Metropolis Of Boston Philoptochos Officers Workshop Saturday, - - PDF document

Metropolis Of Boston Philoptochos Officers Workshop

Saturday, November 23, 2013

Greek Orthodox Metropolis of Boston Philoptochos

Chapter Officers Workshop

Saturday, November 23, 2013 Metropolis Center, Brookline, Massachusetts 9:00 a.m. – 12 noon

AGENDA 9:00 – 9:30 Registration & Refreshments 9:30 – 9:45 Opening Prayer His Eminence Metropolitan Methodios Welcome Frances Levas President, Metropolis Philoptochos Introduction of National and Metropolis Board 9:45 – 11:00 National Ministry Commitments Frances Levas, President Metropolis Projects Georgia Lagadinos, First Vice President Eleni Stamboulidis, Second Vice President Membership Per Capita/Stewardship Diane Stamatopulos, Corresponding Secretary Elections & Ratifications Procedures Duties of Chapter Officers Philippa Condakes Advisor Breakout sessions for Officers 11:00 – 11:30 General Information Website- Philoptochos Center of Philanthropy National Convention, July 6-10, 2014, Philadelphia Christine Karavites, National Board Membership- Marianne Phelan, Assistant Treasurer 11:30 – 12:00 Discussion/Questions Closing Prayer

COMMITMENTS National and Metropolis

• Honoring Commitments brings a sense of accomplishment

to the chapter

• It is important for a chapter to embrace each commitment

to the best of the chapter’s ability

• The effort should be made to include a donation of some

amount to all commitments

• 100% commitment participation should be the goal of all

chapters

METROPOLIS OF BOSTON PHILOPTOCHOS MINISTRIES/PROJECTS

Philoxenia House (May) The Metropolis of Boston Philoptochos has designated May as Philoxenia month to support the centerpiece of the Metropolis of Boston Ministries. Philoxenia House became a reality in 1986 when our spiritual leader, metropolitan Methodios, secured the donation of a four bedroom home located on the grounds of Hellenic College and Holy Cross School of Theology in Brookline, MA, located just minutes from Boston’s medical community and only steps from the Chapel of the Holy Cross. The ministry was an immediate success, with generous volunteers donating friendship, time and money. Since 1986 the residence has been expanded three times and today consists of 11 bedrooms, two large living rooms, a large dining room, a large kitchen, a pantry and seven and a half bathrooms. Saint Methodios Faith and Heritage Center (November) His Eminence Metropolitan Methodios’ vision to find a site suitable for year round programs for children and adults that would more effectively minister to the spiritual needs of the people was realized in 1998 with the purchase of the 200 acre property in Contoocook, NH which is now the permanent home of the Saint Methodios Faith and Heritage Center. In 1999 the Metropolis faithful, and especially the Philoptochos chapters, responded to Metropolitan Methodios’ vision to initiate the upgrading of the facilities and to construct a beautiful chapel. The Center is home to the Metropolis Summer and Winter Camp Programs. On September 26, 2009, His Eminence Archbishop Demetrios and His Eminence Metropolitan Methodios presided over the Door Opening for the new Retreat House on the grounds of the Saint Methodios Faith and Heritage Center. This new facility will be a gathering place for the entire Metropolis to hold retreats and meetings to further “connect with our Orthodox faith and Hellenic Culture.” This lodge has 40 double-rooms, conference rooms, audio visual rooms, a library and Great room. The library will be dedicated in honor of His Eminence Archbishop Demetrios and the tenth anniversary of his enthronement. The Chapters in the Metropolis have been dedicated to help make this vision of a retreat house a reality. The month of November is set aside annually for Philoptochos chapters to offer a special commitment for the Center. Throughout the year Philoptochos chapters generously provide camperships and respond to the needs of this ministry in numerous other ways. Please note that any Camperships provided by your chapter are SEPARATE from your chapter’s annual obligation to this Metropolis Philoptochos Fund Drive.

