Annual Meeting of Shareholders Utah corporations must hold meetings of shareholders annually, at the time and date stated in the by-laws. Remember to hold the first annual meeting of the shareholders (the owners of the corporation) according to bylaws and keep minutes of this meeting.Free annual shareholder meeting minutes template. How to hold an annual shareholder meeting and document your corporate minutes. A copy of all written communications with shareholders within the previous three years. A copy of the corporation's most recent annual report. We provide an LLC annual meeting minutes template to help your business easily record the minutes of your LLC's annual meeting. Corporations must hold annual shareholder meetings. You should list the company's initial shareholders here and include their complete names and addresses. 2.3 Place of Shareholder Meeting.