Venkatesh Prasad S (Trainee) (24 Points)
09 May 2012Can anyone provide the checklist for conducting meeting through Postal Ballot.
Request you to please send across the same to the below mentioned email id..
Aditya Soni
(CS Final Student Trainee)
(727 Points)
Replied 09 May 2012
POSTAL BALLOT CALENDER
S.NO. PARTICULARS DATE
1. DRAFTING OF NOTICE U/S 192A, DRAFT RESOLUTION, EXPLANATORY STATEMENT 11/05/2010
2. OBTAIN CONSENTOF SCRUTINIZER 11/05/2010
3. BOARD APPROVAL TO DO THE FOLLOWING AND TO ANNOUNCE TO THE STOCK EXCHANGE
• APPROVE THE DOCUMENTS DRAFTED AS IN (1) ABOVE
• APPOINTMENT OF SCRUTINIZER AND APPROVAL OF HIS FEES
• PASS A RESOLUTION NOMINATING THE EXECUTIVE VICE CHAIRMAN, EXECUTIVE DIRECTOR AND THE COMPANY SECRETARY TO BE RESPONSILBLE TO COMPLETE THE POSTAL BALLOT PROCESS
• APPROVE THE CALENDER OF EVENTS 12/05/2010
4. PRINT NOTICE, POSTAL BALLOT FORMS AND ARRANGE FOR SELF ADDRESSED ENVELOPES (BEARING THE NAME AND ADDRESS OF SCRUTINIZER), ADDRESS SLIPS ETC. 15/05/2010
5. A COPY OF THE BOARD RESOLUTION ALONG WITH THE CALENDER OF EVENTS TO BE FORWARDED TO REGISTRAR OF COMPANIES WITHIN ONE WEEL OF BOARD APPROVAL ON OR BEFORE 19/05/2010
6. COMPLETE DISPATCH OF NOTICE (NAMES OF THE SHAREHOLDERS TO BE ASCERTAINED ON A DATE AS CLOSE AS POSSIBLE TO THE DISPATCH DATE) ON OR BEFORE 20/05/2010
7. RELEASE AN ADVERTISEMENT IN THE NEWSPAPER GIVING THE DATE OF COMPLETION OF DISPATCH OF THE NOTICE AND THE LAST DATE FOR RECEIPT OF THE POSTAL BALLOT FORMS FROM THE SHAREHOLDERS (30 DAYS FORM THE LAST DATE OF DISPATCH) 21/05/2010
8. LAST DATE OF RECEIPT OF POSTAL BALLOT FORMS 22/06/2010
9. TO KEEP IN CUSTODY ALL POSTAL BALLOT FORMS IN CLOSED ENVELOPES AND PUT THE RECEIPT STAMPS ON ENVELOPES AND WHEN THESE ARE RECEIVED TILL THE DATE OF RECEIVING THE POSTAL BALLOT FORMS 23/06/2010
10. PREPARATION OF SCRUTINIZER’S REPORT AND SUBMISSION OF THE SAME TO THE EXECUTIVE VICE CHAIRMAN OR IN HIS ABSENCE
CALENDER OF EVENTS DATE WISE CHECKLIST FOR POSTAL BALLOT U/S 192A
1. 19th April, 2010 1. Pass circular resolution
2. Obtain the consent of the scrutinizer
3. Approve the notice of meeting including the postal ballot forms and documents
4. Fix the cut off date as 23rd April, 2010
5. Intimate the Stock Exchange and Depositories regarding the postal ballot matter and cut off date.
6. Intimate RTA regarding the cut off date.
7. Intimate to ROC
2. 20th April 2010 File the Board resolution with Registrar of Companies
3. 21st April, 2010 Put an order for printing of the postal ballot papers, notices etc.
4. 27th April, 2010 Receive the printed ballot papers, notice latest by this date.
Receive the list of shareholders from RTA who are entitled to receive the notice of postal ballot and meeting.
5. 28th April, 2010 Send the copies of notice and ballot papers to the mailer for dispatch notice of shareholders.
6. 29th April, 2010 Dispatch the notice and postal ballot papers on or before this date.
7. 30th April, 2010 Relevant date
8. 3rd May, 2010 Advertise in newspaper about the completion of dispatch of ballot papers and notice
9. 29th May, 2010 Last date for receiving the postal ballot forms from shareholders
10. 30th May, 2010 Receive from the scrutinizer, complete record of postal ballot including the reports on postal ballot addressed to chairman.
11. 31st May, 2010 Chairman will declare the result of Postal Ballot at registered of the company
POSTAL BALLOT PROCEDURE
1 Prior Intimation to Stock Exchange regarding the Board Meeting for considering the purpose of the agenda 08/04/2010
2 Board Meeting to consider the above 11/04/2010
3 Dispatch of notice of postal ballot in which the ordinary resolution will be transacted through postal ballot 14/04/2010
4 Last date for receiving Postal Ballot papers by scrutinizer 13/05/2010
5 Date of submission of scrutinizer’s report to the management on postal ballot 15/05/2010
6 Date of declaration of postal ballot results by the chairman and simultaneously intimated to the stock exchange 15/05/2010
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