Article 1

A cultural association shall be established under the name "Sarti Halkidiki Cultural Association 'Afisia'", with its registered office in Sarti, Halkidiki.

Article 2

The objectives of the Association are:

a) To preserve, collect, and promote the historical and folklore heritage, traditions, customs, and cultural legacy of our Asia Minor ancestry through cultural events, the establishment of a library, exhibitions, and related activities.

b) To foster fellowship, solidarity, and mutual respect among all members of the Association.

c) To formulate and promote positions on the preservation and protection of our cultural heritage and the development of modern Greek culture, while encouraging cultural activities that strengthen the intellectual, physical, and social well-being of members and promote the enduring values of solidarity and justice.

d) To establish and maintain a comprehensive library that serves members of all educational backgrounds and supports both their professional and personal interests, including literature, poetry, painting, and other fields of knowledge.

e) To contribute to the intellectual, cultural, and social development of both its members and their place of origin.

f) To encourage discussion and active engagement with local issues, including social, cultural, environmental, and community matters.

Article 3

To achieve its objectives, the Association shall:

a) Cooperate with all organisations and institutions having a direct or indirect interest in matters relevant to its objectives.

b) Participate in events organised by similar associations in order to promote its aims and activities while benefiting from the exchange of knowledge and experience.

c) Organise excursions, lectures, commemorative celebrations, social gatherings, and any other activities considered beneficial for strengthening solidarity among members and promoting the Association's work.

d) Publish newsletters or other informational material concerning matters of interest to the Association and the wider community.

e) Become a member of secondary or tertiary organisations consisting of associations pursuing similar objectives.

Article 4

The Association's members shall be classified as Regular Members and Honorary Members.

Regular Members may be admitted if they:

• were born in Sarti or reside in Sarti; or have at least one parent originating from Sarti;
• are at least 18 years of age; and accept the objectives of the Association and the provisions of this Constitution.

The Board of Directors reserves the right to object to the admission of an applicant whose conduct could adversely affect the orderly operation of the Association. In such cases, the matter shall be referred to the General Assembly, whose decision shall be final.

Honorary Members may be elected by resolution of the General Assembly, following a proposal by the Board of Directors or by at least five members, in recognition of individuals who have made a significant contribution to the achievement of the Association's objectives through their moral or material support.

Article 5

Membership shall become effective upon registration in the Association's Register of Members and payment of the prescribed registration fee, which is set at ten (10) euros.

The Board of Directors shall determine the annual membership subscription and the method of payment.

Only members who have fulfilled their financial obligations to the Association shall be entitled to exercise the rights granted under this Constitution.

Article 6

Regular Members shall have the right:

a) To vote and stand for election to the governing bodies of the Association.

b) To attend Ordinary and Extraordinary General Assemblies, with the right to speak, participate in discussions, and vote on matters included in the agenda.

c) To request the convening of an Extraordinary General Assembly by submitting a joint request signed by at least one-third (1/3) of the members, provided that the request concerns matters of general interest.

Article 7

Regular Members shall be obliged:

a) To fulfil their financial obligations to the Association in a timely manner.

b) To comply with the provisions of this Constitution and the resolutions of the General Assembly.

c) To conduct themselves in a manner consistent with the objectives and best interests of the Association.

Article 8

Members whose conduct is contrary to the objectives and purposes of the Association shall be subject to disciplinary measures.

The disciplinary measures are:

Written reprimand
Temporary suspension of membership
Permanent expulsion from the Association

A written reprimand shall be imposed by the Board of Directors and shall be reported to the General Assembly.

Temporary or permanent expulsion shall be decided by the General Assembly by a majority of three-quarters (¾) of the members present, provided that the number of members present exceeds two-thirds (⅔) of the total membership. In cases of temporary suspension, the General Assembly shall also determine its duration.

No decision for the temporary or permanent expulsion of a member may be taken unless that member has first been given the opportunity to respond to the allegations made against them.

Article 9

The resources of the Association shall be classified as ordinary and extraordinary.

Ordinary resources shall consist of the annual membership subscriptions paid by its members.

Extraordinary resources shall include income derived from extraordinary member contributions, bequests, donations, festivals, social events, as well as state and public grants.

