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DAVIS SCHOOLS ORCHESTRA MUSIC ASSOCIATION MEETING MINUTES



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DSOMA Board Meeting
Monday, June 18, 2007
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:
• Instruments for Junior High: The cost of repairs and instrument replacement can continue through the summer and into fall, and therefore requires good communication and planning. Having already spent $1,956 on repairs, is there a need for agreement on repair expenditures instead of replacement? After getting an estimate on needed repairs as well as the funding available for upkeep, replacement and accessories, should expenditures be prioritized and funds shifted? Board members motioned to allow discretion for payment on repairs (Devin Hough) with leftover monies allocated for instrument replacement and funding shifted as deemed necessary to cover costs. Sharon would like to see the instrument fund cover itself.
• 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:
1. Junior High $31,581 (6/1/07)
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)
To support and clarify a clear role for DSOMA, collecting financial materials and all statements dating back to July, 2005 would be helpful so that, if possible, selected accounts could be collapsed into one, that one account preferably being the account with the least constraints. It would be important to set up new procedures to clarify separate budget concerns during any consolidation: concessions, fundraising, trips, donations, quartets, and accrued interest. Options were discussed, but no motions or actions were taken.

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

Back to Index

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DSOMA Board Meeting
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:

1. DSOMA $23,638.27
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

Back to Index

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DSOMA Board Meeting
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.

 

 

Back to Index


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DSOMA Board Meeting
Monday, September 17, 2007
Performing Arts Building, Music Room,
Davis Senior High School

Introductions
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
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
Sharon Premzic, High School Treasurer
Devi Eden, DSOMA Treasurer
Carol Mathisen, Secretary
Orchestra Directors
Angelo Moreno
Orchestra Volunteers
Amy Abramson, Jr. High Treasurer
Anne Naldrett
Marian Bilheimer
Patricia Fyhrie
Zoe Tilton
Sandra Shanks
Yihua Zhang
Rachel Hu
Lisa Chun
Sandra Chong
Susan Booth
Elena Tarailo
Lynn O’Leary
John Horn
Katie Horn
Sandra Schickle
Terry Palmere
Sharon Grafton
Joe Grafton
Panos Kokkas

Respectfully submitted by Carol Mathisen.

Back to Index

 

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DSOMA Board Meeting
Monday, October 15, 2007
Performing Arts Building, Music Room,
Davis Senior High School

Introductions & September Minutes
The meeting was called to order at 7:30 P.M. Co-President Lisa Nelson led introductions. The minutes from the previous DSOMA meeting on Monday, September 17, 2007 were reviewed and amended. Further action was tabled until later in the evening. Hiram then motioned that the minutes be accepted as amended, Devi seconded, and the minutes were accepted. Russ will post forwarded minutes online.

Volunteer Appointments

As president of DSOMA, Lisa is allowed to appoint a treasurer for the senior high orchestra group. Sharon Premzic has accepted that appointment.

Second Fundraising Letter
Generating a second fundraising letter would clarify needs and provide an additional opportunity for fundraising. Approximately $3,500 at the high school level and $5,200 at the junior high has been raised so far. Excluding fieldtrips, this places fundraising at the halfway mark for operating costs. A grant funding opportunity would also provide for adjudication at the high school. Requests will include $1,000 for sectional coaches/guest artists, $500 for the concerto competition, and $1,700 for adjudication. Greg wondered if unused funds could be carried over to assist with the next year’s expenses, and Angelo remarked that most professionals donate their time.

T-shirt Contest
Donna Moyer distributed an informational sheet on the high school field trip and fundraising shirts. In addition to cost information, it also showed both front and back logos. She also gathered feedback on costs and styles. High school students attending fieldtrips will be required to purchase and wear T-shirts. Extra shirts will be made available to guest musicians.

Fundraising Activities
Lisa reported that the car wash was “well staged” and fun. With baked goods and orchestra reps handling the ebb and flow, $673 was raised. The concessions at the recent Friday night football game also generated $149.

A large fundraiser is being considered that would involve high school musicians with a “jeopardy” quiz show theme. Students would send 5 letters welcoming participation, perhaps through purchasing questions for sponsorship, or buying tickets to the event. Pizza would be offered beforehand, and corporate sponsorships would also be sought. For competitive teambuilding, teams would be created from sections. With a potential date of January 18th, Jim Provenza may be approached for emcee duty.

Music Survey

Still waiting, Lani reported that there has been no further movement regarding the music survey. She asked that perhaps the surveys, as DSOMA property, could simply be returned to DSOMA. Angelo suggested that the district and DSOMA make a formal request for return of the surveys to Michelle Reardon if an informal “leave it on the porch” request is not successful.

Winter Concert Programs
Co-President Robert Chung led the discussion by highlighting the need to take care of paperwork (programs) now. By waiting until the next scheduled DSOMA meeting, time constraints may impact the process. The junior high’s program is already being developed, but volunteers are still needed to produce the high school program. Amy asked if there is a template that could be shared to facilitate this process. Angelo suggested connecting with Linda Fitz Gibbon based on the good job she did with spring programs. Derrick Brothers (JHS) and Mike Cauley (DHS) are being asked to emcee winter concerts.

Measure Q
Both the listserv posting and Hiram’s letter to the editor supporting this measure were discussed.

Web
This item was tabled and will be revisited with Russ present.

JHS Budget
Amy Abramson presented the budget for the combined junior high school orchestra. This reflected fieldtrip expenses estimated at $17,500, an added cost of $300 for IPAB rental, and an instrument repair and replacement expense of $3,142 carried over from last year. That last cost was paid directly to Watermelon Music and is stated on this year’s budget. Also included is the item “undesignated expense” of $4,649 to be used to offset any unexpected costs through the year. Showing a beginning bank balance of $28,554.22, the budget shows total revenues of $31,013 and total expenses of $34,155. Debbie Finley moved to accept the budget, Marijke seconded, and the motion was carried to accept the budget.

Director’s Report
Angelo reported that the students had a great rehearsal on the previous Sunday and explained how the stage managers successfully facilitate the process. Doing this job are Sam Rexroth and Spencer Snow for the JHS, Dard Hunter for the Chamber and Matthew Chung for the Symphony. An enthusiastic Symphony won the Spirit Week activities. The 25 entries for the T-shirt contest provided another example of the same enthusiasm. There will be 4 soloists from Chamber and dancers for the Nutcracker music.

Angelo also shared his thoughts on the concerto competition, looking at the possibility of holding a closed competition with a recital afterwards. This event would be used as a fundraiser to assist in paying for the following year’s competition. The winner would receive a stipend and adjudicators receive payment as well. By applying an application fee, the competition process becomes more formal and musicians would be less likely to drop out. The new piano will be available for use as well.

Also discussed was the awareness of needs for Chang scholarships. Marijke has information that Angelo would like to publish now. He expressed concerns for outreach to junior high students. Per Robert, the Chang money is to be used “preferably for music education” and has been applied to mentoring, scholarship, and outreach. Questions included if DSOMA is limited to those three areas when applying the funds, is there a need for clarifying guidelines, and is there an application form. Angelo, Greg and Marijke are a committee that can tighten up and further examine the process.

The Mondavi matinee fieldtrip for the combined junior high school musicians in April has been cancelled. Amy will have more information coming regarding vouchers or reimbursement. Angelo is working on bring a third orchestral group to DHS next year. This baroque ensemble would ideally feature 20-24 instruments and be taught by both Greg and Angelo. Greg would direct the Chamber and Angelo would lead the Symphony. Working with Devon, funding from the music grant ($6,000) would be used to convert instruments. A harpsichord and teacher have also already been lined up. This additional group is also reflective of the directors’ implementation of standards-based instruction; Angelo will report back with more information after the next articulation meeting.

The last item on the director’s report concerned practice minutes and the district’s homework policy. The district’s expectation is 20 minutes per evening, Monday through Thursday per subject. Expected independent practice minutes combined with extra rehearsals requires more time than that allotted under current district homework policy. Does the board need to draft a formal statement reflecting support for orchestra student expectations regarding independent practice minutes and rehearsals?

DHS
Policy and fiscal matters was discussed under the topic of spreadsheet creation for student accounts. A marquee account contains over $2,000 given by graduating seniors towards the purchase of a sign for the performing arts building. An additional $10,000 in funding for purchase and installation of the marquee is still needed as contributions but this does not appear to be known outside of the orchestra. Band boosters typically absorb their leftover monies into the general fund. $200 remains in student balances of students not currently enrolled in orchestra. The question was raised whether or not the DSOMA bylaws permit those funds to be absorbed into the general accounts or must they be maintained in the individual student accounts? Sharon moved to absorb the unused funds left in graduated senior accounts into the general high school account unless there is a younger sibling that would potentially access those same funds within 5 years. Carol seconded, and the motion was passed.

