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DSOMA Meeting Minutes
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DSOMA Board Meeting
Harper Junior High, Music Room
Meeting was called to order at 7:39 P.M.
New Business
Introductions
Lisa began introductions by thanking everyone for attending the meeting so as to get an early start on activities and planning for the upcoming school year. She distributed a comprehensive list of officers and board members, orchestra directors and orchestra volunteers. Lisa also provided an attendance roster that includes names and email addresses.
Treasurer’s Report
Sharon provided copies of the Davis Combined Junior High Orchestra Budget that outlined budgeted versus actual revenues and expenses as of June 18, 2007. As of May 31, 2007, total revenue was $38,177.11 while expenses were $22,319.54.
Talking points included:
• Instrument Upkeep: To reinforce student responsibility and proper care procedures, the idea of instrument quality checks was discussed. Random and overseen by a parent volunteer but coordinated with the directors, these checks would provide extra support for expectations for district instrument usage. The high school uses 4 basses, 8 cellos, 9 violas, and 21 violins. The junior high strings program uses 9 basses, 24 cellos, 22 violas, and 75 violins.
• Money was saved on elementary workshops, field trips and guest artists. Some funding is still owed to the DHS trip accounts.
• Restructuring Financial Responsibility: Ways to handle billing/donations included no division between school sites, utilizing email/pre-addressed return envelopes, separating field trip and instrument fee payments, and providing information/forms via listserv and website. How many families are currently sign up on the listserv, and can a “board member” list be created as well?
High School Accounts
For fundraising events (example: raffle), individual trip accounts receive 75% and the overall/general account receives 25%. For quartets, the individual accounts receive 100%. Some trip accounts are not yet set up. It is necessary to designate an individual to oversee these student accounts.
Expenses
Robert distributed copies of the DSOMA financial statement for June, 2007 as well as page one of the statement for DSOMA’s checking account at First Northern Bank reflecting a daily balance of $12,893.21 as of May 31, 2007. He explained the 5 existing accounts:
2. DSOMA $12,893 (6/1/07)
3. DHS $4,222 (4/4/07)
4. fundraising $1,829 (4/4/07)
5. trip account $15,638 (10/2006)
Signature Cards
The bank suggests that 3 people have access. Lisa, Robert, and Devi were selected as core people and will be placed on the bank signature cards. Different people can still be listed on the accounts.
Meeting adjourned at 9:15 P.M.
In attendance:
Marijke Devos Sharon Premzic
Robert Chung Melissa Gregg
Lisa Nelson Lani Fulcher
Hiram Jackson Devi Eden
Debbie Finley Carol Mathisen
Amy Abramson
**************************************
Monday, July 16, 2007
Holiday Inn Express, Davis
The meeting was called to order at 7:20
P.M. by Co-President Lisa Nelson.
Old Business
Minutes
Debbie moved to amend and approve the DSOMA board meeting minutes for
March, April, and May of 2007 for clarity. Carol seconded, and the
motion was accepted by acclamation.
The minutes from the June 18, 2007 meeting were presented and reviewed.
Debbie moved to accept them as amended, Melissa seconded, and those
minutes were approved. Minutes will be sent via email prior to board
meetings to board members, orchestra directors, and other
attendees.
New Business
Insurance Update
The policy is provided by AIM and is now is place. Coverage includes
general liability, board liability, and accident/medical. Theft of
funds is not covered due to cost. This DSOMA policy mimics the coverage
selected by the band booster organization.
Tax Filing Update
Amy reported that this is still in progress but has gone beyond the
extension deadline. She has collected financial material and records
from Sharon, Robert and Michelle, and is currently collaborating with
various members to minimize some confusion regarding past deposits,
checks and expense identification. Several bank statements and
attachments including check copies are still at large but she has been
able to access some information online. Amy will produce a consolidated
statement and forward that along with other material to the accountant
for tax filing.
To clarify, five bank accounts currently exist: DSOMA, DHS, JHS, trip,
and student fundraising. The “trip” account contains funds for the high
school trips whereas the “student fundraising” account is comprised of
funds individual students have earned, tracked by Jan Carmicle.
