THE FOLLOWING DOCUMENTS ARE LISTED:
- CODE OF CONDUCT
- GDPR PROCEDURES AND STATEMENT
- VUNERABLE PERSONS STATEMENT
CHAIR – Gerry
SECRETARY – Roy
TREASURER – Malcolm
MEMBERSHIP SECRETARY – Ken
COMMITTEE MEMBER – Raymond
COMMITTEE MEMBER – Andy
CLAUSE 1. NAME
The association shall be called North West London Lesbian and Gay Group, abbreviated to NWLLGG and hereinafter called the Group.
CLAUSE 2. OBJECTS
The objects of the Group shall be to provide for social meetings and activities for members, to promote the welfare of all gay men, lesbians and bisexuals in Northwest London and surrounding areas and to undertake any activities in pursuance of these objects. The Group is opposed to discrimination. In particular the Group is opposed to discrimination (including offensive language or behaviour) towards any member on the grounds of: religion, ethnic group, sex, age, physical or other disability, HIV status or sexuality. The activities of the Group will endeavour to reflect this policy.
CLAUSE 3. MEMBERSHIP
Membership shall consist only of individuals who agree with the objects of the Group. Members shall be required to pay an annual subscription that will be valid for twelve months. The amount of the annual subscription shall be determined by the AGM for the following year. Meetings shall be open to everyone, but only paid up members shall have the right to vote and are thus hereinafter referred to as voting members. Members will be entitled to free entry, whereas a fee shall be charged to non-members. A member can be suspended if, in the opinion of the Committee, his or her behaviour is prejudicial to the objects of the Group. Expulsion or reinstatement will be decided at a Special Meeting or AGM, where the member can put his or her case. The Group may form Sections with special interests, e.g. Women, Sports, Youth, to meet independently as required but with no separate membership or committee. The Group may affiliate to other independent Groups supporting the aims of NWLLGG at the discretion of the Committee.
CLAUSE 4. OFFICERS
Officers of the Group shall be elected at the Annual General Meeting, their term to run to the following AGM. Replacements and additional members may be co-opted by the Committee, their terms also to run to the next AGM.
Officers shall consist of a Chairperson, Secretary, Treasurer, Membership Secretary and such other officers as shall be determined at the AGM, up to a minimum of five (5) and a maximum of six (6) officers in total. Chairperson, Secretary, Treasurer and Press and Publicity Officer, are required to have been members of NWLLGG for a minimum of twelve months. Remaining officers are required to have been members of NWLLGG for a minimum of six months.
Nominees who agree to be candidates should each be proposed and seconded by voting members. No member may nominate more than two candidates. In contested elections, the person receiving the greatest number of votes shall be declared elected. The officers’ duties shall be determined in general terms at the AGM and prior to the election of the officers.
CLAUSE 5. COMMITTEE
The Committee shall be formed of all the officers. It shall have powers to run the day to day affairs of the Group, to borrow money on behalf of the Group and to make decisions in the light of the Constitution in particular instances, until such time as any interpretation is upheld or changed by a motion at a Special or Annual General Meeting. Any matter decided by a Committee Meeting shall be valid if decided by a simple majority, with at least half the Committee members being present. Committee members are liable for replacement if they are absent from two or more Committee meetings without adequate explanation. The Secretary shall maintain an accurate record of decisions taken at the Annual General Meetings, Special Meetings and Committee Meetings, to be available for perusal on request of any member. The Membership Secretary must not reveal to any person or agency other than Committee members, any information concerning any person whom he has a record via membership, other than with that person’s express permission. The Treasurer shall maintain an accurate record of financial transactions, and shall present an itemised balance sheet at the AGM.
