Shareholders Meeting Minutes Template
The secretary should be responsible for recording the minutes of the meeting on the Shareholders Meeting Minutes Template. FA1050-3 MINUTES OF SHAREHOLDERS’ MEETING should include, at a minimum:
- Who presided and acted as secretary;
- Shareholders attending and the number of shares represented in person or by proxy; and
- A summary of actions, in sufficient detail to avoid subsequent disputes over meeting activities and results.
Company bylaws should state who serves as meeting chairperson and secretary. The first meeting agenda item should be to read and approve the minutes of the previous meeting (or move to dispense with reading the minutes and to approve as is). The meeting should be conducted through formal proceedings according to parliamentary procedures (e.g., Robert’s Rules of Order). Items of action should be properly introduced by a motion and seconded.
The item may then be voted upon by either written ballot or by polling the group (e.g., raising of hands), as long as a clear majority of voting shares is demonstrable to the group as either in favor of or opposed to the item. Other items of business listed on the agenda and any other business that comes before the meeting should be discussed and acted upon. The meeting should conclude with a motion to adjourn that is seconded and carried.