2015 Annual General Meeting/planning: Difference between revisions

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==Deadline & ToDo list==
==Deadline & ToDo list==
Items in italics are legal deadline/limit, and not the scheduled date.
''Items in italics are legal deadline/limit, and not necessarily a scheduled date. ''
{| class="wikitable" style="line-height:200%;"
{| class="wikitable" style="line-height:200%;"
|-
|-
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|-
|-
| End of June
| End of June
| [[2015 Annual Review|Annual Review]]
| Annual Review
| Text written
| Text written
| Head of External Relations
| Head of External Relations
| To be provided in pdf
|  
|  
|  
|- style="background-color:#FBEFF8"
|- style="background-color:#FBEFF8"
Line 72: Line 72:
| Early June
| Early June
| ARC meeting
| ARC meeting
| Endorse draft Annual Accounts as audited and [[2015 Annual Report|Annual Report]] as drafted, for Board approval and endorse draft Annual Review for Board agreement
| Endorse draft Annual Accounts as audited and Annual Review as drafted, for Board approval and endorse draft Annual Review for Board agreement
| Audit & Risk Committee
| Audit & Risk Committee
|  
|  
Line 91: Line 91:
|  
|  
|- style="background-color:#FBEFF8"
|- style="background-color:#FBEFF8"
| 11 June
|  
| Registration
|  
| Registration page set up
|  
| Office
|  
|  
|  
|  
|  
|-
|-
| 12 June
| 12 June
| Warning notice transmitted by email
| Advance warning sent to members by email
|  
| (Non statutory)
| {{plainlist|
| {{plainlist|
* Tellers & Secretary
* Tellers & Secretary
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| 4 July
| 4 July
| Agree Annual Review
| Agree Annual Review
|  
| at board meeting
| Board
| Board
|  
|  
|  
|  
|- style="background-color:#FBEFF8"
|- style="background-color:#FBEFF8"
| 4 July
| after 4 July
| Approve Annual Report and audited Accounts
| Approve Annual Report and audited Accounts
|  
| after board meeting
| Board
| Board
|
|
Line 158: Line 158:
|-
|-
| 1 July
| 1 July
| Formal notice of AGM transmitted by email
| Formal notice of AGM sent to members by email
| Include agenda, reminder to update address, and call for board candidates. Note that copies of the approved 2014-15 Annual Report & Accounts, and auditor's report to all company members, will follow by email and will be posted on wiki. Send separately to auditor.
| Include agenda, reminder to update address, and call for board candidates. Send separately to auditor. Note that copies of the approved 2014-15 Annual Report & Accounts, and auditor's report to all company members, will follow by email and will be posted on wiki.  
| {{plainlist|
| {{plainlist|
* Tellers & Secretary
* Tellers & Secretary
Line 175: Line 175:
|-
|-
| End of June
| End of June
| Annual Review ready
| Annual Review complete
| Published online
| Publish online
| Head of External Relations
| Head of External Relations
|  
|  
|  
|  
|- style="background-color:#FBEFF8"
|- style="background-color:#FBEFF8"
| 3 July
| Before AGM
| Submit notice of Director nominations
| Email to members copies of the approved 2014-15 Annual Report & Accounts, and the auditor's report.
| Send separately to auditor.
| Office
|  
|  
| Members
| AoA#17.3(b)
|  
|  
|-
|-
| 3 July
| 3 July
| 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)
| Members
| Members
|  
|  
|  
|  
|- style="background-color:#FBEFF8"
|- style="background-color:#FBEFF8"
| 6-7 July
|  
| Register of members
|  
| {{plainlist|
|  
* Print register of members
|  
* Print voting forms, agenda, resolutions etc.
* Envelope stuffing
}}
| {{plainlist|
* Tellers & Secretary
* (Office)
}}
|  
|  
|  
|  
|-
|-
| Early July
| 10 July
| Email to members copies of the approved 2014-15 Annual Report & Accounts, and the auditor's report.
| Deadline for receipt of Director nominations at the WMUK offices
| Send separately to auditor.
| Office
|  
|  
| {{plainlist|
* (Office)
}}
| ''AoA#17.3(b)''
|  
|  
|  
|  
|- style="background-color:#FBEFF8"
|- style="background-color:#FBEFF8"
|-
|-
| 8 July
| 13-14 July
| Notice of Directors election transmitted by post
| Prepare papers
| Include voting forms, resolutions & amendments.  
| {{plainlist|* Print proxy and voting forms, agenda, resolutions etc.
| {{plainlist|
* Envelope stuffing
* Tellers & Secretary
* (Office)
}}
}}
| AoA#26
| * Tellers & Secretary<br>
<nowiki>*</nowiki> (Office)
|
|  
|  
|- style="background-color:#FBEFF8"
|- style="background-color:#FBEFF8"
| ''9 July''
| 15 July
| ''Deadline for receipt of Director nominations at the WMUK offices''
| Notice of Directors' election sent to members by post
| Include voting forms, resolutions & amendments.
|  
|  
|  
|  
| ''AoA#17.3(b)''
 
