1. CAO Form Container

Introduction

Welcome to the CAO’s Smart Condo Proxy Form!

Answer a few simple questions to get a filled-out proxy form that you can sign and submit to your condo corporation if you can't attend your upcoming condo owners' meeting!

Please note that completing this form online will not count as a vote. You will still need to print or download the form to your device to sign it and then submit it to your condo corporation.

You acknowledge that by completing this questionnaire you consent to the CAO collecting user metrics that will be used to improve our services.

Condo Registry Lookup

Please use the box below to search for your condo corporation. You can search by either the legal name, operating name, or municipal address.

“Legal Name” refers to the name given to the condo corporation by the Land Registry Office. Examples of condo corporation legal names include Toronto Condominium Corporation No. 1234 or London Condominium Corporation No. 1234.

“Declaration” refers to a governing document that contains important information about the condo corporation, such as the percentage that the unit owner must contribute to the common expenses and a breakdown of the responsibilities for repairing and maintaining the units and common elements.

“Condo Registry” refers to the CAO’s searchable condo registry that displays information prescribed in the regulation and is provided by condo corporations to the CAO through the filing of condo returns and notices of change.  

Enter all or part of the operating name in the first field. You can also use the Region dropdown list to narrow the search results.

Please enter the city and postal code for the condominium corporation's municipal address.

The city and postal code that you enter must match. For instance, if the city is “Toronto” but you provide a postal code for York Region, you will not find the correct match.

Condo Corporation Name



Condo Municipal Address



Condo Service Address

Condo Not Found

Please call CAO during regular business hours 416-901-9356 or toll-free 844-880-5341

Use the CAO’s Condo Registry to find your corporation’s legal name or consult the corporation’s declaration. The legal name is usually something like “Toronto Standard Condominium Corporation No. 1234".

 

 

The Condo Registry

My Information

Max Characters Allowed 100

Additional Instructions

 

If the unit owner is a business corporation, you must attach to the proxy form the corporate seal or a statement indicating that the individual signing the form has the authority to act on the business corporation’s behalf.


Those acting on behalf of the owner(s) or mortgagee(s) must attach a copy of a document providing them with this authorization.

Unit Identification

Max Characters Allowed 100

Use of Municipal Address
 

If you select unit number and municipal address, the municipal address will auto-populate based on the information in the CAO Condo Registry. If it is incorrect, you may delete it and type the correct municipal address.

You can manually override the error today, but your corporation will need to file a Notice of Change to fix it here and in the CAO Condo Registry.

Parcel of Tied Land Identification

Max Characters Allowed 100

Parcels of Tied Land
 

There are no units in a common elements condo corporation, only common elements which are shared by the owners. Each owner owns a piece of land that is legally attached to the common elements, known as a parcel of tied land.

Representative Information

Please enter the name of the individual you would like to represent you at the meeting. Be sure your representative is available to attend the meeting at the given time and place.

Max Characters Allowed 100

Max Characters Allowed 100

YYYY-MM-DD

You can review the notice of meeting to find out the date that your condo corporation's meeting will be held. This notice must be provided to all owners at least 15 days before the day of the meeting.

Representative Priority

 

Unit owners can nominate a primary representative to attend an owners' meeting and vote for them as well as a backup representative in the event that the primary representative is no longer able to attend the meeting.

 

It's important to appoint a backup representative so you can do your part to ensure your condo can have its meeting and conduct its business. 

Representative Permissions

Your representative will have no voting rights.
By selecting this option, your representative cannot vote and will only count towards quorum.

Quorum & Voting

 

A quorum is a minimum number of participants that must be present at a condo corporation meeting for business to be conducted. Generally, quorum for owners' meetings is 25 per cent.

 

Authorizing your representative to vote on matters of routine procedure would allow them to vote on items such as a vote to move the discussion to the next topic or a motion to adjourn the meeting.


Authorizing your representative to vote on all matters would include matters of routine procedure and any items listed on the agenda for the meeting, such as approving a new by-law.

Voting for All Candidates

Look at the table in Section 8.B of your Notice of Meeting form you received from your condo corporation.

To add a row to the table, select the symbol located in the action column. To delete a row, select the symbol located in the action column.

All the fields below are mandatory. List the candidates in order of preference. Please ensure that each candidate has a unique order of vote number and that no numbers are skipped or repeated.

Voting order is not correct

Voting preference must be listed starting at 1, without repeating numbers, and in consecutive ascending order (1, 2, 3, etc.)

Order of Vote

Candidates for the positions on the board

Actions

Order of Vote

 

List the candidates from the table in Section 8.B you would like to vote for in your order of preference.

 

Exclude anyone you would not vote for.

Exclude anyone that is checked off as a candidate for a position reserved for voting by "owners of owner-occupied units"

Voting by Owner-Occupied Units

Look at the table in Section 8.B of your Notice of Meeting form you received from your condo corporation.

What is an Owner-Occupied Unit?

 

This is simply a residential unit that hasn't been leased out within the 60 days before the board gives the Notice of Meeting, as shown in the corporation's records.

 

The Condo Act says that if a corporation has at least 15 per cent of units which meet the above definition, and the developer no longer owns a majority of the units, the corporation must reserve at least one spot on the Board of Directors for a candidate that can only be voted on by these owners. This is meant to ensure that owners currently living in the building retain a voice in board decisions.

