Proxy – what you need to know

Proxy is a word, used to define a simple concept. When you want to do something, like attend a meeting, but you are unable to, because of personal matters that take place at the same time as the meeting. The solution is a proxy.

You authorize someone else to go to the meeting in your place. To speak and act on your behalf. This is how you can be in two places at the same time.

The word ‘proxy’ has two references. First, is the letter of authorization you sign, also called “The Proxy“. Second, is the person you authorize to act on your behalf, referred to as “The Proxy“. Even though this can get confusing as to which is referred to, in conversation, it should be easier if you think of each as one thing. Your intention is to attend a meeting and to act in a specific way. You decide to have someone else go instead, but to use the same intention and actions as if it were you. So your proxy is two parts. One is the person and the other is the letter they carry.

Components of a letter of authorization (the proxy letter). This is a legally binding document, because you are giving someone a “power of attorney” to act for you. And their actions will be binding on you.

  • Identify what the document is; PROXY (and what type, if applicable)
  • Identify who you are; YOUR NAME and YOUR CONNECTION to the Condo Association
  • Identify who you are naming to act as your proxy; THE PERSON TO BE YOUR PROXY
  • Identify what, where and when the proxy is to be used.
  • Purpose; List what rights and actions you are authorizing your PROXY (the person) to do on your behalf.
  • Expiration; State when and how the PROXY agreement will end.
  • Transfer of PROXY; since life can be funny sometimes, your PROXY (the person) may not be able to personally attend a meeting on your behalf. And since they are obligated to protect the trust you have given them, and in an attempt to fulfill your agreement, they could transfer the proxy to someone else, who would also agree to act on your behalf. Though not ideal, since your trust is not really in the actions of the new proxy person, since you may not even know them.
  • Date; states the date you signed the PROXY (letter) and made it official.
  • Name and Signature; the most important part, after all the really serious important parts above. Only after you approve of the details and conditions of the PROXY (letter), you put your name and signature to make it official.

So, like the kings of old, you hand your PROXY (letter) to your PROXY (person) and the two of them together, become your official PROXY.

A sample PROXY can be found here.

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