There is also the matter of $5,000 in student accounts that needs to be reconciled. The most recent bank statement shows $2,000 less that is reflected in Jan’s accounting, possibly showing money that was never moved. Sharon proposed funding the student accounts for reconciliation by allocating money from the unused marquee fund and combining that with DSOMA/DHS funding to make up the difference. Debbie seconded the motion, and it passed. Sharon remarked that escrip money has not yet been received from the spring; that amount will be taken into account for the final reconciliation.

Escrip
Susan Slaughter is continuing to see escrip as a fundraiser for student accounts. Though offering 100% previously, Susan will oversee the accounts as each student participating in the escrip program receives 85% of expected returns from their individual participation. The continuation of Nugget scrip usage is beneficial because of less “lag time”. Under current policy, funds are entered into student accounts as received. Amy suggested that families receive information and be directed to Susan for questions. Escrip funds are not currently allocated at the JHS level. This item will be placed on the agenda at another meeting in the future.

2007-08 DHS Budget Report
Sharon reviewed the budget that reflects total revenues of $60,054 and total expenses of $58,570. Any additional money will be put towards the field trip ($51,300) to lower costs. She pointed out the $1,484 in additional income/revenue overage and discussed the $500 student/chaperone costs. Hiram moved to accept the budget with amended figures, Lisa seconded, and the budget was approved. Additional questions involved the potential for an increase in expected or projected individual costs should scholarship needs increase, and from where does scholarship funding originate? Suggestions involved the planning of extra fundraisers to cover additional scholarship needs. This concern will be addressed as an agenda item at a future time.

DSOMA Budget
Devi circulated a DSOMA budget for 2007-08 showing both actual and projected revenues and expenses for the current and previous years. In comparing with last year’s figures, she noted that items in red ink are not yet collected, and items were broken out by administrative, progam and fundraising status. Questions and suggested amendments included possible contributions for administrative costs, correcting the Gumball grant amount to $800 from $950, and whether DSOMA would contribute towards DHS or JHS scholarship requests. A formal letter from DSOMA to the school board allowing them to accept instrument donations as gifts would be an appropriate method to show gifting of items (resources) towards the orchestral music program. Amy, Devi, and Sharon will collaborate on this separately. Angelo also suggested that this letter be presented artistically before the board, perhaps with a student quartet. This not only highlights student musicianship but would educate new board members. Amy suggested not stating the starting balance as revenue for tax purposes. Hiram made the motion to accept the DSOMA budget, Sharon seconded, and the motion was passed.

The meeting was adjourned at 9:53 P.M.

Next Meeting:
Date: Monday, November 26, 2007
Time: 7:30 P.M.
Place: IPAB, Davis Senior High School, PA-3

Additional Dates:
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
Marijke Devos, Instrument Librarian
Sharon Premzic, High School Treasurer
Devi Eden, DSOMA Treasurer
Carol Mathisen, Secretary
Orchestra Directors
Angelo Moreno
Greg Brucker
Orchestra Volunteers
Amy Abramson, Jr. High Treasurer
Susan Slaughter, Student Accounts Bookeeper
Marian Bilheimer
Patricia Fyhrie
Katherine Graham
Emily Mack
Julie McCauley
Donna Moyer
Lynn O’Leary*

Respectfully submitted by Carol Mathisen.


Back to Index

**************************************

Monday, November 26, 2007
Performing Arts Building, Music Room,
Davis Senior High School


Introductions & October Meeting Minutes
The meeting was called to order at 7:30 P.M. Co-Presidents Robert Chung and Lisa Nelson led introductions. Discussion and approval of the meeting minutes from Monday, October 15th was postponed briefly to allow attendees to read and review those minutes. At a later point in the evening’s meeting, Hiram moved to approve the minutes, Robert seconded his motion, and the October minutes were approved as amended.

Board and Committee Member Status Reports

Fundraising and Publicity
T-shirt sales have garnered approximately $300 in revenues. Lisa suggested merchandising boxes of note cards and envelopes featuring a selection of quality student art. There was some discussion concerning a potential price tag of $8.50 per package. These note cards would be sold at the winter concert. Angelo also suggested producing a calendar as another fundraising option that would feature student art.

Lisa showed both the high school and combined junior high school posters that contain all concert information for the upcoming school year as well as photographs. Lisa is requesting a check for payment of $100 in set up fees. Printing charges will be paid upon receipt of the bills. The Wennberg date will be corrected with stickers. Lynn is developing a master list to facilitate the placement of information into school site newsletters and listservs. Angelo suggested that Lani connect with Lynn prior to this year’s Toy Box event to share resources and contacts. Channel 17 is also running announcements.

Quartets
Hiram, working publicity for quartets, reported that approximately three or four high school groups are playing together, and he is hoping to see additional groups come together. Angelo is arranging groups to cover areas at the upcoming concerts, and will be finalizing and sharing that information with Angelo.

Chang and Spring Tour Scholarships

Marijke reported that five high school students are providing music instruction under the Chang program, but suggested that a change in description from the current vocabulary (states “elementary”) would provide for extra money to benefit some junior high school students also. Sharon moved to accept junior high school students for Chang scholarship eligibility for thirty-minute lessons, Hiram seconded the motion, which then passed. Angelo inquired as to whether he should begin outreaching to students, but it was decided that Marijke will work on the appropriate documents before Angelo makes those student connections. After condensing information and contractual requirements to one form, Marijke will review changes with Lisa before finalizing and posting this to the listserv. It will also be necessary to develop a flyer for potential student instructors. Lisa requested that Angelo and Greg interview and select student candidates.

Robert then led an informative discussion on the scholarship qualification process. The first category to address scholarship need is financial in nature. Supporting documentation would reflect free lunch eligibility or income information to validate the need. A second level of scholarship support would reflect extenuating circumstances and involve expectations of participation in fundraising activities, parental agreements on field trips, and a written, signed statement of 250 words or less. In addition to board oversight, confidentiality would be of mandated importance as well. Amy inquired if this same protocol would apply in the case of any expressed need for financial assistance. Robert explained that the qualification process could be as broad or as narrow as constructed by the board. The discussion also generated other ideas, such as allowing smaller amounts of support to be facilitated directly by the teacher’s discretion in addition to creating opportunities for families to donate extra funds if so inclined. Concerns and modifications to this qualification process were also shared with Robert and others present at the meeting.

Amy continued the discussion by stating that with few requests for scholarships at the junior high school level, what percent of the high school students may be requesting financial assistance, especially with higher trip costs at that level? Lisa mentioned outreach targeted at families not committed to fieldtrips, and detailed that only four scholarship requests have been received. $50 was recommended as the threshold amount for funding left to the directors’ discretion. Mindful of the time, Robert suggested adoption of this policy in concept with changes to be shared electronically that would reflect concerns and comments shared during the discussion. Sharon moved, Devi seconded, and was approved by acclamation. Additional changes, updates and approvals will be shared online.

Spring Tour
Alden was not present; this agenda item will be tabled until the next DSOMA meeting.

Director’s Report
District Homework Policy Update
Following a complaint expressed at the junior high school level, Angelo reported that lack of compromise by the directors on this issue might have an adverse effect upon scheduled extra rehearsals. “Homework” or independent practice guidelines will be modified to reflect current district policy. Angelo did also note that student comments were indicative of their willingness to continue previous levels of practice to achieve mastery regardless of changes in policy.

Baroque Orchestra
Three electives were presented regarding changes in curriculum and instruction at the high school level. After a wonderful presentation by Angelo, it was deemed to be “the wrong year” to institute a baroque ensemble class. This decision was based upon scheduling difficulties between electives and academics, and did not reflect a conflict involving funding or facilities usage. The idea of a baroque orchestra will be revisited in the future, and resubmission of the required paperwork will be easily accomplished. Lisa thanked Angelo for his efforts in this endeavor.

Redistricting/Transfers

Hiram will be attending tomorrow night’s meeting at Valley Oak Elementary at 8:00 P.M. Redistricting possibilities as well as the relocation of GATE strands will be discussed. This particularly affects Emerson and the maintenance of two orchestras at that school site. The meeting will also be available via delayed broadcast on Channel 17.

Miscellaneous

Angelo asked DSOMA to create a program-support plan, seeing Emerson as a potential target for future cuts or reductions in programs. He inquired about the possibility of transfers within or even outside of DJUSD to outreach to surrounding strings musicians while bolstering the orchestral program numbers. Amy discussed building up from programs at the elementary level, with the utilization of Chang scholarship money. Lisa will also email Penny Pyle at the district office to schedule a school board presentation for early in 2008; DSOMA can use this forum to not only formally present the district with gifted instruments, but to thank the board for its continued support of music education and to inform them about the orchestral program. The last question involved whether Greg has yet submitted a request for coaching payment.

