2017 Annual General Meeting/planning

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Miscellaneous: 2017 Annual Review · 2017 Annual Report  · UK Wikimedian of the Year 2017 · Training refresher · Timeline

The 2017 Annual General Meeting will be held in London on Saturday 15th July.

Deadline and 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 Yes check.svg Done
Venue Confirm venue Board Yes check.svg Done
13/09/2016 Minutes of 2016 AGM Type up and circulate for correction CEO Yes check.svg Done
20/05/2017 Agenda Outline basic agenda Chair and CEO Yes check.svg Done
20/05/2017 AGM Agenda Circulate drafts of Agenda & Resolutions for Board comment CEO Yes check.svg Done
30/05/2017 Send Article 5.4 notice by email regarding members' resolutions As part of more general email with advance (non-statutory) warning of AGM CEO and Chair (Office) Yes check.svg Done
06/06/2017 Confirm tellers Decide who will be teller for AGM Board Yes check.svg Done
07/06/2017 ARC meeting Endorse draft Annual Accounts for Board approval Audit & Risk Committee Yes check.svg Done
08/06/2017 Deadline for board papers Deadline for board papers Board & Office Yes check.svg Done
09/06/2017 Deadline for members to propose draft resolutions for AGM Members Yes check.svg Done
10/06/2017 Earliest day notice of Director nomination can be received AoA#17.3(b) Yes check.svg Done
15/06/2017 Finalise draft 2016 minutes Agree minutes to be put forward to AGM at board meeting Yes check.svg Done
15/06/2017 Agree agenda for AGM at board meeting Yes check.svg Done
15/06/2017 Approve Annual Report and Accounts at board meeting Yes check.svg Done
15/06/2017 Agree board resolutions going forward to AGM at board meeting Yes check.svg Done
20/06/2017 Annual Review Text written CEO / Communications Co-ordinator Yes check.svg Done
20/06/2017 Annual Review Text to designer CEO / Communications Co-ordinator Yes check.svg Done
22/06/2017 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. CEO and Chair AoA#26, ER Yes check.svg Done
23/06/2017 Draft delegate packs CEO and Membership, Fundraising and Operations Assistant Yes check.svg Done
24/06/2017 Formal notice of AGM legally given AoA#6.1, ER Yes check.svg Done
30/06/2017 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
30/06/2017 Deadline for receipt of Director nominations at the Wikimedia UK offices Office AoA#17.3(b) Yes check.svg Done
03/07/2017 Prepare papers Print proxy and voting forms, agenda, resolutions etc. Envelope stuffing Membership, Fundraising and Operations Assistant (Office) Yes check.svg Done
05/07/2017 Notice of Directors' election sent to members by post Include voting forms, resolutions & amendments. Office AoA#17.4, ER Yes check.svg Done
07/07/2017 Notice of Directors' election legally given to members AoA#26.6 Yes check.svg Done
07/07/2017 Deadline for membership eligibility prior to AGM Office Yes check.svg Done
10/07/2017 Annual Review complete, and approved Publish online Communications co-ordinator Yes check.svg Done
10/07/2017 Delegate packs Print agenda. feedback sheet. Prepare delegate packs. Office Yes check.svg Done
11/07/2017 Name badges Print badges for attendees Office Yes check.svg Done
13/07/2017 Deadline for receipt at the WMUK offices of AGM proxy appointments Members AoA#11.3 Yes check.svg Done
15/07/2017 AGM
15/07/2017 AGM quorum Greater of 10 or 10% in person or by proxy. Chair AoA#7
31/10/2017 Annual accounts filing with Companies House & circulation to members Office CA2006#424CA2006#442
30/11/2017 Annual return filing with Charity Commission Include Annual Report & independent examiner's report Office CA2011#163