2018 Annual General Meeting/planning: Difference between revisions

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==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%;"
|-
! style="background-color:#EFF5FB" | Deadlines
! scope="col" class="unsortable" style="background-color:#EFF5FB" | Item
! scope="col" class="unsortable" style="background-color:#EFF5FB" | What
! style="background-color:#EFF5FB" | By whom
! scope="col" class="unsortable" style="background-color:#EFF5FB" | Notes
! scope="col" class="unsortable" style="background-color:#EFF5FB" | Progress
|-
|
| Date
| Confirm date
| Board
| Less than 15 months from last AGM
|{{done}}
|- style="background-color:#FBEFF8"
|
| Venue
| Confirm venue
| Board
|
|{{done}}
|-
|12/09/2018
|[[2016 AGM/Minutes|Minutes of 2017 AGM]]
| Type up and circulate for correction
| CEO
|
|{{done}}
|- style="background-color:#FBEFF8"
|18/05/2018
| Agenda
| Outline basic agenda
| Chair and CEO
|
|{{done}}
|-
|18/05/2018
|AGM Agenda
|Circulate drafts of Agenda & Resolutions for Board comment
|CEO
|
|{{done}}
|-
|27/05/2018
|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)
|
|{{done}}
|-
|05/06/2018
| Confirm tellers
| Decide who will be teller for AGM
| Board
|
|
|-
|06/06/2018
|ARC meeting
|Endorse draft Annual Accounts for Board approval
|Audit & Risk Committee
|
|{{done}}
|-
|07/06/2018
|Deadline for board papers
|Deadline for board papers
|Board & Office
|
|
|-
|08/06/2018
|Deadline for members to propose draft resolutions for AGM
|
|Members
|
|
|-
|09/06/2016
|''Earliest day notice of Director nomination can be received''
|
|
|''[[Articles of Association#17.3|AoA#17.3(b)]]''
|
|-
|14/06/2018
|Finalise draft 2016 minutes
|Agree minutes to be put forward to AGM at board meeting
|
|
|
|-
|14/06/2018
|Agree agenda for AGM
|at board meeting
|
|
|
|-
|14/06/2018
|Approve Annual Report and Accounts
|at board meeting
|
|
|
|-
|14/06/2018
|Agree board resolutions going forward to AGM
|at board meeting
|
|
|
|-
|19/06/2018
| Strategic Report
| Text written
| CEO / Communications Co-ordinator
|
|
|- style="background-color:#FBEFF8"
|22/06/2018
| Strategic Report
| Text to designer
| CEO / Communications Co-ordinator
|
|
|-
|21/06/2018
| 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
| [[Articles of Association#26|AoA#26, ER]]
|
|-
|22/06/2018
|Draft delegate packs
|
|CEO and Membership, Fundraising and Operations Assistant
|
|
|- style="background-color:#FBEFF8"
|23/06/2018
| ''Formal notice of AGM legally given''
|
| 
| ''[[Articles of Association#6.1|AoA#6.1]], [[Election_Rules#Request_for_candidates|ER]]''
|
|-
|29/06/2018
|Deadline for members to suggest amendments to proposed resolutions
|(This deadline may not apply to obvious corrections of minor errors)
|Members
|
|
|-
|29/06/2018
|Deadline for receipt of Director nominations at the Wikimedia UK offices
|
|Office
|''[[Articles of Association#17.3|AoA#17.3(b)]]''
|
|-
|02/07/2018
|Prepare papers
|Print proxy and voting forms, agenda, resolutions etc. Envelope stuffing
|Membership, Fundraising and Operations Assistant (Office)
|
|
|- style="background-color:#FBEFF8"
|- style="background-color:#FBEFF8"
|04/07/2018
| Notice of Directors' election sent to members by post
| Include voting forms, resolutions & amendments.
| Office
| ''[[Articles of Association#17.4|AoA#17.4]], [[Election_Rules#Balloting|ER]]''
|
|-
|06/07/2018
| ''Notice of Directors' election legally given to members''
|
|
| AoA#26.6
|
|-
|06/07/2018
|Deadline for membership eligibility prior to AGM
|
|Office
|
|
|-
|09/07/2018
|Annual Review complete, and approved
|Publish online
|Communications co-ordinator
|
|
|- style="background-color:#FBEFF8"
|09/07/2018
| Delegate packs
| Print agenda. feedback sheet. Prepare delegate packs.
| Office
|
|
|-
|10/07/2018
| Name badges
| Print badges for attendees
| Office
|
|
|- style="background-color:#FBEFF8"
|12/07/2018
| Deadline for receipt at the WMUK offices of AGM proxy appointments
|
| Members
| [[Articles of Association#11.3|AoA#11.3]]
|
|-
|14/07/2018
| AGM
|
|
|
|
|- style="background-color:#FBEFF8"
|14/07/2018
| AGM quorum
| Greater of 10 or 10% in person or by proxy.
| Chair
| [[Articles of Association#7|AoA#7]]
|
|-
|31/10/2018
| Annual accounts filing with Companies House & circulation to members
|
| 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]
|
|- style="background-color:#FBEFF8"
|31/10/2018
| Annual return filing with Charity Commission
| Include Annual Report & independent examiner's report
| Office
| [http://www.legislation.gov.uk/ukpga/2011/25/section/163/enacted CA2011#163]
|
|-
|}
 
