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
March	Minutes of 2014 AGM	Type up and circulate for correction	Secretary		Done
May	Agenda	Outline basic agenda	Secretary & Chair
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
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
9 June	Deadline for board papers	Deadline for papers to the office for distribution to trustee for 20 June board meeting	Board & Office
11 June	Registration	Registration page set up	Office
12 June	Warning notice transmitted by email	Include deadline for resolutions	Tellers & Secretary (Office)
19 June	Earliest day notice of Director nomination can be received			AoA#17.3(b)
20 June	Finalise 2014 minutes	Agree minutes to be put forward to AGM	Board
20 June	Agree agenda for AGM		Board
20 June	Agree Annual Review		Board
20 June	Approve Annual Report and audited Accounts		Board
20 June	Agree board resolutions going forward to AGM		Board
21 June	Deadline for members to propose resolutions to AGM		Members & Tellers
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	Deadline for Notice of Director nominations		Members & Tellers	AoA#17.3(b)
3 July	Deadline for amendments to proposed resolutions		Members & Tellers
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 ??:??	Deadline for AGM proxies appointment		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