2014 Annual General Meeting/planning

The 2014 Annual General Meeting will be held on Saturday 9 August at 4pm, at a room at the Barbican Centre to be announced.

Todo list

Deadlines	Item	What	By whom	Notes	Progress
June 2013	Minutes of 2013 AGM	Type up and circulate for correction	RS		Done
	Venue	Decide location and book venue	Board		Done
	Date	Decide date and book venue	Board	Less than 15 months from last AGM	Done
	Agenda	Outline basic agenda			Done
17 April	Annual Review	Text written	SB
Beginning of May	Annual Review	Text to designer	SB
Early May	Audit Clearance Meeting	Review results of 2013-14 audit with UHY	Jon Warsop, GD, JD, RS, DJ
21 May	ARC meeting	Endorse draft Annual Accounts as audited and Annual Report as drafted, for Board approval and endorse draft Annual Review for Board agreement
23 May	AGM Agenda	Circulate drafts of AGM Notice, Agenda & Resolutions for Board comment	Secretary
27 May	Deadline for board papers	Deadline for papers to the office for distribution to trustee for 7 June board meeting	Office
07 June	Board meeting	Agree agenda Agree minutes Agree resolutions going forward to AGM Approve draft Annual Report and audited Accounts for sign-off and distribution Agree Annual Review for publication	Board
27 June	Registration	Registration page set up	Office
27 June	Warning notice	Include deadline for resolutions	Tellers & Secretary
04 July	Earliest day for notice of Director nomination to be received			AoA#17.3(b)
06 July	Members proposed resolutions to AGM
09 July	Formal notice of AGM transmitted by email	Include remainder to update address & agenda Include request for board candidates	Tellers & Secretary	AoA#26
11 July	Formal notice of AGM given	Circulate AGM Notice, Agenda and copies of the approved 2013-14 Annual Report & Accounts to all company members		AoA#6.1, ER
18 July	Notice of Director nomination received			AoA#17.3(b)
18 July	Amendment to proposed resolutions received
21-22 July	Register of members	Print register of members Print voting forms, agenda, resolutions etc. Envelope stuffing	Tellers & Secretary (Office)
23 July	Notice of Directors election transmitted by post	Include voting forms & resolutions	Tellers & Secretary (Office)	AoA#26
25 July	Notice of Directors election given			AoA#17.4, ER
End of July	Annual Review ready	Published in all formats	SB
End of July	Annual Report ready		RS, DJ, Board & Auditor
28-29 July	Delegate packs	Print agenda, feedback sheet Prepare delegate packs	Office
05 August	Delegate packs	Print badges for attendees	Office
07 August 4pm	AGM proxies appointment			AoA#11.3
09 August 4pm	AGM
09 August 4:30pm	AGM quorum	Greater of 10 or 10% in person or proxy. (~30)		AoA#7
31 October	Annual accounts filing with Companies House & circulation to members			CA2006#424, CA2006#442
30 November	Annual return filing with Charity Commission	Include Annual Report & auditor's report		CA2011#163