Sample JF Interim Meeting Invitation Letter

2005 District I Junior Fellow
Interim Advisory Council Meeting
March 4-5, 2005
The  Courtyard by Marriott
                                                              

TO: Junior Fellow District I Advisory Council Members

 District Vice Chair
 Beth Rackow, MD

 Past District Chair


 Chair
 Britt Moore, MD

Chair
Eric Hodgson, MD

Chair
Melissa Collard, MD

Chair
Rebekah Gee, MD

Chair
Beth Prairie, MD

Chair
Brenda Roy, MD

Chair
Beth Plante, MD

Chair
Julie Wade, MD

 District Secretary-Treasurer
 Julia Cron, MD

 Advisor
 Roger Ferland, MD

 Vice Chair
 Kimberly Trites, MD

 Vice Chair
 VACANT

 Vice Chair
 Peter Manning, MD

 Vice Chair
 Liza Swedarsky, MD

Vice Chair
Susan Kearing, DO

Vice Chair
VACANT

Vice Chair
Lindsay Madom, MD

Vice Chair
VACANT

FROM:        Erica Marsh, MD

                     Junior Fellow District I Chair

DATE:         January 11, 2005

SUBJECT:  2005 Interim Advisory Council Meeting

This letter is to inform you of the upcoming Junior Fellow Interim Advisory Council Meeting, at the Providence Courtyard by Marriott in Providence, Rhode Island, scheduled for Friday, March 4, to Saturday, March 5, 2005.

All Junior Fellow District officers, Section Chairs, and Section Vice Chairs are expected to attend.  Please review the following information carefully, and retain this letter for future reference.

Hotel Information (Important:  Time Sensitive Information)

You need to call the Providence Courtyard by Marriott at 888/887-7955 to make your own hotel reservations by no later than February 11, 2005. The room block will be dropped after this date, and you will be responsible for your own lodging, which may not be covered by the District.  Reference that you are with the ACOG Junior Fellow Interim Advisory Council Meeting being held March 4-5, 2005, when calling in.

Transportation & Reimbursement

The District will reimburse you for round-trip supersaver airfare if traveling by air. The closest airport is the Providence TF Green (PVD) Airport. An alternate airport is the larger Boston Logan (BOS), which is approximately 55 miles outside of Providence.  If you are driving from home, the District will reimburse you for $.405/mile of driving.  Please note that rental cars are NOT reimbursable without prior authorization from the District I Fellow Treasurer.

Immediately following the meeting, please submit your items for reimbursement to the District I Fellow Treasurer:

John Makin, MD
District I Treasurer
Tel: 207/873-1171
Email: john2@gwi.net

Items to send for reimbursement:

  1. Completed travel expense voucher (listing your out-of-pocket expenses, i.e., lodging charges, cab fares, meals and airline expenses)
  2. Original receipt for hotel lodging charge
  3. A copy of your original airline ticket receipt or mileage charges (.405 per mile if driving)
  4. Receipts for expenses $50 and over

Reports

Junior Fellow District officers and Section Chairs must submit a written report to Megan Willis, the District I Project Manager, no later than Friday, February 11, 2005, to be included with agenda materials.

Important

If your Section has a Vice Chair vacancy, an election/appointment must take place before this interim meeting.  If a Section Vice Chair vacancy has been filled, please review the attached roster to confirm the name and address, or submit that name to myself and to Megan Willis, the District I Project Manager.  All newly elected Section Officers should be in attendance at this meeting.

Friday Night Dinner

Dinner will be at 8:00pm on Friday March 4, prior to the Saturday morning meeting. Further information regarding dinner details will follow under a separate mailing.

I look forward to seeing all of you in.  If you have any questions, please do not hesitate to contact me at emarsh@partners.org.  You may also contact Megan Willis in the District I Office at 800/598-8048 or mwillis@acog.org.

Enclosures:

RSVP Form

Hotel Directions & Reservation Information

District I Officer Roster (please review and notify the District I Office of any additions/changes)

cc:        Michael Tesoro, MD, Fellow Chair
            John Makin, Jr, MD, Fellow Treasurer
            Mark Cooper, MD, Fellow Secretary
            Megan Willis, District I Project Manager

Contact:

Christine Himes
Manager
chimes@acog.org 

Wanda Proctor
Project Coordinator
wproctor@acog.org

For information about membership, please contact:
ACOG Membership Department
(202) 863-2404
membership@acog.org