john g. thevos fifth district - by laws adopted june 13 ...€¦ · district lieutenant governor...

JOHN G. THEVOS FIFTH DISTRICT - BY LAWS Adopted June 13, 1998

Edited through June 2014, as amended at the 83rd District Convention

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BY-LAWS

THE JOHN G. THEVOS

FIFTH DISTRICT

ORDER OF AHEPA

ARTICLE I. GENERAL

A. Conformity to Constitution of AHEPA

Any and/or all parts of these By-Laws are null and void if they in anyway conflict with the

Constitution of the Order of AHEPA or the mandates of the Supreme or District Conventions.

B. Custody of the By-Laws

The Lieutenant Governor-elect shall be the custodian of the text of the By-Laws. The

Lieutenant Governor shall likewise be responsible to incorporate any and all amendments to

these By-Laws and reprint as necessary, and shall be responsible to insure that they will be

available at each District Convention.

C. Distribution of By-Laws

Four Copies of the By-Laws shall be supplied to each Chapter in the District at no cost.

Additional copies by the Chapters may be requested at a fee to cover costs.

D. By-Laws Committee

The District Governor shall appoint six members to the By-Laws Committee, consisting of three

Past District Governors and three members from chapters in the District. The District Governor

shall also be a full member of the By-Laws Committee. The members of this Committee,

including the Past District Governors shall come from different chapters, i.e. no more than one

member from any one chapter. The presiding District Governor shall also be a member of the

Committee, but not be its chairman. The Chairman shall be elected by the Committee. The

members shall be appointed to serve two year terms. Thus the initial presiding District Governor

after this provision is adopted shall appoint three members to serve two years and three members

to serve one year. Thereafter the presiding District governor shall appoint three new members to

serve two year terms. The District By Laws Committee shall have the obligation and duty to

consider amendments proposed by Chapters or members and recommend appropriate action.

This committee shall have no power other than advisory to the Legislative Committee of the

District Convention.

E. Amendments to the By-Laws

Any amendments to these By-Laws shall be submitted, in writing, signed by the maker, to the



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Legislative Committee for consideration at the District Convention. The Legislative Committee

must present the proposed amendment to the District Convention floor, with or without the

Committee's recommendation. The proposed amendment must be seconded, and shall require a

simple majority of the delegates present to be adopted. Upon adoption, amendments will be

attached to the text of the By-Laws until reprinting is necessary.

F. Precedent

These By-Laws, together with the Constitution of the Order of AHEPA and the mandates of the

Supreme or District Conventions of the John G. Thevos Fifth District shall govern the District

Lodge in all conduct of the affairs and business of the District Lodge and shall override any and

all precedents.

ARTICLE II. MANAGEMENT

A. Elected Officers

The management of the affairs and business of John G. Thevos Fifth District, Order of AHEPA,

is vested in the duly-elected District Lodge composed of the following officers:

District Governor

District Lieutenant Governor

District Secretary

District Treasurer

District Marshall

District Warden

District Athletic Director

B. Appointive Officers

The District Governor may appoint representatives and officials to assist him or the District

Lodge in the performance of their duties, but no such official or representative shall have any

vote in the meetings of the District Lodge.

C. Voting Rights of Past District Governors

Past District Governors are not entitled to vote when attending a District Lodge meeting either

unofficially or by invitation. Past District Governors shall be voting delegates at all District

Conventions, irrespective of whether or not they are elected delegates. Past District Governors,

who are members in good standing of their chapters, shall be eligible to attend meetings of their

Chapter’s Executive Board in an advisory position, but without voting privileges.

D. Voting by Proxy

Voting by proxy in any and all District Lodge or convention or conference business sessions is



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prohibited.

E. Minutes

The District Secretary shall maintain minutes of all District Lodge meetings as well of all

District Family Meetings and Workshops. A copy of the minutes of any and all District Lodge

meetings shall be kept in a permanent log by the District Secretary and a copy shall be made

available to any and all Chapters or individual members upon request for a current fee to cover

costs.

ARTICLE III. DISTRICT LODGE OFFICERS AND DUTIES

A. Powers and Limitations

The Lodge Officers shall have those duties and responsibilities as are established by the

Constitution of the Order of AHEPA and such additional duties as may be specifically imposed

by the District Convention or the District Lodge. The Manner of election, term of office,

powers, privileges, accountability, and removal or reprimand shall be commensurate to the

guidelines of the Constitution or the dictates of the District Convention.

B. Election Procedure

Nominations for District Officers shall be made, and seconded, from the convention floor at a

time announced in advance by the District Convention Chairman. The Convention Chairman

shall call for nominations of officers in descending order, i.e. nominations for the office of

District Governor first, and then Lt. Governor, etc. Nominations may be made by any duly

qualified Chapter delegate or eligible District Convention attendee. Each District Officer shall

be elected separately by a simple majority vote. There shall be nominations in absentia upon

proper verification by the candidate in writing of his intention to hold office. The District

Advisor to the Auxiliaries shall be appointed by the District Governor.

C. Eligibility

Any member in good standing of the Order of AHEPA within the John G. Thevos District No. 5

is eligible to become a candidate for District Office provided the member has previously served

in an elective capacity in his Chapter for one year. To be eligible to serve as District Governor,

Lt. Governor, Secretary, or Treasurer the candidate must have served at least one year as

Chapter President. District Lodge Officers shall not hold elective office in their Chapter

concurrently with any District Office, unless special dispensation is received from the Supreme

Lodge of the Order of AHEPA.

