The Association of Condominium Managers of Ontario (AMCO) is addressing recent issues faced by condominium boards in the Toronto area regarding the misuse of proxy forms.  

AMCO recently released a statement on its website with recommendations for putting systems in place to avoid problems with proxy issues in area condo communities.

The group suggested several “best practices,” which include everything from verifying signatures to fostering opening communication between board members and condo owners.

In regards to signatures, the group suggests setting up a requirement for owners to give a “signature sample” so proxy signatures can be reviewed to ensure legitimacy and requiring the named proxyholder to produce ID. AMCO also suggests in its statement that officials should verify that the proxy signer is not also in attendance at the meeting.

“Verify the accuracy of the list of owners prior to the meeting including noting any units that are not entitled to vote due to arrears of more than 30 days," AMCO said in its statement. "For new buildings, the developer should be asked for an updated owner’s list and for any signature samples they may have."

The group also recommends year-long strategies such as financial audits and budget responsibility to help elevate any potential proxy misuse or board problems.