2016 Annual General Meeting/planning

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		Done
2015-08-31	Minutes of 2015 AGM	Type up and circulate for correction	Secretary		Done
2016-05-14	Agenda	Outline basic agenda	Secretary & Chair, with input from CEO		Done
2016-05-31	Confirm tellers	Decide who will be teller for AGM	Board		Done
2016-06-14	Annual Review	Text written	CEO / Communications Co-ordinator		Done
2016-06-14	Annual Review	Text to designer	CEO / Communications Co-ordinator		Done
2016-05-25	ARC meeting	Endorse draft Annual Accounts for Board approval	Audit & Risk Committee		Done
2016-05-14	AGM Agenda	Circulate drafts of Agenda & Resolutions for Board comment	Secretary & Chair		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		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	Done
2016-06-03	Earliest day notice of Director nomination can be received			AoA#17.3(b)	Done
2016-06-11	Finalise draft 2015 minutes	Agree minutes to be put forward to AGM at board meeting	Board		Done
2016-06-11	Agree agenda for AGM	at board meeting	Board		Done
2016-06-11	Approve Annual Report and Accounts	at board meeting	Board		Done
2016-06-11	Agree board resolutions going forward to AGM	at board meeting	Board		Done
2016-06-03	Deadline for members to propose draft resolutions for AGM		Members		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	Done
2016-06-18	Formal notice of AGM legally given			AoA#6.1, ER	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		Done
2016-06-24	Deadline for receipt of Director nominations at the WMUK offices		(Office)	AoA#17.3(b)	Done
2016-06-27	Prepare papers	Print proxy and voting forms, agenda, resolutions etc. Envelope stuffing	Secretary, Chair & Tellers (Office)		Done
2016-06-29	Notice of Directors' election sent to members by post	Include voting forms, resolutions & amendments.	Office	AoA#17.4, ER	Done
2016-07-01	Notice of Directors' election legally given to members			AoA#26.6	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	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