Treasurers’ Budget Reports
Junior High (JHS)
Amy shared the income and expense information for the junior high account, reflecting ending cash as of November 26, 2007 of $38,837.00 Because of the cancelled matinee next April, the Mondavi has issued a voucher equal to the funds paid for this event. Amy will generate a letter to families that reflects choices on how to direct those returned funds: put towards payment, refund, or donate back towards the general fund. The accountant has suggested switching over to QuickBooks online; this would entail a $19.95 monthly fee. Robert formally made the motion to spend $19.95 monthly to allow the treasurer to access QuickBooks online. His motion was seconded and approved.

High School (DHS)
Working on budget information, Sharon explained the opportunity to acquire music online by Angelo. For example, $351 purchases the original and complete works of Dvorak in a CD set. Discussing the possibility to reallocate funding for additional purchases, the item was tabled until Sharon can contact Angelo to okay and confirm additional purchases.

Sub Committee/Winter Concert Planning Update
JHS
The upcoming winter concert for the combined junior high school orchestra will occur Wednesday evening, December 12th. Debbie said the programs have been organized. Angelo asked that the quartet members performing onstage be recognized by having their names placed within the program and that quartet members from the lobby be recognized by the evening’s emcee, Derek Brothers, the principal at Holmes Junior High School. Extra copies of recorded music are needed for gifting, and Angelo suggested that someone check with Melissa Gregg for readiness and materials. Debbie will oversee the order form with the addition of a due date. Promotional flyers for the quartets should be inserted within programs or placed near the performing ensembles. Miriam and Lynn will coordinate the nondenominational decorations with the Holmes band representative for shared use. Donation boxes will be used in place of donation envelopes. All refreshments in the lobby will involve a suggested donation of one dollar. Angelo confirmed call sheet times with Debbie, and agreed upon a 6:00 P.M. time to open the house for seating.

DHS
Robert led the discussion on the upcoming concert for the high school’s Chamber and Symphony orchestras on Friday, December 14th. Students will have a call time of 6:00 P.M. At the same time, a quartet will begin providing musical entertainment in the lobby; lobby doors will open for seating as well. A playbill, or concert program, is being developed with revisions. Angelo added that student names at both the junior high and high school level will need crosschecking, and asked that special notations be added for additional musicians. Angelo is also addressing the set up concerns to accommodate the dancers for the Nutcracker and to allow for a sufficient interval (20 minutes) for stage changes at intermission. With expected attendance, seating needs may require the exiting of student musicians if additional seating space is required. Concessions will be available in the front lobby. Robert will generate emcee notes for Mike Cauley, and Hiram will connect with Mike that evening for additional support. In additional to pre-event newspaper publicity, the concert program should reflect the venue as being the Richard Brunelle Performance Hall.

Robert moved to adjourn the meeting at 9:45 P.M.

Next Meeting:

Date: Monday, December 17, 2008
Time: 7:30 P.M.
Place: IPAB, Davis Senior High School, PA-3

Additional Dates:

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
Marijke Devos, Instrument Librarian
Sharon Premzic, High School Treasurer
Devi Eden, DSOMA Treasurer
Russ Hobby, Webmaster
Carol Mathisen, Secretary
Orchestra Directors
Angelo Moreno
Orchestra Volunteers
Amy Abramson, Jr. High Treasurer
Marian Bilheimer
Donna Moyer
Lynn O’Leary
Lydia Lee
Sandy Shanks
Zoe Tilton
Leslie Hunter
Joe Grafton

Respectfully submitted by Carol Mathisen.

 

Back to Index

**************************************

 

DSOMA Board Meeting
Monday, December 17, 2007
Performing Arts Building, Music Room
Davis Senior High School

 

Welcome and Introductions/Meeting Minutes

Co-Presidents Robert Chung and Lisa Nelson welcomed everyone and led introductions. The minutes from the previous DSOMA meeting on Monday, November 26, 2007 were presented and reviewed. Robert moved to accept the minutes as amended, Devi seconded his motion, and the minutes were then accepted and will be forwarded to Russ Hobby for online posting.

Treasurers’ Budget Report

Amy Abramson presented the treasurer’s report for the combined junior high school orchestra. $418.75 was taken in from concessions and donations at the recent JHS concert. Overall, fundraising went well and the exact profit will be shared at the next meeting. If payment for the facility is expected, an invoice will be received by Angelo and will then be taken to DSOMA for payment. Amy also reported that an invoice was sent to the school district to be paid out of the DSAF grants for people involved in the junior high and high school fall seating auditions (per Angelo’s request). Paperwork has been sent to the individuals, and Amy has given the information to Robert. Additionally, Amy provided invoice forms for future individuals to complete and return to DSOMA.

Amy initiated a discussion to consider raising the adjudicator’s fee from the current rate of $15 per hour to perhaps $25 per hour. It was mentioned that Sacramento Youth Symphony pays their adjudicators $50 per hour. The DSOMA money for this expenditure does originate from the DSAF grant and does not come from the current budget. With Greg not taking payment for his participation this year, $270 was spent at the junior high school level and $220 at the high school. Greg added that while the adjudicators do enjoy helping, they appreciate the financial recognition. Devi pointed out their participation occurs throughout the year at various times as well. This item will be put on the next agenda. The Woodstock’s Pizza fundraiser collected $513, and $782 was placed into about 34 student accounts following the cookie fundraiser.

Sharon Premzic then presented the treasurer’s report for the senior high school. Slightly over $1,000 was raised at the recent concert from concessions and donations. Currently in good financial shape, funds are still being collected for field trips. Lisa added that nine cheesecakes remain to be sold; she will attempt to sell those at cost to break even. Cheesecakes will be distributed Wednesday, December 19th after school. Greg questioned the possibility of approaching the junior high students with that particular fundraiser in the future.

Lastly, Devi Eden presented the treasurer’s report for DSOMA. CD and DVD orders from the concert are being received with orders still being accepted through the 19th of this week. Angelo commented upon the success of how this year’s sales are structured. Devi also provided updates on other budget items. The full payment of the cellos has not yet occurred. Active through his position as department chair, Greg explained that the process is moving slowly at Harper but funding can happen through either the Harper PTO or the site improvement plan with an expected amount of $1,800 if the PTO provides funding. Devi reiterated the need to create a defined process for the purchasing of instruments.

Overall, $18,900 has been budgeted. $14,295 has been received in income, leaving a deficit of $4,605. Lisa also prompted a discussion reflecting concerns over winter weather and the effect on instruments, potentially damaging them. Both directors assured the group that the instruments are secure.

Review of Winter Concerts

Students will be able to view video footage of the concerts via the video feed into the practice rooms. It would be helpful to determine the exact number of seats in each row at the IPAB so that the number of available seats would be known, especially when seating is at a premium during performances. Angelo underscored the expectation that students remain at the concert and participate respectfully as audience members. Busy schedules were cited as possible reasons for the lack of school board presence at the concert. Both directors were pleased with the overall organization and flow, calling it a well-organized, tight process. Call sheets were disseminated ahead of time, with postings on the listserv followed by hard copies. Amy explained that the donated yogurt gift cards were taped to the bottom of the seats and were not placed on the floor. There was one complaint regarding the mention of animal rights in the high school concert’s program notes. Angelo added that previous discussions had resulted in the modification of the original program notes. Both the guest guitarist and the ballet dancers brought in additional audience. Devi reported that 40 scarves were donated to the local battered women’s shelter following the concert after being worn during the annual performance of Sleigh Ride.

School Boundaries

The school board will decide on the boundaries issue at their meeting on January 17th. At the junior high school level, the question of how to balance out enrollment will be an important piece. By considering the movement of a GATE strand to Emerson, all junior highs will feature an “in house” GATE program. Hiram will attend the upcoming forum at Korimatsu. The district will host a second community forum on January 10th. Hiram and Lisa will be meeting with the superintendent on either the 9th or 11th of January. Greg also discussed taking advantage of on-site visits to discuss the benefits of a strong music program with Superintendent Hammond as good first phase discussions. Hiram also questioned the flat rate fee for the use of the concert hall, clarifying if the $150 fee is covered by three separate donations of $50 by the principals at Holmes, Harper, and Emerson.

 

Wennberg Organizational Report

Lani Fulcher facilitated the discussion to update the group on details regarding the springtime Wennberg event. Sharon Grafton has volunteered her availability to handle the photographer, and Debbie has passed on relevant information to her from Enrique. Basic preliminary call sheets are being prepared along with plans for the reception. Flyers containing Wennberg ticket information should be produced and sent out in early January after the winter break. Russ also suggested checking the Mondavi website for the correct posting of event information. When tickets are ordered, Lani will purchase in a block, with tickets to be made available at the ticket office via “will call”. Further discussion reflected the concern whether ticket sales should be the responsibility of student musicians. Besides profit and program participation, publicity plans will target increased ticket sales. As another option, tickets can also be purchased directly by going through the Mondavi ticket office.

