Formatting (7 parts)
I. Meeting Details
- Main Title (top of page) – “Shareholders Meeting Minutes for [Organization’s Name];
- Chairperson’s name;
- Secretary’s name;
- Date & Time; and
- Location.
III. Call to Order
- Approval of previous meeting minutes; and
- Approval of the current meeting agenda.
IV. Old Business
- List outstanding discussion items from the previous meeting;
- Describe any issues and/or resolutions from the “old business” discussion; and
- Record any decisions made through a vote.
V. New Business
- Document new orders of business;
- Describe any questions, concerns, or issues that arise;
- Log any reports or other documentation that is distributed; and
- Record any resolutions made by vote.
VI. Special Considerations
- Nominations;
- Note from institutional investors (firms managing mutual funds, hedge funds, etc.);
- Upcoming scheduled votes; and
- Any other business matters that are discussed.
VII. Adjournment
- Record the time of the meeting’s end;
- Meeting Chairperson and Secretary approve minutes; and
- Minutes are distributed to all attendees.
Sample – Shareholders Meeting Minutes
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