First Board Meeting of Corporation

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This Kit provides helpful forms and guidelines for use in conducting your corporation's first board of directors meeting.

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This Board of Directors First Meeting Kit includes the necessary tools to set-up and conduct the first meeting of a corporation's board of directors. The Bylaws set forth that corporate meetings must be held and that formal minutes be taken. This kit contains helpful forms and guidelines on how the first meeting should be noticed and conducted.

This Board of Directors First Meeting Kit for your state includes the following:
  • Notes Regarding Board of Directors Meeting
  • First Board of Directors Meeting Checklist
  • Notice of First Board of Directors Meeting
  • Affidavit of Mailing of Notice of First Board of Directors Meeting
  • Waiver of Notice of First Board of Directors Meeting
  • Minutes of First Board of Directors Meeting

Protect yourself and your business by using our professionally prepared up-to-date forms.

This attorney-prepared packet contains:
  1. General Information
  2. Board of Directors First Meeting Kit for your state
State Law Compliance: This form complies with the laws of your state
This is the content of the form and is provided for your convenience. It is not necessarily what the actual form looks like and does not include the information, instructions and other materials that come with the form you would purchase. An actual sample can also be viewed by clicking on the "Sample Form" near the top left of this page.












Board of Directors Meeting
First Meeting Kit








This Packet Includes:
1. Information
2. Notes regarding Directors Meetings
3. First Board of Directors Meeting Checklist
4. Sample Notice of First Board of Directors Meeting
5. Sample Affidavit of Mailing of Notice of First Board of
Directors Meeting
6. Sample Waiver of Notice of First Board of Directors Meeting
7. Sample Minutes of First Board of Directors Meeting







Information
Board of Directors Meeting (First Meeting) - Kit

This kit provides tools and guidelines for conducting your corporations first board of directors meeting.

The board of directors of a corporation transacts business as a group.  Each individual director has no authority to bind the corporation (unless the board of directors as a group has previously authorized him or her to exercise that power).  Even in a corporation with a single director, there must be formal records of meetings and of the resolutions adopted by the board.

NOTE:  This kit includes materials generally applicable to corporations in any state.  However, there may be specific guidelines and restrictions regarding the duties and responsibilities of corporate directors both individually and in the context of board meetings.  Please consult your Secretary of States website for specific information for your state.




DISCLAIMER:

FindLegalForms, Inc. (“FLF”) is not a law firm and does not provide legal advice.  The use of these materials is not a substitute for legal advice. Only an attorney can provide legal advice.  An attorney should be consulted for all serious legal matters.  No Attorney-Client relationship is created by use of these materials.  

THESE MATERIALS ARE PROVIDED “AS-IS.  FLF DOES NOT GIVE ANY EXPRESS OR IMPLIED WARRANTIES OF MERCHANTABILITY, SUITABILITY OR COMPLETENESS FOR ANY OF THE MATERIALS FOR YOUR PARTICULAR NEEDS.  THE MATERIALS ARE USED AT YOUR OWN RISK.  IN NO EVENT WILL:  I) FLF, ITS AGENTS, PARTNERS, OR AFFILIATES; OR II) THE PROVIDERS, AUTHORS OR PUBLISHERS OF ITS MATERIALS, BE RESPONSIBLE OR LIABLE FOR ANY DIRECT, INDIRECT, INCIDENTAL, SPECIAL, EXEMPLARY, OR CONSEQUENTIAL DAMAGES (INCLUDING, BUT NOT LIMITED TO, PROCUREMENT OF SUBSTITUTE GOODS OR SERVICES; LOSS OF USE, DATE OR PROFITS; OR BUSINESS INTERRUPTION) HOWEVER USED AND ON ANY THEORY OF LIABILITY, WHETHER IN CONTRACT, STRICT LIABILITY, OR TORT (INCLUDING NEGLIGENCE OR OTHERWISE) ARISING IN ANY WAY OUT OF THE USE OF THESE MATERIALS. 


