Grove Place Retirement Village C o n s t i t u t i o n
Residents' Association

Grove Place Retirement Village Residents' Association

CONSTITUTION

(Approved at Special General Meeting 20th March 2014).

1. Name:

The name of the association is Grove Place Retirement Village Residents' Association (Association).


2. Membership:

All residents at Grove Place Retirement Village are, as of right, members of the Association.


3. Objectives:

The Association is established:

a) To represent individual and groups of residents and promote the welfare and interests of residents with village management and other relevant bodies or organisations;
b) To maintain communication with and between members;
c) To maintain regular liaison with the village managers on all aspects of village management and administration; and
d) To do all such other things as may be conducive to the achievement of the forgoing objectives.


4. Residents' Committee:

4.1  A committee of seven members, including the chairperson, vice chairperson, a secretary and a treasurer, (the officers), shall be elected at the Annual General Meeting of the Association to meet the objectives as set out in item 3 above.
4.2 The members elected to the committee shall serve until the next Annual General Meeting.


5. Proceedings of the Committee:

5.1 The committee shall have the necessary powers to conduct the affairs of the Association in a manner it deems fit provided that each Member's rights are respected and that no exercise of that power is inconsistent with the terms of any Member's lease.

5.2 The quorum for any Committee meetings shall number three of the elected committee. No business shall be transacted at any committee meeting unless a quorum is present. If a quorum is not present within 20 minutes of the scheduled start of the committee meeting those committee members present may fix a date and venue for the reconvening of the committee meeting.

5.3 A committee member may co-opt other members onto a sub-group formed for a specific purpose. Any such sub-group shall be chaired by the committee member concerned who shall report regularly to the main committee. The chairperson of the Association shall, ex officio, be entitled to receive notice of and to attend any meetings of any such sub-group or to delegate that entitlement either on an ad hoc or routine basis to another committee member as the chairperson sees fit.


6. Chairperson:

The Chairperson, or in his/her absence the vice Chairperson shall preside over all committee and General Meetings of the Association at which he/she is present. The Chairperson shall act as the liaison focal point with management and shall report to the Committee after each meeting.


7. Secretary and Treasurer:

7.1 In accordance with clause 11.5 hereof the Secretary shall take minutes of all formal meetings and carry out all the duties usual to a secretary in relation to correspondence and other Association affairs.

7.2 The Treasurer shall be responsible to the committee for all monies received on behalf of the Association and shall, at each committee meeting, provide a financial report to the committee.


8. Nominations to Committee:

8.1 Nominations for the annual election of committee members shall be made in the manner specified by the committee from time to time. Current committee members may be renominated.

8.2 Nomination will close at 30 March in each year provided that nominations will remain open in the event that insufficient nominations have been received by this date to ensure a quorum.


9. Election of Committee:

9.1 In the event that nominations exceed vacancies then a ballot will be held under the direction of the Committee.

9.2 Each member is entitled to one voting paper and may vote for a maximum of seven candidates.

9.3 Scrutineers, who shall not be candidates, will be appointed by the Committee to count the votes. The successful candidates will be announced at the Annual General Meeting.

9.4 Should a ballot not be required the new Committee will be announced at the Annual General Meeting.

9.5 The term of the new Committee will commence at the conclusion of the Annual General Meeting and will end at the conclusion of the next Annual General Meeting.


10. Non-Completion of Term:

10.1 In the event a member of the Committee is unable to complete his/her duties on the Committee prior to the completion of term the Committee will have the power either to co-opt another member onto the Committee, or elect to operate the Committee with a reduced number of Committee members provided that at no time will the number of committee members fall below the quorum. (see item 5.2)

10.2 In the event that the Committee as a whole wishes to resign, nomination for replacements must be called immediately and appointments made for the new committee at a Special General Meeting called for that purpose. The resignation of the committee as a whole will not be recognised until there has been a properly convened Special General Meeting at which a quorum is present.


11. Frequency and Conduct of Meetings:

11.1 The Committee will meet at least monthly and more frequently should the necessity arise but otherwise as the committee so decides.

11.2 The officers of the Committee shall meet with the Village Manager or the manager's representative at least once a month or otherwise as the Committee and the Village Manager so decide.

11.3 Subject to the provisions of any rules made under this Constitution the Committee shall conduct its proceedings and manage its business in such a manner as it may from time to time determine.

