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Duchy Residents Association Constitution PDF Print E-mail
THE NAME

The association to be known as the DUCHY RESIDENTS ASSOCIATION

AIMS

To protect and preserve the interests of the Conservation area and the informal area known as the Duchy Estate in matters that affect the residents or detract from the quality of life of the Estate.

The Association will be notified of all planning applications affecting the Duchy Estate.

To support or object to planning applications as the Committee of the Association may consider appropriate and to seek such amendments or withdrawals as may be considered necessary.

To co-operate with any other body or association who have similar aims.

MEMBERSHIP

Membership is open to all residents of the Duchy Estate and honorary members may be admitted to the association subject to the consent of the committee.

SUBSCRIPTION

Subscriptions shall be fixed at the General Meeting and shall be payable annually at the time of the General Meeting. Residents joining after 31st March shall be exempt until the next General Meeting..

DONATIONS AND APPEALS

The Association may accept donations for any purpose consistent with its aims and may make special appeals for funds to be used in furtherance of its aims.

GENERAL MEETING

At least one general meeting will be held in May or June every year to:

1. Receive the report of the Committee
2. Receive the financial statement to year end in April
3. Confirm and / or seek new members of the committee
4. Transact any other appropriate business.
5. Notice will be given two weeks in advance.

VOTING

Voting shall be open to any member over 18 years, normally resident on the Duchy Estate.
Decisions will be by majority vote and the Chairman will hold a casting vote.

ELECTION OF OFFICERS AND COMMITTEE MEMBERS

At the General Meeting the membership shall elect a Chairman, Secretary and Treasurer if necessary with other such officers as are necessary to form a committee to organise the affairs of the Association. Self nomination is permitted. By majority decision, the Committee may co-opt additional committee members and these will be put to the next General Meeting for ratification.

MANAGEMENT

The business of the Association shall be conducted by a committee comprising Chairman, Secretary, Treasurer and any other members. The Committee shall comprise no fewer than five members and no more than fifteen. The Committee may appoint a sub-committee for any purpose it deems necessary.

The normal term of office for the Committee Officers will be a maximum of 3 years. Committee Officers may be re-elected for a second term. No Committee Officer will serve more than 6 years consecutively.

COMMITTEE MEETINGS

The committee shall hold a minimum of one meeting per annum between each General Meeting. The Chairman may invite non-committee members to meetings when it is considered that their special skills are needed in meeting the association’s objectives. Such guests will not be allowed to vote.

Three members of the committee will comprise a quorum. Decisions will be by majority vote and the Chairman will hold a casting vote.

AMENDMENTS TO THE CONSTITUTION

Amendments to the Constitution may only be made at the General Meeting after due notice has been given by the Committee.

FINANCE

All monies are to be banked in the name of the Association and the Bank Account is to be operated by the signature of any two of the following:-

The Treasurer, or the Chairman, or the Secretary

WINDING UP

If members of the association wish to have the Association wound up a Special General Meeting must be called. A resolution to wind up must be approved by voting at the meeting at which the resolution is considered.

In the event of a resolution to wind up being passed, any assets remaining after paying and making provision for all the liabilities of the Association shall be distributed as the members deem appropriate.

 
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