Local Chapters – Terms of Reference

 

1. Purpose of these Terms of Reference

These Terms of Reference set out the role, responsibilities, authority, composition and operating procedures of Local Chapters and their leadership teams within HumanGayMale.

They ensure that Local Chapters operate consistently with the organisation’s objects, vision, mission, values, Membership Constitution and Code of Conduct, and that they contribute effectively to the aims of the organisation while maintaining appropriate autonomy in running local activities.

These Terms of Reference are subordinate to the Articles of Association and the Membership Constitution. Where conflicts arise, those documents prevail.

Local Chapters operate under the authority of the Board of HumanGayMale Ltd and are not independent entities.

Local Chapters operate under formal recognition by the Board, which may periodically review their status to ensure they remain active and aligned with the organisation’s mission and governance standards.

The Board retains the right to review, suspend, restructure or dissolve any Local Chapter where necessary to protect the organisation’s mission, governance standards or reputation.

 

2. Purpose of Local Chapters

Local Chapters exist to:

• Build real-life community for gay men through regular in-person events.
• Foster connection, mutual support and a shared sense of purpose among Members.
• Provide a structured organisational presence within a defined geographical area—such as a city, region, state or country—where sufficient Member interest exists.
• Provide a structure for local organisation, leadership and engagement.
• Support the organisation’s mission to defend the biological sex–based reality of homosexuality and strengthen gay male visibility, confidence and collective voice.
• Uphold and promote the organisation’s values: Truth, Integrity, Courage, Individuality, Safeguarding and Collaboration.

Local Chapters contribute to the organisation by building sustainable local networks that support the wellbeing, confidence and community life of gay men.

 

3. Establishment of Local Chapters

Local Chapters may be established where there is sufficient Member interest and capacity to sustain regular activity.

Proposals for the creation of a Local Chapter must be approved by the Board.

In considering proposals, the Board may take into account:

• The number of Members in the proposed area.
• The availability of Members willing to serve as Convenor and Team members.
• The viability of sustaining regular in-person activities.
• The capacity of the proposed leadership to uphold the organisation’s mission, values and governance standards.

The Board retains discretion to approve, defer or decline proposals for new Chapters.

 

4. Structure of Local Chapters

Each Local Chapter is led by a Local Chapter Convenor supported by a Local Chapter Team.

The Convenor is responsible for the overall leadership and coordination of the Chapter. While responsibilities may be delegated to members of the Local Chapter Team, the Convenor retains ultimate responsibility for ensuring that the Chapter operates effectively and that agreed activities are delivered.

Local Chapter Convenors remain in post subject for term lengths in accordance with the Local Chapter Election determined by the Board.

Local Chapter Convenors and Team members are elected under a process established by the Board.

All Convenors and Team members must:

• Be Members in good standing of HumanGayMale.
• Comply with the Membership Constitution and Member Code of Conduct.
• Act consistently with the organisation’s mission and values.

Where necessary, the Board may remove or replace Convenors or Team members in accordance with the procedures set out in the Code of Conduct and Membership Constitution.

 

5. Role of the Local Chapter Team

5.1 Local Leadership & Representation

The Local Chapter Team shall:

• Support the Convenor in leading the Local Chapter.
• Represent local Members in organisational consultation processes where appropriate.
• Maintain constructive communication with the Managing Director and the Board.

5.2 Event Planning & Delivery

The Local Chapter Team shall:

• Organise regular in-person events that reflect the organisation’s aims and values.
• Ensure events are appropriately planned, risk-aware and accessible where possible.
• Ensure all events operate under the organisation’s Code of Conduct.

Local Chapters are expected to maintain regular activity sufficient to sustain a functioning community presence.

The Board may review the status of Chapters that become inactive or fail to maintain reasonable engagement with Members.

5.3 Member Support & Community Building

The Local Chapter Team shall:

• Welcome new Members to the Chapter.
• Encourage connection and build supportive peer networks.
• Foster a respectful and supportive environment for Members.

The Team shall also ensure Members understand their rights and responsibilities under the Membership Constitution and Code of Conduct.

5.4 Messaging Groups & Online Spaces

Where Local Chapters operate messaging groups (e.g., WhatsApp), the Local Chapter Team shall ensure:

• Clear rules consistent with the organisation’s Code of Conduct.
• Appropriate moderation.
• Respect for confidentiality and data protection.
• Escalation of concerns to the Team or Board where necessary.

All messaging groups and online spaces representing Local Chapters must be authorised and monitored in accordance with organisational policies.

5.5 Governance & Administration

The Local Chapter Team shall:

• Maintain appropriate local records (attendance, volunteers and activities).
• Ensure compliance with data-protection requirements (GDPR).
• Ensure volunteers sign confidentiality or data-processing agreements when required.

Committees must also provide updates and information as reasonably requested by the Managing Director or Board.

5.6 Communication with the Organisation

The Local Chapter Team shall:

• Share relevant updates from the Board with local Members where appropriate.
• Keep the Board and Managing Director informed of local activities, needs and emerging issues.
• Provide periodic updates or reports as required under the Membership Constitution.

5.7 External Engagement

Local Chapters may engage informally with aligned local organisations, groups or community initiatives where appropriate.

However:

• The Board must be informed of such approaches and their outcomes.
• Any proposed formal collaboration, joint activity or partnership must receive prior approval from the Board.

Local Chapters may not make public statements, engage with media, or represent the organisation externally without prior approval from the Managing Director or Board.

5.8 Safeguarding & Conduct

The Local Chapter Team shall:

• Uphold the Code of Conduct and safeguarding expectations at all times.
• Respond appropriately to concerns or complaints.
• Escalate serious concerns promptly to the Managing Director or Board.

Local Chapters should promote constructive discussion, defend free expression and ensure personal hostility is not tolerated.

5.9 Non-Political, Non-Partisan Operation

Local Chapters must remain non-party political.

They shall:

• Welcome Members from across the political spectrum.
• Facilitate open discussion while ensuring disagreements remain focused on ideas rather than individuals.

 

6. Financial Arrangements

Local Chapters do not operate as independent legal entities and may not hold funds, open bank accounts or undertake financial activities independently.

All expenditure, payments or collection of funds must be conducted through HumanGayMale’s central bank account.

Any local expenditure must be approved in advance in accordance with organisational financial procedures.

Where expenses are incurred for Local Chapter activities, reimbursement may be claimed in accordance with the organisation’s approved expense procedures.

 

7. Use of Name and Identity

Local Chapters operate as subdivisions of HumanGayMale Ltd.

Chapters may use the name HumanGayMale in conjunction with their geographical designation (e.g., HumanGayMale London).

Local Chapters may not create independent branding, websites or public identities without approval from the Board.

 

8. Scope of Authority

Local Chapters have authority to organise local events, facilitate community engagement and manage local communication channels within the framework set out in these Terms of Reference.

Activities that fall outside these parameters — including public advocacy, formal partnerships, financial commitments or media engagement — require prior approval from the Managing Director or Board.