Annual Meeting for Shareholders

The following is a template for an annual shareholder meeting. Annual meetings are legally required for all corporate entities, to include public and privately held corporations. Typically the organizational bylaws provide guidance on when the meeting will be held. Additionally, the board of directors are required to call a special shareholder meeting in the event the corporation is confronting an acquisition, bankruptcy, merger, or restructuring. This is to ensure that shareholders can be properly informed of the significant change. A notice of a shareholder meeting is required by most states, to notify shareholders, officers, and other owners that hold shares of a corporation. The notice should communicate date and time, as well as where the meeting will be held and an outline, or agenda, of what will be discussed.

 

For consistency, guidance on the process of holding shareholder meetings should be outlined in the corporate by-laws, as this illustrates and ensures your company is following a formal process.

 

You can also download a copy of this Corporate Meeting Minutes Template as a MS Word document. Then adjustments can be made to this annual corporate meeting template to fit the needs of your organization.

 

MINUTES OF ANNUAL MEETING OF THE SHAREHOLDERS

OF

 

_____________________________________________________________________

 

 

The annual meeting of the shareholders of the above named corporation was held on: ________________________________ at __________________________________________

 

Present was:

 

Name__________________________________ Address________________________________________

 

Name__________________________________ Address________________________________________

 

Name__________________________________ Address________________________________________

 

Name__________________________________ Address________________________________________

 

Name__________________________________ Address________________________________________

 

Name__________________________________ Address________________________________________

 

_____________________________ was requested to be the temporary Chairman of the meeting.

 

_____________________________ was requested to be the temporary Secretary of the meeting.

 

The following directors were present:

 

Names of directors:

_________________________________

_________________________________

_________________________________

_________________________________

_________________________________

_________________________________

 

The following directors by proxy

_________________________________

_________________________________

_________________________________

_________________________________

 

 

 

 

 

The following officers were present:

 

Names of officers:

_________________________________

_________________________________

_________________________________

_________________________________

_________________________________

_________________________________

 

The following officers by proxy

_________________________________

_________________________________

_________________________________

_________________________________

 

1. The meeting was called to order. It was determined that a quorum was present either in person or by proxy, and the meeting could conduct business.

 

2. The Secretary determined and reported that notice of the meeting had been properly given or waived by shareholders in accordance with the bylaws.

 

3. A motion was made and carried, that the Secretary was ordered to attach the documentation (If any) or the appropriate affidavit of mailing of notice or waiver of notice to the meeting minutes. If no notice is attached, all shareholders agreed that proper notice of the meeting had been given.

 

4. There was presented to the meeting, a copy of the minutes of the previous meeting of the shareholders.

 

5. In accordance with the corporate bylaws, there was an election of directors, which each shareholder stating their choices for director and the number of shares they held. Each number of shares counting as one vote. The vote was tallied and the results were:

Name: Number of Votes:

________________________________________

________________________________________

________________________________________

________________________________________

________________________________________

________________________________________

 

6. Upon motion duly made, seconded and unanimously carried, it was resolved that the following persons were elected to serve as directors for one year and/or until the next shareholders meeting:

 

__________________________________

__________________________________

__________________________________

__________________________________

__________________________________

__________________________________

 

7. Upon motion duly made, seconded and unanimously carried, it was resolved that the compensation of the following directors was fixed at the following rates:

 

__________________________________

__________________________________

__________________________________

__________________________________

__________________________________

__________________________________

8. The president presented the annual presidents report of the corporation.

 

9. The treasurer of the corporation presented the treasurers report, which stated that the previous taxable year had:

a) a gross receipts total of: _________________

b) a gross profit total of: _________________

c) a net profit total of: _________________

 

Upon motion duly made, seconded and unanimously carried, it was resolved that the secretary would attach a copy of the presidents report and treasurers report to the corporate minutes book.

 

10. The following other business was transacted:

 

__________________________________________________________________________________________________________________________________________________
__________________________________________________________________________________________________________________________________________________________________
__________________________________________________________________________________________________________________________________________________________________
___________________________________________________________________________________________________________________________________________________________________

There was no further business, and upon motion made, seconded, and unanimously carried, it was

 

RESOLVED, that all the items and documents have been examined, are approved and adopted, and that all actions taken thus far have been ratified and approved by the shareholders.

 

There being no further business, upon motion made and carried, the meeting was adjourned.

 

Dated: _____________________________

 

Secretary Signature:___________________________
Printed Name:_________________________

 

Signature:______________________________
Printed Name:__________________________

Signature:______________________________
Printed Name:__________________________

Signature:______________________________
Printed Name:__________________________