Proxy Voting at Body Corporate Meetings: A Complete Guide

What Is a Proxy?

A proxy is a written authorisation that allows you to appoint another person to attend a body corporate general meeting and vote on your behalf. If you cannot attend in person, submitting a proxy is the best way to ensure your vote is counted.

Who Can You Appoint as Your Proxy?

You can appoint almost anyone as your proxy — another lot owner, a family member, a friend, or a solicitor. However, there are restrictions:

A body corporate manager, their staff, or associates cannot hold a proxy
A caretaker or their associates cannot hold a proxy
Most module regulations limit the number of proxies one person can hold — typically no more than one proxy (other than a person who holds proxies for lots they partly own)

If you are unsure whether your intended proxy holder is eligible, check the meeting notice or ask the body corporate manager.

Two Types of Proxy

Open proxy: You authorise your proxy to vote however they see fit on all motions. This gives them maximum flexibility but no specific direction.

Directed proxy: You instruct your proxy how to vote on each specific motion — for, against, or abstain. If you have a view on the budget, committee nominations, or any other motion, a directed proxy lets you record it precisely.

You can mix these — give open authority on some motions and specific directions on others.

How to Submit a Proxy

Complete the proxy form included with the meeting notice
Specify your proxy holder's name and any voting directions
Sign and date the form
Submit it to the secretary or body corporate manager before the deadline — the cut-off is stated in the meeting notice

Late proxies may not be counted. Submit yours as early as possible.

Limits on Proxies

Proxy rules exist to prevent a single person or a small group from accumulating votes and controlling decisions unfairly. If you become aware of unusual proxy collection activity in your scheme — particularly around contested AGM votes — raise it with the body corporate manager and, if necessary, the Commissioner's office.

Secret Ballot vs Proxy

For some motions, a secret ballot paper can be submitted directly — without appointing a proxy. The meeting notice will specify which motions allow a secret ballot. If both options are available, a secret ballot may be simpler than a proxy for straightforward voting decisions.

What Happens to Your Proxy at the Meeting

Your proxy holder attends the meeting and votes in accordance with your instructions (or their own judgment, if you gave an open proxy). If a quorum needs to be reached, your proxy counts towards quorum as well as the vote itself.

After the meeting, check the minutes to confirm your vote was recorded as intended.

This article is general information only and does not constitute legal advice. For advice about specific meeting or voting issues, consult a strata lawyer or the Office of the Commissioner for Body Corporate and Community Management.