Can a committee member hold multiple proxies?

Yes, but only in certain situations. In Victoria, a committee member, like any proxy holder, can only vote as a proxy for: a single lot owner where there are 20 or fewer occupiable lots up to 5% of lot owners if there are more than 20 occupiable lots However, these limits don’t apply if the proxies are for family members or in prescribed circumstances under the Act.

Are there time limits on proxy appointments?

Yes. Proxy appointments are usually valid for a specific meeting or up to 12 months, unless otherwise specified in the form.

Can an owner revoke a proxy?

Yes. A lot owner can revoke a proxy appointment at any time by giving written notice to the owners corporation’s secretary. Alternatively, if the owner attends the meeting or votes in a ballot, it automatically overrides the proxy for that occasion.

Can proxies be used to change strata management companies?

This depends on the legislation in your state or territory. In Victoria, for example, if the proxy is not a lot owner, they cannot vote on appointing or removing the strata manager.

Proxies in Strata: What Owners & Committees Must Know

Strata meetings don’t always happen at the most convenient time. Work commitments or personal matters can prevent lot owners from attending and participating in key decisions. In such cases, appointing a proxy allows an owner to delegate their voting rights to a trusted representative.

This guide explains how those proxies in strata work, their rights and limitations, the correct appointment process, and best practices to support fair decision-making.

Key takeaways:

Proxies let lot owners delegate their voting rights if they can’t attend strata meetings.
Strict rules in Victoria limit proxy use to prevent manipulation and ensure fair voting.
Misuse of proxies can lead to disputes, so proper forms, deadlines, and oversight are essential.

What is a proxy in strata?

A proxy is a person appointed by a lot owner to represent them at owners corporation (OC) meetings. This could be another lot owner, a committee member, a friend, a family member, or a professional representative — as long as it is someone reliable to fulfil the role.

The appointment must be made in writing using the prescribed form. It can be submitted before or at the meeting, as long as it is lodged in time to be valid.

Lot owners should refer to the meeting agenda for any specific deadlines or instructions regarding proxy submission.

What a proxy can and cannot do in Victoria

Appointing a proxy authorises them to attend meetings, speak on matters, and vote on behalf of the lot owner. However, their role is subject to specific conditions and limitations set out in the appointment and legislation.

In general, a proxy:

must act honestly, in good faith, and in the lot owner’s best interests

can only vote or speak on the matters and meeting dates specified in the appointment

cannot transfer their authority to another person

In Victoria, the OC Act 2006 outlines additional restrictions to protect fair and transparent decision-making. These include:

a committee member can appoint a proxy for committee matters but only if the proxy is also a committee member

proxies who are not lot owners cannot vote on matters such as delegating powers or appointing and removing the owners corporation manager

a person must not vote as a proxy on a resolution for more than one lot owner if there are 20 or fewer occupiable lots, or for more than 5% of lot owners if the plan of subdivision has more than 20 occupiable lots

Given these rules, it is important to check the specific requirements under your state or territory’s legislation when appointing or acting as a proxy.

How to appoint a proxy for your owners corporation meeting

The following steps explain how to designate a representative for the meeting.

Step 1: fill out the Consumer Affairs Victoria proxy form

The lot owner must get the prescribed proxy form from the OC manager, committee, or the relevant state or territory’s website and complete it. The form is often included in the meeting agenda and typically asks for:

full name and address of the lot owner

full name of the person appointed as proxy

plan number and lot number

meeting or meetings the proxy applies to

proxy’s scope of voting authority

any voting instructions the proxy must follow

date of the appointment and lot owner’s signature

All information must be clear, accurate, and complete. Incomplete forms may be rejected or cause disputes over the validity of the proxy appointment.

Below is a sample of the form used in Victoria:

The form can also be downloaded here: Owners Corporation Proxy – Consumer Affairs Victoria

Step 2: Lodge the proxy correctly before the meeting

Once completed, the proxy form must be submitted to the owners corporation’s secretary. The appointment takes effect from the first meeting held after the form is delivered.

If voting under a power of attorney, attach a copy of the document to confirm the person’s authority to act. This allows the appointment to be properly documented and recognised by the OC.

Where proxy voting goes wrong in owners corporations

Proxies are helpful for maintaining participation in strata meetings but can be misused if not properly managed. Below are common risks associated with proxy use:

Vote stacking: when one person holds multiple proxies to manipulate outcomes

Conflicts of interest: proxies used to favour certain decisions for personal gain

Lack of transparency: improper handling of owners corporation proxies leading to disputes over whether votes were valid or if a proxy had the authority to act

Misuse of proxies can lead to conflicts among lot owners, costly challenges, and, in some cases, decisions being overturned.

Proxy voting is often where governance issues first become visible. When voting power is poorly controlled or overseen, decisions can stop reflecting the interests of the wider owners corporation and begin favouring a small group.

Before this escalates into formal disputes or invalid resolutions, many Committees choose to review whether their current management arrangement is applying proxy rules correctly and transparently.

You can speak with one of our strata management consultants to assess whether your meetings and voting processes are being managed fairly and whether stronger management support would make a difference.

How Committees can keep proxy voting fair and transparent

To minimise these risks and protect the integrity of general meetings, owners corporations and committees can do the following measures:

Encourage direct participation: Wherever possible, lot owners should be encouraged to attend meetings and vote directly rather than relying on proxies.

Verify proxy appointments: Check all proxy forms before the meeting to confirm they’re complete, submitted on time, and authorised.

Maintain accurate records: Keep a clear record of all proxy appointments received for each meeting.

Apply legislative limits consistently: Make sure proxy limits and restrictions under your state or territory’s legislation are applied at every meeting.

Educate lot owners: Provide clear information about how proxies work, the limits on proxy use, and the potential consequences of misuse.

Adopting these practices supports the appropriate use of proxies and helps decisions made during meetings reflect the interests of all members of the owners corporation.

What to do if proxy use is creating disputes in your building

Proxies play an important role in strata meetings, giving lot owners flexibility while keeping decisions on track. However, when proxies in strata are misused or poorly managed, it can lead to unfair outcomes, issues, and a loss of confidence in the owners corporation’s governance.

If you’re concerned about how proxy voting is handled in your building, it could be a sign of deeper issues with your current management. Poor proxy practises can unfairly influence decisions, sidelining the majority’s interests.

At Strata Management Consultants Melbourne, we help committees facing unfair management practises, including proxy misuse. If you’re considering changing your owners corporation manager, we can guide you through the process and help restore transparency in your strata meetings.