2016 Annual General Meeting/planning: Difference between revisions

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{{Inprogress}}.  This table is currently in draft form, and the entries and dates may change.


{{2016 AGM}}
{{2016 AGM}}
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|-
|-
! style="background-color:#EFF5FB" | Deadlines
! style="background-color:#EFF5FB" | Deadlines
! style="background-color:#EFF5FB" | Item
! scope="col" class="unsortable" style="background-color:#EFF5FB" | Item
! style="background-color:#EFF5FB" | What
! scope="col" class="unsortable" style="background-color:#EFF5FB" | What
! style="background-color:#EFF5FB" | By whom
! style="background-color:#EFF5FB" | By whom
! style="background-color:#EFF5FB" | Notes
! scope="col" class="unsortable" style="background-color:#EFF5FB" | Notes
! style="background-color:#EFF5FB" | Progress
! scope="col" class="unsortable" style="background-color:#EFF5FB" | Progress
|-
|-
|  
|  
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| {{done}}
| {{done}}
|-
|-
| Aug 2015
| 2015-08-31
| [[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"
| Early May 2016
| 2016-05-14
| Agenda
| Agenda
| Outline basic agenda
| Outline basic agenda
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| {{done}}
| {{done}}
|-
|-
| May
| 2016-05-31
| Confirm tellers
| Confirm tellers
| Decide who will be tellers for AGM
| Decide who will be teller for AGM
| Board
| Board
|  
|  
|  
| {{done}}
|-
|-
| Early June
| 2016-06-14
| 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"
| Mid June
| 2016-06-14
| Annual Review
| Annual Review
| Text to designer
| Text to designer
| CEO / Communications Co-ordinator
| CEO / Communications Co-ordinator
|  
|  
|  
| {{done}}
|-
|-
| 26/05/16
| 2016-05-25
| 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}}
|- style="background-color:#FBEFF8"
|- style="background-color:#FBEFF8"
|Mid May
| 2016-05-14
| AGM Agenda
| AGM Agenda
| Circulate drafts of AGM Notice, Agenda & Resolutions for Board comment
| Circulate drafts of Agenda & Resolutions for Board comment
| Secretary & Chair
| Secretary & Chair
|  
|  
|  
| {{done}}
|-
|-
| 30 May
| 2016-05-30
| Deadline for board papers
| Deadline for board papers
| Deadline for papers to the office for distribution to trustees for 11 June board meeting
| Deadline for papers to the office for distribution to trustees for 11 June board meeting
| Board & Office
| Board & Office
|  
|  
|  
| {{done}}
|- style="background-color:#FBEFF8"
|
|
|
|
|
|
|-
|-
| 18 May
| 2016-05-25
| 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
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}}
}}
| ''[[Articles of Association#5.4|AoA#5.4]]''
| ''[[Articles of Association#5.4|AoA#5.4]]''
|  
| {{done}}
|- style="background-color:#FBEFF8"
|- style="background-color:#FBEFF8"
| ''3 June''
| 2016-06-03
| ''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}}
|-
|-
| 11 June
| 2016-06-11
| Finalise draft 2015 minutes
| Finalise draft 2015 minutes
| Agree minutes to be put forward to AGM
| Agree minutes to be put forward to AGM
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| Board
| Board
|  
|  
|  
| {{done}}
|- style="background-color:#FBEFF8"
|- style="background-color:#FBEFF8"
| 11 June
| 2016-06-11
| Agree agenda for AGM
| Agree agenda for AGM
| at board meeting
| at board meeting
| Board
| Board
|
|
|  
| {{done}}
|- style="background-color:#FBEFF8"
|- style="background-color:#FBEFF8"
| 11 June
| 2016-06-11
| Approve Annual Report and Accounts
| Approve Annual Report and Accounts
| at board meeting
| at board meeting
| Board
| Board
|
|
|
| {{done}}
|-
|-
| 11 June
| 2016-06-11
| Agree board resolutions going forward to AGM
| Agree board resolutions going forward to AGM
|at board meeting
|at board meeting
| Board
| Board
|  
|  
|
| {{done}}
|- style="background-color:#FBEFF8"
|- style="background-color:#FBEFF8"
| 3 June
| 2016-06-03
| Deadline for members to propose draft resolutions for AGM
| Deadline for members to propose draft resolutions for AGM
|  
|  
| Members
| Members
|  
|  
|  
| {{done}}
|-
|-
|15 June
| 2016-06-16
| 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.   
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}}
}}
| [[Articles of Association#26|AoA#26]]
| [[Articles of Association#26|AoA#26]]
|  
| {{done}}
|- style="background-color:#FBEFF8"
|- style="background-color:#FBEFF8"
| 17 June
| 2016-06-18
| ''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}}
|-
|-
| E June
| 2016-07-04
| Annual Review complete, and approved
| Annual Review complete, and approved
| Publish online
| Publish online
| Communications co-ordinator
| Communications co-ordinator
|
| 
|- style="background-color:#FBEFF8"
|
|
|
|
|  
|  
|   
|   
|-
|-
| 24 June
| 2016-06-24
| 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}}
|- style="background-color:#FBEFF8"
|
|
|
|
|
|
|-
|-
| 24 June
| 2016-06-24
| Deadline for receipt of Director nominations at the WMUK offices  
| Deadline for receipt of Director nominations at the WMUK offices  
|  
|  
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}}
}}
| ''AoA#17.3(b)''
| ''AoA#17.3(b)''
|  
| {{done}}
|- style="background-color:#FBEFF8"
|- style="background-color:#FBEFF8"
|-
|-
| 27-28 June
| 2016-06-27
| Prepare papers
| Prepare papers
|  {{plainlist|* Print proxy and voting forms, agenda, resolutions etc.
|  {{plainlist|* Print proxy and voting forms, agenda, resolutions etc.
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(Office)
(Office)
|  
|  
|  
| {{done}}
|- style="background-color:#FBEFF8"
|- style="background-color:#FBEFF8"
| 29 June
| 2016-06-29
| 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}}
|-
|-
| ''1 July''
| 2016-07-01
| ''Notice of Directors' election legally given to members''
| ''Notice of Directors' election legally given to members''
|  
|  
|  
|  
| AoA#26.6
| AoA#26.6
|
|   {{done}}
|- style="background-color:#FBEFF8"
|- style="background-color:#FBEFF8"
| 4-5 July
| 2016-07-04
| Delegate packs
| Delegate packs
| {{plainlist|
| {{plainlist|
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|  
|  
|-
|-
| 5 July
| 2016-07-05
| Name badges
| Name badges
| Print badges for attendees
| Print badges for attendees
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|  
|  
|- style="background-color:#FBEFF8"
|- style="background-color:#FBEFF8"
| 7 July (time tbc)
| 2016-07-07
| 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}}
|-
|-
| 9 July (time tbc)
| 2016-07-09
| AGM
| AGM
|  
|  
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|  
|  
|- style="background-color:#FBEFF8"
|- style="background-color:#FBEFF8"
| 9 July (time tbc) + 30 mins
| 2016-07-09
| 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 October
| 2016-10-31
| Annual accounts filing with Companies House & circulation to members
| Annual accounts filing with Companies House & circulation to members
|  
|  
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|  
|  
|- style="background-color:#FBEFF8"
|- style="background-color:#FBEFF8"
| 30 November
| 2016-11-30
| Annual return filing with Charity Commission
| Annual return filing with Charity Commission
| Include Annual Report & auditor's report
| Include Annual Report & independent examiner's report
| Office
| 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]

