WESTERN AUSTRALIAN RETIREMENT VILLAGES RESIDENTS ASSOCIATION INC
1. NAME OF ASSOCIATION
The name of the Association is “Western Australian Retirement Villages Residents Association Inc”.
In these rules (Constitution), unless the contrary intention appears:
“ballot” means voting conducted in a written form;
“Committee” means the Committee of Management of the Association;
“financial year” means the period commencing on 1 January and ending on 31 December in the same year.
“general meeting” means a meeting to which all members are invited;
“member” means member of the Association;
“ordinary resolution” means resolution other than a special resolution;
“special resolution” means a resolution passed by a majority of not less than three-quarters of all members who vote in person or by proxy at a general meeting of which notice specifying the intention to propose a resolution as a special resolution has been given;
“the Act” means the Associations Incorporation Act 1987;
“the Association” means the Western Australian Retirement Villages Residents Association Inc.;
“the chairperson” means the person presiding at a general or committee meeting.
“the Commissioner” means the Commissioner for Consumer Protection exercising powers under the Act.
3. OBJECTS AND PURPOSES OF THE ASSOCIATION
3.1 The objects and purposes of the Association are:
(a) to provide a forum where residents can express their concerns and share their experiences of living in a retirement village;
(b) to assist residents in living in and participating in the day to day operations of their retirement village;
(c) to act as an advocate on behalf of residents and to lobby for changes beneficial to residents; and
(d) to do such other things and acts that advance the interests of residents in retirement villages.
3.2 The property and income of the Association shall be applied solely towards the promotion of the objects and purposes of the Association and no part of that property or income may be paid or otherwise distributed, directly or indirectly, to members, except in good faith in the promotion of those objects and purposes.
4. POWERS OF THE ASSOCIATION
4.1 The Association may do all things necessary and convenient for carrying out its objects and purposes and, in particular, may:
(a) acquire, hold, deal with and dispose of any real or personal property;
(b) open and operate bank accounts;
(c) invest its money in any security in which trust monies may be lawfully invested;
(d) borrow money on such terms and conditions as the Association thinks fit;
(e) give such security for the discharge of liabilities incurred by the Association as the Association thinks fit;
(f) appoint agents to transact any business of the Association on its behalf; and
(g) enter into any other contract it considers as necessary or desirable in the pursuit of its objectives.
4.2 No member shall have power to commit the Association in any way whatsoever without the authority of the Committee or the members in general meeting.
4.3 These rules bind every member of the Association to the same extent as if every member and the Association had signed and sealed these rules and agreed to be bound by all their provisions.
5. MEMBERSHIP OF THE ASSOCIATION
5.1 Membership of the Association is open to residents of a retirement village to which the Retirement Villages Act applies.
5.2 A person may become a member of the Association by:
(a) being a resident of a retirement village where the resident body (by whatever name known) determines to pay a subscription to the Association for all the residents of the retirement village and provides the name of a contact person;
(b) being a resident of a retirement village and applying to the Committee in writing in such form as the Committee from time to time directs.
5.3 The Committee shall consider each application made under sub-rule 5.2(b) at a Committee meeting and shall at that Committee meeting or a subsequent Committee meeting accept or reject the application.
6. REGISTER OF MEMBERS OF THE ASSOCIATION
6.1 The Secretary shall keep and maintain a register of the individual members and of those retirement villages that have paid for all residents to be members and that register shall be so kept and maintained at his or her place of residence.
6.2 The Secretary shall cause the name of a person who dies or who ceases to be a member under rule 7.3, 8.1 or 9 to be deleted from the register of members referred to in sub-rule 6.1.
7. MEMBERSHIP SUBSCRIPTIONS
7.1 The membership subscription shall be determined from time to time at a General Meeting of the Association.
7.2 The membership subscription shall be due on the first of January or such other date as the Committee from time to time determines.
7.3 A member whose subscription is not paid within 3 months after becoming due shall cease to be a member.
8. RESIGNATION OF MEMBERS OF THE ASSOCIATION
8.1 A member who delivers notice in writing of his or her resignation from the Association to the Secretary ceases on that delivery to be a member but is not due any reimbursement of fees.