Extra reception tickets will be sold in-house. Best available seating with a choice of either lower or upper tier will be given through Lani, with the additional benefit of avoiding the box office processing fee. The event will be advertised and promoted via local newspapers, radio, television, and online. Wennberg will feature the five orchestral groups as well as the concerto and vocal winners. Sharon questioned that the length of the concert might be a concern for non-family attendees. Angelo posed the possibility of selling all 1,800 tickets, or selling out the venue as well as questioning how DSOMA can increase revenues from this event.

Spring Tour Update

With Alden not present, Sharon shared relevant information. The roommate list has been completed, leading to the acquisition of a minimum number of rooms, or lowest amount possible. About 85 students will be attending. Besides needing to order the correct number of San Francisco Symphony tickets, the university will need information regarding the number of expected students. Concerning the funds moving through the student accounts, Devi suggested providing families with a reminder of the account balance. Amy mentioned possibly providing a beginning of the year statement along with a reminder detailing how those accumulated funds can be used. Susan Slaughter stated that she can be contacted for information on student account balances.

Meeting Format

Comments reflected the opinions that the current meeting structure allows for more coordination and enhances the ability to accomplish things. Amy shared her belief that if members of a committee are asked to volunteer and do a task, then that committee reports and acts upon their decisions. Additional discussion focused upon the need for volunteer participation, recruitment ideas, structuring of meetings, and volunteer informational forms for the beginning of the school year. New board members will soon be needed as other members retire from their positions, necessitating the consideration of nominations for upcoming May elections. Angelo and Greg discussed generating a call for volunteers via email. Amy spoke about how some sharing of information and decision-making has been centralized within DSOMA.

Academic 08-09 Field Trips

As part of the discussion surrounding potential domestic and overseas field trips, Robert emphasized moving up the planning as well as the importance of looking at cost and organization when considering and recruiting for these trips. Benefits and drawbacks were shared when considering a repeat trip to New York or participation in an overseas event.

Amy discussed the contract for the bus transportation to Great America, which Angelo has signed. This requires no deposit but will need payment 10 days before the event. Signed permission slips have been submitted to administration. The expected timeline involves 6:45 A.M. arrival at the school site, 9:45 A.M. arrival at the venue, 6:30 P.M. departure with an anticipated return time to Davis of approximately 8:30 P.M.

Outreach

Lani presented an update on the elementary school strings workshop. She shared copies of the informational flyer, which Angelo has also asked be forwarded as an attachment. In addition to second and third year string students at school sites, these flyers will be disseminated to fifty-two private instructors as well as the Chang scholarship student tutors. Private teachers will also be invited to the Wennberg event and reception, with Lani exploring the possibility of separate entrance to the reception for instructors not holding an event ticket.

Directors’ Report

With upcoming field trip scheduling for the elementary school outreach concerts, school site principals will be contacted. After allowing site administrators to select possible dates and times, the directors will email that information to Amy so that she can construct a tentative schedule. The volunteer coordinator for the junior high will organize drivers for these trips. Approval is also necessary from principals for the release of junior high student musicians. Angelo also asked Hiram to investigate the cost and appropriate wording for plaques in recognition of the recipients of state orchestra honors, Maya Abramson and Constanza Jackson.

Other Matters

Angelo plans on distributing “musical notes” to the senior musicians at the winter break celebration.

The meeting was adjourned by Robert at 10:05 P.M.

Next Meeting

Date: Monday, January 21, 2008

Time: 7:30 P.M.

Place: Performing Arts Building, DHS

Additional Dates:

February 18, 2008

March 17, 2008

April 21, 2008

May 19, 2008

June 16, 2008


In attendance:

 

Board Members

Robert Chung, Co-President

Lisa Nelson, Co-President

Lani Fulcher, Toy Box/Wennberg

Hiram Jackson, Quartets/Advocacy

Sharon Premzic, DHS Treasurer

Devi Eden, DSOMA Treasurer

Russ Hobby, Webmaster

Carol Mathisen, Secretary

Orchestra Directors

Angelo Moreno

Greg Brucker

Orchestra Volunteers

 

Amy Abramson, CJHS Treasurer

Susan Slaughter

Lynn O’Leary

Kam Stanley

 

 

Back to Index

 

**************************************

 

DSOMA Board Meeting
Monday, January 21, 2008
Performing Arts Building, Music Room
Davis Senior High School

 

 

Lisa called the meeting to order at 7:25 P.M. and led introductions.

 

Hiram moved to approve the minutes from the December 17, 2007 meeting, Marijke seconded the motion, and the minutes were approved.

 

Meeting with Superintendent

 

Hiram reported upon the recent meeting with Superintendent Hammond, and discussed recent numbers, including the impact of GATE at Holmes drawing a significant number of strings students to that school site. Hiram shared data that reflects enrollment figures. Angelo clarified how overall school enrollment can put orchestra programs at risk of being reduced or cut at specific school sites. Hiram is looking to present information, particularly numbers that indicate improved retention, that would explain and support the strings program as growing. Hiram also reported that the district is not planning on moving a GATE strand to Emerson next year. Greg added that 20-21 students would be the bare minimum needed at Emerson to gain the appropriate administrative response. He also outlined the importance of regarding the program as district-wide. Lisa supported that thinking by explaining how the high school symphony program contains many students drawn from sites throughout the district. Both directors added that combining the three grade levels takes away equity by restricting the scope of instruction.


Outreach Ad

 

Hiram discussed advertising in the upcoming Sacramento Youth symphony program to advertise the DJUSD orchestra program, and to say that the district was open to interdistrict transfers. Discussion included recruitment concerns and perceptions by other districts. Another idea involved the suggestion to direct interested families to the DSOMA website for additional information. After placing calls to the district office, Sharon reflected that it may be easier to gain placement at the elementary school level. However, at the secondary level, students could be redirected or denied enrollment if there was no available space in future years. Students must reapply every year to remain in the district under current policy. Distributing flyers was also discussed as an alternative to advertising in the SYS program. After next year, the expected enrollment numbers will justify maintaining a strings program at all three junior high sites. This year will be critical due to the numbers at Emerson. Angelo asked that Hiram look at options to develop a plan in the event that cuts are applied, specifically at Emerson for the upcoming year.

 

Elementary School January Workshop

 

As part of facilities requirements, a custodial “clean up” fee is being applied. Greg has an invoice for $70. Lisa will explore getting this waived or paid. Lani has 41 students signed up to participate, and Greg says there should be approximately 20 junior high students participating as volunteers also. Working with Ink Monkey, Lani has an invoice ($145.46) to submit for 12 T-shirts. Devi made the motion that Miriam be given $300 to augment the workshop for the purchase of snacks. Debbie seconded the motion, and it was agreed upon to increase the budgeted money from $650 to $950 for this event.

Joe Grafton will be at Emerson to help redirect elementary students to Harper. Lani also asked that a committee meeting be held prior to future workshops in order to generate a discussion regarding intended recruitment and workshop purpose. Angelo suggested assessing the outcome of the workshop at the next meeting. Lisa will place this on the agenda for the upcoming meeting on February 18th.

 

Wennberg Festival Status Report

 

Photographer forms are needing signatures. This year individual photos will be optional, and the group photos will be done on stage. Paperwork will be collected and processed prior to the event. Additional discussion on this event will continue at the February meeting.


Spring Tour/Scholarships

 

Lisa has a copy of the timeline/ agenda. Greg said there will be an additional meeting this week to firm up some details.

 

Lisa has the revised form for requesting financial assistance. She will share this electronically for input and approval. Additional money has also been received towards the high school fieldtrip.

 

Instrument Purchase/Repair Policy

 

Devi is asking for the formation of a committee to discuss and formulate a policy for the purchase and upkeep of strings instruments. Marijke, Hiram, Carol and Greg volunteered to be part of the process. Greg cautioned that policy should reflect district requirements. Clarifying payments will also be developed as this process is defined.

 

Cello Payments

 

Eight new cellos have been purchased with $2,000 from the Holmes PTA, $1,300 from Harper (SIP funds) plus $264 from Greg’s departmental budget. That leaves a remaining amount of approximately $1,100 still owed. Devi expressed concerns regarding potential overpayment to Watermelon.

 

Outreach

 

Parent surveys were discussed, including the possibility of distributing and collecting surveys at the Elephant Concert. Collected data will assist in future decision-making. Joe outlined collection methods for obtaining the necessary demographic information and feedback from parents of elementary age students. Angelo suggested representing it as a DSOMA survey and not coming from DJUSD. Joe will continue to prepare the survey, and the directors will make connections with the elementary level music teachers. This item will be revisited at the next meeting.

