2014 Annual General Meeting/planning

The 2014 Annual General Meeting will be held on Saturday 9 August at 4pm, in Frobisher Rooms 123 on the 4th floor of the Barbican Centre.

Deadline & ToDo list

Deadlines	Item	What	By whom	Notes	Progress
June 2013	Minutes of 2013 AGM	Type up and circulate for correction	RS		Done
	Venue	Decide location and book venue	Board		Done
	Date	Decide date and book venue	Board	Less than 15 months from last AGM	Done
	Agenda	Outline basic agenda			Done
17 April	Annual Review	Text written	SB		Done
Beginning of May	Annual Review	Text to designer	SB		Done
Early May	Audit Clearance Meeting	Review results of 2013-14 audit with UHY	Jon Warsop, GD, JD, RS, DJ		Done
21 May	ARC meeting	Endorse draft Annual Accounts as audited and Annual Report as drafted, for Board approval and endorse draft Annual Review for Board agreement			Done
23 May	AGM Agenda	Circulate drafts of AGM Notice, Agenda & Resolutions for Board comment	Secretary		Done
27 May	Deadline for board papers	Deadline for papers to the office for distribution to trustee for 7 June board meeting	Office		Done
7 June	Approve Annual Report and audited Accounts		Board		Done
27 June	Registration	Registration page set up	Office		Done
27 June	Warning notice transmitted by email	Include deadline for resolutions	Tellers & Secretary		Done
28 June	Agree agenda		Secretary & Chair		Done
28 June	Agree 2013 minutes		Secretary & Chair		Done
30 June	Agree board resolutions going forward to AGM		Secretary & Chair	With input from Tellers	Done
04 July	Earliest day for notice of Director nomination to be received			AoA#17.3(b)	Done
06 July	Deadline for members to propose resolutions to AGM				Done
09 July	Formal notice of AGM transmitted by email	Circulate AGM Notice, Agenda, copies of the approved 2013-14 Annual Report & Accounts, and auditor's report to all company members, directors, and the auditors Include remainder to update address Include request for board candidates	Tellers & Secretary	AoA#26	Done
11 July	Formal notice of AGM legally given			AoA#6.1, ER	Done
18 July	Deadline for Notice of Director nominations			AoA#17.3(b)	Done
18 July	Deadline for amendments to proposed resolutions				Done
20 July	Agree Annual Review		Board		Done
21-22 July	Register of members	Print register of members Print voting forms, agenda, resolutions etc. Envelope stuffing	Tellers & Secretary (Office)		Done
23 July	Notice of Directors election transmitted by post	Include voting forms & resolutions	Tellers & Secretary (Office)	AoA#26	Done
25 July	Notice of Directors election legally given			AoA#17.4, ER
End of July	Annual Review ready	Published in all formats	SB
End of July	Annual Report ready		RS, DJ, Board & Auditor
28-29 July	Delegate packs	Print agenda, feedback sheet Prepare delegate packs	Office
05 August	Delegate packs	Print badges for attendees	Office
07 August 4pm	AGM proxies appointment			AoA#11.3
09 August 4pm	AGM	Ensure that stewards helping out with Wikimania are instructed to allow members access to the Barbican and to the meeting on presentation of a voting form (ie a ticket to attend Wikimania is not required)
09 August 4:30pm	AGM quorum	Greater of 10 or 10% in person or proxy. (~30)		AoA#7
31 October	Annual accounts filing with Companies House & circulation to members			CA2006#424, CA2006#442
30 November	Annual return filing with Charity Commission	Include Annual Report & auditor's report		CA2011#163