8.2 A person who ceases to be a member under rule 8.1 remains liable to pay to the Association the amount of any subscription due.
9. EXPULSION OF MEMBERS OF THE ASSOCIATION
9.1 A member may be expelled from membership of the Association if the Committee considers his or her conduct to be detrimental to the interests of the Association. The Committee shall, in such circumstances, communicate in writing to the member
(a) notice of the proposed expulsion and of the time, date and place of the Committee meeting at which the question of that expulsion will be decided; and,
(b) particulars of that conduct,
not less than 30 days before the date of the Committee meeting referred to in rule 9.1 (a).
9.2 At the Committee meeting referred to in a notice communicated under rule 9.1, the Committee may, having afforded the member concerned a reasonable opportunity to be heard by, or to make representations in writing to, the Committee, expel or decline to expel that member from membership of the Association and shall forthwith communicate that decision in writing to that member.
9.3 Subject to rule 9.5, a member who is expelled under rule 9.2 from membership of the Association ceases to be a member 14 days after the day on which the decision so to expel him or her is communicated to him or her under rule 9.2.
9.4 A member who is expelled under rule 9.2 from membership of the Association shall, if he or she wishes to appeal against that expulsion, give notice to the Secretary of his or her intention to do so within the period of 14 days referred to in rule 9.3.
9.5 When notice is given under rule 9.4:
(a) the Association in a General Meeting may, after having afforded the member who gave that notice a reasonable opportunity to be heard by, or to make representations in writing to, the Association in the General Meeting, confirm or set aside the decision of the Committee to expel that member; and
(b) the member who gave that notice does not cease to be a member unless and until the decision of the Committee to expel him or her is confirmed under this rule.
10. COMMITTEE OF MANAGEMENT
10.1 The management and administration of the Association shall be vested in the Committee which shall:
(a) comprise not less than five nor more than ten members elected from the members of the Association except the Committee may co-opt up to a further two persons with particular skills or abilities to assist the Committee fulfil its responsibilities.
(b) at their first meeting following the Annual General Meeting elect from among their number:
(i) a President;
(ii) a Vice President;
(iii) a Secretary; and
(iv) a Treasurer
who shall hold office for a period of twelve months but may offer themselves for re-election.
10.2 The President, Vice President, Secretary and Treasurer shall comprise the Executive of the Committee.
10.3 The members of the Committee will be elected by ballot at the Annual General Meeting and shall hold office until the second Annual General Meeting after their election but shall be eligible for re-election. A member of the Committee may be removed by a General Meeting at any time by special resolution.
10.4 A person is not eligible for election as a member of the Committee unless a member has nominated him or her for election by delivering a written nomination to the Secretary and the nominee has signified in writing his or her willingness to stand for election not less than 21 days before the date of the Annual General Meeting. The Secretary shall ensure that all members are advised of the names of persons nominated for election to the Committee at least 14 days before the Annual General Meeting.
10.5 If the number of persons nominated for election to the Committee does not exceed the number of vacancies to be filled, the Secretary will report accordingly to the Chairperson and the Chairperson will declare those persons duly elected as members of the Committee at the Annual General Meeting concerned.
10.6 If a vacancy remains on the Committee after the application of rule 10.5, or when a casual vacancy within the meaning of rule 11 occurs in the membership of the Committee, the Committee may appoint a member to fill that vacancy; and a member appointed under this rule will hold office until and be eligible for election at the next following Annual General Meeting.
10.7 The Committee shall carry out the directions of any General Meeting.
10.8 The Committee shall not adopt any new policy, borrow any money or give any security for the discharge of its liabilities or approve any capital expenditure exceeding $5,000 without the approval of the members at a General Meeting.
10.9 The Committee may delegate, in writing, to one or more sub-committees (consisting of such members of the Association as the Committee thinks fit) the exercise of such functions of the Committee as are specified in the delegation other than the power of delegation and a function which is a duty imposed on the Committee by the Act or any other law.
