1. AIMS
1.1 To co-ordinate retirement villages for discussing matters of common Association, plan and execute joint action.
1.2 To affiliate with other organizations
1.3 To participate in deliberations with relevant Government institutions.
2. OBJECTIVES
2.1 To serve as a link amongst retirement villages and with Government Departments in view of discussing mutual problems and finding possible solutions.
2.2 To serve as a forum for reflecting on the quality of services and activities provided by and to retirement villages.
2.3 To execute research on relevant needs by appointing sub-committees to provide the necessary advice to the Association Group.
2.4 To create space in which working and Association groups can operate efficiently.
2.5 To identify the needs for relevant training and to make the necessary recommendations to implement the training.
2.6 To make the community aware of the needs of retirement villages and promote community involvement.
2.7 To promote and enhance the image of retirement villages in the community and among older persons.
2.8 To arrange conferences where topical issues regarding retirement are discussed.
2.9 To initiate and expand multi-professional liaison.
2.10 To accomplish social contact among retirement villages.
2.11 To develop and promote accreditation standards for retirement housing schemes in order to improve quality and good management.
3. COMPOSITION OF THE Association GROUP
3.1 The Association Group is composed of a maximum of three representatives of affiliated retirement villages who collectively have one vote. As a guideline at least one of the delegates should be a resident of that retirement village and at least one should be a member of the management, house committee or staff of the retirement village.
3.2 The following types of membership may also, with the approval of the members at a general meeting be awarded:
3.2.1 Group Membership may be awarded to residents of a retirement village, which is not affiliated to the Association Group but who are prepared to pay the affiliation fees.
3.2.2 Associate membership to organizations and institutions whose functions correspond or relate to or are in support of the Association Group;
3.2.3 Private membership to individuals who have made a special contribution to promote the objectives of the Association Group
3.2.4 Honorary Membership in recognition of outstanding contributions made by individuals to the activities of the Association Group and who want to remain involved.
3.3 Knowledgeable persons may be co-opted on an ad hoc basis, to attend to special matters.
4. MEETINGS
4.1 A Constituting meeting is held every two years during the month of June at which a Management Committee for the next two-year term is elected.
4.2 The Annual General Meeting of the Association Group takes place every twelve months at the second general meeting of members, at which a written report in accordance with clause 7.1 is presented.
4.3 The Association Group meets at least four times per year, preferably every quarter, to discuss matters related to its objectives.
4.4 The Management will, at least thirty days before the planned meeting of members meet in order to compose an agenda.
4.5 In the absence of the Chairman the Vice Chairman will serve as acting chairman. In the absence of both the meeting elects a chairperson. In the event of a dead lock of votes the chairman will have a casting vote.
4.6 Only one notice, with relevant documents attached thereto, will be posted to an institution. Institutions themselves are responsible for ensuring that their postal and e-mail addresses are complete and correct in the Management’s address list.
5. QUORUM
5.1 At all meetings where binding decisions are taken, a quorum consists of one more than a third of the voting members. If the number of members present at the meeting, other than a dissolution meeting (see clause 12.1) is not a quorum, the meeting is adjourned for 30 minutes and if there is still no quorum present, the meeting is postponed to the same time and place seven days later when the number of members present will form a quorum.
This clause will not be applicable at meetings where external speakers are invited or training of members takes place.
6. COMPOSITION OF THE MANGEMENT COMMITTEE
6.1 Nine Board members are elected every two years at the Annual General Meeting, when their term expires, and they may be re-elected.
6.2 Nominations for Board members should preferably be submitted to the secretary six weeks before the Annual General Meeting in writing, accompanied by a written acceptance by the nominee. If insufficient nominations are received before the meeting, Board members may also be elected by nominations during the meeting, provided that the nomination is seconded and the nominee has accepted.
6.3 The elected Board members meet directly after the Annual General Meeting chaired by a person designated at the Annual General Meeting to constitute the meeting. A Chairman and Vice Chairman are then elected by the Management Committee.
6.4 If a vacancy in the Executive, for any reason whatsoever arises, the Executive may co-opt an alternate member for the remainder of the term.
7. DUTIES OF THE MANAGEMENT COMMITEE
7.1 Execute instructions within the framework of the goals and objectives of the Association Group and report on it.
7.2 At the last Association Group meeting of the calendar year Management should draught an acceptable annual programme for the next year.
7.3 The notice plus agenda for Association Group Meetings should reach all members at least fourteen days before the meeting.
7.4 Distribute the minutes and documentation as soon as possible after an Association Group Meeting.
7.5 A written annual report should be presented on the operations of the previous year during the second Association Group Meeting.
7.6 Plan and organise conferences.
7.7 Appoint ad hoc committees and / or knowledgeable persons to investigate specific aspects, conduct research and report on or execute specific projects.
8. CONSTITUTION OF THE EXECUTIVE COMMITTEE
8.1 The Executive Committee consists of the Chairman, Vice Chairman and one additional member.
9. DUTIES OF THE EXECUTIVE COMMITEE
9.1 The Executive Committee must deal with urgent cases and report at the next Board meeting for approval or disapproval.
9.2 The Executive Committee is responsible for the day to day administration.
10. FINANCE
10.1 The Association Group has its own funds and administers them.
10.2 Association Group raises its funds by means of annual affiliation fees, functions or any other legal manner.
10.3 Every retirement village who wishes to join the Association Group, should pay the set affiliation fee.
10.4 The affiliation fee referred in clause 10.2, is from time to time determined by the Association Group, based on the recommendation of the Executive.
10.5 Management may receive or make donations on behalf of the Association Group and may acquire or dispose of movable goods.
10.6 All funds of the Group should be deposited and/or invested in an acceptable financial institution.
10.7 Authorisation for withdrawing money should signed by two designated members of Management.
10.8 The Management has full power to negotiate with sponsors regarding sponsorships.
10.9 The Management must submit a financial report at the Annual General Meeting.
10.10 Funds are applied to cover expenses related to the arrangement of meetings and conferences as well as to cover other applications of merit as recommended by the Association Group or Management.
10.11 Management has authority to deal with any transaction.
10.12 A financial report should be tabled at each Management meeting.
10.13 Management must annually arrange for the auditing of the financial books by a qualified auditor.
11. AMENDMENT OF THE CONSTITUTION
11.1 This constitution can only be amended by a two-thirds majority vote of the members present at a legally constituted meeting of which notice has been given fourteen days before the meeting.
11.2 Changes will only be made based on the recommendation of the Management.
11.3 Affiliated institutions may submit motivated amendments in writing to the Management.
12. DISSOLUTION
12.1 Notice must be given twenty one days before the meeting of the proposed dissolution. If a quorum is not present, the meeting is postponed to the same time and place seven days later, when the attendees will have the authority to finalise the dissolution.
12.2 At a dissolution meeting the attendees with voting rights will have the authority to donate any cash or other assets to a worthy cause or deal with it at their own discretion.
13. GENDER
13.1 In this constitution, any reference to the male gender also applies to the feminine gender and vice versa.