Voting by Owner-Occupied Units

Look at the table in Section 8.B of your Notice of Meeting form you received from your condo corporation.

To add a row to the table, select the symbol located in the action column. To delete a row, select the symbol located in the action column.

All the fields below are mandatory. List the candidates in order of preference. Please ensure that each candidate has a unique order of vote number and that no numbers are skipped or repeated.

Voting order is not correct

Voting preference must be listed starting at 1, without repeating numbers, and in consecutive ascending order (1, 2, 3, etc.)

Order of Vote

Candidates for the positions on the board

Actions

Order of Vote

 

List the candidates from the table in Section 8.B you would like to vote for in your order of preference.

 

Exclude anyone you would not vote for.

 

Exclude anyone that is checked off as a candidate for a position "for which all owners may vote"

Voting on Specific Matters

Look at the rest of Section 8 of your Notice of Meeting.

List the items that are up for a vote and choose how you want your representative to vote.

You may only list items that are included in the Notice of Meeting. Please exclude items you do not wish to vote for.

To add a row to the table, select the symbol located in the action column. To delete a row, select the symbol located in the action column.

All the fields below are mandatory.

Specific Matter

In favour?

Actions

What are examples of specific matters?

  • Section 8.C - Appointment of an Auditor
  • Section 8.D - Voting on rule changes raised through an owners' requisition
  • Section 8.E - A change to the condo's common elements
  • Section 8.F - A change to the condo's governing documents or agreements
  • Section 8.G - Amalgamation of the condo corporation with another

Voting for Removal of Directors

Check section 8.D of your Notice of Meeting to confirm director removal is on the agenda for this meeting. If there is a checkmark under section 8.D, review the separately attached requisition that is included with the Notice of Meeting to see if any directors are up for removal.

List the directors up for removal and choose how you want your representative to vote

To add a row to the table, select the symbol located in the action column. To delete a row, select the symbol located in the action column.

All the fields below are mandatory.

Name of Director

Vote Preference

Actions

Owners' Meeting Requisition

 

You can understand whether your upcoming meeting will include a vote on removal of current board directors by checking if there is a separate Owner's Meeting Requisition form attached to the Notice of Meeting. If this form is attached, it will include details about which directors are being put forward for removal. If it’s not attached, then a vote for removal of directors is not on the meeting agenda.

 

Learn about Requisitions 

Nomination and Voting of Candidates

Check the table in section 8.B of your Notice of Meeting.

If there are candidates listed "for which all owners may vote", select the first checkbox below. 

If there are candidates running for a position reserved for voting "by owners of owner-occupied units", select the second checkbox below.

If you listed candidates in the Voting for All Candidates section, they are pre-populated in the table below. You may edit the names if changes are required.

The table only pre-populates the original list of candidate names you entered. If you return to the Voting for All Candidates section to update the names, you will need to manually update them here.

To add a row to the table, select the symbol located in the action column. To delete a row, select the symbol located in the action column.

All the fields below are mandatory. List the candidates in order of preference. Please ensure that each candidate has a unique order of vote number and that no numbers are skipped or repeated.

Voting order is not correct

Voting preference must be listed starting at 1, without repeating numbers, and in consecutive ascending order (1, 2, 3, etc.)

Order of Vote

Candidates for the positions on the board

Actions

If you listed candidates in the Voting by Owner-Occupied Units section, they are pre-populated in the table below. You may edit the names if changes are required.

The table only pre-populates the original list of candidate names you entered. If you return to the Voting by Owner-Occupied Units section to update the names, you will need to manually update them here.

To add a row to the table, select the symbol located in the action column. To delete a row, select the symbol located in the action column.

All the fields below are mandatory. List the candidates in order of preference. Please ensure that each candidate has a unique order of vote number and that no numbers are skipped or repeated.

Voting order is not correct

Voting preference must be listed starting at 1, without repeating numbers, and in consecutive ascending order (1, 2, 3, etc.)

Order of Vote

Candidates for the positions on the board

Actions

Notice of Meeting

 

A table in Section 8.B of your Notice of Meeting will list who is up for election in case removal of one or more directors is successful. The table will also indicate which of the candidates are running for a position "for which all owners may vote" and which are running for a position reserved for voting "by owners of owner-occupied units".

 

Please only list candidates you would like to vote for and exclude the rest.

 

Learn about Meeting Notices

Review Your Responses

Please review and confirm your responses to generate the form.

Please carefully review the information you submitted. Clicking on the Edit button will send you back to the corresponding portion of the smart form

Notes:

Once you generate the completed proxy form, you will see a section titled "Proxy Identification Number" at the top. This section has to be left blank and will be filled out by your condo corporation, if required.

Preview your form: You will be unable to edit the form after clicking finalize and download. Please preview the PDF below to make sure all the information is correctly represented.

By filling out and submitting this form to the corporation, you are revoking all proxy forms previously given.

Once you download the form, you must initial and sign it where instructed before submitting it to the condo corporation.

Thank you for using our smart form to appoint a representative!

Please note that completing this form online does not count as a vote. You will still need to print or download the form to your device to sign it and then submit it to your condo corporation.

Please check your condo corporation's by-laws for the instructions you must follow to submit your proxy form to the condo corporation. For example, your condo corporation's by-laws may specify whether the form must be submitted before the meeting or at the meeting. Be sure to review the by-laws to ensure your proxy form is submitted correctly.