 | |  | |  | |  | |  | |  | |  | |  | |  | |  | |  |
ORDER OF AHEPA
POWER DISTRICT NO. FOUR
BY-LAWS
2007 EDITION
Effective September 11, 2007
Last Convention Updates 2007
As approved by the 75th District Convention
All comments or suggestions should be sent to :
Steve C. Nicholas
512 Alden Street, Harrisburg, PA 17109
e-mail to:
steve_nicholas@comcast.net
TABLE OF CONTENTS
SECTION ONE: Chapters of Power District 4 3
SECTION TWO: District Lodge 7
SECTION THREE: Executive Secretary 14
SECTION FOUR: Conventions 16
SECTION FIVE: Steve M. Pahides Memorial
AHEPA District 4 Scholarship
Program 22
SECTION SIX: Standing Finance Committee 29
SECTION SEVEN: Investment Procedures/Policies 33
SECTION EIGHT: Publications 37
SECTION NINE: Awards 39
SECTION TEN: Charitable Projects 40
SECTION ELEVEN: Athletics 42
SECTION TWELVE: Protocol 43
SECTION THIRTEEN: Discipline of Members 45
SECTION ONE
CHAPTERS OF POWER DISTRICT #4
SECTION ONE
CHAPTERS OF POWER DISTRICT #4
1.1 Every Chapter shall pay a District Obligation in an amount established by these By-laws. The Chapter District
Obligation is $7.00 per member that is allocated as follows: $3.50 to the District Lodge General Fund; $1.00 to the Scholarship
Fund for administration purposes; and $2.50 to the POWERLINE. It is the responsibility of the Chapter Secretary to timely remit
the District Obligation to the District Executive Secretary. Life members are exempt from the payment of the District Obligation.
1.2 Every Chapter shall remit its District Obligation to the Executive Secretary at the same time that it remits its per capita
obligations to the Supreme Headquarters. The District Obligation is due no later than December 31 of each year.
1.3 The Chapter’s District obligation must be paid in full for both the prior and current years to be eligible to participate in
the following District programs:
a. Election of delegates/alternates to participate in the annual District Convention.
b. Consideration as a Convention City;
c. Participation in District Athletic programs;
d. Sponsoring applicants for District Scholarship awards;
e. Participation in the Journey to Greece programs;
f. Receipt of the POWERLINE.
1.4 Each Chapter shall appoint a Chapter Scholarship Chairman whose duties within his Chapter’s jurisdiction should
include publicizing the District Scholarship program, distributing District Scholarship Application forms and assisting Applicants
in processing the Applications.
1.5 The Chapter Secretary shall forward a written copy of its Chapter Officer election results to the District Governor & the
Executive Secretary within 30 days after election or appointment but no later than July 31st of each year.
1.6 The Chapter President shall provide to the District Governor and the Executive Secretary no later than September 30
of each year, in writing, the following information regarding his term of office:
a. Schedule of meetings & programs
b. Date for Installation of Officers
c. Dates of initiations
d. Dates of special Chapter social events
e. Annual dues payable by each member
1.7 The Chapter President shall provide the District Governor & the Executive Secretary with a bi-monthly report of
Chapter activities for dissemination throughout the District.
1.8 The Chapter Secretary shall include the District Governor & the Executive Secretary on the Chapter’s mailing list to
receive meeting notices, and other communications sent to Chapter members.
1.9 Chapters are encouraged to sponsor banquets or similar affairs during and in commemoration of National Education
Week that falls during the week of Veterans' Day in November.
1.10 Chapters are encouraged to invite the District Governor & members of the District Lodge to all Chapter meetings and
functions. If an invitation is extended, the District Governor or a member of the District Lodge should attend the event.
1.11 Chapters should appoint a visitation committee to solicit inactive members to pay their dues and attend chapter
meetings and functions. The Vice-President shall chair the committee.
1.12 All Chapters shall maintain a proficient degree team.
1.13 All Chapters shall submit an Annual Report, with 50 copies for distribution at the District Convention. The Annual
Report may be mailed to the Executive Secretary to be received no later than June 1 prior to the Convention, or, may be
brought to the Convention by a delegate.
1.14 The Annual Report shall be circulated to the delegates and included as part of the Convention Minutes. The annual
report may be sent to the Executive Secretary no later than June 1 prior to the Convention, or, may be brought to the
Convention by a delegate.
1.15 The Annual Report will include information regarding the Chapter, including:
a. Total Chapter membership as of December 31 of the prior year
b. Number of Members initiated during the current year
c. Number of Chapter meetings held during year
d. Status of National & District obligations
e. Social events held during the current year
f. Amount of annual Chapter dues
g. List of Chapter Officers for the new term of office
1.16 Each Chapter shall elect qualified Delegates & Alternates to the District Convention. The Chapter Secretary shall
submit those names to the Executive Secretary no later than June 1 of each year with (1) verification of the election date and
(2) verification that each has paid his chapter dues, national per capita and district obligations.
1.17 A Chapter is the sponsor of its duly elected delegates & alternates to the District Convention and thereby assumes
responsibility for all checks issued by the Chapter and/or its member(s) for convention registration fees. In the event any check
issued in payment for such fees is returned as non-negotiable, and the member does not submit negotiable funds within 10
days after the date of the mailing of notice by certified mail, return receipt requested, addressed to the member’s home
address (as contained in the District records), plus a $35.00 service charge for each such dishonored check, the member’s
Chapter shall be immediately notified and the Chapter shall be responsible to immediately submit all such fees, plus service
charges, to the Convention Host Chapter. In the event the sponsoring Chapter does not submit negotiable funds within 10 days
after the date of the mailing of notice by certified mail, return receipt requested, addressed to the Chapter President and
Chapter Secretary, the Chapter shall be ineligible to participate in future District Conventions and or to qualify for privileges set
forth at Section 1.3 of these By-Laws, until the required payment is submitted.
1.18 In the event any check issued by a Chapter to Power District #4 in payment of any District Obligation, or to any
Convention City Host Chapter in payment of any District Convention registration fees or any Convention Album advertisement
fees, is dishonored and the payor Chapter does not submit negotiable funds within 10 days after the date of the mailing of
notice by certified mail, return receipt requested, addressed to the Chapter President and the Chapter Secretary, the Chapter
shall be ineligible to participate in future Conventions and or to quality for the privileges set forth in Section 1.3 of these By-
Laws, until the required payment is submitted.
1.19 All Chapters are encouraged to support the efforts of the Convention City by advertising in the Convention album.
1.20: All Chapters shall appoint a Powerline e-mail Co-coordinator to communicate Chapter news to the Powerline Editor for
publication in the Powerline. (added July 1, 2005)
SECTION TWO
DISTRICT LODGE
2.1 The District Lodge shall meet at least four times each fiscal year, including an organizational meeting to be held at the
close of the District Convention. The minutes of each meeting shall be recorded by the District Secretary and a copy shall be
distributed to the Executive Secretary and to all Chapters.
2.2 The District Lodge will sponsor at least 1 seminar each year, preferably at a central location.
2.3 The District Lodge shall insure that each Chapter is visited at least 1 time during the year by at least one District
Lodge Officer.
2.4 The District Lodge shall insure that the Executive Secretary performs his responsibilities and duties. Upon the
expiration of the term of the Executive Secretary, the District Lodge shall select and appoint an Executive Secretary to a 3-year
term.
2.5 The District Lodge should be proficient as a degree team and offer their services to the Chapters of Power District #4.
2.6 Upon notice from the District Treasurer that a Chapter is delinquent in its District Obligations, the District Lodge shall
discipline a Chapter by declaring it ineligible for the rights and privileges set forth in Section 1.3 of these By-laws.
2.7 The District Lodge may not exceed the Budget approved at the District Convention.
2.8 Every District Lodge Officer shall prepare an Annual Report to be submitted to the Executive Secretary no later than
June 1 prior to the Convention, with 50 copies. The annual report shall be distributed to convention delegates and shall be
included in the Convention minutes. The Annual Report should include the following information:
a. Activities performed in the discharge of his duties
b. A list by date and location of all Lodge functions and
Chapter visitations attended
c. A list of recommendations for consideration by the
Convention
d. A breakdown of expenses incurred
2.9 District Lodge Officers shall file a report of their reimbursable expenses with the District Treasurer no later than 10
days before the Annual Convention.
2.10 Travel expenses for Lodge Officers in the performance of their official duties shall be set at the rate approved for
mileage reimbursement for charitable institutions as established by the Internal Revenue Service and shall be a portion of the
officer’s budgeted appropriation. District Lodge Officers shall file a report of their expenses with the District Treasurer no later
than 10 days before the Annual Convention.
2.11 A District Lodge Officer shall not be entitled to reimbursement for expenses until the District Lodge jewels emblematic
of his Office are returned upon completion of his term. A District Lodge Officer may purchase his jewel at the prevailing market
price.
2.12 No member of the District Lodge, whether elected or appointed, excluding the Powerline publisher and the Executive
Secretary, may be paid an allotment allowance, or be awarded in any way unless he accumulates a minimum of 3 points during
the term of office. 1 point is earned for:
a. Attendance at a District Lodge meeting
b. Attendance at District Seminar
c. Attendance at the District Convention
d. Making 2 Chapter visitations, excluding his home Chapter.
2.13 The District Lodge shall set the registration fee to be paid at the District Convention. The fee shall be set in
consultation with the Host Chapter.
2.14 The District Lodge, upon written request of the Host Chapter, may approve changes to the standard Convention
format described at Section Four of these By-laws.
2.15 The District Lodge shall notify the convention host chapter of the convention schedule 4 months in advance via
official correspondence.
2.16 A District Sons Advisor shall be appointed by the District Lodge for a term of period of 3 years.
Responsibilities of the District Governor
2.17 The newly elected District Governor will meet with Convention Officers and the Executive Secretary at the close of the
Annual Convention in order to establish the procedure and timetable for the preparation and certification of the Convention
Minutes and delivery to the Executive Secretary for printing and distribution no later than September 30. Distribution to those
Brothers/Chapters with a current E-mail address shall be through E-mail. Distribution to any Brothers and Chapters without an
E-mail address shall be by 1st class mail.
2.18 The District Governor shall insure that
a. All District Lodge Officers submit their reports timely to the Executive Secretary, required by Section 2.6.
b. All Chapters submit reports as required at Section 1.5 and the Annual Chapter Report as required by Section 1.14 of
these By-laws.
2.19 The District Governor shall appoint a Chairman of the Journey to Greece Program. The appointee's name and
address shall be forwarded to Supreme Headquarters so that matters pertaining to the program can be sent to him.
2.20 The District Governor shall hold a Convention site meeting with the District Governors of the Daughters, Sons and
Maids in order to facilitate a cooperative approach to Convention planning with the host Chapter.
2.21 The District Governor shall appoint a Committee of at least one member but no more than three members to review
the By-laws and make recommendations for technical corrections at the annual convention.”
2.22 The District Governor shall appoint a Committee to be designated by the District Governor to audit the books of the
District Treasurer at Mid-term.
2.23 The District Governor shall appoint a Projects Committee to explore, recommend and execute District projects and
programs intended to promote and publicize the Hellenic ideals and philanthropic purposes of the AHEPA Order.
2.24 The District Governor shall call each District Convention to Order. (added, July 1, 2005)
Responsibilities of the Lt Governor
2.25 The District Lt Governor shall coordinate the purchase of a gift for the District Governor to be presented at the
Governors' luncheon. It is recommended that the gift be presented by the Toastmaster.
Responsibilities of the District Treasurer
2.26 The District Treasurer shall insure that the District odge does not exceed the budget approved by the District
Convention.
2.27 The annual budget shall provide a discretionary fund for use by the District Lodge, in an amount not to exceed 5% of
anticipated receipts, exclusive of scholarship monies. All expenditures from this fund must be approved by at least a 2/3 vote of
the District Lodge at a regular meeting or special meeting callled for such a purpose.
2.28 At the end of each fiscal year, surplus funds will be deposited in a special advance fund. Up to $3,000 can be
advanced to the incoming District Lodge as initial working capital. This advance shall be returned to the fund no later than
February 1 of the following year.
2.29 The books and records of the District Treasurer shall be audited a minimum of two times a year.
2.30 The first audit shall be conducted at midyear by a Committee appointed by the District Governor. The second audit
shall be conducted by the Audit Committee at the District Convention.
a. The District Treasurer shall close his books effective June 1 of the current year for purposes of the Convention audit.
b. The District Treasurer shall account to the audit committee for all receipts and disbursements from June 1 of the
current year to the date of his replacement.
c. Nevertheless, the District Treasurer shall continue to perform his duties until such time as a successor is elected at the
District Convention or the District Treasurer is replaced pursuant to these By-Laws.
d. All bills of the District Lodge for payment must be submitted one week before the start of the District Convention.
e. The District Treasurer shall establish the Power District No. 4 General Account with a multi-branch statewide-bank, so
that all funds received by the Executive Secretary and others collecting funds may be deposited upon receipt of same.
f. The District Treasurer shall reconcile all bank statements on a monthly basis and forward such reconciliation to the
District Governor and the Chairman of the Standing Finance Committee, which reconciliation shall include year-to-date
budget report. (amended, July 1, 2005)
g. Journey to Greece funds shall be maintained in a separate account, as are the Scholarship funds.
separate account, as are the Scholarship funds.
