THE UNITING CHURCH IN AUSTRALIA (SYNOD OF VICTORIA & TASMANIA) CONSTITUTION FOR HEATHERLIE HOMES FOR THE AGED

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1 THE UNITING CHURCH IN AUSTRALIA (SYNOD OF VICTORIA & TASMANIA) CONSTITUTION FOR HEATHERLIE HOMES FOR THE AGED 1. NAME 1.1 The name of this Agency of the Church shall be Heatherlie Homes for the Aged. 2. DEFINITIONS (i) (ii) (iii) (iv) (v) (vi) (vii) (viii) (ix) (x) (xi) (xii) (xiii) (xiv) (xv) (xvi) AGENCY means Heatherlie Homes for the Aged. ASSEMBLY means the Assembly of The Uniting Church in Australia HEATHERLIE COUNCIL means the Board having the responsibility for the governance of the Agency. CHURCH means the Uniting Church in Australia, Synod of Victoria & Tasmania "COMMISSION" means the Commission for Mission of the Synod of Victoria & Tasmania DEPARTMENT means any relevant government department. COUNCIL OF THE CHURCH associated with this agency is Warrnambool Uniting Church Council. CO-ORDINATOR means the co-ordinator or supervisor of the Agency as determined by the Heatherlie Council.. "FINANCIAL YEAR" means the year ended on the 31 December "MEMBERS OF THE CHURCH" means baptised members, confirmed members or members in association of the Uniting Church. "PROPERTY" means property of whatsoever nature whether real or personal. "REGULATIONS" means the Regulations of the Uniting Church in Australia. RULES means the protocols established by the Heatherlie Council for the conduct of the Heatherlie Council and the Agency. "SYNOD" means the Synod of Victoria & Tasmania or its Standing Committee. UnitingCare Victoria is a unit of the Commission for Mission. STANDING COMMITTEE means the Standing Committee of the Synod of Victoria & Tasmania 10/21/2010Constitution for Heatherlie Homes Page 1

2 3. PREAMBLE THE INTER-RELATED MODEL At a meeting of the Synod in session in 2001, approval was given to implement the Inter-related model of governance and oversight of community services in Victoria (Synod Minute ) 3.1 The bodies involved in this governance and oversight of community services in Victoria are the Board of Governance (including the CEO), the council of the church associated with that particular agency (usually a presbytery or a congregation) and the Synod of Victoria & Tasmania or its Standing Committee which will normally act through UnitingCare Victoria 3.2 Each body has allocated to it particular responsibilities in oversight and governance. 3.3 It is only when these bodies inter-relate, that the full governance and oversight is achieved. 3.4 This document, as a Model Constitution for agencies, defines the responsibilities of the Board of Governance and the Council of the Church associated with each agency as two of these interrelated bodies. 3.5 The responsibilities of UnitingCare Victoria are defined in the Statement of Function & Purpose of UnitingCare Victoria, which is part of the By-Laws of the Commission for Mission. 3.6 In order to fully understand the Inter-related model of governance, the Statement of Purpose & Function of UnitingCare Victoria and this document must be read together. 3.7 Any interpretation of this Constitution shall be consistent with a) the Constitution and Regulations of the Uniting Church in Australia and the By- Laws of the Synod, and b) Corporations Law or other relevant legislation. c) the Statement of Function and Purpose of UntitingCare Victoria (part of the By- Laws of the Commission for Mission) In the event of any inconsistency, this Constitution shall to the extent of the inconsistency be invalid. 3.8 If disputes should arise between bodies then the dispute procedures approved by the Synod from time to time shall be used to resolve the dispute. (Currently as defined on pages B of the Commission report to the Synod in 2001). 10/21/2010Constitution for Heatherlie Homes Page 2

3 4. OBJECTS AND AIMS 4.1 The Agency is established for the principal objective of providing services for aged and those with special needs who are in need in Warrnambool and district and to give public benevolent service without regard for culture, race or religion 4.2 The Agency aims to: (a) promote positive relationships amongst the residents both with each other and their community (b) deliver high quality services in ways which promote human dignity. (c) ensure that the programs are non-discriminatory and are planned, implemented, managed and evaluated in a consultative and participative manner. (d) provide or encourage innovative services (e) liaise and co-operate with other community service agencies in developing accessible and relevant services; and (f) advocate publicly on behalf of those who require services 4.3 The Agency may do all such other things which are both lawful and in accordance with the policy, regulations and by-laws of the Church as the Heatherlie Council may determine to be incidental or conducive to the achievement of any of the objects or aims or which are charitable at law. 10/21/2010Constitution for Heatherlie Homes Page 3