Bequests and donations shall be accepted only where they are not subject to conditions that, in any way, restrict or compromise the constitutional objectives of the Association.

Article 10

The Association shall be governed by a Board of Directors consisting of seven (7) members, elected by the General Assembly for a three-year term. At the same time, three (3) alternate members shall also be elected in order of the number of votes received.

Article 11

The Board of Directors shall consist of:

• the President,
• the Vice-President,
• the General Secretary,
• the Treasurer, and
• the remaining Board Members.

The Board shall be constituted at its first meeting, which shall be convened by the elected member who received the highest number of votes, no later than ten (10) days after the election. The officers shall be elected by secret ballot

Article 12

Following the constitution of the new Board of Directors, the outgoing Board shall formally hand over the administration of the Association to the newly elected Board. The transfer shall be recorded in a formal handover document, together with separate records concerning the transfer of the Association's funds and property.

Article 13

Only Regular Members of the Association shall be eligible for election to the Board of Directors.

Article 14

The Board of Directors shall meet once each month, and additionally whenever requested in writing by at least one-third (1/3) of its members.

The agenda shall be prepared by the President in cooperation with the General Secretary, taking into account the views of the other Board members, and shall be communicated together with the notice of meeting at least two (2) days before the meeting.

In the case of an extraordinary meeting, the matters to be discussed shall be those specified in the written request submitted by the members requesting the meeting.

The two-day notice requirement shall not apply in cases of urgent matters.

The Board shall have a quorum when at least four (4) members are present.

Decisions shall be adopted by a majority vote of the members present. In the event of a tie, the President shall have the casting vote.

Any Board member who is absent without justification from three consecutive meetings or five meetings in total shall be replaced by the first alternate member.

Minutes shall be kept for every regular and extraordinary meeting in the official Minute Book of the Association. The minutes shall be read and signed no later than the next meeting, which may not take place until the minutes of the previous meeting have been approved and signed.

Article 15

In carrying out its responsibilities, the Board of Directors shall:

a) take all necessary actions to achieve the constitutional objectives of the Association;

b) implement the resolutions of the General Assembly;

c) maintain relations with local authorities, academic institutions, cultural organisations, and other relevant bodies;

d) administer the affairs of the Association from the date of its election until the next election, at which time it shall submit its report to the General Assembly.

Article 16

Each member of the Board of Directors shall:

a) support and uphold the decisions of the Board;

b) act solely in furtherance of the objectives and purposes of the Association.

Article 17

Should a member of the Board resign or cease to hold office through permanent expulsion from the Association, that member shall be replaced by the next alternate member in order of election.

If more than three (3) members of the Board resign or cease to hold office, or if fewer members resign but an equal number of alternate members decline to assume office, the Board shall convene an Extraordinary General Assembly within two (2) months for the election of a new Board of Directors.

Article 18

The President shall represent the Association in all its dealings with third parties, including public authorities, courts, scientific institutions, cultural organisations, and any other bodies.

The President shall jointly sign, together with the General Secretary, all official documents and payment orders of the Association.

In the President's absence or inability to perform these duties, the Vice-President shall exercise all the powers and responsibilities of the President.

Article 19

The General Secretary shall be responsible for the Association's correspondence and official announcements and shall jointly sign, together with the President, all official documents and payment orders.

The General Secretary shall have custody of the Association's archives and official seal and shall be responsible for the administration of its offices.

The General Secretary shall ensure that minutes of Board meetings are properly recorded and shall coordinate the Board's communication and cooperation with other organisations.

Article 20

The Treasurer shall receive all income of the Association against official receipts and shall make all authorised payments upon presentation of payment orders signed by the President and the General Secretary.

The maximum amount of minor expenses that the Treasurer may pay without prior approval and signature of the President and the General Secretary shall be determined by resolution of the Board of Directors.

The Treasurer shall maintain all financial records of the Association and keep registers of its movable and immovable property.

The Treasurer shall prepare the annual financial statements and submit them to the General Assembly for approval.

In the Treasurer's absence, their duties shall be performed by another member of the Board appointed for that purpose.

Article 21

The General Assembly shall be the supreme governing body of the Association.

