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Following the incorporation, voting arrangements have changed, details of which are explained in full in the Proxy Notice below.  

All Members of the Company are entitled to vote in person, online or by post. If you are not able to attend the AGM, we encourage you to cast your vote online. All eligible voters who have email addresses registered in the membership database will receive instructions on how to vote over the summer.  

It is important that the membership database contains accurate contact information for all of our Members. If you have an email address and do not receive emails from us via Constant Contact, please contact the Membership Secretaries as your information may need to be updated before you can vote online. If you do not receive voting instructions by the end of August, please email [email protected] for assistance. 

Proxy Notice

By order of the Council

Appointment of proxies & proxy voting 

  1. If you are a member who is entitled to attend and vote at the meeting, you are entitled to appoint a proxy to exercise all or any of your rights to attend, speak and vote at the meeting. 
  1. You can either submit your vote(s) using this proxy method in advance of the meeting using the online platform or by post and those collated votes will be passed to the Chair as your proxy, or you can appoint a proxy to vote on your behalf at the meeting – either the Chair or another person. 
  1. Where your proxy is given to an individual, they must attend the meeting to represent you. You can only appoint a proxy using the procedures set out in these notes and the notes to the proxy form. 
  1. If you wish your proxy to speak on your behalf at the meeting you will need to appoint your own choice of proxy (not the chair) and give your instructions directly to them. 
  1. If you do not give your proxy an indication of how to vote on any resolution, your proxy will vote or abstain from voting at their discretion. Your proxy will vote (or abstain from voting) as they think fit in relation to any other matter which is put before the Meeting. 
  1. Members can appoint a proxy and give proxy instructions completing the instructions below. 

Appointment of proxy to vote online or by post 

  1. You can appoint a proxy electronically by casting your vote through the online platform, details of which will be provided to all members with email addresses in the membership database, extracted no later than two weeks prior to the meeting. For this to be valid, your vote must be received by the Company no later than 12 hours prior to the meeting. 
  1. You can appoint a proxy by post by writing to the Company at the Secretary’s home address (this can be found in the back of the Talyllyn News). For this to be valid, your request must be received by the Company no later than 4 weeks prior to the meeting and must contain your name, membership number and return address, which must match the membership database. You will be issued with a postal ballot which must be returned to the Company by post to the Secretary’s home address. For this to be valid, your vote must be received by the Company no later than 1 week prior to the meeting. 
  1. For those who have been issued a postal ballot, but then decide to attend the meeting and vote in person, their blank, unused form must be presented to the meeting. This will enable us to ensure the integrity of the voting system.  

Appointment of proxy to attend the meeting 

  1. To appoint a proxy to attend, speak and vote at the meeting the member must complete the proxy form which must be:  
  • completed and signed; 
  • sent or delivered to the Company at Wharf Station, Neptune Road, Tywyn, Gwynedd, LL36 9EY; 
  • received by the Company no later than 48 hours prior to the meeting; and 
  • accompanied with proof of the identify of both the member and their proxy. 

Any power of attorney or any other authority under which the proxy form is signed (or a duly certified copy of such power or authority) must be included with the proxy form. 

Where a member chooses to issue their proxy with instructions on how to vote on each resolution, these must be provided to the appointed proxy and included on the proxy form. The notes to the proxy form explain how to direct your proxy how to vote on each resolution. 

The proxy form will be made available to download from the Society website or can be requested by writing to the Secretary at his home address. 

Changing proxy instructions 

  1. Members may change proxy instructions by submitting a new proxy appointment using the methods set out above, returning any unused ballot papers. Note that the cut-off time for receipt of proxy appointments also apply in relation to amended instructions; any amended proxy appointment received after the relevant cut-off time will be disregarded. 
  1. If you submit more than one valid proxy appointment, the appointment received last before the latest time for the receipt of proxies will take precedence. 


  1. Members who have general queries about the meeting or voting should contact the Secretary ([email protected]