4 5. THE HEATHERLIE COUNCIL 5.1 The agency shall work under the direction of the Heatherlie Council unless exemption is granted by UnitingCare Victoria to a body, agency or program, and approved by the Standing Committee. 5.2 Membership The Heatherlie Council shall govern the Agency and: * be appointed by the Commission for Mission on the nomination of UnitingCare Victoria; * consist of not fewer than ten members (including any ex officio members); * consist of not more than eighteen members (including any ex officio members); * at least one third of the members of the Heatherlie Council shall be members of the Church The Heatherlie Council through the Warrnambool Uniting Church Council will forward to UnitingCare Victoria the names of persons for appointment The Co-ordinator shall be an ex officio member of Heatherlie Council Appointed members of the Heatherlie Council: (a) shall be entitled to hold office for up to three years from the date of appointment until the conclusion of the Annual Meeting held in the third year of their appointment. (b) shall be eligible for re-appointment up to a total period in office of nine consecutive years; (c) shall not then, without the written permission of the UnitingCare Victoria, be eligible for appointment until a period of twelve months has elapsed The position of any member of Heatherlie Council shall be reviewed by the Heatherlie Council and may be declared vacant by the Commission for Mission on the recommendation of UnitingCare Victoria if for three consecutive meetings the member has been absent without leave of the Heatherlie Council. 5.3 (a) The Commission for Mission, on the recommendation of UnitingCare Victoria will, upon the nomination of the Heatherlie Council, appoint the Chairperson of the Heatherlie Council from the membership of the Heatherlie Council. No member of staff of the Agency will be eligible for appointment to this office. The term of appointment for a Chairperson will be up to three years with the possibility for re-nomination (b) The Heatherlie Council shall appoint from its members a Deputy Chairperson, a Secretary and a Treasurer and any other office bearers as determined by the Heatherlie Council. 10/21/2010Constitution for Heatherlie Homes Page 4

5 5.4 A person shall cease to be a member of the Heatherlie Council if: (a) the person (i) resigns in writing and the resignation is received by the Heatherlie Council; or (ii) dies; (b) The Commission for Mission, upon the recommendation of UnitingCare Victoria declares that in its reasonable opinion the person (i) is incapable of acting; or (ii) whilst a member of the Heatherlie Council has engaged in unacceptable conduct; or (iii) has ceased or refused to act; or (iv) has moved to such a distance as to make that person's continued membership of the Heatherlie Council impracticable or inexpedient. 5.5 In the event of a casual vacancy occurring in the membership of the Heatherlie Council, the Heatherlie Council may suggest the names of persons considered suitable for appointment by the Commission for Mission. UnitingCare Victoria may recommend appointments to the Commission from the list of names nominated. The appointee holds office for the remainder of the term of the member replaced. 10/21/2010Constitution for Heatherlie Homes Page 5

6 6. DISCLOSURE OF PERSONAL INTEREST 6.1 Any member of the Heatherlie Council who has a financial or other interest in any contract or arrangement made or proposed to be made with the Agency shall disclose his/her interest at the first meeting of the Heatherlie Council at which the contract or arrangement is first considered. If he/she becomes interested in a contract or arrangement after it is made or entered into, he/she shall disclose his/her interest at the first meeting after he/she becomes so interested No member of the Heatherlie Council shall either participate in any discussion or debate or vote as a member of the Heatherlie Council in respect of any contract or arrangement in which he/she is so interested as aforesaid. 10/21/2010Constitution for Heatherlie Homes Page 6

7 7. MEETINGS 7.1 The Chairperson or, in his/her absence, or inability to act, the Deputy Chairperson, shall convene all ordinary meetings of the Heatherlie Council on such dates and in such manner as determined by the Heatherlie Council. 7.2 The Heatherlie Council shall meet not less than six times in any calendar year and the interval between any two consecutive meetings shall not exceed three months. 7.3 The Heatherlie Council shall fix the date, time and place of the meetings of the Heatherlie Council 7.4 A special meeting of the Heatherlie Council may be convened by the Chairperson, the Council of the Church associated with the agency, UnitingCare Victoria or shall be convened at the written request of four members. Not less than seven days notice shall be given in writing (by mail or confirmed fax or ) to all members, stating the date, time, place and the general nature of the business for the meeting, and no other business shall be discussed. 7.5 A Quorum of a meeting of the Heatherlie Council shall be that number next above one half of the number of members of the Heatherlie Council. 10/21/2010Constitution for Heatherlie Homes Page 7

