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The 2015 Annual General Meeting will be held on Saturday 25 July at a time and location within London TBC.
Deadline & ToDo list
Items in italics are legal deadline/limit, and not the scheduled date.
| Deadlines
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Item
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What
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By whom
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Notes
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Progress
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Date
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Confirm date
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Board
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Less than 15 months from last AGM
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 Done
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Venue
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Confirm venue
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Board
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| March
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Minutes of 2014 AGM
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Type up and circulate for correction
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Secretary
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Done
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| May
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Agenda
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Outline basic agenda
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Secretary & Chair
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| May
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Confirm tellers
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Decide on who will be tellers for AGM
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Board
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| May
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Audit Clearance Meeting
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Review results of 2014-15 audit with UHY
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Jon Warsop, Treasurer, CEO, Office Manager, internal financial accountant
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| Start of June
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Annual Review
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Text written
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Head of External Relations
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| Start of June
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Annual Review
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Text to designer
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Head of External Relations
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| Early June
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ARC meeting
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Endorse draft Annual Accounts as audited and Annual Report as drafted, for Board approval and endorse draft Annual Review for Board agreement
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Audit & Risk Committee
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| 5 June
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AGM Agenda
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Circulate drafts of AGM Notice, Agenda & Resolutions for Board comment
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Secretary
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| 9 June
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Deadline for board papers
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Deadline for papers to the office for distribution to trustee for 20 June board meeting
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Office
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| 11 June
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Registration
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Registration page set up
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Office
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| 12 June
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Warning notice transmitted by email
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Include deadline for resolutions
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Tellers & Secretary
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| 19 June
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Earliest day notice of Director nomination can be received
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AoA#17.3(b)
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| 20 June
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Finalise 2014 minutes
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Agree minutes to be put forward to AGM
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Board
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| 20 June
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Agree agenda for AGM
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Board
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| 20 June
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Agree Annual Review
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Board
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| 20 June
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Approve Annual Report and audited Accounts
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Board
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| 20 June
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Agree board resolutions going forward to AGM
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Board
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| 21 June
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Deadline for members to propose resolutions to AGM
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| 24 June
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Formal notice of AGM transmitted by email
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- Circulate AGM Notice, Agenda, copies of the approved 2014-15 Annual Report & Accounts, and auditor's report to all company members, directors, and the auditors
- Include remainder to update address
- Include request for board candidates
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Tellers & Secretary
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AoA#26
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| 26 June
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Formal notice of AGM legally given
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AoA#6.1, ER
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| End of June
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Annual Review ready
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Published online
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Head of External Relations
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| 3 July
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Deadline for Notice of Director nominations
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AoA#17.3(b)
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| 3 July
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Deadline for amendments to proposed resolutions
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| 6-7 July
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Register of members
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- Print register of members
- Print voting forms, agenda, resolutions etc.
- Envelope stuffing
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- Tellers & Secretary
- (Office)
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| 8 July
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Notice of Directors election transmitted by post
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Include voting forms & resolutions
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- Tellers & Secretary
- (Office)
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AoA#26
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| 9 July
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Latest day notice of Director nomination can be received
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AoA#17.3(b)
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| 10 July
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Notice of Directors election legally given
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AoA#17.4, ER
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| 20-21 July
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Delegate packs
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- Print agenda, feedback sheet
- Prepare delegate packs
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Office
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| 21 July
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Delegate packs
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Print badges for attendees
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Office
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| 23 July ??:??
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AGM proxies appointment
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AoA#11.3
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| 25 July ??:??
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AGM
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| 25 July ??:?? + 30 mins
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AGM quorum
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Greater of 10 or 10% in person or proxy. (~30)
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AoA#7
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| 31 October
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Annual accounts filing with Companies House & circulation to members
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CA2006#424, CA2006#442
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| 30 November
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Annual return filing with Charity Commission
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Include Annual Report & auditor's report
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CA2011#163
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