1.    NAME

The name of the Group is the Aylesbury Vale Prostate Cancer Support Group, (hereinafter referred as the “Group”)

2.      ADMINISTRATION

Subject to the provisions of this Constitution, the Group and its property shall be administered and managed by the members of the Executive Committee (hereinafter referred to as “the Committee), established under Clause 5. 

3. THE OBJECTS OF THE GROUP ARE: -

• To support individuals diagnosed with and affected by prostate cancer, including the individuals themselves, as well as their family, friends, and loved ones. 
• To raise awareness of the risk factors associated with prostate cancer. 
• To advocate for better services and treatments for those affected by prostate cancer, to include, where appropriate,  the provision of psa testing in partnership with others.

4. MEMBERSHIP

4.1        Membership is open to:

• Individuals diagnosed with, who have had or are having treatment for prostate cancer. 
• Family, friends, loved ones and carers of individuals diagnosed with, who have had or are having treatment for prostate cancer. 
• Individuals who have a vested interest in supporting the Group’s objectives, including healthcare professionals involved with the diagnosis and treatment of prostate cancer.
• People who support the work of the Group and are aged 18 or over can apply to the trustees to become a member.

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

4.2            The Committee will maintain a confidential database of members.

4.3            Honorary positions, such as Honorary President or Patron, may be appointed by the Committee and may attend the Annual General Meeting (AGM) in a non-voting capacity.

5. COMMITTEE & TRUSTEES

5.1            The Committee, elected at the Annual General Meeting (AGM), shall not exceed eight members. 

5.2            Officers of the Committee, including the Chair, Vice-Chair, Secretary, and Treasurer, shall serve as the trustees of the Group. 

5.3            The Committee has the authority to co-opt additional members to fill vacancies and may appoint sub-committees as necessary to support the work of the Group.

6. POWERS 

6.1            In order to carry out the purposes of the Group, The Committee has powers to: 

• Raise funds and invite contributions, grants and donations, ensuring compliance with legal requirements. 
• Apply funds to carry out the work of the Group.
• Acquire and manage property necessary for the purposes of the Group.
• Employ staff as necessary for achieving its objects. 
• Co-operate with and support other Groups with similar objectives.

7. THE AGM

7.1        There will be an Annual General Meeting – the AGM

• The AGM shall be held annually to elect the Committee, review finances, and discuss the Groups progress
• The AGM must be held every year, with 14 days notice given to all members advising them of the Agenda and Date. Minutes must be kept of the AGM
• There must be at least 8 members present at the AGM.
• Every member present has one vote. A resolution will require a simple majority.
• The officers of the Committee shall present the annual report and accounts.
• Any member may stand for election to the Committee.  
• Members shall elect between 3 and 8 officers to serve for the next year. They will retire at the next AGM but may stand for re-election.

8. COMMITTEE MEETINGS

• The Committee must hold at least 3 meetings each year. At their first meeting after the AGM they will elect a chair, treasurer and secretary, who are appointed trustees of the Group. 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 but may offer to stand for re-election
• The trustees may make reasonable additional rules to help run the Group. These rules must not conflict with this Constitution or the law.

9. MONEY AND PROPERTY

• Money and property must only be used for the purposes of the Group.
• Trustees must keep accounts. The most recent annual accounts can be seen by Member on request.
• Trustees cannot receive any money or property from the Group, except to refund reasonable out of pocket expenses.
• Money must be held in the bank account of the Group, except for petty cash, and that held in collecting tins pending payment into the Group bank account. 

10. GENERAL MEETINGS

• If the trustees consider it is necessary to change the Constitution, or wind up the Group, they must call a General Meetingso that the membership can approve the decision. All members must be given 14 days’ notice and told the reason for the meeting. 
• A General Meeting will be called on the written request to the Secretary from not less than 10 members. The reason for the request must be made clear at the time of the request. All members must be given 14 days’ notice and told the reason for the meeting. 
• Trustees may also call a General Meeting to consult the membership on any matter they believe should be discussed with the membership. All members must be given 14 days’ notice and told the reason for the meeting. 
• All decisions require a two thirds majority of those present. Minutes must be kept.  
• Winding up – in the event of the winding up of the Group, any money or property remaining after payment of debts must be given to a Group with similar purposes to this one.
• Changes to the Constitution -can be made at AGMs or General Meetings. 
• If the Committee are of the opinion that it is in the interests of the Group to hold a General Meeting by electronic means, e.g. Zoom or Teams, and the Members agree (such agreement being made via email if necessary) such a meeting can be held electronically and deemed valid.