The Member Clubs of the Welsh Rugby Union have been notified that an Extraordinary General Meeting of the governing body will be held on Sunday 15th June 2014 at the Princess Royal Theatre in Port Talbot.
All Member Clubs have been notified of the agenda and invited to send delegates authorised to vote on their behalf.
The WRU welcomes the opportunity to engage with clubs on a variety of issues and will seek to answer any questions posed by delegates at the meeting.
The WRU also wishes to stress to its Member Clubs the importance of voting, either in person at the EGM or using the proxy form they have received.
Each Member Club of the WRU has two votes and there are two ways to submit those votes: firstly, by attending the EGM in person on Sunday 15th June, secondly by submitting votes via proxy using one of the official forms.
The proxy forms provide the opportunity to appoint WRU President Dennis Gethin to cast their votes on their behalf.
Whilst proxy votes can be submitted, the WRU is appealing for as many Member Clubs as possible to attend the EGM in order to ensure they are fully versed in all of the relevant arguments when they vote and to also ensure that the minimum requirement of attendance is met.
If attendance at the EGM should fall short of what is required, it is important to note that, constitutionally, no conclusion can be reached at the meeting and another costly meeting must be held the following week.
"It is vitally important to the future of rugby in Wales that those Member Clubs available to attend do so or, for those that can't be there in person, votes are cast using the proxy forms which have been made widely available," said WRU chief executive Roger Lewis.
"We know that those 43 Member Clubs who called for the meeting will be keen to debate the relevant issues, but we need to ensure that all clubs enter the discussion by either attending or submitting their vote via a proxy form."
Welsh Rugby Union chairman David Pickering added: "We would like to encourage any clubs who are undecided to pass their votes to the WRU President Dennis Gethin using the proxy voting forms and would reiterate, to clubs voting by proxy, that it is important to read the forms carefully and be sure they are placing their vote in the right place."
WRU Members Clubs have until 11am on Friday 13th June to return their proxy form, which will be collated and verified ahead of the meeting the following Sunday.
Carmarthen Quins are holding an exhibition to commemorate club players who fought in World War I. All welcome to the clubhouse on Friday afternoon to learn more about local history, or share any family anecdotes or artifacts.