Proxy Forms are required for your PAC or DPAC to attend and vote/speak at the AGM. We have developed this FAQ to bring clarity to our member PACs and DPACs. The main point to remember is that it is the PAC or DPAC is the member, which is made up of many individuals. The PAC/DPAC must authorize an individual to vote or speak on the PAC's or DPAC's behalf by submitting the correct proxy form.

Deadline to submit Proxy Forms: May 14. Late submissions may not be processed in time for the AGM.

UPDATED PROXY PROCESS FOR 2025 AGM (effective 30-Apr-2025):

Submit proxy forms after using one of these three acceptable methods for obtaining signatures:

Proxy holders must be registered to attend the AGM.

FREQUENTLY ASKED QUESTIONS

Q: Why has the 2025 proxy process been changed and is no longer an online form?

A: We consulted legal counsel to ensure the proxy process complies with applicable legal requirements. Based on that advice, we reverted to the historical downloadable form format for 2025 and clarified the requirements for submitting electronic signatures.

Our legal counsel has further advised that while electronic signatures are acceptable, there must be a reliable method to verify who signed. Certificates of completion from e-signing platforms meet this need.

In response to member feedback, we have added a third option: a digitally signed form may also be submitted by email if both signing executive members are cc’ed on the email using the same addresses listed on the form. Our legal counsel has confirmed that this also provides a sufficient audit trail.

These updates are intended to support accessibility while ensuring the integrity of the proxy submission process. Types of submissions accepted are detailed above in the Updated Proxy Process for 2025 section.

Q: Are e-signatures or typed names (in the signature field) acceptable on the Proxy Form?

A: Types of submissions accepted are detailed above in the Updated Proxy Process for 2025 section.

Q. What is an e-signature validation certificate / certificate of completion?

A. The certificate is a document that ensures integrity in the process by providing an audit trail to confirm that the document was completed by the Executive members named on the form. Free online tools to collect validated e-signatures include DropboxSign and PandaDoc (see sample validation certificate below).

SAMPLE SIGNATURE VALIDATION CERTIFICATE

Q: What is a Proxy Form?

A:  Because our members are PACs and DPACs (ie. Groups), a Proxy Form is used for a PAC/DPAC to authorize an individual to represent them at the AGM, either as a Voting Delegate (with voting and speaking rights) or a Speaking Delegate (with speaking rights only). Each PAC/DPAC must submit a Proxy Vote Form or Proxy Speaker Form to authorize delegates to their assigned roles.

Q: Why is a Proxy Form necessary?

A: As per Bylaw 4.10 (b), a Proxy Form, signed by two Executive members of a PAC or DPAC, is required to confirm that a delegate is authorized to vote and/or speak on behalf of the PAC or DPAC at the AGM.

Q: How do we submit a Proxy Form?

A: Complete forms can be uploaded with the AGM delegate’s registration form or emailed to This email address is being protected from spambots. You need JavaScript enabled to view it..

Q: What is the difference between a Proxy Vote Form and a Proxy Speaker Form?

A: When deciding which Proxy Form to submit, select one of the following options:

• Voting Delegate (Proxy Vote Form):
  • This delegate is authorized to both vote and speak at the AGM.
  • Each PAC/DPAC with voting rights (ie. has paid membership fees by December 31, 2024) may authorize only one Voting Delegate.
  • Voting delegates can move/second/vote on motions and cast ballots for elections.
  • Voting Delegates have speaking privileges and do not need a separate Proxy Speaker Form.
• Speaking Delegate (Proxy Speaker Form):
  • This delegate is authorized to speak but not vote at the AGM.
  • Member PACs/DPACs may authorize multiple Speaking Delegates.
  • Speaking delegates cannot move/second/vote on motions or cast ballots for elections.

Q: Do I submit both Proxy Forms (Proxy Vote Form and Proxy Speaker Form) with my AGM registration?

