How to appoint a proxy
Proxy Forms and Sample Proxy Forms
Condominium corporations host owners’ meetings to discuss and vote on important matters. The CAO encourages owners to attend these meetings, but we understand that this may not always be possible. Owner’s that can’t attend can appoint anyone to act on their behalf in these meetings. These individuals are called proxies and they may be able to participate or vote depending on the kind of appointment they get from an owner.
Owners must use the forms on this page to appoint proxies and generally make sure they follow their condo’s specific processes as well. Owners should also make sure to speak to their proxy before any meetings.
Review the meeting notice
Condo corporations send notices to owners notifying them of any upcoming owners’ meetings. Make sure to read these carefully so you can understand when the meeting is happening, what will be discussed and if any important votes are taking place. Understand all the materials from these notices well so you can provide you proxy with the right instructions on what to vote for or listen to during the meeting. Make sure to speak to your proxy directly so they understand your position on what will happen in the meeting.
Determine which kind of proxy you would like to appoint
Empower your proxy to act on your behalf by filling out this important section found on page two of your proxy.
Select the topic you want your proxy to vote on
Skip this if you don’t want your proxy to vote for you or make a selection at the bottom of page two of the form if you do. The options are as follows:
- Section 1 allows your proxy to elect candidates to board positions
- Section 2 allows them to elect candidates to board positions that only owners who live in the building may vote on
- Section 3 allows voting on specific issues
- Section 4 allows voting to removing directors
Each of the four selections above will enable new options depending on the selection that allow you to provide more detail for how you want your proxy to vote. Leave these additional sections blank if you want your proxy to decide how to vote on their own.
Condo forms can be accessed through two separate links:
Fillable forms can be filled out, saved and printed on your computer.
Non-fillable forms must be printed first and filled out by hand. For best results, please save the form to your computer, and then print it.
CAO recommends using Google Chrome.
Please ensure you are opening the forms on your desktop or laptop computer instead of on mobile or your tablet.
CAO recommends using the most up to date version of Google Chrome, though Safari and Firefox may also work. Forms may not be compatible with Internet Explorer. You may also run into issues opening the forms on mobile or tablet.
You may encounter problems with pop-up blockers. Most blockers for Windows users can be temporarily disabled by holding the “CTRL” key while clicking on a link.
The fillable form is dynamic which means that text boxes or tables will expand as you enter information. Also, checking certain boxes may cause items to appear or disappear, as necessary.
Any layout issues will be corrected once the form is saved and opened with a PDF reader.
Some symbols may not be entered in a section meant for a date. Please use the dropdown date menu to select a date or use slashes to separate the date to ensure that the date is accepted.
This is the format you should use: YYYY/MM/DD.
If you are filling out a form in hard copy and need more space for any field, you may enclose additional sheets of paper with the form.
Please be sure to note which fields the additional sheets of paper are associated with.
Certain condo forms provide an option to attach files within the form, this allows you to email or send the form to others with the attachments embedded within it. Most file formats will be accepted, including PDF and Microsoft Word documents but image files like jpeg. or png. cannot be attached to forms.
Please note that you cannot attach files to forms that are opened in your web browser. To do so you must first download and save the form.
You must use Adobe Acrobat Reader 8 or higher to open the form.
To add an attachment to applicable forms:
- Download the form to your device. Go to your downloads, locate the form, open it and then save it to your device.
- Once the form is saved and opened, you can now attach files.
- Click on the “Browse” button within the form, select the file from your device that you would like to attach, then click the “Open” button.
- You have now attached a file within the form.
- To view the file attachments, click the “paperclip icon” on the left-hand side to view the attached files.
Print it and sign it in all the required spots. Check your condo corporation’s by-laws to see if the proxy form must be given to your corporation at the meeting or in advance.
Corporations keep them for 90 days as part of their records retention process outlined in the Condo Act.
The CAO strongly recommends against distributing pre-populated proxy forms. Pre-populated proxy forms often result in confusion and miscommunication as they may be filled out incorrectly.
The Condominium Management Services Act also prohibits condo managers from soliciting proxy forms where the meeting relates to:
- Any matter directly related to the licensee
- The removal/election of board directors
Please contact the Condominium Management Regulatory Authority of Ontario by email at [email protected] for more information about solicitation of proxy forms.
Any owner can also contact the CAO directly for assistance if they have further questions about how to fill out the proxy form.
Review the sample proxy forms to ensure that you are filling the form out properly. Review the Notice of Meeting you received so you know the items being voted on and which individuals are up for election.
Speak to your board of directors or condo manager if you did not receive a Notice of Meeting.