D. Duties

1. District Lodge Officers shall be required to enforce these By-Laws, and all other rules and

regulations adopted by the District Conventions, as well as the Constitution of the Order of



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AHEPA. Non-compliance with this provision shall be just cause for a request by any member

that such officer should stand trial before the Supreme Lodge of the Order of AHEPA, and/or the

withholding reimbursement for expenses.

2. The District Lodge is to present to the National convention any resolution or

legislation proposed to the Supreme Convention that has been adopted for

such purpose by the District Convention attaching to the resolution or legislation the

source of its origin (i.e., the Chapter's name).

3. Newly elected District Lodge Officers of AHEPA and the affiliate organizations shall have a

joint meeting immediately or as soon as possible after their election at the call of the District

Governor.

4. The District Governor-elect shall plan an itinerary of visitations for the District Lodge so that

all Chapters in the District are visited at least one time during the then current fiscal year.

5. The District Treasurer shall issue checks from the District Treasury only when presented with

a proper voucher or expense authorization approved by the District Governor. The authorization

shall be substantiated by a paid receipt.

6. The responsibility of the District Governor shall include the instruction to the District

Secretary to prepare and to distribute to all Chapters seventy five (75) days prior to the District

Convention Chapter Report Forms; Standard delegate reporting forms, District award forms, and

a schedule of the District Convention to include city location, hotel information, and dates.

7. The District Officers shall encourage:

a. Chapters having affiliate organizations in their respective cities to hold joint meetings

two times each year to review programs.

b. The Chapter Secretary shall include on his Chapter's mailing list the names of District

Lodge Officers.

c. All Chapters shall appoint liaisons to the affiliate organizations each year. Such

liaisons shall work with the Presidents of the Chapters and make periodical reports to the

District Advisor.

8. All District Lodge Officers must prepare for the District Convention a type-written report on

their activities throughout the year to include visitations, expenses, recommendations, and

observations. These reports shall be given to the District Governor at least forty-five (45) days

prior to the District Convention and shall be reviewed and verified by the District Governor upon

receipt, and then it shall be the District Governor's responsibility to include such reports in the

Delegates Workbook, a copy of which shall be given to each delegate attending the District

Convention.

E. Vacancies



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1. Vacancies Determined - A vacancy on the District Lodge shall be determined by the District

Lodge in the event of illness, death, resignation, or any other reason when proper proof or notice

has been presented.

2. Vacancies Filled - Any vacancy occurring in the District Lodge shall be filled by the

affirmative vote of a majority of the members of the District Lodge present at a District Lodge

meeting. In the event two or more qualified persons are nominated for the vacancy, the vote for

the office shall be by secret ballot.

ARTICLE IV. DISTRICT LODGE MEETINGS

A. Frequency of Meetings.

The District Lodge shall hold at least four (4) meetings during its term in office, the meeting

location chosen by the District Governor taking into consideration the distance to be traveled by

each member of the District Lodge. Any member of the Order of Ahepa may address the District

Lodge.

B. Notice of Meetings

The District Secretary shall notify each of the Chapters in the District of the time and place of the

District Lodge meetings two weeks in advance, except for the District Lodge meeting

immediately following the District Convention. On the agenda, there will be provided a time for

Chapters or individuals to address the District Lodge,

C. Quorum

A majority of the members of the District Lodge actually holding office shall constitute a

quorum for the transaction of the business of the District Lodge. An affirmative vote of a

majority of the quorum shall constitute the action of the District Lodge relative to the transaction

of any business presented at the meeting.

D. Agenda

The District Governor shall be the Chairman of the District Lodge meetings, and he shall present

the agenda to the District Lodge. Any other matter not covered by the agenda may be presented

for discussion at the end of the agenda.

ARTICLE V. RECORDS AND ARCHIVE

A. Record Keeping



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1. The minutes of the District Lodge shall be kept by the District Secretary who shall transcribe

the minutes within fifteen days following each District Lodge meeting or before the next District

Lodge meeting whichever is sooner and sends a copy of the minutes to each member of the

District Lodge. The minutes shall be duly signed by the District Governor and District Secretary

prior to their being filed in the minute book.

3. The District Treasurer shall maintain the Treasurer's log which includes a list of all revenues

and deposits and a list of every check written and a record book list of each chapter with a record

of payments on per capita tax and scholarship fee.

4. The Secretary and Treasurer shall organize a standardized filing system so that all ensuing

District Lodge Officers will immediately know where to find documents.

B. Safekeeping

The records and archives of the District Lodge shall be maintained in a locked file which shall be

kept in such a place as the District Lodge may determine. By the adoption of these By Laws, the

District Lodge is authorized to acquire a steel file cabinet for maintaining and keeping the

District's books and records. The site shall be changed from time to time to suit location

requirements as determined by the District Lodge. There will be two keys to the file one to be

retained by the District Secretary who shall be responsible for the maintenance of the records and

archives, and the second to be retained by the District Governor.

C. Inspection

The District Governor shall periodically examine the District records and archives to ascertain

they are being maintained in a proper and safe manner and shall report his findings to the District

Convention.

D. Correspondence

The principal office and address of the District Lodge shall be the office of the District Governor

or such other place as shall be designated by the District Governor.

E. Conformity in Format

In order to maintain an orderly process from year to year, the format for the District Stationary

and other District Forms utilized by the District Lodge shall be maintained the same from year to

year, except the new names and addresses of the office holders. Improvements and/or changes to

any of the accepted formats shall be in the sole discretion of the District Lodge.

ARTICLE VI. FINANCES



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A. Bank Account

The General Funds of the District Lodge shall be placed in a state or national bank in the city or

area in which the District Treasurer shall reside with the account to be placed in the name of the

District Lodge, Order of AHEPA John G. Thevos Fifth District.