Current balances as of June 16, 2007 are:
2. DHS Orchestra 5,317.23
3. JHS 28,597.87
4. trip (high school) 5,676.52
5. student fundraising 2,642.29
Amy also recommended tightening up
procedures to improve the accounting process. Suggestions included
requiring 2 signatures on all checks, being sure to notate the reason
on the memo line to eradicate guesswork and assist bookkeeping, and
waiting to do any consolidation of accounts until previous expenditures
and income have been clarified. Creating a new budget necessitates
clarification of the existing financial records.
The monies from the Rotary Raffle fundraiser have not yet been
transferred into student accounts. Instrument repairs have not yet been
paid for. The purchase of a new endorsement stamp may be needed
also.
Melissa requested vendor payment in the amount of $6,884.95 to Unisette
for all recording costs from June 9, 2006 through July 7, 2007. The
board approved payment of this bill.
Donation/Pledge Form
This form will undergo necessary revisions, and after adding 2007-2008
field trip information and editing, will be copied and distributed at
the beginning of the school year with the request that Russ also make
the same form available online.
Treasurer Positions
With Sharon Premzic acting as treasurer for DHS, Devi Eden was asked to
assume the role of treasurer for DSOMA. Debbie moved, Melissa seconded,
and the motion was approved. Congratulations, Devi!
Signature Cards
Bank signature cards for the DSOMA account will carry Lisa Nelson,
Robert Chung, and Devi Eden.
Other accounts will have the following:
DHS account – Lisa Nelson, Robert Chung, Sharon Premzic
JHS account – Lisa Nelson, Robert Chung, Amy Abramson
Trip account – Lisa Nelson, Robert Chung, Alden LeVerrier
Student Fundraising account – Lisa Nelson, Robert Chung
Volunteer Positions
Lisa has created and shared a template showing committee openings and
positions still needing to be filled. A “volunteer” form will be
distributed at the beginning of the school year to both junior high and
high school students. It was suggested that committees meet and work
outside of the actual board meetings with the intent to share and
report when the board convenes. Current or experienced committee
members are encouraged to assemble informative material reflecting
past, best practices that can be gathered into a “how to” binder
designed to assist future volunteer coordinators.
In addition to working with individual student fundraising accounts,
Jan Carmicle is also crafting a policy statement. Once developed, this
will be reviewed by the board members and orchestra directors at a
future meeting. As a group, the board discussed and voiced the decision
that students working as volunteers at DSOMA-sponsored activities
should not receive payment directly but can accept payment into their
individual trip (student fundraising) accounts. Funds from the Chang
scholarship also need reviewing.
Master Calendar
Lisa shared a master event calendar she has created that details
upcoming event for the 2007-2008 school year. She will email this
calendar but cautions those reviewing it to remember that some events
are still in the planning stages and have not been scheduled or
confirmed. Instruction for DJUSD begins Wednesday, August 29,
2007.
Photo Release Form
DSOMA is asking for continued discussion at the next board meeting to
address parental concerns (student anonymity) before the form is
distributed with other welcome material at the start of the school
year.
Publicity
The discussion focused upon ways and events that generate positive
publicity for the orchestras within the Davis community:
• Farmer’s Market, community performances, quartets
• Donation of past recordings (CDs) to the Davis Public Library
• Press release in recognition of Grammy Signature School award
Other
Thank you to Melissa Gregg for graciously providing meeting
space.
Next Meeting
Date: Monday, August 20, 2007
Time: 7:30 P.M.
Place: TBA
The meeting adjourned at 9:30 P.M.
In attendance:
Robert Chung Melissa Gregg
Lisa Nelson Lani Fulcher
Hiram Jackson Devi Eden
Debbie Finley Carol Mathisen
Amy Abramson
Respectfully submitted by Carol Mathisen
**************************************
Monday, August 20, 2007
Performing Arts Building, Music Room,
Davis Senior High School
The meeting was called to order at
approximately 7:30 P.M. by Co-President Lisa Nelson.
