Annual Shareholders Meeting Details

The law and every state requires holding of Annual Shareholders Meeting for any incorporated corporation. The main tasks of such meetings are to appoint directors of the company or transact any other business, which requires shareholders approval. Any resolution that needs shareholders approval is placed before the meeting for voting. If majority shareholders votes in favor of the resolutions at the Annual General Meeting then, it is deemed as accepted and carried forward for its implementation.

These meetings also provides an opportunity and platform for the management to apprise and review progress of the corporation, the financial condition of the business, necessary changes needed by the corporation, appointment of directors and any other relevant important information, which must be conveyed to shareholders. All important decisions are discussed during the shareholders meetings and vote for the important issues related to the future of the company.

Few necessary steps are essential to organize shareholders meetings and they include:

• Fixing, Annual General Meeting and notification dates, which may be recorded in the Bylaws of the company or fixed by the directors each year.
• Setting up the Agenda of the meeting. Such Agenda may include important decisions, such as appointment of directors, approving S Corporation status, Approval of Annual Budget and audited accounts and so on.
• Arrange location for the meeting place.
• Prepare notices to be mailed to the shareholders, directors and other officials about the Annual General Meeting.
• Prepare a list of personnel, who are legally entitled to be notified.
• The notification includes, other than mailing notice of Annual General Meeting, the Proxy card, agenda and important business to be transacted along with brief explanations.
• Secretary or other official must be available to take the minutes of the meeting, which are legally required and same should be tabulated and distributed among the share holders.

Below given Minutes of Shareholders Annual General Meeting template will inform you, how Annual General Meeting of Shareholders is conducted:

     Minutes of Shareholder’s Annual General Meeting

Pursuant to regular notice, dated__________, the annual meeting of
shareholders of____________, was held at____________, ____________ on__________ at_________.

A quorum of shareholders attended, as shown by the attached roster. Proxies (if any) were examined and admitted as shown by the attached roster. The meeting was called to order by the meeting’s chairman_____________.

The first order of business was election of officers for the next year. The following were nominated for the elected offices as indicated:

President______________________________________

Secretary:____________________________________

Chairman of the Board: __________________________

Each candidate’s nomination was seconded, and after balloting, the following individuals were elected to the offices indicated:
President: ____________________________

Secretary: ___________________________

Chairman of the Board: _________________

Thereupon, the newly elected officers assumed their positions and the financial statements for the previous years operations were reviewed.

A dividend of $____(______&___/_____dollars) was declared per share, and the officers of the corporation directed to pay the same to shareholders of record as of____________.

There being no further business to come before the meeting the same was adjourned.

Dated:_______________________________

Secretary____________________________

Attest: President_______________________