Information to Members

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COSMOPOLITAN CLUB
63, Anna Salai, Chennai - 600 002
Ph : 28584353-55, 28413853-55
CIN : U92411TN1934NPL000349
Email: cosmonetcentre@gmail.com
website:www.cosmopolitanclubchennai.com
NOTICE
Notice is hereby given that the 151st Annual General Meeting of the Members of Cosmopolitan Club will be held on Saturday, the 28th September 2024 at 10.35 a.m. at the Club Premises to transact the following businesses:
AGENDA
ORDINARY BUSINESS
1) To receive, consider and adopt the Audited Financial Statements of the Club for the financial year ended 31st March 2024 and the reports of Auditors and Management thereon.
2) Appointment of Statutory Auditors
To appoint M/s T Padmanabhan & Co. Chartered Accountants, having office at D2, First Floor, Rams Square, No.2, Village Road, Nungambakkam, Chennai 600 034 as Auditor of the company and fixing the remuneration to hold office for a period of five years from the conclusion of this Annual General Meeting till the conclusion of Annual General Meeting to be held for the Financial Year ending on 31st March 2029.
3) To elect 12 Members to the Executive Committee in place of those Members who retire by rotation (10 members to be elected as Resident Members and 2 Members to be elected as Non-Resident Members).
4) Any other subject with the permission of the Chair.
/ By order of the Executive Committee /
Chennai - 600 002 SANJAY RAMASWAMI
Dated : 26.7.2024 Honorary Secretary
Notes:
1. No member shall be entitled to be represented by a Proxy or Agent at the meeting.
2. The Club has engaged the services of Central Depository Services (India) Limited ("CDSL") as the Authorized Agency to provide facility for participating in the AGM as well as for remote e-voting facility (i.e. the facility of casting votes by a Member by using an electronic voting system from a place other than the venue of a General Meeting) and e-voting during AGM.
3. CDSL will send communication relating to remote e-voting credentials which inter alia would contain details about User ID and password, separately.
PROCEDURE FOR REMOTE E-VOTING
Members of the Club can vote on the resolution through ballot process available at the club on the date of Annual General Meeting or they can exercise their vote through Electronic Means provided through Central Depository Service Limited.
Voting through Electronic Means:
I In compliance with the provisions of Section 108 of the Companies Act 2013 and Rule 20 of the Companies (Management and Administration) Rules, 2014, the Company is pleased to provide members facility to exercise their right to vote at the Annual General Meeting (AGM) by Manual Ballot and the business may be transacted through remote e-voting services provided by Central Depository Services Limited (CDSL).
II E-Voting Process
A Eligibility to exercise vote through e-voting process:
1. The voting period begins on 25th September 2024 (9.00 A.M.) and ends on 27th September 2024 (5.00 P.M). Members whose name appear in the Register of members as on 8th September 2024 only shall be entitled to exercise their vote through e-voting process. The e-voting module shall be disabled for voting after 5.00 pm on 27th September 2024.
2. The members who have cast their vote by remote e-voting may also attend the Meeting but shall not be entitled to cast their vote manually again.
3. CDSL will send communication relating to e-voting which inter alia would contain details
about User ID and password, separately.
B Instructions for members voting electronically are as under:
i) The Members should log on to the e-voting website www.evotingindia.com.
ii) Click on Members.
iii) Enter the User ID.
iv) Next enter the Image Verification as displayed and Click on Login.
v) Next enter the Password
vi) After entering these details appropriately, click on "SUBMIT" tab.
vii) Click on the EVSN of on which you choose to vote.
viii) On the voting page, you will see "RESOLUTION DESCRIPTION" and against the same the option "YES/NO" for voting. Select the option YES or NO as desired.
The option YES implies that you assent to the Resolution and option NO implies that you dissent to the Resolution.
ix) Click on the "RESOLUTIONS FILE LINK" if you wish to view the entire Resolution details.
x) After selecting the resolution you have decided to vote on, click on "SUBMIT". A confirmation box will be displayed. If you wish to confirm your vote, click on "OK", else to change your vote, click on "CANCEL" and accordingly modify your vote.
xi) Once you "CONFIRM" your vote on the resolution, you will not be allowed to modify your vote.
xii) You can also take out print of the voting done by you by clicking on "Click here to print"
option on the Voting page.
xiii) In case you have any queries or issues regarding e-voting, write an email to helpdesk.evoting@cdslindia.com.
III) POST ELECTION PROCESS:
a) Mr. K.M.Subheramaniam, Advocate has been appointed as the Scrutinizer to scrutinize the e-voting process in a fair and transparent manner.
b) The Scrutinizer shall within a period not exceeding three working days from the conclusion of the e-voting period unblock the votes in the presence of at least two witnesses not in the employment of the Company and make a Scrutinizer's Report of the votes cast in favour or against, if any, forthwith to the President of the Club.
c) The Results shall be declared on or after the AGM of the Company and the resolutions will be deemed to be passed on the date of AGM of the Company subject to the receipt of requisite number of votes in favour of the resolution. The Results declared along with the Scrutinizer's Report shall be placed on the Company's website 'www.cosmoclubchennai.com' and on the website of CDSL immediately after results are declared.
Election Process
The attention of the Members is invited to Articles 35, 41, 42(a) to (d), (f) to (i) and 48 of the Articles of Association. These provisions prescribe the eligibility of members to contest and lay down the election procedure.