8 8 RESPONSIBILITIES AND FUNCTIONS OF THE HEATHERLIE COUNCIL 8.1 The Heatherlie Council shall be responsible for the governance of the agency including strategic planning, policy development, compliance and management oversight as follows: 8.2 In matters relating to a Strategic Plan the Heatherlie Council will develop, implement and monitor a long term strategic plan for the agency having regard to the strategy and policies of the UnitingCare Victoria. 8.3 In matters relating to Policy Development the Heatherlie Council will: (a) (b) (c) formulate and interpret policy for the Agency consistent with the policy statements and determinations of the Commission, the Synod and Assembly. implement the objects and policies of the Heatherlie Council make Rules for the Agency, such Rules to be consistent with and to be read in conjunction with this constitution. Whenever Rules are adopted or altered an updated copy is to be forwarded to UnitingCare Victoria 8.4 In matters relating to Compliance the Heatherlie Council will: (a) (b) (c) (d) (e) (f) (g) (h) (i) adhere to the standards prescribed by UnitingCare Victoria in the following areas including: Principles of Care Accreditation (where appropriate) Industrial relations policy and practice (including grievance procedures) Occupational Health and Safety Handling of Complaints Building Certification (where appropriate); control all funds of the Agency, subject to the requirements of the Regulations, the Synod, the By-Laws of the Commission, Clause 9 of this Constitution and any relevant funding authority; be responsible for all financial arrangements and accounting procedures and ensure that proper records and books of account are kept; operate such bank accounts as it shall decide. All banking transactions shall be authorised by any two of the signatories approved by the Heatherlie Council; provide financial and governance reports to UnitingCare Victoria within thirty days of the specified reporting period end for each agency; prepare and publish an Annual Report on the activities of the Agency; conduct an annual meeting, open to the public, at which a report on the activities of the Agency is presented; prepare annual financial statements in accordance with the accounting guidelines of UnitingCare Victoria and the Synod Audit Committee; arrange and maintain appropriate insurances in accordance with Synod policy; 10/21/2010Constitution for Heatherlie Homes Page 8

9 (j) (k) appoint an Auditor in accordance with the Regulations provided that the Auditor so appointed shall be a member of the Institute of Chartered Accountants in Australia or the Australian Society of Certified Practicing Accountants or any other agency prescribed pursuant to the Corporations Law of the Commonwealth; send two copies of the Annual Report, Auditor s report, and audited financial statements of the Agency to UnitingCare Victoria, within four months following the end of the financial year; (l) submit any proposal for dealing with real estate and or buildings as provided in section 9.4 (m) (n) (o) (p) (q) (r) establish compliance policies and monitor performance in relation to government relations and legal obligations; ensure proper minutes are kept of all meetings of the Heatherlie Council; provide a response to such reporting surveys as may reasonably be required by UnitingCare Victoria facilitate access for at least one site visit every two years by UnitingCare Victoria, including access to all buildings, records, procedures, the Co-ordinator, staff and service users as required; accede to any request from UnitingCare Victoria to address a meeting of the Heatherlie Council; pay to UnitingCare Victoria an annual levy as determined by the Synod in session; 8.5 In matters relating to Management Oversight the Heatherlie Council will: (a) (b) appoint or terminate the employment of a Coordinator in consultation with UnitingCare Victoria; establish performance criteria for the Co-ordinator and ensure appropriate support and review processes are implemented; (c) determine the limits of delegation of responsibility to the Co-ordinator (the detail of each delegation and any variation shall be documented by the Heatherlie Council and signed off by both the Chairperson of the Heatherlie Council and the Co-ordinator); (d) (e) (f) (g) (h) (i) appoint and terminate the employment of staff, as determined by the Heatherlie Council, and, in conjunction with the Warrnambool Uniting Church Council, the support of staff; approve and monitor an annual plan for the achievement of strategic goals; obtain and consider reports on the management and programs of the Agency to ensure ongoing good governance; implement procedures to conduct an evaluation of programs of the Agency to ensure the best practice in service provision; ensure the Agency meets or exceeds the expectations and standards required by the Uniting Church in Australia and funding bodies; implement procedures to obtain financial support for the work of the Agency which may be obtained from endowments, grants, voluntary contributions, fund raising efforts and any other public appeals approved by UnitingCare Victoria. 8.6 The Heatherlie Council may appoint Committees and delegate to those Committees such powers and duties as are in accordance with the objects of the Agency except they shall not be given 10/21/2010Constitution for Heatherlie Homes Page 9

