Good practice exchange library
These resources have been developed by Renewal SA, and community housing providers.
National Community Housing Standards
National community housing standards - structure for best practise within community housing sector.
Community housing providers must complete a community housing property inspection, the property inspection template is an example that been developed to assist providers, along with a property inspection guide .
A maintenance template has been created to help providers prepare their annual estimates for maintenance work for each of their properties.
Anglicare SA has shared their Guidelines to assist people living in severe domestic squalor or hoarding for providers to access if they have property condition concerns regarding hoarding or squalor.
This suite of policy templates and forms has been developed to assist community housing providers who wish to review their current by-laws or establish a new set of policies.
Please refer to and follow the instructions guide provided. This will assist with using these policy templates and also explain the purpose of the colour-coded text within the document.
Co-operative's policy template instructions
Co-operative template policies
Membership application form
Membership pledge form Application for extra person form
Maintenance request form
Medical certificate form
Sub-committee terms of reference templates
Most providers establish sub-committees that are responsible for performing, reviewing and monitoring specific activities.
The four sub-committees described here are the most common types, but providers may establish other ones if there is a need.
Terms of Reference for these committees have been created by Renewal SA for providers to adapt for their own use.
- ensuring all tenancy related by-laws, policies and procedures are correctly applied
- assessing applications for tenancy
- reviewing and updating tenancy by-laws and policies
- reviewing and updating the induction manual for new tenants.
- ensuring all maintenance related by-laws, policies and procedures are correctly applied
- organising and conducting property inspections
- liaising with any maintenance contractors as required
- coordinating voluntary maintenance work with members when appropriate
- conducting regular property inspections
- developing the summary maintenance plan for submission to Renewal SA each year.
- ensuring all membership related by-laws, policies and procedures are correctly applied
- assessing applications for membership and making recommendations
- reviewing and updating membership-related by-laws, policies and procedures
- revising and updating the induction manual for members
- preparing the annual membership reports.
- ensuring all finance related by-laws, policies and procedures are correctly applied
- coordinating the development of the annual budget for submission to Renewal SA
- monitoring income and expenditure
- making recommendations about budget shortfalls, surpluses or variations
- revising and updating finance by-laws, policies and procedures.
Office bearer and coordinator job description templates
An office bearer is someone who is a member of a committee or board and has a role with particular functions and responsibilities. Office bearers and coordinators are elected at each annual general meeting.
These role descriptions for office bearers have been developed by Renewal SA for provders to adapt for their own use:
The chairperson is the representative and spokesperson for their housing cooperative. They monitor the cooperative's compliance with legislation, rules and by-laws. They initiate particular activities within the cooperative, including group development and annual strategic planning. They chair and facilitate meetings, and address any complaints or grievances raised.
The secretary prepares for meetings, including liaising with the chairperson to set agendas. They are responsible for maintaining the cooperative's records and manage all incoming correspondence. They are the custodian of the Common Seal and maintain the Common Seal register.
Tenancy officers manage all matters relating to incoming, current and outgoing tenants, including lease agreements, tenancy inspections and maintaining tenant records.
Rent coordinators manage all matters relating to rent and rent records. They liaise with the tenancy officer about rent matters, including managing rent arrears. They calculate rent charges according to the rent policy and review these at least once every six months.
The Treasurer manages the cooperative's financial transactions. They develop the annual budget and maintain accurate financial records. This includes monitoring and reporting on the cooperative's income and expenditure. They are responsible for submitting the annual budget to Renewal SA each year.
Membership officers manage all matters relating to membership decisions or breaches of membership requirements. They coordinate membership applications and induct new members. They can help members decide which office bearer role they would like to be nominated for at the next annual general meeting.
Maintenance officers manage and maintain the cooperative's housing stock. They maintain maintenance records, conduct annual property inspections, develop annual maintenance plans for each property as well as the summary maintenance plan for submission to Renewal SA each year. They organise for maintenance to be carried out, including engaging licensed tradespeople or carrying out maintenance themselves as required.
Education officers are responsible for developing and implementing an annual training plan for each member of the cooperative. They liaise with members, other community housing providers and Renewal SA to deliver necessary training programs.
For an alternative version of a document on this page contact Renewal SA.