Corporate Governance Report
Forming Part of the Board's Report of Gajra Bevel Gears Limited COMPANY'S PHILOSOPHY ON CORPORATE GOVERNANCE:
The Company's philosophy on Corporate Governance strives for attaining the optimum level of transparency and accountability in all facts of its operation and dealing with its shareholders, employees, lenders, creditors, customers and the government. The Company is in compliance with the requirements stipulated under Clause 49 of the Listing Agreements entered into with the Stock Exchange with regard to Corporate Governance and also has taken certain steps to ensure transparency and accountability. Your company shall continue to follow the same with a desire for further development on continuous basis. The Company believes that sound Corporate Governance is critical for enhancing and retaining investor trust and your Company always seeks to ensure that its performance goals are met with integrity.
The Company has always worked towards building trust with shareholders, employees, customers, suppliers and other stakeholders based on the principles of good corporate. The Board of Directors, by considering itself as trustee of its shareholders, aims at maximizing shareholders value and protecting the interest of all stakeholders.
Your Company has complied with the requirements of Corporate Governance as laid down under Clause 49 of the Listing Agreement (as amended) with the Stock Exchanges.
Governance structure broadly comprises the Board of Directors and the Committees of the Board at the apex level and the Management structure at the operational level. This layered structure brings about a harmonious blend in governance as the Board sets the overall corporate objectives and gives direction and freedom to the Management to achieve these corporate objectives within a given framework, thereby bringing about an enabling environment for value creation through sustainable profitable growth.
Board of Directors:
The Company's Board plays a pivotal role in ensuring that the Company runs on sound and ethical business practices and that its resources are utilized for creating sustainable growth and societal wealth. The Board operates within the framework of a well defined responsibility matrix which enables it to discharge its fiduciary duties of safeguarding the interest of the Company, ensuring fairness in the decision making process, integrity and transparency in the Company's dealing with its Members and other stakeholders.
Management Structure for running the business of the Company as a whole is in place with appropriate delegation of powers and responsibilities. This broadly is as under:
The Chief Executive Office is in overall control and responsible for the day-to-day working of the Company. He gives strategic directions, lays down policy guidelines and ensures implementation of the decisions of the Board of directors and its various committees.
The CEO is looking other functions relating to the day-to-day management including all local issues and compliances as applicable at plant level. They are also looking into the accounts and finance department and reports to the Chairman & Director.
The Chairman of the Board of Directors is the non Executive director.
As per the Clause 49II(A) Company has been appointed Mrs. Rani Singh as a Woman Director w.e.f. 14.08.2014.
C. Directors' Profile:
The Board of Directors comprises highly renowned professionals drawn from diverse fields. They bring with them a wide range of skills and experience to the Board, which enhances the quality of the Board's decision making process. The brief profile of the Company's Board of Directors is as under:
d. Board Training and Induction:
At the time of appointing a Director, a formal letter of appointment is given to him/her, which inter alia explains the role, function, duties and responsibilities expected to him/her as a Director of the Company. The Director is also explained in detail the compliances required from him/her under the Companies Act, Clause 49 of the Listing Agreement and other relevant regulations and his affirmation taken with respect to the same. By way of an introduction to the Company, the Director is presented with a book on the Company which traces its history over 40 years of its existence, relevant Annual Reports, activities pursued by the Company. Further, with a view to familiarize him with the Company's Operations, the Directors are also invites to visit the plant manufacturing process, detailed presentations giving an over arching perspective of the automotive industry, organizational set up of the Company, governance and internal control processes and other relevant information pertaining to the Company's business. The Chairman & Director also have a one-to-one discussion with the newly appointed Director. The above initiatives help the Director to understand the Company, its business and the regulatory framework in which the Company operates and equips him/her to effectively fulfill his/her role as a Director of the Company.
e. Board Meetings and annual general meeting held during the Year:
During the period under review there was 4 (four) Board meetings held on 30th May, 2014, 14th August, 2014, 14th Nov., 2014 and 13th Feb., 2015 and all the four directors and Key managerial persons had attended all the meetings of the Board.
The Company's 39th Annual General Meeting was held on 30th Sept., 2014 in which all the directors, Company Secretary, and the Chairman of the Audit and Nomination and Remuneration Committee and the Scrutinizers for the e-voting and Poll was available.
