2018 Annual General Meeting/planning: Difference between revisions

From Wikimedia UK
Jump to navigation Jump to search
mNo edit summary
(→‎Deadline and To-Do list: Adding 2018 AGM timeline dates)
Line 25: Line 25:
|
|
|-
|-
|
|12/09/2018
|[[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
| CEO
| CEO
|  
|  
|
|{{done}}
|- style="background-color:#FBEFF8"
|- style="background-color:#FBEFF8"
|
|18/05/2018
| Agenda
| Agenda
| Outline basic agenda
| Outline basic agenda
Line 39: Line 39:
|
|
|-
|-
|
|18/05/2018
|AGM Agenda
|AGM Agenda
|Circulate drafts of Agenda & Resolutions for Board comment
|Circulate drafts of Agenda & Resolutions for Board comment
Line 46: Line 46:
|
|
|-
|-
|
|27/05/2018
|Send Article 5.4 notice by email regarding members' resolutions
|Send Article 5.4 notice by email regarding members' resolutions
|As part of more general email with advance (non-statutory) warning of AGM
|As part of more general email with advance (non-statutory) warning of AGM
Line 53: Line 53:
|
|
|-
|-
|
|05/06/2018
| Confirm tellers
| Confirm tellers
| Decide who will be teller for AGM
| Decide who will be teller for AGM
Line 60: Line 60:
|
|
|-
|-
|
|06/06/2018
|ARC meeting
|ARC meeting
|Endorse draft Annual Accounts for Board approval
|Endorse draft Annual Accounts for Board approval
Line 67: Line 67:
|
|
|-
|-
|
|07/06/2018
|Deadline for board papers
|Deadline for board papers
|Deadline for board papers
|Deadline for board papers
Line 74: Line 74:
|
|
|-
|-
|
|08/06/2018
|Deadline for members to propose draft resolutions for AGM
|Deadline for members to propose draft resolutions for AGM
|
|
Line 81: Line 81:
|
|
|-
|-
|
|09/06/2016
|''Earliest day notice of Director nomination can be received''  
|''Earliest day notice of Director nomination can be received''  
|
|
Line 88: Line 88:
|
|
|-
|-
|
|14/06/2018
|Finalise draft 2016 minutes
|Finalise draft 2016 minutes
|Agree minutes to be put forward to AGM at board meeting
|Agree minutes to be put forward to AGM at board meeting
Line 95: Line 95:
|
|
|-
|-
|
|14/06/2018
|Agree agenda for AGM
|Agree agenda for AGM
|at board meeting
|at board meeting
Line 102: Line 102:
|
|
|-
|-
|
|14/06/2018
|Approve Annual Report and Accounts
|Approve Annual Report and Accounts
|at board meeting
|at board meeting
Line 109: Line 109:
|
|
|-
|-
|
|14/06/2018
|Agree board resolutions going forward to AGM
|Agree board resolutions going forward to AGM
|at board meeting
|at board meeting
Line 116: Line 116:
|
|
|-
|-
|
|19/06/2018
| Annual Review
| Annual Review
| Text written
| Text written
Line 123: Line 123:
|
|
|- style="background-color:#FBEFF8"
|- style="background-color:#FBEFF8"
|
|22/06/2018
| Annual Review
| Annual Review
| Text to designer
| Text to designer
Line 130: Line 130:
|
|
|-
|-
|
|21/06/2018
| Formal notice of AGM sent to members by email
| 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.   
| 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.   
Line 137: Line 137:
|
|
|-
|-
|
|22/06/2018
|Draft delegate packs
|Draft delegate packs
|
|
Line 144: Line 144:
|
|
|- style="background-color:#FBEFF8"
|- style="background-color:#FBEFF8"
|
|23/06/2018
| ''Formal notice of AGM legally given''
| ''Formal notice of AGM legally given''
|  
|  
Line 151: Line 151:
|
|
|-
|-
|
|29/06/2018
|Deadline for members to 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)
|(This deadline may not apply to obvious corrections of minor errors)
Line 158: Line 158:
|
|
|-
|-
|
|29/06/2018
|Deadline for receipt of Director nominations at the Wikimedia UK offices
|Deadline for receipt of Director nominations at the Wikimedia UK offices
|
|
Line 165: Line 165:
|
|
|-
|-
|
|02/07/2018
|Prepare papers
|Prepare papers
|Print proxy and voting forms, agenda, resolutions etc. Envelope stuffing
|Print proxy and voting forms, agenda, resolutions etc. Envelope stuffing
Line 173: Line 173:
|- style="background-color:#FBEFF8"
|- style="background-color:#FBEFF8"
|- style="background-color:#FBEFF8"
|- style="background-color:#FBEFF8"
|
|04/07/2018
| Notice of Directors' election sent to members by post
| Notice of Directors' election sent to members by post
| Include voting forms, resolutions & amendments.
| Include voting forms, resolutions & amendments.
