What industry does your business represent? Minutes of Shareholders' Meetings record the decisions made during a shareholders' meeting.From keeping board meeting minutes to ensuring conversations remain on topic, here are some tips on how to host an annual shareholder meeting. Shareholder meetingsalso called general meetingsshould involve every individual that holds a share in the company. See Form 202 (Word 152kb, PDF 142kb). AGMs are mandatory events for private and public companies and require a notice period of at least 21 days. So it's only natural that both private companies and public companies are looking to hold their annual shareholder meeting in a virtual environment. The Official Website of the Edwards Aquifer Authority (EAA). Discussion must first fill out a Registration Form prior to the start of the meeting indicating which Agenda item they wish to address. PRESENTATIONS.