Scholarship Committee


Prior to January

  • Get Board of Directors approval on scholarship funding for the year
  • Verify our Colorado Scholarship Chair contact information on LDEI International website
  • All year long, take queries from possible applicants and keep list to notify by email later
  • Revise Application form; establish deadlines for current year’s application process

January

  • Send emails to schools, scholarship queries, other Colorado Dames, and scholarship websites
  • Send letters by “snail mail” to schools (Currently, requests for applicants are sent to each school’s Financial Aid office, plus at least one professor-contact at the school as well.)

March

Re-send emails to schools and queries as a reminder

April

Once applications are received:

  • Make list (spreadsheet) of applicants and contact information
  • Notify each applicant by email that application was received
  • Verify applicant’s student status and ID# with school officials
  • Prepare a summary of top applicants for scholarship committee members
  • Choose winners according to scholarship criteria and notify by email, phone, and “snail mail” letter. Have alternate winners selected, just in case.
  • Invite winners to May Annual Meeting (or next major meeting) as our guests
  • Notify all schools and other applicants by email of winners
  • Prepare certificates for winners
  • Verify winners’ preferences about which term the funds are applied to (e.g., quarterly, semester). The funds are sent directly to the school to be applied to the student’s tuition.

May

Give certificates to winners at May Annual Meeting (or next major meeting)

Summer

  • Treasurer writes checks and mails to Scholarship Chair
  • Scholarship chair sends letters and checks to winners’ schools, along with preferences and student ID#
  • If a winner withdraws after the school receives the funds, the scholarship committee is responsible for collecting the funds from the school.

Events & Fundraising Committee


The Events and Fundraising Committee is ultimately responsible for the concepts, planning, and execution of events, in order to provide the funding for the chapter’s scholarship programs.

The committee shall plan and organize events (or work with chapter members to organize events) to take place approximately monthly, striving to present meetings with a diverse balance of educational and social components. Events may include luncheons, dinners, tasting, seminars and lectures, etc., as well as informal get-togethers. Ideally such activities also will promote the understanding, appreciation and knowledge of food, wine and the arts of the table, either to interested sectors of the public or to those potentially or actually involved in careers related to the industries stated in our mission statement.

Per our 501C-3 status, a majority (at least 51%) of the meetings must be open to the public.

In addition to fundraising events, the committee may also initiate, plan and execute on-going efforts to derive financial support for the Chapter’s charitable and educational purposes via other routes. Sources of funds can be from within the membership (such as through the encouragement of contributions, bequests and grants), as well as from soliciting grants and sponsorships from board-approved commercial organizations such as high-quality food, wine, and hospitality businesses.

All proposals for events must be brought to the Board of Directors, including a projected budget, for Board approval and final placement on the calendar. Events shall be priced above costs so that on an annualized basis chapter programs will generate the required financial support for our scholarship programs.

Whenever possible, dates of events should be confirmed two to three months in advance, and announcements sent three to four weeks prior. The committee shall work with the chapter website administrator to use the website to post events, Constant Contact to solicit attendance from “friends of LDEI CO”, and PayPal to collect RSVPs and payments.

At events where alcohol is to be consumed, the facility should have proof of insurance certificate. For any events open to the public that are held in a member’s home, the committee should investigate the requirement for private event insurance to cover any liability.

For new events, chapter members shall run event idea by the committee chair who will take the idea to Board to approve.

The committee will ensure there is an event coordinator for each event (could be a committee member or other chapter members) who shall:

  1. Coordinate details with the restaurant/location/instructor and solicit volunteers from the chapter to help with the event as needed.
  2. Send event details to the website administrator at least one month prior (if at all possible) in order to create the content for the website and setup the PayPal system.
  3. Monitor (with the help of the Treasurer and the website administrator) the RSVP count and alert the board if there are concerns about meeting sufficient attendance to hold the event.
  4. Work with the website administrator to send additional, periodic invites or notices out both to chapter members and the “friends of LDEI” mailing list as needed to ensure events are well attended.
  5. Inform location/instructor of final numbers by the deadline required and work with the Treasurer to cover any deposits required in advance.
  6. Arrive at the event at least 30 min in advance to be there to greet Dames and guests as they arrive.
  7. Arrange for a Dame in attendance (preferably a Board Member) to welcome the group, make introductions, and if appropriate, provide a LDEI CO chapter update to attendees.
  8. Pass a sign up sheet for our newsletter for guests who might want to attend future events.
  9. Take photos and send to website administrator for possible inclusion.
  10. Send a thank you note or call location/instructor to thank them following the event.
  11. Provide a review of the event to the committee chair to present to the Board.

Green Tables Committee

Membership Committee

  1. A current LDEI CO member identifies a prospective member and sends that prospective member an application and a cover letter inviting them to apply (both can be found on the Member Section of the LDEI CO website).
  2. The current LDEI CO member assists the prospective member as needed to complete the application and then submits that to the First Vice President to nominate a perspective member.
  3. The nomination will be reviewed by the membership committee who then sends a recommendation to the Board.
    The Board votes on the prospective member.
  4. If approved, the The Treasurer creates a statement for prorated dues payment and supplies that to the First Vice President.
  5. The First Vice President sends a letter inviting or declining the application for membership.
  6. The prospective member accepts or rejects membership and pays dues within 30 days of being accepted.
  7. New members are formally presented twice yearly at chapter meetings.

Annual Timeline for the LDEI Colorado New Member Procedure

  • January 1st – Call to chapter for member recommendations – provide application and cover letter for Dames to invite colleagues directly
  • February 15th – Deadline for receiving new member application packets (to 1st VP)
  • By March 1st – Membership committee meets and reviews applications
  • By March 6th – Membership committee presents new member recommendations to the board
  • By March 11th – Board vote for approval of new applicants (in meeting or electronically)
  • Within 2 weeks of board approval – Notify new members via acceptance letter from 1st VP with dues notification
  • April TBD – Semi-annual meeting and reception to include introduction of new Dames
  • May 1st – Call to chapter for member recommendations – provide application and cover letter for Dames to invite colleagues directly
  • June 15th – Deadline for receiving new member application packets
  • By June 30th – Membership committee meets and reviews applications
  • By July 5th – Membership committee presents new member recommendations to the board
  • By July 10th – Board vote for approval of new applicants (in meeting or electronically)
  • Within 2 weeks of board approval – Notify new members via acceptance letter from 1st VP with dues notification
  • August 15th – Deadline for all members to pay annual dues to chapter Treasurer
  • September 1st – Chapter deadline for Treasurer to remit dues to International HQ
  • September TBD – Semi-annual meeting and reception to include introduction of new members

Governance Committee

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