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Preparations for the Annual Shareholder Meeting
Annual meetings of shareholders of a corporation may be considered an ongoing process in which the planning and execution of each year’s meeting evolves from the previous year’s meeting. As each year’s meeting concludes, preparations for the following year’s meeting may begin by setting a schedule of tasks and responsible persons.
- Providing notice and record dates for the next annual meeting;
- Determining a location for the annual meeting in accordance with the corporate charter and the corporate law of the state in which the corporation is chartered;
- Reserving appropriate meeting facilities or establishing necessary electronic communication facilities;
- Determining who will be nominated for election by shareholders to fill corporate directorships;
- Preparation of resolutions for adoption by the Board of Directors to establish the date of the annual meeting, to approve nominees for directorships, to bring additional matters before the shareholders at the annual meeting, and to appoint an inspector of elections for the meeting;
- Preparation, board approval, and filing with the Securities and Exchange Commission of proxy statements for the shareholders, including an annual report and financial statements;
- Setting the date by which shareholder proposals for the annual meeting must be received by the company;
- Arranging for printing and distribution of proxy materials and the annual report; and
- Preparation of an agenda and management presentations for the annual meeting.
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