Residents committees

The residents committee represents the common interest of park residents. Smaller parks are encouraged to have a committee but it's only a requirement for park owners to take reasonable steps to form a committee in parks with more than 20 fixed lease agreements.

Park owner responsibilities

Once a residents committee is formed, certain actions must be taken when making park decisions. For example, the park operator must consult with the committee when:

• changing park rules
• reviewing the safety evacuation plan.

The park operator must also make sure a room is available for committee meetings.

Running a committee

There can only be one residents committee. SACAT can determine which group is the official committee if needed. But sub-committees could be formed for special interest groups and events.

Residents committees meet every 3 months, in each calendar year. At least half of all members must be present to declare a quorum.

A committee chairperson and secretary help meetings run smoothly and ensure accurate records are kept. Generally, only committee members attend meetings but guest speakers, friends, or family members could be invited to attend.

Committee members will need to:

• ask the secretary in advance about items they want included on the meeting agenda
• be given 72 hours notice of a meeting time, and receive the agenda.

Other matters can be raised as general business, once agenda items have been discussed.

Decisions are made by majority vote and residents who are present are entitled to one vote for each item considered. If a vote is tied, the chairperson may cast a final and deciding vote.

Matters considered by the committee will also need to be discussed with the park operator. A written response must be provided by the park operator within one month or a longer period time if everyone agrees.

The type of matters a committee discuss could include:

• park rules
• guidelines for residents behaviour
• the natural environment and amenities of the park
• safety such as lighting within the park and the evacuation plan.

Elected members

Any resident can be a committee member unless they work at the park. Members must be elected by residents from at least 5 different sites in the park.

Elected members are volunteers and are appointed for 12 months. There is no limit on how many times a member can be re-elected.  Residents can also nominate themselves for a committee role.

The functions of the chairperson are to:

• lead meetings of the residents committee
• represent the committee in meetings with the park owner
• report back to the committee on matters raised
• rule on any procedural matters or queries raised at meetings
• make or defend applications before the South Australian Civil and Administrative Tribunal.

The secretary will need to keep:

• a register of committee members
• a list of the names, site numbers and postal addresses of current residents
• a written record of decisions made at meetings
• all records of the committee and pass them onto any incoming secretary within 7 days of that person being elected.

Other duties include:

• notifying residents of the date, time and venue for meetings
• ensuring the noticeboard is kept up-to-date
• handling correspondence on behalf of the committee and table copies at each committee meeting
• chairing meetings in the absence of the chairperson
• updating the committee’s rules when amended.

Nominations and elections

All residents must be invited to a committee meeting where an election takes place. But committee roles are elected - majority vote - by residents who attend.

The chairperson will call for nominations for chairperson and secretary. Notice of a nomination could be given before an election meeting. Residents could also nominate at the meeting, prior to voting.

The chairperson is elected first, followed by the secretary.

Residents who attend the meeting in person can vote once, for each role. Voting is conducted by a show of hands unless a secret written ballot is called for and agreed to. Another vote can be held if voting is tied. If the second vote is tied, the outcome can be determined by a draw.

The names of the elected residents and their positions must be given to the park owner within 7 days of the election and placed on any community notice boards.

The committee must call a meeting of all residents to elect a new chairperson or secretary to fill any vacancies.

A vacancy occurs when a chairperson or secretary:

• resigns
• is no longer a resident
• is removed by a unanimous vote of committee members.