chair and CEO
|  
|  
|{{done}}
|
|-
|-
|20/05/2017
|
|AGM Agenda
|AGM Agenda
|Circulate drafts of Agenda & Resolutions for Board comment
|Circulate drafts of Agenda & Resolutions for Board comment
|CEO
|CEO
|
|
|{{done}}
|
|-
|-
|30/05/2017
|
|Send Article 5.4 notice by email regarding members' resolutions
|Send Article 5.4 notice by email regarding members' resolutions
|As part of more general email with advance (non-statutory) warning of AGM
|As part of more general email with advance (non-statutory) warning of AGM
|CEO and Chair (Office)
|CEO and Chair (Office)
|
|
|{{done}}
|
|-
|-
|06/06/2017
|
| Confirm tellers
| Confirm tellers
| Decide who will be teller for AGM
| Decide who will be teller for AGM
| Board
| Board
|  
|  
| {{done}}
|
|-
|-
|07/06/2017
|
|ARC meeting
|ARC meeting
|Endorse draft Annual Accounts for Board approval
|Endorse draft Annual Accounts for Board approval
|Audit & Risk Committee
|Audit & Risk Committee
|
|
|{{done}}
|
|-
|-
|08/06/2017
|
|Deadline for board papers
|Deadline for board papers
|Deadline for board papers
|Deadline for board papers
|Board & Office
|Board & Office
|
|
|{{done}}
|
|-
|-
|09/06/2017
|
|Deadline for members to propose draft resolutions for AGM
|Deadline for members to propose draft resolutions for AGM
|
|
|Members
|Members
|
|
|{{done}}
|
|-
|-
|10/06/2017
|
|''Earliest day notice of Director nomination can be received''  
|''Earliest day notice of Director nomination can be received''  
|
|
|
|
|''[[Articles of Association#17.3|AoA#17.3(b)]]''
|''[[Articles of Association#17.3|AoA#17.3(b)]]''
|{{done}}
|
|-
|-
|15/06/2017
|
|Finalise draft 2016 minutes
|Finalise draft 2016 minutes
|Agree minutes to be put forward to AGM at board meeting
|Agree minutes to be put forward to AGM at board meeting
|
|
|
|
|{{done}}
|
|-
|-
|15/06/2017
|
|Agree agenda for AGM
|Agree agenda for AGM
|at board meeting
|at board meeting
|
|
|
|
|{{done}}
|
|-
|-
|15/06/2017
|
|Approve Annual Report and Accounts
|Approve Annual Report and Accounts
|at board meeting
|at board meeting
|
|
|
|
| {{done}}
|
|-
|-
|15/06/2017
|
|Agree board resolutions going forward to AGM
|Agree board resolutions going forward to AGM
|at board meeting
|at board meeting
|
|
|
|
|{{done}}
|
|-
|-
|20/06/2017
|
| Annual Review
| Annual Review
| Text written
| Text written
| CEO / Communications Co-ordinator
| CEO / Communications Co-ordinator
|  
|  
| {{done}}
|
|- style="background-color:#FBEFF8"
|- style="background-color:#FBEFF8"
|20/06/2017
|
| Annual Review
| Annual Review
| Text to designer
| Text to designer
| CEO / Communications Co-ordinator
| CEO / Communications Co-ordinator
|  
|  
|{{done}}
|
|-
|-
|22/06/2017
|
| 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]]. Also include if possible Annual Report and Accounts.   
| Include agenda, reminder to update address, and call for board candidates with link to [[Board/Becoming a trustee]]. Also include if possible Annual Report and Accounts.   
|CEO and Chair
|CEO and Chair
| [[Articles of Association#26|AoA#26, ER]]
| [[Articles of Association#26|AoA#26, ER]]
| {{done}}
|
|-
|-
|23/06/2017
|
|Draft delegate packs
|Draft delegate packs
|
|
|CEO and Membership, Fundraising and Operations Assistant
|CEO and Membership, Fundraising and Operations Assistant
|
|
|{{done}}
|
|- style="background-color:#FBEFF8"
|- style="background-color:#FBEFF8"
|24/06/2017
|
| ''Formal notice of AGM legally given''
| ''Formal notice of AGM legally given''
|  
|  
|   
|   
| ''[[Articles of Association#6.1|AoA#6.1]], [[Election_Rules#Request_for_candidates|ER]]''
| ''[[Articles of Association#6.1|AoA#6.1]], [[Election_Rules#Request_for_candidates|ER]]''
| {{done}}
|
|-
|-
|30/06/2017
|
|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)
|Members
|Members
|
|
| {{done}}
|
|-
|-
|30/06/2017
|
|Deadline for receipt of Director nominations at the Wikimedia UK offices
|Deadline for receipt of Director nominations at the Wikimedia UK offices
|
|
|Office  
|Office  
|''[[Articles of Association#17.3|AoA#17.3(b)]]''
|''[[Articles of Association#17.3|AoA#17.3(b)]]''
| {{done}}
|
|-
|-
|03/07/2017
|
|Prepare papers
|Prepare papers
|Print proxy and voting forms, agenda, resolutions etc. Envelope stuffing
|Print proxy and voting forms, agenda, resolutions etc. Envelope stuffing
|Membership, Fundraising and Operations Assistant (Office)
|Membership, Fundraising and Operations Assistant (Office)
|
|
|{{done}}
|
|- style="background-color:#FBEFF8"
|- style="background-color:#FBEFF8"
|- style="background-color:#FBEFF8"
|- style="background-color:#FBEFF8"
|05/07/2017
|
| 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
| 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]]''
|{{done}}
|
|-
|-
|07/07/2017
|
| ''Notice of Directors' election legally given to members''
| ''Notice of Directors' election legally given to members''
|  
|  
|  
|  
| AoA#26.6
| AoA#26.6
|{{done}}
|
|-
|-
|07/07/2017
|
|Deadline for membership eligibility prior to AGM
|Deadline for membership eligibility prior to AGM
|
|
|Office
|Office
|
|
|{{done}}
|
|-
|-
|10/07/2017
|
|Annual Review complete, and approved
|Annual Review complete, and approved
|Publish online
|Publish online
|Communications co-ordinator
|Communications co-ordinator
|
|
|{{done}}
|
|- style="background-color:#FBEFF8"
|- style="background-color:#FBEFF8"
|10/07/2017
|
| Delegate packs
| Delegate packs
| Print agenda. feedback sheet. Prepare delegate packs.