General Assemblies shall be classified as Ordinary and Extraordinary.

An Ordinary General Assembly shall be convened each year in October for the purpose of receiving the Board of Directors' report on its activities and administration. The General Assembly shall approve the annual financial report and determine the general policy and direction to be followed by the Board of Directors.

Notice convening the General Assembly shall be issued by the Board of Directors at least seven (7) days before the date of the meeting.

Article 22

An Ordinary General Assembly shall be deemed to have a quorum when one-half plus one (½ + 1) of the members who have fulfilled their financial obligations to the Association are present.

If a quorum is not achieved, a second meeting shall be convened, which shall have a quorum if attended by one-quarter (¼) of the members.

If a quorum is again not achieved, a third meeting shall be convened, which shall have a quorum if attended by one-fifth (⅕) of the members.

Unless otherwise provided in this Constitution, resolutions of the General Assembly shall be adopted by a simple majority (½ + 1) of the members present through an open vote, except:

a) on matters which the General Assembly determines to be of a personal nature; and

b) for the election of the Board of Directors, which shall be conducted by secret ballot.

The General Assembly convened for the election of a new Board of Directors shall be chaired by a Chairperson elected by the General Assembly for that purpose.

Article 23

An Extraordinary General Assembly shall be convened:

a) whenever the Board of Directors considers it necessary; or

b) upon a written request submitted by at least one-fifth (⅕) of the members.

Article 24

Elections for the appointment of the Board of Directors shall be held every three (3) years, on a date specifically designated for that purpose.

Voting shall be conducted by secret ballot.

The candidates receiving the highest number of votes shall be elected.

The first seven (7) candidates shall be elected as Regular Members of the Board of Directors, and the next three (3) candidates shall be elected as Alternate Members.

Article 25
Audit Committee – Electoral Committee – Election Procedures

The Audit Committee shall consist of three (3) regular members and three (3) alternate members.

It shall be elected by the General Assembly at which the elections for the Board of Directors are held and shall serve a three-year term, equal to that of the Board of Directors.

The Audit Committee shall be responsible for examining the financial management and administration of the Board of Directors and shall submit its report to the Ordinary General Assembly held each October, or to an Extraordinary General Assembly whenever deemed necessary.

Members of the Audit Committee shall not be eligible to stand as candidates for election to the Board of Directors.

The elections for both the Board of Directors and the Audit Committee shall be conducted under the supervision of a three-member Electoral Committee, elected by the Ordinary General Assembly in the third year of the term of office of those bodies.

Members of the Electoral Committee shall not be eligible to stand for election to the Board of Directors.

The Electoral Committee shall ensure the proper conduct of the elections, prepare and publish the electoral register of members who have fulfilled their financial obligations up to the preceding day, and ensure the availability of a sufficient number of ballot papers.

Nominations for election to the Board of Directors and the Audit Committee shall be submitted to the Electoral Committee no later than 8:00 p.m. on the third day before the elections.

By 8:00 p.m. on the second day before the elections, the Electoral Committee shall officially announce the lists of eligible candidates for both the Board of Directors and the Audit Committee.

The elections shall be conducted using a single ballot paper, on which the candidates' full names, together with their father's and mother's names, shall appear in alphabetical order.

Article 26

This Constitution may be amended only by resolution of the General Assembly, provided that at least two-thirds (⅔) of the registered members entitled to vote are present and that the proposed amendment is approved by a two-thirds (⅔) majority of the members present.

Article 27

The dissolution of the Association may be decided only by the General Assembly, provided that at least three-quarters (¾) of the registered members entitled to vote are present.

The resolution for dissolution shall require the approval of a three-quarters (¾) majority of the members present.

Article 28

Any matter not expressly provided for in this Constitution shall be determined by the General Assembly upon the recommendation of the Board of Directors, in accordance with the applicable legislation governing associations.

Article 29

The General Assembly may approve Internal Regulations, to be drafted by a special working group, for the purpose of regulating in detail the internal operation and administration of the Association.

Article 31

This Constitution consists of thirty-one (31) Articles.

The amendments contained herein were approved by the General Assembly of members who had fulfilled their financial obligations on 16 December 2007.