Policy - Absentee voting at meeting of members  By-Law Home

"In accordance with the Act, a person entitled to vote at a meeting of members may vote by proxy in the manner prescribed by the Board and the requirements of the Act, Regulations and bylaws."

Household Delegate Member

A requirement for maintaining status as a Household Delegate Member is to attend the meeting of members as a representative of the Household membership class.   The inability to do so, automatically removes the Household Delegate Member from their position.  Thus there is no proxy option for Household Delegate Members as they would no longer be eligible to vote.  

Organization Members

In the notice of meeting sent to Organization members there will be the following in addition to the other materials required for the meeting:

  • Instructions on how an individual may be designated as the voting representative for the Organization Member when registering for the meeting
  • The method of registration for the meeting whether the meeting is held online, in person or hybrid
  • A link to an online proxy form for the Organization to complete and submit if an authorized voting representative will not be attending.  
  • A link to a downloadable proxy form with instructions on how to complete and send either by email or post.
  • Cutoff dates for receipt of proxy form and registration for a meeting.

The following criteria will be used with respect to proxy forms.

  • The proxy form must be received from the head of the organization or the contact person for the organization.   A form from the head will be accepted preferentially over a form from a contact person. 
  • Attendance at the meeting by an individual who has been designated as the voting representative for an Organization automatically nullifies any proxy form that has been received for an Organization member.
  • Proxy forms must be received at least 24 hours prior to the start of the meeting for the proxy.  
  • A proxy form will only be valid for the indicated meeting on the form or a continuance of the meeting if such should occur. 
  • A proxy form may designate any executive or officer of the board to exercise the vote for the Organization member,  such vote being in addition to the regular vote(s) that the executive or officer may otherwise need.    Such votes not necessarily being cast as the same should the casting voter require to proper represent different interests through different votes.

Required content on the proxy form: 

1. Title & Identification

  • Title: "Proxy Form for Scots of Canada Annual/Special General Meeting"
  • Date of Meeting:  Date, time, and location of the meeting.
  • Organization Member's Name: A section for the member’s full name and address.

2. Appointment of Proxyholder

  • Designation of Proxy - This may be appoint an executive or officer as the proxyholder or another person as a proxy to attend , act, and vote on the members behalf.  
  • Eligibility - The proxyholder must be of age of majority as defined by Canadian Federal Regulations. 

3. Scope of Authority

  • A checkbox or statement clarifying whether the proxyholder has full discretion to vote on all matters or is limited to specific instructions.
  • If limited, provide space to list instructions (e.g., voting for/against specific motions or candidates).

4. Expiration & Revocation Clause

  • A statement on the validity of the proxy, usually limited to the specified meeting and its adjournments.
  • Option to revoke:

    "This proxy supersedes and revokes any prior proxy given with respect to the meeting."

5. Identification, Signature & Date

  • Name and position in the member organization of the person submitting the proxy
  • Member’s Signature and Date of Signing if submitted by post or scanned and emailed
  • Contact information if otherwise digitally submitted for verification if required by the Corporation's Secretary

6. Submission Instructions

  • Deadline and method for submission (email, mail, in-person).
  • Who the proxy must be submitted to which will normally be Scots of Canada.

7. Compliance Note

  • This proxy is issued under the Canada Not-for-profit Corporations Act (CNCA) and Scots of Canada’s by-laws.

 

Effective Date. This policy is effective as of October 30, 2025 and supersedes any prior policies regarding Absentee voting at meeting of members.

Revision. (YY/##). 2502