2016 Annual General Meeting/planning

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

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
2015-08-31 Minutes of 2015 AGM Type up and circulate for correction Secretary Yes check.svg Done
2016-05-14 Agenda Outline basic agenda Secretary & Chair, with input from CEO Yes check.svg Done
2016-05-31 Confirm tellers Decide who will be teller for AGM Board Yes check.svg Done
2016-06-14 Annual Review Text written CEO / Communications Co-ordinator Yes check.svg Done
2016-06-14 Annual Review Text to designer CEO / Communications Co-ordinator Yes check.svg Done
2016-05-25 ARC meeting Endorse draft Annual Accounts for Board approval Audit & Risk Committee Yes check.svg Done
2016-05-14 AGM Agenda Circulate drafts of Agenda & Resolutions for Board comment Secretary & Chair Yes check.svg Done
2016-05-30 Deadline for board papers Deadline for papers to the office for distribution to trustees for 11 June board meeting Board & Office Yes check.svg Done
2016-05-25 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 Yes check.svg Done
2016-06-03 Earliest day notice of Director nomination can be received AoA#17.3(b) Yes check.svg Done
2016-06-11 Finalise draft 2015 minutes Agree minutes to be put forward to AGM

at board meeting

Board Yes check.svg Done
2016-06-11 Agree agenda for AGM at board meeting Board Yes check.svg Done
2016-06-11 Approve Annual Report and Accounts at board meeting Board Yes check.svg Done
2016-06-11 Agree board resolutions going forward to AGM at board meeting Board Yes check.svg Done
2016-06-03 Deadline for members to propose draft resolutions for AGM Members Yes check.svg Done
2016-06-16 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 Yes check.svg Done
2016-06-18 Formal notice of AGM legally given AoA#6.1, ER Yes check.svg Done
2016-07-04 Annual Review complete, and approved Publish online Communications co-ordinator
2016-06-24 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
2016-06-24 Deadline for receipt of Director nominations at the WMUK offices
  • (Office)
AoA#17.3(b) Yes check.svg Done
2016-06-27 Prepare papers
  • Print proxy and voting forms, agenda, resolutions etc.
  • Envelope stuffing
Secretary, Chair & Tellers

(Office)

Yes check.svg Done
2016-06-29 Notice of Directors' election sent to members by post Include voting forms, resolutions & amendments. Office AoA#17.4, ER Yes check.svg Done
2016-07-01 Notice of Directors' election legally given to members AoA#26.6 Yes check.svg Done
2016-07-04 Delegate packs
  • Print agenda, feedback sheet
  • Prepare delegate packs
Office
2016-07-05 Name badges Print badges for attendees Office
2016-07-07 Deadline for receipt at the WMUK offices of AGM proxy appointments Members AoA#11.3 Yes check.svg Done
2016-07-09 AGM
2016-07-09 AGM quorum Greater of 10 or 10% in person or by proxy. Chair AoA#7
2016-10-31 Annual accounts filing with Companies House & circulation to members Office CA2006#424CA2006#442
2016-11-30 Annual return filing with Charity Commission Include Annual Report & independent examiner's report Office CA2011#163