2.31 The District Treasurer shall secure and escrow any funds in any deposit accounts held in the name of the Sons of
Pericles District Lodge until such time as the Sons’ District Lodge is reactivated.
2.32 The District Treasurer shall notify the District Lodge if a Chapter fails to pay District obligation by December 31.
Responsibilities of the District Secretary
2.33 The District Secretary shall include copies the minutes of the meetings of the District Lodge as part of his annual
convention reports.
2.34 The outgoing District Secretary shall deliver all
minutes and records, and all district officer jewels to the incoming District Secretary.
2.35 The District Secretary shall obtain, in writing, from each Chapter President no later than September 30, a schedule of
meeting dates and the program agenda for the Chapter President’s term of Office.
2.36 The District Secretary shall immediately following the District Convention, in coordination with the District Treasurer
notify all Banks/Institutions in which District Funds are deposited that the signature of any two (2) of the following District
Officers are required to negotiate checks: Governor, Lt. Governor, Secretary and Treasurer. (added July 1, 2006)
SECTION THREE
EXECUTIVE SECRETARY
3.1 The Executive Secretary shall be a member in good standing of the Order of AHEPA.
3.2 The Executive Secretary shall be appointed by the District Lodge to serve for a term of three years. The Executive
Secretary may serve more than one term.
3.3 The Executive Secretary shall perform duties described in the By-laws, and shall:
a. Maintain permanent District records;
b. Maintain District Membership records;
c. Mail information to the Chapters;
d. Mail District Obligation billings to the Chapters;
e. Notify Chapters of the names and addresses of the District Lodge by July 15 following the Convention;
f. Distribute convention minutes to each District Lodge member, each Past District Governor and to each Chapter
Secretary;
g. Keep District By-laws current and mail a list of revisions approved at the annaual convention to those individuals
designated at Section 3.3f;
h. Insure that the By-laws are reprinted every 3 years. The distribution of By-laws shall be to those individuals designated
at Section 3.3f. Distribution to Brothers/Chapters with a current e-mail address shall be through e-mail. Distribution to any
Brothers and Chapters without an e-mail address shall be by 1st class mail;
i. Advise the District Lodge, as requested;
j. Notify Chapter Presidents of the Chapter representatives eligible to participate as Delegates & Alternates at the District
Convention;
k. Deliver representatives’ credentials directly to the Convention Credentials Chairman.
l. Mail a pre-Convention notice to the Chapters that shall include a list of standing Convention committees and a form to
permit delegates to select committees they wish to serve on at the convention.
m. Provide each Chapter Secretary with a Convention Reporting form to: (1) verify the election of the delegates &
alternates to represent the chapter; and, (2) verify payment of the national per capita tax, chapter dues and the district
obligation.
n. Publish at the Annual Convention the dates of expiration of all terms of office that are not annual terms, including the
terms of office of members of the Scholarship & Standing Finance Committee. The Executive Secretary shall mail to each
Chapter Secretary no later than January 15 of each year, Recommendation Forms for selection of the AHEPA Man of the
Year Award. (added, July 1, 2005)
o. Supervise the registration of delegates and alternates to the District Convention. (added, July 1, 2007)
3.4 The Executive Secretary shall be issued convention credentials and shall have the right to vote at the Annual Convention.
3.5 All expenses of the Executive Secretary, including salary, shall be a budget line item approved at the District Convention.
3.6 The Executive Secretary shall maintain a current list of all members of the AHEPA and its Auxiliaries, who are eligible to
participate in the District Convention in a status other than as a delegate and alternate, such as Past District Governors, Past
Supreme Presidents who reside and are members in good standing of a Chapter located in Power District Number 4 (added
July 1, 2007), etc. Such members shall be eligible to participate in the pre-registration program and are eligible for the pre-
registration rebate credit.
3.7 The Executive Secretary shall submit a list of the pre-registrants, along with registration fees, to the Convention Host
Chapter as soon as practical.
SECTION FOUR
CONVENTIONS
(Date/Facilities)
4.1 The District Convention shall be held during the month of June, preferably during the final two weeks in order to
accommodate the end of the school year. Exceptions must be approved by the District Lodge. All auxiliaries shall be informed
of the approved dates.
4.2 The Host Chapter shall select the Convention facilities, subject to the approval of the District Lodge. The facilities
should be adequate to handle all business activities and social functions. The District Lodge shall insure that the Convention is
family-oriented and diverse group activities are encouraged while the convention is in progress.
4.3 The Convention Chapter shall submit a program, including suggested fees, to the District Lodge no later than
February 1st preceding the convention. The District Lodge may choose to change the site of the Convention under necessary
conditions and through proper procedures.
(Convention Schedule)
4.4 The District Lodge shall notify the convention host chapter of the Convention Schedule at least 4 months in advance
via official correspondence.
4.5 These By-laws establish the Convention Schedule and may be changed by the Host Chapter only with the written
consent of the District Lodge.
4.6 The business of the Convention shall be conducted as follows, keeping in mind that sufficient time shall be scheduled
to efficiently discharge all business:
Friday
3:00 pm - 6:00 pm Registration (amended July 1, 2006)
7:00 pm - Opening Ceremonies
7:00 pm - Pledge of Allegiance
7:30 pm - Convention Officers Elections, District Officer Reports, Resolutions & Legislation.
Saturday
9:00 am - Noon Registration
9:00 am - Pledge of Allegiance
9:00 am - 9:45 am Treasurer’s Report
9:45 am - 1:00 pm Committee Meetings
Noon - 1:00 pm Lunch
1:00 pm - 4:00 pm Committee Reports
4:00 pm - 5:00 pm Open Forum-"Good of the Order”
Sunday
9:30 am - Pledge of Allegiance
9:30 am - 11:30 am Reports:
Legislation Committee
Budget Committee
Election of District Officers
Installation of District Officers
Adjournment
Noon - 2:00 pm District Governor Luncheon
2:30 pm - 4:30 pm Farewell Party/Picnic (Optional)
4.7 A current District Lodge Officer may not serve as a Convention Officer, except if no qualified candidates are available
or if an elected convention officer is unable to carry out his duties during the plenary sessions. In such event, a Lodge Officer
may qualify for election.
4.8 The Convention Chairman shall appoint a chairman to the following committees:
a. Legislation/Resolutions
b. Grievance
c. District Projects
d. Athletics
e. Auxiliaries
f. Good of the District
g. Finance
h. Budget
i. Audit
j. Officer Reports
k. Convention City
(Registration Fees)
4.9 The Host Chapter shall set the registration fee subject to the approval of the District Lodge. A delegate must pay the
registration fee in full to participate in Convention meetings. Ahepa & Daughters of Penelope delegates shall pay the same fee.
Sons of Pericles & Maids of Athena delegates shall pay 75% of the set fee. The registration of delegates and alternates at the
District Convention shall be under the supervision of the Executive Secretary. (last sentence added July 1, 2007)
4.10 Payment of the Registration fee shall entitle all delegates to attend the following social functions without further charge:
a. Friday evening Welcome Party
b. Saturday night Banquet/Ball
c. Sunday Governors' Luncheon
d. Farewell Party
e. Convention Picnic
4.11 Delegates, alternates and others who are eligible to participate in the District Convention may pre-register register
with the Executive Secretary on or before June 1, in the following manner:
a. Submission of proof of eligibility to participate in the District Convention as a duly elected Chapter Delegate/Alternate;
b. Payment of the registration fee payable to the Convention Host Chapter, less $10.00 as a pre- registration rebate credit.
c. The pre-registration fee shall not be refundable for any reason.
(Host Chapter Selection)
4.12 A Chapter desiring to host a Convention shall deposit $200 with the District Lodge as a token of good faith. The
Chapter shall submit a written proposal to be considered by the Convention City Committee at the Annual Convention, that
should include the following information:
a. Written certification of the Chapter President to that the proposal was adopted at a regular Chapter meeting, with
a quorum present
b. Current Chapter Status (Chapter Annual Report submitted at the Convention will satisfy this item)
c. Status of Auxiliary Chapters – in place or contemplated
d. Description of the proposed facilities, including meeting and banquet room availability,
back-up accommodations, room rates, etc.
e. Supporting documentation from the proposed facility is encouraged
f. Any information on the host site, including peripheral activities, local attractions, available media, etc
g. Date of last convention hosted
4.13 The Convention City Committee will consider all qualified bids. A Chapter bid reflecting an active Daughters of
Penelope Chapter should be strongly considered. The Convention City Committee will make a recommendation to the
Convention as part of its report.
4.14 Pursuant to the Supreme Constitution, host chapter selections may occur up to two years in advance. Once a host
chapter is selected, future bidders will be notified of that selection, at which time they may withdraw their bid. No re-selection of
a host chapter may occur, unless the previously selected host withdraws its sponsorship, or is found to be in conflict with the
qualification to host a convention. Bid deposits of unselected bidders shall be returned to the submitting chapters.
4.15 In the event that no Chapter or a combination of Chapters is willing to host the District Convention, the District Lodge
shall be responsible for hosting the District Convention.
(Convention Dignataries)
4.16 The Host Chapter shall extend the courtesy of complimentary registrations and rooms to the Power District #4
Governor of the Ahepa and the Auxilaries. A complimentary room shall be provided to the official representative of the
Supreme Lodge for the AHEPA and each Auxilary.
4.17 Sons of Pericles and Maids of Athena District Governors shall be guests at all major Convention functions.
(Miscellaneous)
4.18 The Convention may begin on a Saturday, subject to the approval of the District Lodge.
4.19 If a District Convention is scheduled for an ocean cruise whereby the convention leaves port en masse on the 1st
day, the time for registration shall occur during the 1st 3 hours following departure from port.
4.20 The Convention City shall appoint an Ad Hoc Chairman who will coordinate convention athletic activities with the
District Athletic Director.
4.21 The Convention City shall have a program of activities organized for the Sons' and Maids' athletic and social events.
4.22 Reports of the Auxilary District Governors may be included in the Convention minutes.
SECTION FIVE
Steve M. Pahides Memorial AHEPA District 4
Scholarship Program.
(Scholarship Committee Chairman)
5.1 The District Lodge shall appoint the Scholarship Committee Chairman for a term of four years. The Chairman may not
serve as Chairman for more than two consecutive terms. The Chairman should have an education background.
5.2 The District Lodge may remove the Scholarship Chairman from office by a majority vote for failure to discharge his
duties as specified in these by-laws.
5.3 The duties of the Scholarship Chairman include:
a. Maintaining records, including processed applications, active academic files of students, and progress reports of
recipients after graduation.
b. Making certain that the availability of District scholarships, application forms, & filing deadline dates are published &
circulated among all District Chapters.
c. Publishing proper procedures for application and requirements for consideration of a scholarship.
d. Publicizing the names of recipients in the Powerline, the Ahepan, and local newspapers of interest to a recipient.
e. Giving written notice as soon as possible after the scholarship awards are announced to all applicants and their
sponsoring Chapter of scholarship selection or non-selection. The letter must promote goodwill within the Order. This matter
must be reviewed in the first meeting of the Scholarship Committee each fiscal year.
f. Insuring that Scholarship award checks are issued and distributed as soon as possible with an appropriate
congratulatory letter.
g. Establish a meeting schedule for the Scholarship Committee.
5.4 The Scholarship Committee Chairman shall be issued convention credentials and shall have all rights of a delegate at
the Annual Convention.
5.5 The Scholarship Committee Chairman shall be reimbursed in an amount equal to the annual District Convention
Registration fee provided that: (1) he is duly registered at the convention, and (2) he has attended at least 75% of the formal
Scholarship Committee meetings during the prior year.
(Scholarship Committee)
5.6 Prepare and insure widest distribution in District #4, a Scholarship Application that shall include both required
information for all applicants and an optional Financial Statement section for applicants seeking the larger grants.
5.7 The Scholarship Committee shall meet a minimum of 2 times between the Annual Convention, at the call of the
Chairman.
5.8 The Scholarship Committee will be comprised of the following voting members:
a. Scholarship Chairman
b. Immediate past District Governor
c. Ahepa District Governor
d. Daughters of Penelope District Governor
e. Ahepa District Treasurer
f. 4 Ahepa members at large, elceted at the District Covention to 4-year terms
g. 1 representative of the Daughters of Penelope selected for a 4-year term
The respective District Governor of the Sons of Pericles and the Maids of Athena, or their designated representatives shall be
non-voting advisors.
