Owners’ corporation meetings within strata buildings are where decisions are made, budgets are approved, maintenance priorities are set, and disputes resolved. But not every lot owner can make it every time, and that’s where proxies come in.
Whether you’re a committee member trying to run a meeting or a lot owner wanting your voice heard, understanding how proxy voting works can help you ensure you have your say and support others to have theirs.
What Is a Proxy?
A proxy is a written authorisation that allows one person to vote on behalf of another at an owners’ corporation meeting. If you can’t attend for any reason, you can appoint someone else to vote in your place. That person is known as your proxy holder.
In Victoria, the rules around proxies are set out in the Owners Corporations Act 2006 and the Owners Corporations Regulations 2018. For Victorian lot owners and committee members, understanding these rules will help you participate in meetings, protect your interests, and hold your OC accountable when needed.
Who Can Be a Proxy?
A proxy holder must be an individual, such as another lot owner, a family member, a friend, or even your OC manager, provided you’ve appointed them in writing. It can’t be a company or an organisation.
A proxy holder can hold multiple proxies, but there are limits on how many votes they can cast depending on the size of the owners’ corporation. A single person can’t hold more than 50% of the total number of proxies at the meeting. This prevents any one individual from dominating proceedings.
How Do You Appoint a Proxy?
The appointment of a proxy needs to be in writing and signed by you. Most owners’ corporations will circulate a standard proxy form with the notice of meeting. Check with your OC manager if this isn’t happening; it’s likely an administrative oversight.
The proxy form should specify:
- Who you’re appointing as your proxy holder.
- Whether the proxy is general (they vote however they see fit) or directed (you instruct them how to vote).
- The meeting it applies to.
Proxies can only stand in for you for the meeting you designate on the form. The completed form needs to be received before the meeting starts.
General vs Directed Proxies: What’s the Difference?
A general proxy gives your proxy holder full discretion, meaning they can vote however they think is best on every issue.
If you have strong views on a particular matter (for example, a proposed special levy within a maintenance fund), a directed proxy lets you specify exactly how you want your vote cast.
Tip: A proxy can be revoked by the lot owner before or at the meeting, provided written notice is given. If you show up in person, your attendance automatically revokes the proxy. The meeting chair needs to be informed, and it should be noted in the minutes.
How Above OCM Can Support Proxy Management
Proxies ensure that lot owners who can’t be present at OC meetings still have a voice. But like anything, they work best when everyone understands the rules and follows them properly.
Proxy disputes can result from invalid or incorrectly completed proxy forms, proxy holders who exceed their authority, or meetings where proxy tallies aren’t properly recorded. This is one of the reasons well-run OC meetings matter. At Above OCM, we ensure that every OC meeting follows legislative requirements and takes care of the administrative work so lot owners can focus on the issues that matter to them.
If you have questions about meeting procedure, proxy forms, or how your AGM should be run, we’re happy to help. Get in touch with our team to find out more.