B. Transfer of Funds

No moneys shall be transferred from any District Lodge fund to any other fund without the

approval of the District Lodge.

C. Signatures

The accounts shall require the signatures of both the District Governor and the District Treasurer

for the disbursement of the funds of the District.

D. General Fund and Transfer of Accounts

At the conclusion of his term in office, the District Treasurer shall transfer the balance of the

General Fund to the newly elected District Treasurer by check made payable to the District

Lodge, or by executing appropriate resolutions or other documents to transfer custody of any and

all bank accounts to the new District Lodge. He shall also deliver the ledger book that is a record

of all disbursements/incomes and the Chapter Per Capita Ledger.

E. Collection of Chapter Assessments

The District Lt. Governor in coordination with the Business Manager of the AHEPA VOICE and

the Treasurer of the District Scholarship Committee will assist in the collection of the Chapter

District Assessment of $8.00 per member, of which $4.00 will be paid to the AHEPA VOICE

account to support the budget for the AHEPA VOICE, and $4.00 will be paid to the District

Scholarship Committee to be added to its general fund.

F. Audits

The immediate Past District Governor shall, within 30 days after the District Convention,

appoint three (3) members of the Fifth District (not Past District Governors or members of the

District Lodge), who are accountants, finance specialists, or other qualified members, to serve as

the Board of Auditors who shall conduct an audit the books of the District Treasurer, the

Scholarship Committee, the AHEPA VOICE accounts, and the Fifth District Cancer Research

Foundation, Inc. Such audits shall be conducted during the months of April and May of the

ensuing calendar year; and the Board of Auditors shall report the results of its audit to the

delegates at the next District Convention.

G. Reports



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The District Treasurer shall make a financial report of his office at each District Lodge meeting.

The District Treasurer shall include in his officer's report a financial statement of the District and

a proposed budget for the forthcoming year. The proposed budget shall be developed with the

aid of the District Governor. The Convention Budget Committee shall review the requested

budget for the ensuing fiscal year and shall make appropriate recommendations to the delegates

for their approval.

H. Bills and Expenses

1. All expenses of the District Lodge or its officers shall be duly authorized by a District

Convention of John G. Thevos Fifth District or by the District Lodge.

2. The payments of the expenses of the District Lodge or its officers which have been previously

authorized by the District Convention or the District Lodge shall be paid promptly by the District

Treasurer after the bills have been duly itemized, vouched, and presented for payment. The

District Lodge travel expenses authorized by the District Convention shall be paid upon the

Officers Report Committee recommendation at the District Convention.

3. The District Governor shall be paid his budgeted allotment for travel and National

Convention expenses when he requests such payment throughout the year. Payments shall only

be made upon availability of District Lodge funds. In the event, the District Governor is unable

to attend the Supreme National Convention; any and all monies advanced to him for such

purposes must be immediately returned to the District Treasurer.

4. Reimbursement for expenses of the members of the District Lodge shall be made only if the

payment for such expenses have been approved by the District Lodge and/or provided an

allowance for the expenses have been previously authorized by the District Convention.

ARTICLE VII ORDER OF BUSINESS

A. Decorum

Maintaining decorum and a proper code of conduct in the Lodge room during the meeting, or

during a District Convention, shall be the responsibility of the District Governor, Chairman,

and/or acting Chairman.

B. Order of Business

The agenda of the District Lodge meeting shall include the following:

1. Prayer and/or pledge of allegiance to the American flag,

2. Roll call and/or signed attendance sheet,

3. Reading of minutes of the last District Lodge meeting,



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4. Reading correspondence,

5. Committee and other reports,

6. Approval of expenses,

7. Unfinished business,

8. New business, and

9. Good of the Order.

ARTICLE VIII DISTRICT CONVENTIONS

A. Convention Site

1. The site of the District Convention shall be chosen by the District Convention meeting at least

one (1) year prior to that convention.

2. The District Secretary shall send requests for bids for the Convention City to each Chapter in

the District. These bids shall be submitted at the next District Convention to the District

Convention Site Committee.

3. Each Chapter submitting their city for convention site will be prepared to pay a $400

Convention City fee to the John G. Thevos District No. 5 upon their acceptance.

4. If the host Chapter cannot or will not comply with the provisions outlined by the District

Lodge, the By-laws, and/or the District Convention, the District Lodge by a majority vote is

authorized to withdraw the District Convention from that Chapter and bestow it upon another

Chapter able and willing to fulfill the District Convention commitments. The Convention City

fee shall be forfeited.

B. District Convention Dates

District Conventions shall be held each year on Friday, Saturday, and Sunday during May, June,

or July. No District Convention may be held during a national holiday weekend such as

Memorial Day, Mother's Day or Father's Day unless the prior District Convention votes an

exception.

C. District Convention Facilities

The District Lodge shall have the responsibility by October 1, following the conclusion of the

District Convention to inspect the Convention facilities for the next District Convention. The

District Lodge shall approve or reject the registration fee, the proposed facilities, programs, and



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events by the host Chapter. The host Chapter shall abide with the District Lodge decisions.

D. Convention Schedule and Opening Time

1. The Convention shall open at 6:00 p.m. on Friday with an official joint auxiliaries ceremony.

2. The following convention schedule shall be adhered for all District Conventions.

Friday:

1:00 p.m. - 7:00 p.m. Delegate registration

3:00 p.m. - 5:00 p.m. District Lodge meeting

7:00 p.m. Convention opening

The business session shall begin immediately after the Convention opening.

