How do proxies work at a strata meeting?

Proxies let owners who can't attend a meeting still have their vote counted, but they come with formalities that trip committees up more often than most other procedural matters.

The basics

An owner completes a proxy form nominating another person (who may or may not be another owner, depending on your state's rules) to vote on specific or all matters at a nominated meeting. The form generally needs to be received by a set deadline before the meeting to be valid.

Common limits

Most states cap the number of proxies a single person can hold at one meeting, to stop a small number of people controlling a disproportionate share of the vote. Some states also restrict who can act as a proxy (for example, requiring they be an owner or occupier in some circumstances). These limits vary by state, so check your own state's current legislation rather than assuming a number.

Getting proxies right

• Use the correct form for your state and scheme's requirements
• Set and communicate the submission deadline clearly in the meeting notice
• Check received proxies against the state's cap before the meeting, not during it
• Record which proxy voted on which motion, not just that a proxy was received

What goes wrong

The most common failure is discovering during the meeting that a proxy exceeds the legal cap or was received after the deadline, forcing a scramble to work out whether the vote is still valid. Checking proxies as they arrive, rather than on the day, avoids this.

How Flex Strata helps

Meetings tools record proxies against the relevant owner and motion as part of the live meeting record, so the paper trail supporting minutes is accurate without a separate reconciliation step afterward.