Notes Regarding Board of Directors Meetings

Corporate boards of directors must, at a minimum, hold an annual meeting to appoint the officers of the corporation for the coming year, decide if dividends will be declared for the year, and make any other annual decisions regarding the financial matters of the business.  Typically, boards will hold special meetings for specific topics much more frequently.  Whenever official corporate matters are discussed as a group, the board of directors should hold a meeting, keep minutes, and record the decisions made as corporate resolutions.  This is not a difficult task and it will provide a clear record of the agreements made by the board for future reference.  

Prior to any annual or special meetings of the board, notice must be given to each board member according to the time limits set in the bylaws.  A formal affidavit of mailing of notice should also be prepared.  If all board members are in agreement, an easier method to fulfill the notice requirement is to have the board sign waivers of notice.  This document and all of the other documents necessary to conduct and record your corporations first board of directors meeting are contained in this kit.

First Board of Directors Meeting Checklist


The following information should be covered and documented in the minutes of the first board of directors meeting:

?   Name of corporation

?   Date of meeting

?   Location of meeting

?   Officers present at meeting

?   Others present at meeting

?   Name of temporary chairperson presiding over meeting

?   Name of temporary secretary acting at meeting

?   Calling of meeting to order and quorum present

?   Proper notification of meeting

?   Notices sent and affidavit filed/or waivers filed

?   Articles of Incorporation filed with state

?   Date of filing

?   Effective date of incorporation

?   Approve and ratify any acts of incorporators taken on behalf of corporation prior to effective date of incorporation

?   Elect officers of corporation

?   Decide on annual salaries of officers

?   Direct that any organizational expenses be reimbursed to incorporators

?   Authorize opening of corporate bank account

?   Approve corporate seal, stock certificate, and stock transfer book

?   Approve corporate Bylaws

?   Approve issuance of stock in exchange for transfers of property or money

?   Designate fiscal year dates

?   Designate accounting basis (cash or accrual basis)

?   Document any other necessary business

?   Adjournment of meeting

?   Date and secretary signature on minutes


Notice of First Board of Directors Meeting of _____________________



TO:







In accordance with the bylaws of this corporation, the first organizational meeting of the board of directors will be held on ____________, 20 ___, at _____ oclock ___. m., at the offices of the corporation located at _______________________.

 
Dated: ____________, 20 ___



____________________
Signature of Incorporator

____________________
Printed Name of Incorporator



____________________
Signature of Incorporator

____________________
Printed Name of Incorporator




____________________
Signature of Incorporator

____________________
Printed Name of Incorporator
Affidavit of Mailing of Notice of First Board of Directors
Meeting of ____________________


State of ______________________
County of ____________________


Being duly sworn, ____________________________________________________ states:

I am the secretary of ____________________, a corporation organized under the laws of the State of ____________.

On ____________ , 20 ___ , I personally deposited stamped and sealed copies of the Notice of First Directors Meeting of this corporation in a post-office box in the City of _____________________, in the State of ____________.

The copies were correctly addressed to the following persons:

Name of Director                 Address of Director
___________________________________      ________________________________________

___________________________________      ________________________________________

___________________________________      ________________________________________


Dated: ____________, 20 ___
Corporate Seal
____________________
Signature of Secretary of Corporation

____________________
Printed Name of Secretary of Corporation


Subscribed and sworn to before me on ____________, 20 ___ .

____________________
Signature of Notary Public

Notary Public, In and for the County of __________
State of __________

My commission expires: ____________                Notary Seal
Waiver of Notice of First Board of Directors Meeting of _____________________


We, the undersigned incorporators of this corporation, waive any required notice and consent to the holding of the first meeting of the board of directors of this corporation on _____________, 20 ___, at _____ oclock ___ . m., at the offices of the corporation, located at _______________.


Dated: ____________, 20 ___


      Signature of Incorporator                 Printed Name of Incorporator

___________________________________        _______________________________________

___________________________________        _______________________________________

___________________________________        _______________________________________

___________________________________        _______________________________________

___________________________________        _______________________________________

___________________________________        _______________________________________

___________________________________        _______________________________________

___________________________________        _______________________________________




Minutes of First Board of Directors Meetingof _____________________


The first meeting of the board of directors of this corporation was held on ___________, 20 ___, at _____ oclock ___. m., at the offices of the corporation, located at ___________________.

