2015 Annual General Meeting/planning

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The 2015 Annual General Meeting will be held to be held at Top Office Machines, 133 Bethnal Green Road, E2 7DG on Saturday 25th July at 3pm.

Deadline & ToDo list[edit | edit source]

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 Yes check.svg Done
Venue Confirm venue Board Yes check.svg Done
March Minutes of 2014 AGM Type up and circulate for correction Secretary Yes check.svg Done
May Agenda Outline basic agenda Secretary & Chair Yes check.svg Done
May Confirm tellers Decide on who will be tellers for AGM Board Yes check.svg Done
May Audit Clearance Meeting Review results of 2014-15 audit with UHY Jon Warsop, Treasurer, CEO, Office Manager, internal financial accountant Yes check.svg Done
End of June Annual Review Text written Head of External Relations Yes check.svg Done
End of June Annual Review Text to designer Head of External Relations Yes check.svg Done
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 Yes check.svg Done
5 June AGM Agenda Circulate drafts of AGM Notice, Agenda & Resolutions for Board comment Secretary Yes check.svg Done
24 June Deadline for board papers Deadline for papers to the office for distribution to trustee for 4 July board meeting Board & Office Yes check.svg Done
12 June Advance warning sent to members by email (Non statutory)
  • Tellers & Secretary
  • (Office)
Yes check.svg Done
19 June Earliest day notice of Director nomination can be received AoA#17.3(b) Yes check.svg Done
17 June Finalise draft 2014 minutes Agree minutes to be put forward to AGM Board Yes check.svg Done
17 June Agree agenda for AGM Board Yes check.svg Done
4 July Agree Annual Review at board meeting Board Yes check.svg Done
after 4 July Approve Annual Report and audited Accounts after board meeting Board Yes check.svg Done
26 June Agree board resolutions going forward to AGM Board Yes check.svg Done
26 June Deadline for members to propose resolutions for AGM Members Yes check.svg Done
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 Yes check.svg Done
3 July Formal notice of AGM legally given AoA#6.1, ER Yes check.svg Done
End of June Annual Review complete Publish online Head of External Relations Yes check.svg Done
Before AGM Email to members copies of the approved 2014-15 Annual Report & Accounts, and the auditor's report. Send separately to auditor. Office Yes check.svg Done
3 July Deadline for members to suggest amendments to proposed resolutions (This deadline may not apply to obvious corrections of minor errors) Members Yes check.svg Done
10 July Deadline for receipt of Director nominations at the WMUK offices
  • (Office)
AoA#17.3(b) Yes check.svg Done
13-14 July Prepare papers
  • Print proxy and voting forms, agenda, resolutions etc.
  • Envelope stuffing
* Tellers & Secretary

* (Office)

Yes check.svg Done
15 July Notice of Directors' election sent to members by post Include voting forms, resolutions & amendments. AoA#17.4, ER Yes check.svg Done
17 July Notice of Directors' election legally given to members AoA#26.6 Yes check.svg Done
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
25 July 15:00 AGM
25 July 15:00 + 30 mins AGM quorum Greater of 10 or 10% in person or proxy. (~30) 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