Introductions
Lisa began the meeting by welcoming everyone and asking those in
attendance to introduce themselves by name and by affiliation (student,
DSOMA role, etc.)
Approval of July Minutes
Copies of the previously approved minutes from June (2007) were
distributed along with the minutes from July. Robert suggested that the
DSOMA minutes be further amended to clarify positions or
responsibilities of those in attendance. Any future minutes will also
reflect that request. Amy moved to accept the July minutes, Debbie
seconded the motion, and the minutes were approved.
Welcome Letter Package
The following forms and other communication pieces were presented,
discussed, and amended: September letter, fieldtrip spreadsheet,
registration form, Listserv assignment, photo web site permission slip,
instrument volunteer donation, volunteer form.
Robert distributed an informative letter addressed to both senior and
junior high orchestra supporters that discusses field trips, concerts,
instrument replacement and maintenance, and DSOMA participation. The
letter also states a due date of Friday, September 7th for forms that
will be attached. Angelo explained that students will receive a cover
letter from their instructors that is attached to the syllabus; he is
comfortable with DSOMA generating this separate letter. Students will
receive papers for listserv, class syllabus, and orchestra registration
on 8/29 that are then due on 8/31. Completion and return of these forms
is considered a classroom assignment. The instrument usage form is also
due on 8/31 and was amended to include instructions for families to not
return payment with that form.
The DSOMA cover letter will be distributed with an attached donation
form. While giving details about upcoming field trip itineraries, T
shirt purchasing, clarification of the instrument maintenance donation,
and payment options, this letter informs families of the overall
financial commitment for the upcoming 2007-08 school year. Angelo
presented details regarding the high school symphony’s spring trip
during which students will benefit from the opportunity to work closely
with members of the Monterey Symphony. Orchestra boosters are
encouraged to assist with researching meal options; suggestions and
additional help are welcomed. Literature will also reflect that
students are “encouraged but not required” to attend fieldtrips as well
as the disclaimer that final costs may be influenced by the total
number of attendees. The $1 fee for attending the UCD Summer Symphony
performance will be applied toward parking costs. Forms are due Friday,
September 7th and will be available online also, but a database will
not be directly generated from these forms.
Forms for the Intermediate and Advance Orchestras from the junior high
school will also be amended and distributed. Overall concert volunteer
forms will potentially be double-sided, contain separate content for
both high school and junior high usage, and will assist the volunteer
coordinator in arranging for a full year of volunteer support. In the
search for a concert coordinator volunteer, clarification of tasks
(creation of call sheets, etc.) and time commitment was suggested as
helpful for individual planning.
After a quick tour of online web sites and photos, Marijke Devos and
Kam Stanley volunteered to be “roving” photographers for Angelo at
orchestra events. Russ has created new web sites for DSOMA and both the
high school and combined junior high orchestra groups. In addition to
continuing his technical support for those sites, he is currently
scoring music for the high school symphony’s outreach concert, The Toy
Box. Appealing to family and kids throughout the area, these free
concerts will be sponsored by DSOMA and held at the IPAB. In response
to questions over usage of student photos, the district has informed
Angelo that individual photos are allowed without names attached. The
district does send an “opt out” letter for families. Continued
discussion is needed to clarify if this applies to DSOMA (as
responsible for the web site and content) and if permission should be
added to the registration forms in terms of “yes” or “no” options for
student photo usage.
Treasurer’s Report
Amy explained that the tax filing status remains “on hold” until
remaining account information has been finalized. Final decisions may
be necessary for budgeting. All data has been entered into Quicken so
that consolidated reports can be run, and all information can be
delivered to the accountant, Andrew Newman. Amy will be assisting
Sharon Premzic and Devi Eden in the creation of a DSOMA budget.