Business session shall include

1. The election of Convention officers

2. Committee chairman appointments

3. District Governor's report

Upon conclusion of the Business session, committees may commence their meetings.

The Convention City may have any type of social activity that it wants for the evening.

Saturday:

9:00 a.m. - 3:00 p.m. Delegate registration

9:00 a.m. - 12:30 p.m. Business session

12:30 p.m. - 2:30 p.m. Daughter's Luncheon (must be held at the hotel)

2:30 p.m. - 6:00 p.m. Business session

6:30 p.m. Cocktail Hour

The Grand Banquet shall begin at 7:00 p.m. and shall end by 10:00 p.m. The Convention City

has the option of holding a dance afterwards.

Sunday:

time to be announced New District Lodge meeting

3. The Convention opening time and schedule may be altered for special conventions by the

District Lodge.

E. Registration

1. Registration shall be held on the following schedule:



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a. Friday 1:00 p.m. - 7:00 p.m.

b. Saturday 9:00 a.m. - 3:00 p.m.

2. Unavoidable delegate delays shall be considered by the Credentials Committee in evaluating

a delegates right to be seated. The decisions of the Credentials Committee may be appealed to

the Convention floor where it will take a 2/3rds vote to over-rule any of the Convention

Committee's decisions.

3. Registration fee

a. All delegates and alternates must register to be duly seated at the District Convention.

b. All delegates upon registration must purchase the registration package in its entirety.

c. The registration fee shall be set by the District Lodge and the host Chapter no less than

three months prior to the District Convention.

d. The registration fee for special conventions shall not be bound by any limit.

e. Only the current District Governors of the AHEPA, Daughters, the Sons, and the

Maids as well as any invited Supreme Lodge Officer will have their registration fees

waived at the District Convention.

F. Delegate and Alternate Delegate Eligibility

1. Only those Chapters who are current with their per capita tax and Scholarship fees for the

previous year may send delegates or alternates to the District Convention.

2. Only members in good standing may be elected as delegates or alternates to the District

Convention.

G. Procedures and Protocol

1. The District Convention Host Chapter Chairman of the Order of AHEPA will open the

convention with a prayer and welcoming remarks. He will introduce the affiliate District

convention Chairpersons for welcoming remarks. The District Governors shall give their

welcoming remarks. The opening ceremonies shall be attended by the entire AHEPA family.

2. The District Convention Host Chapter Chairman will end the opening ceremonies and instruct

all the affiliate organizations' members to go to their respective meeting rooms.

3. The District Convention host Chapter's Chairman will turn the gavel over to the District

Governor for the election of District Convention Officers. The District Governor upon receiving

the report of the Credentials Committee as to the certification, status, and number of delegates

prior to the opening of the Convention shall set the Convention quorum. A District Convention



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Chairman, Vice-Chairman, and Secretary shall be elected at the opening of the business of the

District Convention by simple majority vote after regular nomination from the floor of the

assembly. Any delegate in good standing may be nominated and elected. Upon the election of

the District Convention Chairman, the District Convention Chairman will assume his position

and will continue with the other elections and District Convention business.

4. The District Convention shall be conducted in accordance with Demeter's Rules of Order.

5. The District Convention Chairman shall appoint:

a. A parliamentarian,

b. An assistant to the District Convention Secretary, and

c. All Committee Chairmen.

6. The election of District Lodge Officers will take place during the Saturday afternoon

business session. If necessary, Business will be interrupted for elections.

7. The District Convention Chairman shall conduct the convention meeting in terms of

allocation of time so that all the proposed legislation, resolutions and committee reports are

given ample time to be heard. If necessary the business session shall reconvene on Sunday, at

1:00 p.m., or at such other time as the Convention Chairman, in his sole discretion shall

determine. A Motion to Adjourn shall not be entertained unless the Convention Chairman is

satisfied that all business matters properly brought before the convention floor have been acted

upon.

8. At the beginning of each session the Convention Chairman shall call upon the Chairman of

the Credentials Committee to give an attendance and voting strength of delegates report.

9. Chapter Reports must be submitted to the District Governor no later than May 1, of each year,

and a copy of said Chapter Report is to be included in the delegates' workbook to be given to

each delegate attending the District Convention. Said Chapter Reports shall be considered to be

part of the official minutes of the District Convention.

10. The Chairman of the AHEPA FIFTH DISTRICT CANCER RESEARCH FOUNDATION,

INC. shall submit to the District Convention Chairman for review any amendments, or proposed

amendments of its corporate Charter, or By-Laws. The Convention Chairman shall submit the

same to appropriate committee for review and for presentation to the Convention delegates for

their information together with any recommendations or other comments. Upon approval of the

Convention Delegates, such recommendations or other comments shall be transmitted by the

District Governor to the AHEPA FIFTH DISTRICT RESEARCH FOUNDATION, INC. at its

next General Assembly Meeting.

11. Prior to the conclusion of the District Convention, representatives of all AHEPA affiliate

organizations will be offered the opportunity to address the AHEPA District Convention with



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any remarks, suggestions, and proposals.

12. Every member speaking to the assembly must stand and give his full name, Chapter name

and number, and city of origin.

H. DISTRICT CONVENTION MINUTES

1. The District Convention Secretary has the responsibility for assuring proper reporting of the

proceedings of the District Convention.

2. The District Convention Secretary must have the minutes of the District Convention prepared

and mailed to the newly elected District Lodge prior to the first of September.

3. The District Secretary shall have the minutes of the District Convention printed and

distributed to each Chapter within 30 days of the District Lodge's receipt of the minutes from the

District Convention Secretary.

4. The District Convention Secretary must prepare a copy of all resolutions to be presented to

the Supreme National Convention by the first of August and mailed to the newly elected District

Governor.

