2020 Annual General Meeting/planning

Deadline and To-Do list

Items in italics are legal deadline/limit, and not necessarily a scheduled date.

These dates are from the 2019 AGM and are being edited accordingly. Please hold for 2020 dates.

Deadlines	Item	What	By whom	Notes	Progress
	Date	Confirm date	Board	Less than 15 months from last AGM	Done
	Venue	Confirm venue	Board		Done
11/09/2018	Minutes of 2019 AGM	Type up and circulate for correction	CEO
17/05/2019	Agenda	Outline basic agenda	Chair and CEO		Done
17/05/2019	AGM Agenda	Circulate drafts of Agenda & Resolutions for Board comment	CEO
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.
04/06/2019	Confirm tellers	Decide who will be teller for AGM	Board
06/06/2019	ARC meeting	Endorse draft Annual Accounts for Board approval	Audit & Risk Committee
06/06/2019	Deadline for board papers	Deadline for board papers	Board & Office
07/06/2019	Deadline for members to propose draft resolutions for AGM		Members
08/06/2019	Earliest day notice of Director nomination can be received			AoA#17.3(b)
07/06/2019	Strategic Report	Draft text of Strategic Report for board approval	CEO / Communications Co-ordinator
07/06/2019	Strategic Report	Finalise text and design brief
13/06/2019	Finalise draft 2018 minutes	Agree minutes to be put forward to AGM by email	CEO and Board
13/06/2019	Agree agenda for AGM	By email	CEO and Board
13/06/2019	Approve Annual Report and Accounts	By email	CEO and Board
13/06/2019	Agree board resolutions going forward to AGM	By email	CEO and Board
21/06/2019	Strategic Report	Text to designer	CEO / Communications Co-ordinator
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
21/06/2019	Draft delegate packs		CEO and Membership, Fundraising and Operations Assistant
22/06/2019	Formal notice of AGM legally given			AoA#6.1, ER
28/06/2019	Deadline for members to suggest amendments to proposed resolutions	(This deadline may not apply to obvious corrections of minor errors)	Members
28/06/2019	Deadline for receipt of Director nominations at the Wikimedia UK offices		Office	AoA#17.3(b)
01/07/2019	Board Meeting
01/07/2019	Prepare papers	Print proxy and voting forms, agenda, resolutions etc. Envelope stuffing	Membership, Fundraising and Operations Assistant (Office)
03/07/2019	Notice of Directors' election sent to members by post	Include voting forms, resolutions & amendments.	Office	AoA#17.4, ER
05/07/2019	Notice of Directors' election legally given to members			AoA#26.6
01/07/2019	Deadline for membership eligibility prior to AGM		Office
08/07/2019	Annual Review complete, and approved	Publish online	Communications co-ordinator
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