The Companies Act, 2013 read with the relevant rules made there under, now facilitates the participation of a Director in Board/Committee Meetings through video conferencing or other audio visual mode. Accordingly, the option to participate in the Meeting through video conferencing was made available for the Directors except in respect of such Meetings/Items which are not permitted to be transacted through video conferencing. However, none of the director has participated through video conference in any meetings of the Board. The Board periodically reviews the items required to be placed before it and in particular reviews and approves quarterly/half yearly unaudited financial statements and the audited annual financial statements, corporate strategies, business plans, annual budgets, projects and capital expenditure. It monitors overall operating performance and reviews such other items which require Board's attention. It directs and guides the activities of the Management towards the set goals and seeks accountability. It also sets standards of corporate behavior, ensures transparency in corporate dealings and compliance with laws and regulations. The Agenda for the Board Meeting covers items set out as guidelines in Clause 49 of the Listing Agreement to the extent these are relevant and applicable. All agenda items are supported by relevant information, documents and presentations to enable the Board to take informed decisions.
COMMITTEES OF THE BOARD:
Committee of Directors:
With a view to have a more focused attention on various facets of business and for better accountability, the Board has constituted the committees viz. Audit Committee, Stakeholders' Relationship Committee, Nomination and Remuneration Committee, Risk Management Committee and Internal Complaints Committee (ICC) under the Sexual Harassment of Women at the Workplace (Prevention, Prohibition & Redressal) Act, 2013. Each of these Committees has been mandated to operate within a given framework.
The terms of reference of these Committees are determined by the Board and their relevance reviewed from time to time. Meetings of each of these Committees are convened by the respective Chairman of the Committee, who also informs the Board about the summary of discussions held in the Committee Meetings. The Minutes of the Committee Meetings are sent to all the members individually and tabled at the Board Meetings.
All the Members on the Audit Committee have the requisite qualification for appointment on the Committee and possess knowledge of finance, accounting practices and internal controls.
(a) Audit Committee - Mandatory Committee:
The Audit Committee acts as a link between the statutory and internal auditors and the Board of directors. Its purpose is to assist the Board in fulfilling its oversight responsibilities of monitoring financial reporting processes, reviewing the Company's established systems and processes for internal financial controls, governance and reviewing the Company's statutory and internal audit activities. The Committee is governed by a Charter which is in line with the regulatory requirements mandated by the Companies Act, 2013 and Clause 49 of the Listing Agreement. Some of the important functions performed by the Committee are:
Financial Reporting and Related Processes:
• Oversight of the Company's financial reporting process and financial information submitted to the Stock Exchanges, regulatory authorities or the public.
• Reviewing with the Management the quarterly unaudited financial statements and the Auditors' Limited Review Report thereon/audited annual financial statements and Auditors' Report thereon before submission to the Board for approval. This would, inter alia, include reviewing changes in the accounting policies and reasons for the same, major accounting estimates based on exercise of judgment by the Management, significant adjustments made in the financial statements and /or recommendation, if any, made by the Statutory Auditors in this regard.
• Review the Management Discussion & Analysis of financial and operational performance.
• Discuss with the Statutory Auditors its judgment about the quality and appropriateness of the Company's accounting principles with reference to the Generally Accepted Accounting Principles in India (IGAAP).
• Review the investments made by the Company.
Internal Controls and Governance Processes:
• Review the adequacy and effectiveness of the Company's system and internal controls.
• Review and discuss with the Management the Company's major financial risk exposures and steps taken by the Management to monitor and control such exposure.
• To oversee and review the functioning of a vigil mechanism (implemented in the Company as a Fraud Risk Management Policy) and to review the findings of investigation into cases of material nature and the actions taken in respect thereof.
• Review the scope of the Statutory Auditors, the annual audit plan and the Internal Audit Plan with a view to ensure adequate coverage.
• Review the significant audit findings from the statutory and internal audits carried out, the recommendations and Management's response thereto.
• Review and recommend to the Board the appointment/re-appointment of the Statutory Auditors and Secretarial Auditors considering their independence and effectiveness and their replacement and removal.
• Approve such additional services to be rendered by the Statutory Auditors except those enumerated in Section 144 of the Companies Act, 2013 and payment for such services.
• To recommend to the Board the remuneration of the Statutory Auditors & Secretarial Auditors.
