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Peggy Hazelrigg Files
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Originally Processed With FOIA(s):
FOIA Number:
2007-0753-F
2007-0753-F
FOIA
MARKER
This is not a textual record. This is used as an
administrative marker by the George Bush Presidential
Library Staff.
Record Group/Collection:
George H.W. Bush Presidential Records
Collection/Office of Origin: Advance, White House Office of
Series:
Hazelrigg, Peggy, Files
Subseries:
OA/ID Number:
06986
Folder ID Number:
06986-001
Folder Title:
Binder: Assistant Director for Trip Coordination Manual
Stack:
Row:
Section:
Shelf:
Position:
G
9
18
1
3
PRESIDER THE OF VISA STATES OF UNUM THE UNITED
ASSISTANT DIRECTOR FOR
TRIP COORDINATION
MANUAL
Office of Presidential Advance
THE WHITE HOUSE
WASHINGTON
February 1990
MEMORANDUM FOR ADMINISTRATIVE CONTACTS
FROM:
ANITA C. BEVACQUA
DIRECTOR, WHITE HOUSE PERSONNEL
SUBJECT:
CHECK-OUT PROCEDURES FOR WHITE HOUSE OFFICE STAFF
What the Administrative Contact should do:
To arrange for departure of an employee from the White House
Staff obtain the Resignation Form and Check-out Form from
the Personnel Office and have the departing employee
complete the forms and return them to the White House
Personnel Office.
What an employee should do:
1) Notify the Personnel Office at least one week before
departure.
2) Complete the resignation form and return it to the
Personnel Office, as soon as your exact departure date is
known; but no later than three days before your
departure.
3) Complete the Check-out form and return it to the White
House Personnel Office no later than your last day on
duty. This clearance form provides guidelines for you to
notify various offices which need information about your
departure. PLEASE NOTE: Your final paycheck will be
rerouted to the White House Personnel Office for final clearance.
Your final paycheck will be sent to you only after your completed
Check-out Form has been returned to White House Personnel.
4) You may wish to consider completion of a form for Refund
of Retirement Deductions (if they were withheld from your pay and
you are not going to another Federal Agency). These forms will
be furnished separately to each individual based on their type of
retirement coverage (CSRS or FERS).
5) If you are enrolled in the Thrift Savings Plan and you
are not going to another Federal Agency, you will need to obtain
the "Withdrawing Your TSP Account Balance" booklet, which
outlines your TSP benefits and withdrawal options.
Please direct all questions regarding departures from the White
House Office Staff to the Personnel Office, Room 6, OEOB (x2260).
Withdrawal/Redaction Sheet
(George Bush Library)
Document No.
Subject/Title of Document
Date
Restriction
Class.
and Type
01. Form Letter
Leo Tomeu to Personnel Office
3/30/92
(b)(6)
Re: Resignation (1 pp.)
Collection:
Record Group:
Bush Presidential Records
Office:
Advance, Office of
Series:
Hazelrigg, Margaret J. (Peggy), Files
Subseries:
WHORM Cat.:
File Location:
Binder: Assistant Director for Trip Coordination Manual
Date Closed:
8/7/2007
OA/ID Number:
06986-001
FOIA/SYS Case #:
2007-0753-F
Appeal Case #:
Re-review Case #:
Appeal Disposition:
P-2/P-5 Review Case #:
Disposition Date:
AR Case #:
MR Case #:
AR Disposition:
MR Disposition:
AR Disposition Date:
MR Disposition Date:
RESTRICTION CODES
Presidential Records Act [44 U.S.C. 2204(a)]
Freedom of Information Act - [5 U.S.C. 552(b)]
P-1 National Security Classified Information [(a)(1) of the PRA]
(b)(1) National security classified information [(b)(1) of the FOIA]
P-2 Relating to the appointment to Federal office [(a)(2) of the PRA]
(b)(2) Release would disclose internal personnel rules and practices of an
P-3 Release would violate a Federal statute [(a)(3) of the PRA]
agency [(b)(2) of the FOIA]
P-4 Release would disclose trade secrets or confidential commercial or
(b)(3) Release would violate a Federal statute [(b)(3) of the FOIA]
financial information [(a)(4) of the PRA]
(b)(4) Release would disclose trade secrets or confidential or financial
P-5 Release would disclose confidential advice between the President
information [(b)(4) of the FOIA]
and his advisors, or between such advisors [a)(5) of the PRA]
(b)(6) Release would constitute a clearly unwarranted invasion of
P-6 Release would constitute a clearly unwarranted invasion of
personal privacy [(b)(6) of the FOIA]
personal privacy [(a)(6) of the PRA]
(b)(7) Release would disclose information compiled for law enforcement
purposes [(b)(7) of the FOIA]
C. Closed in accordance with restrictions contained in donor's deed of
(b)(8) Release would disclose information concerning the regulation of
gift.