Present at the meeting were the following people: _____________________________________ ____________________________________________________________________________________________________________________________________________________________
all of whom are designated as directors of this corporation in the Articles of Incorporation.

The following other persons were also present: _______________________________________ ___________________________________________________________________________________________________________________________________________________________.
 
1. ___________________________   was elected as the temporary chairperson of the board.

___________________________    was elected as the temporary secretary of the board.

2. The chairperson announced that the meeting had been duly called by the incorporators of the corporation, called the meeting to order, and determined that a quorum was present.

3. The secretary then presented an Affidavit of Mailing of Notice or a Waiver of Notice of the meeting which was signed by all directors.

Upon motion made and carried, the secretary was ordered to attach the Affidavit of Notice or the Waiver of Notice to the minutes of this meeting.

4. The chairperson reported that the Articles of Incorporation had been duly filed with the State of _______________ on ___________, 20 ___, and that the incorporation was effective as of ___________, 20 ___.

Upon motion made and carried, a copy of the Articles of Incorporation was ordered to be attached to the minutes of this meeting.
 
5. Upon motion made and carried, the board of directors
RESOLVED that:

The joint and individual acts of ____________________ and ____________________, the incorporators of this corporation, which were taken on behalf of the corporation, are approved, ratified, and adopted as acts of the corporation.


6.   The following persons were elected as officers of the corporation to serve until the first annual board of directors meeting:

______________________________________________, President

______________________________________________, Vice-President

______________________________________________, Treasurer

______________________________________________, Secretary


7.   Upon motion made and carried, the annual salaries of the officers were fixed at the following rates until the next annual meeting of the board of directors:

President      $ ____________________

Vice-President   $ ____________________

Secretary       $ ____________________

Treasurer       $ ____________________


8.    Upon motion made and carried, the board of directors
RESOLVED that:

The officers of this corporation are authorized and directed to pay all fees and expenses necessary for the organization of this corporation.  The officers are also directed to procure and prepare the necessary books for corporate accounting.

9.    Upon motion made and carried, the board of directors
RESOLVED that:

The officers of this corporation be authorized and directed to open a bank account with ____________________, located at _______________, and to deposit all funds of the corporation into this account, with checks payable upon the corporate signature of ____________________ only.

And further RESOLVED that:

The officers of this corporation are authorized to execute any formal Bank Resolutions and documents which may be necessary to open such an account.  A copy of the formal Bank Resolution for opening this account is hereby adopted and ordered to be attached to the minutes of this meeting.
10. A proposed Corporate Seal, Corporate Stock Certificate, and Corporate Stock Transfer Book were presented.

Upon motion made and carried, the board of directors
RESOLVED that:

The Seal, Stock Certificates, and Stock Transfer Book presented at this meeting are adopted and approved as the Seal, Stock Certificates, and Stock Transfer Book of this corporation.  A specimen copy of the Stock Certificate is ordered to be attached to the minutes of this meeting.
 
11.   A copy of the proposed bylaws of the corporation was presented at the meeting and read by each director.

Upon motion made and carried, the board of directors
RESOLVED that:

The proposed bylaws of this corporation are approved and adopted.  A copy of these bylaws is ordered to be attached to the minutes of this meeting.

12. The following persons have offered to transfer the property or money listed below to the corporation in exchange for the following number of shares of common capital stock in the corporation:

Name                 Property or Money         Number of Shares

__________________________    ________________________    _____________________

__________________________    ________________________    _____________________

__________________________    ________________________    _____________________

__________________________    ________________________    _____________________

__________________________    ________________________    _____________________

__________________________    ________________________    _____________________

 
Upon motion made and carried, the board of directors
RESOLVED that:

The assets proposed for transfer are good and sufficient consideration and the officers are directed to accept the assets on behalf of the corporation and to issue and deliver the appropriate number of shares of stock in this corporation to the respective persons.  The shares of stock issued shall be fully paid and non-assessable common capital stock of this corporation.

