Arizona law requires all Arizona corporations to hold a meeting of shareholders annually at a time stated in or fixed in accordance with the bylaws. Free annual shareholder meeting minutes template.How to hold an annual shareholder meeting and document your corporate minutes. Name of the corporation. Date, time, and location of the meeting. Minutes of Shareholders' Meetings record the decisions made during a shareholders' meeting. Conducting a successful annual meeting requires knowledge of the association's documents, planning, organization, preparation and execution of the plan. 1. How do I form a corporation? 2. How do I form a nonprofit corporation? This guide will help you file formation documents, get tax identification numbers, and set up your company records.