2015 Annual General Meeting/planning: Difference between revisions

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{{2015 AGM}}
{{2015 AGM}}


The [[2015 Annual General Meeting]] will be held on Saturday 25 July at a time and location within London TBC.
The [[2015 Annual General Meeting]] will be held to be held at Top Office Machines, 133 Bethnal Green Road, E2 7DG on Saturday 25th July at 3pm'''.'''


==Deadline & ToDo list==
==Deadline & ToDo list==
Items in italics are legal deadline/limit, and not the scheduled date.
''Items in italics are legal deadline/limit, and not necessarily a scheduled date. ''
{| class="wikitable" style="line-height:200%;"
{| class="wikitable" style="line-height:200%;"
|-
|-
Line 21: Line 20:
| Less than 15 months from last AGM
| Less than 15 months from last AGM
| {{done}}
| {{done}}
|-style="background-color:#FBEFF8"
|- style="background-color:#FBEFF8"
|  
|  
| Venue
| Venue
Line 27: Line 26:
| Board
| Board
|  
|  
|  
| {{done}}
|-
|-
|  
| March
| [[2014 AGM/Minutes|Minutes of 2014 AGM]]
| [[2014 AGM/Minutes|Minutes of 2014 AGM]]
| Type up and circulate for correction
| Type up and circulate for correction
| Secretary
| Secretary
|  
|  
|  
| {{done}}
|-style="background-color:#FBEFF8"
|- style="background-color:#FBEFF8"
|  
| May
| Agenda
| Agenda
| Outline basic agenda
| Outline basic agenda
| Secretary & Chair
| Secretary & Chair
|  
|  
| {{done}}
|-
| May
| Confirm tellers
| Decide on who will be tellers for AGM
| Board
|
| {{done}}
|- style="background-color:#FBEFF8"
| May
| Audit Clearance Meeting
| Review results of 2014-15 audit with UHY
| Jon Warsop, Treasurer, CEO, Office Manager, internal financial accountant
|  
|  
| {{done}}
|-
|-
|  
| End of June
| [[2015 Annual Review|Annual Review]]
| Annual Review
| Text written
| Text written
| Head of External Relations
| Head of External Relations
|  
|  
|  
| {{done}}
|-style="background-color:#FBEFF8"
|- style="background-color:#FBEFF8"
|  
| End of June
| Annual Review
| Annual Review
| Text to designer
| Text to designer
| Head of External Relations
| Head of External Relations
|  
|  
|  
| {{done}}
|-
|-
|  
| Early June
| Audit Clearance Meeting
| Review results of 2014-15 audit with UHY
| Jon Warsop, Treasurer, CEO, Office Manager, internal financial accountant
|
|
|-style="background-color:#FBEFF8"
|
| ARC meeting
| ARC meeting
| Endorse draft Annual Accounts as audited and Annual Report 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
| ARC
| Audit & Risk Committee
|
|
|-
|  
|  
| {{done}}
|- style="background-color:#FBEFF8"
| 5 June
| 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
|  
|  
|  
| {{done}}
|-style="background-color:#FBEFF8"
|-
|  
| 24 June
| Deadline for board papers
| Deadline for board papers
| Deadline for papers to the office for distribution to trustee for 20 June board meeting
| Deadline for papers to the office for distribution to trustee for 4 July board meeting
| Office
| Board & Office
|  
|  
| {{done}}
|- style="background-color:#FBEFF8"
|  
|  
|-
| 20 June
| Approve Annual Report and audited Accounts
|  
|  
| Board
|
|  
|  
|-style="background-color:#FBEFF8"
|  
|  
| Registration
| Registration page set up
| Office
|  
|  
|  
|  
|-
|-
| 12 June
| 12 June
| Warning notice transmitted by email
| Advance warning sent to members by email
| Include deadline for resolutions
| (Non statutory)
| Tellers & Secretary
| {{plainlist|
* Tellers & Secretary
* (Office)
}}
|
| {{done}}
|- style="background-color:#FBEFF8"
| ''19 June''
| ''Earliest day notice of Director nomination can be received''
|  
|  
|  
|  
|-style="background-color:#FBEFF8"
| ''[[Articles of Association#17.3|AoA#17.3(b)]]''
| {{done}}
|-
| 17 June
| Finalise draft 2014 minutes
| Agree minutes to be put forward to AGM
| Board
|  
|  
| Agree agenda
| {{done}}
|
|- style="background-color:#FBEFF8"
| 17 June
| Agree agenda for AGM
|  
|  
| Board
|
|
|  
| {{done}}
|-
|-
| 4 July
| Agree Annual Review
| at board meeting
| Board
|  
|  
| Agree 2014 minutes
| {{done}}
|- style="background-color:#FBEFF8"
| after 4 July
| Approve Annual Report and audited Accounts
| after board meeting
| Board
|
|
|  
| {{done}}
|
|-
|
| 26 June
|-style="background-color:#FBEFF8"
|  
| Agree board resolutions going forward to AGM
| Agree board resolutions going forward to AGM
|
|
| Board
|  
|  
| {{done}}
|- style="background-color:#FBEFF8"
| 26 June
| Deadline for members to propose resolutions for AGM
|  
|  
| Members
|  
|  
| {{done}}
|-
|-
| ''19 June''
| 1 July
| ''Earliest day notice of Director nomination can be received''