13.   Upon motion made and carried, the board of directors
RESOLVED that:

The fiscal year of this corporation shall begin on _______________, and end on _______________. This corporation shall report its income and expenses on a(n) __________________ basis.

14. The following other business was conducted:


























There being no further business, upon motion made and carried, the meeting was adjourned.


Dated: ____________, 20 ___
Corporate Seal

____________________
Signature of Secretary of Corporation

____________________
Printed Name of Secretary of Corporation
Number of Pages11
DimensionsDesigned for Letter Size (8.5" x 11")
EditableYes (.doc, .wpd and .rtf)
UsageUnlimited number of prints
Product number#22803
This is the content of the form and is provided for your convenience. It is not necessarily what the actual form looks like and does not include the information, instructions and other materials that come with the form you would purchase. An actual sample can also be viewed by clicking on the "Sample Form" near the top left of this page.












Board of Directors Meeting
First Meeting Kit








This Packet Includes:
1. Information
2. Notes regarding Directors Meetings
3. First Board of Directors Meeting Checklist
4. Sample Notice of First Board of Directors Meeting
5. Sample Affidavit of Mailing of Notice of First Board of
Directors Meeting
6. Sample Waiver of Notice of First Board of Directors Meeting
7. Sample Minutes of First Board of Directors Meeting







Information
Board of Directors Meeting (First Meeting) - Kit

This kit provides tools and guidelines for conducting your corporations first board of directors meeting.

The board of directors of a corporation transacts business as a group.  Each individual director has no authority to bind the corporation (unless the board of directors as a group has previously authorized him or her to exercise that power).  Even in a corporation with a single director, there must be formal records of meetings and of the resolutions adopted by the board.

NOTE:  This kit includes materials generally applicable to corporations in any state.  However, there may be specific guidelines and restrictions regarding the duties and responsibilities of corporate directors both individually and in the context of board meetings.  Please consult your Secretary of States website for specific information for your state.




DISCLAIMER:

FindLegalForms, Inc. (“FLF”) is not a law firm and does not provide legal advice.  The use of these materials is not a substitute for legal advice. Only an attorney can provide legal advice.  An attorney should be consulted for all serious legal matters.  No Attorney-Client relationship is created by use of these materials.  

THESE MATERIALS ARE PROVIDED “AS-IS.  FLF DOES NOT GIVE ANY EXPRESS OR IMPLIED WARRANTIES OF MERCHANTABILITY, SUITABILITY OR COMPLETENESS FOR ANY OF THE MATERIALS FOR YOUR PARTICULAR NEEDS.  THE MATERIALS ARE USED AT YOUR OWN RISK.  IN NO EVENT WILL:  I) FLF, ITS AGENTS, PARTNERS, OR AFFILIATES; OR II) THE PROVIDERS, AUTHORS OR PUBLISHERS OF ITS MATERIALS, BE RESPONSIBLE OR LIABLE FOR ANY DIRECT, INDIRECT, INCIDENTAL, SPECIAL, EXEMPLARY, OR CONSEQUENTIAL DAMAGES (INCLUDING, BUT NOT LIMITED TO, PROCUREMENT OF SUBSTITUTE GOODS OR SERVICES; LOSS OF USE, DATE OR PROFITS; OR BUSINESS INTERRUPTION) HOWEVER USED AND ON ANY THEORY OF LIABILITY, WHETHER IN CONTRACT, STRICT LIABILITY, OR TORT (INCLUDING NEGLIGENCE OR OTHERWISE) ARISING IN ANY WAY OUT OF THE USE OF THESE MATERIALS. 


Notes Regarding Board of Directors Meetings

Corporate boards of directors must, at a minimum, hold an annual meeting to appoint the officers of the corporation for the coming year, decide if dividends will be declared for the year, and make any other annual decisions regarding the financial matters of the business.  Typically, boards will hold special meetings for specific topics much more frequently.  Whenever official corporate matters are discussed as a group, the board of directors should hold a meeting, keep minutes, and record the decisions made as corporate resolutions.  This is not a difficult task and it will provide a clear record of the agreements made by the board for future reference.  