10.10 Any delegation under rule 10.9 may be subject to such conditions and limitations as to the exercise of that function or as to time and circumstances as are specified in the written delegation and the Committee may continue to exercise any function delegated.
10.11 The Committee may, in writing, revoke wholly or in part any delegation under rule 10.9.
11. CASUAL VACANCIES IN MEMBERSHIP OF THE COMMITTEE
A casual vacancy occurs in the Committee if a Committee member:
(b) resigns by notice in writing delivered to the President or, if the Committee member is the President, to the Vice President;
(c) is convicted of an offence under the Act;
(d) is permanently incapacitated by mental or physical ill-health;
(e) ceases to be a member of the Association.
(f) is removed by special resolution.
12. PRESIDENT AND VICE PRESIDENT
12.1 The President shall exercise a leadership role within the Association and beyond and be the spokesperson for the Association and for the Committee.
12.2 Subject to this rule, the President shall preside at all General Meetings and Committee meetings.
12.3 In the absence or inability to act for any reason of the President, the Vice President shall act as President and have all the rights and powers of the President.
12.4 In the event of the absence from a General Meeting or a Committee meeting of the President and Vice President, a member elected by the other members present will preside at that meeting.
The Secretary shall:
(a) co-ordinate the correspondence of the Association;
(b) keep full and correct minutes of the proceedings of the Committee and of the Association;
(c) keep on behalf of the Association:
(i) the register of members of the Association;
(ii) an up to date copy of the Constitution of the Association and, upon request of a member of the Association, provide a copy of the Constitution;
(iii) maintain a record of:
(A) the names and residential or postal addresses of the officers of the Association and the persons who are authorized to use the common seal of the Association;
(B) the names and residential or postal addresses of any persons who are appointed or act as trustees on behalf of the Association,
and upon request of a member of the Association provide a copy of the record.
(d) have custody of all books, documents, records, and registers of the Association other than those required by rule 14 to be kept and maintained by, or in the custody of, the Treasurer, and
(e) perform such other duties as are imposed by these rules on the Secretary or as directed by the Committee from time to time.
The Treasurer shall:
(a) be responsible for the receipt of all monies paid to or received by, or by him on behalf of, the Association and shall issue receipts for those moneys in the name of the Association;
(b) pay all moneys received into such account or accounts of the Association as the Committee may from time to time direct;
(c) make payments from the funds of the Association with the authority of a General Meeting or of the Committee and in so doing ensure that all cheques are signed by any two of the designated Committee members;
(d) keep such accounting records as correctly record and explain the financial transactions and financial position of the Association, as will enable true and fair accounts of the Association to be prepared and audited from time to time, and will submit to each Annual General Meeting the accounts of the Association showing the financial position of the Association at the end of the immediately preceding financial year;
(e) whenever directed to do so by the President or the Committee, submit to the Committee a report, balance sheet or financial statement in accordance with that direction;
(f) unless the members resolve otherwise at a General Meeting, have custody of all securities, books and documents of a financial nature and accounting records of the Association; and
(g) perform such other duties that are imposed by these rules on the Treasurer or as directed by the Committee from time to time.
15. QUORUM AND PROCEEDINGS AT COMMITTEE MEETINGS
15.1 The Committee shall meet not less than once every three months and the President, or at least half the members of the Committee, may at any time convene a meeting of the Committee.
15.2 Each Committee member has a deliberative vote.
15.3 A question arising at a Committee meeting shall be decided by a majority of votes, but if there is an equality of votes, the person presiding at the Committee meeting shall have a casting vote in addition to his or her deliberative vote.
15.4 The quorum for a Committee shall be the next whole number above one-half of the number of members of the Committee at the time.
15.5 The procedure and order of business to be followed at a Committee meeting shall be determined by the Committee members present at the Committee meeting.
