The notice – which must include the date, time, and location of the meetings – must be printed in a paid newspaper of general circulation. This Notice of Meeting of Board of Directors letter is available for use on UpCounsel.Download this free sample Notice of Meeting letter below. Be sure to include, in capital letters, THE SUNSHINE ACT MEETING NOTICES in the space immediately above the title of the meeting notice to be published. Our free template for first meeting minutes has been made to accommodate the differences of a sole director versus a board of directors. Add the Minutes for Organizational Meeting - Pennsylvania - Pennsylvania for editing.