The Mason Dixon Conference is comprised of all Aeries and Auxiliaries in the States of Delaware, Pennsylvania, New Jersey, Maryland, Virginia, New York and West Virginia. The annual meeting shall be held on the first weekend of April each year or as close to that weekend as possible at a site to be determined by the members in attendance at the annual meeting.
To be eligible to host the Mason Dixon Conference, an Aerie must have an Auxiliary as this is a joint event.
The purpose of the Mason Dixon Conference is for the members of the named States to meet annually to raise funds for the Grand Worthy President Elect and the Grand Madam President Elect to help in defraying their expenses in attaining this office. The Grand Presidents shall be the special guests at the annual conference and the host Aerie and Auxiliary shall provide their housing and transportation, as needed.
The Officers of the Mason Dixon Conference shall be a Chairman, Vice Chairman, Secretary and Treasurer. All terms shall be for one (1) year and the officers will be elected at the annual meeting.
Each member State shall be permitted two (2) representatives to serve as Board members for the ensuing year. There shall be one (1) representative from the Aerie and one (1) from the Auxiliary. These members shall serve in addition to the officers of the Mason Dixon Conference and may meet at times other than the annual conference, if needed, to formalize plans for the next conference.
Only registered delegates of the Mason Dixon Conference displaying their credential badge may participate in the meeting and/or voting on any subject, including the election of officers.
Between the annual meeting of the Mason Dixon Conference, the officers and board members shall have the authority to act on behalf of the Mason Dixon Conference whenever the need arises. Seven (7) members of the Board and/or Officers shall constitute a quorum, two (2) of which must be officers of the Mason Dixon Conference.
There shall be no annual dues charged, but there may be a registration fee assessed at the discretion of the officers and board.
The Officers and Board shall serve at no compensation.
The Mason Dixon Conference shall purchase an ad, not to exceed one hundred dollars ($100.00) in the annual Regional Conference program, represented by its member States, provided the funds are available. The ad shall be approved by the officers prior to submission.
The Mason Dixon Conference will donate up to the first $13,000.00 raised to the Grand Presidents Elect to be split equally to each. The next $3,000.00 will be kept by the Mason Dixon Conference for expenses and to build a rainy-day fund in case there is a year in which $13,000.00 is not raised at the conference. Any money raised over $16,000.00 will be split as follows; twenty percent (20%) to the Mason Dixon Conference, forty percent (40%) to the Grand Worthy President Elect and forty percent (40%) to the Grand Madam President Elect.
The Mason Dixon Conference Treasurer shall deposit all cash money collected during the conference with the host Aerie Secretary providing a receipt. The host Aerie shall then issue a check for that amount to the Conference Treasurer in order to alleviate the burden on the Treasurer for carrying the cash from the conference. The money count should be an ongoing occurrence during Saturday so that the grand total can be reached in an expedient manner. Money deposited with the host Aerie shall remain on premises and safely secured until the host Aerie deposits the money into their fund. The Chairman, Secretary, Treasurer and the host Aerie representative only shall count the money.
There will be a “pennies from heaven” money collection at the first band break on Saturday evening to raise money for the incoming Presidents charities. The money raised will be donated to the incoming Presidents at the next Grand Aerie Convention as part of the Order of Business at a regular session. A conference officer shall make the presentation on behalf of the Conference.
The annual meeting will be governed by the Robert Rules of Order, Newly Revised and will be presided over by the Chairman unless he/she is absent. In the absence of the Chairman, the Vice Chairman will preside over the annual meeting. The meeting will be held at the host Aerie and start at 11 am., prevailing time.
Order of Business:
1. Opening Ceremony
a. Prayer by the Vice Chairman
b. Pledge to the flag
2. Memorial Service by the host State or the host Aerie or Auxilliary
3. Calling roll of Officers and Board Members
4. Reading of minutes of previous meeting
5. Communications and disbursement of bills
6. Financial reports
a. Treasurer
b. Lottery
7. Unfinished business
8. New business
9. Nomination of Officers
10. Election of Officers: The election of officers shall be by a show of hands while the candidates are excused. Only registered delegates with badge can vote.
11. Ten (10) minute recess for States to elect their representatives
12. Good of the Conference
13. Closing prayer by Vice Chairman
Amendments to these By-Laws must be approved by two thirds (2/3) majority of the members present and voting at the second reading of the proposed amendments. Both readings shall occur at the annual meeting of the Mason Dixon Conference. The first reading shall be under New Business and the second and final reading shall be under Good of the Conference.