''[[Articles of Association#17.4|AoA#17.4]], [[Election_Rules#Balloting|ER]]''
|  
|  
|-
|-
| 10 July
| ''17 July''
| ''Notice of Directors election legally given''
| ''Notice of Directors' election legally given to members''
|  
|  
|  
|  
| ''[[Articles of Association#17.4|AoA#17.4]], [[Election_Rules#Balloting|ER]]''
| AoA#26.6
|  
|  
|- style="background-color:#FBEFF8"
|- style="background-color:#FBEFF8"
Line 253: Line 250:
|-
|-
| 21 July
| 21 July
| Delegate packs
| Name badges
| Print badges for attendees
| Print badges for attendees
| Office
| Office
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|  
|  
|-
|-
| ''31 October''
| 31 October
| ''Annual accounts filing with Companies House & circulation to members''
| Annual accounts filing with Companies House & circulation to members
|  
|  
|  
|  
| ''[http://www.legislation.gov.uk/ukpga/2006/46/section/424 CA2006#424], [http://www.legislation.gov.uk/ukpga/2006/46/section/442 CA2006#442]''
| [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"
|- style="background-color:#FBEFF8"
| ''30 November''
| 30 November
| ''Annual return filing with Charity Commission''
| Annual return filing with Charity Commission
| ''Include Annual Report & auditor's report''
| ''I''nclude Annual Report & auditor's report
|  
|  
| ''[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]
|  
|  
|-
|-

Revision as of 13:22, 20 June 2015

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 to be held at Top Office Machines, 133 Bethnal Green Road, E2 7DG on Saturday 25th July at 3pm.

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
March Minutes of 2014 AGM Type up and circulate for correction Secretary Yes check.svg Done
May Agenda Outline basic agenda Secretary & Chair Yes check.svg 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 Yes check.svg Done
End of June Annual Review Text written Head of External Relations
End of June Annual Review Text to designer Head of External Relations
Early June ARC meeting Endorse draft Annual Accounts as audited and Annual Review as drafted, for Board approval and endorse draft Annual Review for Board agreement Audit & Risk Committee Yes check.svg Done
5 June AGM Agenda Circulate drafts of AGM Notice, Agenda & Resolutions for Board comment Secretary Yes check.svg Done
24 June Deadline for board papers Deadline for papers to the office for distribution to trustee for 4 July board meeting Board & Office
12 June Advance warning sent to members by email (Non statutory)
  • Tellers & Secretary
  • (Office)
 Yes check.svg Done
19 June Earliest day notice of Director nomination can be received AoA#17.3(b)
17 June Finalise draft 2014 minutes Agree minutes to be put forward to AGM Board Yes check.svg Done
17 June Agree agenda for AGM Board Yes check.svg Done
4 July Agree Annual Review at board meeting Board
after 4 July Approve Annual Report and audited Accounts after board meeting Board
26 June Agree board resolutions going forward to AGM Board
26 June Deadline for members to propose resolutions for AGM Members Yes check.svg Done
1 July Formal notice of AGM sent to members by email Include agenda, reminder to update address, and call for board candidates. Send separately to auditor. Note that copies of the approved 2014-15 Annual Report & Accounts, and auditor's report to all company members, will follow by email and will be posted on wiki.
  • Tellers & Secretary
  • (Office)
 AoA#26
3 July Formal notice of AGM legally given AoA#6.1, ER
End of June Annual Review complete Publish online Head of External Relations
Before AGM Email to members copies of the approved 2014-15 Annual Report & Accounts, and the auditor's report. Send separately to auditor. Office
3 July Deadline for members to suggest amendments to proposed resolutions (This deadline may not apply to obvious corrections of minor errors) Members
10 July Deadline for receipt of Director nominations at the WMUK offices
  • (Office)
 AoA#17.3(b)
13-14 July Prepare papers
  • Print proxy and voting forms, agenda, resolutions etc.
  • Envelope stuffing
 * Tellers & Secretary

* (Office)

15 July Notice of Directors' election sent to members by post Include voting forms, resolutions & amendments.

AoA#17.4, ER

17 July Notice of Directors' election legally given to members AoA#26.6
20-21 July Delegate packs
  • Print agenda, feedback sheet
  • Prepare delegate packs
 Office
21 July Name badges Print badges for attendees Office
23 July 15:00 Deadline for receipt at the WMUK offices of AGM proxy appointments Members AoA#11.3
25 July 15:00 AGM
25 July 15:00 + 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
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