2016 Annual General Meeting/planning

In progress. This table is currently in draft form, and the entries and dates may change.

2016 Annual General Meeting AGM: Elections (Candidate statements · Candidate questions) — Resolutions Miscellaneous: 2016 Annual Review · 2016 Annual Report · UK Wikimedian of the Year 2016 · Timeline

The 2016 Annual General Meeting will be held in Birmingham on Saturday 9 July.

Deadline & ToDo 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
Aug 2015	Minutes of 2015 AGM	Type up and circulate for correction	Secretary		Done
Early May 2016	Agenda	Outline basic agenda	Secretary & Chair, with input from CEO
May	Confirm tellers	Decide who will be tellers for AGM	Board
End April	Audit Clearance Meeting	Review results of 2015-16 audit with auditors	Auditor, Treasurer, CEO, Director of Finance and Operations
Mid May	Annual Review	Text written	CEO / Communications Co-ordinator
Mid June	Annual Review	Text to designer	CEO / Communications Co-ordinator
End May	ARC meeting	Endorse draft Annual Accounts as audited and Annual Review as drafted, for Board approval and endorse draft Annual Review for Board agreement	Audit & Risk Committee
Mid May	AGM Agenda	Circulate drafts of AGM Notice, Agenda & Resolutions for Board comment	Secretary & Chair
30 May	Deadline for board papers	Deadline for papers to the office for distribution to trustees for 11 June board meeting	Board & Office
18 May	Send Article 5.4 notice by email regarding members' resolutions	As part of more general email with advance (non-statutory) warning of AGM	Secretary & Chair (Office)	AoA#5.4
3 June	Earliest day notice of Director nomination can be received			AoA#17.3(b)
11 June	Finalise draft 2015 minutes	Agree minutes to be put forward to AGM at board meeting	Board
11 June	Agree agenda for AGM	at board meeting	Board
11 June	Agree Annual Review	at board meeting	Board
11 June	Approve Annual Report and audited Accounts	at board meeting	Board
11 June	Agree board resolutions going forward to AGM	at board meeting	Board
3 June	Deadline for members to propose draft resolutions for AGM		Members
15 June	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.	Secretary & Chair (Office)	AoA#26
17 June	Formal notice of AGM legally given			AoA#6.1, ER
E June	Annual Review complete, and approved	Publish online	Communications co-ordinator
24 June	Deadline for members to suggest amendments to proposed resolutions	(This deadline may not apply to obvious corrections of minor errors)	Members
24 June	Deadline for receipt of Director nominations at the WMUK offices		(Office)	AoA#17.3(b)
27-28 June	Prepare papers	Print proxy and voting forms, agenda, resolutions etc. Envelope stuffing	Secretary, Chair & Tellers (Office)
29 June	Notice of Directors' election sent to members by post	Include voting forms, resolutions & amendments.	Office	AoA#17.4, ER
1 July	Notice of Directors' election legally given to members			AoA#26.6
4-5 July	Delegate packs	Print agenda, feedback sheet Prepare delegate packs	Office
5 July	Name badges	Print badges for attendees	Office
7 July (time tbc)	Deadline for receipt at the WMUK offices of AGM proxy appointments		Members	AoA#11.3
9 July (time tbc)	AGM
9 July (time tbc) + 30 mins	AGM quorum	Greater of 10 or 10% in person or by proxy.	Chair	AoA#7
31 October	Annual accounts filing with Companies House & circulation to members		Office	CA2006#424CA2006#442
30 November	Annual return filing with Charity Commission	Include Annual Report & auditor's report	Office	CA2011#163