2019 Annual General Meeting/planning: Difference between revisions

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==Deadline and To-Do list==
==Deadline and To-Do list==
''Items in italics are legal deadline/limit, and not necessarily a scheduled date. ''
''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}}
|-
|11/09/2018
|[[2018 AGM/Minutes|Minutes of 2018 AGM]]
|Type up and circulate for correction
|CEO
|
|
|- style="background-color:#FBEFF8"
|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''
|
|
|''[[Articles of Association#17.3|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
|
|
|- style="background-color:#FBEFF8"
|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
|[[Articles of Association#26|AoA#26, ER]]
|
|-
|21/06/2019
|Draft delegate packs
|
|CEO and Membership, Fundraising and Operations Assistant
|
|
|- style="background-color:#FBEFF8"
|22/06/2019
|''Formal notice of AGM legally given''
|
|
|''[[Articles of Association#6.1|AoA#6.1]], [[Election Rules#Request for candidates|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''
|''[[Articles of Association#17.3|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)
|
|
|- style="background-color:#FBEFF8"
|03/07/2019
|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]]''
|
|-
|''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
|
|
|- style="background-color:#FBEFF8"
|08/07/2019
|Delegate packs
|Print agenda. feedback sheet. Prepare delegate packs.
|Office
|
|
|-
|09/07/2019
|Name badges
|Print badges for attendees
|Office
|
|
|- style="background-color:#FBEFF8"
|''11/07/2019''
|''Deadline for receipt at the WMUK offices of AGM proxy appointments''
|
|''Members''
|[[Articles of Association#11.3|''AoA#11.3'']]
|
|-
|13/07/2019
|AGM
|
|
|
|
|- style="background-color:#FBEFF8"
|13/07/2019
|AGM quorum
|Greater of 10 or 10% in person or by proxy.
|Chair
|[[Articles of Association#7|AoA#7]]
|
|-
|''30/10/2019''
|''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"
|''30/10/2019''
|''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'']
|
|-
|}


{{done}}
[[Category:2019 AGM]]
[[Category:2019 AGM]]
[[Category: General Meetings]]
[[Category: General Meetings]]

Revision as of 13:59, 30 June 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 Yes check.svg Done
Venue Confirm venue Board Yes check.svg 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 Yes check.svg 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
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