Annual Meeting Documentation
Board of Directors / Shareholders / Shares structure
Current officers, directors, and ownership as of this meeting date.
| Name | Title/Role | Term | Shares | Ownership % | Reaffirm |
|---|---|---|---|---|---|
| Add additional directors/officers in Resolution 6 below if needed | |||||
| Present | Name | Title/Role |
|---|---|---|
| Add additional attendees in "Others Present" field below | ||
| Metric | Amount | Notes |
|---|---|---|
| Annual Revenue | ||
| Expenses | ||
| Net Income | ||
| Cash Position |
| Name | Title/Position | Previous Salary | New Salary | Effective Date |
|---|---|---|---|---|
| Add additional salary changes in notes section if needed | ||||
| Activity / Strategy | Yes | No | Details / Notes |
|---|---|---|---|
| TAX DEDUCTIONS & STRATEGIES | |||
| Home Office Deduction | |||
| Auto/Vehicle Deduction | |||
| Section 105 Medical Reimbursement (HRA/QSEHRA) | |||
| Retirement Plan (401k, SEP, Cash Balance, etc.) | |||
| Accountable Plan for Reimbursements | |||
| 2% Shareholder Health Insurance on W-2 S Corp | |||
|
2% Shareholder Health Insurance Details:
Note: Premium must be included in W-2 Box 1 wages but is NOT subject to FICA (boxes 3 & 5). Shareholder can deduct on Form 1040 Schedule 1. |
|||
| BUSINESS TRANSACTIONS | |||
| Tax Treatment Change | |||
| Significant Asset Sales | |||
| Real Estate Purchase | |||
| Major Equipment Purchases/Leases | |||
| Employment Agreements | |||
| Related Party Leases (to/from shareholders/employees) | |||
| Employee/Shareholder Loans | |||
| New Insurance Plans | |||
| OPERATIONAL & ADMINISTRATIVE | |||
| Accounting System Changes | |||
| Loans/Lines of Credit/Credit Accounts | |||
| Bank Account Signer Changes | |||
| Professional Advisers (CPA, Attorney, etc.) | |||
| Significant Business Operations Changes | |||
| Shareholder Name | % Ownership | # of Shares | Class of Stock |
|---|---|---|---|
| Add additional shareholders in notes section if needed | |||
WHEREAS, the corporation has sufficient earnings and cash flow to make distributions to shareholders;
WHEREAS, distributions are made in proportion to stock ownership and do not create a second class of stock;
NOW, THEREFORE, BE IT RESOLVED, that the Board approves the following distributions for the current year:
| Date | Amount | Recipient(s) | Notes |
|---|---|---|---|
| Add additional distributions in notes section if needed | |||
Banking Resolution (if applicable):
RESOLVED, that the following persons are authorized to act on behalf of the corporation for all banking transactions:
RESOLVED FURTHER, that the financial institutions are authorized to honor the signatures of these individuals and that this resolution remains in effect until formally revoked by the Board.
| Date | Asset Description | Purchase/Sale | Amount | Section 179/Bonus? |
|---|---|---|---|---|
| Add additional assets in notes section if needed | ||||
WHEREAS, the company is organized as an S-Corporation and subject to Internal Revenue Code requirements for reasonable compensation;
WHEREAS, shareholder-employees who perform services for the company must receive reasonable compensation for such services;
WHEREAS, the Board has reviewed industry standards, duties performed, qualifications, and time devoted to company business;
NOW, THEREFORE, BE IT RESOLVED, that the following W-2 wages are approved as reasonable compensation for shareholder-employees for the current year:
| Shareholder-Employee | Position/Duties | Annual W-2 Wages |
|---|---|---|
| Add additional shareholder-employees if needed | ||
RESOLVED FURTHER, that this compensation has been determined based on reasonable compensation studies and industry benchmarks;
RESOLVED FURTHER, that all required payroll taxes shall be withheld and paid as required by law.
