Free annual shareholder meeting minutes template. How to hold an annual shareholder meeting and document your corporate minutes.A special shareholder meeting is called to handle issues that occur in between annual meetings and there are requirements for calling and holding the meeting. Minutes of Shareholders' Meetings record the decisions made during a shareholders' meeting. Shareholder meetings can be held on short-term notice if the required number of shareholders have agreed to attend the meeting in such a short period of time. All voting shareholders must be given written notice of the meeting, but it is not required that all voting shareholders attend the meeting. A public body must provide notice of a public meeting to the public. The notice must state the place, date, hour, means of remote communication and, in the case of a special meeting, the purpose of the meeting. As the largest public housing agency in Michigan, we continue to be a catalyst for change. The agenda was approved as submitted.