10 power to determine any matters under clauses 7.3, 8.2, 8.3, 8.4(b), 8.4(i), 8.5(a), 8.5(c), 8.5(e). The Heatherlie Council shall determine the procedures of those Committees and may revoke powers and duties or terminate the appointment of the committees at any time 10/21/2010Constitution for Heatherlie Homes Page 10

11 9 ASSETS 9.1 The assets and income of the Agency shall be applied solely in furtherance of its objects and aims and no portion shall be distributed directly or indirectly to any members of the Heatherlie Council except as reimbursement of out-of-pocket expenses incurred by a member of the Heatherlie Council in performing a duty as a member of the Heatherlie Council or as bona fide remuneration approved by the Heatherlie Council for services rendered to the Agency and subject to Clause 6 of this Constitution 9.2 All property shall be held in trust by The Uniting Church in Australia Property Trust (Victoria) in accordance with The Uniting Church in Australia Act 1977 No as amended and the Regulations. 9.3 The funds of the Agency not immediately required for the purposes of the Agency shall be lodged in the UCA Cash Management Fund Limited and/or UCA Balanced Growth Fund Ltd of the Church or as otherwise determined by the Synod 9.4 Any proposal for the purchase, sale, mortgage, lease or the granting, acquisition, disposition, or surrender of any real estate or interest in any real property or the erection, demolition or enlargement of a church or other building shall be submitted to the Synod Property Board through UnitingCare Victoria, for approval. Contractual documentation shall be in the name of the Uniting Church in Australia Property Trust (Victoria) 10/21/2010Constitution for Heatherlie Homes Page 11

12 10. RESPONSIBILITIES OF COUNCILS ASSOCIATED WITH AGENCIES The Council of the Church associated with an agency or program shall be approved by the Standing Committee on the advice of UnitingCare Victoria Unless otherwise approved by the Standing Committee this Council shall be a Church Council, a Presbytery or the Synod The functions of the Council shall be determined by the Regulations relating to that Council but shall include: (a) (b) (c) (d) (e) (f) (g) (h) in partnership with UnitingCare Victoria, to consult with the agency to ensure that its work is consistent with the Basis of Union and the Constitution of the Uniting Church in Australia; to promote the integration of the work of the agency or program with the life and mission of the church; to liaise with UnitingCare Victoria in developing mission imperatives; to provide personal pastoral care for the staff, residents, volunteers of the agency, and members of the Heatherlie Council in consultation with the Heatherlie Council and the Co-ordinator; to promote the placement of ordained ministers & chaplains in agencies; to commission or induct the personnel of agencies where appropriate; to nominate appropriate members of the Heatherlie Council to the Commission for Mission when required and to comment on any nominations the Commission for Mission receives; and to participate in any review conducted by UnitingCare Victoria of any agency with whom they are associated. 10/21/2010Constitution for Heatherlie Homes Page 12

13 11. AMENDMENTS TO THE CONSTITUTION 11.1 Amendments to the Model Constitution can only be made by the Standing Committee Amendments to this Constitution, if developed in accordance with the Model can be approved by the Commission for Mission, who acts on behalf of the Standing Committee of the Synod. 10/21/2010Constitution for Heatherlie Homes Page 13

14 12. DISSOLUTION 12.1 The Heatherlie Council must obtain the approval of the Commission and the Synod prior to the Agency ceasing to operate. The Commission shall determine the procedure to dissolve the affairs of the Agency If, upon dissolution of the Agency there remains, after satisfaction of all debts and liabilities, any assets whatsoever the same shall not be paid or distributed to any member of the Heatherlie Council but shall be given or transferred to some organisation having similar objects of the Agency and which is charitable at law and which shall prohibit the distribution of its income and property amongst its members to an extent at least as great as is imposed on the Agency under this Constitution and which is a fund, authority or institution gifts to which can be deducted under Division 30 of the Income Tax Assessment Act 1997, such organisation to be determined by the Synod on the recommendation of the Commission Where in respect of a fund, authority or institution section of the Income Tax Assessment Act 1997 provides that gifts to it are deductible only if, among other things, the conditions set out in the relevant table item in Subdivision 30-B are satisfied, a gift or transfer under clause 12.2 to that fund, authority or institution must be made in accordance with or subject to those conditions. 10/21/2010Constitution for Heatherlie Homes Page 14