5. The District Convention Secretary shall prepare a copy of the By-Law changes and submit

these changes to the District Lieutenant Governor by the first of August. The District Lieutenant

Governor shall edit the By-Laws to reflect these changes and print and mail the updated By-

Laws by the first of September to each District Lodge Officers and four copies to the President

of each Chapter within the District.

I. Convention Committees

The John G. Thevos District No. 5 District Convention shall have, but not be limited, to the

following Convention Committees:

a. Officers Reports

b. Audit and Budget

c. Resolutions

d. Legislative and By-Laws

e. Cyprus and Hellenic Affairs

f. District Awards

g. Ahepa Voice and Chapter Publications Committee

h. Affiliate Organizations

i. Athletics

j. Convention City

k. Civic Affairs Committee

l. Projects Committee

m. Scholarship Committee

n. AHEPA Fifth District Cancer Research Foundation



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o. Grievance Committee

p. Good of the Order Committee

q. Credentials Committee

r. Membership Committee

s. Hellenic Culture Committee

J. District Officers Reports

1. All District Lodge Officers shall submit a written report to the District Governor at least

forty-five (45) days prior to the District Convention. Said report shall include a report of each

officer's activities during such fiscal year, including a list of visitations, expenses, and

recommendations. All of the District Lodge Officer's Reports shall be reviewed and verified by

the District Governor, and then it shall be his responsibility to assure the inclusion of all District

Lodge Officer's Reports in the Delegate's Workbook, a copy of which will be given to each

delegate attending the Convention.

2. In addition to the written report included in the Delegate's Workbook, the District Governor

shall give an oral version of his report to the District Convention as the first order of business

after the election of District Convention Officers.

K. Chapter Financial Obligations in Support of the District Convention

1. It shall be a mandatory Chapter obligation to place an advertisement in the District

Convention Banquet Album at a cost of $100.00.

2. It shall be the financial obligation of each Chapter within this District to purchase tickets to the

District Convention Banquet as follows:

a. 49 members or less - minimum of six (6) tickets;

b. More than 50 members - minimum of ten (10) tickets;

c. With the price of the Convention Banquet ticket to be set by the Host Chapter, and

approved by the District Lodge.

ARTICLE IX. MID-YEAR CONFERENCES AND WORKSHOPS

A. A Mid-Year Conference and/or Family Meeting shall be held during the months of

October and April of each year. Additional Family Meetings may be scheduled whenever the

District Lodge deems it appropriate. The site of the Mid-Year Conference and/or Family

Meetings shall be chosen by the District Lodge after the conclusion of the District Convention

and on/or before September 30th of that year.

B. The District Lodge shall organize the Mid-Year Conference and Family Meetings

program and is authorized to charge a modest fee, if it deems it appropriate; to the chapters in



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order to cover any out of pocket costs.

C. The host of the Mid-Year Conference and/or Family Meeting may be either the District

Lodge or a District Chapter, to be determined solely by the District Lodge.

D. The District Secretary shall notify all Chapters in the District 30-days prior to the

workshop or Mid-Year Conference.

ARTICLE X. CHAPTER OBLIGATIONS

A. Every Chapter within the John G. Thevos Fifth District:

1. The District Treasurer with the program committee chairs to handle the per capita

assessment of $4.00 for the Ahepa Voice and a per capita assessment of $4.00 for the Education

Foundation Fifth District Scholarship Fund. Such assessment should be remitted

at the same time as per capita tax is forwarded to Supreme Headquarters.

2. Must have paid their obligations in full to the District for the current year and the immediate

previous year in order to qualify for:

a. Consideration for Convention City

b. All District Scholarships

c. AHEPA Voice Subscriptions to Chapter members

d. Consideration of Candidates to hold District Office

e. Consideration of Candidates for District awards

3. Every Chapter in this District shall, through its Chapter President and Chapter Secretary,

apprize the District Lodge of the following and shall also fulfill the following obligations:

a. Schedule of Chapter meetings to be held - giving the time, date and place - shall be

sent to the District Governor and the District Secretary.

b. Include the members of the District Lodge officers on their mailing list.

c. Send to the District Governor within two weeks after chapter election, a list of the

names, addresses and telephone numbers of newly elected officers.

d. Send to the District Governor a duly timed notice of the Chapter's Installation of

Officers, Initiations and special social events.

e. Complete a Chapter Report and submitted it to the District Governor no later than May

1 of each year.

f. At or before August 31 and December 31 of each year, the Chapter Secretary shall

submit to the Secretary to the Ahepa Publication Board and to the Secretary of the Ahepa



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Education Foundation, a complete mailing list, giving complete name and address, and

indicating the most current records as to status of each such member with respect to their

chapter financial obligations.

ARTICLE XI. DISTRICT AWARDS

A. The District Awards shall consist of the following:

1. Chapter-of-the-Year

2. President-of-the-Year

3. Secretary-of-the-Year

4. AHEPAN-of-the-Year

B. All applications for District Awards shall be no more than two type-written pages

reflecting the current year's accomplishments.

C. All applications must be submitted to the District Governor at least thirty (30) days prior

to the District Convention, and the District Lodge shall make all selections of the recipients of

the awards set forth herein.

D. The District AHEPAN-of-the Year will automatically be entered at the National Supreme

Convention for National AHEPAN-of-the-Year by the District Governor.

E. AHEPAN-of-the-Year Rules and Prerequisites

1. An AHEPAN-of-the-Year shall be selected by the District Lodge prior to and announced at

the District Convention. The qualifications, method of selection and submission procedure listed

below shall be followed in order to qualify.