• T discuss with the Statutory Auditors/Internal Auditors any significant difficulties encountered during the course of the Audit.
• To approve the appointment, removal and terms of remuneration of the Internal Auditor and to approve the appointment of the Chief Financial Officer.
• To grant omnibus approval for related party transactions which are in the ordinary course of business and on an arms length pricing basis and to review and approve such transactions subject to the approval of the Board.
Composition of the Audit Committee and its Meetings:
Independent directors and Non Executive Directors of the Company are members to the Audit Committee viz, Mr. Parmal Singh Raghuwanshi, as the Chairman and Shri Dwarika Prasad Soni, and Shri Surendra Singh as the members. During the period under reporting 4 (Four) meetings of the Audit Committee were held on 30th May, 2014, 14th August, 2014, 14th Nov., 2014 and 13th Feb., 2015 which were attended by all the committee members and Statutory Auditors.
The Company Secretary functions as the Compliance Officer and the Secretary to the Committee. The Statutory Auditor and Internal Auditors are permanent invitee to the Audit Committee Meetings. The Internal Auditor reports directly to the Audit Committee.
During the year under review, the Audit Committee held a separate meeting with the Statutory Auditors and the Internal Auditor to get their inputs on significant matters relating to their areas of audit.
Self Assessment by the Audit Committee:
The Audit Committee has set in place a process to measure and benchmark its performance each year. The assessment broadly covers composition, structure and committee meetings; overview of the financial reporting process; internal control systems and overview of internal and external audits. The results of the self assessment are presented to the Audit Committee along with the action plan in the areas requiring improvement.
(b) Stakeholders' Relationship Committee -Mandatory Committee:
In compliance with the provisions of Section 178 of the Companies Act, 2013 and the Listing Agreement, the Board has renamed the existing "Shareholders'/Investors' Grievance Committee" as the "Stakeholders' Relationship Committee". The terms of reference of the Committee are:
• transfer/transmission and issuance of duplicate shares by the Company from time to time;
• issue of duplicate share certificates for shares reported lost, defaced or destroyed, as per the laid down procedure;
• issue new certificates against subdivision of shares, renewal, split or consolidation of share certificates;
• issue and allot right shares/bonus shares pursuant to a Rights Issue/Bonus Issue if any to be made by the Company, subject to such approvals as may be required;
• to approve and monitor dematerialization of shares/debentures/other securities and all matters incidental or related thereto;
• to authorize the Company Secretary and Compliance/other Officers of the Share Department to attend to matters relating to non receipt of annual reports, notices, non receipt of declared dividend change of address for correspondence etc. and to monitor action taken;
• monitoring expeditious redressal of investors/stakeholders grievances;
• all other matters incidental or related to shares, debentures and other securities of the Company.
Composition of the Stakeholders' Relationship Committee as at 31st March, 2015 and details of the Members participation at the Meetings of the Committee:
All the independent directors of the Company are members to the Committee viz. Mr. Parmal Singh Raghuwanshi, as the Chairman and Shri Dwarika Prasad Soni, and Shri Surendra Singh as the members. During the period under reporting 2 (Two) meetings of the Stakeholders Relationship Committee was held on 30th may, 2014 and 14th November, 2014 and which were attended by all the members.
During the year 4 complaints were received from shareholders, which were timely attended/ resolved. As on 31st March, 2015, no investor grievance has remained unattended/ pending for more than thirty days.
(c) Nomination and Remuneration Committee -Mandatory Committee:
In compliance with Section 178 of the Companies Act, 2013, the Board has renamed the existing "Compensation Committee" as the "Nomination and Remuneration Committee". The Committee is governed by a Charter.
• The terms of reference of the Committee inter alia, include the following:
• Succession planning of the Board of Directors and Senior Management Employees;
• Identifying and selection of candidates for appointment as Directors/Independent Directors based on certain laid down criteria;
• Identifying potential individuals for appointment as Key Managerial Personnel and to other Senior Management positions;
• Formulate and review from time to time the policy for selection and appointment of Directors, Key Managerial Personnel and senior management employees and their remuneration;
• Review the performance of the Board of directors and Senior Management Employees based on certain criteria as approved by the Board. In reviewing the overall remuneration of the Board of directors and Senior Management, the Committee ensures that the remuneration is reasonable and sufficient to attract, retain
• And motivate best managerial talent, the relationship of remuneration to performance is clear and meets appropriate performance benchmarks and that the remuneration involves a balance between fixed and incentive pay reflecting short term and long term objectives of the Company.
