The corporate secretary should attend, and should prepare minutes for, both meetings and should file the minutes in the corporate records book. The first step is the easiest – take attendance.Be sure that you have a quorum. The first issue of stock takes place during the initial meeting of the Board of Directors. Enjoy our free minutes template for your corporation's first board of directors meeting. Like all our forms, this template is intended for individual use. A formal hearing or interview an audience with the pope. You just need to provide a description of your latest inperson meeting which will need to include the date. The question on the form is : describe the circumstances of your inperson meeting , they dont ask you about how you met online. The election shall be conducted at the first meeting of the fiscal year.