METROPOLIS MINISTRIES

The Philoptochos chapters that comprise the Metropolis of Boston contribute to National, Metropolis and local philanthropic projects. METROPOLIS OF BOSTON PHILANTHROPIC MINISTRIES Philoxenia House Saint Methodios Faith and Heritage Center FOS - Fellowship of Orthodox Stewards Hellenic College – Holy Cross School of Theology National Children’s Medical Fund Social Services Hellenic Nursing Home and Rehabilitation Center Holy Trinity Nursing and Rehabilitation Center Pine Street Inn/hopeFound Project Bread Operation Housewarming -Homeless Veterans Operation Lace up

• St. John Chrysostom Oratorical Festival

Saint Andrew Vesper Reception Saint Methodios Vesper Reception NATIONAL PHILOPTOCHOS PHILANTHROPIC MINISTRIES Saint Basil Academy, Vasilopita & Sisterhood Social Services Cancer Fund Autism Assistance Fund Saint Photios Shrine Orthodox Christian Mission Center (OCMC) Support A Mission Priest Hellenic College – Holy Cross, Lenten Event & Scholarship Fund International Orthodox Christian Charities (IOCC) 75th Anniversary Founders Fund Orthodox Christian Fellowship (OCF) Retired Clergy and Widowed Presbyteres Benevolent Fund (RCP) National Sisterhood of Presbyteres Benevolent Fund (NSP) National Philoptochos Emergency Fund United Nations International Children’s Emergency Fund (UNICEF) General Medical Fund

SOCIAL SERVICES FUND GUIDELINES

The Metropolis of Boston Philoptochos has established a Social Services Fund to serve the needs of Greek Orthodox adults. SUBMISSION PROCEDURE All applications for funding (see attached) are to be submitted to the Parish Priest or President of the Philoptochos Chapter within the community to which the applicant

• belongs. The privacy of the applicant(s) is to be respected. Grant applications that meet

the criteria should then be forwarded to the President of the Metropolis of Boston

• Philoptochos. All applications must include the signatures of the Parish Priest (required)

and the Philoptochos Chapter President (optional). APPLICANT REFERRALS Applicants are to be referred to/sought out by the local Parish Priest or Philoptochos Chapter for grant consideration. The application will then be forwarded to the Metropolis

• President. Applicants may be referred through a variety of sources including:
• Self
• Family/Friends
• His Eminence Metropolitan Methodios
• Clergy
• Philoptochos Chapter or member

ELIGIBLE SERVICES Grant requests should be for services not funded through any other available source Maximum amount per request: $500. Any requests received above $500 shall be reviewed on an individual basis. Types of eligible services:

• Medication
• Medical Equipment/Supplies
• Transportation
• Temporary Housing
• Short Term Counseling
• Utility
• Food
• Clothing
• Minor Repairs
• Heavy Duty Cleaning
• Other (Based on the discretion of the Metropolis President and Social Services

Committee) Any questions or concerns should be directed to the Metropolis President.

MEMBERSHIP PER CAPITA

MEMBERSHIP/PER CAPITA

• Membership Drive begins January 1st
• Per Capita should be submitted to both National and

Metropolis by April 30th

• National Per Capita: $15/member (as adopted at the 2010

Convention)

• Make check payable to “National Philoptochos Per Capita”

and mail with per capita remittance form National Philoptochos Office, 126 East 37th Street, New York, NY

• 10016. Membership lists should be completed on the Excel

worksheet template that is available on the National Philoptochos Website: www.philoptochos.org and should be submitted electronically to the National Office. An example is

• attached. Please include email addresses for all members.
• Metropolis Per Capita: $5/member (as adopted at the 2005

Biennial Conference)

• Make check payable to “Metropolis of Boston Philoptochos”

(note per capita in the memo) and mail with a copy of National Per Capita Remittance Form (including a list of members) to Metropolis of Boston Philoptochos, 162 Goddard Avenue, Brookline, MA 02445. Metropolis forms are available on our website: www.boston.goarch.org/philoptochos/forms. Coupons are sent to chapter presidents.