 

Attendance projections for the Toy Box outreach concerts scheduled for February 14, 15 and 16th was shared. Thursday and Friday shows have been booked with elementary schools within the district. Saturday’s show has available reservations. PR efforts include distributing flyers at the February 10th SYS concert as well as at the junior highs and the elementary workshop. Copies can be made at DHS.

 

Elementary Outreach Concerts

 

Greg sees these concerts as one of the pieces helping with student retention in the strings program as they transition to the junior high level. Melissa will provide the directors with extra T-shirts for these concerts.


Orchestra Directors’ Report

 

Angelo shared his idea for a Wennberg ticket order form, similar to the one used for ordering cookie dough. Lani has the cover letter already written, so Angelo is looking for someone to create this form. Sharon and Devi will generate this form.

 

Greg shared congratulations on the 10 DHS and 2 junior high school students that have garnered State Orchestra honors. He outlined a process that the directors are working on with the goal of expanding participation in this process in upcoming years. By making the creation of a recording a mandatory piece of the audition process, Angelo forecast that the most difficult aspect of getting students to follow through on this would be minimized. Sharon pointed out that the dates of the concerts can conflict with individual schedules. The directors thanked Hiram for his efforts.

 

Angelo and Greg are requesting funding to purchase additional graduation honor cords and eighth note chenille patches. Angelo will provide Lisa with exact numbers. This expense will be assigned to the DHS budget. Hiram moved that the purchase of up to $150 in patches and cords be approved, and the motion was accepted by acclamation.

 

The meeting was adjourned at 9:50 P.M.

 

Next Meeting

 

Date: Monday, February 18, 2008

Time: 7:30 P.M.

Place: Performing Arts Building, DHS

 

Additional Dates:

 

March 17, 2008

April 21, 2008

May 19, 2008

June 16, 2008

 

In attendance:

 

Board Members

 

Lisa Nelson, Co-President

Lani Fulcher, Toy Box/Wennberg

Hiram Jackson, Quartets/Advocacy

Sharon Premzic, DHS Treasurer

Devi Eden, DSOMA Treasurer

Melissa Gregg, Recordings

Marijke Devos, Instrument Inventory

Debbie Finley, Jr. High Concerts

Carol Mathisen, Secretary

Orchestra Directors

 

Angelo Moreno

Greg Brucker

Orchestra Volunteers

 

Michael Scofield

Jean Ye

Katherine Graham

Anne Naldrett

Miriam Bilheimer

 

Back to Index

 

**************************************

 

DSOMA Board Meeting
Monday, February 18, 2008
Performing Arts Building, Music Room
Davis Senior High School

 

Lisa called the meeting to order at 7:34 P.M. and led introductions.

 

Debbie moved to approve the minutes from the January 21, 2008 meeting, Hiram seconded the motion, and the minutes were approved.


Toy Box Status Report

 

Angelo reported that the concerts were phenomenal. Friday’s concert was completely booked. Wednesday’s concert was also very successful. Angelo highly recommends that the board sponsor a similar concert next year, probably Peter and the Wolf, with narration by Francie Dillon in combination with the DHS Symphony musicians, and puppets. He also said Lani did a great job with promotion and scheduling. Angelo discussed looking at musical selections for the third year’s concert. Angelo asked for a vote to support this concert for the upcoming year as a budgeted item, and for Lani to create a list of recommendations. Sharon moved, Hiram seconded, and the motion was carried.

 

Wennberg Festival Status Report

 

Angelo reviewed and approved the ticket order form. This form will be used to facilitate student ticket sales. Greg underscored how this will widen the opportunity for outside ticket sales beyond immediate families. Angelo suggested adding a “direct donation” option to the form for those wishing to support the program but not able to attend the actual event. Now is also a good time for a meeting between Lani, Debbie and Angelo with the contact person for Mondavi to finalize the itinerary and other details. Greg also explained that the Wennberg Foundation is reconstructing leadership records and consolidating tax records before remaining funds are folded over to DSOMA. Both Robert and Lisa will meet and sign documents at a future date.


Honors Cords/Eighth Notes Status Report

 

Robert reported that there are approximately one dozen students still needing their eighth notes. Angelo suggested ordering whatever maximum amount the current budget can afford, but also agreed with Robert’s suggestion that current needs be met before purchasing for future years.

 

Elementary Schools Outreach

 

Harper has already completed two schools, and the remaining concerts will take place over the next two weeks. Greg reported on receiving positive feedback from the elementary students. Amy is considering extending an invitation to the superintendent and will let Angelo know what is decided. Amy also discussed contacting and scheduling these concerts earlier next year, depending upon the status of next year’s program.

 

Outreach Survey

 

Joe circulated copies of the upcoming outreach survey that will be handed out at the “elephant concert”. Because of the early call time, parents should be able to successfully complete the survey questions. Angelo explained that controlling how and where the survey is conducted may lend more useful data. Joe mentioned adding comments and other changes as there is plenty of time to modify the survey, and Angelo will email the edited version to the elementary teachers for any additional adjustments. Lisa will send the document to board members as well.

 

Music Book Donation Drive

 

Hiram, noting that his own daughter has instrument books unused and leftover from previous years, suggested recycling them for upcoming students. Angelo suggested combining this idea with the instrument drive. Amy also suggested making them available to Chang Scholarship student instructors for teaching materials. Run by DSOMA with the participation of Watermelon Music, the idea of an instrument swap was briefly discussed but tabled until a future meeting.

 

Board Membership and Potential Officers for 2008-2009

 

Robert explained the upcoming need for board members to replace outgoing members. Currently eleven members, future boards can change the number of members. Lisa also discussed the importance of reflecting representation from the various grade levels. Greg also suggested sending forms to elementary school families to recruit involvement through the listserv. Lisa inquired about putting notices in the Enterprise to place an invitation and educate community members. Angelo asked that listserv information be provided at the elephant concert, possibly with the surveys.

 

Orchestra Directors’ Report

 

Angelo has receipts for the treasurers.


Proposed Cuts by DJUSD Administration

 

Hiram shared copies of notes to be used as a basis for discussion on the proposed cuts for the elementary instrumental music program. In addition to timeline information, he outlined the values and additional benefits of music programs. Robert added additional perspective on how educational programs are going to be scrutinized for reduction, and that it is important for DSOMA to decide how to support music programs.

 

Margaret Neu gave a historical perspective on past practices and challenges that affected the district’s music program, particularly stemming from the passage of Proposition 13. She offered predictions on what issues the program and staff may be facing, and explained what supportive measures were taken by teachers and community organizations to continue music programs in the district. Suggestions included visual supports such as attendees at board meetings wearing music program identifiers and not placing music programs against other district programs. She also suggested dividing up the advocates and their presentation of data when presenting for public board meetings.

 

Hiram discussed possible outcomes if elementary music is cut, potential alternative programs for implementation, and courses of action. Greg pointed out that, rather than framing concerns over teacher layoffs, this directly effects the eradication of a program. Amy discussed ways to partially minimize program reductions, such as eliminating fourth grade instruction and utilization of data reflecting private instruction. Margaret stressed the importance of combining efforts with other music programs (band) to present a solid and strong argument as well as the fact that the district gets a “good deal” in terms of teacher and student ratios.

 

The meeting was adjourned at 9:47 P.M.

 

Next Meeting

 

Date: Monday, March 17, 2008

Time: 7:30 P.M.

Place: Performing Arts Building, DHS

 

Additional Dates:

 

April 21, 2008

May 19, 2008

June 16, 2008

 

In attendance:

 

Board Members

 

Lisa Nelson, Co-President

Robert Chung, Co-President

Russ Hobby, Webmaster

Lani Fulcher, Toy Box/Wennberg

Hiram Jackson, Quartets/Advocacy

Sharon Premzic, DHS Treasurer

Melissa Gregg, Recordings

Marijke Devos, Instrument Inventory

Debbie Finley, Jr. High Concerts

Carol Mathisen, Secretary

Orchestra Directors

 

Angelo Moreno

Greg Brucker

Margaret Neu (Retired)

Orchestra Volunteers

 

Amy Abramson

Michael Scofield

Miriam Bilheimer

Sandy Shanks

Lynn O’Leary

Donna Moyer

Nancy Duyar

Joyce Hamaguchi

Joe Grafton

 

 

Back to Index

 

**************************************

 

DSOMA Board Meeting
Monday, March 17, 2008
Performing Arts Building, Music Room
Davis Senior High School


Welcome and Introductions/Meeting Minutes

 

 

Co-Presidents Robert Chung and Lisa Nelson called the meeting to order at 7:30 P.M. and led introductions. The minutes from the previous DSOMA meeting on Monday, February 18, 2008 were presented and reviewed. Sharon moved to accept the minutes as amended, Lisa seconded the motion, and the minutes were then approved and will be forwarded to Russ Hobby for online posting.