Composition of the Nomination and Remuneration Committee as at 31st March, 2015 and details of the Members participation at the Meetings of the Committee:
All the Independent Director of the Company are members to the Committee viz Mr. Parmal Singh Raghuwanshi, as the Chairman and Mr. Dwarika Prasad Soni, and Shri Surendra Singh as the members of the committee. During the period under reporting 2 (two) meetings of the Nomination and Remuneration Committee were held on 30th May, 2014 and 14th August, 2014 which were attended by all the members. The Company Secretary of the company has attended the meeting.
(d) Risk Management Committee- Mandatory Committee:
Business Risk Evaluation and Management is an ongoing process within the Organization.
The Company has a robust risk management framework to identify, monitor and minimize risks as also identify business opportunities. The objectives and scope of the Risk Management Committee broadly comprises:
• Oversight of risk management performed by the executive management;
• Reviewing the BRM policy and framework in line with local legal requirements and SEBI guidelines;
• Reviewing risks and evaluate treatment including initiating mitigation actions and ownership as per a predefined cycle;
• Defining framework for identification, assessment, monitoring, mitigation and reporting of risks.
Within its overall scope as aforesaid, the Committee shall review risks trends, exposure, potential impact analysis and mitigation plan.
Composition of the Risk Management Committee as at 31st March, 2015 and details of the Members participation at the Meetings of the Committee:
All the Independent Directors of the Company are member of the committee viz. Mr. Parmal Singh Raghuwanshi is the Chairman and Mr. Dwarika Prasad Soni and Mr. Surendra Singh, are the members of the committee. During the period under reporting 1 (One) meeting of the Risk Management Committee was held on 13th Feb, 2015 which were attended by all the members of the committee.
(e) Independent Directors' Meeting:
During the year under review, the Independent Directors met on 14.11.2014, under the Chairmanship of the Lead Independent Director, Shri Parmal Singh Raghuwanshi , Shri Dwarika Prasad Soni inter alia, to discuss:
• Independent Directors and the Board of Directors as a whole;
• Chairman of the Company, taking into account the views of the Executive and Non Executive Directors.
• Performance of the Mr. Surendra Singh Chairman & Director and Mrs. Rani Singh, Women Director timelines of flow of information between the Management and the Board that is necessary for the Board to effectively and reasonably perform its duties.
All the Independent Directors were present at the Meeting.
POLICY FOR SELECTION & APPOINTMENT OF DIRECTORS AND THEIR REMUNERATION:
The Nomination and Remuneration (N&R) Committee has adopted a Charter which, inter alia, deals with the manner of selection of Board of directors, Managing Director, Whole-time Directors, senior management and Key managerial Persons and their remuneration. This Policy is accordingly derived from the said Charter.
1. Criteria of selection of Non Executive Directors:
a. The Non Executive Directors shall be of high integrity with relevant expertise and experience so as to have a diverse Board with Directors having expertise in the fields of manufacturing, engineering, finance, governance and general management.
b. In case of appointment of Independent Directors, the N&R Committee shall satisfy itself with regard to the independent nature of the Directors vis-a-vis the Company so as to enable the Board to discharge its function and duties effectively.
c. The N&R Committee shall ensure that the candidate identified for appointment as a Director is not disqualified for appointment under Section 164 of the Companies Act, 2013.
d. The N&R Committee shall consider the following attributes/criteria, whilst recommending to the Board the candidature for appointment as Director.
i. Qualification, expertise and experience of the Directors in their respective fields;
ii. Personal, Professional or business standing;
iii. Diversity of the Board.
e. In case of re-appointment of Non Executive Directors, the Board shall take into consideration the performance evaluation of the Director and his/her engagement level.
Due to Financial Sickness of the company Executive and Non Executive Directors shall not be entitled to receive remuneration by way of sitting fees, reimbursement of expenses for participation in the Board/Committee meetings as detailed hereunder:
i. A Non Executive Director shall not be entitled to receive sitting fees for each meeting of the Board or Committee of the Board attended by him, of such sum as may be approved by the Board of Directors within the overall limits prescribed under the Companies Act, 2013 and The Companies (Appointment and Remuneration of Managerial Personnel) Rules, 2014;
ii. The Independent Directors of the Company shall not be entitled to participate in the Stock Option Scheme of the Company, if any, introduced by the Company.
