General Meeting Information: Our template includes spaces to list the corporation's name, meeting date, and location. A corporation shall hold a meeting of shareholders annually at a time stated in or fixed in accordance with the bylaws.Minutes of Shareholders' Meetings record the decisions made during a shareholders' meeting. A corporation shall prepare an alphabetical list of the names of all its shareholders who are entitled to notice of a shareholders' meeting. Virginia Corporate Bylaws create the policies and procedures for your corporation. Our free, attorney-drafted template can get you started. Virginia Stock Corporation Act (VSCA) Section 13.1654, generally requires Virginia corporations to hold an annual meeting of its shareholders. A Shareholder Proxy is a document that allows a shareholder to authorize someone else to vote on their behalf when absent from a meeting. 1. Place of Meetings.