 

Proposed Cuts

 

 

Angelo explained the cuts affecting the elementary school music program and the subsequent effect on program directors and the secondary music program for band, strings and choirs. Expecting reductions in force of 3.4 F.T.E., the district's decision to cut 4 fulltime credentialed music teachers affects Bill Zinn, Clyde Quick, Angelo Moreno, and Greg Brucker. Funding would fully restore the program at the elementary level, thus allowing elementary teachers to retain their current positions and provide music instruction to the upper elementary grade students. One parent voiced the concern that this message is not being explained clearly, as gathered by conversations with other parents.

 

As a representative of the Davis School Foundation and the parent of two student musicians within the district, Lesli Chuck outlined DSF as a 501(3)(C) organization dedicated to raising funds for all district programs. Comprised of an executive board of 13 members, DSF is entering their third consecutive year of a $1 per day campaign. Designed to raise over 3 million dollars based on approximately 8,000 students within DJUSD, they encourage donors to inquire if their employer “matches” funds. Past donations to the district have exceeded $200,000.DSF is capable of funding teaching positions and represents itself as an efficient entity for channeling donations to DJUSD. Fundraising efforts include but are not limited to a community leaders meeting, an “all schools” rally on April 9th, a telethon in May, collaborating with E Street businesses to designate a percentage of profits on a selected day, and a “mini school” campaign. In addition to their orange $1-a-day flyers, DSF will be circulating and publishing a “thermostat” update showing their attempt to evenly fund and reinstate many programs and staffing currently being cut in an effort to raise public awareness. Positions will be funded or reinstated by seniority. She provided the following answers and clarifications:

 

• Yes, donated amounts of $2,500 or more can be “directed” towards specific programs.

 

• Those funds can be directed anonymously by checking the appropriate box, thus “masking” them from the district.

 

• “Bringing back a teacher” needs to be clarified as truly being regarded as “bring back the elementary music program”.

 

• Donated amounts can be directed towards the PKS (particular kinds of services) list and can be used to fund vertically.

 

• No endowments have been set up; however, the DSF website does list employers offering matching fund opportunities.

 

• The district cannot redirect funds. (Hiram added that district staff has now recognized that funding must be appropriated as directed.)

 

• Acting upon the suggestion that DSOMA create a smaller group of advocates designed to work with DSF, Lesli shared contact information: Leslichuck@gmail.com and welcomed volunteers.

 

After thanking her for attending and presenting information, discussion continued following her departure. In addition to concerns that contractual language might be advisable, Hiram also addressed questions involving the ability of DSOMA to fund positions. Partial funding was arranged previously in response to minor variances in student numbers between the junior high school sites with the consent of the DJUSD school district. Also discussed was the positive and negative effects a junior high closure would have on student numbers (larger class sizes would solidify scheduling) and credentialed staffing (less classes equates to smaller staffing requirements). Lisa called for volunteers to work with DSF for the purpose of representing DSOMA and the music program, and to channel questions while reporting back to future meetings. Amy Abramson, Sharon Premzic, and Joe Grafton agreed to support this need.

 

Continuing, Jenny Decker outlined that while difficult to get a definitive answer as the process is changing rapidly, she is pursuing ways to accomplish funding support, including the drafting of Memorandums of Understanding with DJSUD. Hiram shared recent email communications from Bruce Colby at the district saying that they are currently reviewing policies and are considering a $10,000 minimum amount. Amy indicated that protocols for exactly how to restore funding within the district should state funds (or other sources) become available are not entirely cemented at this time.

 

While urging caution so as to not alienate DSF supporters and other community members, the importance of focusing on “what we are interested in” is not to be dismissed either. This does not necessarily have to be an “either or” process. Repeating the consensus from the meeting on Monday, March 10th in which all music directors and boosters in attendance agreed upon strong public support of DSF and that organization's goals, donations between nonprofits was clarified as being allowable. Music instructors also reached consensus at that same meeting that an afterschool, supplemental music program was not their primary, supported goal. Amy reminded the group that DSF is also looking to cover funding lost due to declining enrollment within the district.

 

At this point, Angelo called for a formal proposal from DSOMA to prioritize the fundraising goal of $200,000, with the plan on holding those funds in an account to be released appropriately for elementary school music program funding. Hiram also encouraged concurrent donations towards both DSF and DSOMA fundraising efforts. Sarah Rock, volunteering to support these efforts with her expertise in grant writing and locating other sources of revenue, advised looking closely at sustainability. Creating a separate account within DSOMA and directing funding to the district with no intermediary was deemed important to this process as well, since it would lessen the number of intermediaries and explanations of why so many steps are necessary to fund the DJUSD elementary music program.

 

Hiram moved to open a separate bank account for the fundraising effort to restore the elementary school music program. Donations will be tracked whenever possible by names listed upon checks. Signers on the account will be Devi Eden(current treasurer for DSOMA) as well as Co-Presidents Lisa Nelson and Robert Chung. The new account will be named DSOMA-SOM (Save Our Music). The motion was seconded by Sharon Premzic, and was approved.

 

Wennberg

 

 

Devi outlined expected costs and profits. Tickets are being sold via student forms and the Mondavi box office. Angelo is confident that seating in the venue will be sold out, and stated that donation checks will be welcomed as well. Ticket profit will be directed into the appropriate DSOMA account whereas DSOMA-SOM donations will be designated towards that particular account. Sharon suggested that extra revenue be used to perhaps support DSOM-SOM efforts, but advised that this be discussed and decided upon after concert costs and program costs are adequately covered. Robert concurred that prudent management practices would recommend the maintenance of funding to support DSOMA's goals and expenditures in the upcoming year. Revising the wording on the draft Wennberg flyer is recommended before final publication. Jenny will circulate the list of upcoming district events, particularly music, to encourage volunteers able to answer difficult questions with helpful expertise. Some parents and potential donors may not be aware of nuances regarding the current budget reductions and fundraising efforts, and may be seeking clarification and assistance in directing their monetary donations.

 

Fundraising Strategies

 

 

Using other organizations' fundraising and approaches to solicit donations, Hiram suggested the drafting of a solicitation letter and donor list. In concert with the suggestion to develop a committee that would carefully target and cultivate donors, Hiram will collaborate and strategize with a small group of volunteers towards this goal.

 

Angelo described how the high school musicians are enthusiastically working on organizing a dance, inclusive of incoming ninth graders and featuring diverse entertainment. Students can also be encouraged to support efforts to reestablish the elementary music program by making posters, attending fundraising and performance events, actively supporting ticket sales for upcoming concert events such as Wennberg, and respecting the financial sacrifices being made by their families.

 

Angelo has also directed his own efforts into contacting several high profile musicians with strong local appeal. David Grisman has responded and is checking on date availability, etc. With the primary date of Saturday, May 10th, Angelo is checking with Watermelon for sound and stage equipment. This date is especially important in light of the county's imposed deadline of May 15th. Discussions with other musicians and groups are currently ongoing. This event, by being scheduled on the same weekend as the local Whole Earth Festival, may draw in extra support.

 

Spring Tour

 

 

With the exception of the hotel and a few remaining meals, expenses have been taken care of, leaving the account in good financial shape. Angelo has also emailed pertinent information to both the San Francisco and Monterrey groups.

 

Survey

 

 

Joe distributed the Strings Program Survey, designed for distribution at the upcoming “Elephant” Orchestra Concert in May. Reminded those present that the data sought drives the questions, the form was reviewed and changes and additions were added. Joe agreed to present a final draft of this survey at the next DSOMA meeting on Monday, April 21st, and then have the survey ready for distribution at the following concert. Debbie Finley will provide volunteers to assist with this effort. Angelo and Greg both expressed their thanks for Joe's work on this project.


Wennberg Concert Status Report

 

 

Stage crew information has been taken care of by Angelo and will be handles by the student crew directing the Mondavi staff. Numerically ordered, sheets can be converted to PDF files and emailed. Kim will readjust seating as needed for her group. Lani has no concerns whereas Debbie is still looking for volunteer chaperones for the high school musicians during their time backstage. Angelo suggested sending out an additional email for volunteers to support that concern. Extra violin cases are needed to assist in donation collection. Following final editing of the Wennberg invitation, Lani will email that piece to both Lisa and Angelo. Lisa can forward that on to the district.


DSOMA Banner

 

 

Attendees voted in favor of the blue and white banner that was created for fundraising and public relations purposes.

 

Lisa moved to adjourn the meeting, Robert seconded her motion, and the meeting adjourned at 10:37 P.M.