financial institutions [(b)(8) of the FOIA]
(b)(9) Release would disclose geological or geophysical information
PRM. Removed as a personal record misfile.
THE WHITE HOUSE
WASHINGTON
DUTIES OF ASSISTANT DIRECTOR FOR TRIP COORDINATION
TABLE OF CONTENTS
I.
ADMINISTRATION
Introduction
A.
Accounting Procedures
B.
Gift Packets
C.
Personnel
1.
Timesheets
2. Vacation schedules
3.
Parking Passes
4.
Terminating Employees
5.
New Employees
6.
Employees Transferring
7. Interns
Sample Forms:
- Parking Form
- Presidential Gift Request Form
Sample Memos for New Employees:
- Notice of New Employee
- Request for Carpet, Radio/Pager, Commission Book
- Request for Suite Key
II. TRIP COORDINATION
A.
Trip Coordinators
B. Hotels
III. EXECUTIVE ASSISTANT TO THE DIRECTOR OF ADVANCE
IV. SPECIAL PROJECTS
A.
Kennebunkport
B.
White House Photographs and Inscriptions
Check Lists
1990
THE WHITE HOUSE
WASHINGTON
DUTIES OF THE
ASSISTANT DIRECTOR OF PRESIDENTIAL ADVANCE
I.
ADMINISTRATION
INTRODUCTION
The administrative contact serves as office manager and is
responsible for the daily operations of the office; personnel
management; and accounting policy and procedures.
The administrative contact works extensively with White House
Administration, Room 1 (ext. 2500) and White House Personnel,
Room 6 (ext. 2260). The admin. contact approves all payments
made for all White House advance team travel, including hotel
room, rental car, miscellaneous costs, and per diem.
A.
ACCOUNTING PROCEDURES
The administrative contact authorizes all payments
made on behalf of this office. This includes the following:
*
Approving and signing all travel authorizations and
travel vouchers for advance travel. Always
check with the Deputy Director assigning the
advance volunteers to determine their status, that is,
whether or not advance reps. may receive per diem or if
we are just paying for hotel room, etc. In many
instances, local volunteers may receive per diem but
they are not authorized for hotel accommodations.
*
Booking hotels and negotiating hotel rack rates; and
*
Approving unusual expenses for advances (extra hotel
rooms, additional rental cars, etc.)
B.
GIFT PACKETS
A packet of 24 trinkets is provided for each trip,
consisting of cufflinks, tie bars, stick pins and pens.
Fill out and submit a Gift Request form to Room 1.
Contact: Gina Parodi, Room 1, ext. 2500.
C.
PERSONNEL
1.
Timesheets
Timesheets are due every other Friday
Paychecks are distributed alternating Fridays.
Contact: White House Personnel, Room 6, ext. 2260.
2.
Vacation schedules
Vacation schedules must be coordinated for all
staff with the approval of the Director of Advance.
3.
Parking Passes
Each time an employee joins the staff, fill out a form
and submit it to Betty Ubbens, Room 1, ext. 2500.
Monthly stickers are distributed on the first of
each month. The two special assistants have
permanent parking spaces on West Executive Avenue and
do not need monthly stickers.
4.
Terminating Employees
Below is a checklist for departing staff:
*
Submit a Memo to the Assistant to the President
for Administration from the Director of
Presidential Advance. The memo should
include name of terminating employee,
former position, and date of departure.
