If the company has a form affidavit, ensure that details are accurate for the current year and enter the form in the minutes for the meeting. The stockholders may elect a successor to fill a vacancy on the board of directors which results from the removal of a director.Meetings are the lifeblood of common ownership communities. Everything from electing board members to planning social events happens in meetings. This guide will help you file formation documents, get tax identification numbers, and set up your company records. Section.1. Annual Meetings.