Bylaws
Bylaws of The Pontian Society of the Southeastern United States (Argonaftes)
Article I: Name and Organization
SECTION 1: The name of the organization shall be “The Pontian Society of the Southeastern USA”, also known as “Argonaftes”
SECTION 2: The Corporation will be comprised of Pontian-Greek descendants, Asia Minor Greek descendants, and Philo-Pontian or Philo Asia Minor Greek people.
SECTION 3: These bylaws shall be interpreted and construed under the laws of the State of Georgia.
Article II: General Information
SECTION 1: Objectives
To promote the history and heritage of the Pontian Greeks and Greeks of Asia Minor.
To promote educational and cultural activities related to Pontian Greeks and Greeks of Asia Minor
To promote research, collection, safeguarding, record keeping and teaching of history of the Pontus tradition and customs (dance, song, theater, language, cooking, etc.)
To promote communication and collaboration with other members of the Pan-Pontian Federation of the USA and Canada, and also with other associations that promote the historical knowledge, the culture and human dignity.
To collect historical documents that confirm the genocide and the holocaust of the Greeks of Pontus and to promote, in a legal manner, awareness and recognition of the holocaust of Pontian Hellenism
To maintain a dance group and try and publish a folklore historical news letter, in print or electronically, for their membership on a quarterly basis
The organization is organized exclusively for charitable, educational, and cultural purposes under section 501-(c)(3) of the Internal Revenue Code, or corresponding section of any future tax code. Upon dissolution of this organization, assets shall be distributed for one or more exempt purposes within the meaning of section 501-(c)(3) of the IRS, or corresponding section of any future federal tax code, or as set forth under “B” below.
SECTION 2: Dissolution of Organization
The society shall be considered dissolved when its membership falls below 9, or if the general assembly should be called for the purpose and decides, by majority vote of four-fifths (4/5) of the regular members present, that the society should be dissolved.
Upon dissolution of the society, a portion of the assets shall be distributed to one or more exempt purposes within the meaning of the section 501-(c)(3) of the Internal Revenue Code
In the case of dissolution, any of its assets shall be distributed as follows:
1). To the Asia Minor and Pontos Hellenic Research Center (AMPHRC) in Chicago
2). To the Holy Institution of Panagia Soumela in New Jersey for various upkeep purposes
3). To the Pan-Pontian Federation for various scholarships to be given to worthy applicants
SECTION 3: Founding of the Organization
This organization was founded on March of 2016, whose headquarters are listed as being in Atlanta, but whose membership is comprised of anyone residing in the states o the southeastern United States which include: Florida, Georgia, South Carolina, North Carolina, Virginia, Tennessee, and Alabama.
Article III: Membership
SECTION 1: Any person of Pontian Greek or Asia Minor Greek descent or Philo-Pontian, who is interested in the objectives for which this Society has been formed, is eligible for membership.
SECTION 2: Eligible members are also considered spouses of the above stated persons in Article Ill: Section 1 (men and women), with all the rights of regular members.
SECTION 3: Regular members: Are considered all those that are descendants of Pontian or Asia Minor Greek origin, those whose one of the two parents is of Pontian or Asia Minor Greek origin and Philo-Pontian and Philo-Asia Minor. The regular members have a right to vote and be elected if they are current with the payment of their dues.
SECTION 4: Honorary members are considered all those fellow Greeks or Americans that have accepted the present constitution and have expressed the wish to be registered in the Association and have been proposed by two regular members. They have benefited the association by making a donation or acted to benefit the association. The honorary members do not have the right to vote or to be elected, but they have the right of meeting participation.
SECTION 5: All members shall make a reasonable effort to attend meetings and activities, and act according to the by-laws the organization in order to achieve the goals set forth in the article II.
Article IV: Meetings
SECTION 1: The General Assembly is the highest sovereign body of the association. The General Assembly shall convene regular meetings when there is a 51 % membership quorum present.
SECTION 2: The General Assembly elects the Executive Committee, and the Board of Directors and the Auditing Committee. It approves the annual budget and any expenses over $1000.00. The General Assembly must approve changes to the constitution; it approves the expense of any major purchase; the dissolution of association; and imposes sanctions to members for any of the following:
A: Misappropriation of funds
B: Abuse
C: Defamation
SECTION 3: Regular General Assembly meeting are required two (2) months after the date of elections. The new Executive Committee presents its annual program and budget, as well as, discussion on various topics regarding the annual program.
