Duchy Residents

Governance

Duchy Residents Association Constitution

The Committee is elected at the Annual General Meeting of the Association, where a Chairman, Secretary and Treasurer are elected, and other officers may be elected if deemed necessary to form a committee and deal with the affairs of the Association.

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.

Bank account with HSBC
A/C name Duchy Residents Association
Sort code 40-23-12

A/C number 92227843

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.

Data Privacy Policy

This statement explains how the Duchy Residents Association (“the DRA”) handles and uses data we collect from our members (“you”). We collect data to keep in touch with you, to keep you apprised of our activities, and to identify ways in which you can support the DRA.

How do we collect information from you?
We obtain information about you when you provide it to us on joining the DRA, on annual renewal, or when you contact us for any reason. The legal basis for collecting and processing your personal data is your consent, where you have recently provided this, and otherwise our legitimate interest.

What type of information is collected from you?
The personal information we collect includes your name, address, telephone number and email address (where provided by you).

How is your information used?
We may use your information to:
• process subscriptions and donations that you have made;
• send you our regular Newsletters;
• send you reminders for annual subscriptions and DRA events;
• send you information relating to the DRA’s work and objectives; and
• seek your views or comments on matters falling within the DRA’s objectives.

We continue to review our retention periods for personal information and will hold your personal information on our systems for as long as is necessary for the relevant activity.

Who has access to your information?
Only the committee of the DRA and the Membership Secretary (if not a member of the committee) have access to your information. We will not sell or rent your information to third parties, nor share your information with them.

How you can access and update your information
The accuracy of your information is important to us. If you change email address, or any of the other information we hold is / may be inaccurate or out of date, please visit our website (www.duchyresidents.co.uk), email us at [email protected] or write to us at Duchy Residents Association, 10a Oakdale, Harrogate, HG1 2LL.
You have the right to ask for a copy of the information the DRA holds about you.
Security precautions in place to protect the loss, misuse or alteration of your information
When you give us personal information, we take steps to ensure that it’s treated securely. Non-sensitive details (your email address etc.) are transmitted normally over the internet, and this can never be guaranteed to be 100% secure. As a result, while we strive to protect your personal information, we cannot guarantee the security of any information you transmit to us, and you do so at your own risk. Once we receive your information, we make our best efforts to ensure its security on our systems.
Links to other websites
Our website contains links to other websites run by other organisations. This privacy policy applies only to our website‚ so we encourage you to read the privacy statements on the other websites you visit. We cannot be responsible for the privacy policies and practices of other sites even if you access them using links from our website.
In addition, if you linked to our website from a third party site, we cannot be responsible for the privacy policies and practices of the owners and operators of that third party site and recommend that you check the policy of that third party site.
Review of this Policy
We keep this Policy under regular review. This Policy was last updated in May 2019.