Line 180: Line 180:
|
|
|-
|-
|
|06/07/2018
| ''Notice of Directors' election legally given to members''
| ''Notice of Directors' election legally given to members''
|  
|  
Line 187: Line 187:
|
|
|-
|-
|
|06/07/2018
|Deadline for membership eligibility prior to AGM
|Deadline for membership eligibility prior to AGM
|
|
Line 194: Line 194:
|
|
|-
|-
|
|09/07/2018
|Annual Review complete, and approved
|Annual Review complete, and approved
|Publish online
|Publish online
Line 201: Line 201:
|
|
|- style="background-color:#FBEFF8"
|- style="background-color:#FBEFF8"
|
|09/07/2018
| Delegate packs
| Delegate packs
| Print agenda. feedback sheet. Prepare delegate packs.
| Print agenda. feedback sheet. Prepare delegate packs.
Line 208: Line 208:
|
|
|-
|-
|
|10/07/2018
| Name badges
| Name badges
| Print badges for attendees
| Print badges for attendees
Line 215: Line 215:
|
|
|- style="background-color:#FBEFF8"
|- style="background-color:#FBEFF8"
|
|12/07/2018
| Deadline for receipt at the WMUK offices of AGM proxy appointments
| Deadline for receipt at the WMUK offices of AGM proxy appointments
|  
|  
Line 222: Line 222:
|
|
|-
|-
|
|14/07/2018
| AGM
| AGM
|  
|  
Line 229: Line 229:
|  
|  
|- style="background-color:#FBEFF8"
|- style="background-color:#FBEFF8"
|
|14/07/2018
| AGM quorum
| AGM quorum
| Greater of 10 or 10% in person or by proxy.
| Greater of 10 or 10% in person or by proxy.
Line 236: Line 236:
|  
|  
|-
|-
|
|31/10/2018
| Annual accounts filing with Companies House & circulation to members
| Annual accounts filing with Companies House & circulation to members
|  
|  
Line 243: Line 243:
|  
|  
|- style="background-color:#FBEFF8"
|- style="background-color:#FBEFF8"
|
|31/10/2018
| Annual return filing with Charity Commission
| Annual return filing with Charity Commission
| Include Annual Report & independent examiner's report
| Include Annual Report & independent examiner's report

Revision as of 15:53, 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
12/09/2018 Minutes of 2017 AGM Type up and circulate for correction CEO Yes check.svg Done
18/05/2018 Agenda Outline basic agenda Chair and CEO
18/05/2018 AGM Agenda Circulate drafts of Agenda & Resolutions for Board comment CEO
27/05/2018 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)
05/06/2018 Confirm tellers Decide who will be teller for AGM Board
06/06/2018 ARC meeting Endorse draft Annual Accounts for Board approval Audit & Risk Committee
07/06/2018 Deadline for board papers Deadline for board papers Board & Office
08/06/2018 Deadline for members to propose draft resolutions for AGM Members
09/06/2016 Earliest day notice of Director nomination can be received AoA#17.3(b)
14/06/2018 Finalise draft 2016 minutes Agree minutes to be put forward to AGM at board meeting
14/06/2018 Agree agenda for AGM at board meeting
14/06/2018 Approve Annual Report and Accounts at board meeting
14/06/2018 Agree board resolutions going forward to AGM at board meeting
19/06/2018 Annual Review Text written CEO / Communications Co-ordinator
22/06/2018 Annual Review Text to designer CEO / Communications Co-ordinator
21/06/2018 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
22/06/2018 Draft delegate packs CEO and Membership, Fundraising and Operations Assistant
23/06/2018 Formal notice of AGM legally given AoA#6.1, ER
29/06/2018 Deadline for members to suggest amendments to proposed resolutions (This deadline may not apply to obvious corrections of minor errors) Members
29/06/2018 Deadline for receipt of Director nominations at the Wikimedia UK offices Office AoA#17.3(b)
02/07/2018 Prepare papers Print proxy and voting forms, agenda, resolutions etc. Envelope stuffing Membership, Fundraising and Operations Assistant (Office)
04/07/2018 Notice of Directors' election sent to members by post Include voting forms, resolutions & amendments. Office AoA#17.4, ER
06/07/2018 Notice of Directors' election legally given to members AoA#26.6
06/07/2018 Deadline for membership eligibility prior to AGM Office
09/07/2018 Annual Review complete, and approved Publish online Communications co-ordinator
09/07/2018 Delegate packs Print agenda. feedback sheet. Prepare delegate packs. Office
10/07/2018 Name badges Print badges for attendees Office
12/07/2018 Deadline for receipt at the WMUK offices of AGM proxy appointments Members AoA#11.3
14/07/2018 AGM
14/07/2018 AGM quorum Greater of 10 or 10% in person or by proxy. Chair AoA#7
31/10/2018 Annual accounts filing with Companies House & circulation to members Office CA2006#424CA2006#442
31/10/2018 Annual return filing with Charity Commission Include Annual Report & independent examiner's report Office CA2011#163
Retrieved from "https://dev.wikimedia.org.uk/w/index.php?title=2018_Annual_General_Meeting/planning&oldid=73665"