It's not mandatory,but for a smoother Board Meeting presence of Comapny Secretary is recommended. Salt Lake City, Utah.This agenda is subject to change up to 24 hours prior to the meeting. Fill out a public comment card. Check the box indicating that you want to speak. 16-10a-821. Action without meeting. Minutes are the best record of actions and deliberations of a board or committee. Courts and regulators frequently look to minutes as the most reliable source. A company's board can assemble a general meeting, and likewise the shareholders. Regardless, the CEO of the company may, all alone, gather a Meeting.