# Compliance Calendar

Recurring legal and organizational deadlines.

# Compliance Calendar

The recurring legal and organizational deadlines WMI has to meet each year, in calendar order. WMI's fiscal year is the calendar year (January 1 to December 31). The board owns this calendar; the Treasurer and Secretary handle most of the filings.

<p class="callout info">Only items with a written source are listed. Anything marked "To be confirmed" still needs a firm date from the board.</p>

## Month by month

| When | What | Who | Notes |
|---|---|---|---|
| January | Q1 board meeting | Chairman, Secretary | The board meets quarterly. 2026 meetings were held in January, April, July and October; the next is set for 2027-01-12. |
| February | Start the IRS annual return (Form 990 series) | Treasurer, with the outside accountant | The Treasurer starts gathering the prior year's records for the accountant around February. |
| April | Q2 board meeting | Chairman, Secretary | |
| May | Insurance changes, if any | Treasurer | Tell the insurance agency about any coverage changes at least 30 days before the June renewal. |
| June | Insurance renewal | Treasurer | General liability, excess and directors and officers (D&O) policies renew in June. Review the renewal documents and pay the premium on time. |
| July | Q3 board meeting | Chairman, Secretary | |
| August | City fire inspection | Board | The City of Waukesha inspected the space on 2026-08-05; it is treated as an annual inspection. Lessons from the 2026 report: no multi-plug adapters, and keep exit sign batteries working. See **Electrical Safety and Lockout/Tagout** in Shop Safety. |
| October | Q4 board meeting | Chairman, Secretary | Held on the second Tuesday of October to allow time for quarterly financials. |
| October to December | Wisconsin DFI annual report | Treasurer or Executive Director | Annual report to the Wisconsin Department of Financial Institutions. See **Annual Filings**. |
| November | Lease rate increase | Treasurer | The rent increases each November. Review and record the change, and reflect it in the budget. |

<p class="callout warning">To be confirmed: the IRS filing deadline the board tracks, and the exact Wisconsin DFI annual report due date (the Treasurer's guide gives both "October 1 to December 31" and "by October 1").</p>

<p class="callout warning">To be confirmed: the month of the annual city fire inspection. The only dated inspection on record is 2026-08-05.</p>

## Every year, month to be confirmed

| What | Who | Source |
|---|---|---|
| Adopt the next fiscal year's budget. The board committed on 2026-07-21 to a formal FY2027 budget; spending well above budget will need board approval. | Treasurer and Executive Director draft; board adopts | 2026-07-21 minutes |
| Board elections. Directors serve staggered two-year terms. | Board | Bylaws Article IV; Chairman guide |
| Policy review and strategic planning session | Chairman | Chairman guide |
| Review member-at-large designations | Board | Project Continuum |
| Update the Board Skills Matrix and publish the nomination process report | Governance Committee | Project Groundswell |
| Annual review of the Space Improvement Committee | Board | Project Barnraising |
| Review the Non-Discrimination Policy (periodic) | Board | Non-Discrimination Policy |

<p class="callout warning">To be confirmed: the month each of these happens.</p>

## Ongoing

- **Board meetings:** at least twice a year under the **Bylaws**, quarterly in practice. Notices and agendas go out 5 to 7 days ahead.
- **Monthly bookkeeping:** the Treasurer reconciles the books and checks that bills are paid each month, and prepares the financial report for each quarterly meeting.
- **Minutes:** the Secretary circulates draft minutes within a week of each meeting; the board approves them at the next meeting, and the public summary follows (see **Board Meeting Summaries**).

## Related pages

- **Annual Filings**
- **IRS 501(c)(3) Determination Letter and EIN**
- **Bylaws**