A: No. Each PAC/DPAC will authorize each registered AGM attendee to either the Voting or Speaking Delegate role. Voting Delegates automatically have speaking privileges and do not submit a separate Proxy Speaker Form. They can move/second/vote on motions and cast ballots for elections. Speaking Delegates do not have voting privileges but may speak on any motion before the assembly. They cannot move/second/vote on motions or cast ballots for elections.

Q: Does my PAC or DPAC need to assign our voting proxy to someone attending the AGM in-person?

A: No. This year’s AGM is a hybrid event, meaning Member PACs/DPACs can send a delegate in-person or virtually to vote and/or speak on their behalf. We encourage PACs and DPACs to take advantage of this opportunity to send someone from their own membership and participate directly in the decision-making process.

Q: How can I find out if my PAC is eligible to attend, vote and speak at the AGM?

A: Check your PAC's status on our Membership List. If your PAC's membership registration form and payment were received by December 31, 2024, "ACTIVE" will appear in the "2024-2025 Member" column and "YES" will appear in the "Eligible to Vote at 2025 AGM" column; this means your PAC is eligible to attend, speak and vote at the AGM.

If your PAC's membership payment was received after December 31, 2024, "ACTIVE" will appear in the "2024-2025 Member column and "NO" will appear in the "Eligible to Vote at 2025 AGM" column; this means your PAC is eligible to attend and speak at the AGM but not vote.

This email address is being protected from spambots. You need JavaScript enabled to view it. if you have any questions about your membership status.

Q: What is the maximum number of delegates that can attend from a PAC or DPAC?

A: There is no limit to the number of delegates that can attend the AGM from each member PAC or DPAC; however, each registered delegate must submit a separate Proxy Form to confirm their eligibility to attend (and only one of the delegates can be assigned voting rights).

Q: How will voting and speaking work at the AGM?

A: All voting and speaking will be conducted online via Lumi, whether delegates attend the AGM in-person or virtually. Once Proxy Forms are verified, delegates will receive Lumi login credentials and confirmation of Virtual Voting/Speaking Cards by email prior to the AGM. This process will be very similar to the virtual AGM in 2022.

Q: How will I receive my Voting and/or Speaker credentials?

A: All voting and/or speaking delegates will receive Lumi login credentials and confirmation of Virtual Voting/Speaking Cards by email prior to the AGM, once Proxy Forms are verified.

Q: Can a proxy be transferred to another individual?

A: Yes, if the other individual is a registered AGM delegate and the Member PAC/DPAC has authorized the option of a transfer on the original proxy form submission. To transfer a voting or speaking proxy to another individual, the authorized delegate must visit the Proxy Room (in-person delegates only) or send an email to This email address is being protected from spambots. You need JavaScript enabled to view it. to request the transfer paperwork that is to be completed by both the current delegate and the delegate to whom the authorization is being transferred. Confirmation of the transfer will be communicated via email to both parties when it has been completed. 

Q: Can our PAC give our proxy to someone who is not a member of our PAC? 

A: Yes, as long as the individual belongs to a BCCPAC member PAC or DPAC and is registered to attend the AGM. We strongly encourage member PACs to send one of their own members, as ordinary resolutions are often amended during the AGM, which can significantly change the original intent of the motion. The hybrid nature of this event makes attendance easier to participate in-person or virtually. 

Q: Can I hold multiple proxies as a delegate?

A: Yes, you can hold multiple proxies. Each PAC/DPAC must submit a unique Proxy Form assigning you voting and/or speaking rights as their delegate. You must also be registered for the AGM. We encourage you to limit how many proxies you carry to ensure you can fully engage in discussions, effectively represent each PAC/DPAC and efficiently manage online voting responsibilities without confusion or excessive delay.

Q: How can a Proxy Vote or Proxy Speaker status be revoked by the Member PAC/DPAC?

A: One of the two Executive members who signed the original proxy form must send an email (This email address is being protected from spambots. You need JavaScript enabled to view it.) to request that the proxy be revoked. Login credentials will be deleted.