Practical, section‑by‑section compliance checklist for operators, and key actions for residents and advisers
Pre-contract and contract execution (s6; Schedule 1)
- Ensure every residence contract is in writing and complies with Schedule 1 (names of parties, village name and address, accommodation description, type of occupation, ingoing contribution details and repayment basis, fees and charges distinguishing recurrent charges, facilities and services, liability rules for personal services, communal facilities, termination steps, disputes procedure, trustee terms, and a statement recommending independent legal advice).
- Prior to a prospective resident signing, provide: the proposed contract ready for signature; the statutory notice (Schedule 2); a copy of current village rules; the Schedule 3 checklist; the accounts and estimates from the last AGM and any material subsequent changes; and any other documents prescribed by regulation (s6(3)-(4)). Keep evidence of delivery (serve copies, retain signed receipts).
- If the village was not operating in the previous financial year and accounts are unavailable, provide the alternative statements required under s14(5)(b)-(d) as contemplated by s6(4).
Financial management (s9, s12, s13, s15)
- Establish and maintain a separately identifiable trust account at an authorised deposit‑taking institution (or appropriate trustee investment vehicle) for ingoing contributions. Document the trust arrangement, bank details, investment policy and record interest/accretions.
- Put in place controls to distinguish circumstances where non‑occupation is operator failure versus resident choice; document reasons and supporting evidence so that, if disputes arise over interest/apportionment, operator can demonstrate the factual basis for retaining or paying interest (s9(2)).
- Have clear, documented procedures for resale and reoccupation so the operator can show "all reasonable steps" were taken to effect resale in compliance with s12(b). Maintain marketing records, valuation steps and offers.
- Anticipate repayment cashflow: build reserves or financing arrangements to meet repayment deadlines (s12), or be prepared to apply to the Director for an extension for serious financial hardship with supporting financial documentation (s13). Record and preserve correspondence with residents/personal representatives.
- Arrange annual audits by a registered company auditor (Corporations Act) or an approved auditor under the Associations Incorporation Act, and ensure audited accounts are prepared in time for the AGM materials (s14(5)-(6), s15).
Meetings, disclosure and records (s14, s19)
- Convene an AGM by 30 November each year and provide at least 10 business days' notice for meetings (s14(1)-(4)). Prepare and provide required materials: audited income/expenditure statement for previous financial year, current year estimates, contingency/sinking fund estimates and balance sheet with a plain‑language summary (s14(5)).
- Allow residents to submit written questions at least five business days before the meeting and provide written answers if questions cannot be answered at the meeting (s14(5)(e), s14(8)). Keep a log of questions and written responses for record‑keeping.
- Keep accurate minutes of all meetings convened by the operator, include questions asked and answers given and other prescribed matters, make minutes available for inspection by residents within 30 days and adopt minutes at the following meeting (s14(10)-(11A)).
- Provide residents and tenants, within 10 business days of a reasonable request, with copies of their residence contract, applicable village rules, a statement of the amount repayable on cessation and any service contract (s19). You may charge a reasonable fee for copies (s19(3)).
Village rules and internal dispute resolution (s21-s23, s28)
- Draft village rules that cover the matters listed in s21(2) (visitors, noise, parking, refuse, gardening, use of services/facilities, quorum, dispute resolution procedure and other prescribed matters). Ensure an internal dispute resolution procedure is included and documented.
- When proposing additions or amendments, provide all residents and tenants with a copy at least 10 business days before commencement (s22(2)). Keep proof of notice distribution.
- If a resident objects, be prepared to engage with the Director process under s23; ensure the operator’s position and rationale for rules are documented so the Director can evaluate reasonableness (s23).
Recurrent charges and levies (ss14A-14C)
- Before increasing recurrent charges, prepare a written explanation demonstrating the reasonableness of the increase with reference to audited accounts and estimates and present it at the meeting (s14A(2)(a)).