First Reading: New Business – April 4, 2016
Second Reading: Good of the Conference – April 4, 2016
Adopted: April 4, 2016
To be eligible to host the Mason Dixon Conference, an Aerie must have an Auxiliary as this is a joint event.
The purpose of the Mason Dixon Conference is for the members of the named States to meet annually to raise funds for the Grand Worthy President Elect and the Grand Madam President Elect to help in defraying their expenses in attaining this office. The Grand Presidents shall be the special guests at the annual conference and the host Aerie and Auxiliary shall provide their housing and transportation, as needed.
The Officers of the Mason Dixon Conference shall be a Chairman, Vice Chairman, Secretary and Treasurer. All terms shall be for one (1) year and the officers will be elected at the annual meeting.
Each member State shall be permitted two (2) representatives to serve as Board members for the ensuing year. There shall be one (1) representative from the Aerie and one (1) from the Auxiliary. These members shall serve in addition to the officers of the Mason Dixon Conference and may meet at times other than the annual conference, if needed, to formalize plans for the next conference.
Only registered delegates of the Mason Dixon Conference displaying their credential badge may participate in the meeting and/or voting on any subject, including the election of officers.
Between the annual meeting of the Mason Dixon Conference, the officers and board members shall have the authority to act on behalf of the Mason Dixon Conference whenever the need arises. Seven (7) members of the Board and/or Officers shall constitute a quorum, two (2) of which must be officers of the Mason Dixon Conference.
There shall be no annual dues charged, but there may be a registration fee assessed at the discretion of the officers and board.
The Officers and Board shall serve at no compensation.
The Mason Dixon Conference shall purchase an ad, not to exceed one hundred dollars ($100.00) in the annual Regional Conference program, represented by its member States, provided the funds are available. The ad shall be approved by the officers prior to submission.
The Mason Dixon Conference will donate up to the first $13,000.00 raised to the Grand Presidents Elect to be split equally to each. The next $3,000.00 will be kept by the Mason Dixon Conference for expenses and to build a rainy-day fund in case there is a year in which $13,000.00 is not raised at the conference. Any money raised over $16,000.00 will be split as follows; twenty percent (20%) to the Mason Dixon Conference, forty percent (40%) to the Grand Worthy President Elect and forty percent (40%) to the Grand Madam President Elect.
The Mason Dixon Conference Treasurer shall deposit all cash money collected during the conference with the host Aerie Secretary providing a receipt. The host Aerie shall then issue a check for that amount to the Conference Treasurer in order to alleviate the burden on the Treasurer for carrying the cash from the conference. The money count should be an ongoing occurrence during Saturday so that the grand total can be reached in an expedient manner. Money deposited with the host Aerie shall remain on premises and safely secured until the host Aerie deposits the money into their fund. The Chairman, Secretary, Treasurer and the host Aerie representative only shall count the money.
There will be a “pennies from heaven” money collection at the first band break on Saturday evening to raise money for the incoming Presidents charities. The money raised will be donated to the incoming Presidents at the next Grand Aerie Convention as part of the Order of Business at a regular session. A conference officer shall make the presentation on behalf of the Conference.
The annual meeting will be governed by the Robert Rules of Order, Newly Revised and will be presided over by the Chairman unless he/she is absent. In the absence of the Chairman, the Vice Chairman will preside over the annual meeting. The meeting will be held at the host Aerie and start at 11 am., prevailing time.
Order of Business:
1. Opening Ceremony
a. Prayer by the Vice Chairman
b. Pledge to the flag
2. Memorial Service by the host State or the host Aerie or Auxilliary
3. Calling roll of Officers and Board Members
4. Reading of minutes of previous meeting
5. Communications and disbursement of bills
6. Financial reports
a. Treasurer
b. Lottery
7. Unfinished business
8. New business
9. Nomination of Officers
10. Election of Officers: The election of officers shall be by a show of hands while the candidates are excused. Only registered delegates with badge can vote.
11. Ten (10) minute recess for States to elect their representatives
12. Good of the Conference
13. Closing prayer by Vice Chairman
Amendments to these By-Laws must be approved by two thirds (2/3) majority of the members present and voting at the second reading of the proposed amendments. Both readings shall occur at the annual meeting of the Mason Dixon Conference. The first reading shall be under New Business and the second and final reading shall be under Good of the Conference.
First Reading: New Business – April 4, 2016
Second Reading: Good of the Conference – April 4, 2016
Adopted: April 4, 2016