3. CEO & Managing Director - Criteria for selection /appointment:
For the purpose of selection of the MD and WTD the N&R Committee shall identify persons of integrity who possess relevant expertise, experience and leadership qualities required for the position and shall take into consideration recommendation, if any, received from any member of the Board.
The Committee will also ensure that the incumbent fulfills such other criteria with regard to age and other qualifications as laid down under the Companies Act, 2013 or other applicable laws.
Remuneration Policy for the Senior Management Employees:
I. In determining the remuneration of the Senior Management Employees and Key Managerial Personals, the N&R Committee shall ensure/consider the following:
i. the relationship of remuneration and performance;
ii. the balance between fixed and incentive pay reflecting short and long term performance objectives, appropriate to the working of the Company and its goals;
iii. the remuneration is divided into two components viz. fixed component comprising salaries, perquisites and retirement benefits and a variable component comprising performance bonus;
iv. the remuneration including annual increment and performance bonus is decided based on the criticality of the roles and responsibilities, and current compensation trends in the market.
II. The Executive Director will carry out the individual performance review based on the standard appraisal matrix and shall take into account the appraisal score card and other factors mentioned herein-above, whilst recommending the annual increment and performance incentive to the N&R Committee for its review and approval.
Pursuant to the provisions of the Companies Act, 2013 and Clause 49 of the Listing Agreement, the Board has carried out the annual performance evaluation of its own performance, the Directors individually as well as the evaluation of the working of its Audit, Nomination and Remuneration and Compliance Committees. A structured questionnaire was prepared after taking into consideration inputs received from the Directors, covering various aspects of the Board's functioning such as adequacy of the composition of the Board and its Committees, Board culture, execution and performance of specific duties, obligations and governance. A separate exercise was carried out to evaluate the performance of individual Directors including the Chairman of the Board, who were evaluated on parameters such as level of engagement and contribution, independence of judgment, safeguarding the interest of the Company and its minority shareholders etc. The performance evaluation of the Independent Directors was carried out by the entire Board. The performance evaluation of the Chairman and the Non Independent Directors was carried out by the Independent Directors who also reviewed the performance of the Secretarial Department. The Directors expressed their satisfaction with the evaluation process.
The Company does not have any subsidiary, associate or joint ventures during the year 2014-15.
RELATED PARTY TRANSACTIONS:
All transactions entered into with Related Parties as defined under the Companies Act, 2013 and Clause 49 of the Listing Agreement during the financial year were in the ordinary course of business and on an arm's length pricing basis and do not attract the provisions of Section 188 of the Companies Act, 2013. There were no materially significant transactions with related parties during the financial year which were in conflict with the interest of the Company. Suitable disclosure as required by the Accounting Standards (AS18) has been made in the notes to the Financial Statements. The details of the related Party Transactions have also given with this report in the Form AOC-2 (Pursuant to clause (h) of sub-section (3)of section 134 of the Act and Rule 8(2) of the Companies (Accounts) Rules, 2014) for disclosure of particulars of contracts/ arrangements entered into by the company with related parties referred to in sub-section (1) of section 188 of the Companies Act, 2013. The Audit Committee and the Board has approved a policy for related party transactions which has been uploaded on the Company's website.
(a) Strictures and Penalties:
No strictures or penalties have been imposed on the Company by the Stock Exchanges or by the Securities and Exchange Board of India (SEBI) or by any statutory authority on any matters related to capital markets during the last three years.
(b) Compliance with Accounting Standards:
In the preparation of the financial statements, the Company has followed the Accounting Standards notified pursuant to Companies (Accounting Standards) Rules, 2006 (as amended) and the relevant provision of the Companies Act, 2013 read with General Circular 8/2014 dated April 04, 2014, issued by the Ministry of Corporate Affairs. The significant accounting policies which are consistently applied have been set out in the Notes to the Financial Statements.
(c) Internal Controls:
The Company has a formal system of internal control testing which examines both the design effectiveness and operational effectiveness to ensure reliability of financial and operational information and all statutory/ regulatory compliances. The Company's business processes have a strong monitoring and reporting process resulting in financial discipline and accountability.