Please list the information requested below, for each member who has paid their per capita dues for the year. Include association members at the end (including men) who have paid their dues. Make sure to include e-mails of all members who have them, to aid in our efforts to communicate and keep you up to date. E-mail form to: membership@philoptochos.org

Parish Name Chapter No. Address Check No. Amount $

Chapter Number Last Name First Name E - Mail Title

• r mark as

member or associate Address City State Zip Phone

Number of Members

NATIONAL PHILOPTOCHOS 2013 Membership Per Capita Information

E-mail to: membership@philoptochos.org

ELECTIONS RATIFICATION PROCEDURES DUTIES OF CHAPTER OFFICERS

• 5. Ratification Process

(a) Following the election, the Parish Priest shall install the newly elected Chapter Board, by administering the Oath of Office. (b) The Oath of Office shall be as follows: I do solemnly affirm that I will uphold the dogma, teaching, traditions, holy canons, worship, and moral principles of the Greek Orthodox Church, as well as the Constitutional Charter, discipline and regulations of the Greek Orthodox Archdiocese of America, and that I will fulfill faithfully and sincerely the duties and obligations required of the Board of Directors of the Philoptochos Society. So help me God. (c) Within 14 days of the election of the Chapter Board and Officers, the Corresponding Secretary shall forward to the National Office, for atification, the names of the newly elected Chapter Board and Officers. The notification shall be signed by the Election Chairman and the ParishPriest. In the event that either party declines or is unable to sign the notification, the notification shall be forwarded to the National Office, with a statement of explanation regarding the missing signature.

SECTION 5: CHAPTER PHILOPTOCHOS EXECUTIVE BOARD

• 1. Composition

The Chapter Philoptochos Executive Board (“the Chapter Executive Board”) shall be comprised of : (a) The President; (b) The First Vice President; (c) The Second Vice President; (d) The Recording Secretary; (e) The Corresponding Secretary; (f) The Treasurer; (g) The Assistant Treasurer; and (h) The Advisor to the Board.

• 2. Election

The members of the Chapter Executive Board, except the Advisor to the Board, who shall be the immediate Past President, shall be elected by the Chapter Board at a meeting, specially convened for that purpose, following the administration of the Oath of Office. The Advisor to the Board shall preside at the meeting.

• 3. Additional Qualifications

In addition to the qualifications for election to the Chapter Board, the President must have served on the Chapter Board for a minimum of two years prior to the election. This requirement shall not apply to newly organized chapters.

• 4. Term of Office

(a) The term of office shall be two years. (b) No officer shall hold more than one office concurrently. (c) An elected officer shall not hold the same office for more than two consecutive terms.

• 5. Duties of Officers

The duties of the officers of the Chapter Board shall be as follows: (a) PRESIDENT: The President shall act as the chief executive officer of the Chapter Board and shall perform such duties as devolve by law, and as are usual to the office. The President shall preside over the Board’s meetings and shall serve as an ex-officio, non-voting, member of all standing and special committees, except the President shall not be an ex-officio member of the Audit committee. (b) FIRST VICE PRESIDENT: The First Vice President shall perform such duties as are usual to the office of Vice President and shall assume and perform all duties of the President, during the absence or disability of the President until such time as a successor to the President is appointed. The First Vice President shall also serve as chairperson of the Legislative Committee. (c) SECOND VICE PRESIDENT: The Second Vice President shall assume and perform all duties of the First Vice President, during the absence or disability of the First Vice President and shall perform such other duties as are usual to the office of First Vice President until such time as a successor to the First Vice President is appointed. The Second Vice President shall chair the Family and Society Committee. (d) RECORDING SECRETARY: The Secretary shall keep and maintain the minutes of all meetings of the Chapter Board and shall perform such duties as are usual to that office. Greek translation of minutes shall be made available upon request. (e) CORRESPONDING SECRETARY: The Corresponding Secretary shall prepare all correspondence, dispatch all mailings from the Chapter Board and shall provide formal notice of Chapter Board meetings. (f) TREASURER: The Treasurer shall make full financial reports at all meetings of the Chapter Board and at the meetings of the full membership, and such other interim reports as the Chapter Board may direct and shall perform such duties as are usual to that office. (g) ASSISTANT TREASURER: The Assistant Treasurer shall assume and perform all duties of the Treasurer, during the absence or disability of the Treasurer and shall perform such other duties as are usual to the office of Treasurer until such time as a successor to the Treasurer is appointed. (h) ADVISOR TO THE CHAPTER BOARD: The Advisor to the Chapter Board shall advise the President, Officers and members of the Chapter.

SECTION 6: APPOINTED POSITIONS

All appointed positions shall be filled by appointment by the Chapter President.