15 13. STATUS 13.1 This Constitution, once signed by the Agency, shall take effect on a date approved by the Commission for Mission on behalf of the Standing Committee of the Synod, and shall supersede existing constitutions from that date Signed... Date: on behalf of the Agency Approved by Commission for Mission on behalf of the Synod Standing Committee on Signed... Date: on behalf of the Commission for Mission Model Constitution approved by the Synod Standing Committee on 13 March /21/2010Constitution for Heatherlie Homes Page 15

16 HEATHERLIE COUNCIL TERMS OF REFERENCE Heatherlie Council is responsible, under UnitingCare Victoria, for the effective management and stewardship of Heatherlie, including to: 1. Provide effectively for the accommodation of residents, including the approval of all new residents, following recommendation by the House Management Committee; allocation of units, and maintenance of residents' independence, dignity and safety. 2. Ensure the premises and property are maintained in good order. 3. Appoint wardens as necessary. 4. Receive reports from and generally oversee the activities of properly constituted Committees of Heatherlie Council. 5. Develop and maintain a sound business plan. 6. Establish, develop and maintain policies and procedures for management and operations, including staff and industrial entitlements. 7. Oversee and control the financial management of Heatherlie, including budgets, appropriate financial records, expenditure, investment policy, the setting up of new entrant contributions and on-going maintenance payments for all residents. 8. Prepare an annual report. 9. Keep itself informed on current insights and developments in aged care. 10. Take its place with the network of providers of aged care in the community. 11. Appoint a co-ordinator to be the liaison person between the residents and the Council and carry out activities as directed by the Heatherlie Council and its Committees. He/She may attend Council and Committee meetings as a non-voting member. Heatherlie Council is responsible for all decisions of its Committees. All Committees must report to and are accountable to Heatherlie Council for their decisions. 10/21/2010Constitution for Heatherlie Homes Page 16

17 POLICY ON ADMISSION TO INDEPENDENT LIVING UNITS Heatherlie has up to 89 independent living units located on two sites which are available to those meeting predetermined admission criteria. 1. Criteria for Admission: 1.1. Prospective occupants must be retired as defined in the 'Retirement Villages Act 1986' (i.e. aged 55 or retired from full-time employment; the spouse of such a person; or in the event of death, the spouse of the deceased person); or be aged over 16 with special needs. The occupant must be able to live independently Prospective applicants should be residents of Warrnambool and surrounding districts, or have supportive relatives in this district All applicants will be interviewed initially by the Heatherlie Co-ordinator, who will arrange appropriate assessment of the financial, social and current medical status of the applicant. This information is then presented to the House Management Committee as accommodation becomes available. The House Management Committee will organise to conduct interviews on the basis of needs, and report the acceptance for ratification to the Heatherlie Council The Co-ordinator will maintain a list of persons eligible for admission. Priority for admission will be decided on individual need. There shall be no priority indicated on the list of applicants Residents are expected to be capable of maintaining their independence. Where this capacity is in doubt, the Council could refer the case to the Aged Care Assessment Team for suitable assessment. 2. Financial Considerations: 2.1. The maximum ingoing contribution is set by Heatherlie Council. The ingoing is determined by the Treasurer following a recommendation by the House Management Committee When a unit is vacated, the ingoing contribution less the weekly retention amount as set by the Heatherlie Council and in accordance with the Occupancy Agreement, will be refunded to the resident or his/her legal representative A maintenance charge to cover ongoing building maintenance, administration and utility costs will be levied on each resident.. This charge, to a maximum for a single resident of one third of a single aged pension, will be set by Heatherlie Council and reviewed at least annually. Residents will be given four weeks written notice of any adjustments to the maintenance charge. 10/21/2010Constitution for Heatherlie Homes Page 17

