2018 Annual General Meeting/planning
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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 |  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 |