I am not making fun of you guys but to be honest, boards (or ffssixtynine) utter incompetence organizing a shareholders meeting shows. But no worries. You will figure this out.
First of all, shareholders meeting in not a board meeting - hence the agendas are different.
Strategy etc is what you guys talk about in board meetings and not some itty-bitty detailed stuff. Big picture and how board members can use their expertise to get the circus moving in right direction and achieve goals set.
Those goals must be set by CEO and his team BEFORE the meeting. (search the net, there are thousands of pages on how to run a board meetings and set agendas)
Shareholders meeting is much simpler and usually talks about what has been achieved, what is happening at the moment and where are we going.
Let me give you a quick and simplified agenda, so you can fine tune it to suit your needs.
1) Start out with quick introduction (who is who) 3 min total
2) If there is any shareholders voting involved (selecting members for the board for example) - what are the rules. 1 min
* List of topics need voting by share holders:
A
B
C
* When done, announce the results
Now you move on to financial stuff progress report (read: Co status)
3)
What has been done: * A high level project plan (task list, back log or what ever you like to call it) with important milestones, dates and costs 5-10 min
4)
What needs to be done:* A high level project plan (task list, back log or what ever you like to call it) with important milestones, dates and costs
estimates 5-10 min
5)
Financial statements * Balance sheet - with comments <3 min
* Cash Flow statement - with comments <3 min
* Profit Loss statement - with comments <3 min
Now, the real fun begins:
6) Shareholders questions and answers
End the meeting and publish the shareholders meeting report
All the materials presented are sent out days/months BEFORE the meeting so everyone has plenty of time to read it and come up with questions etc.
If you like to organize this meeting next week, you better get your collective ass on gear and start typing (and not waste your time here, demanding respect and what not)
I also recommend you use some type of online slide/presentation service and comment your presentation to shareholder in IRC and not waste time describing the slide/picture/chart in IRC.