5.9 The term of a committee member may not exceed 8 consecutive years.
5.10 In the event a member of the Scholarship Committee is unable to serve the full term, the District Lodge by a majority
vote will appoint a replacement to serve until the next District Convention. In the case of the Daughters’ representative, the
replacement shall be elected by the Daughter’s District Lodge. A permanent replacement for the balance of the unfilled term
shall be elected at the next District Convention.
5.11 No official business of the Committee shall be held, including the selection of the recipients, unless a quorum is
present. 4 members of the Scholarship Committee shall constitute a quorum.
5.12 The Powerline shall provide prominent space in at least two issues, preceding the scholarship application deadline.
(Applicants)
5.13 An Applicant for a scholarship shall be a resident of Power District #4, a member of a District #4 AHEPA, Sons,
Daughters or Maids Chapter, or a child, stepchild, or grand child of a District #4 AHEPAN or Daughter of Penelope.
5.14 Scholarships shall be awarded for one academic year. A Recipient may reapply annually subject to the provisions set
forth in these By-laws.
5.15 An Applicant may be (1) a high school graduate about to enter an accredited institution of higher learning or (2) a
student already attending such an institution.
5.16 An Applicant must produce evidence of scholarly achievement by obtaining a minimum grade point average of 2.50 to
receive scholarship consideration.
5.17 To qualify for a larger grant, the Applicant may complete the optional financial statement.
5.18 (deleted, July 1, 2005)
(Scholarship Application)
5.19 A Scholarship Application form, approved and circulated by the Scholarship Committee, must be completed by the
Applicant.
5.20 The Application shall include the following information:
a. Applicant’s personal history.
b. A scholastic history, certified by the applicant’s high school, college, university or institution of learning.
c. An Applicant must complete an optional financial need statement for consideration of larger grants.
5.21 The Application must be endorsed by the President and Secretary of a sponsoring District #4 AHEPA chapter. The
Application must be accompanied by a copy of the student’s transcript showing his/her cumulative grade point average.
5.22 All applications must be mailed to the Scholarship Committee Chairman by first class mail, postage prepaid; or, by
certified mail, return receipt requested, to be received no later May 15. The Scholarship Committee may announce an
extension of the filing deadline
5.23 The Applicant is responsible to insure that the application is properly completed and timely received.
(Scholarship Selection)
5.24 Scholarships shall be awarded on basis of the following criteria:
a. Scholastic achievement is the sole criterion for selecting a pool of potential scholarship recipients.
b. Based upon criteria established by the Scholarship Committee, the largest grants shall be awarded to the most needy
students, in order of need. To qualify for a larger grant, the Applicant must complete and file the optional financial statement
that is attached to the Scholarship Application.
5.25 An Applicant shall be awarded no more than 0.2 points to his/her Grade Point Average (GPA) as follows:
a. A total of 0.1 points shall be added to the reported GPA if the parent(s) or legal guardian(s) of an
applicant is a member in good standing of an Order of AHEPA or the Daughters of Penelope Chapter located in Power
District 4.” (amended, July 1, 2005)
b. A total of 0.1 points shall be added to the reported GPA if the sponsoring chapter is in good standing with both the
National and District Headquarters.
5.26 When all other qualifications are equal, preference in awarding a scholarship shall be given to an applicant related to
a member of the AHEPA family.
(Miscellaneous)
5.27 Available scholarships shall be listed in descending order of amount available.
5.28 The amount of each titled scholarship grant shall be based on the income earned from the donated principal. The
exact amount will be equal to the income earned rounded off to the next lower $25.00 increment.
5.29 The scholarship award may be made payable to the student or his/her designated college, university or higher
learning institution.
5.30 The Scholarship award will be considered a distributed gift, with no financial obligation imposed upon the recipient.
5.31 Final selection of scholarship recipients will be made by the Scholarship Committee and forwarded to the District
Lodge. The names of the recipients will be announced and circulated as soon as possible at the Annual District Convention.
(amended, July 1, 2005)
(Scholarship Fund)
5.32 The District Scholarship Fund shall accept all contributions from individuals, chapters and other organizations. A
donor may name a scholarship that shall be known as a “Living Scholarship” and the grant will be awarded in the donor’s name.
5.33 All donations shall be published in the District POWERLINE publication. The amount of the donation shall be
published only with the consent of the donor.
(Living Scholarships)
5.34 The Scholarship Committee shall endeavor to foster, promote and to seek funding for the AHEPAN "Living
Scholarship" program.
5.35 The minimum donation required to establish a titled scholarship shall be $3,500.
5.36 AHEPA "Living Scholarships” as donated shall be perpetual. The principal of each endowment shall be invested and
only the interest will be used for the payment of Scholarships.
5.37 At the time of the donation, the donor of a "Living Scholarship” may establish specific eligibility requirements for
receipt of that scholarship. Such requirements may relate to disciplines such as law, engineering, pre-med, etc. but shall not be
in conflict with the conditions set forth in these By-laws.
5.38 "AHEPA Living Scholarships" shall be available for undergraduates programs unless otherwise specified by the donor
(s).
5.39 All "Living Scholarship" awards shall be granted for one academic year. A recipient may reapply annually subject to
the provisions set forth in these By-laws.
SECTION SIX
STANDING FINANCE COMMITTEE
6.1 A Standing Finance Committee shall oversee the investment and management of all District funds.
6.2 The Finance Committee shall consist of 3 Ahepans elected at a District Convention to serve staggered 3-year terms
and shall include the District Governor and District Treasurer who shall serve as voting members during their elected term of
Office.
6.3 A member of the Finance Committee may not serve more than 6 consecutive years. If a vacancy occurs, the District
Lodge shall appoint a replacement to serve until the next District Convention at which time a replacement will be elected to
serve the balance of the vacated term.
6.4 Election of the Finance Committee shall be held in conjunction with the election of the District Lodge Officers. All
Brothers in good standing in District #4 are eligible to serve on the Finance Committee. If not present at the time of election, a
Brother in good standing may submit a letter of acceptance of nomination to the Convention Chairman.
6.5 The Finance Committee Chairman shall be issued convention credentials with the right to vote at the Annual
Convention. The other two members of the Standing Finance Committee shall not be entitled to a vote at the Annual
Convention unless otherwise qualified to vote at the Convention.
6.6 Members of the Standing Committee shall annually elect their officers including a Chairman & Secretary. The District
Governor & District Treasurer may not serve as Committee officers. The Finance Committee shall meet at least 3 times each
year either at the request of the District Governor, at the discretion of the Chairman or through a petition of the other 2 elected
Committee members. A quorum shall consist of a simple majority of the Committee.
6.7 Members of the Finance Committee may not have a conflict of interest regarding District funds. No funds shall be
invested in any account in which a member of the Finance Committee, any member of their immediate or extended family
(individuals related by marriage, etc.), or their employer, as the case may be, has a pecuniary interest. Investment
professionals, including stock brokers) may serve as members of the Committee and as consultants. This “conflict of interest”
provision shall be afforded the widest interpretation.
6.8 The Standing Finance Committee shall have the following duties and responsibilities:
a. Manage and invest all funds over which the District Convention has jurisdiction, including operating funds, District
general fund, monies in the District’s foundations, corporations, & committees.
b. Insure investment of all funds in accordance with the “Investment Procedures and Policies” set forth in these By-laws.
c. File written reports with the District Lodge at the time of each transaction, but not less than semi- annually.
d. Approve all transactions by a majority vote of the Finance Committee.
e. Approve, by majority vote, the leasing, mortgaging and management all real property of the District after the transaction
has the approval of 2/3rds of the entire membership of the District Lodge.
f. Advise the District Governor, District Lodge, and the District Convention, when in session, on all financial matters.
g. Recommend policies, actions, public statements and other matters pertinent to District finances.
h. Review policies, programs and activities of the District’s foundations, corporations and committees to insure their
development and execution are
consistent with decisions of the District Conventions
i. Recommend creation or termination of foundations, corporations and committees to the District Convention;
j. Develop and recommend benefit programs on behalf of the members of the District;
k. Prepare and submit legislative proposals in advance for consideration at the District Convention.
l. The Legislative/Resolutions Committee of the District Convention may include members of the Finance Committee.
6.9 The District Lodge may buy, sell or transfer real property only when the transaction has been approved by:
a. at least 2/3rds of the entire membership of the Finance Committee, and
b. at least 2/3rds of all Convention delegates who are registered at and eligible to vote at the District Convention.
c. or; by approval of a majority of active Chapters in the District in the period between conventions.
6.10 The Finance Committee may appoint subcommittees to fulfill its duties. A subcommittee may call upon individuals
knowledgeable to assist in its deliberations.
6.11 The Chairman of the Finance Committee (as a standing committee) will present a report on the status of District
investments to the District Convention for review and approval. This report will include a summary of all funds and all activities
carried out by the Committee.
6.12 The Finance Committee shall be reimbursed the annual District Convention registration fee provided: 1) they are duly
registered at the convention and 2) they have attended at least 75% of the formal Standing Finance Committee meetings
during the previous year.
6.13 Any member of the Standing Finance Committee who for any reason, fails to attend 2 consecutive regularly
scheduled meetings of the Committee, shall be presumed to have submitted his resignation at the commencement of the 3rd
such meeting. The remaining members of the Finance Committee shall notify the District Governor of the member’s 3rd
consecutive absence and the District Lodge shall proceed to select a replacement to fill the vacancy in accordance with these
By-laws. Immediately thereafter, the District Secretary shall notify the member of his dismissal from the Finance Committee by
regular mail. In addition, the District Secretary shall notify the newly elected member of his selection to serve and shall obtain
his consent to serve, in writing. Extenuating circumstances, if presented prior to the third meeting, may be considered to
excuse the absences. In the event that the Chairman of the Committee has resigned for any reason, the District Lodge, by
majority vote, shall designate a new Chairman to serve until a new Chairman is elected at the next District Convention.
SECTION SEVEN
INVESTMENT PROCEDURES AND POLICIES
7.1 The Auditing Committee will audit the Report of the Standing Finance Committee at the District Convention.
7.2 Investments monitored by the Standing Finance Committee shall include:
a. Scholarship endowments;
b. Journey to Greece funds; and
c. General funds earmarked for long-term (beyond 1- year).
All monies collected for these funds shall be turned over to the Standing Finance Committee by the respective committees for
immediate investment.
7.3 The Standing Finance Committee shall invest at least 60% of the funds as follows:
a. Corporate stocks and/or bonds in companies whose bonds are rated BBB or better by Standard and Poor’s, or Baa or
better by Moody's. Stocks and/or bonds of lower rating may be purchased if they are insured as to payment of interest and
principal by an independent insurance agency.
b. Obligations of the United States government or any of its entities.
c. Insured Certificates of Deposit of no more than a 3- year term.
d. No-load mutual funds investing in high-grade corporate bonds.
"No-load" shall mean a fund that does not impose a sales commission, redemption fee or a 12(b)(1) charge.
e. No-load mutual funds investing in Federal Government, agency or other appropriate entity securities.
f. Convertible bonds carrying the ratings noted in 7.3a.
g. Short-term corporate notes rated as in 7.3a.
h. Money market accounts offered through an accredited financial institution.
i. Insured passbook savings accounts.
j. Investment trusts holding securities outlined in 7.3a, b, and c, and trading on a major exchange.
7.4 The Standing Finance Committee may invest no more than 40% of the funds in equity mutual funds, without limitation
between Domestic and International funds.
7.5 Any gain accruing from the sale of debt instruments shall be credited to the principal of the Scholarship Fund. Loss
from such sales shall be construed as a loss in principal value.
7.6 In the event that the cost of a bond includes accrued interest, an equivalent amount from the first scheduled interest
payment will be added to the principal of the fund.
7.7 If a maturing bond was purchased at a discount to face value, the entire face value will be considered as part of the
principal. If the bond was purchased at a premium to face value, the same condition will apply, with the premium being
considered part of current income.
7.8 If annual income exceeds the total needed to fund the annual scholarships, the excess will be added to the principal.
7.9 The Standing Finance Committee will be responsible for the disposition and disbursement of cash on hand.
7.10 The Standing Finance Committee will report the amount of funds available for annual scholarships to the Scholarship
Committee. The Committee will insure that adequate cash is made available for this purpose.
7.11 At least once a year the Standing Finance Committee shall prepare an article for the Powerline describing its
activities.
7.12 A copy of the Standing Finance Committee Annual Report shall be made available to any scholarship donor upon
request the mailing is to occur no later than September 1 and is to include a cover letter from the Standing Finance Committee.
7.13 The fiscal year for the Investment program shall be from April 1 to March 31 of the following year. The annual report
and audit shall be as of March 31 of each fiscal year.
7.14 The Standing Finance Committee may act on the disposition of 25% of the principal without prior consent of the
District Lodge, but subject to all stated conditions. An additional 25% of principal may be restructured upon consultation with
the District Lodge and its designees.
