It's not mandatory,but for a smoother Board Meeting presence of Comapny Secretary is recommended. Community Board 11 Full Board meetings are typically held on the fourth Thursday of the month with the exception of July and August.The. Secretary shall act as a secretary at all meetings of the Board, but in the absence of the. Form a corporation, limited liability company (LLCs), limited partnership or more and do business in New York State. A company's board can assemble a general meeting, and likewise the shareholders. Regardless, the CEO of the company may, all alone, gather a Meeting. Corporate minutes for single shareholder are the written record of all decisions or actions that are taken during a meeting of a corporation's shareholders. Board of Trustees Meeting. Minutes. Premeeting preparation. Board meeting organization starts with planning.