SECTION 7: MEETINGS

• 1. General Membership Meetings

(a) Frequency There shall be a minimum of six general meetings of the entire chapter membership yearly. (b) Notice\ Notice of general meetings shall be provided to the Parish Priest and members at least five days prior to scheduled meetings. (c) Quorum A quorum for all general meetings shall be determined by each chapter by taking into consideration the average attendance of the membership. (d) Special Meetings Special Meetings of the general membership may be called by the President, the Secretary or by one fifth of the membership

• f the chapter. Notice requirements shall not apply to these

meetings.

• 2. Chapter Board Meetings

(a) Frequency There shall be a minimum of six regular meetings of the Board y early. (b) Notice Notice of meetings shall be provided to the Parish Priest and members at least five days prior to scheduled meetings. (c) Quorum A quorum shall consist of one-half of the eligible voting members plus one. (d) Special Meetings Special meetings of the Chapter Board may be called by the President, the Secretary or by one-fifth of the members of the Chapter Board. Notice and agenda requirements shall not apply to these meetings.

• 3. Chapter Executive Board Meetings

(a) Notice Notice of meetings shall be provided to the Parish Priest and members at least five days prior to scheduled meetings. (b) Quorum A quorum shall consist of one-half of the eligible voting members plus one. (c) Special Meetings Special meetings of the Chapter Executive Board may be called by the President, the Secretary or by one-fifth of the members of the Chapter Executive Board. Notice and agenda requirements shall not apply to these meetings.

TIPS FOR CHAPTER OFFICERS

Good meetings don’t just happen – they are planned to happen! PRESIDENT Remember…you represent the Society. Plan an Agenda and stick to it! Keep the meeting moving at an acceptable pace. You should be aware of all committees and their decisions. Be attentive, courteous, friendly and decisive. Have fun and get the job done!

• Review previous meeting Minutes for items that need action at upcoming meeting
• Have an Agenda ready and a copy for each member present
• Read and reread your Bylaws and Standing Rules so that you are prepared to answer all

questions

• If a key Board Member is absent (Secretary, Treasurer, Chairman), another Executive

Board Member or Committee Member may read the report

• Committee Chairmen must keep the President informed of all activities and should be

prepared to render a report when requested to do so by the President; plan to attend committee meetings whenever possible

• Budget your time. Consider how much can be reasonably handled at one

meeting…lengthy cumbersome meetings are not interesting and can turn people away. Keep the meeting moving within the parameters set in the Agenda. VICE PRESIDENT

• Shall perform all duties incumbent upon the President during the absence or disability of

the President

• Shall serve as chairperson of the Legislative Committee
• May serve as chairman of the Membership Committee, Special Projects, Commitments

RECORDING SECRETARY

• The Minutes must represent an accurate account of the meeting. The Minutes become the

record of the Society. They must include essential items and a clear record of motions, decisions and pertinent business as it may be necessary to go back and determine a decision made by the assembly. The Recording Secretary should:

• Provide the President with a copy of the Minutes prior to the meeting
• Prepare the Minutes as soon as possible after the meeting to insure accuracy or use a tape

recorder

• Start the Minutes by stating the kind of meeting, name of Society, time called to order,

place and number of attendees, name of the presiding officer

• Conclude the Minutes with the time of adjournment, the name and signature of the

Secretary or the person taking the Minutes in her absence

• Be prepared to read Minutes of previous meeting; corrections should be made immediately
• Keep Minutes in a Bound Book

Minutes should include:

• Each item or new subject should be a new paragraph
• All motions in exact words as stated by the Chair, with name of who proposed and

seconded, and whether the motion was adopted or rejected

• All points of order
• Reports of officer, including full name and title of reporting officer, name of report

• Reports of officer, including full name and title of reporting officer, name of report
• Names of members appointed to special committees; name and purpose of committee
• Important announcements pertaining to the whole Society; name of correspondence

received

• Name and title of speaker; title or subject of speech
• Treasurer’s statement (totals only)

CORRESPONDING SECRETARY

• Prepares all correspondence as requested by the President; dispatches all mailing upon the

President’s authorization; notifies members of meetings

• Works with committees on large projects and assists in project mailings
• Holds all correspondence in a file for reference

