agendIQ
TemplatesPricing
Sign inStart free

Product

  • Agenda builder
  • Live meetings
  • Video calls
  • Presentations
  • Team and calendar
  • Notes for everyone

Free tools

  • Agenda maker
  • Online timer
  • Wheel spinner
  • Team generator
  • Word cloud generator
  • AI quiz generator
  • Meeting cost calculator
  • Meeting games
  • Guides
  • All free tools
  • Templates
  • Pricing
Sign inStart free

Free forever · Pro free for 14 days. No card needed.

  1. Home/
  2. Templates/
  3. Meeting kits/
  4. Annual corporate minutes
Meeting kitLegalMinutes

Annual corporate minutes

60 minutes 10 blocksFree Free template

A combined annual meeting of shareholders and directors in formal order, with votes on each motion and a minutes template that's filled in as you go.

Use this template See inside

Free to use and to run live. No card needed.

Share
60 min · 10 blocks, drawn to scale Fits exactly
  1. Call to order, notice and quorum, 4 minutes 4
  2. Approve the minutes of the last annual meeting, 3 minutes 3
  3. President's report on the year, 8 minutes 8
  4. Treasurer's report and annual financial statements, 8 minutes 8
  5. Shareholders: elect the board of directors, 6 minutes 6
  6. Ratify the acts of the directors and officers since the last meeting, 4 minutes 4
  7. Directors: appoint officers and set compensation, 8 minutes 8
  8. Directors: distributions, banking, major contracts, loans, 10 minutesDecide 10
  9. New business: motions from the floor, 5 minutes 5
  10. Announcements and adjournment, 4 minutes 4
015304560 min
  1. +0′Call to order, notice and quorumTip: The chair states the date, time and place, confirms notice was given (or waivers signed) and that a quorum is present under the bylaws. The secretary records who is present in person or by proxy.4 minInfo
  2. +4′Approve the minutes of the last annual meetingApprove last year's minutes?Tip: Corrections are made before the vote. Record the minutes as approved, or approved as corrected.3 minVote
  3. +7′President's report on the year8 minInfo
  4. +15′Treasurer's report and annual financial statementsTip: Present the statements. They're usually received and filed rather than voted on, unless your bylaws say otherwise.8 minInfo
  5. +23′Shareholders: elect the board of directorsElect the slate of directors as nominated?Tip: Phone votes here are anonymous and one per person. If shares carry different votes, count by shares as your bylaws require and record the result by shares.6 minVote
  6. +29′Ratify the acts of the directors and officers since the last meetingRatify last year's acts of the directors and officers?4 minVote
  7. +33′Directors: appoint officers and set compensationTip: The shareholders' part of the meeting is over. The board now acts: president, secretary, treasurer and any other officers, with compensation if any.8 minDecide
  8. +41′Directors: distributions, banking, major contracts, loansTip: Take each item as its own motion. For each, the secretary records who moved it and the result.10 minDecide
  9. +51′New business: motions from the floorAdopt the motion as stated by the chair?Tip: Read the exact wording of each motion before the vote so the minutes match.5 minVote
  10. +56′Announcements and adjournmentTip: The chair declares the meeting adjourned and states the time. The secretary notes it.4 minWrap-up

In short

Corporate minutes are the official record of what shareholders and directors decided at a meeting. This kit runs a small corporation's annual meeting in formal order (quorum, last minutes, reports, director election, officer appointments, resolutions, adjournment) with a vote on each motion and a fill-in minutes template sent afterwards.
Time
60 minutes
Motions
Votes on each, with results recorded
Includes
Agenda and minutes template
Plan
Free

Updated October 4, 2026

What's in the kit

By the end of this meeting, the shareholders have elected the board, the directors have appointed officers and approved the year's business, and every motion is on the record. The full agenda is drawn to scale above: every block has its own timer when you run it live.

The follow-up email

Subject

Minutes of the annual meeting of shareholders and directors (draft)

Draft minutes for review. Please send corrections by ______.

MINUTES OF THE ANNUAL MEETING OF SHAREHOLDERS AND DIRECTORS OF ______ (the Corporation)

Date: ______  Time: ______  Place: ______
Presiding: ______  Recorder (secretary): ______
Shareholders present (in person / by proxy, shares held): ______
Directors present: ______
Absent: ______
Notice: [ ] given on ______  [ ] waived in writing
Quorum: [ ] present  Shares represented: ______ of ______

1. Call to order at ______ by ______.
2. Minutes of the last annual meeting: [ ] approved as written  [ ] approved as corrected.
3. Reports: President's report received. Financial statements for the year ended ______ presented and filed.
4. Election of directors. Moved by ______, seconded by ______. Elected: ______. Result: ______.
5. Ratification of acts of directors and officers. Moved by ______. Result: ______.
6. Appointment of officers. President: ______ Secretary: ______ Treasurer: ______. Moved by ______. Result: ______.
7. Other resolutions
   Motion: ______
   Moved by: ______  Seconded by: ______
   Result: ______ (for ____ / against ____ / abstain ____)
8. New business: ______
9. Adjournment at ______.

Signed: ______ (Secretary)   Date: ______

How to run it

  1. 1Check your bylaws for notice, quorum and voting rules before the meeting, and add the motions you expect to take.
  2. 2Ask participants for their name when they join so the attendee list helps the secretary record who was present.
  3. 3Run each motion as a vote. Agendiq's summary records each decision and vote result as it happens, which makes the minutes quick to write.
  4. 4Phone votes are one per person and anonymous. Where shares carry different votes or a dissent must be named, record it by hand as well.
  5. 5Send the draft minutes from the follow-up, then have them signed by the secretary once approved.

