As adopted on 15 March 2025

(1) Name The Association shall be called "LGBTQ+ Walnut"

(2) Objects The objects of the Association shall be:
To offer an opportunity to meet with other LGBTQ+ people living with prostate cancer to gain perspective through the sharing of experiences

To offer a safe space to talk about experiences and the impact of prostate cancer 
To offer open forums to enable the exchange of information and discussion about things that matter.
To offer confidential one to one support through buddying with others who have similar journeys of prostate cancer.
To offer occasional guest speakers
To offer social opportunities to assist in the reduction of feelings of isolation

Partners and/or supporters are welcome. (Members should contact an appropriate health professional for individual medical advice).

(3) Membership
Membership is open primarily to those who identify as LGBTQ+ (but not exclusively) and their partners.

(4) Resignation
Members may resign at any time by emailing lgbtwalnut@gmail.com.

Any member who has not attended any meetings, or made contact, for 5 years will be contacted by us on the last known contact to decide whether they are deemed to have resigned.

(5) Expulsion
The Committee shall have the power to expel a member when, in their opinion, it would not be in the interests of the Association for them to remain a member. A member shall not be expelled unless he or she is given 14 days written notice to attend a meeting of the Committee and written details of the complaint made against them. The member shall be given an opportunity to discuss any complaints made against them and shall not be expelled unless at least a majority of the Committee then present vote in favour of their expulsion.

(6) Committee
The Committee shall consist of the Chair, the Secretary, the Treasurer, and up to six other elected members, all of whom must be members of the Association. 

The Committee members shall be proposed, seconded and elected at the Annual General Meeting each year and shall remain in office until the next Annual General Meeting when they shall retire or until their earlier resignation or cessation of membership of the Association. Any vacancy occurring by resignation or otherwise may be filled by the Committee. Retiring members of the Committee shall be eligible for re-election.

The Committee shall be responsible for the management of the affairs of the Association and shall have power to enter into contracts for the purposes of the Association on behalf of all the members of the Association.

The members of the Committee shall be entitled to be indemnified out of the assets of the Association against all expenses and other liabilities properly incurred by them in the management of the affairs of the Association.

(7) Officers
The Officers of the Association shall be a Chair, Secretary and Treasurer, whom must be members of the Association.

The Officers shall be proposed, seconded and elected at the Annual General Meeting each year and shall remain in office until the next Annual General Meeting when they shall retire or until their earlier resignation or cessation of membership of the Association. Any vacancy occurring by resignation or otherwise may be filled by the Committee. Retiring Officers shall be eligible for re-election.

(8) General Meetings
General Meetings are open to all members and held twice a month, on the first Saturday and third Saturday of the month, unless advised otherwise. All questions that arise at any meeting will be discussed openly and the meeting will seek to find general agreement.

Occasionally, a guest may be invited to attend a meeting; - 
To share information connected with research into prostate cancer and its side effects.
To request assistance from members in connection with the treatment of prostate cancer, e.g., to take part in a study.
To request assistance from members in connection with support for LGBTQ+ communities within the treatment of prostate cancer.
From another organisation connected with prostate cancer or that is of relevance to the group.

We will ensure that any invited guest is aware of the nature of the group. 

Meetings are strictly confidential. Members, partners and guests are to ensure that nothing discussed and shared within the group is made available to any third party. Anyone breaching this will be suspended and may be excluded from the group.

(9) Annual General Meeting
An Annual General Meeting of the Association shall be held not later than 30 June 2025 and subsequently once in every year at such time (within a period of not more than 15 months after the holding of the last preceding Annual General Meeting) and place as may be determined by the Committee, to transact the following business: -

- to receive the Chair's report of the activities of the Association during the previous year;

- to receive and consider the accounts of the Association for the previous year and the Treasurer’s report as to the financial position of the Association;

- to elect the Officers and other members of the Committee; and

- to decide on any resolution which may be duly submitted in accordance with Rule 9 (c).

- The Secretary shall send to each member of the Association at their last known email address written notice of the date of the Annual General Meeting together with the resolutions to be proposed thereat at least 21 days before the meeting.

Nominations for election of members to any office or for membership of the Committee shall be made in writing by the proposer and seconder to the Secretary not less than 28 days before the Annual General Meeting. Notice of any resolution proposed to be moved at the Annual General Meeting shall be given in writing to the Secretary not less than 28 days before the meeting.

(10) Special General Meeting 
A Special General Meeting may be convened at any time by the Committee and shall be convened within 28 days of receipt by the Secretary of a requisition in writing signed by not less than ten members stating the purposes for which the meeting is required and the resolutions proposed. 

The Secretary shall send to each member of the Association at their last known email address written notice of the date of any Special General Meeting together with the resolutions to be proposed thereat at least 21 days before the meeting.

(11) Procedure at the Annual and Special General Meetings
The quorum for the Annual and Special General Meetings shall be ten members present in person.

The Chair or in his or her absence or disinclination to act, a member selected by the Committee, shall take the chair at all General Meetings.

Each member present shall have one vote, and resolutions shall be passed by a simple majority except as might be otherwise specified in these Rules. In the event of an equality of votes the Chair shall have a casting or additional vote.

Votes may be given either personally or by proxy. A proxy must be a member of the Association

The instrument appointing a proxy must be in a form prescribed by the Committee, must be signed by the appointor and must be produced at the meeting at which it is to be used.

The Secretary, or in his or her absence a member of the Committee, shall take minutes at Annual and Special General Meetings.

 (12) Alteration of the Rules 
The Rules may be altered by resolution at an Annual or Special General Meeting provided that the resolution is carried by a majority of at least two-thirds of members present at the meeting.

(13) Finance
All moneys payable to the Association shall be received by Treasurer and deposited in a bank account in the name of the Association. No sum shall be drawn from that account except by cheque signed by two signatories who shall be the Chair or Secretary and one other Committee members. Any moneys not required for immediate use may be invested as the Committee in their discretion think fit.

The income and property of the Association shall be applied only in furtherance of the objects of the Association and no part thereof shall be paid by way of bonus, dividend or profit to any members of the Association, save as set out in Rule 14 (c).

The financial transactions of the Association shall be recorded in such manner as the Committee think fit by the Treasurer.

(14) Dissolution
A resolution to dissolve the Association shall only be proposed at a Special General Meeting and shall be carried by a majority of at least three-quarters of the members present.

The dissolution shall take effect from the date of the resolution and the members of the Committee shall be responsible for the winding-up of the assets and liabilities of the Association.

Any property remaining after the discharge of the debts and liabilities of the Association shall be given to 50% to OUTpatients and 50% to Prostate Cancer UK or charities nominated by the last Committee.

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