30 March 2011
ACTION CHART FOR POSTAL BALLOT PROCESS
1. Draft the following:
(a) Notice u/s 192A
(b) Draft Resolution
(c) Explanatory Statement
(d) Postal Ballot Form
2. Obtain consent of the Scrutinizer.
3. Hold the Board Meeting to do the following and inform the SE:
(a) Approve the documents drafted as in (1) above.
(b) Appoint the Scrutinizer.
(c) Pass a Resolution nominating a Managing Director/Whole-time Director and the Company Secretary, for being responsible, to Complete the 'Postal Ballot' process.
(d) Approve the calendar of events
4. A copy of the Board Resolution along with the calendar of events to be forwarded to the Registrar of Companies within one week of the Board Meeting. [DCA General Circular No. 16/2001 dated 24/07/2001]
5. Make application for Business Reply Permission to Post Office alongwith approximates Postage Charges.
6. Print Notice, postal ballot forms and arrange for self-addressed envelopes (bearing the name and address of the Scrutinizer), address slips, etc.
7. Complete dispatch of Notices (names of shareholders to be ascertained on a date as close as possible to the dispatch date)
8. Release an advertisement in newspapers giving the date of completion of dispatch of the Notice and the last date for receipt of postal ballot forms from the shareholders.
9. Last date for receipt of postal ballot forms (thirty days from the last date of dispatch).
10. To keep safe custody of all postal ballot forms in closed envelopes and put the receipt stamp on envelopes as and when these are received till the last date for receiving the postal ballot form.
11. Preparation of Scrutinizer's Report and submission of the same to the Chairman by the Scrutinizer
12. Declaration of result
13. Result to be displayed on Notice Board and released to the Press & SE
14. File the Resolution with Registrar of Companies.
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