Safety - Profession by Proxy? It is AGM time again

In olden times, by that, I mean the 1970s, proxies were common. Back in the dim past before the turn of the century, proxies were a type of voting that allowed people to cast a vote at a meeting they could not attend.

It was a common practice and still is used today at things like major shareholder meetings. But with the advent of the Internet, we have seen that we have the ability to attend a meeting virtually anywhere in the world. In the last year, we have seen that you only need the time, and you can attend a meeting with anyone just about anywhere.

Now, this timeworn practice is something that is still in use by the Board of Canadian Registered Safety Professionals. The Annual General Meeting announcement comes with a proxy form. That might lead you to ask why this organization needs proxy votes. The quick answer is - it doesn’t. A quorum is considered 50 certificants in attendance (virtual counts) or represented by proxy.

Why do proxies even exist? Well, if you’re involved in an organization, and there’s something coming up that you really want to support or really don’t support, then you can assign your vote to someone else. So it is possible for one person to have hundreds of votes by proxy.

As the annual general meeting approaches, those who are unable to attend the meeting can assign their vote by proxy. The default is to assign your proxy to the chair of the board. A lot of people do this. I admit I’ve done it myself in the past. There are good reasons why you should think before you give your vote away to someone else.

Why you shouldn’t give a proxy

Some people think it is expected that they fill out a proxy if they’re unable to attend the meeting. There is absolutely no need for anyone to fill out a proxy vote if they cannot attend the meeting. If you’re filling out the form simply because you feel obligated to – don’t. That is probably not a good idea.

If you don’t have something coming up for a vote at the annual general meeting that you are concerned about or something that you’re opposed to, sending in a proxy simply undermines someone else’s vote.

Are you sending in a blanket proxy? If you are, that means the person you’re assigning your vote by proxy can vote on all items as they see fit.

Imagine if an organization had 5,000 members. Five hundred members attended its annual meeting and establish a quorum allowing the meeting to proceed. Two thousand members assign their proxy votes one person. In real terms, the members who are attending the meeting don’t matter at all because that person, normally the chairperson, of the meeting can use the proxy votes to approve anything - and I do mean anything.

Don’t just check off a box and send in your proxy vote. By doing so, you are simply undermining anyone else that might take the time to go to the meeting and have a better understanding of the issues. Sending in a blanket proxy vote is worse than being completely disengaged.

Just assigning your vote to someone gives up control of your vote, and if a lot of people do it, it undermines the accountability within your organization. You should only assign a proxy for specific reasons.

Why you should give a proxy

If there is something that’s going to be voted on that you don’t agree with, you might want to give a proxy vote.

If there’s something that you really want to support, then it’s appropriate to give a proxy vote.

Only assign a proxy vote to someone attending the meeting that you trust to represent you.

Assigning a proxy vote

You can invoke your right to a proxy vote at any general meeting. What most people don’t understand is you can assign that vote to anyone present at the meeting. The person to whom you are going to assign your proxy should be someone whom you communicate your intentions or your wishes. You might only give your proxy vote for a single agenda item or issue, or you might assign it for the entire meeting.

If you’re going to use a proxy, think about who you’re going to give it to. It could be someone you’re familiar with or someone you know who will be at the meeting. In order for someone to use a proxy vote, they must be present either physically or virtually at the meeting.

Ensure that the person you’re assigning your proxy to understands what you do, or don’t, support so they can vote on your behalf and in your best interests. If you have questions that you want raised at the meeting, then the person you’re providing your proxy can do that for you.

It’s about accountability and your vote

Just signing away your vote by proxy is not responsible. Imagine if everyone simply signed a proxy for a single person. That would allow one person to override any vote that was being taken and approve anything that they wanted to. They could introduce motions and have votes on them using your vote. If that makes you uncomfortable, it probably should.

Don’t waste your vote. No one is saying you have to attend a meeting, but you still can use your vote. If you want to exercise your right to proxy, then make sure you write in the name of the person you’re giving your proxy to on the form. Consider the reason why you’re assigning your vote to that person.

All organizations run on democratic principles and rely on the people's involvement to maintain accountability and connection with those they serve. Wasting your proxy vote results in a less robust organization and less accountability from the board and the organization.

Why are proxy votes still used? Sometimes they are needed for a quorum, and sometimes there’s no good reason at all. It’s just an ancient tradition. The question is - do you want a profession or a profession by proxy?