CLAUSE 6. MEETINGS
There shall be an Annual General meeting of the Group held in April. At least thirteen days prior notice must be given in a meeting or meetings of the Group beforehand, or by the notification of all members whose addresses are held by the Membership Secretary. The quorum of voting members shall be ten. Decisions on single issues shall be determined by simple majority, the Chairperson or acting Chairperson having the casting vote. On other issues, or when a written ballot has been decided beforehand, the greatest number of votes cast shall decide the issue. Postal votes shall be permitted at the discretion of the Committee, but not proxy votes. Motions to amend this Constitution or to dissolve the Group requires a two-thirds majority of votes cast to be valid. If a quorum for a dissolution motion cannot be assembled, a majority of votes of all contactable members will suffice. Special Meetings may be called by the Committee or on the written request of at least five members giving grounds for the meeting. Decisions taken shall be valid only if prior notice of the meeting, attendance and voting procedures are the same as for the AGM. Ordinary meetings shall be held at such intervals and at such notice as may be determined from time to time. Members may invite
guests and visitors may attend unless restrictions are specified in advance by agreement of the Committee, including any admission charges for NWLLGG sponsored events or meetings.
CLAUSE 7. FINANCE
An account shall be opened with a Financial Institution acceptable to the Committee. Cheques or other debits on the account are valid only if signed by any one of the named account holders as agreed by the Committee and registered with the Financial Institution. Should the Group dissolve in its entirety, any and all moneys remaining in the Group’s bank account shall be distributed to such charitable organisation(s) as may be
determined by a majority vote of the existing Committee. The financial year shall run from 1st April to 31st March.
CLAUSE 8. CONSTITUTION
This Constitution, or amendments thereto shall be adopted at a Special Meeting of the Group. Existing members shall remain as NWLLGG members if already recorded, unless they wish to withdraw. The officers shall be confirmed in office or replaced, but no new offices shall be created at the meeting. The Constitution when adopted shall be sent to the chosen Bank and copies shall be available to members and prospective members on request. Clauses may be further amended at subsequent Special General Meetings as and when objections are received.
Most recent updates to Constitution:
19 April 2022 – Clause 7 – requirement for account signatures changed in accordance with Bank requirements
2021 – Clause 4 – as per AGM resolution, revising number of Committee officers
2018 – Clause 7 – as per AGM resolution, clarity on disbursement of funds following dissolution
2013 – Clause 6 – as per AGM resolution, financial year dates changed to run March – April.
2013 – Clause 7 – as per AGM resolution, AGM dates changed to April each year.
June 2013 – Revision to update logo / address etc.
CODE OF CONDUCT
Aims and scope:
The North West London Lesbian and Gay Group (NWLLGG) aims to provide social, cultural and leisure activities for members who are LGBT. We value highly the rights of our members to be who they are. We want members to be comfortable in the social and leisure opportunities which we provide. As a group, our most important asset is our members.
Whilst we are based in NW London, we also welcome LGBT people from beyond this area. We aim to provide a friendly, inclusive and safe environment for our members in our regular meetings, and in our regular e-mail and social media communications. NWLLGG does not tolerate any form of homophobia, transphobia, sexism, racism or other discrimination. We respect the diversity of life experiences of our members: their varied age range, work background, education, religion, ethnic identity, health, abilities, etc.
This code helps all of us to understand what is expected of members, and what you can expect of the committee.
If a member does not comply with the expectations in this code, we will discuss the issues with you – but ultimately the committee reserves the right to cancel your membership.
What you can expect from us and from our committee:
We will endeavour to provide an inclusive environment where all our members feel welcome, respected and comfortable with being who they are.
We manage the group’s finances prudently and in the best interest of members.
We will take seriously any concerns raised by members, venue staff and managers, and will seek to resolve them equably.
We guarantee confidentiality with regard to personal information, or in relationship to complaints raised by members.
What we expect from you:
1. To be welcoming and supportive of other members.
2. To respect the different life experience, identities and ways of life of members.
3. To avoid making unreasonable demands on other members and the committee.
4. To be welcoming and supportive of friends, family and like-minded people who join us occasionally from other areas of London and elsewhere.
5. To respect, and to co-operate with, our venue staff and manager.
6. To avoid any offensive or abusive behaviour and language.
7. To avoid and to challenge racist, sexist and homophobic behaviour and language.
If you have concerns about the behaviour of other members or a committee member, please raise your concern in confidence with the Chair or Secretary.
