If the company has a form affidavit, ensure that details are accurate for the current year and enter the form in the minutes for the meeting. Each corporation shall hold an annual meeting of its stockholders to elect directors and transact any other business within its powers.Corporations typically hold several required formal meetings each year. The exact requirements vary depending on state laws and your corporation's bylaws. This guide will help you file formation documents, get tax identification numbers, and set up your company records. Free annual shareholder meeting minutes template. How to hold an annual shareholder meeting and document your corporate minutes. (bb) "Stockholder" means a person who is a record holder of shares of stock in a corporation and includes a member of a corporation organized without stock. For virtual shareholders meetings in the declaration of trust or bylaws. For smaller businesses, limited liability companies are generally a better option.