2018 Annual General Meeting/planning: Difference between revisions
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|[[2016 AGM/Minutes|Minutes of 2017 AGM]] | |[[2016 AGM/Minutes|Minutes of 2017 AGM]] | ||
| Type up and circulate for correction | | Type up and circulate for correction | ||
Revision as of 15:32, 4 October 2017
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 | ||
| Venue | Confirm venue | Board | |||
| Minutes of 2017 AGM | Type up and circulate for correction | CEO | |||
| Agenda | Outline basic agenda | Chair and CEO | |||
| AGM Agenda | Circulate drafts of Agenda & Resolutions for Board comment | CEO | |||
| 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) | |||
| Confirm tellers | Decide who will be teller for AGM | Board | |||
| ARC meeting | Endorse draft Annual Accounts for Board approval | Audit & Risk Committee | |||
| Deadline for board papers | Deadline for board papers | Board & Office | |||
| Deadline for members to propose draft resolutions for AGM | Members | ||||
| Earliest day notice of Director nomination can be received | AoA#17.3(b) | ||||
| Finalise draft 2016 minutes | Agree minutes to be put forward to AGM at board meeting | ||||
| Agree agenda for AGM | at board meeting | ||||
| Approve Annual Report and Accounts | at board meeting | ||||
| Agree board resolutions going forward to AGM | at board meeting | ||||
| Annual Review | Text written | CEO / Communications Co-ordinator | |||
| Annual Review | Text to designer | CEO / Communications Co-ordinator | |||
| 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 | ||
| Draft delegate packs | CEO and Membership, Fundraising and Operations Assistant | ||||
| Formal notice of AGM legally given | AoA#6.1, ER | ||||
| Deadline for members to suggest amendments to proposed resolutions | (This deadline may not apply to obvious corrections of minor errors) | Members | |||
| Deadline for receipt of Director nominations at the Wikimedia UK offices | Office | AoA#17.3(b) | |||
| Prepare papers | Print proxy and voting forms, agenda, resolutions etc. Envelope stuffing | Membership, Fundraising and Operations Assistant (Office) | |||
| Notice of Directors' election sent to members by post | Include voting forms, resolutions & amendments. | Office | AoA#17.4, ER | ||
| Notice of Directors' election legally given to members | AoA#26.6 | ||||
| Deadline for membership eligibility prior to AGM | Office | ||||
| Annual Review complete, and approved | Publish online | Communications co-ordinator | |||
| Delegate packs | Print agenda. feedback sheet. Prepare delegate packs. | Office | |||
| Name badges | Print badges for attendees | Office | |||
| Deadline for receipt at the WMUK offices of AGM proxy appointments | Members | AoA#11.3 | |||
| AGM | |||||
| AGM quorum | Greater of 10 or 10% in person or by proxy. | Chair | AoA#7 | ||
| Annual accounts filing with Companies House & circulation to members | Office | CA2006#424CA2006#442 | |||
| Annual return filing with Charity Commission | Include Annual Report & independent examiner's report | Office | CA2011#163 |