7.15 These procedures may be amended by a 2/3 vote of the District Lodge.
7.16 The District Treasurer and members of the Standing Finance Committee shall be indemnified and held harmless from
investment decisions and any resulting consequences of decisions made by any and all previous District Treasurers,
investment committees, committee members and/or their agents. Adequate surety shall be obtained through expenditure of
District operating funds to provide for indemnification required herein.
7.17 All management fees incurred with investment of funds shall be paid from income. No such fees shall be paid out of
principal.
7.18 The address of record for all correspondence relating to the committee and the investments shall be that of the
Executive Secretary.
(PROVISIONS FOR VARIOUS TYPES
OF SCHOLARSHIP FUNDS)
7.19 All monies, financial investments and/or negotiable securities, etc., collected on behalf of AHEPA Scholarships shall
be deposited in the corpus of the permanent scholarship fund except as outlined below in this section.
7.20 Expenses incurred as a result of fund raising activities for scholarships are deemed an exception to paragraph 7.19.
7.21 300 Club Funds and/or 500 Club Funds expended in the calendar year that they are collected are deemed an
exception to paragraph 7.19. 300 Club Funds and/or 500 Club Funds left over from the calendar year and 300 Club Pledges
and/or 500 Club Pledges that are paid in full during the first calendar year of the pledge will be directed to the corpus of the
permanent scholarship fund.
7.22 Any program to raise funds recommended by the Scholarship Committee and approved by the District Lodge to
supplement current scholarships is deemed an exception to paragraph 7.19 so long as the donor(s) of the funds are aware
that those funds will be used to supplement current scholarships.
SECTION EIGHT
PUBLICATIONS
8.1 The District Lodge shall publish a bulletin or magazine titled the Powerline for the edification of the members of the
Power District #4 AHEPA family on matters concerning the activities of the District Lodge, the Chapters, members of the AHEPA
family, and other relevant matters of general interest.
8.2 The Powerline shall be published a minimum of 3 times a year and distributed to the membershiop by mail. All editions
of the Powerline shall be simultaneously posted on the Power District #4 Website.
8.3 The District Governor is responsible for the publication and distribution of the Powerline. He may appoint an editor
and/or publisher to assist him in the financing, editing, publishing and distributing of the Powerline. The District Governor shall
review and approve the content of all issues prior to publication.
8.4 It shall be the obligation of Chapter secretaries, members of the District Lodge to periodically communicate newsworthy
items relating to their activities.
8.5 Financing of the publication will be provided in part by an approved appropriation from the District Treasury and the
Daughters of Penelope. Additional funds may be secured by the sale of advertising space and by projects approved by the
District Lodge.
8.6 Each District Lodge officer should be assigned a set of specific Chapters from which he should collect newsworthy
information and photographs for publication. The District Secretary should inform each Chapter of this appointment.
SECTION NINE
AWARDS
9.1 The "AHEPAN OF THE YEAR" will be selected for the award on the following basis:
9.2 An AHEPAN OF THE YEAR Committee shall be composed of 5 members appointed by District Governor immediately
following the District Convention; 2 members shall be Past District Governors, the other 3 selected from the District at large.
9.3 The Committee shall award the title to a person who has made an outstanding contribution to the Hellenic culture in
America. The contributions may be in the form of exemplary service to the AHEPA, the Hellenic Orthodox Church, the arts,
general sciences, social work or political science. Persons who have gained prominence in their field of endeavor, be it
business or a profession, may also be considered for the award.
9.4 The Executive Secretary shall mail to each Chapter Secretary no later than January 15 of each year, Recommendation
Forms for selection of the AHEPA Man of the Year Award.
9.5 The President and Secretary of each Chapter may submit the Recommendation Form (or a reasonable facsimile
thereof) after endorsement by the Chapter, the name of a candidate for consideration for the AHEPA Man of the Year Award.
The Recommendation Form shall be returned to the Executive Secretary and shall be received or postmarked no later than
March 15 of the year for consideration. The recommendation should be in a form of a resume of the candidate's
accomplishments.
9.6 The selection of the AHEPAN OF THE YEAR Award must be completed by the Committee by June 1 of each year and
the award given by the District Governor at the annual banquet held during the District Convention.
9.7 In order to increase the interest of the Chapters for the District, the following District trophies are proposed and will be
awarded annually:
a. Largest percentage increase in membership and reinstatements.
b. Largest number of new members and reinstatements.
c. Most active Chapter of the year in social and community programs as judged by District Lodge.
SECTION TEN
CHARITABLE PROJECTS
10.1 The District Governor shall annually appoint a committee to be comprised of 3 Ahepans whose responsibility it shall
be to select a charitable project worthy of support and to suggest the nature of the support to be provided, including financial
support. Non-financial support could include, by example, blankets for needy persons, canned food drives, etc.
10.2 Such charity shall be located in the Commonwealth of Pennsylvania.
10.3 The District Budget shall include a line item allocating a minimum financial contribution of $100 per year to the
selected charity.
10.4 The Committee may raise other funds to be designated for the benefit of the selected charity.
“The Camp At Mount Tabor” Charitable Project
10.5 “The Camp At Mount Tabor” is designated as an official District No. 4 Charitable Project.
10.6 The District Lodge shall appoint a Project Chairman to serve a 5-year term and be designated as “Mount Tabor
Project Chairman” for a 5-year term beginning July 1, 2004 and ending June 30, 2009. Upon conclusion of the initial term and
thereafter, the District Lodge shall appoint a Project Chairman to serve 5-year terms. In the event of a vacancy, the District
Lodge shall appoint a Project Chairman to serve the remainder of the term.
10.7 The Project Chairman is authorized to collect by legal means, contributions under the auspices of Power District No. 4
for donation to “The Camp At Mount Tabor Special Fund.” All funds collected shall be immediately forwarded to the District
Treasurer for deposit in General Fund and accumulated. The District Treasurer shall account for the funds in the General
Fund as “The Camp At Mount Tabor Special Fund”.
10.8 Reimbursement of expenses in the performance of the duties of the Project Chairman shall be subject to the approval
of the District Lodge and shall be paid only from funds collected on behalf of the Charitable Project. Request for approval for
reimbursement of expenses must be accompanied by a generally accepted detailed accounting of funds raised and expenses
incurred.
10.9 Contributions shall be disbursed to the benefit of the Charitable Project on an annual basis, or more often, upon
approval of the District Lodge.”
SECTION ELEVEN
ATHLETICS
11.1 Convention Athletics Activities shall include:
11.2 Golf
The District Athletic Director and Convention Athletic Director should work together to make all arrangements as to time,
place, entrance fees and trophies for a golf tournament. Suggested Trophies to be awarded include:
Low Medalist
Second Low Medalist
Low Handicap
11.3. Bowling
The District Athletic Director and the Convention Athletic Director should work together as to time, place, entrance fees and
trophies for a bowling tournament. Suggested Trophies to be awarded include:
High Team Total Actual Score
High Individual Total Single
High Individual Total Single
High Individual Total Triple
11.4 The cost of the awards presented at District Athletic events shall be paid from Tournament fees. All tournament
trophies are to be presented at the site of the tournament by the District Convention City Athletic Directors.
(amended, July 1, 2005)
11.5. Special Athletic Awards -
The District Lodge is to appropriate funds or seek a donor to underwrite the cost of a trophy(s) (not to exceed $20.00) for an
East and/or West High School Scholar - Athletic Award, to be given as qualified recipients are available, to one of Greek
Heritage who exemplifies the Greek tradition in athletics. The District Athletic Director should make this presentation at the
Convention Banquet. The prospective awardees’ names should be submitted to the District Lodge at its last meeting prior to
the District Convention. A similar award can be made to a college athlete who has best exemplified the Greek Heritage in
college athletics.
The District Athletic Director should investigate the possibility of a Fall Sports Jamboree to include golf, bowling, basketball, etc.
tournaments.
An appropriation of $150.00 is to be made to the District Athletic Director for trophies for District Athletic competition.
SECTION TWELVE
PROTOCOL
12.1 The following order should be used for a Head Table at a District function:
a. No. 1 Position: Guest of Honor/Supreme President.
b. No. 2 Position: District Governor.
c. Next positions alternate according to rank.
Note: (It is to the best judgment of all social editors that the District Governor of the AHEPA outranks all other members of the
National Orders, Officers, with the exception of the Supreme President.)
Seating at No. 1 Table
Guest of Honor – Position No. 1
Supreme President
District Governor
Member of Clergy, Highest Rank - if not represented, then Pastor of City where the affair is being held.
National Figure
State Figure
Seating at No. 2 Table
Member of Clergy
All Supreme Officers
Lt Governor
Secretary of AHEPA
Treasurer of AHEPA
National Office Secretary
State Office Secretary
District Governor of Auxiliaries
President of Host Chapter
Judges, Educators, etc.
(amended, July 1, 2005)
SECTION THIRTEEN
DISCIPLINE OF MEMBERS
13.1 The following procedure is established for discipline of members.
13.2 Written Complaint Required :
When a member in good standing of Power District # 4 shall deem that he has a grievance against another member of Power
District #4, or believes a member to be guilty of conduct in violation of the principles of the Order, he may file a complaint in
writing with the the District Governor of Power District #4, with an information copy to the Executive Secretary.
13.3 Examination of Merits of Complaint :
The District Governor, within 30 days after the receipt of such a complaint as is referred in Section 13.2 of this Article, shall
appoint a Committee comprised of unbiased members of Power District #4, to investigate and ascertain the facts on which the
complaint is based. The appointment of the committee and the investigation conducted thereby shall be secretly done. The
Committee shall report its findings to the District Lodge at its first regular meeting following the completion of the investigation,
which shall be no later than 90 days after appointment of the Committee.
13.4 Decision On Merits of Complaint :
If after hearing the report of the Committee which investigated the complaint, a majority of the District Lodge officers present at
such regular meeting believe that the grounds on which the complaint is founded constitute a proper and just cause for further
action, and that the matter comes within the jurisdiction of Power District #4, the member complained against (defendant) shall
be called to account and shall be placed on trial by the District Lodge. The District Secretary shall give the defendant at least 2
weeks prior written notice of the date, time, and place of the hearing and a list of the charges to be presented.
13.5 Defendant & Trial Officers:
The defendant may appear at said trial represented by an attorney of his selection, who may or may not be an attorney-at-law
but who shall be a member of this Order. The District Governor shall appoint an attorney to prosecute, who may or may not be
a member of this Order. The District Governor shall preside as judge at such proceedings or may, at his discretion, appoint a
member of Power District #4 to act as presiding Officer at such trial. The presiding officer shall have full authority and control
over all the proceedings for the purpose of hearing the testimony and shall vote upon the final verdict. The District Governor,
whether or not presiding as the judge, shall be eligible to cast a vote on the final verdict.
13.6 Matters of Verdict & Punishment:
BALLOTING: Upon the conclusion of the trial, and the arguments of those only appointed to represent the Chapter and
defendant respectively, the presiding judge shall request the District Lodge members present to render their verdict, first on
the guilt or innocence of the defendant. The verdict shall be expressed by secret ballot and shall be taken and counted by the
District Governor.
VERDICT: If the majority of the ballots cast read “not guilty,” the defendant shall be acquitted and the charges against him shall
be dismissed. If, however, the majority of the ballots cast read “guilty,” the presiding judge shall request the District Lodge
members in attendance to render their verdict on the question of punishment. A verdict of expulsion from the Order shall
require a 2/3 vote of the Chapters members present and vote, a verdict of a letter penalty shall require only a majority vote.
The Supreme Lodge shall be notified of the disciplinary actions taken, In the event of a verdict for expulsion, the verdict shall
be forwarded to National Headquarters with a request that the member be expelled.
DELIBERATIONS:The defendant shall be excluded from the room during the District Lodge's deliberations and voting on the
case.
13.7 Appeals, Forms and Procedure
APPEAL NOTICE: A member who has been placed on trial by the District Lodge and a verdict thereof has been rendered
against him may, within 30 days after conviction, appeal therefrom to the Supreme Lodge by mailing through the Secretary of
the Supreme Lodge his appeal, in writing, wherein he shall recite briefly, accurately, and concisely all the important facts
connected with the case and trial thereof, and shall point out specifically the grounds on which the appeal is made.
ADDITIONAL COPIES: At the same time the appellant, who files his appeal with the Secretary of the Supreme Lodge, shall also
deliver or mail copies thereof to the person who presided over the trial in question and to the District Governor.
SUPREME LODGE JUDGMENT: The Supreme Lodge shall investigate the appeal and pass judgment. Their decision shall be
final.
AUTOMATIC STAY: When an appeal is made to the Supreme Lodge, the District Governor shall automatically stay all further
actions until final judgment is issued by the Supreme Lodge
13.8 Procedure, Re-Admitting Expelled Members
A member of the Order of AHEPA who has been expelled from the Order pursuant to this Section may be re-admitted as
provided under the Constitution of the Order of AHEPA.
