Residents committee manual

A comprehensive manual, in loose-leaf printed format, for the establishment and operation of a residents committee is available to all villages.  To compliment the manual the Residents Committee Help Desk is available to further advise and assist subscribing residents committees.

ARQRV will supply one free copy to every village with a residents committee and to every village which intends establishing a residents committee.  The manual must be ordered from the ARQRV office.

Even though it is a residents committee manual, ARQRV committee recommends the manual should  be easily accessible to all residents and not just the committee. If needed, residents may decide to purchase additional copies for the village library or reading room.

Manuals are also available for purchase by any ARQRV member.

The manual may also be read online without cost.

Residents Committee Manual – (13 MB PDF – No printing or editing as is read only)

Updates to the manual

The manual will be updated in line with future legislative changes.  On receipt of your manual you should register your contact details to receive updates.

Where contact details registered with ARQRV – for a period of not more than 3 years, updates will be automatically emailed as PDF files to registered users for printing.

To receive ongoing updates, users must ensure contact details are kept up to date with the ARQRV office.  To update contact details another registration form may be completed with the new details.

Contact details not registered with ARQRV – non-registered users will be advised via ARQRV newsletters that updates are available.  Members must telephone the office to arrange for a hard copy to be sent.  Postage may be charged.

Purchasing additional copies

Every village is entitled to receive one free copy for use by all residents and the residents committee.

Residents may also decide at a residents meeting to purchase additional copies.

Any financial member of ARQRV may purchase and own a copy of the manual for their own use.

Contact the ARQRV office to order a copy of the manual for $35, which covers printing, binding and postage.

Examples for download and use

The following examples included as annexes in the manual are available in Microsoft Word format for download and amendment to suit the specific requirements of your village:

1 A – Notice of meeting to establish residents committee (download in MS Word)

1B – Notice of preliminary meeting to establish residents committee (MS Word)

2 – Notice of meeting for special resolution (MS Word)

3 – Ballot paper for special resolution (MS Word)

4 – Voting results for special resolution motion (MS Word)

5 – Nomination for election of member of residents committee (MS Word)

6 – Contents of minutes of residents committee meeting (MS Word)

7 – Ballot paper for election of members of residents committee (MS   Word)

8 – Proxy form (MS Word)

9 – Attendance and voting register (MS Word)

15 – Model residents constitution with explanation of clauses (MS Word)

15 – Model residents constitution – no explanation of clauses (MS Word)

 

Topics covered in the manual

Manual content

In addition to the procedures for establishing and operating a residents committee, the manual also provides:

  • guidelines for resident’s meetings
  • voting procedures
  • information about village budgets
  • a model residents constitution
  • examples of voting forms and content of minutes.

 

Table of contents (extract from manual)

