A corporation shall hold a meeting of shareholders annually at a time stated in or fixed in accordance with the bylaws. Enjoy our free first shareholder meeting minutes template for your corporation's organizational meeting.This guide will help you file formation documents, get tax identification numbers, and set up your company records. The articles can be completed online and filed, or they can be provided to the Clerk's Office in PDF format for review and filing. If shareholders want to hold their first meeting right away instead of waiting for notice, they can sign a waiver. The shareholder voting process allows common stockholders to vote on issues that can impact company performance. Learn more about how to exercise your vote. You do not have to issue all shares authorized, that way you have the flexibility to add more shareholders at a later date. If you make investments, seek advice from a financial professional to be sure you are investing according to Virginia legal requirements. The organization meeting is the first meeting of the corporate directors and shareholders.