High Peak Prostate Cancer Support Group constitution
NAME: High Peak Prostate Cancer Support Group (the Group)
Aims and objectives:
- To support persons with prostate cancer and those who care for them, their partners, families and friends of persons with prostate cancer and persons bereaved through prostate cancer in the High Peak and surrounding areas.
- To promote awareness of Prostate Cancer and give a voice to all those in The High Peak affected by Prostate Cancer.
- To provide support and information to patients affected by Prostate Cancer, their families and carers, in the High Peak and surrounding areas.
- To promote awareness of Prostate Cancer and provide appropriate information.
- To raise public awareness through the use of the media, literature and electronic sources.
- To arrange funding for its own requirements, costs and expenses.
- To provide direct support, including funding where necessary, to individuals, or their families, affected by Prostate Cancer.
- To raise money for dissemination to other appropriate bodies for research into diagnosis, treatment and care of those affected by Prostate Cancer and for the purchase of necessary equipment and services.
- To make donations to other charitable organisations, hospitals, health authorities, universities and research establishments, provided that the money is used for the conducting of research into the causes, diagnosis or treatment of Prostate Cancer or for purchasing equipment used for the above.
- To provide funding for projects that will help raise public awareness of Prostate Cancer.
- To procure written and printed matter; publish, issue and circulate such leaflets, books, documents, films and electronic information to support those affected by Prostate Cancer and help raise public awareness.
- To work in partnership with other organisations to further the aims of the group.
Membership of the Group is entirely voluntary and shall be open to all persons who have, or had, Prostate Cancer, their partners and carers, and anyone who is interested in actively furthering or assisting the group and are on the list of members kept by the Secretary. Subscription fees, if any, will be voluntary or an amount recommended by the Group Management Committee (the Committee) and approved by a majority of the members.
Membership of the Group may be withdrawn, at the discretion of the committee, provided that there is good and sufficient reason to do so. The Member concerned shall have the right of appeal to the Regional Executive Committee of the PCS Organisation. The member may invite a friend or relative to attend such an appeal to support their case.
The Group shall be 'member led', and shall be managed by the Committee consisting of: A Group Leader, Treasurer, Secretary, and not more than six other members elected annually at the Annual General Meeting. In addition to the above the Committee may co-opt further members as necessary for specific duties as required.
At its discretion the Committee shall be entitled to appoint sub-committees to deal with specific aspects of the Group's work, such as fundraising.
The Committee shall direct and manage the appropriate funding and cost as deemed appropriate by a majority decision of the full Committee, or a quorum consisting of not less than four members.
Officers and committee members shall be elected annually, at the Group Annual General Meeting, either by show of hands or by ballot of those present. Proxy votes will not be allowed.
The Committee shall present to each Annual General Meeting the Report and Accounts of The Group for the preceding year.
Annual General Meeting:
The Annual General Meeting shall take place no later than the end of February each year. Members shall be given at least 14 days notice, in writing, of the date, time and place for the meeting and the business to be conducted.
Extraordinary General Meetings:
The Committee may call an Extraordinary General Meeting at any time. If at least ten members request such a meeting in writing, stating the business to be considered, the Secretary shall call such a meeting. Members shall be given at least 14 days' notice, in writing, of the date, time and place for the meeting and the business to be conducted.
Group Committee meetings shall be held as required, but not less than quarterly. Members shall be given at least 7 days notice, in writing, of the date, time and place for the meeting and the business to be conducted.
Any decisions made shall require a simple majority of the full committee, or a quorum consisting of not less than four members. In the case of a tied vote, the chairperson shall have an extra and casting vote.
Decisions taken at meetings shall be properly recorded and the Minutes made available for scrutiny by the Group.
Membership of The Group shall not be restricted and shall be open to men with Prostate Cancer, their partners and carers, all of whom shall be eligible to vote, provided that their names appear on the list of members to be maintained by The Secretary. Normally voting shall be by show of hands but, if requested by a majority of those present, then a secret ballot will be held. Unless otherwise stated decisions shall be made by a simple majority of those present.
The Group shall establish and maintain a contact register recording the contact, and any other personal details of those members of The Group who have given their written consent to have their details so recorded and made available to other members of The Group and other persons seeking to make contact, exchange information and ideas with members of The Group. This subject to conformity with the Data Protection Act and within the constraints of current and future legislation. Written notices and data may be sent electronically.
A bank account shall be opened in the name of 'High Peak Prostate Cancer Support Group'. Any two of three signatures being required to withdraw money; Group Leader; Treasurer; Secretary or nominated Committee member. (Approved signatories cannot be related to one another.)
The Treasurer shall be responsible for keeping accurate and comprehensive records of Group accounts and these shall be presented for approval by members at the Annual General Meeting or at any time, given adequate notice by the Group Management Committee.
The Group financial year shall be January 1st – December 31st.
The Group shall comply with their obligations under The Charities Act 1993 (or any statutory re-enactment or modification of that Act) with regard to the preparation of an Annual Report and its transmission to The Commission.
Must be made in writing and agreed by the Committee and discussed at a main meeting and approved by not less than 55% of voting members present at the Group Annual General Meeting, or an extra-ordinary meeting, after having been given at least fourteen days notice in writing to all members.
Dissolution of the Group:
In the event of the need for dissolution, any surplus assets or monies, after debts and liabilities have been settled, should be transferred to a similar Group, Charity or Research Institution, as decided by the Committee and approved by a simple majority of the remaining members having been given at least fourteen days notice in writing.
Adoption of this Constitution:
This Constitution has been adopted by a meeting of voting members at the Group Annual General Meeting held on April 24th, 2012.