POWER DISTRICT NO. FOUR
BY-LAWS
2007 EDITION
Effective September 11, 2007
Last Convention Updates 2007
As approved by the 75th District Convention
All comments or suggestions should be sent to :
Steve C. Nicholas
512 Alden Street, Harrisburg, PA 17109
e-mail to:
steve_nicholas@comcast.net
TABLE OF CONTENTS
SECTION ONE: Chapters of Power District 4 3
SECTION TWO: District Lodge 7
SECTION THREE: Executive Secretary 14
SECTION FOUR: Conventions 16
SECTION FIVE: Steve M. Pahides Memorial
AHEPA District 4 Scholarship
Program 22
SECTION SIX: Standing Finance Committee 29
SECTION SEVEN: Investment Procedures/Policies 33
SECTION EIGHT: Publications 37
SECTION NINE: Awards 39
SECTION TEN: Charitable Projects 40
SECTION ELEVEN: Athletics 42
SECTION TWELVE: Protocol 43
SECTION THIRTEEN: Discipline of Members 45
SECTION ONE
CHAPTERS OF POWER DISTRICT #4
SECTION ONE
CHAPTERS OF POWER DISTRICT #4
1.1 Every Chapter shall pay a District Obligation in an amount established by these By-laws. The Chapter District
Obligation is $7.00 per member that is allocated as follows: $3.50 to the District Lodge General Fund; $1.00 to the Scholarship
Fund for administration purposes; and $2.50 to the POWERLINE. It is the responsibility of the Chapter Secretary to timely remit
the District Obligation to the District Executive Secretary. Life members are exempt from the payment of the District Obligation.
1.2 Every Chapter shall remit its District Obligation to the Executive Secretary at the same time that it remits its per capita
obligations to the Supreme Headquarters. The District Obligation is due no later than December 31 of each year.
1.3 The Chapter’s District obligation must be paid in full for both the prior and current years to be eligible to participate in
the following District programs:
a. Election of delegates/alternates to participate in the annual District Convention.
b. Consideration as a Convention City;
c. Participation in District Athletic programs;
d. Sponsoring applicants for District Scholarship awards;
e. Participation in the Journey to Greece programs;
f. Receipt of the POWERLINE.
1.4 Each Chapter shall appoint a Chapter Scholarship Chairman whose duties within his Chapter’s jurisdiction should
include publicizing the District Scholarship program, distributing District Scholarship Application forms and assisting Applicants
in processing the Applications.
1.5 The Chapter Secretary shall forward a written copy of its Chapter Officer election results to the District Governor & the
Executive Secretary within 30 days after election or appointment but no later than July 31st of each year.
1.6 The Chapter President shall provide to the District Governor and the Executive Secretary no later than September 30
of each year, in writing, the following information regarding his term of office:
a. Schedule of meetings & programs
b. Date for Installation of Officers
c. Dates of initiations
d. Dates of special Chapter social events
e. Annual dues payable by each member
1.7 The Chapter President shall provide the District Governor & the Executive Secretary with a bi-monthly report of
Chapter activities for dissemination throughout the District.
1.8 The Chapter Secretary shall include the District Governor & the Executive Secretary on the Chapter’s mailing list to
receive meeting notices, and other communications sent to Chapter members.
1.9 Chapters are encouraged to sponsor banquets or similar affairs during and in commemoration of National Education
Week that falls during the week of Veterans' Day in November.
1.10 Chapters are encouraged to invite the District Governor & members of the District Lodge to all Chapter meetings and
functions. If an invitation is extended, the District Governor or a member of the District Lodge should attend the event.
1.11 Chapters should appoint a visitation committee to solicit inactive members to pay their dues and attend chapter
meetings and functions. The Vice-President shall chair the committee.
1.12 All Chapters shall maintain a proficient degree team.
1.13 All Chapters shall submit an Annual Report, with 50 copies for distribution at the District Convention. The Annual
Report may be mailed to the Executive Secretary to be received no later than June 1 prior to the Convention, or, may be
brought to the Convention by a delegate.
1.14 The Annual Report shall be circulated to the delegates and included as part of the Convention Minutes. The annual
report may be sent to the Executive Secretary no later than June 1 prior to the Convention, or, may be brought to the
Convention by a delegate.
1.15 The Annual Report will include information regarding the Chapter, including:
a. Total Chapter membership as of December 31 of the prior year
b. Number of Members initiated during the current year
c. Number of Chapter meetings held during year
d. Status of National & District obligations
e. Social events held during the current year
f. Amount of annual Chapter dues
g. List of Chapter Officers for the new term of office
1.16 Each Chapter shall elect qualified Delegates & Alternates to the District Convention. The Chapter Secretary shall
submit those names to the Executive Secretary no later than June 1 of each year with (1) verification of the election date and
(2) verification that each has paid his chapter dues, national per capita and district obligations.
1.17 A Chapter is the sponsor of its duly elected delegates & alternates to the District Convention and thereby assumes
responsibility for all checks issued by the Chapter and/or its member(s) for convention registration fees. In the event any check
issued in payment for such fees is returned as non-negotiable, and the member does not submit negotiable funds within 10
days after the date of the mailing of notice by certified mail, return receipt requested, addressed to the member’s home
address (as contained in the District records), plus a $35.00 service charge for each such dishonored check, the member’s
Chapter shall be immediately notified and the Chapter shall be responsible to immediately submit all such fees, plus service
charges, to the Convention Host Chapter. In the event the sponsoring Chapter does not submit negotiable funds within 10 days
after the date of the mailing of notice by certified mail, return receipt requested, addressed to the Chapter President and
Chapter Secretary, the Chapter shall be ineligible to participate in future District Conventions and or to qualify for privileges set
forth at Section 1.3 of these By-Laws, until the required payment is submitted.
1.18 In the event any check issued by a Chapter to Power District #4 in payment of any District Obligation, or to any
Convention City Host Chapter in payment of any District Convention registration fees or any Convention Album advertisement
fees, is dishonored and the payor Chapter does not submit negotiable funds within 10 days after the date of the mailing of
notice by certified mail, return receipt requested, addressed to the Chapter President and the Chapter Secretary, the Chapter
shall be ineligible to participate in future Conventions and or to quality for the privileges set forth in Section 1.3 of these By-
Laws, until the required payment is submitted.
1.19 All Chapters are encouraged to support the efforts of the Convention City by advertising in the Convention album.
1.20: All Chapters shall appoint a Powerline e-mail Co-coordinator to communicate Chapter news to the Powerline Editor for
publication in the Powerline. (added July 1, 2005)
SECTION TWO
DISTRICT LODGE
2.1 The District Lodge shall meet at least four times each fiscal year, including an organizational meeting to be held at the
close of the District Convention. The minutes of each meeting shall be recorded by the District Secretary and a copy shall be
distributed to the Executive Secretary and to all Chapters.
2.2 The District Lodge will sponsor at least 1 seminar each year, preferably at a central location.
2.3 The District Lodge shall insure that each Chapter is visited at least 1 time during the year by at least one District
Lodge Officer.
2.4 The District Lodge shall insure that the Executive Secretary performs his responsibilities and duties. Upon the
expiration of the term of the Executive Secretary, the District Lodge shall select and appoint an Executive Secretary to a 3-year
term.
2.5 The District Lodge should be proficient as a degree team and offer their services to the Chapters of Power District #4.
2.6 Upon notice from the District Treasurer that a Chapter is delinquent in its District Obligations, the District Lodge shall
discipline a Chapter by declaring it ineligible for the rights and privileges set forth in Section 1.3 of these By-laws.
2.7 The District Lodge may not exceed the Budget approved at the District Convention.
2.8 Every District Lodge Officer shall prepare an Annual Report to be submitted to the Executive Secretary no later than
June 1 prior to the Convention, with 50 copies. The annual report shall be distributed to convention delegates and shall be
included in the Convention minutes. The Annual Report should include the following information:
a. Activities performed in the discharge of his duties
b. A list by date and location of all Lodge functions and
Chapter visitations attended
c. A list of recommendations for consideration by the
Convention
d. A breakdown of expenses incurred
2.9 District Lodge Officers shall file a report of their reimbursable expenses with the District Treasurer no later than 10
days before the Annual Convention.
2.10 Travel expenses for Lodge Officers in the performance of their official duties shall be set at the rate approved for
mileage reimbursement for charitable institutions as established by the Internal Revenue Service and shall be a portion of the
officer’s budgeted appropriation. District Lodge Officers shall file a report of their expenses with the District Treasurer no later
than 10 days before the Annual Convention.
2.11 A District Lodge Officer shall not be entitled to reimbursement for expenses until the District Lodge jewels emblematic
of his Office are returned upon completion of his term. A District Lodge Officer may purchase his jewel at the prevailing market
price.
2.12 No member of the District Lodge, whether elected or appointed, excluding the Powerline publisher and the Executive
Secretary, may be paid an allotment allowance, or be awarded in any way unless he accumulates a minimum of 3 points during
the term of office. 1 point is earned for:
a. Attendance at a District Lodge meeting
b. Attendance at District Seminar
c. Attendance at the District Convention
d. Making 2 Chapter visitations, excluding his home Chapter.
2.13 The District Lodge shall set the registration fee to be paid at the District Convention. The fee shall be set in
consultation with the Host Chapter.
2.14 The District Lodge, upon written request of the Host Chapter, may approve changes to the standard Convention
format described at Section Four of these By-laws.
2.15 The District Lodge shall notify the convention host chapter of the convention schedule 4 months in advance via
official correspondence.
2.16 A District Sons Advisor shall be appointed by the District Lodge for a term of period of 3 years.
Responsibilities of the District Governor
2.17 The newly elected District Governor will meet with Convention Officers and the Executive Secretary at the close of the
Annual Convention in order to establish the procedure and timetable for the preparation and certification of the Convention
Minutes and delivery to the Executive Secretary for printing and distribution no later than September 30. Distribution to those
Brothers/Chapters with a current E-mail address shall be through E-mail. Distribution to any Brothers and Chapters without an
E-mail address shall be by 1st class mail.
2.18 The District Governor shall insure that
a. All District Lodge Officers submit their reports timely to the Executive Secretary, required by Section 2.6.
b. All Chapters submit reports as required at Section 1.5 and the Annual Chapter Report as required by Section 1.14 of
these By-laws.
2.19 The District Governor shall appoint a Chairman of the Journey to Greece Program. The appointee's name and
address shall be forwarded to Supreme Headquarters so that matters pertaining to the program can be sent to him.
2.20 The District Governor shall hold a Convention site meeting with the District Governors of the Daughters, Sons and
Maids in order to facilitate a cooperative approach to Convention planning with the host Chapter.
2.21 The District Governor shall appoint a Committee of at least one member but no more than three members to review
the By-laws and make recommendations for technical corrections at the annual convention.”
2.22 The District Governor shall appoint a Committee to be designated by the District Governor to audit the books of the
District Treasurer at Mid-term.
2.23 The District Governor shall appoint a Projects Committee to explore, recommend and execute District projects and
programs intended to promote and publicize the Hellenic ideals and philanthropic purposes of the AHEPA Order.
2.24 The District Governor shall call each District Convention to Order. (added, July 1, 2005)
Responsibilities of the Lt Governor
2.25 The District Lt Governor shall coordinate the purchase of a gift for the District Governor to be presented at the
Governors' luncheon. It is recommended that the gift be presented by the Toastmaster.
Responsibilities of the District Treasurer
2.26 The District Treasurer shall insure that the District odge does not exceed the budget approved by the District
Convention.
2.27 The annual budget shall provide a discretionary fund for use by the District Lodge, in an amount not to exceed 5% of
anticipated receipts, exclusive of scholarship monies. All expenditures from this fund must be approved by at least a 2/3 vote of
the District Lodge at a regular meeting or special meeting callled for such a purpose.
2.28 At the end of each fiscal year, surplus funds will be deposited in a special advance fund. Up to $3,000 can be
advanced to the incoming District Lodge as initial working capital. This advance shall be returned to the fund no later than
February 1 of the following year.
2.29 The books and records of the District Treasurer shall be audited a minimum of two times a year.
2.30 The first audit shall be conducted at midyear by a Committee appointed by the District Governor. The second audit
shall be conducted by the Audit Committee at the District Convention.
a. The District Treasurer shall close his books effective June 1 of the current year for purposes of the Convention audit.
b. The District Treasurer shall account to the audit committee for all receipts and disbursements from June 1 of the
current year to the date of his replacement.
c. Nevertheless, the District Treasurer shall continue to perform his duties until such time as a successor is elected at the
District Convention or the District Treasurer is replaced pursuant to these By-Laws.
d. All bills of the District Lodge for payment must be submitted one week before the start of the District Convention.
e. The District Treasurer shall establish the Power District No. 4 General Account with a multi-branch statewide-bank, so
that all funds received by the Executive Secretary and others collecting funds may be deposited upon receipt of same.
f. The District Treasurer shall reconcile all bank statements on a monthly basis and forward such reconciliation to the
District Governor and the Chairman of the Standing Finance Committee, which reconciliation shall include year-to-date
budget report. (amended, July 1, 2005)
g. Journey to Greece funds shall be maintained in a separate account, as are the Scholarship funds.
separate account, as are the Scholarship funds.
