The waiver should be included with the annual meeting minutes and added to the corporate book. The wording may be succinct and simple.It should include the name of the corporation, location, time, and date of the meeting. One of the requirements for corporations in most states is to have an annual board meeting. Typically, these are held near the end of the year. Free annual shareholder meeting minutes template. How to hold an annual shareholder meeting and document your corporate minutes. This guide outlines some of the basics about preparing for and conducting an annual stockholder meeting of a Delaware corporation. Annual meetings are yearly gatherings of shareholders, board members, and startup leaders. The time is used to vote on critical issues of company management.