OFFICERS, DIRECTORS AND SHAREHOLDERS. Subchapter. Free annual shareholder meeting minutes template.How to hold an annual shareholder meeting and document your corporate minutes. Minutes of Shareholders' Meetings record the decisions made during a shareholders' meeting. We are sending this alert to public companies incorporated in Pennsylvania to assist them in planning for their 2009 annual meetings. This is a template for the minutes of a special meeting of shareholders approving the dissolution of a Pennsylvania corporation. Planning an annual meeting for your corporation or LLC? Here are some of the most common topics to include on the agenda.