NWLLGG DATA PROTECTION POLICY
1. Personal data is information about a person which is identifiable as being about them. It can be stored electronically or on paper, and includes images and audio recordings as well as written information.
2. Data protection is about how we, as an organisation, ensure we protect the rights and privacy of individuals, and comply with the law, when collecting, storing, using, amending, sharing, destroying or deleting personal data.
1. Overall and final responsibility for data protection lies with the management committee, who are responsible for overseeing activities and ensuring this policy is upheld.
2. All volunteers are responsible for observing this policy, and related procedures, in all areas of their work for the group.
3) Overall policy statement
1. NWLLGG needs to keep personal data about its committee, members, volunteers and supporters in order to carry out group activities.
2. We will collect, store, use, amend, share, destroy or delete personal data only in ways which protect people’s privacy and comply with the UK General Data Protection Regulation (GDPR) and other relevant legislation.
3. We will only collect, store and use the minimum amount of data that we need for clear purposes, and will not collect, store or use data we do not need.
4. We will only collect, store and use data for:
a. purposes for which the individual has given explicit consent, or
b. purposes that are in our our group’s legitimate interests, or
c. contracts with the individual whose data it is, or
d. to comply with legal obligations, or
e. to protect someone’s life, or
f. to perform public tasks.
5. We will provide individuals with details of the data we have about them when requested by
the relevant individual.
6. We will delete data if requested by the relevant individual, unless we need to keep it for
7. We will endeavour to keep personal data up-to-date and accurate.
8. We will store personal data securely.
9. We will keep clear records of the purposes of collecting and holding specific data, to ensure
it is only used for these purposes.
10. We will not share personal data with third parties without the explicit consent of the
relevant individual, unless legally required to do so.
11. We will endeavour not to have data breaches. In the event of a data breach, we will endeavour to rectify the breach by getting any lost or shared data back. We processes and understand how to avoid it happening again. Serious data breaches which may
risk someone’s personal rights or freedoms will be reported to the Information
Commissioner’s Office within 72 hours, and to the individual concerned.
12. To uphold this policy, we will maintain a set of data protection procedures for our committee and volunteers to follow.
This policy will be reviewed every two years
NWLLGG DATA PROTECTION PROCEDURES
1. NWLLGG has a data protection policy which is reviewed regularly. In order to help us uphold the policy, we have created the following procedures which outline ways in which we collect, store, use, amend, share, destroy and delete personal data.
2. These procedures cover the main, regular ways we collect and use personal data. We may from time to time collect and use data in ways not covered here. In these cases we will ensure our Data Protection Policy is upheld.
2) General procedures
1. Data will be stored securely. When it is stored electronically, it will be kept in password protected files. When it is stored online in a third party website (e.g. Google Drive) we will ensure the third party comply with the UK GDPR. When it is stored on paper it will be filed carefully in a locked filing cabinet.
2. When we no longer need data, or when someone has asked for their data to be deleted, it will be deleted securely. We will ensure that data is permanently deleted from computers, and that paper data is shredded.
3. We will keep records of consent given for us to collect, use and store data. These records will be stored securely.
3) Mailing list
1. We will maintain a mailing list. This will include the names and contact details of people who wish to receive , publicity and fundraising appeals from NWLLGG.
2. When people sign up to the list we will explain how their details will be used, how they will be stored, and that they may ask to be removed from the list at any time. We will ask them to give separate consent to receive publicity and fundraising messages, and will only send them messages which they have expressly consented to receive.
3. We will not use the mailing list in any way that the individuals on it have not explicitly consented to.
4. We will provide information about how to be removed from the list with every mailing.
5. We will use mailing list providers who store data within the EU.
1. Details relating to individual’s circumstances and housing will be treated as strictly confidential.
4) Contacting committee members
1. The committee need to be in contact with one another in order to run the organisation effectively and ensure its legal obligations are met.
2. Committee contact details will be shared among the committee.
3. Committee members will not share each other’s contact details with anyone outside of the committee, or use them for anything other than NWLLGG Group business, without explicit consent.
These procedures will be reviewed every two years