| Print agenda. feedback sheet. Prepare delegate packs.
| Office
| Office
|  
|  
|{{done}}
|
|-
|-
|11/07/2017
|
| Name badges
| Name badges
| Print badges for attendees
| Print badges for attendees
| Office
| Office
|  
|  
|{{done}}
|
|- style="background-color:#FBEFF8"
|- style="background-color:#FBEFF8"
|13/07/2017
|
| Deadline for receipt at the WMUK offices of AGM proxy appointments
| Deadline for receipt at the WMUK offices of AGM proxy appointments
|  
|  
| Members
| Members
| [[Articles of Association#11.3|AoA#11.3]]
| [[Articles of Association#11.3|AoA#11.3]]
|{{done}}
|
|-
|-
|15/07/2017
|
| AGM
| AGM
|  
|  
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|  
|  
|- style="background-color:#FBEFF8"
|- style="background-color:#FBEFF8"
|15/07/2017
|
| AGM quorum
| AGM quorum
| Greater of 10 or 10% in person or by proxy.
| Greater of 10 or 10% in person or by proxy.
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|  
|  
|-
|-
|31/10/2017
|
| Annual accounts filing with Companies House & circulation to members
| Annual accounts filing with Companies House & circulation to members
|  
|  
Line 243: Line 243:
|  
|  
|- style="background-color:#FBEFF8"
|- style="background-color:#FBEFF8"
|30/11/2017
|
| Annual return filing with Charity Commission
| Annual return filing with Charity Commission
| Include Annual Report & independent examiner's report
| Include Annual Report & independent examiner's report

Revision as of 15:32, 4 October 2017

Deadline and To-Do 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
Venue Confirm venue Board
13/09/2016 Minutes of 2017 AGM Type up and circulate for correction CEO
Agenda Outline basic agenda Chair and CEO
AGM Agenda Circulate drafts of Agenda & Resolutions for Board comment CEO
Send Article 5.4 notice by email regarding members' resolutions As part of more general email with advance (non-statutory) warning of AGM CEO and Chair (Office)
Confirm tellers Decide who will be teller for AGM Board
ARC meeting Endorse draft Annual Accounts for Board approval Audit & Risk Committee
Deadline for board papers Deadline for board papers Board & Office
Deadline for members to propose draft resolutions for AGM Members
Earliest day notice of Director nomination can be received AoA#17.3(b)
Finalise draft 2016 minutes Agree minutes to be put forward to AGM at board meeting
Agree agenda for AGM at board meeting
Approve Annual Report and Accounts at board meeting
Agree board resolutions going forward to AGM at board meeting
Annual Review Text written CEO / Communications Co-ordinator
Annual Review Text to designer CEO / Communications Co-ordinator
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 and Accounts. CEO and Chair AoA#26, ER
Draft delegate packs CEO and Membership, Fundraising and Operations Assistant
Formal notice of AGM legally given AoA#6.1, ER
Deadline for members to suggest amendments to proposed resolutions (This deadline may not apply to obvious corrections of minor errors) Members
Deadline for receipt of Director nominations at the Wikimedia UK offices Office AoA#17.3(b)
Prepare papers Print proxy and voting forms, agenda, resolutions etc. Envelope stuffing Membership, Fundraising and Operations Assistant (Office)
Notice of Directors' election sent to members by post Include voting forms, resolutions & amendments. Office AoA#17.4, ER
Notice of Directors' election legally given to members AoA#26.6
Deadline for membership eligibility prior to AGM Office
Annual Review complete, and approved Publish online Communications co-ordinator
Delegate packs Print agenda. feedback sheet. Prepare delegate packs. Office
Name badges Print badges for attendees Office
Deadline for receipt at the WMUK offices of AGM proxy appointments Members AoA#11.3
AGM
AGM quorum Greater of 10 or 10% in person or by proxy. Chair AoA#7
Annual accounts filing with Companies House & circulation to members Office CA2006#424CA2006#442
Annual return filing with Charity Commission Include Annual Report & independent examiner's report Office CA2011#163
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