Having DSOMA pay DJUSD employees was discussed, with the focus on
payment for organizing and adjudicating the symphonic auditions held in
April. Payments to any one person in a calendar year over $600 will
require filing of 1099 Misc. Amy volunteered to do this. As a budgeted
item, this will be discussed and voted upon for future auditions. Lani
motioned for retroactive payment to Greg Brucker of $500 for his work
involving the spring symphonic auditions during the 2006-07 school year
to be drawn from the DSOMA account. Marijke seconded, and the motion
was passed with 6 votes of approval, 1 opposition, and 1
abstention.
Clarification of invoices from the district office for substitute
teacher payment reflected coverage during the high school’s spring trip
to Disneyland as well as during elementary outreach concerts. DJUSD
will be notified to bill the boosters and to send all invoices directly
to DSOMA via the post office box. DSOMA will ask Angelo for
clarification of what the absence entailed to ensure correct payment,
and from which account. In cases where both instructors are absent, it
is important to factor in substitute payment into the fieldtrip cost.
Outreach funds will cover the cost of all substitutes.
Amy made the motion that was seconded by Hiram and approved unanimously
to pay the following invoices out of either JHS and HS accounts or
Chang scholarship (outreach) monies as indicated on her billing:
#7284 $83.92
#7280 $84.69
#7254 $325.50
#7262 $45.03
Chang Scholarship Money Transfers
This item was tabled until any remaining budget questions are
clarified. Lani did relate that recent information regarding the
Provenza check has provided direction for funding to cover survey
costs. Current exact costs are not available as it is still in
progress. Leftover monies are to be folded in with the Chang
Scholarship funds. (Chang Scholarship money consists of donated funds
for a tutoring system that supports trip accounts while connecting
younger musicians into the music program.)
Nugget Check
The Nugget check needs to be deposited. Regarding money distribution,
high school musicians have been told that money from the Nugget
proceeds are scheduled to go into the specified individual’s account.
Additional discussion reflected member concerns over the overall
financial health of the DHS account.
Fieldtrips
Clearance will be needed for checks covering previously discussed
fieldtrips for the upcoming 2007-08 school year. It was reiterated that
donated monies for field trip costs, T shirts, and additional income
will remain at the appropriate school level whereas funds generated by
the suggested instrument maintenance donation will be directed towards
DSOMA.
Fundraising
Ninth, tenth, eleventh, and twelfth grade musicians may maintain
individual fundraising accounts. Rotary Raffle money is split 75/25 %
for ninth grade students only in a manner similar to other fundraising
income. Funds generated by seventh and eighth grade musicians “benefit
the whole” and will not be placed into individual accounts. When
signing up for Nugget accounts, families can designate beneficiary
organizations.
Remembering that student participation with fieldtrips is encouraged
but not required, additional discussion provided information regarding
eligibility and the importance of targeting and preparing for future
needs. Ways to generate scholarship support such as film festivals and
student-led fundraisers were briefly discussed.
The meeting was adjourned at 10:35 P.M.
Next Meeting:
Date: Monday, September 17, 2007
Time: 7:30 P.M.
Place: IPAB, Davis Senior High School, PA-3
*Pot Luck
Additional Dates:
October: 10/15/2007
November: 11/26/2007
December: 12/17/2007
January: 1/21/2008
February: 2/18/2008
March: 3/17/2008
April: 4/21/2008
May: 5/19/2008
June: 6/16/2008 *Pot Luck
In attendance:
Board Members
Robert Chung, Co-President
Lisa Nelson, Co-President
Lani Fulcher, Toy Box/Wennberg
Hiram Jackson , Quartets/Advocacy
Debbie Finley, Jr. High Concerts
Russ Hobby, Web/Listserv
Marijke Devos, Instrument Librarian
Carol Mathisen, Secretary
Orchestra Directors
Angelo Moreno
Orchestra Volunteers
Amy Abramson, Jr. High Treasurer
Kam Stanley
Anne Naldrett
Donna Moyer
Katherine Graham
Marian Bilheimer
Agnes Perroud
Linda FitzGibbon
Respectfully submitted by Carol Mathisen.
**************************************
DSOMA Board Meeting
Monday, September 17, 2007
Performing Arts Building, Music Room,
Davis Senior High School
The meeting began at 7:40 P.M. Robert Chung began the meeting by welcoming all attendees and then led introductions.
