Kansas Sunflower Application
Last Revision: October 2003
To be considered for the Kansas Sunflower Award, this application must
be postmarked no later than May 15th.
Return to: Your State President
OBJECTIVE
To develop more effective DMA chapter organizations and to recognize the districts which have
met the necessary requirements.
SCOPE
The scope of the program includes recognition of the district’s efforts to effectively network among
members, promote professional development of members and conduct its affairs in a sound
business manner.
ELIGIBILITY
The period covered shall be the association’s program year, which is September 1
through May 31. The application is sent every spring to the president-elect who will
have several months to review the application before his/her term begins. When the
president-elect is installed as president for the district in the fall, he/she will be
responsible for submitting the award application to the state president the following
June. If the president-elect is not assuming the office of president, he/she must make
sure that the president has all the necessary materials and documents to complete the
submission of the award application.
INSTRUCTIONS
1. You must return this application with the proper documentation, labeled to ensure accuracy
in judging. Omission of any required information will be calculated as zero points
earned. Please send the original copy of your application in a neatly complied report cover
to your state president. Entries must be postmarked no later than May 15th.
2. Follow the order of the application checklist, which will ensure an accurate evaluation of
your entry. Utilize the checklist to help eliminate omitting crucial documentation. Keep it
simple and concise.
3.
If any information does not fit in the space allotted, please attach a separate sheet of paper
noting which checklist item you are referring to. Please be sure to note which question is
being answered. If answers do not correspond to questions in the application, no points will
be awarded for that answer.
4. Contact the appropriate officers to obtain specific information (i.e. budgets, bylaw revisions,
etc.).
5. Recognition of districts earning the fall DMA conference. A plaque will be presented to the
district president or a representative appointed by the president of the winning district.
6. After evaluation, the materials will be returned to the submitting officer, along with the
notification of successful completion.
7. Any discrepancy appeals shall be reviewed by the State President (or his/her designee).
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District DMA _______________________________________________
President____________________ Date Submitted ________________
Period beginning September 1st and ending May 15th.
DISTRICT MEMBERSHIP DATA
Beginning
September 1
Total DMA
Including student
Members for your district
Ending
May 15th
____________ ____________
Please print the name of the individual to contact with questions on this
application and for notification purposes. You may use either the facility or
home address.
Name _____________________________________________________________
Title ______________________________________________________________
Facility Name _______________________________________________________
Facility Address _____________________________________________________
City __________________________ State ________________ Zip ___________
Home Address ______________________________________________________
City _________________________ State __________________ Zip __________
Telephone ____/__________________(Business) _____/____________________
Telephone ____/__________________ (Home) ______/_____________________
E-mail address ______________________________________________________
(If your address is a PO Box, please include a street address so the award can be
shipped back via UPS.)
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CHECKLIST OF REQUIRED DOCUMENTATION
For Kansas Sunflower Award
Provide The Following Documents or Answers For Each Section By May 15th
Section A – Administration
10 pts. 1. District goals due to President by October 1
10 pts. 2. Documentation of goal achievement.
10 pts. 3. A copy of the current district policy and procedure manual and
bylaws are submitted to state. These items must be reviewed
annually. If revisions are made, submit new documents with this
application. State will use them as master copies for the file.
10 pts. 4. A copy of your district budget due to President by November 1.
10 pts. 5. A completed officer reporting form listing the officers, committee
chairs for the current year due to President by July 1.
5 pts. 6. A list of fund raising programs and the purpose of each program.
5 pts. 7. Include the newsletter that published the report of your financial
status.
20 pts. 8. Is your treasurer bonded? Yes ______ No _________
3 pts. 9. If not, does your bank account require two signatures?
Yes ____ No ____
(For questions 8 & 9, you will receive 20 points if you are bonded OR
3 points if you are not bonded but do require two signatures OR no
points if you do neither.)
10 pts. 10. When was your professional audit completed? ________
Please submit paperwork from your professional audit.
10 pts. 11. Do you promote/participate in national surveys, including chapter
surveys, salary survey and other surveys throughout the year (if you
have participated, you do not need to send another copy of surveys
that were completed during the year)? Yes __ No __
TOTAL POINTS POSSIBLE:
-
83/100
TOTAL POINTS EARNED: ________
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Section – B – Communication/Public Relations
10 pts. 1.
How many newsletters does your district publish during
the year? _______
(Please submit at least one with this application.)
10 pts. 2.
What is your district doing to encourage attendance at the
national meeting and state chapter meetings? * (attach
another sheet if necessary; attach and mark accordingly
any appropriate samples.) ________________________
____________________________________________
10 pts. 3.
In what ways do you promote certification within your
district and/or encourage members to take the
credentialing examination?*(attach another sheet if
necessary; attach and mark according nay appropriate
samples)______________________________________
_____________________________________________
10 pts. 4.