18 POLICY ON BUILDINGS AND GROUNDS MAINTENANCE Any requests for routine or emergency maintenance including gardening should be directed through the Co-ordinator who has the authority to request the gardener, caretaker or a trades person to attend to the matter. Non urgent or non routine requests will be prioritised and dealt with in consultation with the Buildings and Grounds Committee which has the responsibility of ensuring that all tasks are completed satisfactorily. 1. Routine Maintenance: 1.1. Heatherlie Council, on the advice of the Buildings and Grounds Committee, will be responsible for the ongoing structural maintenance of the units, including repairs and replacements for fair wear and tear of Heatherlie owned furnishings and equipment within the units. In this context, units also include common areas pathways, roads, and carparks within the Heatherlie precincts. Normal gardening requirements will also be undertaken. 2. Planned Maintenance: 2.1. Heatherlie Council, on the advice of the Buildings and Grounds Committee, will develop and maintain a planned maintenance program, using as a general guide the report of Wilson and Crouch, Architects and Planners, dated October In broad terms, each unit on vacancy, if appropriate, will be repainted and carpets cleaned or replaced, and kitchens (including stoves) modernised In broad terms, each unit will be repainted at least once every ten years, and external surfaces repainted every five to eight years. Roof gutters to be cleaned regularly as required. 10/21/2010Constitution for Heatherlie Homes Page 18

19 BUILDINGS AND GROUNDS COMMITTEE (19 April 2004) The Buildings and Grounds Committee is established and conducted by personnel delegated by and from the Heatherlie Council to: 1. Develop and oversee the execution of the Planned Maintenance Program for the Heatherlie assets (Buildings, Roadways, Pathways, Car parks, Machinery, Equipment, Gardens and Physical environment) 2. Receive progress reports from the coordinator pertaining to the execution of the Planned Maintenance Program. 3. Further authorise the coordinator to facilitate Routine Maintenance and Repair Schedule which it may detail from time to time. 4. Recommend and advise upon the Renovation and Refurbishment Program as necessary. Soft furnishings will remain the responsibility of the House Management Committee. 5. Accept responsibility for other tasks reasonable bestowed by council. NOTES: Day-to-day management of all tasks is the responsibility of the coordinator as directed by the council. It is not intended that the Buildings and Grounds Committee will direct or supervise on a day-to-day basis, any of the programs mentions, unless by arrangement with the council. Members of the Buildings and Grounds Committee shall conduct site inspections as is deems necessary. The occasions of such inspections shall be recorded as Minutes of scheduled meetings of the group. All of the above is subject to interpretation by the Council an is applied according to its sole discretion 10/21/2010Constitution for Heatherlie Homes Page 19

20 FINANCE COMMITTEE The Finance Committee is responsible to the Heatherlie Council for the effective, efficient and sound stewardship, financial policy, investments and operational procedures of Heatherlie finances. The Finance Committee will: 1. Ensure that proper books of account and financial records are kept, consistent with standards in force from time to time, as recommended by the Society of Certified Practising Accountants, and other legal requirements. 2. Ensure an annual budget is prepared for approval by Heatherlie Council. 3. Provide a financial statement to each meeting of Heatherlie Council or as required by Church Council. 4. Arrange for the Co-ordinator to prepare accounts for payment and ensure that they are reviewed and countersigned by a member of the Finance Committee or other appropriate cheque signatory. Lists of accounts to be tabled at Heatherlie Council meetings. 5. Prepare audited annual financial statements in the form required by the Uniting Church, consistent with generally accepted accounting standards. 6. Review and recommend to the Heatherlie Council the level of ingoing contributions and maintenance fees and the formula for the refund of ingoing contributions. 7. In consultation with the co-ordinator, arrange for the collection and refund of residents' ingoing fees, and the collection of maintenance payments. 8. Arrange and manage short and long term investment of all Heatherlie funds, consistent with the policies of the Uniting Church Synod of Victoria and Tasmania, 9. Ensure adherence to the requirements of the Australian Tax Office. 10. Provide financial information and reports as required by UnitingCare, including quarterly Governance Reports. 11. Convene meetings of the Finance Committee as deemed appropriate but not less than quarterly. 12. Accept responsibility for the development of staff contracts after consultation with the relevant committee. 13. Accept responsibility for other tasks as delegated by the Heatherlie Council. Updated July /21/2010Constitution for Heatherlie Homes Page 20