Art.35 : The Executive Committee of the Club shall consist of the President, the Vice President, the Honorary Secretary, the Honorary Joint Secretary and the Honorary Treasurer and 20 Members from among Resident members and 4 Members from among Non-resident Members. No Member is entitled for any allowances.
Art.41 : Election of Officers and Members of the Committee.
a) One half of the Members of the Executive Committee shall retire by rotation every year as per seniority. The retiring Members, however, shall be eligible for re-election provided that such retiring Members have not served on the Committee for more than three terms either consecutively or otherwise prior to seeking re-election.
(i) Provided further that no member shall be eligible for election to the Committee if he has already served on the Committee for a period of three terms either consecutively or otherwise.
(ii) Provided further that no Member shall be eligible to seek election to the Committee unless he has been a Member of the Club for a period of not less than eight years. (Member shall mean only Life Member and Primary Member for this clause).
b) No Member shall be eligible for election to the Office of the President, Vice President, Honorary Secretary, Honorary Joint Secretary and Honorary Treasurer, if he has held the same position either consecutively or otherwise for a period of six years (Three terms each term of two years). Part period of a term will be considered as full term.
(i) Provided further that a Term of One year duration and any part period of a year or two years term shall be considered as a full term of two years.
c) The President, Vice President, Honorary Secretary, Honorary Joint Secretary and Honorary Treasurer shall vacate the Office at the conclusion of the Annual General Meeting every alternate year irrespective of the date of assuming the post. Similarly, the Committee Member who retires by rotation shall also vacate the Office at the conclusion of the Annual General Meeting.
d) No Member shall be eligible for election to the office of the President, Vice-President, Honorary Secretary, Honorary Joint Secretary and Honorary Treasurer unless he has at least 10 years standing as a Member and he has served at least One term as Executive Committee Member.
Art.42: Annual General Meeting shall elect out of the Members of the Club, President, Vice President, Honorary Secretary, Honorary Joint Secretary and Honorary Treasurer, every alternate year and also elect one half of the Members of the Committee who retire by rotation. Any Executive Committee Member whose term is unexpired and if he intends to contest for the post of Office Bearer, should resign from the post of Executive Committee Member prior to filing of his nomination for any post of Office Bearer. Such resignation shall be deemed to have taken effect at the conclusion of the Annual General Meeting. Any Member of the Committee who has been co-opted will retire in the year in which the Member in whose place he was co-opted would have retired in normal course. The Office Bearers and the Executive Committee Members, whose term is expiring, shall hold the Office from the date of announcement of election till the date of election Caretaker Management without taking any policy decisions.
(a) Every person desirous of contesting for the above posts in election shall lodge with the office of the Club, his nominations duly proposed and seconded by two different members of the Club not less than fourteen clear days before the date of the Annual General Meeting.
(b) The candidates, the proposer and the seconder should not be in arrears of house bills and the subscription exceeding Rs.500/- within the meaning of Article-25 as on the date of scrutiny of nominations. The proposer and seconder should have a continuous membership of 8 years for proposing or seconding a candidate.
(c) The scrutiny of nomination papers will be taken up on the next day following the last date fixed for the receipt of nomination papers by a team of three office bearers and / or committee members who do not seek election. The committee so appointed shall scrutinize the validity of nominations and put up the list of valid nomination immediately thereof in the Notice Board.
(d) The candidates whose nominations are declared valid shall be allowed to withdraw their nomination papers at any time within 3 clear working days after the publication of valid nominations in the Notice Board. The final list of contesting candidates will be published immediately after the time fixed for the withdrawal of candidates is over.
(e) The voting for the election of the President, Vice President, Honorary Secretary, Honorary Joint Secretary and Honorary Treasurer and the members of the Committee shall be by manual ballot or through Electronic Voting Machine. The Committee in terms of Art.100 will frame the procedure to be followed in conducting the elections.
(f) Voting papers shall be prepared and duly attested by the Honorary Secretary and shall be handed over to each member to exercise their franchise on production of Membership Card for manual balloting or in the case of balloting through Electronic Format using computers and related software, an Authorisation Slip will be issued to the Member on production of Membership Card. However, no person who is in arrears of house bills and subscription exceeding Rs.500/- within the meaning of Article-25 shall be permitted to vote, unless he clears the same before casting his vote on the date of polling.
(g) Each member shall be entitled to vote on the voting paper and shall deposit in the ballot box. The voting paper shall be scrutinized by a Committee of five members nominated by the President and the results declared by pasting on the Notice Board of the Club. In case of voting through Electronic voting, the election results sheet shall be scrutinized by a committee of five members nominated by the President and the results declared by pasting on the Notice Board of the Club.
(h) No voting shall be necessary if the number of valid nominations does not exceed the number of seats vacant.
Art.48 : No member whose arrears of House bills and the subscription exceeds Rs.500/- on the 1st day of month immediately preceding the Annual General Meeting shall take part or vote at the said Annual General Meeting. No member shall be qualified for election to the Committee who was in arrears to the Club in respect of house bills and subscription for a sum exceeding Rs.500/- on the first day of month immediately preceding the Annual General Meeting at which the election is held, provided that the said member shall been titled to take part or vote at the General Meeting if the member clears the same before receiving the ballot paper on the date of polling.
/ By order of the Executive Committee /
Chennai - 600002                                                                                                                                                  SANJAY RAMASWAMI
Dated: 26.07.2024                                                                                                                                                        Honorary Secretary