2015 Annual General Meeting/planning

2015 Annual General Meeting 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 on Saturday 25 July at a time and location within London TBC.

Deadline & ToDo list

Items in italics are legal deadline/limit, and not the scheduled date.

Deadlines	Item	What	By whom	Notes	Progress
	Date	Confirm date	Board	Less than 15 months from last AGM	Done
	Venue	Confirm venue	Board		Done
March	Minutes of 2014 AGM	Type up and circulate for correction	Secretary	Done	Done
May	Agenda	Outline basic agenda	Secretary & Chair		Done
May	Confirm tellers	Decide on who will be tellers for AGM	Board
May	Audit Clearance Meeting	Review results of 2014-15 audit with UHY	Jon Warsop, Treasurer, CEO, Office Manager, internal financial accountant		Done
Start of June	Annual Review	Text written	Head of External Relations
Start of June	Annual Review	Text to designer	Head of External Relations
Early June	ARC meeting	Endorse draft Annual Accounts as audited and Annual Report as drafted, for Board approval and endorse draft Annual Review for Board agreement	Audit & Risk Committee
5 June	AGM Agenda	Circulate drafts of AGM Notice, Agenda & Resolutions for Board comment	Secretary		Done
24 June	Deadline for board papers	Deadline for papers to the office for distribution to trustee for 4 July board meeting	Board & Office
11 June	Registration	Registration page set up	Office
12 June	Warning notice transmitted by email		Tellers & Secretary (Office)		Done
19 June	Earliest day notice of Director nomination can be received			AoA#17.3(b)
4 July	Finalise 2014 minutes	Agree minutes to be put forward to AGM	Board
4 July	Agree agenda for AGM		Board
4 July	Agree Annual Review		Board
4 July	Approve Annual Report and audited Accounts		Board
4 July	Agree board resolutions going forward to AGM		Board
21 June	Members may propose resolutions for AGM		Members
24 June	Formal notice of AGM transmitted by email	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 Include remainder to update address Include request for board candidates	Tellers & Secretary (Office)	AoA#26
26 June	Formal notice of AGM legally given			AoA#6.1, ER
End of June	Annual Review ready	Published online	Head of External Relations
3 July	Submit notice of Director nominations		Members	AoA#17.3(b)
3 July	Suggest amendments to proposed resolutions		Members
6-7 July	Register of members	Print register of members Print voting forms, agenda, resolutions etc. Envelope stuffing	Tellers & Secretary (Office)
8 July	Notice of Directors election transmitted by post	Include voting forms, resolutions & amendments	Tellers & Secretary (Office)	AoA#26
9 July	Latest day notice of Director nomination can be received			AoA#17.3(b)
10 July	Notice of Directors election legally given			AoA#17.4, ER
20-21 July	Delegate packs	Print agenda, feedback sheet Prepare delegate packs	Office
21 July	Delegate packs	Print badges for attendees	Office
23 July ??:??	Members may lodge AGM proxy appointments		Members	AoA#11.3
25 July ??:??	AGM
25 July ??:?? + 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