2.31 The District Treasurer shall secure and escrow any funds in any deposit accounts held in the name of the Sons of
Pericles District Lodge until such time as the Sons’ District Lodge is reactivated.
2.32 The District Treasurer shall notify the District Lodge if a Chapter fails to pay District obligation by December 31.
Responsibilities of the District Secretary
2.33 The District Secretary shall include copies the minutes of the meetings of the District Lodge as part of his annual
convention reports.
2.34 The outgoing District Secretary shall deliver all
minutes and records, and all district officer jewels to the incoming District Secretary.
2.35 The District Secretary shall obtain, in writing, from each Chapter President no later than September 30, a schedule of
meeting dates and the program agenda for the Chapter President’s term of Office.
2.36 The District Secretary shall immediately following the District Convention, in coordination with the District Treasurer
notify all Banks/Institutions in which District Funds are deposited that the signature of any two (2) of the following District
Officers are required to negotiate checks: Governor, Lt. Governor, Secretary and Treasurer. (added July 1, 2006)
SECTION THREE
EXECUTIVE SECRETARY
3.1 The Executive Secretary shall be a member in good standing of the Order of AHEPA.
3.2 The Executive Secretary shall be appointed by the District Lodge to serve for a term of three years. The Executive
Secretary may serve more than one term.
3.3 The Executive Secretary shall perform duties described in the By-laws, and shall:
a. Maintain permanent District records;
b. Maintain District Membership records;
c. Mail information to the Chapters;
d. Mail District Obligation billings to the Chapters;
e. Notify Chapters of the names and addresses of the District Lodge by July 15 following the Convention;
f. Distribute convention minutes to each District Lodge member, each Past District Governor and to each Chapter
Secretary;
g. Keep District By-laws current and mail a list of revisions approved at the annaual convention to those individuals
designated at Section 3.3f;
h. Insure that the By-laws are reprinted every 3 years. The distribution of By-laws shall be to those individuals designated
at Section 3.3f. Distribution to Brothers/Chapters with a current e-mail address shall be through e-mail. Distribution to any
Brothers and Chapters without an e-mail address shall be by 1st class mail;
i. Advise the District Lodge, as requested;
j. Notify Chapter Presidents of the Chapter representatives eligible to participate as Delegates & Alternates at the District
Convention;
k. Deliver representatives’ credentials directly to the Convention Credentials Chairman.
l. Mail a pre-Convention notice to the Chapters that shall include a list of standing Convention committees and a form to
permit delegates to select committees they wish to serve on at the convention.
m. Provide each Chapter Secretary with a Convention Reporting form to: (1) verify the election of the delegates &
alternates to represent the chapter; and, (2) verify payment of the national per capita tax, chapter dues and the district
obligation.
n. Publish at the Annual Convention the dates of expiration of all terms of office that are not annual terms, including the
terms of office of members of the Scholarship & Standing Finance Committee. The Executive Secretary shall mail to each
Chapter Secretary no later than January 15 of each year, Recommendation Forms for selection of the AHEPA Man of the
Year Award. (added, July 1, 2005)
o. Supervise the registration of delegates and alternates to the District Convention. (added, July 1, 2007)
3.4 The Executive Secretary shall be issued convention credentials and shall have the right to vote at the Annual Convention.
3.5 All expenses of the Executive Secretary, including salary, shall be a budget line item approved at the District Convention.
3.6 The Executive Secretary shall maintain a current list of all members of the AHEPA and its Auxiliaries, who are eligible to
participate in the District Convention in a status other than as a delegate and alternate, such as Past District Governors, Past
Supreme Presidents who reside and are members in good standing of a Chapter located in Power District Number 4 (added
July 1, 2007), etc. Such members shall be eligible to participate in the pre-registration program and are eligible for the pre-
registration rebate credit.
3.7 The Executive Secretary shall submit a list of the pre-registrants, along with registration fees, to the Convention Host
Chapter as soon as practical.
SECTION FOUR
CONVENTIONS
(Date/Facilities)
4.1 The District Convention shall be held during the month of June, preferably during the final two weeks in order to
accommodate the end of the school year. Exceptions must be approved by the District Lodge. All auxiliaries shall be informed
of the approved dates.
4.2 The Host Chapter shall select the Convention facilities, subject to the approval of the District Lodge. The facilities
should be adequate to handle all business activities and social functions. The District Lodge shall insure that the Convention is
family-oriented and diverse group activities are encouraged while the convention is in progress.
4.3 The Convention Chapter shall submit a program, including suggested fees, to the District Lodge no later than
February 1st preceding the convention. The District Lodge may choose to change the site of the Convention under necessary
conditions and through proper procedures.
(Convention Schedule)
4.4 The District Lodge shall notify the convention host chapter of the Convention Schedule at least 4 months in advance
via official correspondence.
4.5 These By-laws establish the Convention Schedule and may be changed by the Host Chapter only with the written
consent of the District Lodge.
4.6 The business of the Convention shall be conducted as follows, keeping in mind that sufficient time shall be scheduled
to efficiently discharge all business:
Friday
3:00 pm - 6:00 pm Registration (amended July 1, 2006)
7:00 pm - Opening Ceremonies
7:00 pm - Pledge of Allegiance
7:30 pm - Convention Officers Elections, District Officer Reports, Resolutions & Legislation.
Saturday
9:00 am - Noon Registration
9:00 am - Pledge of Allegiance
9:00 am - 9:45 am Treasurer’s Report
9:45 am - 1:00 pm Committee Meetings
Noon - 1:00 pm Lunch
1:00 pm - 4:00 pm Committee Reports
4:00 pm - 5:00 pm Open Forum-"Good of the Order”
Sunday
9:30 am - Pledge of Allegiance
9:30 am - 11:30 am Reports:
Legislation Committee
Budget Committee
Election of District Officers
Installation of District Officers
Adjournment
Noon - 2:00 pm District Governor Luncheon
2:30 pm - 4:30 pm Farewell Party/Picnic (Optional)
4.7 A current District Lodge Officer may not serve as a Convention Officer, except if no qualified candidates are available
or if an elected convention officer is unable to carry out his duties during the plenary sessions. In such event, a Lodge Officer
may qualify for election.
4.8 The Convention Chairman shall appoint a chairman to the following committees:
a. Legislation/Resolutions
b. Grievance
c. District Projects
d. Athletics
e. Auxiliaries
f. Good of the District
g. Finance
h. Budget
i. Audit
j. Officer Reports
k. Convention City
(Registration Fees)
4.9 The Host Chapter shall set the registration fee subject to the approval of the District Lodge. A delegate must pay the
registration fee in full to participate in Convention meetings. Ahepa & Daughters of Penelope delegates shall pay the same fee.
Sons of Pericles & Maids of Athena delegates shall pay 75% of the set fee. The registration of delegates and alternates at the
District Convention shall be under the supervision of the Executive Secretary. (last sentence added July 1, 2007)
4.10 Payment of the Registration fee shall entitle all delegates to attend the following social functions without further charge:
a. Friday evening Welcome Party
b. Saturday night Banquet/Ball
c. Sunday Governors' Luncheon
d. Farewell Party
e. Convention Picnic
4.11 Delegates, alternates and others who are eligible to participate in the District Convention may pre-register register
with the Executive Secretary on or before June 1, in the following manner:
a. Submission of proof of eligibility to participate in the District Convention as a duly elected Chapter Delegate/Alternate;
b. Payment of the registration fee payable to the Convention Host Chapter, less $10.00 as a pre- registration rebate credit.
c. The pre-registration fee shall not be refundable for any reason.
(Host Chapter Selection)
4.12 A Chapter desiring to host a Convention shall deposit $200 with the District Lodge as a token of good faith. The
Chapter shall submit a written proposal to be considered by the Convention City Committee at the Annual Convention, that
should include the following information:
a. Written certification of the Chapter President to that the proposal was adopted at a regular Chapter meeting, with
a quorum present
b. Current Chapter Status (Chapter Annual Report submitted at the Convention will satisfy this item)
c. Status of Auxiliary Chapters – in place or contemplated
d. Description of the proposed facilities, including meeting and banquet room availability,
back-up accommodations, room rates, etc.
e. Supporting documentation from the proposed facility is encouraged
f. Any information on the host site, including peripheral activities, local attractions, available media, etc
g. Date of last convention hosted
4.13 The Convention City Committee will consider all qualified bids. A Chapter bid reflecting an active Daughters of
Penelope Chapter should be strongly considered. The Convention City Committee will make a recommendation to the
Convention as part of its report.
4.14 Pursuant to the Supreme Constitution, host chapter selections may occur up to two years in advance. Once a host
chapter is selected, future bidders will be notified of that selection, at which time they may withdraw their bid. No re-selection of
a host chapter may occur, unless the previously selected host withdraws its sponsorship, or is found to be in conflict with the
qualification to host a convention. Bid deposits of unselected bidders shall be returned to the submitting chapters.
4.15 In the event that no Chapter or a combination of Chapters is willing to host the District Convention, the District Lodge
shall be responsible for hosting the District Convention.
(Convention Dignataries)
4.16 The Host Chapter shall extend the courtesy of complimentary registrations and rooms to the Power District #4
Governor of the Ahepa and the Auxilaries. A complimentary room shall be provided to the official representative of the
Supreme Lodge for the AHEPA and each Auxilary.
4.17 Sons of Pericles and Maids of Athena District Governors shall be guests at all major Convention functions.
(Miscellaneous)
4.18 The Convention may begin on a Saturday, subject to the approval of the District Lodge.
4.19 If a District Convention is scheduled for an ocean cruise whereby the convention leaves port en masse on the 1st
day, the time for registration shall occur during the 1st 3 hours following departure from port.
4.20 The Convention City shall appoint an Ad Hoc Chairman who will coordinate convention athletic activities with the
District Athletic Director.
4.21 The Convention City shall have a program of activities organized for the Sons' and Maids' athletic and social events.
4.22 Reports of the Auxilary District Governors may be included in the Convention minutes.
SECTION FIVE
Steve M. Pahides Memorial AHEPA District 4
Scholarship Program.
(Scholarship Committee Chairman)
5.1 The District Lodge shall appoint the Scholarship Committee Chairman for a term of four years. The Chairman may not
serve as Chairman for more than two consecutive terms. The Chairman should have an education background.
5.2 The District Lodge may remove the Scholarship Chairman from office by a majority vote for failure to discharge his
duties as specified in these by-laws.
5.3 The duties of the Scholarship Chairman include:
a. Maintaining records, including processed applications, active academic files of students, and progress reports of
recipients after graduation.
b. Making certain that the availability of District scholarships, application forms, & filing deadline dates are published &
circulated among all District Chapters.
c. Publishing proper procedures for application and requirements for consideration of a scholarship.
d. Publicizing the names of recipients in the Powerline, the Ahepan, and local newspapers of interest to a recipient.
e. Giving written notice as soon as possible after the scholarship awards are announced to all applicants and their
sponsoring Chapter of scholarship selection or non-selection. The letter must promote goodwill within the Order. This matter
must be reviewed in the first meeting of the Scholarship Committee each fiscal year.
f. Insuring that Scholarship award checks are issued and distributed as soon as possible with an appropriate
congratulatory letter.
g. Establish a meeting schedule for the Scholarship Committee.
5.4 The Scholarship Committee Chairman shall be issued convention credentials and shall have all rights of a delegate at
the Annual Convention.
5.5 The Scholarship Committee Chairman shall be reimbursed in an amount equal to the annual District Convention
Registration fee provided that: (1) he is duly registered at the convention, and (2) he has attended at least 75% of the formal
Scholarship Committee meetings during the prior year.
(Scholarship Committee)
5.6 Prepare and insure widest distribution in District #4, a Scholarship Application that shall include both required
information for all applicants and an optional Financial Statement section for applicants seeking the larger grants.
5.7 The Scholarship Committee shall meet a minimum of 2 times between the Annual Convention, at the call of the
Chairman.
5.8 The Scholarship Committee will be comprised of the following voting members:
a. Scholarship Chairman
b. Immediate past District Governor
c. Ahepa District Governor
d. Daughters of Penelope District Governor
e. Ahepa District Treasurer
f. 4 Ahepa members at large, elceted at the District Covention to 4-year terms
g. 1 representative of the Daughters of Penelope selected for a 4-year term
The respective District Governor of the Sons of Pericles and the Maids of Athena, or their designated representatives shall be
non-voting advisors.
