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:__________________________