2019 Annual General Meeting/planning

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	Done
	Venue	Confirm venue	Board
11/09/2018	Minutes of 2018 AGM	Type up and circulate for correction	CEO
17/05/2019	Agenda	Outline basic agenda	Chair and CEO
17/05/2019	AGM Agenda	Circulate drafts of Agenda & Resolutions for Board comment	CEO
28/05/2019	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)
04/06/2019	Confirm tellers	Decide who will be teller for AGM	Board
05/06/2019	ARC meeting	Endorse draft Annual Accounts for Board approval	Audit & Risk Committee
06/06/2019	Deadline for board papers	Deadline for board papers	Board & Office
07/06/2019	Deadline for members to propose draft resolutions for AGM		Members
08/06/2019	Earliest day notice of Director nomination can be received			AoA#17.3(b)
13/06/2019	Finalise draft 2016 minutes	Agree minutes to be put forward to AGM at board meeting
12/06/2019	Agree agenda for AGM	at board meeting
13/06/2019	Approve Annual Report and Accounts	at board meeting
13/06/2019	Agree board resolutions going forward to AGM	at board meeting
18/06/2019	Strategic Report	Text written	CEO / Communications Co-ordinator
21/06/2019	Strategic Report	Text to designer	CEO / Communications Co-ordinator
20/06/2019	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
21/06/2019	Draft delegate packs		CEO and Membership, Fundraising and Operations Assistant
22/06/2019	Formal notice of AGM legally given			AoA#6.1, ER
28/06/2019	Deadline for members to suggest amendments to proposed resolutions	(This deadline may not apply to obvious corrections of minor errors)	Members
28/06/2019	Deadline for receipt of Director nominations at the Wikimedia UK offices		Office	AoA#17.3(b)
01/07/2019	Prepare papers	Print proxy and voting forms, agenda, resolutions etc. Envelope stuffing	Membership, Fundraising and Operations Assistant (Office)
03/07/2019	Notice of Directors' election sent to members by post	Include voting forms, resolutions & amendments.	Office	AoA#17.4, ER
05/07/2019	Notice of Directors' election legally given to members			AoA#26.6
01/07/2019	Deadline for membership eligibility prior to AGM		Office
08/07/2019	Annual Review complete, and approved	Publish online	Communications co-ordinator
08/07/2019	Delegate packs	Print agenda. feedback sheet. Prepare delegate packs.	Office
09/07/2019	Name badges	Print badges for attendees	Office
11/07/2019	Deadline for receipt at the WMUK offices of AGM proxy appointments		Members	AoA#11.3
13/07/2019	AGM
13/07/2019	AGM quorum	Greater of 10 or 10% in person or by proxy.	Chair	AoA#7
30/10/2019	Annual accounts filing with Companies House & circulation to members		Office	CA2006#424CA2006#442
30/10/2019	Annual return filing with Charity Commission	Include Annual Report & independent examiner's report	Office	CA2011#163