- Calculate the CPI increase amount for Hobart per s14A(4) and understand whether the proposed increase exceeds that benchmark. For increases exceeding the CPI amount, obtain authorisation at a meeting by at least 65% of voting residents and tenants, unless the excess is attributable to permitted reasons (s14A(2)(b)).
- If residents refuse authorisation, prepare an application to the Tribunal under s14B within 28 days of the meeting result and give written notice to each resident and tenant as soon as reasonably practicable (s14B(1)-(3)). Document the components of the increase and be ready to justify them against the Tribunal’s listed factors (s14B(5)).
- For levies not authorised by the village rules or contract, obtain a special resolution or confirm the levy fits the narrow exception in s14C(2)(b) (s14C).
Insurance and risk management (s20)
- Maintain insurance to full replacement value, including damage, reinstatement costs, public liability and reinstatement to condition when new (s20(1)-(2)); ensure compliance with any minimum public liability requirements prescribed by regulation (s20(3)). Retain certificates of currency and policy documents and make them available for inspection.
Title endorsements and Recorder requirements (s38)
- Apply to the Recorder in an approved form and pay the prescribed fee for endorsement of the relevant Register folio where land is, or will be, used as a retirement village; notify mortgagees before application and obtain mortgagee consent where necessary for new villages (s38(2)-(4)). Maintain records of notices to mortgagees.
Prohibitions and governance hygiene (s36, s37, s41, s43)
- Do not require residents to grant powers of attorney or appoint the operator or close associates as proxies (s36-s37). If an operator is a body corporate, ensure directors are aware of personal liability risks under s43 and implement corporate governance measures to demonstrate reasonable diligence.
- Screen persons proposed to be involved in administration for external administration, wind-up or disqualifying criminal/bankruptcy history to avoid contravening s41.
Dispute handling and Director/Tribunal processes (Part 5)
- Ensure village rules contain an internal dispute resolution procedure and that that procedure is exhausted before bringing matters to the Director (s28(1)). Prepare file bundles with documentary evidence to accompany any application to the Director (s28(3)). If the Director declines to proceed, expect written reasons within 14 days (s28(4)).
- For appeals to the Tribunal, be aware of the 30‑day time limit and that appeals are by way of rehearing (s34(2)). For s14B applications to the Tribunal, observe the specific time limit for operators (28 days after being aware the meeting did not authorise the increase) and the notification obligations to residents (s14B(2)-(3)).
Record keeping and audit trails
- Maintain robust records that demonstrate compliance: copy of all pre-contract disclosures provided and dates; ledger/trust details for ingoing contributions and records of investment returns; copies of meeting notices and minutes; audited accounts and balance sheets; insurance documents; records of reasonable steps to resell; evidence of notification to mortgagees and Recorder filing receipts. These records are central to defending disputes under s33 and to satisfying auditors and the Director.
Advising residents and purchasers
- Recommend that prospective residents obtain independent legal advice before signing (Schedule 1(n)). Help residents exercise their rescission right if pre-contract disclosure was inadequate (s6(6)-(8)). Keep clear records when residents notify absences to avoid disputes over recurrent charges for personal services (s11).
Practical project checklist for operators preparing a new or existing village
- Prepare standardised contract templates satisfying Schedule 1.
- Implement a trust account policy and appoint an ADI or trustee.
- Engage a registered company auditor on an annual basis and set a calendar for accounts and AGM timing.
- Draft village rules and internal dispute resolution procedure; circulate drafts early and keep proof of notice.
- Implement a meeting management protocol (notice templates, question logs, minute templates complying with s14(11)).
- Ensure insurance policies and certificates of currency meet s20 minimums.
- Prepare a resident information pack (Schedule 2 materials and Schedule 3 checklist) and a document-provision tracking system.
- Train staff on prohibitions relating to powers of attorney and proxy appointments; include governance documentation demonstrating directors’ diligence.
This checklist follows the Act’s text and sets out the concrete actions, documents and timelines the operator must manage to align operations to statutory duties. Residents and advisors should keep copies of all documents supplied and requests made, track meeting votes and maintain records of correspondence in the event of disputes.