Prior to any annual or special meetings of the board, notice must be given to each board member according to the time limits set in the bylaws.  A formal affidavit of mailing of notice should also be prepared.  If all board members are in agreement, an easier method to fulfill the notice requirement is to have the board sign waivers of notice.  This document and all of the other documents necessary to conduct and record your corporations first board of directors meeting are contained in this kit.

First Board of Directors Meeting Checklist


The following information should be covered and documented in the minutes of the first board of directors meeting:

?   Name of corporation

?   Date of meeting

?   Location of meeting

?   Officers present at meeting

?   Others present at meeting

?   Name of temporary chairperson presiding over meeting

?   Name of temporary secretary acting at meeting

?   Calling of meeting to order and quorum present

?   Proper notification of meeting

?   Notices sent and affidavit filed/or waivers filed

?   Articles of Incorporation filed with state

?   Date of filing

?   Effective date of incorporation

?   Approve and ratify any acts of incorporators taken on behalf of corporation prior to effective date of incorporation

?   Elect officers of corporation

?   Decide on annual salaries of officers

?   Direct that any organizational expenses be reimbursed to incorporators

?   Authorize opening of corporate bank account

?   Approve corporate seal, stock certificate, and stock transfer book

?   Approve corporate Bylaws

?   Approve issuance of stock in exchange for transfers of property or money

?   Designate fiscal year dates

?   Designate accounting basis (cash or accrual basis)

?   Document any other necessary business

?   Adjournment of meeting

?   Date and secretary signature on minutes


Notice of First Board of Directors Meeting of _____________________



TO:







In accordance with the bylaws of this corporation, the first organizational meeting of the board of directors will be held on ____________, 20 ___, at _____ oclock ___. m., at the offices of the corporation located at _______________________.

 
Dated: ____________, 20 ___



____________________
Signature of Incorporator

____________________
Printed Name of Incorporator



____________________
Signature of Incorporator

____________________
Printed Name of Incorporator




____________________
Signature of Incorporator

____________________
Printed Name of Incorporator
Affidavit of Mailing of Notice of First Board of Directors
Meeting of ____________________


State of ______________________
County of ____________________


Being duly sworn, ____________________________________________________ states:

I am the secretary of ____________________, a corporation organized under the laws of the State of ____________.

On ____________ , 20 ___ , I personally deposited stamped and sealed copies of the Notice of First Directors Meeting of this corporation in a post-office box in the City of _____________________, in the State of ____________.

The copies were correctly addressed to the following persons:

Name of Director                 Address of Director
___________________________________      ________________________________________

___________________________________      ________________________________________

___________________________________      ________________________________________


Dated: ____________, 20 ___
Corporate Seal
____________________
Signature of Secretary of Corporation

____________________
Printed Name of Secretary of Corporation


Subscribed and sworn to before me on ____________, 20 ___ .

____________________
Signature of Notary Public

Notary Public, In and for the County of __________
State of __________

My commission expires: ____________                Notary Seal
Waiver of Notice of First Board of Directors Meeting of _____________________


We, the undersigned incorporators of this corporation, waive any required notice and consent to the holding of the first meeting of the board of directors of this corporation on _____________, 20 ___, at _____ oclock ___ . m., at the offices of the corporation, located at _______________.


Dated: ____________, 20 ___


      Signature of Incorporator                 Printed Name of Incorporator

___________________________________        _______________________________________

___________________________________        _______________________________________

___________________________________        _______________________________________

___________________________________        _______________________________________

___________________________________        _______________________________________

___________________________________        _______________________________________

___________________________________        _______________________________________

___________________________________        _______________________________________




Minutes of First Board of Directors Meetingof _____________________


The first meeting of the board of directors of this corporation was held on ___________, 20 ___, at _____ oclock ___. m., at the offices of the corporation, located at ___________________.

Present at the meeting were the following people: _____________________________________ ____________________________________________________________________________________________________________________________________________________________
all of whom are designated as directors of this corporation in the Articles of Incorporation.

The following other persons were also present: _______________________________________ ___________________________________________________________________________________________________________________________________________________________.
 