2. Any member of the AHEPA of the John G. Thevos Fifth District in good standing with his

Chapter and whose Chapter is in good standing with the District and National Headquarters is

eligible.

3. Current Supreme Lodge, and Past District Governors, District Lodge officers, and Chapter

Presidents including the National advisor to the Sons of Pericles and Past Supreme Presidents

shall not be eligible.

4. A Chapter may submit the same candidate for not more than two consecutive years. This

candidate may be resubmitted after a two year period.

5. Nominees must be presented to the Awards Committee Chairman of the District Convention

no later than the beginning of the scheduled meeting of the Awards Committee.

6. The following point system will be used by the Awards Committee in determining the

AHEPAN-of-the-Year:



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a. 20 points - service to the Order of AHEPA

b. 5 points - civic, cultural, educational, and other organizations

c. 5 points - church (not monetary)

ARTICLE XII PER CAPITA TAX AND SCHOLARSHIP FEE

A. The District Convention shall be authorized to levy a per capita tax on each member of

the District.

B. A per capita tax may be enacted by a plurality of the quorum of the District Convention.

C. The per capita tax of each Chapter for the District shall be $8.00 per person and is due

payable by December for the preceding year through the Chapter Treasurer.

D. One Half of the per capita tax of $4.00 shall to the AHEPA VOICE to supplement the

cost of publication of the AHEPA VOICE.

E. The remaining one-half of the per capita tax of $4.00 shall go to the Fifth District

Scholarship Committee, to be added to the Scholarship Fund.

ARTICLE XIII. FIFTH DISTRICT SCHOLARSHIP COMMITTEE

A. Composition

The management of the District No. 5 scholarship activities shall be governed by the AHEPA

Fifth Scholarship Committee, which shall have the sole control of all educational programs and

scholarship activities, including the management of its investments held for Scholarship and

Educational Programs (the “Scholarship Fund”).

B. Scholarship Committee Management and Operations

1. The Fifth District Scholarship Committee shall make the selection and rating of candidates for

scholarships into two classifications: need and scholastic. Evaluation and ranking of applications

will be conducted by an independent outside group of Professional Educators appointed by the

Scholarship Committee.

2. All scholarship application forms must be mailed to the Chapter Secretaries no later than

January 15th, of the current application year.

3. All scholarship applications, together with a certified copy of scholastic transcript, must be

postmarked no later that April 30th of the current application year and mailed to the Scholarship

Committee.



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4. The members of the Scholarship Committee shall meet no later those 30-days prior to the

District Convention to select the scholarship awards.

5. The Scholarship Committee shall be managed and governed by nine AHEPANS, five of

whom shall be selected by the annually by the Projects Committee and four of whom shall be

selected annually by the District Governor. The District Governor shall be a non-voting member

of the Scholarship Committee.

6. The Scholarship Committee must have a quorum of at least six members in order to conduct

any of its business.

7. The Scholarship Committee shall determine the amount and type of each scholarship.

8. The Scholarship Committee shall present to the District Convention the list of awardees with

the classification and amount of the scholarships to be awarded.

9. The Scholarship Committee during each fiscal year must conduct at least one fund raising

event or fund raising activity.

C. Elected Officers of the Scholarship Committee

The members of the Scholarship Committee each year shall elect a Chairman, Vice-Chairman

and a Secretary. The District Governor, District Lieutenant Governor, and District Treasurer

shall not be eligible to serve as officers of the Scholarship Committee.

D. Meetings

1. The Scholarship Committee shall meet at least five times a year.

2. The Scholarship Committee shall meet at the call of the chairman or at the request of any four

members of the Committee. In the event of an emergency or any matter of significant urgency or

magnitude affecting the integrity, welfare, or well-being of the Order, the Scholarship

Committee may take action by telephonic conference call. The result of any vote taken during

such conference shall be recorded in the minutes of the next meeting of the Scholarship

Committee.

3. The Secretary shall keep a permanent record of the minutes of the Scholarship Committee

meetings.

E. Additional Duties of the Scholarship Committee

1. Manage, invest, and otherwise be responsible for the Scholarship Committee funds.

2. The Chairman of the Scholarship Committee will provide a written report at each District

Convention showing the status of the investment, donation, and disbursements with any

recommendation.



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3. Each year the Scholarship Committee shall provide the District Convention Auditing

Committee all financial records for audit by the Audit Committee at the District Convention.

4. The Scholarship Committee shall comply with the provisions of Article XIII.

5. The Scholarship Committee shall develop and promote such other educational program as

they may determine, or as may be directed by the District Lodge or the District Convention.

F. Eligibility of Scholarship Candidates

1. Only the members of the AHEPA family shall be eligible for the John G. Thevos Fifth

District Scholarships. The term "AHEPA family members" is to include and be limited to all

AHEPANS, Daughters, Sons, Maids, and their children who reside within the John G. Thevos

Fifth District.

2. Sons and daughters of deceased AHEPA family members of the John G. Thevos Fifth

District, who were in good standing at the time of their death are eligible and may submit an

application through the Chapter to which either parent belonged.

3. Only Chapters who have paid in full both their per capita tax to National and the Chapter

assessment to the District are eligible to submit candidates. Good standing means a Chapter is

paid-up through December 31st of the preceding year.

4. Scholarship applicant must adhere to the eligibility rules appearing in the application for the

year and must be a candidate for admission to a college or university.

5. The sponsor of an applicant must be member, in good standing for three (3) years prior to the

District Convention during which the Scholarship Award will be presented. Membership shall

be determined by date of initiation or reinstatement to the date of the current District Convention.