15.6 A Committee member having any direct or indirect pecuniary interest in a contract, or proposed contract, made by, or in the contemplation, of the Committee (except if that pecuniary interest exists only by virtue of the fact that the member of the Committee is a member of a class of persons for whose benefit the Association is established), will as soon as he or she become aware of that interest, disclose the nature and extent of his or her interest to the Committee; and not take part in any deliberations or decision of the Committee with respect to that contract.
15.7 Rule 15.6 does not apply with respect to a pecuniary interest that exists only by virtue of the fact that the member of the Committee is an employee of the Committee.
15.8 The Secretary will cause every disclosure made under rule 15.6 by a member of the Committee to be recorded in the minutes of the meeting of the Committee at which it is made.
15.9 The President is authorised to deal with urgent matters arising between Committee meetings of a nature normally requiring Committee approval which shall be reported to the next following Committee meeting for ratification of any actions of the President.
16. GENERAL MEETINGS
16.1 The Committee:
(a) may at any time convene a General Meeting and will convene a General Meeting at least once in each quarter;
(b) shall convene an Annual General Meeting within four months after the end of the Association’s financial year or as such longer period as may in a particular case be allowed by the Commissioner;
(c) shall, within 30 days of receiving a request in writing to do so from not less than ten members, convene a Special General Meeting for the purpose specified in that request and for no other purpose; and
(d) shall, within 30 days of the Secretary receiving a notice under rule 9.4, convene a Special General Meeting for the purpose of dealing with the appeal to which that notice relates and for no other purpose.
16.2 The members making a request referred to in rule 16.1(c) shall state in that request the purpose for which the Special General Meeting concerned is required, and sign that request.
16.3 If a Special General Meeting is not convened within the relevant period of 30 days referred to in rule 16.1(c), the members who made the request concerned may themselves convene a Special General Meeting as if they were the Committee.
16.4 If a Special General Meeting is not convened within the relevant period of 30 days referred to in rule 16.1(d), the member who gave the notice concerned may himself convene a Special General Meeting as if he or she were the Committee.
16.5 When a Special General Meeting is convened under rule 16.3 or 16.4, the Association will pay the reasonable expenses of convening and holding the Special General Meeting.
16.6 The Secretary shall give to all members not less than 21 days notice of any General Meeting and that notice will specify when and where the General Meeting concerned is to be held and particulars of the business to be transacted at the General Meeting concerned and of the order in which that business is to be transacted.
16.7 At the Annual General Meeting, the business and the order in which it is to be transacted shall be:
(a) the consideration of the reports of the Committee and the accounts of the Association;
(b) the election of Committee members to replace outgoing Committee members; and
(c) any other business requiring consideration by the Association at the Annual General Meeting.
16.8 A special resolution may be proposed at any General Meeting provided that notice of the proposed special resolution is included in the notice of that General Meeting.
16.9 The Secretary may give a notice of any General Meeting by:
(a) serving it on a member personally;
(b) sending it by post to the address of the member appearing on the register of members;
(c) sending it by email to the member if an email address has been provided; or
(d) in the case of a village membership, sending it by post or email to the secretary of the residents committee or contact person for display in a prominent position in the village.
16.10 When a notice is sent by post under rule 16.9, sending of the notice shall be deemed to be properly effected if the notice is sufficiently addressed and posted to the member concerned by ordinary prepaid mail.
17. QUORUM AND PROCEEDINGS AT GENERAL MEETINGS
17.1 A member may appoint in writing another member to be his or her proxy and to attend, and vote on his or her behalf, at any General Meeting.
17.2 Votes at a General Meeting may be cast personally or by proxy.
17.3 At a General Meeting, 20 members present in person or by proxy constitute a quorum.
17.4 If within 30 minutes after the time specified for the holding of a General Meeting a quorum is not present, the General Meeting stands adjourned to the same time on the same day in the following week at the same venue.
17.5 If within 30 minutes of the time appointed for the resumption of an adjourned General Meeting a quorum is not present, the members who are present in person or by proxy may nevertheless proceed with the business of that General Meeting as if a quorum were present.
17.6 The chairperson may, with the consent of a General Meeting at which a quorum is present, and will, if so directed by such a General Meeting, adjourn that General Meeting from time to time and from place to place.