Approval of August Minutes
Copies of the DSOMA board minutes from the meeting on Monday, August 20, 2007 were distributed and reviewed. Debbie Finley motioned that the minutes be passed, Katie Horn seconded her motion, and the minutes were then accepted. Amy Abramson recommended amending the minutes taken at the DSOMA budget meeting on Monday, September 10, 2007 to reflect a correction regarding a $2,000 donation from the Long Trust administered by Jim Provenza. Those minutes shall be changed to reflect that correction.
Director’s Report
Angelo Moreno stated that the high school seating auditions are currently in progress. Audition judges have been hired, and the process should be completed within the next two weeks. Seating auditions at the junior high schools will begin next Monday, September 24th. He detailed ways in which families can help support their students during the process: minimize stress, copy solo pieces when needed, and provide encouragement. Section leaders will be chosen as being the most qualified. He has also chosen two students from both high school groups to act as representatives. The symphony will be represented by Mia Ibrahim and Rachel McFarland whereas the Chamber will be represented by Zach Juanitas and Caitlin Gummerloch. He also recommends visiting the web site for music, forms and even listening music. Some students still have forms outstanding. This month on the 27th junior high students will have the opportunity to see some of their fellow student musicians perform when they take their first field trip of the year to see the UCD Summer Symphony give a lunchtime concert performance. T-shirts will be distributed prior to the trip, and parents will be reminded to provide students with a sack lunch.
Treasurer’s Reports
DHS
Sharon Premzic presented a draft DHS orchestra budget for the 2007-2008 school year that showed matching revenues and expenses of $56,720. A high percentage of revenue goes towards fieldtrips. The current estimated individual trip cost of $500 can be either donated by families or offset by student earnings. Sharon stated the necessity to discuss particular items and their budgetary designations, especially in terms of student individual accounts versus general fundraising revenue allocations. Angelo stated the need for a parent volunteer to coordinate fundraising efforts and encouraged volunteers to sign up to assist in this area. Amy discussed limited escrip participation with the understanding that individual student accounts benefit as opposed to the JHS model where the overall organization is the main beneficiary. Discussion continued regarding balancing participation and individual effort with overall operating profits. Robert discussed the idea of broadening how monies are used beyond field trip costs. Ideas for additional donation appeals were also shared and discussed involving separate requests made after initial yearly start-up costs, additional trip donation forms, hosting a “food&music” event that spotlights the talent within the orchestral program and simultaneously reaches out to the community, etc. With the inclusion of the four chosen student representatives as well as parents, DSOMA is looking to create a fundraising subcommittee that could meet and then report back at upcoming DSOMA meetings. Marja Koivunen, Angelo, and Patricia Fyhrie volunteered to create the beginning nucleus of that subcommittee. In the meantime, Angelo also encouraged people to email potential fundraising ideas to Lisa or Angelo.
JHS
Amy Abramson presented a draft 2007-2008 budget for the combined junior high school orchestra with matching revenues and expenses of $30,100. She noted that 9th grade musicians place 75% of fundraising revenues in individual student accounts with the remaining 25% going into the general account (Rotary Raffle). Debbie Finley presented an explanation of the annual Rotary Raffle fundraiser. The main raffled prize as well as other prizes are donated, and 100% of ticket sale proceeds then go to the selling organization. Such a strong fundraiser was discussed as being potentially successful for the high school group as well. Angelo agreed with a 75/25% split for high school students with this kind of fundraiser. Amy underscored the large responsibility given to the volunteer adult in charge of this type of fundraiser, as seen by the countless hours dedicated by Debbie during past Rotary raffles. Amy specifically thanked orchestra families for the generosity of their donations and stated that this will be reflected in the concert programs.