TREASURER

• The Treasurer shall keep concise and accurate record of all monies received and disbursed

by the Society

• The Treasurer is the legal custodian of ALL monies of the Society and shall deposit the

monies in a reliable financial institution in a timely manner. All disbursements must be documented with a receipt

• The Treasurer shall collect all monies raised at special functions of the Society
• All Checks of the Society must have two (2) signature: any two of the following:

President, Vice-President, Treasurer, Assistant Treasure (Normally President/Treasurer)

• A detailed Treasurer’s Report (printed) is to be made available at every Board meeting of

the Society. ASSITANT TREASURER The Assistant Treasurer performs all duties incumbent upon the Treasurer during the absence of the Treasurer and assists the Treasurer in the collection of monies at any event of the Society WHAT A GOOD BOARD DOES

• It leads and inspires
• It follows the Bylaws of the organization
• It identifies priority needs, short-term and long-term goals, and what it, as a volunteer
• rganization, should and should not attempt to do
• Decisions are made by majority vote; whatever the decision, they stand united and must

work together in harmony for the good of the organization

Board Meeting Saturday, April 9, 2011 9:30 a.m. AGENDA

Opening Prayer Metropolitan Methodios Attendance/Minutes Jane Deimezis Correspondence Eleni Pantelis Treasurer’s Report Diane Stamatopulos COMMITTEE REPORTS

• Philoxenia House – Maria Tamvakologos/Eleni Pantelis
• Faith & Heritage Center – Eleni Giannakis/Barbara Orlando
• FOS – February Fund Drive
• Outreach/Pine Street Inn – May 4 service date – Greek Theme

NEW BUSINESS

• Biennial Conference – June 4, 2011, St. Catherine’s Church, Braintree, MA Conference

book material deadline: May 14th IMPORTANT DATES

• May 4, 2011, 11:00 am – Meeting at Centerville Philoptochos/Lunch/visit to Astro

Park

• May 4, 2011 - Pine Street Inn
• May 14, 2011 8:45am – Metropolis Philoptochos Board Meeting, Metropolis

Oratorical Festival

• June 4, 2011 8:30 am – Metropolis Conference, St. Catherine’s Church, Braintree, MA
• June 12, 2011 – Metropolis Laity Awards
• June 13, 2011 - St. Methodios Vespers & Reception\

NEXT MEETING:

• May 14, 2011 8:45 am Oratorical Festival breakfast followed by our regular business

Meeting, Lunch for Festival

WEBSITES

National Philoptochos: www.philoptochos.org Metropolis Philoptochos: www.boston.goarch.org/Philoptochos Information Technologies Theo Nicolakis, M.Div., MS Chief Information Officer Greek Orthodox Archdiocese of America Department of Information Technology 8 East 79th Street New York, NY 10075-0106 212-774-0240 Web: http//www.it.goarch.org Help Desk: http://helpdesk.goarch.org Boston Office: 50 Goddard Ave Brookline, MA 02445 Tel: (617) 850-1350 Fax: (617) 209-7900 Web: http://internet.goarch.org E-mail: internet@goarch.org The Greek Orthodox Archdiocese Department of Internet Ministries provides parishes with a number of free, turnkey solutions and consulting to help them maximize their ministry through the web, email and social media.

BYLAWS Of

The Greek Orthodox Ladies Philoptochos Society 2005 A copy of the Bylaws may be obtained from :

National Philoptochos Office 126 East 37th Street New York, NY 10016

• Tel. (212) 977-7770 -- Fax (212) 977-7784

General Office Email: philosny@aol.com

Or can be downloaded from : www.philoptochos.org

Metropolis of Boston Philoptochos Third Annual

Lenten Retreat for Women

Sisters, Mothers, Aunts, Daughters and of course Friends!

Friday, March 14 – Saturday, March 15, 2014

• St. Methodios Retreat House

Contoocook, NH

Come enjoy the grounds of the lovely retreat center, experience the retreat, share a meal and make some new friends

Please Join Us!!

Suggested Donation $50 Includes: One night lodging in the Retreat House, Three meals, and Retreat program Arrive Friday Afternoon between 4 & 6 p.m. Depart Saturday Afternoon