 

Next Meeting

 

Date: Monday, April 21, 2008

Time: 7:30 P.M.

Place: Performing Arts Building, DHS


Additional Dates:

 

May 19, 2008

June 16, 2008

 

In attendance:

 

Board Members

 

Robert Chung, Co-President

Lisa Nelson, Co-President

Lani Fulcher, Toy Box/Wennberg

Hiram Jackson, Quartets/Advocacy

Sharon Premzic, DHS Treasurer

Devi Eden, DSOMA Treasurer

Russ Hobby, Webmaster

Marijke Devos, Instrument Inventory

Debbie Finley, JHS Concerts

Carol Mathisen, Secretary

Orchestra Directors

 

Angelo Moreno

Greg Brucker

Orchestra Volunteers

 

Amy Abramson, CJHS Treasurer

Sharman O'Neill

Sharon Jennings

Karen Shaw

Ana Peluff (spelling?)

Pablo Ortiz

Michael Scoffield

Lesli Chuck

Anne Naldrette

Nancy & Cemal Duyar

Jenny Decker

Sarah Rock

Donna Moyer

Alfredo Lopez

Ric & Sandra Schickele

Janet Soto Mukai

Ann Marie Ziomek

Kevin Lee

Joe Grafton

 

 

Back to Index

 

**************************************

 

DSOMA Board Meeting
Monday, April 21, 2008
Performing Arts Building, Music Room
Davis Senior High School

 

 

Call to order 7:30 pm in IPAB

 

Note taker: Sarah Rock, in place of Secretary Carol

 

Agenda items taken out of order to allow for formation of a quorum.

 

3(b): Raffle tickets

will be handed out Friday. All checks to be made out to SOM-DSOMA.


3 (c): Volunteers needed

for Finale Concerts. Need backstage parent for Chamber and Symphony and 1 parent for program design. Discussion re: who will be MC for concert? Angelo will ask Superintendent Hammond; Amy can approach Bob Dunning.

 

Quorum present.

 

2. Minutes from last meeting approved.

 


5(c): May 17 benefit concert for SOM at DHS

. Details of bands’ set up and sound discussed.

Discussion re: whether to have a fundraiser BBQ. It was felt by board that it was too much, but Angelo took personal responsibility and Debbie Finley agreed to help him.

 

Board agreed on price of $40: with full house would be $18K gross.

 

Tickets for concert and BBQ are to be sold separately. BBQ will be $10/person – based on Guadalajara’s fee of $7.00/person.

 

5 b) Kirk Trost from DS

F came to answer any questions from DSOMA members about DSF’s fundraising and a possible partnership between the two entities to work together to achieve the goal. DSF met with DJUSD to discuss transfer of funds and terms of acceptance and this may be advantageous to SOM. Kirk reported contents of discussions with DJUSD to date.

 

Jenny Decker proposed creating a DSOMA committee made up of DSOMA and other music parents to discuss what kind of relationship needs to exist between DJUSD, DSOMA and DSF. Agreed. Amy Abramson, Jenny Decker, Hiram Jackson, Devi Eden, Sarah Rock on committee. First meeting to take place this week.

 

5 (c ) Report out on other fundraising efforts: to date, total is $86,790

 

 

Ebay auction – Suggestion to hold a rummage sale later if much left over from Ebay.

Donated jewelry to be sold without commission by de Luna.

 

Winestasting: May 4 - 5:30-7:30 pm Osteria Fasulo. 200 tickets to sell - $35

 

Batmivah donate – May 13

 

Honors symphony/orchestra from DHS going to SF to perform at Goodby celebration for 10K.

 

Sleighbach Dinner Party – May 2


4. Wennberg Report

– Lani

 

$20K in direct donations that night; 1307 tickets sold. $16,774 gross. Final accounting 4/27.Mondavi called with complaint about graffiti in paneling.

 

$2800 from pictures with $500 profits.

 

Issues at Wennberg:

No instrument space is huge problem . Requests paying for use of studio next year for $400.

 

Motion: to pay for studio next year. Passed unanimously.

 

 

Date for next year: 3/21/09.

 

Angelo reported a very successful San Jose field trip. Didn’t perform at Mystery House as it wasn’t appropriate. Question rose about whether parents care if there has been no adjudication this year.

 

6 d) Student’s accounts:

Susan Slaughter

 

Money in seniors’ accounts: One student wants to donate his to SOM. Can he? Yes, board agreed that accounts would be modified.

 

 

Back to Index

 

**************************************


DSOMA Board Meeting
Monday, May 5, 2008
Holiday Inn Express
Research Park Drive, Davis, CA


Closed Session 7:30 – 8:00

DSOMA Board Members only

 

Open Session

 

 

Co-Presidents Robert Chung and Lisa Nelson called the meeting to order at 8:00 P.M., and invited other non-board members in.


Donation from DSOMA to SOM

The announcement was made, in unanimous agreement by the DSOMA Board, of the designation of a $4,000 donation from the DSOMA Jr. High Account to the Save Our Music account.


Craven Benefit Concert

 

 

DSOMA Board agreed to spend up to $1,200 from SOM to pay for Craven Concert expenses: 2 musicians at $300, cost for IPAB rental, and cost for making a dance floor.


Agreement with Davis Schools Foundation (DSF)

 

 

We have nothing in writing from DSF at this point. Although we may want to donate our funds to them, it would be optimal to have a 2x2, or 3x3 with DSF and SOM members, so we can better understand their agreements with DJUSD.

 

Board members agreed that we need to have language drafted for contract with DSF, as we are entertaining the option of donating our funds to DSF. We want to include something to the effect that with our donation, we will receive the exact same program that we have this year.

 

Hiram walked us through a list of pros and cons to help us decide what we need to do with our collections.

 

Need more Volunteers

 

 

We need to make a volunteer list for the Craven Concert, since Deb Finley will not be available to organize.

 

Under-enrolled classes

 

 

Do we need to start planning for the potential of under-enrolled classes at the Intermediate level? Even if we raise the entire $200,000, will the district or school board still cancel classes? Or, if we have funded the entire $200,000, do they care how big the current classes are?

 

Meeting adjourned at 10:00

 

********************************

 

DSOMA – SOM! Meeting
5/12/08
Performing Arts Building, DHS

 

Call to order 8:00 pm in IPAB

Note taker: Lisa Nelson, in place of Secretary Carol

 

Kirk Trost presented the DJUSD agreements that were proposed in his meeting earlier this day.

The contract states that $220,000 will cover the 2008-09 costs of the music program and will be comparable to this 2007-08 school year; and this amount will cover those classes that do not have optimal enrollment.

 

Greg Brucker asked if DJUSD looked at using the numbers from the district as a whole; meaning that there are well over the 32 students per orchestra class, if you consider the extra large Holmes classes and the Harper and Emerson classes all together. The answer was “no” they still have to look at individual class sizes.

 

The description of a “comparable” music program as defined by Jenny Decker, Hiram Jackson and Kirk Trost was passed around. DSOMA Board members could still amends this document, and do not have to sign until Thursday, May 15, 2008. On May 15th, a dollar amount of DSOMA-SOM’s! donation to Davis Schools Foundation (DSF) must be filled into the contract between DSOMA-SOM! and DSF.

 

Process will be: On May 21, the DJUSD will make 4 million dollar worth of cuts. Then DJUSD will accept the DSF grant, and immediately start restoring cuts and rescinding layoff notices. A transfer of funds by DSF will not be made until an agreement with DJUSD is agreeable to DSOMA - SOM.

 

DSOMA-SOM! made a verbal agreement to transfer all of the DSOMA-SOM funds, minus any expenses, to cover as much as possible of the $220,000 needed to make the music program comparable to this year on May 15th at 2:00pm.

 

Angelo Moreno asked if the SOM! money is “on top of” the money that DSF has raised already? Mr. Trost replied that it was.

 

Kirk Trost indicated that DSF and SOM should consider themselves partners; he indicated that an Oversight Committee for the money that DSF donates to DJUSD will include an SOM! Committee member of DSOMA’s choosing.

 

Jenny Decker asked and then suggested how the DSOMA-SOM funds should be displayed on the DSF Website. She also asked how DSOMA-SOM! should present their donation to the DJUSD board?

Mr. Trost responded that an answer would come after checking with the DSF Board, but with a donation of this size, it is likely that a special arrangement would be made. Kirk shared that the DSF Board agreed to use all of their funds, as of May 15, 2008, (minus expenses) for all tiers of their chart, and is not retaining any funds for next year.

 

Peter Matlock said that the community already thinks there are 2 ways to donate to music (through DSF and through DSOMA-SOM!). Any dissension between the 2 fundraising arms would likely turn people off.

