2019 Annual General Meeting/planning: Difference between revisions
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MichaelMaggs (talk | contribs) (Put some legal deadlines in italic) |
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|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 | ||
|CEO and Chair (Office) | |CEO and Chair (Office) | ||
| | |''Legal deadline is 14 June, but under A5.4, members must be given at least 7 clear days notice of the deadline to file resolutions.'' | ||
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|28/06/2019 | |''28/06/2019'' | ||
|Deadline for receipt of Director nominations at the Wikimedia UK offices | |''Deadline for receipt of Director nominations at the Wikimedia UK offices'' | ||
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|Office | |''Office'' | ||
|''[[Articles of Association#17.3|AoA#17.3(b)]]'' | |''[[Articles of Association#17.3|AoA#17.3(b)]]'' | ||
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|05/07/2019 | |''05/07/2019'' | ||
|''Notice of Directors' election legally given to members'' | |''Notice of Directors' election legally given to members'' | ||
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|AoA#26.6 | |''AoA#26.6'' | ||
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|- style="background-color:#FBEFF8" | |- style="background-color:#FBEFF8" | ||
|11/07/2019 | |''11/07/2019'' | ||
|Deadline for receipt at the WMUK offices of AGM proxy appointments | |''Deadline for receipt at the WMUK offices of AGM proxy appointments'' | ||
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|Members | |''Members'' | ||
|[[Articles of Association#11.3|AoA#11.3]] | |[[Articles of Association#11.3|''AoA#11.3'']] | ||
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| Line 248: | Line 248: | ||
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|30/10/2019 | |''30/10/2019'' | ||
|Annual accounts filing with Companies House & circulation to members | |''Annual accounts filing with Companies House & circulation to members'' | ||
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|Office | |''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] | |''[http://www.legislation.gov.uk/ukpga/2006/46/section/424 CA2006#424][http://www.legislation.gov.uk/ukpga/2006/46/section/442 CA2006#442]'' | ||
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|- style="background-color:#FBEFF8" | |- style="background-color:#FBEFF8" | ||
|30/10/2019 | |''30/10/2019'' | ||
|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'' | ||
|Office | |''Office'' | ||
|[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''] | ||
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Revision as of 11:04, 23 May 2019
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 |  Done
| |
| Venue | Confirm venue | Board | Done
| ||
| 11/09/2018 | Minutes of 2018 AGM | Type up and circulate for correction | CEO | ||
| 17/05/2019 | Agenda | Outline basic agenda | Chair and CEO | Done
| |
| 17/05/2019 | AGM Agenda | Circulate drafts of Agenda & Resolutions for Board comment | CEO | ||
| 30/05/2019 | 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) | Legal deadline is 14 June, but under A5.4, members must be given at least 7 clear days notice of the deadline to file resolutions. | |
| 04/06/2019 | Confirm tellers | Decide who will be teller for AGM | Board | ||
| 06/06/2019 | ARC meeting | Endorse draft Annual Accounts for Board approval | Audit & Risk Committee | ||
| 06/06/2019 | Deadline for board papers | Deadline for board papers | Board & Office | ||
| 07/06/2019 | Deadline for members to propose draft resolutions for AGM | Members | |||
| 08/06/2019 | Earliest day notice of Director nomination can be received | AoA#17.3(b) | |||
| 07/06/2019 | Strategic Report | Draft text of Strategic Report for board approval | CEO / Communications Co-ordinator | ||
| 07/06/2019 | Strategic Report | Finalise text and design brief | |||
| 13/06/2019 | Finalise draft 2018 minutes | Agree minutes to be put forward to AGM by email | CEO and Board | ||
| 13/06/2019 | Agree agenda for AGM | By email | CEO and Board | ||
| 13/06/2019 | Approve Annual Report and Accounts | By email | CEO and Board | ||
| 13/06/2019 | Agree board resolutions going forward to AGM | By email | CEO and Board | ||
| 21/06/2019 | Strategic Report | Text to designer | CEO / Communications Co-ordinator | ||
| 20/06/2019 | 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 | |
| 21/06/2019 | Draft delegate packs | CEO and Membership, Fundraising and Operations Assistant | |||
| 22/06/2019 | Formal notice of AGM legally given | AoA#6.1, ER | |||
| 28/06/2019 | Deadline for members to suggest amendments to proposed resolutions | (This deadline may not apply to obvious corrections of minor errors) | Members | ||
| 28/06/2019 | Deadline for receipt of Director nominations at the Wikimedia UK offices | Office | AoA#17.3(b) | ||
| 01/07/2019 | Board Meeting | ||||
| 01/07/2019 | Prepare papers | Print proxy and voting forms, agenda, resolutions etc. Envelope stuffing | Membership, Fundraising and Operations Assistant (Office) | ||
| 03/07/2019 | Notice of Directors' election sent to members by post | Include voting forms, resolutions & amendments. | Office | AoA#17.4, ER | |
| 05/07/2019 | Notice of Directors' election legally given to members | AoA#26.6 | |||
| 01/07/2019 | Deadline for membership eligibility prior to AGM | Office | |||
| 08/07/2019 | Annual Review complete, and approved | Publish online | Communications co-ordinator | ||
| 08/07/2019 | Delegate packs | Print agenda. feedback sheet. Prepare delegate packs. | Office | ||
| 09/07/2019 | Name badges | Print badges for attendees | Office | ||
| 11/07/2019 | Deadline for receipt at the WMUK offices of AGM proxy appointments | Members | AoA#11.3 | ||
| 13/07/2019 | AGM | ||||
| 13/07/2019 | AGM quorum | Greater of 10 or 10% in person or by proxy. | Chair | AoA#7 | |
| 30/10/2019 | Annual accounts filing with Companies House & circulation to members | Office | CA2006#424CA2006#442 | ||
| 30/10/2019 | Annual return filing with Charity Commission | Include Annual Report & independent examiner's report | Office | CA2011#163 |