11.4 The proceedings of the Members of the Committee shall not be invalidated by any vacancy in their number or by any defect in the appointment or qualification of any Member of the Committee.

11.5 The Committee shall cause minutes to be made of the proceedings of all meetings of the Committee, and all business transacted at such meetings, and any such minutes of any meeting, if purporting to be signed by the chairperson of such meeting, or by the chairperson of the next succeeding meeting, shall be sufficient evidence without any further proof of the facts therein stated.


12. General Meetings:

12.1 The Annual General Meeting will be held no later than the last day of April in each year.

12.2 There will be a General Meeting of Members at least three times a year in addition to the Annual General Meeting.


13. Special General Meetings:

13.1 A Special General Meeting, at which only the business for which the meeting is convened shall be dealt with, may at any time be summoned on a decision of the Committee.

13.2 A Special General Meeting shall be convened within twenty-one days after the receipt by the Secretary of a written requisition signed by at least 20% of residents setting out the - purpose of such a meeting.


14. Notice of Meetings:

14.1 Notice of the Annual General Meeting shall be given to Members of the Association in writing by hand delivery to their apartments at least twenty one clear days prior to the date of the meeting, specifying the place, day and the time of the meeting.

14.2 Notice of General Meetings shall be given to Members of the Association in writing by hand delivery to their apartments at least fourteen clear days prior to the date of the meeting, specifying the place, day and the time of the meeting and the nature of the business to be considered.

14.3 Notwithstanding the provisions of 14.2 above at least 14 days clear notice must be given if the purpose of such meeting is to consider any amendment of this Constitution in accordance with rule 17 or to consider the dissolution of this Association in accordance with rule 20.

14.4 Notice shall be deemed to have been given on the day following the date on which the Notice is delivered.

14.5 The accidental omission to give notice of a meeting to, or the non-receipt of such notice by, any person entitled to receive notice thereof shall not invalidate any resolution passed, or proceeding had, at any meeting.


15. Minutes:

15.1 The Secretary/Treasurer shall cause minutes to be made of the proceedings of all General Meetings of the Association, and all business transacted at such meetings.

15.2 The minutes of each General Meeting shall be made available to view as soon as practicable upon the request of any Member.


16. Quorum:

16.1 A quorum for all General Meeting shall be 30% of the Members.

16.2 No business shall be transacted at any meetings unless a quorum shall be present.

16.3 For all General Meetings, if within 20 minutes from the time appointed for the meeting a quorum is not present the meeting shall stand adjourned to the same day and place in the next week, and if at the such adjourned meeting a quorum is not present within twenty.minutes from the time appointed for holding the meeting the Members present shall be a quorum, and shall be entitled to hold the meeting and exercise the votes conferred on them by rule 18.


17. Amendment of Constitution;

Any amendment to this constitution may only be made at the Annual General Meeting or a Special General Meeting called for that purpose by a resolution passed by a majority of at least three-quarters of those present at the meeting.


18. Voting:

18.1 At all meetings of the committee or save as set out elsewhere in this constitution, every matter shall be determined by a majority of the Members of the Committee present at a meeting and voting on the question. In the event of an equality of votes the Chairperson shall have a further or casting vote which, if exercised, shall have regard to the status quo.

18.2 At all General Meetings each member shall be entitled to one vote.

18.3 Voting procedures at General Meetings shall be by a show of hands or by ballot if requested and approved by a simple majority of those present.

18.4 At all General and Special meetings in the event of an equality of votes the Chairperson shall have a further or casting vote, which if exercised, shall have regard to the status quo.


19. Conduct:

At any meeting the Chairperson shall conduct the meeting in a manner he or she sees fit but always bearing in mind the rights of residents to discuss and debate matters.


20. Dissolution:

20.1 The Association may only be dissolved by a Special General Meeting called for that purpose. Such a meeting shall be convened following a proposal, in writing, submitted to the Secretary, signed by a simple majority of those remaining on the Committee.

20.2 The Association shall be dissolved upon a vote in favour of a motion to that effect passed by at least two thirds of residents present at a General Meeting called for that purpose.

20.3 Any funds held at the time of dissolution will be donated to a Charity which shall be decided at the meeting dissolving the Association.


top