*
Instruct Employee to report to White House
Personnel -- Terminating employees should
report to White House Personnel for check-
out and resignation forms.
*
Update the following forms:
-
staff roster
-
staff addresses list
-
intercom listing (at each desk)
5.
New Employees
*
Submit a Memo to the Assistant to the President
for Administration from the Director of
Presidential Advance. Include name of employee,
position, starting date, and annual salary.
*
Submit a Memo to Deputy Assistant to the President
for Administration from yourself. Request Carpet
access; a radio and a pager. For advance
representatives, also request a commission book.
*
Submit the following forms to Personnel:
-
Request for Personnel Action (white)
-
Supplemental Information Sheet (blue)
NOTE: These two forms must be submitted for
employee to be placed on the White House access
list. Submit on employee's first day.
*
Instruct Employee to submit the following form to
Security:
- Security Form 86
Contacts: Personnel - Mary Carroll, ext. 2260
Security - Nancy Gemmell, ext. 2345
*
Give the following items to a new employee:
- New Employee Book
- Advance Representatives Directory
- Hotel Directory
- Staff Roster and Addresses
- Lead Pack (if an advance lead)
6.
Employees Transferring within the White House
For employees transferring to an office within
the White House, send a memo to the Assistant to
the President for Administration from the
Director of Presidential Advance alerting him to the
change in staffing. Employee must turn in their key to
TSD/USSS and parking pass to Room 1.
7.
Interns
The Advance Office has four slots for
interns, hired by the Assistant Director. The
Receptionist manual at the front desk and the New
Intern Handbook outline the interns' duties. The
White House intern coordinator is Shara Castle, Room
100, ext. 6266, who is responsible for gathering and
distributing resumes, intern programs and all intern
paperwork.
D.
PERSONNEL
1.
Timesheets
Timesheets are due every other Friday
Paychecks are distributed alternating Fridays.
Contact: White House Personnel, Room 6, ext. 2260.
2.
Vacation schedules
Vacation schedules must be coordinated for all
staff with the approval of the Director of Advance.
3.
Parking Passes
Each time an employee joins the staff, fill out a form
and submit it to Betty Ubbens, Room 1, ext. 2500.
Monthly stickers are distributed on the first of
each month. The two special assistants have
permanent parking spaces on West Executive Avenue and
do not need monthly stickers.
4.
Terminating Employees
Below is a checklist for departing staff:
*
Submit a Memo to the Assistant to the President
for Administration from the Director of
Presidential Advance. The memo should
include name of terminating employee,
former position, and date of departure.
*
Instruct Employee to report to White House
Personnel -- Terminating employees should
report to White House Personnel for check-
out and resignation forms.
*
Update the following forms:
-
staff roster
-
staff addresses list
-
intercom listing (at each desk)
5.
New Employees
*
Submit a Memo to the Assistant to the President
for Administration from the Director of
Presidential Advance. Include name of employee,
position, starting date, and annual salary.
*
Submit a Memo to Deputy Assistant to the President
for Administration from yourself. Request Carpet
access; a radio and a pager. For advance
representatives, also request a commission book.
*
Submit the following forms to Personnel:
-
Request for Personnel Action (white)
-
Supplemental Information Sheet (blue)
NOTE: These two forms must be submitted for
employee to be placed on the White House access
list. Submit on employee's first day.
*
Instruct Employee to submit the following form to
Security:
- Security Form 86
Contacts: Personnel - Mary Carroll, ext. 2260
Security - Nancy Gemmell, ext. 2345
*
Give the following items to a new employee:
- New Employee Book
- Advance Representatives Directory
- Hotel Directory
- Staff Roster and Addresses
- Lead Pack (if an advance lead)
6.
Employees Transferring within the White House
For employees transferring to an office within
the White House, send a memo to the Assistant to
the President for Administration from the
Director of Presidential Advance alerting him to the
change in staffing. Employee must turn in their key to
TSD/USSS and parking pass to Room 1.
7.
Interns
The Advance Office has four slots for
interns, hired by the Assistant Director. The
Receptionist manual at the front desk and the New
Intern Handbook outline the interns' duties. The
White House intern coordinator is Shara Castle, Room
100, ext. 6266, who is responsible for gathering and
distributing resumes, intern programs and all intern
paperwork.
