2016 Annual General Meeting/planning

In progress

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
March	Minutes of 2015 AGM	Type up and circulate for correction	Secretary		Done
May	Agenda	Outline basic agenda	Secretary & Chair
May	Confirm tellers	Decide on who will be tellers for AGM	Board
May	Audit Clearance Meeting	Review results of 2015-16 audit with auditors	Auditor, Treasurer, CEO, Director of Finance and Operations
End of June	Annual Review	Text written	Communications Co-ordinator
End of June	Annual Review	Text to designer	Communications Co-ordinator
Early June	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
5 June	AGM Agenda	Circulate drafts of AGM Notice, Agenda & Resolutions for Board comment	Secretary
24 June	Deadline for board papers	Deadline for papers to the office for distribution to trustee for 4 July board meeting	Board & Office
12 June	Advance warning sent to members by email	(Non statutory)	Tellers & Secretary (Office)
19 June	Earliest day notice of Director nomination can be received			AoA#17.3(b)
17 June	Finalise draft 2015 minutes	Agree minutes to be put forward to AGM	Board
17 June	Agree agenda for AGM		Board
4 July	Agree Annual Review	at board meeting	Board
after 4 July	Approve Annual Report and audited Accounts	after board meeting	Board
26 June	Agree board resolutions going forward to AGM		Board
26 June	Deadline for members to propose resolutions for AGM		Members
1 July	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. Send separately to auditor. Note that copies of the approved 2014-15 Annual Report & Accounts, and auditor's report to all company members, will follow by email and will be posted on wiki.	Tellers & Secretary (Office)	AoA#26
3 July	Formal notice of AGM legally given			AoA#6.1, ER
End of June	Annual Review complete	Publish online	Head of External Relations
Before AGM	Email to members copies of the approved 2014-15 Annual Report & Accounts, and the auditor's report.	Send separately to auditor.	Office
3 July	Deadline for members to suggest amendments to proposed resolutions	(This deadline may not apply to obvious corrections of minor errors)	Members
10 July	Deadline for receipt of Director nominations at the WMUK offices		(Office)	AoA#17.3(b)
13-14 July	Prepare papers	Print proxy and voting forms, agenda, resolutions etc. Envelope stuffing	* Tellers & Secretary * (Office)
15 July	Notice of Directors' election sent to members by post	Include voting forms, resolutions & amendments.		AoA#17.4, ER
17 July	Notice of Directors' election legally given to members			AoA#26.6
20-21 July	Delegate packs	Print agenda, feedback sheet Prepare delegate packs	Office
21 July	Name badges	Print badges for attendees	Office
23 July 15:00	Deadline for receipt at the WMUK offices of AGM proxy appointments		Members	AoA#11.3
9 July (time tbc)	AGM
25 July (time tbc) + 30 mins	AGM quorum	Greater of 10 or 10% in person or proxy.	Tellers	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