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Stockholder Meetings
Note: This description is basically the
same as the description for Director Meetings. If you are going through the Help topics
form by form you might want to skip one or the other.
Purpose: The Shareholder Meetings form
includes which shareholders attended the meeting, where and when it was
held, and the business that was conducted.
A record of shareholder meetings is important because a quorum is
often required to conduct business, it shows that shareholders are making
the decisions that shareholders are required to make, and it is
documentation for decisions that were made during each meeting.
Overview: A company record must be added to the
database from the Corporate Profile form before a record of a shareholder
meeting can be created. People must
be associated with the selected company on the Personnel form and marked as
Shareholders on the Officers & Directors form for the meeting
attendance list to operate correctly.
The attendance and notes entered on this form can be printed using
the Reports option on the main menu.
Recording attendance at shareholder meetings is important
documentation. The names of
shareholders appear in the bottom left corner of this form with a checkbox
that can be marked if a person attended the selected meeting. Once a meeting record is created, the
list of shareholders represents the name of people marked as shareholders
at the time and it does not change.
Details: Click the underlined links below
for more details.
Related
Information:
1. Adding
A Shareholder Meeting Record
- Use Standard Toolbar
ADD  button or
- use New Shareholder
Meeting option in File menu
2. Deleting A
Shareholder Meeting Record
- Use Standard Toolbar
DELETE  button or
- use Delete Shareholder Meeting
option in File menu
3. Modifying
A Shareholder Meeting Record
- Use Standard Toolbar
SAVE button and
REVERT  button or
- use SAVE and REVERT
options in the File menu
4. Record Navigation
- The
First/Prior/Next/Last buttons move through the shareholder meetings by the
meeting date in descending order
5. List  and Find 
- The ‘List’
option displays meetings by meeting date Selecting a meeting date in the
list displays that record on the form.
- The ‘Find’ option
locates records of shareholder meetings by
date of the meeting and
city the meeting was held in
6. Reports The
following reports are accessible from the Reports Option on the main menu.
While moving from one form to another the report options change
- Selected Company Meetings
List
- Selected Company Meetings by
Meeting Type
- All Company Meetings
- All Company Meetings by Meeting
Type
- Notes for Selected Meeting
- All General Meetings
- All Annual Meetings
- All Special Meetings
- All First Meetings
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Company Tabs: Company
tabs are used to select a company name so that data related to that company
appears on the screen. Records for
shareholder meetings can then be added, deleted, or modified.
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Meeting Date & Time:
Dates of meetings in corporate documents are tied to
the meeting dates on this form. When
creating a corporate document related to a shareholder meeting the date of the
meeting will be asked for. You will
be provided with a pull-down list of the meeting dates entered on this
form. To select a date the meeting
record must have been created here.
The purpose is to maintain consistency for meeting dates in
corporate documents. If you want to
create a document with a date for a meeting that is not on this form, you
will need to do it after the document is generated in the word
processor. GO TOP
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Date of Notice:
Notices must be sent to shareholders prior to each
meeting. To help document this the
dates of notices are entered here.
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Record Count:
This is the number of meetings in the shareholder
meeting table for the selected company and the number of the selected
meeting. If there are a large number
of meetings to scroll through the List or Find functions on the Standard
Toolbar can be used to more quickly locate meetings. GO TOP
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Address: The address of the meeting place includes
the street address of the building.
Details such as the suite or room number might be helpful to include
for creating meeting notices.. GO TOP
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Insert/Clear Corporate
Address: The location of the meeting is often the
address of the primary corporate office. For this reason a button is
included to automatically insert the address of the corporate office from
the Corporate Profile form. If the
address for the shareholder meeting is not exactly the same as the address
for the corporate office, it may still save time and reduce the possibility
of errors to automatically enter the corporate address then manually make
the minor changes that are needed.
If you want to revert to blank fields in the text boxes, press the
button again to clear the data.
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Meeting Notes:
The activities that transpire during a meeting can be
tracked using this area. The reading
of minutes, reports that were presented, and the passing of shareholder
resolutions should be included. From
these notes detailed minutes of meetings can be created using the corporate
documents listed on the Create Documents and Resolutions form. GO TOP
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Type of Meeting:
There are four types of shareholder meetings: 1.) The
First Shareholder Meeting is an organizational meeting where it is normal
for resolutions to be passed in order to elect directors and authorize
temporary or regular directors to oversee the corporation. There is only
one First Shareholder Meeting for each company. 2.) The Annual Meeting is usually held
after the fiscal year has ended so that year-end financial data can be
reported to the shareholders. 3.)
Special Meetings are held out of the normal sequence of meeting dates,
usually for a special purpose that can not wait until the Annual Meeting..
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Names of Shareholders:
The names of shareholder are listed in the lower left
portion of the form for the purpose of attendance. A person must have been added to the
Personnel form and must be marked as being associated with the selected
company. The person must also be marked as a shareholder for the selected
company on the Officers & Directors form or
the person’s name will not appear in this list.
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Attendance:
Shareholder attendance at very meeting is tracked for each
company. Attendance is important
because a quorum is usually required to conduct business and it is evidence
that shareholders are making the corporate decisions that are required of
the shareholders. Buttons at the top
of the list toggle between the attendance list and a list of those who used
proxies to cast their votes. Reports
for meeting attendance at shareholder meetings can be created from the
Corporate Documents form. The
reports detail the number of shares represented and the total number of
shares outstanding according to the registered owner of the stock on the
corporate Stock Ledger at the time of the meeting. The report also
calculates the percentage of total shares represented during a
meeting. CMS attendance reports must
be created at the time of the meeting because a Stock Ledger is dynamic and
the number of shares held by each stockholder can change over a short
period of time. The Stock Ledger is
accessible from the Navigation toolbar.
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Adding A Shareholder Meeting Record: To add a shareholder meeting use the New
button on the Standard Toolbar or the New Shareholder Meeting option on the
File menu at the top of the form.
When you add a record, blank text boxes appear and data can be
entered for that meeting.
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Deleting A Shareholder
Meeting Record: Use the Delete
button on the Standard Toolbar or the Delete Selected Shareholder Meeting
option in the File menu to remove the selected shareholder meeting
record. When a meeting is deleted,
data related to that meeting are also deleted including the minutes and
attendance. (It is highly recommended
that you back-up data before deleting records.) Resolutions that may have been created
for the meeting are not deleted. To delete saved resolutions, use the Saved
Resolutions form accessible from the Navigation toolbar.
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Modifying A Shareholder Meeting Record: Modifying
shareholder meeting records is relatively easy. Simply select the appropriate company
using the Company Tabs then locate the specific meeting using the navigation
buttons, the List function, or the Find function on the Standard
Toolbar. Entries can then be
changed. The changes can be saved by
pressing the SAVE button on the Standard toolbar.
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