Sample Letters
Affiliated Society Letter
January 18, 2011
Dear Society President
We are very pleased that your Society is affiliated with the American Association of Petroleum Geologists. There are many mutual benefits to your involvement in the AAPG and our involvement in your Society. One of the benefits is the exchange that takes place every year at the AAPG House of Delegates’ meeting between the delegates of each of the affiliated societies from around the world.
As this year’s Chairman of the AAPG House of Delegates, I am contacting you directly to encourage you to send a delegate to our next meeting which is in Houston, Texas, on Sunday morning, April 10, 2011. The strength of AAPG is in the work of its active members through the HoD delegates, and I am concerned as we have missed having your delegate attend over the past two years.
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 your Society after two years of non-attendance to encourage participation and to determine if you are still an active society. We attempted to do that last year but received no response. I am contacting you today for the same purpose and will also be sending letters to the appropriate AAPG Section President and to your members who are also AAPG members.
Please feel free to give me a call or e-mail; or contact Jeanne Harris at 303.534.0708 or gandhpc@earthlink.net, who is currently the Chair of the Resolutions Committee, and let us know your status. I very much encourage your Society to participate in the Houston meeting. The HoD is a very dynamic group of individuals who are leaders in their communities.
Delegates must be Active members with their dues current. If you have an elected delegate who is unable to attend, attached is a listing of Active Members who could be appointed as a Delegate to attend the AAPG Annual Meeting in Houston on April 10, 2011. If you are not able to send a delegate to the Houston meeting and still wish to maintain affiliation with AAPG, please let us know. If we do not hear from you, or your members, our next step is to begin the disaffiliation process.
Thank you very much for your attention to my request.
Regards,
SS-David H. Hawk
AAPG HoD Chair