17.7 There will not be transacted at an adjourned General Meeting any business other than business left unfinished or on the agenda at the time when the General Meeting was adjourned.
17.8 When a General Meeting is adjourned for a period of 30 days or more, the Secretary will give notice under Rule 16 of the adjourned General Meeting as if that General Meeting were a fresh General Meeting.
17.9 At a General Meeting:
(a) an ordinary resolution put to the vote will be passed if approved by a majority of votes cast on a show of hands or by a ballot; and
(b) a special resolution put to the vote will be passed if approved by three-fourths of the votes cast on a show of hands or by a ballot.
17.10 A declaration by the chairperson of a General Meeting that a resolution has been passed as an ordinary or special resolution at the meeting will be evidence of that fact.
17.11 At a General Meeting, a ballot may be requested by the chairperson or by three or more members present in person or by proxy.
18. MINUTES OF MEETINGS OF THE ASSOCIATION
18.1 The Secretary shall cause proper minutes of all proceedings of all general meetings and Committee meetings to be taken and then entered within 30 days of the holding of each General Meeting or Committee meeting, as the case requires, in a minute book kept for that purpose. The use of audio recording to assist in maintaining accurate records and for no other purpose is permitted provided that the audio recording is erased following the confirmation of the minutes in question.
18.2 The Chairperson shall ensure that the minutes taken of a General Meeting or Committee meeting are checked and signed as correct by the Chairperson of the General Meeting or Committee meeting to which those minutes relate or at the next succeeding General Meeting or Committee meeting, as the case requires.
18.3 When minutes have been entered and signed as correct under this rule, they shall, until the contrary is proved, be evidence that:
(a) the General Meeting or Committee meeting to which they relate was duly convened and held;
(b) all proceedings recorded as having taken place at the meeting did in fact take place at the meeting; and
(c) all appointments or elections purporting to have been made at the meeting have been validly made.
19. AMENDMENTS TO THE RULES OF THE ASSOCIATION
19.1 The Association may alter or rescind these rules, or make rules additional to these rules, or seek to change its name by special resolution but not otherwise.
19.2 Within one month of the passing of a special resolution altering the Constitution or the name of the Association, or such further time as the Commissioner may in a particular case allow (on written application by the Association), the Association will lodge with the Commissioner notice of the special resolution setting out particulars of the alteration or name change together with a certificate given by the President, or the Vice President if the President is not available, certifying that the resolution was duly passed as a special resolution and that the Constitution of the Association or name of the Association as so altered conform to the requirements of this Act.
19.3 An alteration of the Constitution of the Association does not take effect until Rule 19.2 is complied with and in the case of a change of name or of the objects of the Association the approval of the Commissioner is given to the change of name or of the objects.
20. COMMON SEAL OF THE ASSOCIATION
20.1 The Association shall have a common seal on which its corporate name shall appear in legible characters.
20.2 The common seal of the Association shall not be used without express authority of the Committee and every use of that common seal shall be recorded in the minute book.
20.3 The affixing of the common seal of the Association shall be witnessed by any two of the President, the Vice President, the Secretary and the Treasurer.
20.4 The common seal of the Association shall be kept in the custody of the Secretary or of such other person as the Committee from time to time decides.
21. INSPECTION OF RECORDS ETC. OF THE ASSOCIATION
A member may at any reasonable time inspect without charge the books, documents, records and securities of the Association.
22. DISSOLUTION OF THE ASSOCIATION
Subject to the Act, the Association may be dissolved by a special resolution passed at a general meeting.
23. DISTRIBUTION OF SURPLUS PROPERTY ON DISSOLUTION OF THE ASSOCIATION
If, on the dissolution of the Association, any property of the Association remains after satisfaction of the debts and liabilities of the Association and the costs, charges and expenses of that winding up, that property shall be distributed:
(a) to another association incorporated under the Act having objects similar to those of the Association, or
(b) for charitable purposes,
which association or purposes, as the case requires, shall be determined by resolution of the members.
As at 10 February 2013