Now my question is about Party B. Do they have to sign the document as well?
Don't know, will replace this with answer soon.
Party B does not need to sign it. If Party B doesn't act as a proxy for Party A, then that's Party A's problem, not Party B's. The contract is between Party A and B, not between Party A and the Organization. If they have issues, they can deal with it between each other. I really don't care one way or the other, as long as said contract is legit. =P Much like if you let a friend borrow your car, and that friend got pulled over while driving it. As a "cop" all I'm interested in is whether or not you actually did loan the car to the person, or whether the car is "stolen".
Do they need to be a staff member?
Don't know, will replace this with answer soon.
No, the person acting as a proxy does not need to be staff (But, like staff, that person will need photo ID to claim the ballot). For the duration of the elections, they are basically being given the "staff hat" of the person who is entrusting it to them. That Party B can do whatever they want with it... vote, abstain, whatever. Again, that's between A and B.
And, I don't necessarily need to get the affidavit before the meeting. Getting it before would be nice, but as long as I have it the day of (before the actual voting process begins), then we're good.
Thanks! And good questions. I seriously hope that very few people will be doing this... giving a vote to someone else, and not being present to actually hear and participate in the process removes most of the actual value of the voting rights.