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Constitution and Rules

 

DUNTON PARK RESIDENTS’ ASSOCIATION

CONSTITUTION AND CODE OF CONDUCT

Adopted: March 2022
Most Recent Updates: 30 March 2026 following new motion on membership fee

1. NAME

The name of the Association shall be Dunton Park Residents’ Association.

2. AIMS

a) To act as a collective voice to represent members’ interests, negotiate with the site owner, and improve community life.
b) To influence decisions on site management, ensure maintenance standards, and foster a safer, more engaged community.
c) To make representations when the Association receives notice from the park owner about matters affecting the Park.

3. MEMBERSHIP

a) Membership is open to all occupiers of owner‑occupied park homes on Dunton Park who are over eighteen years of age, regardless of nationality, race, colour, age, gender, political belief, religious belief, or sexual orientation.
b) The park owner, site manager, and any agent or employee of theirs are excluded from membership.
c) Membership is confirmed by a signature on the membership list.
d) The membership list, constitution, and any rules of the Association shall be open to inspection by members and the site owner upon request, as required by law.
e) To maintain status as a Qualifying Residents’ Association (QRA), the Secretary shall monitor membership numbers to ensure the Association continues to represent at least 50% of qualifying homes. As of March 2026, membership stands at 95%.
f) The Association will provide the site owner with an up‑to‑date list of committee members annually or upon request, in accordance with the Mobile Homes Act.

4. MEMBERSHIP FEES

a) Where a subscription or membership fee is charged, the amount payable per household shall be determined at the Annual General Meeting.
b) The membership voted for a £5 annual fee per household. This fee must be paid within 30 days of request. Non‑payment will be deemed to indicate that membership is no longer required, and the household will be removed from the membership list.

5. CHAIR, SECRETARY AND TREASURER

a) Members entitled to vote shall elect a Chair, Secretary, and Treasurer at a General Meeting.
b) Additional committee members may be elected as required, but the committee shall not exceed ten members in total.
c) Except for administrative decisions taken by the Chair, Secretary, or Treasurer in their official capacities, all decisions of the Association shall be made by vote.
d) An officer may be removed from office by a vote at a General Meeting.

6. ANNUAL GENERAL MEETING

a) An Annual General Meeting (AGM) shall be held in March each year to:
i) Receive the Chair’s Annual Report
ii) Receive the Treasurer’s financial statement
iii) Elect the Chair, Secretary, and Treasurer
iv) Elect any additional committee members
v) Consider any other notified business
b) The AGM date shall be advertised at least 28 days in advance. The Secretary shall set a deadline for candidates to ensure a full list is issued in time for proxy or postal voting.

7. OTHER GENERAL MEETINGS

a) The Chair may call a General Meeting at any time.
b) The Chair must call a General Meeting within fourteen days of receiving a written request signed by at least 10% of voting members.
c) The Secretary shall circulate details of all General Meetings at least seven days in advance.
d) Decisions of General Meetings shall be carried out as determined.

8. QUORUM

a) The quorum for all General Meetings, including AGMs, is 20% of member homes.
b) No meeting may proceed without this minimum attendance.

9. VOTING AND ACCESSIBILITY

a) Each owner‑occupied home is entitled to one vote.
b) All decisions require a simple majority, except constitutional changes which require a two‑thirds majority of those present and eligible to vote.
c) Voting may be by show of hands or paper ballot if requested by the Chair.
d) Members unable to attend may vote by postal vote or proxy.
e) No member may hold more than two proxy votes.
f) Proxy and postal ballots must be issued at least seven days before the meeting. Completed ballots must be returned to a secure location or collected by two committee members. Votes must be counted by at least two committee members, and results published as soon as possible afterwards.
g) If a physical meeting cannot be held, the Committee may postpone the meeting or conduct a Paper Determination. All members will receive the necessary information and a ballot paper.
h) Decisions made via Paper Determination carry the same authority as decisions made at a physical meeting. The quorum is met if at least 20% of members submit a vote.

10. FINANCE

a) All money raised by or on behalf of the Association shall be used to further its aims.
b) The Treasurer shall account for all finances.
c) Withdrawals or transfers from the Association’s bank accounts must be authorised by two of the three officers or by another authorised signatory.
d) The Treasurer shall keep proper financial records, including:
i) All income and expenditure
ii) Assets and liabilities
e) A bank account shall be opened in the name of the Association.

11. CHANGES TO THE CONSTITUTION

a) The Constitution may only be amended at an AGM or General Meeting.
b) Proposed amendments must be submitted to the Secretary at least fourteen days before the meeting.
c) Amendments require a two‑thirds majority of those present and eligible to vote.
d) Approved amendments must be incorporated into the Constitution.
e) The site owner must be notified of any changes.

12. DISSOLUTION

a) The Association may only be dissolved at a General Meeting called for that purpose.
b) At least fourteen days’ notice must be given.
c) Dissolution requires a simple majority vote.
d) All funds and documents shall be disposed of as decided by the meeting.

13. CODE OF CONDUCT

13.1 Behaviour and Conduct

a) All members must treat others with courtesy and respect.
b) Members are expected to support the aims of the Association and work constructively with the Committee.
c) Members must not undermine the work of the Association or act in a way that damages its ability to represent residents effectively.
d) Aggressive behaviour, intimidation, or personal attacks are not permitted.
e) Members must follow the Chair’s guidance during meetings to ensure fair participation.
f) The Association is not a forum for personal disputes; it exists to support the whole community.

13.2 Social Media and Online Groups

a) Members must behave respectfully online, including on Facebook, WhatsApp, and other platforms.
b) Hurtful, insulting, defamatory, or inflammatory comments are not permitted.
c) Members must not spread unverified rumours about the park or the Association.
d) The Committee may remove posts if they are deemed to cross the line, including posts that breach this Code of Conduct or undermine the aims of the Association.

13.3 Committee Member Responsibilities

a) The Secretary is the official spokesperson for the Association unless the Committee agrees otherwise.
b) Committee members must act honestly and in the best interests of all residents.
c) Personal information must not be shared without permission unless required by law.
d) Once a decision is made by vote, all committee members must support it publicly.

13.4 Disciplinary Procedure

If a member’s behaviour breaches this Code of Conduct:

First Written Warning
A formal letter will be issued explaining the breach and requesting that the behaviour stops.

Second Written Warning (Final Warning)
If the behaviour continues, a final written warning will be issued. This will explain that suspension from the Association may follow.

Right to Reply
Before any suspension is decided, the member will be invited to speak to the Committee and give their account.

Additional Sanctions
If the behaviour occurs within the Club during RA‑run activities or events, the Committee may also disallow the member from attending future RA‑organised activities and events.

13.5 Serious Misconduct

The Committee may suspend a member immediately, without issuing warning letters, for:

  • Theft or misuse of Association funds or property
  • Violence or threats of violence
  • Harassment, bullying, or discriminatory behaviour
  • Fraud, including falsifying documents or proxy votes
  • Criminal activity during an Association meeting or event

In the case of suspension, the Committee will also vote on whether there is a need to disallow the member from attending further RA‑run events and activities.

14. SUMMARY

By joining the Dunton Park Residents’ Association, members agree to follow this Constitution and Code of Conduct and to help maintain a peaceful, respectful, and supportive community.