Welcome to Condo’s Corner!

Brought to you by Daulton Read, President of Read Property Management

Get ready for a weekly dive into condo living like never before with Condo’s Corner! Speaking from my perspective as a Condominium Manager, my goal is to entertain and provide valuable management insights and stories that can help you live your condo life a bit better—all with a little bit of wit, charm, and practicality.

🗳️ New and Improved: Smart Proxy Forms Make Condo Voting Easier Than Ever

Condo owners, did you know you can still have your voice heard at an owners’ meeting even if you can’t attend in person?

Thanks to a new pilot initiative from the Condominium Authority of Ontario (CAO), completing a proxy form just got a whole lot easier. The CAO has launched a smart, guided proxy form that walks owners through the process step-by-step—no guesswork, no confusion, no legalese.

📋 What’s New?

The enhanced Q&A-style proxy form uses a simple questionnaire that pulls key info from your Notice of Meeting (the document you receive before your AGM or special meeting). Based on your responses, the form automatically generates a completed PDF proxy form you can print, sign, and deliver to your condominium corporation or another owner attending the meeting.

This digital tool is part of the CAO’s commitment to making condo forms more user-friendly and accessible for all owners.

💡 What is a proxy?

A proxy is someone you appoint to attend a condo meeting on your behalf. They can help your corporation reach quorum (which can be difficult for some corporations!) and may vote on your behalf—depending on the permissions you give.

🧭 How to Use the Smart Proxy Form

Not sure how to complete your proxy? We’ve got you covered. Here’s a simple, step-by-step walkthrough of the new digital proxy process launched by the Condominium Authority of Ontario. It’s modern, user-friendly, and best of all — it makes participating in your condo’s governance easier than ever.

1. Step 1: Read Your Notice of Meeting

Before diving in, take a moment to carefully review the Notice of Meeting sent by your condo corporation. It includes important details like the date, time, platform, and purpose of the meeting — plus any issues or elections requiring a vote. You’ll need this information to complete the proxy accurately.

2. Step 2: Confirm and Continue

Head to the CAO website, click the proxy tool, and select “Confirm and Continue.” You’re on your way.

3. Step 3: Search and Select Your Condo Corporation

   Enter your condominium corporation’s legal number (found on your meeting notice) to link your proxy to the right community.

   

4. Step 4: Enter Your Ownership Information

   You’ll be prompted to confirm your ownership and enter your full legal name as it appears on title.

   

5. Step 5: Identify Your Unit

Choose how you’d like to identify your unit. We recommend selecting “Unit Number and Municipal Address”.

6. Step 6: Appoint Your Proxy

Enter the name of the person you’re authorizing to represent you. There’s also an optional space for a backup proxy, just in case your first choice can’t attend.

7. Step 7: Choose Your Type of Proxy Appointment

• ✔️ Quorum Only – Counts for attendance but no voting.

• ✔️ Routine Votes Only – Votes on procedural matters only.

• ✔️ Full Voting Rights – Proxy can vote on all items, either following your instructions or at their discretion.

8. Step 8: Director Elections

Choose how you’d like your proxy to vote in board elections:

• Your Specific Voting Order – Rank candidates in your preferred order.

• Let the Proxy Decide – Empower your proxy to vote as they see fit.

9. Step 9: Owner-Occupied Unit Voting

   If you live in your unit and are on title, your unit is considered owner-occupied. Indicate this if special director positions for owner-occupants are listed.

   (This page will look almost identical to the director voting section above — don’t worry, you’re not seeing double.)

   

10. Step 10: Voting on Specific Matters

Decide how your proxy should vote on specific issues, such as:

• Appointment of the Auditor

• Rule changes raised via requisition

• Modifications to common elements

• Changes to governing documents

• Proposed amalgamations with another condo corporation

Leave sections blank if you’d like your proxy to vote at their discretion.

11. Step 11: Vote on Director Removal (If Applicable)

    If the agenda includes a motion to remove a director, you’ll have the option to vote on it here.

    

12. Step 12: Final Review and Sign-Off

    Before wrapping up:

    • Double-check all your selections.

    • Initial or sign the right-hand column of each section where required.

    • Generate your final PDF, print it, sign it, and deliver it to your board or property manager before the meeting.

📬 Why This Matters

Proxies are a critical part of condo governance. They help corporations meet quorum and move forward with important decisions like electing directors or approving new rules.

Too often, meetings stall due to low turnout. This tool makes it easier than ever for owners to participate—on their terms.

📣 Spread the Word

At Read Property Management, we strongly encourage owners to use this new proxy tool and stay involved in their communities. It’s fast, simple, and helps your condo run more effectively.

Share this update with your neighbours and subscribe to the CAO’s newsletter for more tools and resources that help make condo life smoother.

🔗 Try the new Smart Proxy Form on the CAO website here

Got a condo tale to tell or burning questions about condo living? Don’t be shy—share ’em with me! Whether it’s a funny story, a management mystery, a celebratory story, or just a nightmare, we’re all ears. All you need to do is reply to this email so we can keep the content coming.

Make sure to share this newsletter with your friends, family, and, more importantly – that neighbour who could learn a few things!