Parent, who sponsors the candidate, must be a member of the Fifth District AHEPA Family.

G. Scholarship Award Disbursements

1. The Scholarship checks to the recipients will be made out in the name of the awardees and

will be given to such person within thirty (30) days after the Scholarship Committee has received

a receipt that tuition has been paid to the school which the awardees shall be attending.

2. The presentations of a Certificate of Award or Plaque, as the case may be, shall be made at

the District Convention. If the awardees are not present, the Certificate of Award or Plaque, as

the case may be, shall be mailed to the recipient no later than 45-days after the conclusion of the

District Convention.

H. Expenses

1. Expenses of the Foundation Board members shall be submitted to the District Lodge for



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reimbursement as may be authorized by the District Lodge or the District Convention.

2. The Foundation Board shall not maintain any separate funds for its operational activities

and/or expenses.

I. Principal

1. The principal in the Scholarship Fund shall not be invaded. There shall be no transfers to or

from any other fund.

2. 100% of the interest, dividends or other earned income (rounded to the nearest reasonable

dollar amount) shall be used exclusively for scholarships. All donations, per capita tax paid in,

and moneys raised through fund raising efforts shall be added to the principal.

3. The investment of the principal shall only be conservative with low risk and some growth

potential.

ARTICLE XV PROJECTS COMMITTEE

1. Composition

The Projects Committee shall be composed of all past District Governors, and the current

District Governor.

2. Officers

The Projects Committee shall elect its own Chairman, Vice Chairman, Treasurer and Secretary.

Elections shall be held by secret ballot, and each member of the Projects Committee shall have

one vote.

3. Function of the Projects Committee

The function of the Projects Committee shall be to be:

a. To manage and publish the AHEPA VOICE, including the business management and

editorial content thereof. In this regard the Projects Committee will select the Business

Manager and Editor of The AHEPA VOICE.

b. To be an advisory committee to the District Lodge. In this regard, the Projects

Committee shall have no authority to legislate and can only advise the District Lodge on

any matter it determines is necessary.

c. The District Governor or the District Convention may assign specific projects to the

Projects Committee, for investigation, development and recommendations. In such case

the Projects committee is required to report to either the District Governor or to the

District Convention, as directed.



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ARTICLE XIV AHEPA VOICE

1. The AHEPA VOICE shall be an official publication of the Fifth District, and shall be

managed by the AHEPA VOICE Publications Board.

2. The AHEPA VOICE Publications Board shall consist of seven members who are to be

selected by the Projects Committee, and shall include the current District Governor of the Fifth

District of the Order of AHEPA and five past District Governors. The Business Manager and the

Editor shall also be members of the Publications Board, and shall be selected by the Projects

Committee. The Business Manager and Editor may, but do not necessarily have to be Past

District Governors.

3. The Publications Board shall be responsible for both the business management and the

editorial content of the Ahepa Voice.

4. The Publications Board shall annually in July, elect its own officers, which a minimum shall

include a Chairman, Editor and Business Manager. It may also elect such other officers as it

may determine.

5. The AHEPA VOICE shall change its format to a smaller newsletter (8½” x 11") format and

publish two (2) - four page issues and two (2) - eight page issues annually.

6. The Business Manager of the AHEPA VOICE shall rebate back to any Ahepa Chapter thirty

(30%) of any new advertising income solicited by a Chapter; but only the amount so received for

the first year that such new advertisement is placed.

7. The Lt. Governor shall be responsible to assist the Business Manager to increase advertising

revenues, to obtain from each chapter articles for publication, and each chapter’s mailing list,

and to collect from each chapter the chapter AHEPA VOICE assessment.

8. The District Governor of the Order of AHEPA, after consultation with the District Governor

of the Daughters of Penelope, shall appoint a member of the Daughters of Penelope to be a full

member of the Publications Board.

ARTICLE XXV - DISTRICT CIVIC AFFAIRS COMMITTEE

There is established as a permanent committee, the “Fifth District AHEPA Civic Affairs

Committee” which shall be non-partisan political information and educational committee. The

Civic Affairs Committee shall be organized as follows:

1. The District Governor shall annually appoint the Chairman of the Fifth District Civil Affairs

Committee.

2. The Fifth District civil Affairs Committee shall elects it s own vice-chairman, secretary and

treasurer; any may establish its own bank account for the purpose paying for its mailing and



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other administrative costs.

3. Each Chapter will be requested to appoint a Chapter Civic Affairs Chairman, who shall also

participate as the chapter’s representative to, and as a member of the District Civil Affairs

Committee.

4. Each Chapter will be requested to contribute $100.00 annually to support the Fifth District

Civic Affairs Committee administrative costs.

5. Each Chapter, immediately after the November election will be requested to arrange an

official meeting with the Congressman (who was just elected, reelected or who will be serving

during the ensuing calendar year) in the Congressional District within which the particular

chapter regularly holds it meetings.

6. Each Chapter shall in January of each year make an effort to have their particular congressman

become a member of the Order of AHEPA, by initiating their chapter.

7. At least once each year the Chairman of the Fifth District Civic Affairs Committee, in concert

with the District Lodge, shall exert their best efforts to arrange for a meeting with each of the

United States Senators in New Jersey and Delaware.

8. The Fifth District Civic Affairs Committee shall attempt to become affiliated with American

Hellenic Institute in order to collaborate and form political information and education action

group within the States of New Jersey and Delaware.