21 HOUSE MANAGEMENT COMMITTEE The House Management Committee is responsible to the Heatherlie Council. The Committee will work closely with the Co-ordinator to: 1. Receive all applications for entry to Heatherlie through the Co-ordinator, and check and validate all applications. 2. a). Interview applicants. b). To make recommendations to the Treasurer as to the level of the ingoing for each individual. c). Report decisions on applications to Heatherlie Council for ratification. 3. Maintain a list of applicants on behalf of the Heatherlie Council. The list of applicants operates on a priority needs basis. The Co-ordinator reviews and updates the list regularly. 4. Allocate units to successful applicants. 5. Act as a primary resource for the well being of residents, reporting major concerns to the Heatherlie Council at its next meeting. 6. Decide on the refurbishing of the soft furnishings in the units. 7. Make recommendations to the Heatherlie Council for the appointment of Wardens. Prepare a description of Wardens' duties and responsibilities, which may be made available to all residents on request. 8. Accept responsibility for other tasks as delegated by the Council. 10/21/2010Constitution for Heatherlie Homes Page 21

22 HEATHERLIE HOMES FOR THE AGED MISSION STATEMENT Heatherlie Homes for the Aged seeks to express the Christian concern for aged persons and those with special needs of the City of Warrnambool and surrounding districts, by providing access to independent living units, without regard for race, religion or culture. Heatherlie Homes is a not-for-profit organisation which: * acknowledges that every person has individual physical, psychological, spiritual and quality of life needs. * encourages personal independence in activities of daily living and respects each person's rights to privacy, dignity and decision making. * promotes leadership and teamwork within the organisation. * encourages innovation and initiative. * believes all people involved have a contribution to make to realise the shared vision. 10/21/2010Constitution for Heatherlie Homes Page 22

23 GOALS: RESIDENTIAL CARE: * To provide a facility of a high standard, having regard to the provisions of the Retirement Villages Act * To encourage residents and their families to participate in activities of daily living and the decisions that affect their lives. COMMUNITY: * To support and develop community awareness of the issues affecting older people. * To cooperate with other service providers for the benefit of the residents of Heatherlie. * To assist or cooperate with other churches or organisations with similar or complementary objectives. ADMINISTRATION: * Through cooperation and support between members of Heatherlie Council, and Church Council of the Uniting Church, Warrnambool, to ensure excellence of service provisions and strict adherence to the Mission Statement. FACILITIES: * To ensure that adequate and well-maintained facilities are available. * To maintain a safe and healthy environment. PUBLIC RELATIONS: * To promote an awareness of the Mission and Objectives of Heatherlie Homes for the Aged within the City of Warrnambool and surrounding districts. FINANCE: * To develop and maintain efficient and effective financial planning and management to ensure proper stewardship of resources. 10/21/2010Constitution for Heatherlie Homes Page 23

24 MEMBERSHIP: * The Heatherlie Council consists of 16 members (including ex officio members) but may consist of not less than 10 nor more than 18. * At least one third of the members must be members of the Uniting Church. * Members are appointed, following approval from UnitingCare, for three years, except the residents representative who is elected by the residents and approved annually. * Members are eligible for reappointment up to a maximum of nine years. * UnitingCare appoints the Chairperson from the members of the Heatherlie Council. * Other office bearers, viz Deputy Chairperson, Secretary and Treasurer, are appointed by the Heatherlie Council. * It is desirable to have some members with particular skills. e.g. accounting, medical and allied health care, building and garden maintenance. * One member, who is the liaison person with the Warrnambool Uniting Church Council, is also a member of the Warrnambool Church Council. * The Minister of the Warrnambool Uniting Church is a member of the Heatherlie Council. 10/21/2010Constitution for Heatherlie Homes Page 24

25 MEETINGS: * Formal Council meetings are held bi-monthly. * An executive committee is nominated to deal with urgent Council matters that occur between meetings. * Council meetings are also attended by the Coordinator, an employee of the Council, and a resident elected observer preferably from the alternate site to the residents' elected Council representative. These two representatives do not have voting rights. * A quorum is one more than half the membership of the Council. * There are three committees of the Council which meet as needed and bring recommendations to Council meetings. + The committee convenor is a member of the Heatherlie Council, other members may or may not be members of the Heatherlie Council. All are appointed annually by the Heatherlie Council. + Each committee has up to 5 members and the Coordinator and Council Chairperson may attend meetings. + The committees are: Finance, House Management, Buildings and Grounds. * Annual Meetings are advertised and the public is invited to attend. 10/21/2010Constitution for Heatherlie Homes Page 25