January 18, 2011
The [name of society], of which you may or may not be a member, is an Affiliated society of AAPG. Unfortunately, it has not sent a delegate to the annual AAPG House of Delegates’ meeting, held during the AAPG Annual Convention, for the past two years. As this year’s Chairman of the AAPG House of Delegates, I am contacting you directly to let you know their affiliation with AAPG may be in jeopardy in the near future.
Delegate representation is not only a benefit, but also a requirement of affiliation. The AAPG’s Rules and Procedures direct our Resolutions Committee to contact an affiliated Society after two years of non-attendance at annual HoD meetings to encourage participation and to determine if they are still an active society. We attempted to do that last year for the [name of society] but received no response. In accordance with the Rules and Procedures, I am contacting you today for the same purpose and have also sent letters to the Society President, to your AAPG Section President, and to other AAPG members in your society area.
Often, the problem is a change in address or a lack of understanding that an Affiliated Society is required to send a delegate to remain active. If you plan to attend the AAPG meeting in Houston, April 9-13, and could volunteer to serve as an appointed Delegate, please contact your Society President.
Please feel free to give me a call or e-mail; or contact Jeanne Harris at 303.534.0708 or email@example.com, who is currently the Chair of the Resolutions Committee, and let us know the Society’s status (please use the society name as subject). If we do not hear from the Society or its members, our next step is to begin the process of disaffiliation.
Thank you very much for your attention to my request.
SS-David H. Hawk
AAPG HoD Chair