2018 Annual General Meeting/planning: Difference between revisions

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==Deadline and To-Do list==
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''Items in italics are legal deadline/limit, and not necessarily a scheduled date. ''
{| class="wikitable sortable" style="line-height:200%;"
|-
! style="background-color:#EFF5FB" | Deadlines
! scope="col" class="unsortable" style="background-color:#EFF5FB" | Item
! scope="col" class="unsortable" style="background-color:#EFF5FB" | What
! style="background-color:#EFF5FB" | By whom
! scope="col" class="unsortable" style="background-color:#EFF5FB" | Notes
! scope="col" class="unsortable" style="background-color:#EFF5FB" | Progress
|-
|
| Date
| Confirm date
| Board
| Less than 15 months from last AGM
|{{done}}
|- style="background-color:#FBEFF8"
|
| Venue
| Confirm venue
| Board
|
|{{done}}
|-
|12/09/2018
|[[2016 AGM/Minutes|Minutes of 2017 AGM]]
| Type up and circulate for correction
| CEO
|
|{{done}}
|- style="background-color:#FBEFF8"
|18/05/2018
| Agenda
| Outline basic agenda
| Chair and CEO
|
|{{done}}
|-
|18/05/2018
|AGM Agenda
|Circulate drafts of Agenda & Resolutions for Board comment
|CEO
|
|{{done}}
|-
|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)
|
|{{done}}
|-
|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
|
|{{done}}
|-
|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''
|
|
|''[[Articles of Association#17.3|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
| Strategic Report
| Text written
| CEO / Communications Co-ordinator
|
|
|- style="background-color:#FBEFF8"
|22/06/2018
| Strategic Report
| 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
| [[Articles of Association#26|AoA#26, ER]]
|
|-
|22/06/2018
|Draft delegate packs
|
|CEO and Membership, Fundraising and Operations Assistant
|
|
|- style="background-color:#FBEFF8"
|23/06/2018
| ''Formal notice of AGM legally given''
|
| 
| ''[[Articles of Association#6.1|AoA#6.1]], [[Election_Rules#Request_for_candidates|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
|''[[Articles of Association#17.3|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)
|
|
|- style="background-color:#FBEFF8"
|- style="background-color:#FBEFF8"
|04/07/2018
| Notice of Directors' election sent to members by post
| Include voting forms, resolutions & amendments.
| Office
| ''[[Articles of Association#17.4|AoA#17.4]], [[Election_Rules#Balloting|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
|
|
|- style="background-color:#FBEFF8"
|09/07/2018
| Delegate packs
| Print agenda. feedback sheet. Prepare delegate packs.
| Office
|
|
|-
|10/07/2018
| Name badges
| Print badges for attendees
| Office
|
|
|- style="background-color:#FBEFF8"
|12/07/2018
| Deadline for receipt at the WMUK offices of AGM proxy appointments
|
| Members
| [[Articles of Association#11.3|AoA#11.3]]
|
|-
|14/07/2018
| AGM
|
|
|
|
|- style="background-color:#FBEFF8"
|14/07/2018
| AGM quorum
| Greater of 10 or 10% in person or by proxy.
| Chair
| [[Articles of Association#7|AoA#7]]
|
|-
|31/10/2018
| Annual accounts filing with Companies House & circulation to members
|
| Office
| [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"
|31/10/2018
| Annual return filing with Charity Commission
| Include Annual Report & independent examiner's report
| Office
| [http://www.legislation.gov.uk/ukpga/2011/25/section/163/enacted CA2011#163]
|
|-
|}
 
[[Category:2018 AGM]]

Revision as of 12:14, 26 June 2018

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