Residents’ committees work with the operator on the general operation of the village.

The committee is a representative group of the village residents and provides a communication channel between the operator and the residents.

Other committees can also be formed in the village for other purposes such as social activities, but there can only be one residents’ committee.

Setting up a residents committee 

A resident’s committee generally includes a chairperson, secretary, treasurer and other members depending on the size of the village.

The village operator is not a part of the committee but is often invited to meetings to discuss issues.

A residents’ committee may be set up by:

• An election of village residents; or
• An election run by the village operator if asked by:
• at least five residents or 10 per cent of residents (whichever is more), or
• a majority of residents if there are fewer than 10 occupied residences; or
• forming an incorporated association which must be approved by special resolution at a residents meeting.

Purpose of a residents’ committee

The residents’ committee serves to represent the views and interests of the village residents.

The residents’ committee helps:

• act as a liaison between the village operator and the residents
• address residents’ concerns about the operation of the village
• consult on fees and charges
• consult on services and facilities
• review and provide feedback on village financial decisions
• raise concerns about maintenance
• make and change village rules
• suggest and organise events for residents
• dispute resolution between residents or with the village operator

Residents’ Committees are free to set their own procedures, as long as these are not inconsistent with the law.

Holding meetings 

Regular committee meetings are held. Minutes should be taken and be made easily available to the other village residents.

Meeting guidelines should establish:

• the number of meetings per year
• what makes up a quorum (if needed). This is the minimum number of representatives of residents needed to pass changes.
• who can call and attend a meeting
• how to add topics to the agenda
• how much written notice is required for a meeting to be held
• how voting and proxies are managed
• any attendance rules for the village operator e.g. they must be invited, and residents can vote for them leave a meeting.

Village operators must hold a meeting:

• An annual general meeting within 5 months of the end of a financial year to discuss the financial statement and reports
• Before a new financial year: A budget meeting to discuss the next year’s budget
• If the committee or a group of residents has asked for one.

Special resolutions 

The following matters must have consent by special resolution under the Retirement Villages Act 1992:

• approving the any budget surplus to be used for something other than the village’s future operating expenses;
• dissolving a Residents’ Committee;
• removing a member of the Residents’ Committee before their one year term ends;
• collectively applying to the State Administrative Tribunal for disputes with the village operator over increase in recurrent charges or the imposition of a levy;
• opting out of an independent audit of the village’s annual financial statements;
• changing the village services or facilities;
• changing or cancelling the village rules; and
• changing the dispute resolution processes set in the Code.

The Code requires special resolutions to be voted on at a meeting called by village operator.

The village operator must call the meeting within 20 days of being asked and give residents at least 10 days written notice.

The meeting must have enough people to represent the residents (a quorum) in person or by proxy. There must be either:

• at least five residents or 30% of eligible voters (whichever is the greater); or
• a majority of residents if the village has fewer than 10 occupied residences.

A special resolution is passed when at least 75 % of the residents who voted (whether in person or by proxy) agree.

Help to set up a committee 

Guidelines for retirement village residents' committees provides detailed information on setting up and running a residents' committee.

It has sample:

• committee guidelines covering:
  • committee members election
  • roles of members
  • sub committee management
  • meeting conduct
  • use of funds
• ballot paper
• agenda
• checklist to set up committee guidelines