NOTICE OF MOTION

A Motion has been received by The Residents Committee to be read at a future Residents General Meeting, date to be announced.

Below are the four main headings of the Motion. The Motion detail is on the Committee Notice Board and also published on the Residents Committee Website.

NOTICE OF MOTION 

“That the following additions/amendments to the Bellflower Residents’ Constitution be adopted:

1. The Constitution Objectives in statement format. 

2. The Annual General Meeting of Residents dedicated to Reports and the Election of the Residents committee.

3. Meetings of Residents addition – Management of the Residents General Meeting Minutes”.

4. Residents’ Committee Additions – Role of the Immediate past President, and Office Terms of the Committee Executive.

Moved by: Keith Clegg Unit 356 and seconded by Terry Dillon Unit 423

Signed P. Thomson 

Residents Committee Secretary. (Unit 93) .

RESIDENTS’ CONSTITUTION REVIEW May 2025

Preamble.

The 2023/2024 Residents Committee gave Keith Clegg and Terry Dillon the task of reviewing the Bellflower Residents’ Constitution, April 2024.

The Review result - three (3) Constitution changes recommended for consideration, plus an additional item relating to the continuation of mentoring a newly elected committee following a General Election.

First: Recommendation that the “Objectives of the Residents Committee” be in the format of clear and concise statements.          

Recommended Objectives:

Objectives of the Residents Committee:

• To advance and protect the interests of all Residents in the Bellflower Retirement Resort.
• To facilitate communication between Residents and the Scheme Operator.
• To address with the Scheme Operator on behalf of Residents, issues relating to the day-to-day operation of the Resort.
• To assist in dispute resolution by raising concerns or complaints with the Scheme Operator.
• To welcome new Bellflower Residents.
• To plan and administer social functions and activities.
• To produce and distribute a monthly Bulletin containing information of interest to Residents.
• To represent Residents and liaise with other members’ associations at a local and national level on issues affecting retirement village residents

Second: The proposed change relates to the “Annual General Meeting of Residents”.

Recommendation that the AGM be dedicated to the Presentation of Reports and the Election of the Residents Committee.

This means that Notices of Motion and General Business would be removed from the AGM Agenda.

A Residents Committee has just been elected at the AGM, yet to meet as a committee, and not at this moment in a position to address/make decisions on arising issues.

And to give the residents present at the AGM a voice, the newly elected President can, on taking the meeting chair, declare the AGM closed and then open a meeting for General Business, taking any issues on notice to the first Committee meeting after the election.

Recommendation:

Annual General Meeting of Residents 14 (c) would read:

Annual General Meeting – is for the purpose of electing a new Residents Committee and the Presentation of Reports.

Third: There are two (2) changes recommended for “Meetings of Residents”.

1. Number of Meetings:

An addition of words to clarify that the AGM is dedicated to the Presentation of Reports and the Election of the Residents Committee

Constitution 12(a) would read:

The Committee must call at least three (3) meetings of Residents per annum, plus one (1) Annual General Meeting that is dedicated to the Presentation of Reports and the Election of the Residents Committee.

2. General Meeting Minutes; An addition to the Constitution:

A process for the management of the minutes pertaining to General Meetings of Residents is not addressed in the current constitution, and a constitution addition that is consistent with the management of AGM Minutes is recommended.

The proposed addition, 12 (f) would read as follows:

The Minutes of a General Meeting of Residents are to be displayed on the Residents’ Committee notice board within fourteen (14) days of the meeting date, for confirmation at the next Meeting of Residents. The minutes of the last General Meeting of Residents before the AGM shall be confirmed at the AGM. And when the minutes have been confirmed by Residents who were present at that meeting, the Chairperson of the current meeting must sign the minutes as an accurate record.

Note, that the last GM of Residents before the AGM was called by the retiring committee and the minutes of that meeting are to be confirmed at the AGM and any issues from the minutes addressed before the retiring President vacates the chair.

4. Residents Committee

Additions to The Constitution

l) The Immediate Past President at the AGM shall be a member, ex officio,  of the Residents Committee elected at the AGM.

This position is in an advisory capacity only and has no voting rights on the Residents Committee.

This position enables a continuance of experience from the immediate past committee to the newly elected committee, and becomes important when the newly elected committee has little or no experience re the Residents Committee.

 m) The term of the office of President shall be not more than two (2) consecutive years.

        The Vice-President, Secretary, Treasurer, Assistant Treasurer, may serve for not more than three (3) successive years in any one office.

This would ensure changes in committee personnel promoting fresh ideas and energy, as well as allowing retention of experience over successive Residents Committees.

Definitions Addition:

m) “Ex Officio” means advisory capacity only and no voting rights.

Summary of Recommended Constitution Amendments:

• Objectives, page 3, new format.

• Meetings of Residents 12(a), page 21, added words.

• Meetings of Residents 12, page 21, addition 12 (f).

• AGM of Residents 14 (c), page 23, amend.

• AGM Definition 1(h), page 7, amend.

• Residents Committee 4 (l) (m) addition.

• Definitions 1 (m) addition.

Keith Clegg

Terry Dillon