Join Us, Constitution and GDPR

ESSA CONSTITUTION

NAME

The charity’s name isthe Edwardes Square, Scarsdale and Abingdon Association.

  • THE PURPOSES OF THE CHARITY ARE:-

(1) To encourage high standards of architecture and town planning within and adjacent to the Edwardes Square, Scarsdale and Abingdon Conservation Area.

(2) To stimulate public interest in and care for the beauty, history, and character of the neighbourhood.

(3) To encourage the preservation, development and improvement of features of general public amenity or historic interest.

(4) To take all other steps to protect and advance the interests of persons living within the Conservation area.

TRUSTEES

The charity shall be managed by a committee of trustees who are appointed at the Annual General Meeting (AGM) of the charity.

CARRYING OUT THE PURPOSES

In order to carry out the charitable purposes, the trustees have the power to:

  • raise funds, receive grants and donations;
  • apply funds to carry out the work of the charity;
  • co-operate with and support other charities with similar purposes; and
  • do anything which is lawful and necessary to achieve the purposes.

MEMBERSHIP

The charity shall have a membership.   Anyone over the age of 18 who supports the work of the charity and who is willing to pay the annual subscription or Life Membership or Family Life Membership of the charity can apply to the trustees to become a member. The amount of the annual subscription shall be decided by the trustees and approved by the membership at the charity’s Annual General Meeting.  Once accepted by the trustees, annual membership lasts for up to 12 months or till the end of the calendar year (whichever is the sooner) and may be renewed as from 1stJanuary the following year by payment of the annual subscription.   The trustees will keep an up-to-date membership list.

The trustees may remove a person’s membership if they believe it is in the best interests of the charity.  The member has the right to be heard by the trustees before the decision is made and can be accompanied by a friend at such hearing.

 ANNUAL GENERAL MEETING – AGM

The AGM must be held every year, with 14 days’ notice given to all members telling them what is on the agenda.   Minutes must be kept of the AGM.

  • There must be at least 15 members present at the AGM.
  • Every member has one vote.
  • The trustees shall present the annual report and accounts.
  • Any member may stand for election as a trustee.
  • Members shall elect between 3 and 10 trustees to serve for the next year. They will retire at the next AGM but may stand for re-election.

 TRUSTEE MEETINGS

  • Trustees must hold at least 3 meetings each year. At their first meeting after the AGM they will elect a chair, treasurer and secretary.  Trustees may act by majority decision.

 

  • At least 3 trustees must be present at the meeting to be able to take decisions.  Minutes shall be kept for every meeting.
  • If trustees have a conflict of interest they must declare it and leave the meeting while this matter is being discussed or decided.
  • During the year, the trustees may appoint up to 2 additional trustees. They will stand down at the next AGM.
  • The trustees may make reasonable additional rules to help run the charity. These rules must not conflict with this constitution or the law.

 MONEY AND PROPERTY

  • Money and property must only be used for the charity’s purposes.
  • Trustees must keep accounts.The most recent annual accounts can be seen by anybody on request.
  • Trustees cannot receive any money or property from the charity, except to refund reasonable out of pocket expenses or to pay any honorarium agreed to be paid at the discretion of the trustees.
  • Money must be held in the charity’s bank account. Unless otherwise agreed by the trustees, all cheques must be signed by 2 trustees.

GENERAL MEETINGS

If the Trustees consider it is necessary to change the constitution, or wind up the charity, they must call a General Meeting so that the membership can make the decision.  Trustees must also call a General Meeting if they receive a written request from the majority of members.  All members must be given 14 days notice and told the reason for the meeting.  All decisions require a two thirds majority.  Minutes must be kept.

  • Winding up – any money or property remaining after payment of debts must be given to a charity with similar purposes to this one.
  • Changes to the Constitution –can be made at AGMs or General Meetings. No change can be made that would make the organisation no longer a charity.
  • General Meeting – called on written request from a majority of members.
  • Trustees may also call a General Meeting to consult the membership.
  • ADOPTION OF THE CONSTITUTION
  • This constitution was adopted at the AGM on 9 May 2011 following a vote of approval by not less than two thirds of those attending such AGM. This constitution will replace any previous constitution existing for the charity as from the end of such AGM.

ESSA Constitution (4)

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New member + Gift Aid + Standing Order form June 2017

The Edwardes Square, Scarsdale and Abingdon Assoication (ESSA) and General Data Protection Regulation (GDPR)

The purposes of the Charity, its management by the Trustees and the means of carrying out the charitable purposes are set  out in the ESSA  Constitution, a copy of which is included on the website. The Charity only holds data for the purposes set out in the Constitution

Membership is open to anyone over the age of 18 who supports the work of the charity and is willing to pay the annual subscription.  The annual membership lasts 12 months .  The Trustees are required to keep an up to date membership list.

The GDPR requires that what personal data we hold is documented.  The only personal documentation held by ESSA is supplied by the members and comprises the name of the member, their address, telephone  number  and, where they wish to do so, their email address. The membership list is not shared with any other parties .

We hold information under the GDPR Legitimate Interests basis.  We have tested this against the three tests set out in the Information sheet Commissioners Offices Lawful basis for processing data.

  • First there is a legitimate interest in that we are using the data to keep our members informed about the matters identified in the constitution and use our knowledge to provide benefits for our members related to the matters set out in our constitution.
  • Secondly the processing of the information we hold is directly related to providing information to our members and any other method would be more intrusive.
  • Thirdly none of the data is particularly sensitive or private, members would expect it to be used in the way which we do use it and our relationship with each individual is a voluntary one. We do not hold any data related to children .

The data is stored electronically and used to notify members of events, planning applications which may be relevant to them and changes in relevant legislation.  When a member leaves their name address and email, where it has been supplied, is removed from the database.

Any member who wishes to verify what information is held can apply to the Membership Secretary who will supply the relevant information without charge.  If there are errors in the data the Trustees will arrange for this to be rectified without charge. It is the member’s responsibility to provide the relevant data in the correct form in the first place and provide the Membership Secretary with updated information from time to time as necessary.

The data we hold is only processed in order to provide information to members. It is a very limited form of processing and is necessary for the purposes of providing that information.

We invite people who seek membership to complete a standard form and submit it to the treasurer who maintains the data base in conjunction with the  Membership  Secretary.

We do not hold any personal information other than as set out above and therefore consider that there is little risk from data loss.

General Data Protection Regulations GDPR