2016 Annual General Meeting/planning
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AGM: Elections (Candidate statements · Candidate questions) — Resolutions |
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 |
|
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. |
|
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 |
|
AoA#17.3(b) | Done
| |
| 2016-06-27 | Prepare papers |
|
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 |
|
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 |