Latest revision as of 13:44, 8 July 2016

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 Yes check.svg Done
2015-08-31 Minutes of 2015 AGM Type up and circulate for correction Secretary Yes check.svg Done
2016-05-14 Agenda Outline basic agenda Secretary & Chair, with input from CEO Yes check.svg Done
2016-05-31 Confirm tellers Decide who will be teller for AGM Board Yes check.svg Done
2016-06-14 Annual Review Text written CEO / Communications Co-ordinator Yes check.svg Done
2016-06-14 Annual Review Text to designer CEO / Communications Co-ordinator Yes check.svg Done
2016-05-25 ARC meeting Endorse draft Annual Accounts for Board approval Audit & Risk Committee Yes check.svg Done
2016-05-14 AGM Agenda Circulate drafts of Agenda & Resolutions for Board comment Secretary & Chair Yes check.svg Done
2016-05-30 Deadline for board papers Deadline for papers to the office for distribution to trustees for 11 June board meeting Board & Office Yes check.svg Done
2016-05-25 Send Article 5.4 notice by email regarding members' resolutions As part of more general email with advance (non-statutory) warning of AGM
  • Secretary & Chair
  • (Office)
 AoA#5.4 Yes check.svg Done
2016-06-03 Earliest day notice of Director nomination can be received AoA#17.3(b) Yes check.svg Done
2016-06-11 Finalise draft 2015 minutes Agree minutes to be put forward to AGM

at board meeting

Board Yes check.svg Done
2016-06-11 Agree agenda for AGM at board meeting Board Yes check.svg Done
2016-06-11 Approve Annual Report and Accounts at board meeting Board Yes check.svg Done
2016-06-11 Agree board resolutions going forward to AGM at board meeting Board Yes check.svg Done
2016-06-03 Deadline for members to propose draft resolutions for AGM Members Yes check.svg Done
2016-06-16 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.
  • Secretary & Chair
  • (Office)
 AoA#26 Yes check.svg Done
2016-06-18 Formal notice of AGM legally given AoA#6.1, ER Yes check.svg Done
2016-07-04 Annual Review complete, and approved Publish online Communications co-ordinator
2016-06-24 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
2016-06-24 Deadline for receipt of Director nominations at the WMUK offices
  • (Office)
 AoA#17.3(b) Yes check.svg Done
2016-06-27 Prepare papers
  • Print proxy and voting forms, agenda, resolutions etc.
  • Envelope stuffing
 Secretary, Chair & Tellers

(Office)

Yes check.svg Done
2016-06-29 Notice of Directors' election sent to members by post Include voting forms, resolutions & amendments. Office AoA#17.4, ER Yes check.svg Done
2016-07-01 Notice of Directors' election legally given to members AoA#26.6 Yes check.svg Done
2016-07-04 Delegate packs
  • Print agenda, feedback sheet
  • Prepare delegate packs
 Office
2016-07-05 Name badges Print badges for attendees Office
2016-07-07 Deadline for receipt at the WMUK offices of AGM proxy appointments Members AoA#11.3 Yes check.svg Done
2016-07-09 AGM
2016-07-09 AGM quorum Greater of 10 or 10% in person or by proxy. Chair AoA#7
2016-10-31 Annual accounts filing with Companies House & circulation to members Office CA2006#424CA2006#442
2016-11-30 Annual return filing with Charity Commission Include Annual Report & independent examiner's report Office CA2011#163
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