Hundreds of members will decide whether to amalgamate Wentworth Golf Club with the Orange Ex-Services' Club at an historic vote night on November 20.
The clubs will hold separate votes. They need more than 50 per cent of members present at each meeting to approve the merger for it to go ahead.
No postal, proxy or absentee vote options are available.
Details of the future for the amalgamated club, to be run by the OESC, have been revealed in a memorandum of understanding which is on public exhibition.
It is proposed the Wentworth venue be renamed Wentworth Sports Club with golf, and potentially bowls facilities, provided.
Subject to purchasing the golf course, or gaining a 20-year lease, the OESC could also commit to spending up to $10 million on a new clubhouse at Wentworth and upgrade facilities.
OESC would use money from the insurance payout to Wentworth after fire destroyed its previous clubhouse in May for the spend.
All staff at Wentworth, including the golf club pro and his staff, would be offered work by OESC.
All the members of the club, all 19,000, they are all entitled to vote.Graham Gentles, president, Orange Ex-Services' Club
All full members of Wentworth would be invited to become full members of the OESC however Wentworth's life members will only be able to use their rights at the Wentworth venue.
As players' golf fees at Wentworth are higher than at Ex-Services' Country Club they will gradually be brought into line over three years to eventually see all players paying the higher fee.
The voting will take place in the OESC's Coral Sea Room. Wentworth members will vote at a meeting from 6pm. OESC members will meet from 7.30pm.
Wentworth general manager James Bale said the club's 800-plus members were encouraged to come to the meeting as only their votes would be counted.
He said under the vote rules if 800 people voted, 401 votes were needed to approve the amalgamation.
Mr Bale said he could not predict how the vote would go although there had been "overwhelming support" for amalgamation at information nights this year.
The plans are subject to state regulatory approval.
OESC president Graham Gentles said the club had been assisting Wentworth with advice over insurance and working with Orange City Council since the fire.
"Over the last six months we have been helping Wentworth out by offering some of its casual staff with employment at our club," he said.
Mr Gentles said it was unclear when a new clubhouse could be built.
He said the OESC would need to assess its position once Wentworth's financial situation was clear. He also urged members to attend the meeting.
"All the members of the club, all 19,000, they are all entitled to vote," he said.
However, he said it was likely only about 200, mainly those interested in golf, would attend. Mr Gentles said the club would also need to change part of its constitution for the amalgamation to proceed.
DO YOU WANT MORE ORANGE NEWS?
Receive our free newsletters delivered to your inbox, as well as breaking news alerts. Sign up below ...