SECTION 4: Extraordinary or special Assembly meetings can be called when the Executive Committee deems necessary or when one third (1/3) of the members request in writing. In such a case, the Executive Committee is required to call for a meeting within 30 days.
SECTION 5: The General Assembly meeting is required for elections every 2 years during the month of November. The Executive Committee, prior to elections shall give its report, including the financial one. A Temporary Committee is elected to run the elections.
The Temporary Committee calls for discussion and elections.
Section 6: In all General Meetings, the minutes of the previous meeting are read and approved
Article V: Officers
SECTION 1: The initial officers shall be as follows: President, Vice President, Corresponding Secretary, Recording Secretary, Treasurer, Youth Representative, and Administrator of Cultural and Social Affairs. These officers will compose the Executive Council.
SECTION 2: The chapter shall also have an Advisory Board that will be composed of three (3) elected members nominated by the General Assembly, who will provide oversight of the Executive Council, and will work hand in hand with them before each General Assembly meeting
SECTION 3: The Executive Council and the Advisory Board shall constitute the Administrative Council.
SECTION 4: The Administrative Council will also be required to audit the finances of the chapter and present a balance sheet, expense report and budget before each of the General Assembly meetings.
Article VI: Duties of Officers and Elections
SECTION 1: Duties of the President
A: The President shall have the general management, responsibility of the business of the organization and shall see that all orders and resolutions are carried into effect.
B: The President shall call for a meeting of the General Assembly. At the Executive Council and Administrative Council meetings, the President shall preside over and prepare the agenda. In case of a tie vote, the President shall cast the deciding vote.
C: The President shall have the power to appoint non-elected members in various functions and committees that shall work towards achievement of various activities in conformance with the goals and objectives of the organization.
D: The President can appoint another member of the Executive Committee or a member of the General Assembly to preside over a regular meeting.
SECTION 2: Duties of the Vice -President
A: The Vice-President shall assume the responsibilities of the President if the President is unable to perform his/her duties.
B: The Vice-President shall assume the responsibility of retaining and increasing membership.
SECTION 3: Duties of the Corresponding Secretary
A: The Corresponding Secretary shall conduct all correspondence, issue notices pertaining to meetings, and maintain an accurate membership list.
B: The Corresponding Secretary shall be responsible for any and all correspondence read at meetings and written on behalf of the society in Greek and in English
SECTION 4: Duties of the Recording Secretary
A: The Recording Secretary shall record the minutes and shall read them in the next meeting.
B: The Recording Secretary shall keep all books and maintain a complete record of all previous minute files and records, and make these available at any and all General Assembly meetings, and online when the website is operational.
SECTION 5: Duties of the Treasurer
A: The Treasurer shall be responsible for ensuring that all financial records are maintained, that quarterly and annual statements are completed, and that all government reports are completed, as well as, all other financial documents are taken care of in a timely manner.
B: The Treasurer shall receive and deposit any and all money the society has received and/or has in its possession in the form of cash or checks, and will work and communicate with other officers to consolidate any and all deposits they may have made on behalf of the society, due to the fact that the membership is not concentrated in one city, but rather an entire region.
C: The Treasurer shall receive and deposit any and all money the society has received and/or has in its possession in the form of cash or checks, and will work and communicate with other officers to consolidate any and all deposits they may have made on behalf of the society, due to the fact that the membership is not concentrated in one city, but rather an entire region.
D: The Treasurer shall issue checks, for any reason deemed necessary by the Executive Council or the General Assembly that MUST be countersigned by the President or Vice-President. The Treasurer will have to send said checks via registered mail, FedEx or UPS, or any method of mailing that has a form of tracking, in order for the checks to be signed. The expense for the mailing will come from the treasury of the society.
E: Any and all reporting and accounting made by the Treasurer will be made public at all of the General Assembly meetings and will be available online, when the website is operational
SECTION 6: Duties of the Youth Representative
A: The Youth Representative will be appointed by the Executive Officers (President, Vice-President, Corresponding Secretary, Recording Secretary and Treasurer), and will represent the society at any Pan-Pontian Youth activities, and will be the delegate that would potentially run for a position on the Pan-Pontian Youth Board.