PARKING CHANGES
ADD CHANGE DELETE
Date of Transaction
(All Transactions)
Permit Number
(Change and Delete only)
Last Name
(All Transactions)
(If a change, complete only items to be changed)
First Name
Last Name
Room and Building
185 1/2 OEOB
Office
EOP/PRES.ADVANCE Office Code
Parking Area (circle one)
B-NEOB
C-Seventeenth Street
E-Ellipse
SAMPLE SAMP
I-South Court
J-Jackson Place
S-State Place
W-West Executive Drive (Space Number
)
H-Hamilton Place
N-North Court (Space Number
)
F-First Lady (Space Number
)
Approved by:
Date
PLEASE PRINT ALL INFORMATION . THANK YOU
THE WHITE HOUSE
PRESIDENTIAL GIFT REQUEST FORM
Requested By:
Peggy Hazelrigg
Office of:
Extension:
Room No
Presidential Advance
7565
185½
Date Requested:
Date Needed:
2/7/91
2/8/91
Authorizing Signature:
Date:
MAKez
2-7-91
PURPOSE
Event:
Trip To:
Kennebunkport, Maine
Other: (specify)
ITEMS REQUESTED
EMS REQUESTED:
One Trinket Pack
SPECIAL INSTRUCTIONS: (i.e. gift wrap, box for travel, enclosure)
Deliver To:
Room No.
Extension:
ADMINISTRATIVE OFFICE USE ONLY
Date Order Filled:
Date Delivered:
Approved:
Date:
Input:
Office Copy
THE WHITE HOUSE
PRESIDENTIAL GIFT REQUEST FORM
Requested By:
Office of:
Extension:
Room No.
Date Requested:
Date Needed:
Authorizing Signature:
Date:
PURPOSE
Event:
Trip To:
Other: (specify)
ITEMS REQUESTED
ITEMS REQUESTED:
SPECIAL INSTRUCTIONS: (i.e. gift wrap, box for travel, enclosure)
Deliver To:
Room No.
Extension:
ADMINISTRATIVE OFFICE USE ONLY
Date Order Filled:
Date Delivered:
Approved:
Date:
Input:
Office Copy
SAMPLE MEMO: NEW EMPLOYEE
April 2, 1991
MEMORANDUM FOR PAUL BATEMAN
FROM:
JAY PARMER
SUBJECT:
PERSONNEL
(name) is joining the Office of Presidential Advance as a lead
advance representative at an annual salary of $xx,xxx. (name)
replaces (old name).
(name) 's start date is (date).
Thank you.
CC: Andy Card
Sig Rogich
SAMPLE MEMO: NEW EMPLOYEE REQUEST FOR CARPET; RADIO
& PAGER; COMMISSION BOOK
April 2, 1991
MEMORANDUM FOR ROSE ZAMARIA
FROM:
PEGGY HAZELRIGG
SUBJECT:
NEW PERSONNEL
Brian Montgomery joined the Presidential Advance Office as a
press advance representative as of June 18, 1990.
Please place Brian on the access list for the use of Carpet;
and authorize issuance of radio and pager (WHCA Ops) and a
commission book for his use (USSS).
Thank you.
II. TRIP COORDINATION
A.
TRIP COORDINATORS
The Assistant Director for Trip Coordination is
responsible for overseeing trip coordination, including
managing preparation, production and general policies
and procedures for Presidential schedules and related
trip documents. Responsibilities also include general
personnel management of the trip coordinator staff,
including hiring, payment schedules and vacation
schedules. The Assistant Director also is responsible
for planning and managing the trip coordinators
schedules and assignments; managing production of
schedules for surveys, pre-advances, advances and
Presidential trips; determining pre-advance assignments
with the staffer conducting the pre-advance; and
serving as trip coordinator.
B.
HOTELS
It is important to develop and maintain active
relationships and ongoing communications with key
contacts in the the hotel industry. Most international
and domestic hotel chains have national sales offices
in the Washington, D.C., area, and all have someone
assigned to attend to the needs of the White House.
