2019 Annual General Meeting/planning

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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 Yes check.svg Done
Venue Confirm venue Board Yes check.svg Done
11/09/2018 Minutes of 2018 AGM Type up and circulate for correction CEO
Yes check.svg Done
17/05/2019 Agenda Outline basic agenda Chair and CEO Yes check.svg Done
17/05/2019 AGM Agenda Circulate drafts of Agenda & Resolutions for Board comment CEO Yes check.svg Done
30/05/2019 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) Legal deadline is 14 June, but under A5.4, members must be given at least 7 clear days notice of the deadline to file resolutions. Yes check.svg Done
04/06/2019 Confirm tellers Decide who will be teller for AGM Board Yes check.svg Done
06/06/2019 ARC meeting Endorse draft Annual Accounts for Board approval Audit & Risk Committee Yes check.svg Done
06/06/2019 Deadline for board papers Deadline for board papers Board & Office Yes check.svg Done
07/06/2019 Deadline for members to propose draft resolutions for AGM Members Yes check.svg Done
08/06/2019 Earliest day notice of Director nomination can be received AoA#17.3(b) Yes check.svg Done
07/06/2019 Strategic Report Draft text of Strategic Report for board approval CEO / Communications Co-ordinator Yes check.svg Done
07/06/2019 Strategic Report Finalise text and design brief Yes check.svg Done
13/06/2019 Finalise draft 2018 minutes Agree minutes to be put forward to AGM by email CEO and Board Yes check.svg Done
13/06/2019 Agree agenda for AGM By email CEO and Board Yes check.svg Done
13/06/2019 Approve Annual Report and Accounts By email CEO and Board Yes check.svg Done
13/06/2019 Agree board resolutions going forward to AGM By email CEO and Board Yes check.svg Done
21/06/2019 Strategic Report Text to designer CEO / Communications Co-ordinator Yes check.svg Done
20/06/2019 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
21/06/2019 Draft delegate packs CEO and Membership, Fundraising and Operations Assistant Yes check.svg Done
22/06/2019 Formal notice of AGM legally given AoA#6.1, ER Yes check.svg Done
28/06/2019 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
28/06/2019 Deadline for receipt of Director nominations at the Wikimedia UK offices Office AoA#17.3(b) Yes check.svg Done
01/07/2019 Board Meeting Yes check.svg Done
01/07/2019 Prepare papers Print proxy and voting forms, agenda, resolutions etc. Envelope stuffing Membership, Fundraising and Operations Assistant (Office) Yes check.svg Done
03/07/2019 Notice of Directors' election sent to members by post Include voting forms, resolutions & amendments. Office AoA#17.4, ER Yes check.svg Done
05/07/2019 Notice of Directors' election legally given to members AoA#26.6 Yes check.svg Done
01/07/2019 Deadline for membership eligibility prior to AGM Office Yes check.svg Done
08/07/2019 Annual Review complete, and approved Publish online Communications co-ordinator Yes check.svg Done
08/07/2019 Delegate packs Print agenda. feedback sheet. Prepare delegate packs. Office
09/07/2019 Name badges Print badges for attendees Office
11/07/2019 Deadline for receipt at the WMUK offices of AGM proxy appointments Members AoA#11.3
13/07/2019 AGM
13/07/2019 AGM quorum Greater of 10 or 10% in person or by proxy. Chair AoA#7
30/10/2019 Annual accounts filing with Companies House & circulation to members Office CA2006#424CA2006#442
30/10/2019 Annual return filing with Charity Commission Include Annual Report & independent examiner's report Office CA2011#163