B: The Youth Representative will be responsible for establishing events once a quarter for the society’s youth, such as dance workshops, singing workshops, language classes, and general social gatherings for the youth and their parents.
SECTION 7: Duties of the Administrator of Cultural and Social Affairs
A: The Administrator of Cultural and Social Affairs (herein called ACSA) will be responsible for communicating with the membership concerning any and all activities that the society would have, as well as communicating with our fellow societies within the Pan-Pontian Federation, so as to inform our membership of any and all activities within the Pan-Pontian Federation societies
B: The ACSA will be responsible for representing the society, in matters of cultural affairs, which include historical lectures, genocide lectures, Pontian cultural workshops, including the yearly Pontian Youth Festival.
C: The ACSA will be responsible for representing the society, in matters of cultural affairs, which include historical lectures, genocide lectures, Pontian cultural workshops, including the yearly Pontian Youth Festival.
D: The ACSA will be responsible for gathering information to disburse to the membership regarding these various endeavors, and to eventually upload all of this data on to the website when it is operational.
SECTION 8: Duties of the Advisory Board
A: The Advisory Board shall help in the decision making and approval of the yearly budget and financing for the organization and the various appointments of important committees:
B: The Advisory Board shall serve in mostly an advisory capacity, and will have no actual decision making ability. The President shall preside over any meetings of the Advisory Board, and one of the other 3 members will be appointed to take minutes. Said minutes will be presented to the Executive Council and will be made available to the General Assembly.
SECTION 9: Term Limits of Elected Officials
A: Each officer mentioned in Article VI, when elected, shall serve a two (2) year term.
B: Each officer shall serve no more than three (3) consecutive two(2) year terms, for a total of six (6) years in any position. If said officers have served six (6) consecutive years in any position, they must take a minimum of one (1) year off, after which time they may run for an position.
SECTION 10: Elections
A: Elections shall be held at the General Assembly meeting that will be held the weekend of the annual dance that should be held the first (1st) or second (2nd) weekend of November.
B: Elections will be conducted in one of two (2) ways:
1: Secret ballot
2: By a motion made from the General Assembly for a unanimous white ballot, which means that only one candidate is up for any position
C: Nominations for every position must come directly from the General Assemblyo D: In the case of an election that involves counting of ballots, an election committee of three (3) people will be elected during the General Assembly, the day of the election, and will be responsible for counting the ballots and revealing the results to the General Assembly
Article VII: Committees / Councils
SECTION 1: The Executive Council may create, structure and dissolve committees through a majority vote
SECTION 2: Any member or officer may propose the formation of a committee
SECTION 3: Formed committees shall act to promote acts of philanthropy, membership drives, social events, and others as deemed necessary by the General Assembly. They will work hand in hand with the corresponding officers, based on what the committee is established to do.
Article III: Dues
SECTION 1: The dues structure is as follows
A: Dues for Families with children = $90.00 per year total
B: Dues for individual senior citizens over 65, and students or young adults 30 and under = $30.00 per year per person
C: Dues for couples without children, or senior citizen couple = $50.00 per year total
Article IX: Rules, Regulations and Code of Ethics
SECTION 1: The official language in meetings and correspondence is English and/or Greek
SECTION 2: The society shall not support any specific political party•
SECTION 3: The Executive Council has the authority to allocate up to$1000 for expenses related to activities of the organization without prior approval of the General Assembly
SECTION 4: The society shall engage in the political process ONLY to achieve its objectives concerning the recognition of the Pontian Greek genocide and any and all historical information that could be beneficial for the greater good of informing local and federal politicians about our cause.
SECTION 5: Members of the society will conduct themselves in a respectful manner in any and all meetings, at any level. Defamation or slander will not be tolerated at any level, and will be dealt with in the appropriate manner within the Executive Council.
Article X: Miscellaneous Rules
SECTION 1: The By-laws may be amended at a Special Meeting called for such purpose after a ten day notice shall be given to the entire membership and by not less than a two-thirds vote of a quorum of the voting membership and a quorum being present. Official language in meetings and correspondence is either English and/or Greek.
SECTION 2: The Administrative Council must approve all proposed amendments prior to presenting to the membership.
SECTION 3: The Executive Committee, in accordance with Robert’s Rule of Order and/or the Laws of the State of Georgia, or the state in which the General Assembly meeting is being held, shall resolve any and all questions not covered by these by-laws.