| 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.
|
| ''[[Articles of Association#17.3|AoA#17.3(b)]]''
|
|-style="background-color:#FBEFF8"
| 21 June
| Deadline for members to propose resolutions to AGM
|
|
|
|
|-
| 24 June
| Formal notice of AGM transmitted by email
| {{plainlist|
| {{plainlist|
* Circulate AGM Notice, Agenda, copies of the approved 2014-15 Annual Report & Accounts, and auditor's report to all company members, directors, and the auditors
* Tellers & Secretary
* Include remainder to update address
* (Office)
* Include request for board candidates
}}
}}
| Tellers & Secretary
| [[Articles of Association#26|AoA#26]]
| [[Articles of Association#26|AoA#26]]
|  
| {{done}}
|-style="background-color:#FBEFF8"
|- style="background-color:#FBEFF8"
| 26 June
| 3 July
| ''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}}
|-
|-
| 3 July
| End of June
| Deadline for Notice of Director nominations
| Annual Review complete
| Publish online
| Head of External Relations
|  
|  
|  {{done}}
|- 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
|  
|  
| AoA#17.3(b)
| {{done}}
|  
|-
|-style="background-color:#FBEFF8"
| 3 July
| 3 July
| Deadline for amendments to proposed resolutions
| Deadline for members to suggest amendments to proposed resolutions
| (This deadline may not apply to obvious corrections of minor errors)
| Members
|  
|  
|  {{done}}
|- style="background-color:#FBEFF8"
|  
|  
|  
|  
|  
|  
|-
| ''9 July''
| ''Latest day notice of Director nomination can be received''
|  
|  
|  
|  
| ''[[Articles of Association#17.3|AoA#17.3(b)]]''
|  
|  
|-
|-
| 10 July
| Deadline for receipt of Director nominations at the WMUK offices
|  
|  
| Agree Annual Review
|
| Board
|
|
|-style="background-color:#FBEFF8"
|
| Register of members
| {{plainlist|
| {{plainlist|
* Print register of members
* Print voting forms, agenda, resolutions etc.
* Envelope stuffing
}}
| {{plainlist|
* Tellers & Secretary
* (Office)
* (Office)
}}
}}
|  
| ''AoA#17.3(b)''
|  
| {{done}}
|- style="background-color:#FBEFF8"
|-
|-
| 8 July
| 13-14 July
| Notice of Directors election transmitted by post
| Prepare papers
| Include voting forms & resolutions
| {{plainlist|* Print proxy and voting forms, agenda, resolutions etc.
| {{plainlist|
* Envelope stuffing
* Tellers & Secretary
* (Office)
}}
}}
| AoA#26
| * Tellers & Secretary<br>
|
<nowiki>*</nowiki> (Office)
|-style="background-color:#FBEFF8"
| 10 July
| ''Notice of Directors election legally given''
|  
|  
| {{done}}
|- style="background-color:#FBEFF8"
| 15 July
| Notice of Directors' election sent to members by post
| Include voting forms, resolutions & amendments.
|  
|  
| ''[[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}}
|-
|-
|  
| ''17 July''
| Annual Review ready
| ''Notice of Directors' election legally given to members''
| Published online
|  
|  
|  
|  
|  
| AoA#26.6
|-style="background-color:#FBEFF8"
|  {{done}}
|  
|- style="background-color:#FBEFF8"
| Annual Report ready
| 20-21 July
|
|
|
|
|-
|
| Delegate packs
| Delegate packs
| {{plainlist|
| {{plainlist|
Line 241: Line 245:
|  
|  
|  
|  
|-style="background-color:#FBEFF8"
|-
|  
| 21 July
| Delegate packs
| Name badges
| Print badges for attendees
| Print badges for attendees
| Office
| Office
|  
|  
|  
|  
|-
|- style="background-color:#FBEFF8"
| 23 July ??:??
| 23 July 15:00
| AGM proxies appointment
| Deadline for receipt at the WMUK offices of AGM proxy appointments
|
|  
|  
| Members
| [[Articles of Association#11.3|AoA#11.3]]
| [[Articles of Association#11.3|AoA#11.3]]
|  
|  
|-style="background-color:#FBEFF8"
|-
| 25 July ??:??
| 25 July 15:00
| AGM
| AGM
|  
|  
Line 262: Line 266:
|  
|  
|  
|  
|-
|- style="background-color:#FBEFF8"
| 25 July ??:?? + 30 mins
| 25 July 15:00 + 30 mins
| AGM quorum
| AGM quorum
| Greater of 10 or 10% in person or proxy. (~30)
| Greater of 10 or 10% in person or proxy. (~30)
|  
| Tellers
| [[Articles of Association#7|AoA#7]]
| [[Articles of Association#7|AoA#7]]
|  
|  
|-style="background-color:#FBEFF8"
|-
| ''31 October''
| 31 October
| ''Annual accounts filing with Companies House & circulation to members''
| Annual accounts filing with Companies House & circulation to members
|  
|  
|  
|  
| ''[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"
| ''30 November''
| 30 November
| ''Annual return filing with Charity Commission''
| Annual return filing with Charity Commission
| ''Include Annual Report & auditor's report''
| Include Annual Report & auditor's report
|  
|  
| ''[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]
|  
|  
|-
|-

