(2) Prior to being convened, a meeting of stockholders may be postponed from time to time to a date not more than 120 days after the original record date. The Act requires public bodies to retain its minutes and any tape recording of a meeting for at least five years.A resolution is a motion written in a particular format. Multi-member Body (Board, Commission or Committee). ▫. Date, time, and location of the meeting. Type of meeting (e.g. 2.2 Annual Meetings. Complying with training requirements; completing Compliance. Checklist if member designated for training can't attend.