Minutes of Shareholders' Meetings record the decisions made during a shareholders' meeting. Free annual shareholder meeting minutes template.How to hold an annual shareholder meeting and document your corporate minutes. Virginia Stock Corporation Act (VSCA) Section 13.1654, generally requires Virginia corporations to hold an annual meeting of its shareholders. A corporation shall hold a special meeting of shareholders: 1. On call of the chairman of the board of directors, the president, the board of directors. Prepare annual meeting agenda and other documents (e.g. , annual budget) that may be appropriate or required to be distributed to owners for the annual meeting.