Free Shareholder Legal Meeting Checklist

Notify all shareholders of the meeting date, time, and location

Distribute the agenda, meeting materials, and financial statements to shareholders in advance.

Confirm quorum requirements are met for the meeting.

Verify that all legal documents are prepared and ready (e.g., meeting minutes from previous meetings)

Ensure that proxies, if any, are submitted and verified.

Confirm that legal counsel, if necessary, is available to attend the meeting.

Call the meeting to order by the chairperson or appointed leader

Confirm that the meeting notice was sent in compliance with corporate bylaws.

Establish that the meeting has a quorum of shareholders present (in person or by proxy)

Introduce key participants (e.g., officers, legal advisors)

Review the minutes from the previous shareholders' meeting

Address any corrections or amendments to the minutes.

Obtain approval from shareholders to approve the minutes as written or amended.

Present the most recent financial statements (balance sheet, income statement, etc.)

Address any significant changes, concerns, or highlights in the financial performance.

Open the floor for questions or discussion regarding the financials.

Vote, if applicable, to approve the financial statements

Review any proposed changes to corporate bylaws or governance policies

Discuss any issues related to corporate leadership, executive compensation, or board composition.

Vote, if applicable, on any proposed changes or approvals related to governance or policies

Nominations for new directors or officers (if applicable)

Present and discuss the qualifications of nominees.

Vote to elect or re-elect directors or officers, if necessary

Confirm appointment or election results.

Review any shareholder proposals submitted in advance of the meeting

Discuss each proposal or resolution with shareholders.

Open the floor for shareholder comments or questions regarding the proposals.

Vote, if applicable, on shareholder proposals and resolutions

Review any ongoing or new legal or regulatory matters affecting the company.

Discuss the status of any legal disputes, investigations, or compliance issues.

Address any required filings or legal actions to maintain compliance with applicable laws.

Vote, if applicable, on authorizations for legal actions or settlements

Address any additional business or issues not previously discussed

Open the floor for shareholders to bring up any new or unforeseen matters.

Discuss any upcoming events or actions that require shareholder involvement.

Confirm that all agenda items have been addressed

Summarize key decisions made and votes taken during the meeting.

Confirm that the next meeting date or timeline for the next meeting is established.

Close the meeting, ensuring proper legal formalities are observed.

Prepare and distribute meeting minutes to shareholders

File any necessary corporate filings related to meeting resolutions.

Ensure that shareholder votes and decisions are recorded and stored properly.

Follow up on any action items or decisions made during the meeting.