NOTICE OF SPECIAL GENERAL MEETING AND ANNUAL GENERAL MEETING

Date: Wednesday, 26th November 2025

Time: 7:00 PM AEDT (SGM) followed by AGM

Location: Virtual Meeting Link

Format: Online

PURPOSE

Notice is hereby given that a Special General Meeting (SGM) and Annual General Meeting (AGM) of Pony Club Victoria Incorporated will be held at the above times, date, and location.

SGM Purpose: To consider and, if thought fit, pass Special Resolutions to amend the Rules of Incorporation (see Appendix for an initial summary; full details to follow).
AGM Purpose: To conduct annual business as per Rule 16, including confirmation of minutes, annual report, financial statements, auditor appointment, and elections.

MEETING SCHEDULE

Special General Meeting – 7:00 PM AEDT

Welcome and Opening
Consideration of Special Resolutions
Voting and Results
Close of SGM

Annual General Meeting – Following SGM

Confirmation of Minutes of the Previous AGM
Presentation of the Annual Report
Presentation of Financial Statements and Auditor's Report
Appointment of Auditor for the Ensuing Year
Election of Elected Directors (if applicable, per Rule 23.4)
Any Other Business

NOTICE PERIOD EXPLANATION

This notice is issued to comply with the current 42-day notice period required for the AGM under Rule 18.1 of the Rules of Incorporation. As the SGM and AGM are scheduled consecutively, this initial notice serves to inform members of the upcoming meetings. To ensure transparency, the exact wording of the Special Resolutions will be distributed to all members at least 28 days prior to the meeting on November 26, 2025. This additional notice will provide the complete details of the motions for your consideration and voting. Please ensure your contact details are up to date on Just Go to receive these materials.

VOTING REQUIREMENTS

Voting Rights: Each Member Club may vote via its State Club Delegate (Rule 22) in person or by Postal Voting (Rule 3.1).

Special Resolution Threshold: At least three-quarters (75%) of votes cast by Member Clubs entitled to vote (Rule 3.1(2)).

Proxy Voting: Not permitted

Quorum: Ten percent (10%) of Member Clubs (represented by State Club Delegates) constitutes a quorum (Rule 19.2).

FURTHER INFORMATION

For questions or additional information, please contact the Execuitiveofficer@ponyclubvic.org.au

By order of the Board

Meaghan Densley

Executive Officer

Pony Club Victoria Incorporated