1. ___________________________   was elected as the temporary chairperson of the board.

___________________________    was elected as the temporary secretary of the board.

2. The chairperson announced that the meeting had been duly called by the incorporators of the corporation, called the meeting to order, and determined that a quorum was present.

3. The secretary then presented an Affidavit of Mailing of Notice or a Waiver of Notice of the meeting which was signed by all directors.

Upon motion made and carried, the secretary was ordered to attach the Affidavit of Notice or the Waiver of Notice to the minutes of this meeting.

4. The chairperson reported that the Articles of Incorporation had been duly filed with the State of _______________ on ___________, 20 ___, and that the incorporation was effective as of ___________, 20 ___.

Upon motion made and carried, a copy of the Articles of Incorporation was ordered to be attached to the minutes of this meeting.
 
5. Upon motion made and carried, the board of directors
RESOLVED that:

The joint and individual acts of ____________________ and ____________________, the incorporators of this corporation, which were taken on behalf of the corporation, are approved, ratified, and adopted as acts of the corporation.


6.   The following persons were elected as officers of the corporation to serve until the first annual board of directors meeting:

______________________________________________, President

______________________________________________, Vice-President

______________________________________________, Treasurer

______________________________________________, Secretary


7.   Upon motion made and carried, the annual salaries of the officers were fixed at the following rates until the next annual meeting of the board of directors:

President      $ ____________________

Vice-President   $ ____________________

Secretary       $ ____________________

Treasurer       $ ____________________


8.    Upon motion made and carried, the board of directors
RESOLVED that:

The officers of this corporation are authorized and directed to pay all fees and expenses necessary for the organization of this corporation.  The officers are also directed to procure and prepare the necessary books for corporate accounting.

9.    Upon motion made and carried, the board of directors
RESOLVED that:

The officers of this corporation be authorized and directed to open a bank account with ____________________, located at _______________, and to deposit all funds of the corporation into this account, with checks payable upon the corporate signature of ____________________ only.

And further RESOLVED that:

The officers of this corporation are authorized to execute any formal Bank Resolutions and documents which may be necessary to open such an account.  A copy of the formal Bank Resolution for opening this account is hereby adopted and ordered to be attached to the minutes of this meeting.
10. A proposed Corporate Seal, Corporate Stock Certificate, and Corporate Stock Transfer Book were presented.

Upon motion made and carried, the board of directors
RESOLVED that:

The Seal, Stock Certificates, and Stock Transfer Book presented at this meeting are adopted and approved as the Seal, Stock Certificates, and Stock Transfer Book of this corporation.  A specimen copy of the Stock Certificate is ordered to be attached to the minutes of this meeting.
 
11.   A copy of the proposed bylaws of the corporation was presented at the meeting and read by each director.

Upon motion made and carried, the board of directors
RESOLVED that:

The proposed bylaws of this corporation are approved and adopted.  A copy of these bylaws is ordered to be attached to the minutes of this meeting.

12. The following persons have offered to transfer the property or money listed below to the corporation in exchange for the following number of shares of common capital stock in the corporation:

Name                 Property or Money         Number of Shares

__________________________    ________________________    _____________________

__________________________    ________________________    _____________________

__________________________    ________________________    _____________________

__________________________    ________________________    _____________________

__________________________    ________________________    _____________________

__________________________    ________________________    _____________________

 
Upon motion made and carried, the board of directors
RESOLVED that:

The assets proposed for transfer are good and sufficient consideration and the officers are directed to accept the assets on behalf of the corporation and to issue and deliver the appropriate number of shares of stock in this corporation to the respective persons.  The shares of stock issued shall be fully paid and non-assessable common capital stock of this corporation.

13.   Upon motion made and carried, the board of directors
RESOLVED that:

The fiscal year of this corporation shall begin on _______________, and end on _______________. This corporation shall report its income and expenses on a(n) __________________ basis.

14. The following other business was conducted:


























There being no further business, upon motion made and carried, the meeting was adjourned.


Dated: ____________, 20 ___
Corporate Seal

____________________
Signature of Secretary of Corporation

____________________
Printed Name of Secretary of Corporation
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