  • 2          Read this first
    • 2.1       How to use this manual
    • 2.2       Examples provided in this manual
    • 2.3       Familiarisation with the Retirement Villages Act 1999
    • 2.4       Guide to meetings and other procedures
    • 2.5       Quick look at a residents committee
  • 3          Introduction
    • 3.1       Law relating to retirement villages and resident’s participation
    • 3.2       Definitions under the RV Act
    • 3.3       Different communities in villages
    • 3.4       Residents committee as an entity
  • 4          Benefits of establishing a residents committee
  • 5          Establishment of initial residents committee
    • 5.1       How to establish an initial residents’ committee
      • 5.1.1    The law relating to establishing a residents committee
      • 5.1.2    Procedures relating to establishing a residents committee
    • 5.2       How many members should be on a residents committee?
    • 5.3       How is it decided who is elected as members of the initial residents committee?
    • 5.4       Commonly found positions on a residents committee
    • 5.5       No restriction on nomination for election or voting by committee members
      • 5.5.1    No restriction by the RV Act on nomination for election
      • 5.5.2    No restriction on voting by members at a residents committee meeting
      • 5.5.3    No restriction by residents constitution on nomination
      • 5.5.4    Summary of no restriction on nomination or voting
    • 5.6       Term of membership for members of a residents committee
  • 6          Operation of residents committee
    • 6.1       Residents committee role and accountability to residents
      • 6.1.1    Members of residents committee not to act independently
    • 6.2       Functions of office bearers and ordinary members of residents committee
      • 6.2.1    Chairperson of residents committee
      • 6.2.2    Deputy chairperson of residents committee
      • 6.2.3    Secretary of residents committee
      • 6.2.4    Keeping accurate minutes of residents committee meetings and residents meetings
      • 6.2.5    Drafting minutes of difficult meeting
      • 6.2.6    Treasurer of residents committee
      • 6.2.7    Ordinary members of residents committee
    • 6.3       Residents committee to keep residents informed
    • 6.4       Issues raised by residents
    • 6.5       Relationship of residents committee with village manager / scheme operator
      • 6.5.1    Disagreements between residents committee and scheme operator / village manager
    • 6.6       Vacancies on residents committee
    • 6.7       Caretaker mode
  • 7          Subcommittees of residents committee
    • 7.1.1    Formation of subcommittee
    • 7.1.2    Role of subcommittee
    • 7.1.3    Operation of subcommittee
    • 7.1.4    Content of procedures of subcommittee
  • 8          Advisory panels of residents committee
  • 9          Village budget, compliance and the general services charge
  • 10        Residents funds
    • 10.1     Residents committee to safeguard residents funds
    • 10.2     Ways of safeguarding residents funds
    • 10.3     Donations of residents funds
  • 11        Village insurance guidelines for residents committee
  • 12        Volunteer workplace health and safety for residents committee
  • 13        Residents committee meeting
    • 13.1     Minutes of residents committee meeting
    • 13.2     Attendance by scheme operator / village manager at committee meetings
    • 13.3     Voting by residents committee members
  • 14        Residents meeting
    • 14.1     Annual meeting of residents
    • 14.2     Other meetings of residents
      • 14.2.1  Calling of meeting of residents
      • 14.2.2  Agenda of residents meeting
    • 14.3     Proceedings at a residents meeting
      • 14.3.1  Overview
      • 14.3.2  Scheme operator at residents meeting
      • 14.3.3  How to run an effective meeting
    • 14.4     Voting by residents
      • 14.4.1  Persons entitled to vote at a residents meeting
      • 14.4.2  Casting of resident’s vote
        • Postal voting
        • Voting by proxy
        • Voting under a power of attorney
      • 14.4.3  Voting methods at a residents meeting
      • 14.4.4  What if a vote of residents at a residents meeting is tied?
    • 14.5     Minutes of residents meeting
  • 15        Special resolutions
    • 15.1     What is a special resolution
    • 15.2     When is a special resolution required?
    • 15.3     Procedures for a special resolution
      • 15.3.1  Notice of proposed special resolution to residents:
      • 15.3.2  Voting for a special resolution
    • 15.4     Role of scrutineers in voting procedures for a special resolution
  • 16        Election of members of subsequent residents committee
    • 16.1     Introduction
    • 16.2     Procedures for an election of members of residents committee
      • 16.2.1  Preliminary preparation for an election of members of residents committee
      • 16.2.2  Calling of meeting for an election of members of residents committee
      • 16.2.3  Nominations for election as member of residents committee
      • 16.2.4  Voting for members of residents committee
      • 16.2.5  Voting papers for election of members of residents committee
      • 16.2.6  How is it decided who is elected as members of the residents committee?
      • 16.2.7  Limited number of nominations
      • 16.2.8  Role of scrutineers in voting
    • 16.3     Hand over from previous residents committee
    • 16.4     Election of new office bearers of residents committee
    • 16.5     Announcement of election results of residents committee
  • 17        Residents’ constitution
    • 17.1     Development of residents constitution
      • 17.1.1  Special note about quorum and voting
    • 17.2     Alteration of residents constitution
    • 17.3     Example of residents constitution
  • 18        By-laws in village
  • 19        Residents committee disbands
  • 20        Other committees or groups not established under RV Act
    • 20.1     Body corporate under Body Corporate and Community Management Act 1997
      • 20.1.1  Introduction
      • 20.1.2  Role of a body corporate committee (or body corporate manager) in retirement village
      • 20.1.3  Role of residents committee where there is a body corporate
      • 20.1.4  Both leasehold and freehold in one village
    • 20.2     Incorporated associations
      • 20.2.1  Brief comparison of the relevant Acts
      • 20.2.2  Comparison of specific aspects of incorporated associations and residents committees
    • 20.3     Independent committees/groups
  • 21        Role of residents committee resolving residents’ problems
    • 21.1     Day-to-day running of the village and complaints by residents
    • 21.2     Retirement village disputes
  • 22        Role of ARQRV committee and ARQRV liaison officers in village
    • 22.1     Role of ARQRV committee
      • 22.1.1  Who is ARQRV
      • 22.1.2  What ARQRV does
      • 22.1.3  How ARQRV works
    • 22.2     ARQRV liaison officer in village
      • 22.2.1  Role of ARQRV liaison officer
      • 22.2.2  ARQRV liaison officer eligibility
      • 22.2.3  Liaison officer resources
      • 22.2.4  Referral of issues by liaison officer to ARQRV committee
  • 23        Annexures
    • 23.1     Annexure 1 – Example Notice of meeting to establish residents committee
    • 23.2     Annexure 2 – Example Notice of meeting for special resolution
    • 23.3     Annexure 3 – Example Ballot paper for special resolution
    • 23.4     Annexure 4 – Example Voting results for special resolution motion
    • 23.5     Annexure 5 – Example Nomination for election of member of residents committee
    • 23.6     Annexure 6 – Example Contents of minutes of residents committee meeting
    • 23.7     Annexure 7 – Example Ballot paper for election of members of residents committee
    • 23.8     Annexure 8 – Example Proxy form
    • 23.9     Annexure 9 – Example Attendance and voting register
    • 23.10   Annexure 10 – Insurance guidelines for residents committees
    • 23.11   Annexure 11 – Village budget, compliance and the general services charge
    • 23.12   Annexure 12 – Financial statements and village budget timelines
    • 23.13   Annexure 13 – Notes about running cost deficit
    • 23.14   Annexure 14 – Notes about voluntary work cover in the village
    • 23.15   Annexure 15 – Model residents constitution