The CEO and the CFO have issued certificate pursuant to the provisions of Clause 49 of the Listing Agreement certifying that the financial statements do not contain any untrue statement and these statements represent a true and fair view of the Company's affairs. The said certificate is annexed and forms part of the Annual Report.
CODE OF CONDUCT:
The Board of Directors has approved a Code of Business Conduct which is applicable to the Members of the Board and all employees. The Code has been posted on the Company's website www. gajrabevel.com The Code lays down the standard of conduct which is expected to be followed by the Directors and the designated employees in their business dealings and in particular on matters relating to integrity in the work place, in business practices and in dealing with stakeholders. The Code gives guidance through examples on the expected behavior from an employee in a given situation and the reporting structure.
All the Board Members and the Senior Management personnel have confirmed compliance with the Code.
VIGIL MECHANISM/WHISTLE BLOWER POLICY:
In staying true to our values of Strength, Performance and Passion and in line with our vision of being one of the most respected companies in India, the Company is committed to the high standards of Corporate Governance and stakeholder responsibility.
The Company has a Risk Management Policy (RMP) to deal with instances of fraud and mismanagement, if any. The FRM Policy ensures that strict confidentiality is maintained whilst dealing with concerns and also that no discrimination will be meted out to any person for a genuinely raised concern.
As part of our corporate governance practices, the company has adopted the Whistleblower policy that covers our directors and employees. The policy is provided pursuant to clause 49 (IIF) of Listing Agreement on our website, http://www. gajrabevel.com
PREVENTION OF INSIDER TRADING:
The Company has adopted a Code of Conduct for Prevention of Insider Trading with a view to regulate trading in securities by the Directors and designated employees of the Company. The Code requires pre-clearance for dealing in the Company's shares and prohibits the purchase or sale of Company shares by the Directors and the designated employees while in possession of unpublished price sensitive information in relation to the Company and during the period when the Trading Window is closed. The Company Secretary is responsible for implementation of the Code. The Company has also approved Revised Code of Conduct in its Board Meeting held on 13th February, 2015 in line with the SEBI (Prohibition of Insider Trading) Regulation, 2015 All Board Directors and the designated employees have confirmed compliance with the Code.
COMMUNICATION WITH THE MEMBERS/ SHAREHOLDERS:
• The unaudited quarterly results are announced within forty-five days of the close of the quarter. The audited annual results are announced within two months from the close of the financial year as per the requirements of the Listing Agreement with the Stock Exchanges. The aforesaid financial results are sent to MPSE and BSE Limited (BSE) where the Company's equity shares are listed, immediately after these are approved by the Board. The results are thereafter given by way of a Press Release to news agencies/ and are published in leading English and Hindi daily newspapers. The audited financial statements form a part of the Annual Report which is sent to the Members well in advance of the Annual General Meeting.
• The Company also informs by way of intimation to MPSE & BSE all price sensitive matters or such other matters, which in its opinion are material and of relevance to the members and subsequently issues a Press Release in regard to the same.
• The Annual Report of the Company, the quarterly and the annual results and the press releases of the Company are also placed on the Company's website: www. gajrabevel.com and can be downloaded.
• In compliance with Clause 52 of the Listing Agreement, the quarterly results, shareholding pattern, quarterly compliances and all other corporate communication to the Stock Exchanges viz. BSE Limited are filed electronically on BSE's on-line portal website www.listing.bseindia.com.
• A separate dedicated section under 'Corporate Governance' on the Company's website gives information on unclaimed dividends, quarterly compliance reports/ communications with the Stock Exchanges, Annual disclosures and other relevant information of interest to the investors /public.
GENERAL INFORMATION TO SHAREHOLDERS:
Financial Year Ended : March 31, 2015
The Company has a Registrar and Share Transfer Agent M/s Link Intime India Private Limited ., having their office at , C-13, Pannalal Silk Mills Compound, L.B.S.Marg, Bhandup (W) Mumbai, Maharastra400078, which offers all share related services to its Members and Investors.
These services include transfer/transmission/dematerialization of shares, payment of dividends, subdivision/consolidation / renewal of share certificates and investor grievances. The Share Transfer Agent is registered with SEBI as Registrar to an Issue/Share Transfer Agent.
Address for Correspondence with the Share Transfer Agent of the Company:
Link Intime India Pvt. Ltd.