In what ways has your district tried to improve
administrator awareness of DMA and influence
participation or support?*(attach another sheet if
necessary; attach and mark accordingly any appropriate
samples)______________________________________
_____________________________________________
10 pts. 5.
What projects have been organized to promote DMA to
the public, including Pride in Food Service Week and
other activities?*(attach another sheet if necessary; attach
and mark accordingly any appropriate samples)________
_____________________________________________
_____________________________________________
10 pts. 6.
How do you communicate within your board of directors
(check all the apply)? (Include samples of board meeting
agendas, minutes, and announcements of board meetings
attach and mark accordingly any appropriate samples)
Phone ____ Fax ____ Mail ____ E-Mail ____
5 pts. 7.
Does your district have a banner? Yes ____ No ____
If so, how is it used?*____________________________
_____________________________________________
TOTAL POSSIBLE POINTS: 75 TOTAL POINTS EARNED ______
- 5 Section C – Education
10 pts. 1.
How do you promote your district meetings? ________________
Note: Send a copy of your promotional materials to your state
president at the same time you mail it to your members.
10 pts. (five points for each meeting)
2. When did you mail your promotional material to your members?
Fall _________________ Spring __________________
When was your meeting? Fall __________ Spring ___________
5 pts. 3.
What criteria are used to determine meeting sites?* ___________
___________________________________________________
10 pts. 4.
How are the results of the meeting evaluation forms used?*
(Include the evaluation form with this application; attach and
Mark accordingly any appropriate samples)
___________________________________________________
___________________________________________________
10 pts. 5.
What guidelines do you follow when you are selecting speakers?*
___________________________________________________
___________________________________________________
20 pts. 6. How do you recognize new members and first timers at your
Meetings? * _________________________________________
___________________________________________________
5 pts. 7.
Identify one program topic for your spring or fall conference that
was selected and how it benefited your membership.__________
___________________________________________________
___________________________________________________
20 pts. 8. Are your newly elected officers/new volunteers participating in a
Training/orientation program offered by the state?
Yes ______
No _______
10 pts. 9. What steps have you taken to gather vendor support?* (attach and
Mark accordingly any appropriate samples) _________________
___________________________________________________
TOTAL POSSIBLE POINTS: 100 TOTAL POINTS EARNED: ______
- 6 Section D – Membership
25 pts. 1. Indicate which of the following methods you have used to contact
students. Include any methods that are not listed that you do use.
a. Send invitations to attend meetings ______
b. Add students to the newsletter mailing list. ______
c. Offer special student rates at meetings. ______
d. Promote student membership and benefits. ______
e. Recognize students attending a meeting. ______
(To receive points, you must submit samples for a-e, including
letters sent to student members-mark accordingly any appropriate
samples)
25 pts. 2. Indicate which of the following methods you have used to contact
new or prospective members. Include any methods that are not
listed that you do use.
a. Send an invitation to join DMA. _________
b. Six month follow up contact for those who have not yet joined
____
c. Invite to meetings ____
d. Recognize those who attend the meeting _____
(To receive points, you must submit samples for a-e, including
letters to prospective members-mark accordingly any appropriate
samples.)
20 pts. 3. Summarize the results of your contact with former members who
have dropped their membership.* (To receive points, you must
submit samples, mark accordingly any appropriate samples.)
10 pts. 4. How many volunteers did you have serving in your district this
year? ________
20 pts. 5. Develop a means for members to supply input or ideas to the
executive board (president, president-elect, secretary and treasurer)
Submit a sample and mark accordingly.
TOTAL POINTS POSSIBLE: 100 TOTAL POINTS EARNED: ____
- 7 Section E – Government Affairs
10 pts. 1. Does your District spokesperson attend State Impact Team
meetings? Yes _____ No _____
The duties of the Impact Team are to carry out the government
affairs goals of the district.
___________________________________________________
___________________________________________________
___________________________________________________
10 pts. 2. Has the Spokesperson, with his/her Impact Team, developed
issues and/or goals for the team? (Submit goals and mark
accordingly) Yes _____ No _____
10 pts. 3. Have these issues been approved by the district board?
Yes _____ No _____
TOTAL POSSIBLE POINTS: 30
TOTAL POINTS EARNED: _________
MINIMUM REQUIRED POINTS: 200
TOTAL POINTS EARNED: _________
COMMENTS BY JUDGE: __________________________________________
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
Sunflower Award
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Coincides with State Achievement Award to offer the President opportunity to earn
the SAA for our State.
Section A-Administration
100 points possible
6, 7, 8, 10 and 11
53 points minimum
Section B-Communication
75 points possible
1 and 4
55 points minimum
Section C-Education
100 points possible
2 and 8
70 points minimum
Section D-Membership
100 points possible
1 and 2
50 points minimum
Section E-Government Affairs
30 points possible
2 and 3
10 points minimum
405 points possible
238 excluding the above mentioned requirements
200 should be minimum required to earn the Sunflower Award