Meeting Details

The 40th AGM was held on Wednesday, September 16, 2026, at 10:30 A.M. (IST) through Video Conferencing/Other Audio Visual Means facility provided by National Securities Depository Limited ("NSDL"). The meeting was conducted in compliance with Companies Act, 2013 and SEBI Listing Regulations, following circulars issued by MCA and SEBI. The proceedings were deemed to be conducted at the registered office of the Company. The AGM commenced at 10:30 A.M. and concluded at 11:40 A.M. (including time allowed for voting at the AGM).

Attendance

Total 138 members attended the AGM through VC/OAVM. The following individuals attended:

Board of Directors:

  • Dr. Nikhil Sinha - Non-Executive & Independent Director (Chairman of the Board, Audit Committee and Finance Committee)
  • Mr. Raghu Venkat Chivukula - Non-Executive & Independent Director (Chairman of Nomination and Remuneration Committee)
  • Mr. Kirti Kumar Danwar - Non-Executive & Independent Director (Chairman of Stakeholders and Relationship Committee)
  • Mr. Pawan Kumar Danwar - Non-Executive & Non-Independent Director
  • Mr. Neelesh Agarwal - Non-Executive & Non-Independent Director
  • Ms. Rita Gupta - Non-Executive & Non-Independent Director

Key Managerial Personnel:

  • Mr. Alok Sahu - Chief Financial Officer
  • Mr. Gaurav Bhalla - Manager
  • Ms. Twinkle Monga - Company Secretary & Compliance Officer

Auditors & Scrutinizer:

  • Mr. Ashutosh Ranjan Choudhary - Representative of M/s. B S R & Associates LLP, Statutory Auditors
  • Mr. Vineet Kumar Chaudhary - Representative of M/s. VKC & Associates, Secretarial Auditors and Scrutinizer

Proceedings Summary

Ms. Twinkle Monga, Company Secretary & Compliance Officer, welcomed members and explained meeting procedures. Participants were in mute mode by default, with only pre-registered speakers able to speak. Members could ask questions using the chat feature. All required documents were available for electronic inspection during the AGM.

Dr. Nikhil Sinha, Chairman of the Board, chaired the meeting and delivered his speech. The Notice of AGM was taken as read. The Chairman informed that the Statutory Auditor's Report on standalone and consolidated financial statements and the Secretarial Auditor's Report for FY ended March 31, 2026 contained no qualifications, observations, reservations, or adverse remarks.

A Q&A session was conducted where most shareholder questions were answered during the meeting, with remaining questions to be answered via email.

Voting Process

Remote e-voting was conducted pursuant to Section 108 of the Companies Act, 2013 read with Rule 20 of the Companies (Management and Administration) Rules, 2014. The remote e-voting commenced on Sunday, September 13, 2026 at 9:00 A.M. and ended on Tuesday, September 15, 2026 at 5:00 P.M. Members who attended the AGM but did not cast remote votes were provided an additional 15 minutes for e-voting during the meeting.

Business Items Approved

The following items of business from the AGM notice were placed for approval:

1. Ordinary Business: Adoption of Audited Financial Statements along with Reports of Board of Directors and Statutory Auditors (voting: remote e-voting and e-voting during AGM)

2. Ordinary Business: Re-appointment of Mr. Pawan Kumar Danwar (DIN: 06847503) as a Non-Executive, Non-Independent Director liable to retire by rotation (voting: remote e-voting and e-voting during AGM)

3. Special Business: Approval of payment of remuneration to Mr. Gaurav Bhalla, Manager of the Company (voting: remote e-voting and e-voting during AGM)

4. Ordinary Business: Entering Material Related Party Transaction with HCL Capital Private Limited, Promoter Group Company (voting: remote e-voting and e-voting during AGM)

5. Ordinary Business: Entering Material Related Party Transaction with HCL Corporation Private Limited, Promoter Company (voting: remote e-voting and e-voting during AGM)

Post-Meeting Submissions

The following reports will be submitted to Stock Exchange(s) within stipulated timelines:

  • Voting Results under Regulation 44(3) of the Listing Regulations
  • Consolidated Scrutinizer's Report under Section 108 of the Companies Act

Additional Information

The proceedings document was digitally signed by Twinkle Monga, Company Secretary & Compliance Officer (Membership No.: A-54882) on September 16, 2026. The information will be hosted on the company website at www.hclinfosystems.in.