5.9 The term of a committee member may not exceed 8 consecutive years.
5.10 In the event a member of the Scholarship Committee is unable to serve the full term, the District Lodge by a majority
vote will appoint a replacement to serve until the next District Convention. In the case of the Daughters’ representative, the
replacement shall be elected by the Daughter’s District Lodge. A permanent replacement for the balance of the unfilled term
shall be elected at the next District Convention.
5.11 No official business of the Committee shall be held, including the selection of the recipients, unless a quorum is
present. 4 members of the Scholarship Committee shall constitute a quorum.
5.12 The Powerline shall provide prominent space in at least two issues, preceding the scholarship application deadline.
(Applicants)
5.13 An Applicant for a scholarship shall be a resident of Power District #4, a member of a District #4 AHEPA, Sons,
Daughters or Maids Chapter, or a child, stepchild, or grand child of a District #4 AHEPAN or Daughter of Penelope.
5.14 Scholarships shall be awarded for one academic year. A Recipient may reapply annually subject to the provisions set
forth in these By-laws.
5.15 An Applicant may be (1) a high school graduate about to enter an accredited institution of higher learning or (2) a
student already attending such an institution.
5.16 An Applicant must produce evidence of scholarly achievement by obtaining a minimum grade point average of 2.50 to
receive scholarship consideration.
5.17 To qualify for a larger grant, the Applicant may complete the optional financial statement.
5.18 (deleted, July 1, 2005)
(Scholarship Application)
5.19 A Scholarship Application form, approved and circulated by the Scholarship Committee, must be completed by the
Applicant.
5.20 The Application shall include the following information:
a. Applicant’s personal history.
b. A scholastic history, certified by the applicant’s high school, college, university or institution of learning.
c. An Applicant must complete an optional financial need statement for consideration of larger grants.
5.21 The Application must be endorsed by the President and Secretary of a sponsoring District #4 AHEPA chapter. The
Application must be accompanied by a copy of the student’s transcript showing his/her cumulative grade point average.
5.22 All applications must be mailed to the Scholarship Committee Chairman by first class mail, postage prepaid; or, by
certified mail, return receipt requested, to be received no later May 15. The Scholarship Committee may announce an
extension of the filing deadline
5.23 The Applicant is responsible to insure that the application is properly completed and timely received.
(Scholarship Selection)
5.24 Scholarships shall be awarded on basis of the following criteria:
a. Scholastic achievement is the sole criterion for selecting a pool of potential scholarship recipients.
b. Based upon criteria established by the Scholarship Committee, the largest grants shall be awarded to the most needy
students, in order of need. To qualify for a larger grant, the Applicant must complete and file the optional financial statement
that is attached to the Scholarship Application.
5.25 An Applicant shall be awarded no more than 0.2 points to his/her Grade Point Average (GPA) as follows:
a. A total of 0.1 points shall be added to the reported GPA if the parent(s) or legal guardian(s) of an
applicant is a member in good standing of an Order of AHEPA or the Daughters of Penelope Chapter located in Power
District 4.” (amended, July 1, 2005)
b. A total of 0.1 points shall be added to the reported GPA if the sponsoring chapter is in good standing with both the
National and District Headquarters.
5.26 When all other qualifications are equal, preference in awarding a scholarship shall be given to an applicant related to
a member of the AHEPA family.
(Miscellaneous)
5.27 Available scholarships shall be listed in descending order of amount available.
5.28 The amount of each titled scholarship grant shall be based on the income earned from the donated principal. The
exact amount will be equal to the income earned rounded off to the next lower $25.00 increment.
5.29 The scholarship award may be made payable to the student or his/her designated college, university or higher
learning institution.
5.30 The Scholarship award will be considered a distributed gift, with no financial obligation imposed upon the recipient.
5.31 Final selection of scholarship recipients will be made by the Scholarship Committee and forwarded to the District
Lodge. The names of the recipients will be announced and circulated as soon as possible at the Annual District Convention.
(amended, July 1, 2005)
(Scholarship Fund)
5.32 The District Scholarship Fund shall accept all contributions from individuals, chapters and other organizations. A
donor may name a scholarship that shall be known as a “Living Scholarship” and the grant will be awarded in the donor’s name.
5.33 All donations shall be published in the District POWERLINE publication. The amount of the donation shall be
published only with the consent of the donor.
(Living Scholarships)
5.34 The Scholarship Committee shall endeavor to foster, promote and to seek funding for the AHEPAN "Living
Scholarship" program.
5.35 The minimum donation required to establish a titled scholarship shall be $3,500.
5.36 AHEPA "Living Scholarships” as donated shall be perpetual. The principal of each endowment shall be invested and
only the interest will be used for the payment of Scholarships.
5.37 At the time of the donation, the donor of a "Living Scholarship” may establish specific eligibility requirements for
receipt of that scholarship. Such requirements may relate to disciplines such as law, engineering, pre-med, etc. but shall not be
in conflict with the conditions set forth in these By-laws.
5.38 "AHEPA Living Scholarships" shall be available for undergraduates programs unless otherwise specified by the donor
(s).
5.39 All "Living Scholarship" awards shall be granted for one academic year. A recipient may reapply annually subject to
the provisions set forth in these By-laws.
SECTION SIX
STANDING FINANCE COMMITTEE
6.1 A Standing Finance Committee shall oversee the investment and management of all District funds.
6.2 The Finance Committee shall consist of 3 Ahepans elected at a District Convention to serve staggered 3-year terms
and shall include the District Governor and District Treasurer who shall serve as voting members during their elected term of
Office.
6.3 A member of the Finance Committee may not serve more than 6 consecutive years. If a vacancy occurs, the District
Lodge shall appoint a replacement to serve until the next District Convention at which time a replacement will be elected to
serve the balance of the vacated term.
6.4 Election of the Finance Committee shall be held in conjunction with the election of the District Lodge Officers. All
Brothers in good standing in District #4 are eligible to serve on the Finance Committee. If not present at the time of election, a
Brother in good standing may submit a letter of acceptance of nomination to the Convention Chairman.
6.5 The Finance Committee Chairman shall be issued convention credentials with the right to vote at the Annual
Convention. The other two members of the Standing Finance Committee shall not be entitled to a vote at the Annual
Convention unless otherwise qualified to vote at the Convention.
6.6 Members of the Standing Committee shall annually elect their officers including a Chairman & Secretary. The District
Governor & District Treasurer may not serve as Committee officers. The Finance Committee shall meet at least 3 times each
year either at the request of the District Governor, at the discretion of the Chairman or through a petition of the other 2 elected
Committee members. A quorum shall consist of a simple majority of the Committee.
6.7 Members of the Finance Committee may not have a conflict of interest regarding District funds. No funds shall be
invested in any account in which a member of the Finance Committee, any member of their immediate or extended family
(individuals related by marriage, etc.), or their employer, as the case may be, has a pecuniary interest. Investment
professionals, including stock brokers) may serve as members of the Committee and as consultants. This “conflict of interest”
provision shall be afforded the widest interpretation.
6.8 The Standing Finance Committee shall have the following duties and responsibilities:
a. Manage and invest all funds over which the District Convention has jurisdiction, including operating funds, District
general fund, monies in the District’s foundations, corporations, & committees.
b. Insure investment of all funds in accordance with the “Investment Procedures and Policies” set forth in these By-laws.
c. File written reports with the District Lodge at the time of each transaction, but not less than semi- annually.
d. Approve all transactions by a majority vote of the Finance Committee.
e. Approve, by majority vote, the leasing, mortgaging and management all real property of the District after the transaction
has the approval of 2/3rds of the entire membership of the District Lodge.
f. Advise the District Governor, District Lodge, and the District Convention, when in session, on all financial matters.
g. Recommend policies, actions, public statements and other matters pertinent to District finances.
h. Review policies, programs and activities of the District’s foundations, corporations and committees to insure their
development and execution are
consistent with decisions of the District Conventions
i. Recommend creation or termination of foundations, corporations and committees to the District Convention;
j. Develop and recommend benefit programs on behalf of the members of the District;
k. Prepare and submit legislative proposals in advance for consideration at the District Convention.
l. The Legislative/Resolutions Committee of the District Convention may include members of the Finance Committee.
6.9 The District Lodge may buy, sell or transfer real property only when the transaction has been approved by:
a. at least 2/3rds of the entire membership of the Finance Committee, and
b. at least 2/3rds of all Convention delegates who are registered at and eligible to vote at the District Convention.
c. or; by approval of a majority of active Chapters in the District in the period between conventions.
6.10 The Finance Committee may appoint subcommittees to fulfill its duties. A subcommittee may call upon individuals
knowledgeable to assist in its deliberations.
6.11 The Chairman of the Finance Committee (as a standing committee) will present a report on the status of District
investments to the District Convention for review and approval. This report will include a summary of all funds and all activities
carried out by the Committee.
6.12 The Finance Committee shall be reimbursed the annual District Convention registration fee provided: 1) they are duly
registered at the convention and 2) they have attended at least 75% of the formal Standing Finance Committee meetings
during the previous year.
6.13 Any member of the Standing Finance Committee who for any reason, fails to attend 2 consecutive regularly
scheduled meetings of the Committee, shall be presumed to have submitted his resignation at the commencement of the 3rd
such meeting. The remaining members of the Finance Committee shall notify the District Governor of the member’s 3rd
consecutive absence and the District Lodge shall proceed to select a replacement to fill the vacancy in accordance with these
By-laws. Immediately thereafter, the District Secretary shall notify the member of his dismissal from the Finance Committee by
regular mail. In addition, the District Secretary shall notify the newly elected member of his selection to serve and shall obtain
his consent to serve, in writing. Extenuating circumstances, if presented prior to the third meeting, may be considered to
excuse the absences. In the event that the Chairman of the Committee has resigned for any reason, the District Lodge, by
majority vote, shall designate a new Chairman to serve until a new Chairman is elected at the next District Convention.
SECTION SEVEN
INVESTMENT PROCEDURES AND POLICIES
7.1 The Auditing Committee will audit the Report of the Standing Finance Committee at the District Convention.
7.2 Investments monitored by the Standing Finance Committee shall include:
a. Scholarship endowments;
b. Journey to Greece funds; and
c. General funds earmarked for long-term (beyond 1- year).
All monies collected for these funds shall be turned over to the Standing Finance Committee by the respective committees for
immediate investment.
7.3 The Standing Finance Committee shall invest at least 60% of the funds as follows:
a. Corporate stocks and/or bonds in companies whose bonds are rated BBB or better by Standard and Poor’s, or Baa or
better by Moody's. Stocks and/or bonds of lower rating may be purchased if they are insured as to payment of interest and
principal by an independent insurance agency.
b. Obligations of the United States government or any of its entities.
c. Insured Certificates of Deposit of no more than a 3- year term.
d. No-load mutual funds investing in high-grade corporate bonds.
"No-load" shall mean a fund that does not impose a sales commission, redemption fee or a 12(b)(1) charge.
e. No-load mutual funds investing in Federal Government, agency or other appropriate entity securities.
f. Convertible bonds carrying the ratings noted in 7.3a.
g. Short-term corporate notes rated as in 7.3a.
h. Money market accounts offered through an accredited financial institution.
i. Insured passbook savings accounts.
j. Investment trusts holding securities outlined in 7.3a, b, and c, and trading on a major exchange.
7.4 The Standing Finance Committee may invest no more than 40% of the funds in equity mutual funds, without limitation
between Domestic and International funds.
7.5 Any gain accruing from the sale of debt instruments shall be credited to the principal of the Scholarship Fund. Loss
from such sales shall be construed as a loss in principal value.
7.6 In the event that the cost of a bond includes accrued interest, an equivalent amount from the first scheduled interest
payment will be added to the principal of the fund.
7.7 If a maturing bond was purchased at a discount to face value, the entire face value will be considered as part of the
principal. If the bond was purchased at a premium to face value, the same condition will apply, with the premium being
considered part of current income.
7.8 If annual income exceeds the total needed to fund the annual scholarships, the excess will be added to the principal.
7.9 The Standing Finance Committee will be responsible for the disposition and disbursement of cash on hand.
7.10 The Standing Finance Committee will report the amount of funds available for annual scholarships to the Scholarship
Committee. The Committee will insure that adequate cash is made available for this purpose.
7.11 At least once a year the Standing Finance Committee shall prepare an article for the Powerline describing its
activities.
7.12 A copy of the Standing Finance Committee Annual Report shall be made available to any scholarship donor upon
request the mailing is to occur no later than September 1 and is to include a cover letter from the Standing Finance Committee.
7.13 The fiscal year for the Investment program shall be from April 1 to March 31 of the following year. The annual report
and audit shall be as of March 31 of each fiscal year.
7.14 The Standing Finance Committee may act on the disposition of 25% of the principal without prior consent of the
District Lodge, but subject to all stated conditions. An additional 25% of principal may be restructured upon consultation with
the District Lodge and its designees.
