Find out how residents’ committees work and what meetings you can attend as a retirement village resident.
Residents’ committees
Residents’ committees represent residents and consult with the operator on matters affecting the village.
- Only one residents’ committee can be formed in a village.
- Residents and rental tenants within the village are eligible to become members and are elected for one-year terms (can stand for re-election).
- The committee can set its own procedures and appoint sub-committees.
- It must share membership details with the operator and consult residents before changing procedures.
- The operator must not discourage or obstruct the committee.
- Both the operator and the committee must meet on reasonable written request.
Annual budget and finance committees
- The operator must consult with the residents’ committee on financial matters.
- At least 2 meetings are to be held to prepare the annual budget – unless the committee decides these meetings are not necessary.
- Some residents’ committees create a finance sub-committee to help review the annual budget. Sub-committees may include residents with financial knowledge.
- The operator can provide unaudited accounts for these meetings.
Meetings and records
- The committee must hold an annual meeting of all residents and provide a statement of accounts showing the committees’ income and expenditure for the previous financial year.
- Rental tenants who are members of the committee may not vote on issues that are directly related to the financial management of the village.
- Minutes of meetings convened by the committee must be available for residents and the operator and kept for at least 7 years.
Village meetings
Village meetings help keep communication open between residents and the operator.
- Operators or residents’ committees can call a meeting by giving at least 10 business days’ notice.
- Notice must include the time, place and business of the meeting.
- Minutes must be available within 10 business days after the meeting.
- All residents can attend, but only one vote per residence is allowed.
- Absentee votes can be lodged in writing at least 24 hours before the meeting.
Annual meetings held by the operator
Operators must hold an annual meeting of residents.
Before the meeting, you will receive:
- audited financial statements for the previous year
- estimated income and expenditure for the current year, separately detailing:
- estimates of capital fund income and expenditure
- items covered, or proposed to be covered, by recurrent charges
- a description of management expenditure.
You can:
- submit questions in writing at least 5 business days before the meeting – or ask them at the meeting
- expect answers during the meeting or in writing within 10 business days if not answered immediately.
Minutes of the annual meeting must be provided to all residents within 10 business days.