C-13, Pannalal Silk Mills Compound,
L.B.S.Marg, Bhandup (W) Mumbai 400078
Phone: 022- 25963838, Fax: 022-25946969
For transfer/transmission/ subdivision/demat/ loss of shares/ dividend/general inquiries and investor grievance remaining unattended: firstname.lastname@example.org , email@example.com . Members who hold shares in dematerialized form should correspond with the Depository Participant with whom they maintain Demat Account/s, for their queries relating to shareholding, change of address, credit of dividend through NECS. However, queries relating to non-receipt of dividend, non-receipt of annual reports, or on matters relating to the working of the Company should be sent to the Share Transfer Agent of the Company. Members who hold shares in physical form should address their queries to the Share Transfer Agent of the Company.
Members are requested to ensure that correspondence for change of address, change in bank details, processing of unclaimed dividend, subdivision of shares, renewals/split/consolidation of share certificates, issue of duplicate share certificates should be signed by the first named Member as per the specimen signature registered with the Company. The Share Transfer Agent of the Company may also, with a view to safeguard the interest of
its Members and that of the Company, request for additional supporting documents such as certified copies of PAN Cards and other proof of identity and/or address.
Members are requested to indicate their DP ID & Client ID/ Ledger Folio number in their correspondence with the Company and also to provide their Email addresses and telephone numbers/FAX numbers to facilitate prompt response from the Share Transfer Agent of the Company.
Exclusive E-Mail ID:
The Company has designated an e-mail ID to enable the Members and Investors to correspond with the Company. The e-mail ID secretary@gaj rabevel. com
The location of the Company's Plants are given on the inside cover page of the Annual Report. The details of the Plants along with their addresses and telephone numbers are also available on the Company's website at www. gaj rabevel.com.
SHARE TRANSFER SYSTEM / DIVIDEND AND OTHER RELATED MATTERS:
i. Share transfers:
Share transfers in physical form are processed and the share certificates are generally returned to the transferees within a period of fifteen days from the date of receipt of transfer provided the transfer documents lodged with the Company are complete in all respects.
ii. Nomination facility for shareholding:
As per the provisions of the Companies Act, 2013, facility for making nomination is available for members in respect of shares held by them.
Members holding shares in physical form may obtain nomination form, from the Share Department of the Company or download the same from the MCA's website. Members holding shares in dematerialized form should contact their Depository Participants (DP) in this regard.
iii. Permanent Account Number (PAN):
Members who hold shares in physical form are advised that SEBI has made it mandatory that a copy of the PAN card of the transferee/s, members, surviving joint holders/legal heirs be furnished to the Company while obtaining the services of transfer, transposition, transmission and issue of duplicate share certificates.
iv. Sub-division of shares:
The Company had not subdivided any share in the past 5 years.
a. Unclaimed Dividends:
The Company has not declared any dividend therefore it was not required to transfer any dividends which have remained unpaid/unclaimed for a period of seven years to the Investor Education & Protection Fund established by the Government during the year 2014-15 as well as 2015-16.
vi. Pending Investors' Grievances:
Any Member/Investor whose grievance has not been resolved satisfactorily, may kindly write to the Company Secretary at the Registered Office with a copy of the earlier correspondence.
vii. Redressal of investor grievances through SEBI SCORES mechanism:
SEBI has issued various circular for Listed Companies to Registered itself on SCORES. It is a web based centralized grievance redress system of SEBI. SCORES enables investors to lodge and follow up their complaints and track the status of redressal of such complaints online from the SCORES website. Your Company is also registered on SCORES and promptly redressing investor grievances. The same is maintaining by our Registrar and Share Transfer Agent M/s Link Intime India Private Limited.
viii. Reconciliation of Share Capital Audit:
As required by the Securities & Exchange Board of India (SEBI) quarterly audit of the Company's share capital is being carried out by an independent external auditor with a view to reconcile the total share capital admitted with National Securities Depository Limited (NSDL) and Central Depository Services (India) Limited (CDSL) and held in physical form, with the issued and listed capital. The Auditors' Certificate in regard to the same is submitted to BSE Limited and is also placed before Stakeholders' Relationship Committee and the Board of Directors. The Company is ion process to get listing of the shares for the preferential allotments made as well as reconciliation of the issued, subscribed and paid up capital with the CDSL, NSDL and BSE.