Every Chapter which is entitled to representation in the Supreme Convention of the Order must elect Delegates for that purpose no later than the end of May of the year when the Supreme Convention is scheduled to convene.
The election of Delegates shall be held at a regular meeting of the Chapter, provided ten (10) days written notice has been given to each member that election of Delegates for the Supreme Convention shall be held at said meeting.
A majority of the members present and voting shall be necessary for a choice, and the result of said election of Delegates and Alternates shall be certified by the Chapters to the Supreme Lodge on a simplified form prescribed by the Supreme Lodge by facsimile transmission and Internet e-mail, which shows the date of transmission in the header, certified mail, return receipt requested or by registered mail, return receipt requested, post-marked or transmitted not later than June 1.
With respect to facsimiles and Internet e-mails they must be received by Headquarters not later than 11:59PM Eastern Standard Time on June 1. If June 1 is a Saturday, Sunday or holiday, the next business day 11:59PM Eastern Standard Time shall be acceptable. Under absolutely no circumstances shall Delegates or Alternates be seated, be permitted to participate, or be recognized in said Supreme Convention if their Chapters fail to execute and forward said forms by the June 1 deadline as specified above.
Commencing on May 1, a representative of a group which had a candidate for Supreme President in the immediately preceding Supreme Convention shall be permitted to review Delegate forms filed with AHEPA Headquarters once a week through the month of July. A representative of a group which did not have a candidate for Supreme President for the preceding year shall be afforded the same opportunity to review records upon presentation of a petition signed by 50 members of the AHEPA. Elections shall be by secret ballot.
2. REGISTRATION FEES:
a) The Registration Fee for all AHEPA family Delegates and Alternates shall be determined and fixed by the AHEPA Board of Trustees based on the estimated costs presented by the Executive Director. The Trustees shall be responsible to set a reasonable Supreme Convention Delegate and Alternate Registration Fee at a level necessary to cover the reasonable costs of the Supreme Convention events to which the registered “Voting Members of the Convention” (as defined in Article 13, Section B of the Constitution) are provided tickets based upon anticipated and actual expenses and to avoid any financial losses at the Supreme Convention. Five Dollars ($5.00) of the Registration Fee shall be remitted on or before October 1 following the Convention to the respective District Lodges. Five Dollars ($5.00) of the Registration Fee shall go to the Athletic Fund.
b) The registration fee for the Daughters of Penelope Delegates shall be the same, but if an additional affair is given in their honor they shall receive a ticket for that affair as part of their registration fee. Registration fee for the Sons of Pericles and Maids of Athena Delegates shall be one-half (1/2) that charged the AHEPANS. The payment of the entire registration fee shall be required for all AHEPA Delegates, Alternates and for all AHEPA members voting as “at large” in order to be eligible for participation in the business of and elections held during a Supreme Convention.
SECTION B. COMMITTEES APPOINTED BY CHAIRMAN
The Convention Chairman, immediately upon the assumption of his duties, shall help coordinate meeting locations for the following committees: (a) Legislative; (b) Resolutions; (c) Canadian Affairs; Grievance; National Projects; (f) Athletic; (g) Auxiliaries; (h) Growth and Expansion; (i) Cyprus and Hellenic Affairs Committee; and (j) such other special or regular committees as the Convention Chairman or the Convention may deem advisable to expedite the business of the Supreme Convention. Any “Voting Members of the Convention” (as defined in Article 13, Section B of the Constitution) may serve as a voting member on any Convention Committee, except for the Credentials Committee (whose membership is determined pursuant to Article 13, Section F, Paragraph 2 of the AHEPA Constitution) and the Grievance Committee (whose membership shall be determined by the Convention Chairman); provided, however, after a Convention Committee has more than fifty (50) members actively participating, the Chairman of any such Convention Committee may cap the membership of such Committee at fifty (50) if he reasonably and in good faith determines that participation by a greater number will impede the good working order of such Committee.
1. SONS OF PERICLES REPORT: The Chairman of the National Advisory Board of the Sons of Pericles will present his report and recommendations directly to the Convention.
2. EDUCATIONAL FOUNDATION REPORT: The Chairman of the AHEPA Educational Foundation shall render a report and make the necessary recommendations directly to the Convention.
3. CANADIAN AFFAIRS COMMITTEE: The Canadian Affairs Committee shall be composed of an equal number of American and Canadian members, and all the Canadian Delegates automatically shall become members of the Committee. The Chairman of the said Canadian Affairs Committee shall be a Canadian.
4. DISTRICT GOVERNOR’S COMMITTEE: There shall be a standing Committee consisting of the current District Governors, and the elected District Governor’s Standing Committee Chairman, which shall convene a minimum of four (4) times a year, in person or electronically, not including the Supreme Convention or the Annual AHEPA Headquarters’ District Governor’s Training Meeting. The Chairman of this Committee shall annually submit a report of its doings at and to the Supreme Convention.
