Woodwalker, the rules for proxies are documented in the Strata Schemes Management Act 2015 (Schedule 1, Division 2, Part 4, section 26). I copy / pasted them here. I highlighted the bits that answer your questions.
Two things that would render this reply somewhat irrelevant (but kudos for the research). Woodwalker has established in earlier posts that they are in the ACT so NSW regs don’t apply. But if they did apply, I think they are talking about committee meetings and the proxy rules quoted are for general meetings.
I’d appreciate it if WW would clarify both points.