Step wise procedure to comply with E-voting Regulations,2016

1. STEPS INTERMEDIARY EXECUTION OFFICER DIRECTORS/chairman SHAREHOLDERS COMPANY
1
insertion of clause in AOA allowing
members to opt for a non member proxy
2
formulate procedures for appointment
and authorization of intermediary duly
approved by the BOD.Maintain a
database of registered e-mail addresses
of the members.
3
appoint an eligible intermediary to carry
on e-voting
4
appoints an execution officer to conduct
e-voting and represent as proxy in
General Meeting on behalf of members
opting for e-voting and provides details to
the company before issuance of notice of
AGM
5
notice of AGM to be given at least 21
days before the meeting ,along with
proxy form, clearly specifying that
members can opt for e-voting and
demand of poll. Same shall be displayed
on the company's website.
6
shareholders opting for e-voting shall
send their request forms at least 10 days
before the general meeting
7
if demand for poll and e-voting is not
received from as many members to form
a quorum, the company shall intimate the
members ,at least 7 days before the
meeting, from whom requests were
received.
If demand for e-voting fulfills the quorum
requirement, the company shall intimate
the names and registered e-mail
addresses of the members to
intermediary.
8 at least 5 days before the meeting:
provide web address, login, password &
electronic signatures to the members, at
their registered e-mail addresses, opting
for e-voting along with instructions to
facilitate e-voting.
LISTED COMPANIES E-VOTING REGULATIONS,2016

2. STEPS INTERMEDIARY EXECUTION OFFICER DIRECTORS/chairman SHAREHOLDERS COMPANY
provide information regarding the period
of vote casting
make available,upload,at their web
portal, the agenda items to be discussed
in the meeting
9 cast votes through e-voting
10
shall verify the identity of members
casting votes through electronic
signatures
11
chairman shall have access to information
regarding the members who have casted
their votes through e-voting but not the
manner in which members have casted
their votes
12 physical meeting
13
chairman shall announce that votes to be
cast through poll
14 cast votes
15 acts as proxy in the meeting
16
chairman or his nominee counts the votes
and check results of e-voting in the
presence of 2 witnesses not in the
employment of the company
17 Chairman announces results
18
results to be shown on web portal at the
earliest but not later than 24 hours from
the conclusion of the meeting
19
execution report on e-voting to be
provided to chairman of the meeting
within 3 working days of the meeting
20
shall have ready to give execution report
along with minutes of the meeting to the
stock exchanges and the commission as
and when desired.
2. employs persons who are expert in operation of such hardware and software to discharge the services offered.
4.possess a valid accreditation certificate for the period of appointment.
5.its directors and employees have not been convicted of any offence involving fraud or breach of trust and not punished for an offence under the ordinance or any rules made thereunder,
6.it is not an associated company or undertaken. Moreover,no intermediary can be appointed for more than 100 companies at a time.
Eligible Intermediary : A balloter and transfer agent as registered under balloter an transfer agent rules,2015 may be eligible to perform the functions of an intermediary if it fulfills the following requirements:
1.owns a web portal, computer hardware, software and procedures that; are reasonably secured from unauthorized access and misuse ii-provide reasonable level of reliability and correct operations iii-are
reasonably suited to perform intended functions iv- adhere the generally accepted security procedure.
3.possess a secures system based on the display of process of balloting, recoding of votes of members and number of votes polled in favour or against, in such a manner that entire voting exercised by way of
electronic means get registered and counted in an electronic registry in a centralized server with adequate cyber security.