Latest revision as of 12:10, 23 July 2015

AGM: Elections (Candidate statements · Candidate questions) — Resolutions
Miscellaneous: 2015 Annual Review · 2015 Annual Report · UK Wikimedian of the Year 2015 · Timeline

The 2015 Annual General Meeting will be held to be held at Top Office Machines, 133 Bethnal Green Road, E2 7DG on Saturday 25th July at 3pm.

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 Yes check.svg Done
March Minutes of 2014 AGM Type up and circulate for correction Secretary Yes check.svg Done
May Agenda Outline basic agenda Secretary & Chair Yes check.svg Done
May Confirm tellers Decide on who will be tellers for AGM Board Yes check.svg Done
May Audit Clearance Meeting Review results of 2014-15 audit with UHY Jon Warsop, Treasurer, CEO, Office Manager, internal financial accountant Yes check.svg Done
End of June Annual Review Text written Head of External Relations Yes check.svg Done
End of June Annual Review Text to designer Head of External Relations Yes check.svg Done
Early June 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 Yes check.svg Done
5 June AGM Agenda Circulate drafts of AGM Notice, Agenda & Resolutions for Board comment Secretary Yes check.svg Done
24 June Deadline for board papers Deadline for papers to the office for distribution to trustee for 4 July board meeting Board & Office Yes check.svg Done
12 June Advance warning sent to members by email (Non statutory)
  • Tellers & Secretary
  • (Office)
 Yes check.svg Done
19 June Earliest day notice of Director nomination can be received AoA#17.3(b) Yes check.svg Done
17 June Finalise draft 2014 minutes Agree minutes to be put forward to AGM Board Yes check.svg Done
17 June Agree agenda for AGM Board Yes check.svg Done
4 July Agree Annual Review at board meeting Board Yes check.svg Done
after 4 July Approve Annual Report and audited Accounts after board meeting Board Yes check.svg Done
26 June Agree board resolutions going forward to AGM Board Yes check.svg Done
26 June Deadline for members to propose resolutions for AGM Members Yes check.svg Done
1 July 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.
  • Tellers & Secretary
  • (Office)
 AoA#26 Yes check.svg Done
3 July Formal notice of AGM legally given AoA#6.1, ER Yes check.svg Done
End of June Annual Review complete Publish online Head of External Relations Yes check.svg Done
Before AGM Email to members copies of the approved 2014-15 Annual Report & Accounts, and the auditor's report. Send separately to auditor. Office Yes check.svg Done
3 July Deadline for members to suggest amendments to proposed resolutions (This deadline may not apply to obvious corrections of minor errors) Members Yes check.svg Done
10 July Deadline for receipt of Director nominations at the WMUK offices
  • (Office)
 AoA#17.3(b) Yes check.svg Done
13-14 July Prepare papers
  • Print proxy and voting forms, agenda, resolutions etc.
  • Envelope stuffing
 * Tellers & Secretary

* (Office)

Yes check.svg Done
15 July Notice of Directors' election sent to members by post Include voting forms, resolutions & amendments. AoA#17.4, ER Yes check.svg Done
17 July Notice of Directors' election legally given to members AoA#26.6 Yes check.svg Done
20-21 July Delegate packs
  • Print agenda, feedback sheet
  • Prepare delegate packs
 Office
21 July Name badges Print badges for attendees Office
23 July 15:00 Deadline for receipt at the WMUK offices of AGM proxy appointments Members AoA#11.3
25 July 15:00 AGM
25 July 15:00 + 30 mins AGM quorum Greater of 10 or 10% in person or proxy. (~30) Tellers AoA#7
31 October Annual accounts filing with Companies House & circulation to members CA2006#424, CA2006#442
30 November Annual return filing with Charity Commission Include Annual Report & auditor's report CA2011#163
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