ARTICLE XXVI – AHEPA Family Outreach Committee (adopted 6/03)

There is to be established as a permanent committee, the “Fifth District AHEPA Family

Outreach Committee” which shall be under the responsibility of the District Lodge. The purposes

of this committee shall be as follows:

1. To create resources for the unemployed, new graduates and those changing careers.

2. To aid in the relief of those in the AHEPA family effected by all types of catastrophes.

3. If an unemployed member of the AHEPA family needs assistance in the preparation of a

resume, the committee can introduce them to a professional who will help them prepare their

resume.

4. If there is a family in need, as determined by the committee, a one-time cash contribution of

$300 is the assistance that would be provided.

5. Sons Appointment to the AHEPA Outreach Committee. In order to assist Sons of Pericles

establish themselves in their careers, be it resolved that the District Governor of AHEPA shall

appoint at least one member of the Sons of Pericles to the AHEPA Family Outreach Committee.



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ARTICLE XXVII – St. Basil’s Academy Scholarship (adopted 6/03)

AHEPA District 5 through the Family Outreach Committee would promote a $500. Scholarship

for a graduating senior of St. Basils Academy, The award would be dispersed as the Academy

deems fit. The scholarship would have a starting base of $500 and one scholarship will be

distributed in the first year. The scholarship shall be known as the “Order of AHEPA District 5,

St. Basil’s Academy Scholarship”.

ARTICLE XXVIII – Cooperation with the AFGLC to Establish Inter-disciplinary Centers

(adopted 6/03, Removed 6/06)

The District #5 shall resolve to make a cooperative educational project with the AFGLC

organization (the American Foundation for Greek Language and Culture) in order to create inter-

disciplinary centers for Hellenic Studies at selected colleges and universities in the district’s area.

ARTICLE XXVIII – Forfeiture of Delegates to District Convention (adopted 6/03,

renumbered 6/06)

All per capita taxes for the AHEPA Voice and Scholarship must be paid by April 30th

, preceding

the District Convention. In the event this requirement is not met the delegates from that chapter

will be denied seating at the District Convention’s deliberations.

ARTICLE XXIX – Funding of a permanent St. Basil’s Scholarship (adopted 6/04,

renumbered 6/06)

The “Order of AHEPA District 5, St. Basil’s Academy Scholarship” created in Article XXVII of

the By-Laws shall be funded through the Scholarship and Education Committee. One scholarship

shall be designated annually for a graduate of the Academy.

ARTICLE XXX - SONS OF PERICLES - Alumni Network, Internship program,

Scholarship referrals, Remittance for Dual members and related issues

A. Sons of Pericles Alumni Network

In order to:

Maintain the bonds of brotherhood and preserve the interpersonal relationships made after

graduating from the Order of the Sons of Pericles,



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Provide a revenue stream to support the Sons of Pericles District 5 Lodge,

Encourage Sons of Pericles alumni to join the Order of AHEPA,

Encourage the sons of alumni to join the Junior Order,

Strengthen the Junior Order by seeking the support of its former members.

Be it resolved that the Sons of Pericles Alumni Network be organized to keep Sons of Pericles

who have graduated the Junior Order connected with the AHEPA family and enable its alumni to

support the Order of the Sons of Pericles. The network will be established with the following

structure:

Membership in the Alumni Network is open to all former members of the Sons of Pericles who

are currently Ahepans. To be a member you will be asked to make a voluntary monetary

contribution of a pre-determined amount made payable to the AHEPA District 5 Lodge; initially

$20.

Membership in the Alumni Network is renewable annually and will be extended for another year

upon the payment of another voluntary donation.

Membership in the Alumni Network will entitle the alumnus to all the rights and benefits made

available to the Alumni Network membership. Some of these benefits could be but are not

limited to:

A periodic newsletter on the activities of the Sons of Pericles and the AHEPA family

Notification of reunion, networking or other events organized by the alumni,

An alumni directory

And other benefits as determined by the Alumni Network Executive Board.

Officers of the Network – All executive positions of the Alumni Network will be elected

annually at the AHEPA District 5 convention. New officers will be announced as part of the

Auxiliaries Committee report presented at the convention. Nominations can be made in writing

or in person before the District Convention. Voting can be conducted in person at the District

Convention. The elections shall be conducted by the District 5 Advisor to the Sons of Pericles at

the District Convention.



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Executive Officers of the Alumni Network include:

Chairman – Shall serve as the Chief Executive Officer and call and preside over meetings of

the Alumni Network. The Chairman will be appointed by the newly elected District

Governor of the AHEPA.

Registrar–Shall maintain the alumni database and annually publish an alumni directory

Publicist–Shall handle all communications to the alumni including the newsletter and

electronic media such as a web site and social media.

Events Coordinator –Shall organize reunions, father/son events and other networking

events.

The District Governor of the Sons of Pericles shall be ex-officio member of the Alumni

Network executive board

It shall be the duty of all members of the Executive Board to promote membership to the Alumni

Network.

The Chairman shall have the ability to appoint alumni members into other positions as decided

upon by a meeting of the Alumni Network.

Meetings of the Alumni Network shall be called by the Chairman and will be conducted by

conference call. Attendance at meeting is open to any member of the Alumni Network.

A quorum of the meeting shall consist of three executive board members.

Voting shall be conducted by the Chairman and will consist of a simple majority, which includes

the Chairman. In the event of a tie, the Chairman’s may vote a second time to break the tie.

Only members who are current on their payment of membership dues shall be entitled to vote.

Financials -Events of the Alumni Network will be financed by the AHEPA District Lodge and

should be self financing. All membership monies collected are not to be used for events but

rather be turned over to the Sons of Pericles District Lodge for operating expenses as described

in their annual budget.

john g. thevos fifth district - by laws adopted june 13 ...€¦ · district lieutenant governor...

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