Assemble meeting and invoice information: Complete Form STD-521, Publications Authorization and Invoice(opens in a new tab). The notice – which must include the date, time, and location of the meetings – must be printed in a paid newspaper of general circulation.Form of minutes of the board of directors of a Pennsylvania corporation, to be used when the board of directors takes actions at a meeting. Pennsylvania Department Of State Requires Advertising A Notice In Two Newspapers. A form of notice and agenda of an annual meeting of the shareholders of a Pennsylvania business corporation. First, make sure it's complete. The list of items that should go into your agenda should be mentioned in the governing documents for your HOA. Agencies must publish notice of their regularly scheduled meetings once a year, at least three days before the first meeting. The video below provides an in-depth walkthrough on how to complete the Resolution Meeting Data Form. Regular Meetings: These meetings are usually accounted for in the company's bylaws.