DSOMA
Devi Eden presented information and updated changes regarding the DSOMA budget. Because some expenses are still “soft” or not yet solidified (example: outstanding instrument repair bills as of this meeting date), a finalized budget for the 2007-2008 school year is still being drafted. Devi explained that the biggest expense comes from instrument repair and replacement. This item has been pulled from both the JHS and HS budgets with the rational of being considered “program wide” as instruments move between all four secondary school sites within the district. While not yet budgeted, $20,000 was agreed upon as a budget allocation at the preliminary DSOMA “budget” meeting on Monday, September 10th. Approximately $4,400 was spent on this budget item at the junior high school level the previous year. At this time, the developing budget reflects total proposed revenues of $27,700 and total proposed expenses of $27,465 for the upcoming year. Discussion continued regarding the goal of making the annual spring Wennberg festival a major fundraising source for DSOMA. With DSOMA possibly “buying the house” and students encouraged to sell a minimum of 5 tickets each, better ticket sales combined with advanced public relations efforts and improved advertising of the event itself, DSOMA could certainly increase revenues. Revenues from last year’s photographer were deposited into the JHS account; “photographer” revenue of $750 should be added to DSOMA for budgeting this year. Lani Fulcher, Wennberg chairperson, will be taking names of those interested in volunteering.
Scholarship Programs
Fundraising typically guides the amount of money made available for allocation, which is then followed by the general process of awarding scholarships. Student musicians and families can indicate interest in obtaining scholarships by emailing either the directors or the DSOMA presidents (Robert Chung and Lisa Nelson). Amy proposed and Marje seconded the motion that no JHS students be excluded from the first field trip to the UCD summer symphony. This motion was accepted. After a request for explicit and helpful information to facilitate families enrolling in escrip programs that benefit the orchestra groups, discussion focused upon possible reasons for families/student musicians not committing to attend events. While the HS trip is not mandatory and busy calendars may also conflict, Angelo has also sent out reminder emails. The scholarship process was explained as it has been applied in the past. High school orchestra students’ families provided 1040 forms which were then combined with fundraising history information, free lunch status, etc. This information was then reviewed on a “case by case” basis with no names attached. Consideration and approved funding was based upon expressed need and available funding. No money was directed towards individuals but was paid by DSOMA. This process allowed for decision-making based upon concrete data and eradicated the potential for bias. The need for scholarships is greater at the high school level and minimal at the three junior high schools. After discussing the idea of “matching funds” that would encourage levels of student participation, further discussion was tabled with the directive that ideas and comments be directed to Angelo, Lisa and Robert via email.
Measure Q
Measure Q, an upcoming ballot measure for November, involves an additional assessment on parcel tax that would go towards funding programs such as secondary music. A renewal with an increase would mean approximately $200 per household. Requiring a 2/3 approval for passage, informing the public increases the number of potential votes in favor of this measure. Hiram moved that DSOMA endorse Measure Q, Robert seconded, and the motion was carried. DSOMA assistance has been requested on the phone bank. Other means of educating voters was discussed: web site, list serv, Measure Q ads, lawn signs.
Music Survey Results
Lani Fulcher shared numbers regarding the survey. 2,659 were sent out and 297 were returned. Still a “work in progress”, the statistician has said that the minimal number of returns makes the survey information statistically irrelevant. Lani still awaits final information and resolution and is asking to receive the actual surveys. Angelo inquired if the district is willing to post survey results. Among anecdotal information, Lani said there were clearly positive responses regarding older students instructing younger musicians. She will provide updated information at the next DSOMA meeting.
Web Site
Russ Hobby provided information regarding changes to DSOMA’s web site, explaining the acquisition of a domain name, more storage space, etc. $60 per year would be the yearly “web space” cost. Working with DCN carries the advantage of added support. Russ will work on a cost comparison to present to the board at the next DSOMA meeting.
The meeting was adjourned at 9:54 P.M.
Next Meeting:
Date: Monday, October 15, 2007
Time: 7:30 P.M.
Place: IPAB, Davis Senior High School, PA-3
Additional Dates:
November: 11/26/2007
December: 12/17/2007
January: 1/21/2008
February: 2/18/2008
March: 3/17/2008
April: 4/21/2008
May: 5/19/2008
June: 6/16/2008 *Pot Luck
In attendance:
Board Members