Scots of Canada

Annual General Assembly 2025 - November 30, 2025

Official Proxy Form

Instructions

1. Complete your name, position, organization and email address.  Forms with incomplete information will not be accepted. 
2. Select either an officer of Scots of Canada as your proxy holder or provide name and email of the proxy holder you are choosing.
3. Indicate your choice using the for, against, abstain, per proxy (default) for your vote on business matter motions.  Per proxy means that the proxy holder will determine the choice.
4. Indicate your choice for General Assignment should any other business arise during the meeting.
5. Either complete the reCAPTCHA then submit or use the PRINT button to print/save to a PDF, complete and mail/email per instructions below.

Important Notes

1. The Board shall be entitled to reject the proxy form if it is incomplete, improperly completed or illegible or where the true intentions of the appointer are not ascertainable from the instructions of the appointer specified in the proxy form. 
2. This is not an online vote form. If a proxy holder is not assigned then the current 1st Vice-Chair of Scots of Canada will be the proxy holder by default.
3. The completed proxy form must be completed online or printed and deposited at Scots of Canada's Head Office or received through mail or email by the Secretary by end of day in Canada on Saturday November 29, 2025 (Midnight PT, 7:00 AM UTC)
4. The proxy form must submitted by an authorized officer, Delegate or Alternate Delegate of a member organization.  Please ensure that our records are up to date for  your officer, delegate and alternate information. You may be contacted for verification of authority to submit a proxy.
5. Per Scots of Canada articles and bylaws, only member organizations with a status of Active will be eligible to vote or have a proxy vote on their behalf.  Active status is based upon dues for the current fiscal year being paid by end of day in Canada on Saturday November 29, 2025 (Midnight PT, 7:00 AM UTC)
6. Attendance at the meeting of the head, delegate or alternate delegate, as on record with Scots of Canada, automatically nullifies any proxy assignment. 
7. You may otherwise cancel a proxy by email no later than Sunday, November 30 2025 3pm ET. 
8. Non-attendance at the meeting by your proxy holder will nullify the proxy and no vote will be recorded on your organization's behalf.
9. Only persons attending and allowed to vote plus valid proxies in hand will count towards Quorum and the numbers required for any vote.
10. Providing false information when submitting a proxy form is addressed under the Canada Not-for-profit Corporations Act (NFP Act). The NFP Act imposes penalties for making false or misleading statements in required documents, which includes proxy forms. Offenders may face fines of up to $25,000, imprisonment for up to six months, or both.