A proxy lets someone you trust vote on your behalf – not just at the AGM, but at any general meeting and on votes held outside meetings too. Here's why you might appoint one, and how to set it up.
A proxy is simply someone you authorise to vote on your behalf. It isn't only for the AGM – a proxy can act for you at any general meeting, and on votes held outside meetings too, so your apartment keeps a say on all strata matters even when you can't take part yourself. Every owner is entitled to vote; if you can't be there, a proxy is the next best thing to being in the room. Unlike pre-voting, your proxy takes part in the discussion and can respond to anything that comes up before votes are taken.
Appoint a proxy whenever you can't attend a meeting in person or online but still want your apartment's vote to count. Motions can turn on a small number of votes, and some need a minimum level of owner participation to be valid at all – so a proxy keeps you in the decision even when life gets in the way.
It's also the right choice when you'd rather your vote was cast by someone who'll be in the room and across the discussion, instead of locking your choices in early through pre-voting.
One useful thing to know: if you've appointed a proxy but then find you can attend the meeting yourself, your presence overrides the proxy automatically – you vote, not your proxy holder, and you don't need to revoke anything beforehand. A proxy is therefore a good standing arrangement: it gives you coverage on meetings you miss without any extra admin on the ones you make it to.
Your proxy can be another owner, a neighbour, a friend, or a family member – they don't have to be an owner themselves. The important thing is that it's someone whose judgement you trust, because they'll be making decisions in your name.
You can give them a free hand to vote as they see fit, or direct how you'd like them to vote on particular motions. A quick conversation beforehand goes a long way – what matters to you, and how you'd lean on the bigger items.
These steps cover the most common case – appointing a specific person (a neighbour, friend or family member) to vote for you.
1. Your details. At the top, write your name (or all owners' names) and your lot number, next to "I/We… being the owner/s of lot number/s…".
2. Name your proxy. The form lists three options; you delete the two you're not using. We'd suggest Option 3 (your named person only) – it keeps your vote entirely in the hands of the person you've chosen, which gives you and them the most control over how it's cast. Option 1 names your person but falls back to the Chairperson if they can't attend, and Option 2 appoints the Chairperson outright. Write your person's name in the option you keep, and delete the other two.
3. Directions (optional). If you want to steer how they vote on particular motions, note it; otherwise leave it open for them to use their judgement.
4. Date it.
5. Sign it. A sole owner signs on their own. If the lot has more than one owner (for example joint owners), every co-owner must sign for the proxy to be valid. Print each name under the signature.
6. Company owner. If the lot is owned by a company, an authorised person (director, secretary, etc.) signs.
Return the completed, signed form at least 4 working days before the meeting. Send it to the Strata Manager, or hand it to the person you've appointed so they can bring it with them on the night. Don't leave it to the last minute – a late form may not be accepted.
If you ever need to cancel a proxy, give notice to both the proxy holder and the Strata Manager.
Amy McCaffrey – Strata ManagerFill in and sign the official form right here – a completed copy is emailed to you and to the strata office. Prefer paper, or appointing on behalf of a company? Use the blank form above to print and sign by hand.
Once you've received your emailed copy, forward the completed form to Amy McCaffrey, the Strata Manager at Cygnet West, to lodge your proxy. Return it at least 4 working days before the meeting – a late form may not be accepted.
Appointing a proxy is one way to take part. For the bigger picture – what an AGM is, what gets decided, the different ways to vote, and what's happening at this year's meeting – head to the AGM guide.
If you're unsure how to appoint a proxy or fill in the form, get in touch and we'll point you in the right direction.