5. BOARD OF TRUSTEES: The AHEPA Board of Trustees will serve as the standing Budget and Appropriations Committee. The recommendations of the Standing Committee shall be acted upon by the Supreme Lodge and ultimately each Supreme Convention. The Annual Report of the AHEPA Board of Trustees shall be submitted directly to the Supreme Convention.
SECTION C. CONVENTION SCHEDULE
The first day of the Convention shall be devoted to the election of Convention Officers and the appointment of Committees. All Committees shall convene on the second day of the Convention and be prepared to report by the third day of the Convention with the exception of the AHEPA Board of Trustees who shall report immediately following the election of Convention Officers. Any Committee that shall have failed to commence its report on the third day of the Convention may be discharged and its business considered directly by the Convention sitting as if in a Committee of the W h o l e .
SECTION D. DATE AND PLACE OF MEETING AND CONVENTION CONTROL
1. CONVENTION COORDINATOR:
The financial arrangements, plans, social events, and all matters pertaining to the holding of the Supreme Convention shall be under the management of the Supreme Lodge, with input from the AHEPA Board of Trustees regarding solely the financial and budgetary aspects thereof. The Convention Coordinator, who shall be appointed by the Supreme President with the approval of the Supreme Lodge, and the Executive Director shall work under the direction of the Supreme President and Supreme Lodge, subject to the approved budget. They shall report to the Supreme Convention. The Convention Coordinator shall not be a member of the Supreme Lodge or AHEPA Board of Trustees.
2. EXECUTIVE DIRECTOR:
The Executive Director shall, under the supervision of the Supreme President and Convention Coordinator, devote as much time as is necessary in that Convention city to formulate committees which shall be comprised of members of the host Chapter and the host District, and he shall be responsible for all the necessary work and arrangements pertaining to programs, agenda, and specifically housing accommodations for all Delegates and Alternates of the AHEPA Family in the headquarters hotel during the Convention week, and all other details of the Convention in order to assure the success of the Convention fraternally, socially, and financially.
3. SITE SELECTION:
Selection of the site of the annual AHEPA Supreme Convention will be made after the AHEPA Board of Trustees and the Supreme Lodge agree to proposals brought forth by the Executive Director in concert with the Supreme President. Selection should be based on specific criteria including dates, price and best possible financial success for the AHEPA.
4. NET PROFIT DISTRIBUTION:
The net profits from the social functions of each Supreme Convention shall be allocated in the following manner: (a) fifty percent (50%) to the AHEPA Supreme Treasury; (b) forty percent (40%) to the Host Chapter, (c) five percent (5%) to the Daughters of Penelope Grand Treasury; (d) two and one-half percent (2 1/2%) to the Sons of Pericles Supreme Treasury; and (e) two and one-half percent (2 1/2%) to the Maids of Athena Grand Treasury. The net profits from the Supreme Convention Souvenir Album, if any, shall be allocated as follows: (f) seventy percent (70%) to the Host Chapter; (g) twenty percent (20%) to the AHEPA Supreme Treasury; (h) five percent (5%) to the Daughters of Penelope Grand Treasury; (i) two and one-half percent (2 1/2%) to the Sons of Pericles Supreme Treasury; and 6) two and one-half percent (2 1/2%) to the Maids of Athena Grand Treasury. All room rebates shall be paid to the AHEPA Supreme Treasury without allocation to the Host Chapters or Supreme or Grand Treasuries of the Auxiliaries. Ten percent (10%) of any net profits ultimately realized by the National AHEPA (after the above allocations) from national events such as the Supreme Conventions, Congressional Banquets and special events shall be retained in a segregated reserve fund to be used as seed money by the Supreme Lodge and AHEPA Headquarters solely for future National AHEPA special events such as future conventions, banquets, trips, symposium, and similar events.
5. NOTICE OF SITE AND DATE:
Every year the Supreme Convention of the Order of AHEPA shall be held from the first day selected for the Supreme Convention until the last official day so selected, with installation ceremonies being held on such last official day. Beginning with the 2011 Supreme Convention, the Convention shall begin at least one (1) week following the week during which the 4th of July Holiday is celebrated. Notice of the date, time, and place of the Supreme Convention shall be published to the membership at least one (1) year prior to the Convention. The Supreme Convention of the Order of AHEPA shall not be held between August 1 and August 15th.
6. VOTING TABULATION EQUIPMENT:
A portion of the AHEPA Supreme Convention registration fees shall be dedicated to having electronic voting tabulation equipment to be used for voting at Supreme Conventions for elections and AHEPA Constitution and AHEPA Bylaws amendment secret ballots.