Questions people ask

What should annual corporate minutes include?
The date, time and place, who presided and recorded, who was present, notice and quorum, approval of the last minutes, reports, the director election, officer appointments, each resolution with its result, and the time of adjournment.
Do S corps need meeting minutes?
Most state corporation laws and bylaws expect an S corporation to hold annual shareholder and director meetings and keep minutes, the same as any corporation. Check your state's rules and your bylaws.
Can shareholders and directors meet in one meeting?
Small corporations often hold both together, with the shareholders acting first and the board after. Keep the two parts clearly separated in the minutes.

Run it with your group

Free
  • A timer for every block on the shared screen
  • Results, decisions and actions in the summary
Use this template

Free to use and to run live. No card needed.

Goes well with

All meeting kits
    • Call to order, roll call and quorum by membership interest4′
    • Approve the minutes of the last meeting3′
    • Manager's report: operations and the year ahead7′
    • Financial report: results, capital accounts, tax filings8′
    FreeMeeting kit·Legal
    LLC meeting minutesA members' or managers' meeting in formal order, with resolutions voted by phone and a minutes template that records each member's interest and vote. 45 min
    • Call to order and quorum3′
    • Conflicts of interest: any director to disclose?3′
    • Resolution 1: read the full text4′
    • Resolution 1: questions and amendments6′
    proMeeting kit·Legal
    Board resolution templateThe board meeting where resolutions are adopted, plus ready formats for a resolution, its certification and a unanimous written consent. 40 min
    • Call to order and introduction of directors and officers3′
    • Inspector of elections and proof of notice2′
    • Report on quorum: shares present in person or by proxy2′
    • Approval of the minutes of the last annual meeting2′
    FreeAgenda·Legal
    Annual shareholder meetingA 60-minute annual meeting of shareholders in the usual order: notice and quorum, proposals and polls, preliminary results, the CEO's report and Q&A. 60 min
    • Call to order and attendance3′
    • Approve the agenda and last meeting's minutes4′
    • Actions from last meeting: done, in progress or stuck8′
    • Reports and updates12′
    FreeMeeting kit·Any team
    Meeting minutes templateAn agenda in standard minutes order with attendance from QR check-in, decisions voted on phones and actions with owners, plus a minutes template to send. 60 min
    • Quick check-in3′
    • Actions from last time5′
    • Topic 1: [the question we need to answer]8′
    • Decision on topic 13′
    FreeMeeting kit·Any team
    Meeting notes templateA 30-minute team meeting built to produce one page of notes: key points, decisions and actions with owners, ready to paste into a recap. 30 min
    • Call to order, attendance and quorum5′
    • Declarations of conflicts of interest; approve the agenda3′
    • Approve the minutes of the previous meeting4′
    • Consent agenda3′
    FreeMeeting kit·Leadership
    Board meeting minutes templateA formal board meeting in Robert's Rules order with quorum, conflicts, motions voted on phones and a minutes draft ready the moment it ends. 90 min
    • Call to order, quorum of the board and notice3′
    • Approve the minutes of the last board meeting3′
    • President's report6′
    • Treasurer's report: balances, delinquencies, reserves8′
    FreeMeeting kit·HOAs & residents
    HOA meeting minutesAn HOA board meeting in formal order with an owner forum and an owner priority poll, plus fill-in minutes recording each motion and owner comment. 75 min
    • Call to order and quorum3′
    • Conflict of interest disclosures3′
    • Consent agenda: last minutes and routine reports4′
    • Executive director's report12′
    FreeMeeting kit·Nonprofits
    Nonprofit board meeting minutesA nonprofit board meeting in formal order with conflict-of-interest disclosures, a consent agenda and votes, plus minutes that fill in as you go. 75 min

Open it, make it yours, run it live.

Change anything in the editor. When you're ready, press Present: everyone joins with a scan and answers on their phone.

  • Free forever
  • Pro free for 14 days
  • No card needed
  • Guests never need an account
Use this template More meeting kits
agendIQ

Meetings are boring. Let's make them fun. Plan the agenda, run it live with a call that follows it, and leave with decisions.

Product

  • Plan a meeting
  • How it works
  • Video calls
  • Interactive presentations
  • Meeting timer
  • Pricing
  • Join with a code
  • Sign in

Templates

  • Presentation templates
  • Games & quizzes
  • Workshop templates
  • Meeting kits
  • Weekly team meeting agenda
  • Retrospective meeting agenda
  • 1:1 meeting agenda
  • All 507 templates

Free tools

  • AI agenda maker
  • Meeting cost calculator
  • Video meetings
  • All free tools
  • Online timer
  • Wheel spinner
  • Random team generator
  • Word cloud generator
  • AI quiz generator

Guides

  • Meeting games & icebreakers
  • How to write a meeting agenda
  • How to run effective meetings
  • Meeting minutes & action items

Compare

  • Mentimeter alternative
  • Slido alternative
  • Free video calls compared
  • Google Meet alternative
  • Zoom alternative
  • Miro alternative
  • Otter.ai alternative
  • Kahoot alternatives
  • Gamma alternative

Trust

  • Privacy Policy
  • Terms of Service
  • Calls are never recorded
  • Votes stay anonymous
  • Data stored in the EU
© 2026 Agendiq30 sectors · 507 templates · Participants never need an account