[[Category:2018 AGM]]

Latest revision as of 12:19, 26 June 2018

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 Yes check.svg Done
Venue Confirm venue Board Yes check.svg Done
12/09/2018 Minutes of 2017 AGM Type up and circulate for correction CEO Yes check.svg Done
18/05/2018 Agenda Outline basic agenda Chair and CEO Yes check.svg Done
18/05/2018 AGM Agenda Circulate drafts of Agenda & Resolutions for Board comment CEO Yes check.svg Done
27/05/2018 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) Yes check.svg Done
05/06/2018 Confirm tellers Decide who will be teller for AGM Board
06/06/2018 ARC meeting Endorse draft Annual Accounts for Board approval Audit & Risk Committee Yes check.svg Done
07/06/2018 Deadline for board papers Deadline for board papers Board & Office
08/06/2018 Deadline for members to propose draft resolutions for AGM Members
09/06/2016 Earliest day notice of Director nomination can be received AoA#17.3(b)
14/06/2018 Finalise draft 2016 minutes Agree minutes to be put forward to AGM at board meeting
14/06/2018 Agree agenda for AGM at board meeting
14/06/2018 Approve Annual Report and Accounts at board meeting
14/06/2018 Agree board resolutions going forward to AGM at board meeting
19/06/2018 Strategic Report Text written CEO / Communications Co-ordinator
22/06/2018 Strategic Report Text to designer CEO / Communications Co-ordinator
21/06/2018 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
22/06/2018 Draft delegate packs CEO and Membership, Fundraising and Operations Assistant
23/06/2018 Formal notice of AGM legally given AoA#6.1, ER
29/06/2018 Deadline for members to suggest amendments to proposed resolutions (This deadline may not apply to obvious corrections of minor errors) Members
29/06/2018 Deadline for receipt of Director nominations at the Wikimedia UK offices Office AoA#17.3(b)
02/07/2018 Prepare papers Print proxy and voting forms, agenda, resolutions etc. Envelope stuffing Membership, Fundraising and Operations Assistant (Office)
04/07/2018 Notice of Directors' election sent to members by post Include voting forms, resolutions & amendments. Office AoA#17.4, ER
06/07/2018 Notice of Directors' election legally given to members AoA#26.6
06/07/2018 Deadline for membership eligibility prior to AGM Office
09/07/2018 Annual Review complete, and approved Publish online Communications co-ordinator
09/07/2018 Delegate packs Print agenda. feedback sheet. Prepare delegate packs. Office
10/07/2018 Name badges Print badges for attendees Office
12/07/2018 Deadline for receipt at the WMUK offices of AGM proxy appointments Members AoA#11.3
14/07/2018 AGM
14/07/2018 AGM quorum Greater of 10 or 10% in person or by proxy. Chair AoA#7
31/10/2018 Annual accounts filing with Companies House & circulation to members Office CA2006#424CA2006#442
31/10/2018 Annual return filing with Charity Commission Include Annual Report & independent examiner's report Office CA2011#163
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