We also try to maintain good relations with local hotel
contacts since we repeatedly visit their hotels for in-
town events. Also, you determine hotels used for pre-
advance and advance teams, White House staff, and
Presidential overnights. This includes making initial
reservations and negotiating rack rates. Once this is
done, the trip coordinator can write the hotel letter
and begin making arrangements with the hotel.
III. EXECUTIVE ASSISTANT TO THE DIRECTOR OF ADVANCE
-
Open and sort mail
-
Provide liaison with White House staff
-
Schedule appointments
-
Perform special projects as needed
IV.
SPECIAL PROJECTS
A.
KENNEBUNKPORT
The Assistant Director is the chief point of contact with
the staff hotel in Kennebunkport, the Nonantum Resort.
Withdrawal/Redaction Sheet
(George Bush Library)
Document No.
Subject/Title of Document
Date
Restriction
Class.
and Type
02. Memo
Peggy Hazelrigg to USSS
4/12/91
(b)(7)f
Re: Suite Key (1 pp.)
Collection:
Record Group:
Bush Presidential Records
Office:
Advance, Office of
Series:
Hazelrigg, Margaret J. (Peggy), Files
Subseries:
WHORM Cat.:
File Location:
Binder: Assistant Director for Trip Coordination Manual
Date Closed:
8/7/2007
OA/ID Number:
06986-001
FOIA/SYS Case #:
2007-0753-F
Appeal Case #:
Re-review Case #:
Appeal Disposition:
P-2/P-5 Review Case #:
Disposition Date:
AR Case #:
MR Case #:
AR Disposition:
MR Disposition:
AR Disposition Date:
MR Disposition Date:
RESTRICTION CODES
Presidential Records Act - [44 U.S.C. 2204(a)]
Freedom of Information Act - [5 U.S.C. 552(b)]
P-1 National Security Classified Information [(a)(1) of the PRA]
(b)(1) National security classified information [(b)(1) of the FOIA]
P-2 Relating to the appointment to Federal office [(a)(2) of the PRA]
(b)(2) Release would disclose internal personnel rules and practices of an
P-3 Release would violate a Federal statute [(a)(3) of the PRA]
agency [(b)(2) of the FOIA]
P-4 Release would disclose trade secrets or confidential commercial or
(b)(3) Release would violate a Federal statute [(b)(3) of the FOIA]
financial information [(a)(4) of the PRA]
(b)(4) Release would disclose trade secrets or confidential or financial
P-5 Release would disclose confidential advice between the President
information [(b)(4) of the FOIA]
and his advisors, or between such advisors [a)(5) of the PRA]
(b)(6) Release would constitute a clearly unwarranted invasion of
P-6 Release would constitute a clearly unwarranted invasion of
personal privacy [(b)(6) of the FOIA]
personal privacy [(a)(6) of the PRA]
(b)(7) Release would disclose information compiled for law enforcement
purposes [(b)(7) of the FOIA]
C. Closed in accordance with restrictions contained in donor's deed of
(b)(8) Release would disclose information concerning the regulation of
gift.
financial institutions [(b)(8) of the FOIA]
(b)(9) Release would disclose geological or geophysical information
PRM. Removed as a personal record misfile.
SAMPLE MEMO: NEW EMPLOYEE REQUEST FOR KEY
April 2, 1991
MEMORANDUM FOR
(b)(7)f
USSS/TSD
FROM:
PEGGY HAZELRIGG
ASSISTANT DIRECTOR
PRESIDENTIAL ADVANCE OFFICE
SUBJECT:
SUITE KEY
Please issue a key for Room 185 1/2 in the OEOB to Brian D.
Montgomery, a new member of our staff who has been issued a
permanent pass.
Should you have any questions, we can be reached at ext. 7565.
Thank you.
Withdrawal/Redaction Sheet
(George Bush Library)
Document No.
Subject/Title of Document
Date
Restriction
Class.
and Type
03. Manual
Re: Kennebunkport (1 pp.)
n.d.