WHEREAS, Treasury Regulation §1.62-2 permits employers to establish accountable plans for the reimbursement of ordinary and necessary business expenses;
WHEREAS, reimbursements made under a properly administered accountable plan are excluded from employees' gross income and are not subject to employment taxes;
WHEREAS, the Board has determined that establishing/maintaining an accountable plan is in the best interest of the corporation and its employees;
NOW, THEREFORE, BE IT RESOLVED, that the corporation hereby adopts/reaffirms an expense reimbursement policy pursuant to Treas. Reg. §1.62-2, effective as of:
RESOLVED FURTHER, that the accountable plan shall include the following terms and conditions:
RESOLVED FURTHER, that the following expense categories are approved for reimbursement under this plan:
| ✓ | Expense Category | Notes/Limits |
|---|---|---|
| Business Mileage | ||
| Business Travel (airfare, lodging, meals) | ||
| Office Supplies & Equipment | ||
| Professional Development (CE, conferences) | ||
| Technology (software, subscriptions) | ||
| Cell Phone / Internet (business portion) | ||
| Professional Dues & Licenses | ||
| Business Meals & Entertainment | ||
| Home Office Expenses | ||
| Other (specify below) |
RESOLVED FURTHER, that the company shall not reimburse employees for business expenses that are not properly substantiated in accordance with this plan;
RESOLVED FURTHER, that this plan shall automatically renew on an annual basis unless formally revoked or amended by the Board.
WHEREAS, the Board of Directors has reviewed comprehensive tax optimization strategies presented by the company's tax advisor per The Eiduk Pathway™ framework;
WHEREAS, these strategies are designed to minimize the company's tax liability while maintaining full compliance with federal and state tax laws;
WHEREAS, the Board finds these strategies to be in the best interest of the company and its stakeholders;
NOW, THEREFORE, BE IT RESOLVED, that the Board hereby approves the implementation of the tax strategies as presented and authorizes management to take all necessary actions to implement these strategies;
RESOLVED FURTHER, that the company's tax advisor is authorized to prepare and file all necessary tax forms and documentation;
RESOLVED FURTHER, that the officers of the company are authorized to execute any and all documents necessary to implement these strategies.
WHEREAS, the corporation requires properly elected officers and directors to conduct business;
WHEREAS, the Board has reviewed the qualifications and performance of current officers and directors;
NOW, THEREFORE, BE IT RESOLVED, that the following individuals are hereby elected (or reaffirmed) to serve as officers and directors of the corporation for the ensuing year or until their successors are duly elected:
| Name | Office/Position | Email/Contact | Term |
|---|---|---|---|
| Add additional officers in notes section if needed | |||
| Name | Email/Contact | Term |
|---|---|---|
| Add additional directors in notes section if needed | ||
RESOLVED FURTHER, that these officers and directors have full authority to act on behalf of the corporation within their respective roles and responsibilities.
WHEREAS, the corporation desires to attract and retain qualified individuals to serve as officers and directors;
WHEREAS, officers and directors may be exposed to personal liability in connection with their service to the corporation;
WHEREAS, it is in the best interest of the corporation to provide indemnification to its officers and directors to the fullest extent permitted by law;
NOW, THEREFORE, BE IT RESOLVED, that the corporation hereby reaffirms its obligation to indemnify its current and former officers and directors against any and all expenses (including attorneys' fees), judgments, fines, and amounts paid in settlement actually and reasonably incurred in connection with any threatened, pending, or completed action, suit, or proceeding, whether civil, criminal, administrative, or investigative, to the fullest extent permitted by the laws of the state of incorporation and the company's governing documents;
RESOLVED FURTHER, that this indemnification shall apply to actions taken in good faith and in a manner reasonably believed to be in or not opposed to the best interests of the corporation;
RESOLVED FURTHER, that the corporation shall advance expenses incurred in defending any such action to the fullest extent permitted by law, subject to an undertaking by the indemnified party to repay such advances if it is ultimately determined that such party is not entitled to indemnification;
| Action Item | Responsible Party | Due Date | Status |
|---|---|---|---|
Purpose: Maintain corporate formalities and protect S-Corp status through proper documentation of board meetings, resolutions, and decision-making.
I, the undersigned Secretary of , hereby certify that the foregoing minutes are a true and accurate record of the Board meeting held on the date indicated above.