2018 Annual General Meeting/planning

Deadline and To-Do 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
12/09/2018	Minutes of 2017 AGM	Type up and circulate for correction	CEO		Done
18/05/2018	Agenda	Outline basic agenda	Chair and CEO		Done
18/05/2018	AGM Agenda	Circulate drafts of Agenda & Resolutions for Board comment	CEO		Done
27/05/2018	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)		Done
05/06/2018	Confirm tellers	Decide who will be teller for AGM	Board
06/06/2018	ARC meeting	Endorse draft Annual Accounts for Board approval	Audit & Risk Committee		Done
07/06/2018	Deadline for board papers	Deadline for board papers	Board & Office
08/06/2018	Deadline for members to propose draft resolutions for AGM		Members
09/06/2016	Earliest day notice of Director nomination can be received			AoA#17.3(b)
14/06/2018	Finalise draft 2016 minutes	Agree minutes to be put forward to AGM at board meeting
14/06/2018	Agree agenda for AGM	at board meeting
14/06/2018	Approve Annual Report and Accounts	at board meeting
14/06/2018	Agree board resolutions going forward to AGM	at board meeting
19/06/2018	Strategic Report	Text written	CEO / Communications Co-ordinator
22/06/2018	Strategic Report	Text to designer	CEO / Communications Co-ordinator
21/06/2018	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
22/06/2018	Draft delegate packs		CEO and Membership, Fundraising and Operations Assistant
23/06/2018	Formal notice of AGM legally given			AoA#6.1, ER
29/06/2018	Deadline for members to suggest amendments to proposed resolutions	(This deadline may not apply to obvious corrections of minor errors)	Members
29/06/2018	Deadline for receipt of Director nominations at the Wikimedia UK offices		Office	AoA#17.3(b)
02/07/2018	Prepare papers	Print proxy and voting forms, agenda, resolutions etc. Envelope stuffing	Membership, Fundraising and Operations Assistant (Office)
04/07/2018	Notice of Directors' election sent to members by post	Include voting forms, resolutions & amendments.	Office	AoA#17.4, ER
06/07/2018	Notice of Directors' election legally given to members			AoA#26.6
06/07/2018	Deadline for membership eligibility prior to AGM		Office
09/07/2018	Annual Review complete, and approved	Publish online	Communications co-ordinator
09/07/2018	Delegate packs	Print agenda. feedback sheet. Prepare delegate packs.	Office
10/07/2018	Name badges	Print badges for attendees	Office
12/07/2018	Deadline for receipt at the WMUK offices of AGM proxy appointments		Members	AoA#11.3
14/07/2018	AGM
14/07/2018	AGM quorum	Greater of 10 or 10% in person or by proxy.	Chair	AoA#7
31/10/2018	Annual accounts filing with Companies House & circulation to members		Office	CA2006#424CA2006#442
31/10/2018	Annual return filing with Charity Commission	Include Annual Report & independent examiner's report	Office	CA2011#163