(b)(7)(e), (b)(7)(f)
Collection:
Record Group:
Bush Presidential Records
Office:
Advance, Office of
Series:
Hazelrigg, Margaret J. (Peggy), Files
Subseries:
WHORM Cat.:
File Location:
Binder: Assistant Director for Trip Coordination Manual
Date Closed:
8/7/2007
OA/ID Number:
06986-001
FOIA/SYS Case #:
2007-0753-F
Appeal Case #:
Re-review Case #:
Appeal Disposition:
P-2/P-5 Review Case #:
Disposition Date:
AR Case #:
MR Case #:
AR Disposition:
MR Disposition:
AR Disposition Date:
MR Disposition Date:
RESTRICTION CODES
Presidential Records Act - [44 U.S.C. 2204(a)]
Freedom of Information Act - [5 U.S.C. 552(b)]
P-1 National Security Classified Information [(a)(1) of the PRA]
(b)(1) National security classified information [(b)(1) of the FOIA]
P-2 Relating to the appointment to Federal office [(a)(2) of the PRA]
(b)(2) Release would disclose internal personnel rules and practices of an
P-3 Release would violate a Federal statute [(a)(3) of the PRA]
agency [(b)(2) of the FOIA]
P-4 Release would disclose trade secrets or confidential commercial or
(b)(3) Release would violate a Federal statute [(b)(3) of the FOIA]
financial information [(a)(4) of the PRA]
(b)(4) Release would disclose trade secrets or confidential or financial
P-5 Release would disclose confidential advice between the President
information [(b)(4) of the FOIA]
and his advisors, or between such advisors [a)(5) of the PRA]
(b)(6) Release would constitute a clearly unwarranted invasion of
P-6 Release would constitute a clearly unwarranted invasion of
personal privacy [(b)(6) of the FOIA]
personal privacy [(a)(6) of the PRA]
(b)(7) Release would disclose information compiled for law enforcement
purposes [(b)(7) of the FOIA]
C. Closed in accordance with restrictions contained in donor's deed of
(b)(8) Release would disclose information concerning the regulation of
gift.
financial institutions [(b)(8) of the FOIA]
(b)(9) Release would disclose geological or geophysical information
PRM. Removed as a personal record misfile.
Responsibilities include reserving hotel rooms for White
House staff and White House Military Office, and negotiating
room rates. WHCA and
(B)(7)
(e)(f)
(cf., Information
Book on Kennebunkport, Maine.)
B. WHITE HOUSE PHOTOGRAPHS AND INSCRIPTIONS
Each Presidential visit generates photographs with various
people from the local community who supported the trip.
These are called photo opportunities or photo ops, for short
and they are arranged by the lead advance at the airport,
hotel and various sites during the visit. The lead advance
is responsible for submitting a photo contact card to the
White House Photo Office during the trip which specifies
where the photos are to be sent. (See attached form.) The
photo office then mails the photos directly to the contacts
listed on the card usually within two weeks following the
trip. Included with the photos is a form which gives
instructions for having the photos inscribed.
If the local contact wants their photos inscribed, he/she
returns the photos to the Advance Office for processing. A
computer program (on the intern computer) is used to process
and fill out the photo inscription forms. (NOTE: Under my
instruction, the interns have traditionally been responsible
for entering the information into the computer.) The forms
are then turned in to Mary Ingalls in Correspondence, Room
94, ext. 7610. Instructions and tips are included in the
Photo Book as a reference.
Status of Photos: If a group calls regarding the status of
their photos from a recent Presidential trip, check with
Marilyn Jacanin in the White House Photographer's Office,
ext. 4050.
Ordering Extra Photos: If a group wants to order extra
photos, they should write the White House Photo Editing
Office, the White House, Washington, D.C. 20500. The
Advance Office is not responsible for taking orders
or for processing extra photos.
Domestic Check List
Determine hotel
Determine dates for pre-advance
Assign trip coordinator and distribute Trip Coordinator
Assignment Sheet
Order trinkets
International Check List
Assign trip coordinator
- determine deadlines for passports/visas
with State Department
Jeannie Bull, 647-7531
- begin developing schedule
- distribute memo to staff re: medical requirements,
water, electricity, visa requirements
Check w/ Director re: dates of survey and/or pre-
advance
Oversee preparation of briefing booklets for Lead
Advance