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 Company 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.

Related Information:

1.  Adding a Shareholder Meeting:
-  Use Standard Toolbar ADD  button or
-  use New Shareholder Meeting option in File menu

2.  Deleting a Shareholder Meeting:
-  Use Standard Toolbar DELETE  button or
-  use Delete Shareholder Meeting option in File menu 

3.  Modifying a Shareholder Meeitng:
-  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 Navigation

-  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

Meeting Date and Time :  Dates of meetings in documents are tied to the meeting dates on this form.  When creating a 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 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.   
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Date of Notices :  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.  
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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..
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Insert Clear Company Address :  The location of the meeting is often the address of the primary office for the company. For this reason a button is included to automatically insert the address of the office from the Company Profile form.  If the address for the shareholder meeting is not exactly the same as the address for the office, it may still save time and reduce the possibility of errors to automatically enter the 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 documents listed on the Create Documents and Resolutions form. 
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Typer 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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Proxy:  This toggles between the list of shareholder who attended the meeting and those who used a proxy to vote at the meeting.  They can not do both so, if a shareholder is marked as having attended the meeting the marked for using a proxy, the attendance mark is removed, and visa versa .
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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 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 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 Stock Ledger at the time of the meeting. The report also calculates the percentage of total shares represented during a meeting.  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 :  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 Shareholder Meeting 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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