7.15 These procedures may be amended by a 2/3 vote of the District Lodge.
7.16 The District Treasurer and members of the Standing Finance Committee shall be indemnified and held harmless from
investment decisions and any resulting consequences of decisions made by any and all previous District Treasurers,
investment committees, committee members and/or their agents. Adequate surety shall be obtained through expenditure of
District operating funds to provide for indemnification required herein.
7.17 All management fees incurred with investment of funds shall be paid from income. No such fees shall be paid out of
principal.
7.18 The address of record for all correspondence relating to the committee and the investments shall be that of the
Executive Secretary.
(PROVISIONS FOR VARIOUS TYPES
OF SCHOLARSHIP FUNDS)
7.19 All monies, financial investments and/or negotiable securities, etc., collected on behalf of AHEPA Scholarships shall
be deposited in the corpus of the permanent scholarship fund except as outlined below in this section.
7.20 Expenses incurred as a result of fund raising activities for scholarships are deemed an exception to paragraph 7.19.
7.21 300 Club Funds and/or 500 Club Funds expended in the calendar year that they are collected are deemed an
exception to paragraph 7.19. 300 Club Funds and/or 500 Club Funds left over from the calendar year and 300 Club Pledges
and/or 500 Club Pledges that are paid in full during the first calendar year of the pledge will be directed to the corpus of the
permanent scholarship fund.
7.22 Any program to raise funds recommended by the Scholarship Committee and approved by the District Lodge to
supplement current scholarships is deemed an exception to paragraph 7.19 so long as the donor(s) of the funds are aware
that those funds will be used to supplement current scholarships.
SECTION EIGHT
PUBLICATIONS
8.1 The District Lodge shall publish a bulletin or magazine titled the Powerline for the edification of the members of the
Power District #4 AHEPA family on matters concerning the activities of the District Lodge, the Chapters, members of the AHEPA
family, and other relevant matters of general interest.
8.2 The Powerline shall be published a minimum of 3 times a year and distributed to the membershiop by mail. All editions
of the Powerline shall be simultaneously posted on the Power District #4 Website.
8.3 The District Governor is responsible for the publication and distribution of the Powerline. He may appoint an editor
and/or publisher to assist him in the financing, editing, publishing and distributing of the Powerline. The District Governor shall
review and approve the content of all issues prior to publication.
8.4 It shall be the obligation of Chapter secretaries, members of the District Lodge to periodically communicate newsworthy
items relating to their activities.
8.5 Financing of the publication will be provided in part by an approved appropriation from the District Treasury and the
Daughters of Penelope. Additional funds may be secured by the sale of advertising space and by projects approved by the
District Lodge.
8.6 Each District Lodge officer should be assigned a set of specific Chapters from which he should collect newsworthy
information and photographs for publication. The District Secretary should inform each Chapter of this appointment.
SECTION NINE
AWARDS
9.1 The "AHEPAN OF THE YEAR" will be selected for the award on the following basis:
9.2 An AHEPAN OF THE YEAR Committee shall be composed of 5 members appointed by District Governor immediately
following the District Convention; 2 members shall be Past District Governors, the other 3 selected from the District at large.
9.3 The Committee shall award the title to a person who has made an outstanding contribution to the Hellenic culture in
America. The contributions may be in the form of exemplary service to the AHEPA, the Hellenic Orthodox Church, the arts,
general sciences, social work or political science. Persons who have gained prominence in their field of endeavor, be it
business or a profession, may also be considered for the award.
9.4 The Executive Secretary shall mail to each Chapter Secretary no later than January 15 of each year, Recommendation
Forms for selection of the AHEPA Man of the Year Award.
9.5 The President and Secretary of each Chapter may submit the Recommendation Form (or a reasonable facsimile
thereof) after endorsement by the Chapter, the name of a candidate for consideration for the AHEPA Man of the Year Award.
The Recommendation Form shall be returned to the Executive Secretary and shall be received or postmarked no later than
March 15 of the year for consideration. The recommendation should be in a form of a resume of the candidate's
accomplishments.
9.6 The selection of the AHEPAN OF THE YEAR Award must be completed by the Committee by June 1 of each year and
the award given by the District Governor at the annual banquet held during the District Convention.
9.7 In order to increase the interest of the Chapters for the District, the following District trophies are proposed and will be
awarded annually:
a. Largest percentage increase in membership and reinstatements.
b. Largest number of new members and reinstatements.
c. Most active Chapter of the year in social and community programs as judged by District Lodge.
SECTION TEN
CHARITABLE PROJECTS
10.1 The District Governor shall annually appoint a committee to be comprised of 3 Ahepans whose responsibility it shall
be to select a charitable project worthy of support and to suggest the nature of the support to be provided, including financial
support. Non-financial support could include, by example, blankets for needy persons, canned food drives, etc.
10.2 Such charity shall be located in the Commonwealth of Pennsylvania.
10.3 The District Budget shall include a line item allocating a minimum financial contribution of $100 per year to the
selected charity.
10.4 The Committee may raise other funds to be designated for the benefit of the selected charity.
“The Camp At Mount Tabor” Charitable Project
10.5 “The Camp At Mount Tabor” is designated as an official District No. 4 Charitable Project.
10.6 The District Lodge shall appoint a Project Chairman to serve a 5-year term and be designated as “Mount Tabor
Project Chairman” for a 5-year term beginning July 1, 2004 and ending June 30, 2009. Upon conclusion of the initial term and
thereafter, the District Lodge shall appoint a Project Chairman to serve 5-year terms. In the event of a vacancy, the District
Lodge shall appoint a Project Chairman to serve the remainder of the term.
10.7 The Project Chairman is authorized to collect by legal means, contributions under the auspices of Power District No. 4
for donation to “The Camp At Mount Tabor Special Fund.” All funds collected shall be immediately forwarded to the District
Treasurer for deposit in General Fund and accumulated. The District Treasurer shall account for the funds in the General
Fund as “The Camp At Mount Tabor Special Fund”.
10.8 Reimbursement of expenses in the performance of the duties of the Project Chairman shall be subject to the approval
of the District Lodge and shall be paid only from funds collected on behalf of the Charitable Project. Request for approval for
reimbursement of expenses must be accompanied by a generally accepted detailed accounting of funds raised and expenses
incurred.
10.9 Contributions shall be disbursed to the benefit of the Charitable Project on an annual basis, or more often, upon
approval of the District Lodge.”
SECTION ELEVEN
ATHLETICS
11.1 Convention Athletics Activities shall include:
11.2 Golf
The District Athletic Director and Convention Athletic Director should work together to make all arrangements as to time,
place, entrance fees and trophies for a golf tournament. Suggested Trophies to be awarded include:
Low Medalist
Second Low Medalist
Low Handicap
11.3. Bowling
The District Athletic Director and the Convention Athletic Director should work together as to time, place, entrance fees and
trophies for a bowling tournament. Suggested Trophies to be awarded include:
High Team Total Actual Score
High Individual Total Single
High Individual Total Single
High Individual Total Triple
11.4 The cost of the awards presented at District Athletic events shall be paid from Tournament fees. All tournament
trophies are to be presented at the site of the tournament by the District Convention City Athletic Directors.
(amended, July 1, 2005)
11.5. Special Athletic Awards -
The District Lodge is to appropriate funds or seek a donor to underwrite the cost of a trophy(s) (not to exceed $20.00) for an
East and/or West High School Scholar - Athletic Award, to be given as qualified recipients are available, to one of Greek
Heritage who exemplifies the Greek tradition in athletics. The District Athletic Director should make this presentation at the
Convention Banquet. The prospective awardees’ names should be submitted to the District Lodge at its last meeting prior to
the District Convention. A similar award can be made to a college athlete who has best exemplified the Greek Heritage in
college athletics.
The District Athletic Director should investigate the possibility of a Fall Sports Jamboree to include golf, bowling, basketball, etc.
tournaments.
An appropriation of $150.00 is to be made to the District Athletic Director for trophies for District Athletic competition.
SECTION TWELVE
PROTOCOL
12.1 The following order should be used for a Head Table at a District function:
a. No. 1 Position: Guest of Honor/Supreme President.
b. No. 2 Position: District Governor.
c. Next positions alternate according to rank.
Note: (It is to the best judgment of all social editors that the District Governor of the AHEPA outranks all other members of the
National Orders, Officers, with the exception of the Supreme President.)
Seating at No. 1 Table
Guest of Honor – Position No. 1
Supreme President
District Governor
Member of Clergy, Highest Rank - if not represented, then Pastor of City where the affair is being held.
National Figure
State Figure
Seating at No. 2 Table
Member of Clergy
All Supreme Officers
Lt Governor
Secretary of AHEPA
Treasurer of AHEPA
National Office Secretary
State Office Secretary
District Governor of Auxiliaries
President of Host Chapter
Judges, Educators, etc.
(amended, July 1, 2005)
SECTION THIRTEEN
DISCIPLINE OF MEMBERS
13.1 The following procedure is established for discipline of members.
13.2 Written Complaint Required :
When a member in good standing of Power District # 4 shall deem that he has a grievance against another member of Power
District #4, or believes a member to be guilty of conduct in violation of the principles of the Order, he may file a complaint in
writing with the the District Governor of Power District #4, with an information copy to the Executive Secretary.
13.3 Examination of Merits of Complaint :
The District Governor, within 30 days after the receipt of such a complaint as is referred in Section 13.2 of this Article, shall
appoint a Committee comprised of unbiased members of Power District #4, to investigate and ascertain the facts on which the
complaint is based. The appointment of the committee and the investigation conducted thereby shall be secretly done. The
Committee shall report its findings to the District Lodge at its first regular meeting following the completion of the investigation,
which shall be no later than 90 days after appointment of the Committee.
13.4 Decision On Merits of Complaint :
If after hearing the report of the Committee which investigated the complaint, a majority of the District Lodge officers present at
such regular meeting believe that the grounds on which the complaint is founded constitute a proper and just cause for further
action, and that the matter comes within the jurisdiction of Power District #4, the member complained against (defendant) shall
be called to account and shall be placed on trial by the District Lodge. The District Secretary shall give the defendant at least 2
weeks prior written notice of the date, time, and place of the hearing and a list of the charges to be presented.
13.5 Defendant & Trial Officers:
The defendant may appear at said trial represented by an attorney of his selection, who may or may not be an attorney-at-law
but who shall be a member of this Order. The District Governor shall appoint an attorney to prosecute, who may or may not be
a member of this Order. The District Governor shall preside as judge at such proceedings or may, at his discretion, appoint a
member of Power District #4 to act as presiding Officer at such trial. The presiding officer shall have full authority and control
over all the proceedings for the purpose of hearing the testimony and shall vote upon the final verdict. The District Governor,
whether or not presiding as the judge, shall be eligible to cast a vote on the final verdict.
13.6 Matters of Verdict & Punishment:
BALLOTING: Upon the conclusion of the trial, and the arguments of those only appointed to represent the Chapter and
defendant respectively, the presiding judge shall request the District Lodge members present to render their verdict, first on
the guilt or innocence of the defendant. The verdict shall be expressed by secret ballot and shall be taken and counted by the
District Governor.
VERDICT: If the majority of the ballots cast read “not guilty,” the defendant shall be acquitted and the charges against him shall
be dismissed. If, however, the majority of the ballots cast read “guilty,” the presiding judge shall request the District Lodge
members in attendance to render their verdict on the question of punishment. A verdict of expulsion from the Order shall
require a 2/3 vote of the Chapters members present and vote, a verdict of a letter penalty shall require only a majority vote.
The Supreme Lodge shall be notified of the disciplinary actions taken, In the event of a verdict for expulsion, the verdict shall
be forwarded to National Headquarters with a request that the member be expelled.
DELIBERATIONS:The defendant shall be excluded from the room during the District Lodge's deliberations and voting on the
case.
13.7 Appeals, Forms and Procedure
APPEAL NOTICE: A member who has been placed on trial by the District Lodge and a verdict thereof has been rendered
against him may, within 30 days after conviction, appeal therefrom to the Supreme Lodge by mailing through the Secretary of
the Supreme Lodge his appeal, in writing, wherein he shall recite briefly, accurately, and concisely all the important facts
connected with the case and trial thereof, and shall point out specifically the grounds on which the appeal is made.
ADDITIONAL COPIES: At the same time the appellant, who files his appeal with the Secretary of the Supreme Lodge, shall also
deliver or mail copies thereof to the person who presided over the trial in question and to the District Governor.
SUPREME LODGE JUDGMENT: The Supreme Lodge shall investigate the appeal and pass judgment. Their decision shall be
final.
AUTOMATIC STAY: When an appeal is made to the Supreme Lodge, the District Governor shall automatically stay all further
actions until final judgment is issued by the Supreme Lodge
13.8 Procedure, Re-Admitting Expelled Members
A member of the Order of AHEPA who has been expelled from the Order pursuant to this Section may be re-admitted as
provided under the Constitution of the Order of AHEPA.