Determining the options available for annual meetings requires an analysis of relevant state corporate law as well as the organization's governing documents. Free annual shareholder meeting minutes template.How to hold an annual shareholder meeting and document your corporate minutes. This guide will help you file formation documents, get tax identification numbers, and set up your company records. Ohio law requires that shareholders meet at least once a year to elect directors and to consider annual financial statements. Upon determining the type of business entity you would like to form, our office can assist you in the filing process. An annual meeting of shareholders is held to discuss the needs of the corporation, review the previous year, and—most importantly—elect the directors. Common interest properties are common throughout Ohio. Do I have to file an annual report? The only thing on the agenda needs is the board of directors' election at the annual meeting.