 

Robert Chung asked Mr. Trost by way of example: If DSOMA – SOM gives $150,000 to DSF, will DSF make the music silo whole by contributing the remaining amount necessary to make it $220,000? And once the music “silo” is filled to $220,000, will the excess DSF money be re-directed to other needs? Mr. Trost said that the answer was yes to both questions.

 

Greg Brucker indicated that if we give it all, it gives to the community as a whole. We want to maintain our goodwill in the community for the future.

 

 

Michael Choy raised the question that if DSF transfers money to the school district and if one teacher says “I’m not coming back” the teachers were not specifically named or defined what would happen? The district may need to find another qualified teacher in order to maintain the music program. His real concern was that the district may try to operate a “comparable” program with fewer teachers.

 

Lani Fulcher asked what would happen if SOM! has raised $250,000 on May 15, 2008? Kirk Trost stated again that DSF is going to indicate what funds they have available on May 15 at 2pm.

 

Amy Abramson suggested that we make sure we give a number that we can commit to, be realistic about, and remember that we made our commitment to our donors. She also pointed out that it cost us approximately $430/student to make up for the shortfall of about 37 students in under-enrolled music classes, based on the amount DJUSD is quoting. The current number is less than what it cost us in previous years.

 

Kirk said that DSF does not expect anything more than $220,000 total after all the negotiations are completed. He also indicated that cuts to the music program could be less severe, as these projections are based on the $4 million budget shortfall from the state.

 

Kirk made sure that all questions had been answered, and then left.

 

Hiram went over the original FAQs from our yellow SOM flyer, explaining that we had already indicated what to do with any surplus SOM generated. Also, he indicated that donating the entire amount to DSF that we had earned to date,(even if it was over $200,000) would still be consistent with the intention of our fundraising efforts as described on this flyer.

 

Jenny Decker reported that the SOM!-DSF meeting held at 4pm, earlier today went exceptionally well, and that she has full intention of working with DSF as partners.

 

Amy Abramson pointed out that the contract that DSF has put together for SOM! with DJUSD, is actually more specific than the rest of the DSF contract.

 

Devi Eden pointed out that with all the fundraising efforts we have made, SOM! has the responsibility to consider options on how we spend this money.

 

Time was spent factoring in funds that we expected to receive and we totaled up about $193,000.

Hiram made a motion to donate the funds collected by SOM!, by May 15, 2008 at 2:00 PM, not to exceed a combined total of $220,000, minus expenses, to DSF, keeping in mind that DSF had received some direct donations towards music (probably in the area of $5,000). Robert seconded the motion.

 

Vote passed 6-0

Board Members Present at the meeting:

Lisa Nelson

Robert Chung

Devi Eden

Russ Hobby

Hiram Jackson

Lani Fulcher

 

Others in Attendance:

Amy Abramson

Peter Matlock

Michael Choy

Angelo Moreno

Greg Brucker

Karen Shaw

Jenny Decker

Sharman O’Neill

 

Date for next DSOMA meeting: May 19, 2008 – 7:30 pm

 

 

Back to Index

 

**************************************


DSOMA Board Meeting
Monday, June 16, 2008
Performing Arts Building, Music Room
Davis Senior High School

Welcome and Introductions/Approve Meeting Minutes

 

 

Co-President Lisa Nelson called the meeting to order at 7:39 P.M. and welcomed attendees to the last DSOMA meeting of the 2007-2008 academic school year. After circulating copies of the evening’s agenda, she led the group through introductions. The minutes from the previous DSOMA meeting on Monday, May 12th, 2008 were presented by Lisa and reviewed. Hiram moved to accept the minutes as amended. Robert seconded with an amendment to the original motion requesting that the revised minutes be circulated an additional time prior to final posting on the web site by Russ Hobby.

 

SOM! Issues

 

 

Sharon Premzic’s letter of acknowledgment regarding SOM! donations was published in the Davis Enterprise. Lisa Slabach has expressed concern regarding receipt of donated funds. Additionally, Hiram will send a personal correspondence to Eldridge Moore recognizing his support. Amy will begin working on sending personalized letters to donors above a particular level. Lisa suggested adding something that would advise donors “to subtract goods and services from the value” of their donations. A list of donors ($1,000 +) will be forwarded to Sharon. Those donating between $250 and $999 will receive an email and receipt. Amy will work on printing and forwarding materials to Debbie, Lisa, and Carol for assembly and mailing.

 

Devi Eden presented budget information that reflected monies received before and after the May 15, 2008 date. Total revenues posted as of May 15th were $38,436.31. $204,977.36 was presented to DSF.

 

Hiram updated the group on the status of the Music Alliance for Davis Schools. Potential next step meetings will move towards reconciling interests, and considering advocacy versus fundraising. Music teachers are hoping that the alliance be not just a fundraising machine, but present itself as strong on advocacy and education as well. Amy suggested defining the group’s mission before focusing upon the money flow so that “donations are predicated on how do we fulfill the mission”. While it is difficult to “look down the road” while still taking “first steps” Amy reminded those present to look at the history of DSOMA for instruction and support. Discussion is also ongoing over moving towards a “district” program instead of site-based. District staff (Clark) has expressed willingness to explore this further and examine distribution of resources.

 

Treasurers’ Budget Reports

 

 

The treasurers presented a spreadsheet showing profit and loss information by division: DSOMA, High School, Junior High School, Not Specified/SOM. Treasurers will use this same format with Quick Books for next year. Each transaction is assigned a category, and this same program can be used to create a budget. The accountant will be provided with figures from the far right column showing total amounts. Total revenues and expenses as well as net income are easily displayed. While Uni-sette costs are still outstanding, Sharon will work with Susan to finish closing out and balancing student accounts. Devi shared copies of the overall 2007-2008 DSOMA budget reflecting actual (and projected) revenues and expenses.

 

Additional discussion involved outstanding invoices and expenses. One cello is still waiting at Watermelon, with payment agreed upon as already included in the budget. Devi asked that the invoice be forwarded to her for payment. Marijke said all other grants and VAPAs have been taken care of. Greg reflected that as the numbers of orchestral musicians increases, the need for instruments may grow. Directors can look at the enrollment, shift instruments as needed, and then assess needs. If invoices can be obtained from Devon, DSOMA can facilitate “progress payments” and place funds in an account to cover those expenses. Devi generated additional discussion concerning other instrument availability, shared access, and consideration of purchasing instruments to fully support a symphony.


Pending Issues

 

 

Possible changes in the Chang Scholarship program were discussed to allow high school students to receive lessons, and to allow non-students to receive payment in their capacity as teachers and private instructors. The idea of creating access to Chang funds for non-string musicians was also considered. Amy counseled that these be approved on a case-by-case basis and recommended approach be done through teachers. In answer to questions regarding what is allowed by the current Chang scholarship policy, Robert explained that the terms were not specific but fairly general in support of music program outreach, and perhaps could be done on an “exception” basis. Sharon then moved that DSOMA make an exception for Student X through the Chang scholarship for lessons provided by Clyde Quick based upon his teaching elementary students. Robert seconded the motion, and it was approved.

Sharon seconded a motion that DSOMA pay up to the amount of $1,000 to renew and maintain an insurance policy for the DSOMA Board of Directors. Hiram provided a second, and the motion was voted upon and approved.

 

Robert recommended that a policy be created that can be used to rebalance student accounts. No current policy exists. Ideas included possible splitting of funds by percentages or halves, transferring as need, and awareness of what is perceived as fair or appropriate. Robert strongly urged that DSOMA work towards capturing “what we want the policy to be”. Lynn suggested that perhaps it would be logical to compute the actual percentages of students moving from the junior high school to the high school for additional help in drafting the policy. Hiram made a formal motion to establish a policy to move funds from each sub-account over the course of the year to cover any necessary expenses. Debbie seconded, and the motion was approved. It was agreed upon to postpone action on the actual amounts until additional budget scrutiny.

 

Summer committees will be appointed via email.

 

Lani presented nominees for board positions: Amy Abramson for President, Hiram Jackson for Vice President, Ann Marie Ziomek for Treasurer, and Carol Mathisen for Secretary. Sharon moved to accept the new board members, Marijke seconded, and all positions were approved by acclamation. They will join board members Lisa Nelson, Sharon Premzic, Devi Eden, Marijke Devos, Debbie Finley, Lani Fulcher, and Russ Hobby.

 

Hiram then moved that DSOMA purchase 200 honor cords. This purchase should cover the next four years of orchestral graduates. Robert has received little in the way of a response to queries for joint purchasing of these items with the opportunity to reduce costs. Sharon seconded the motion, and it was approved. For the acquisition of Eighth Notes, DSOMA will follow the recommendation of staying with Trophies Plus out of Iowa. Sharon moved to purchase 200 eighth notes at the cost of $4.75 each plus shipping and handling. Hiram seconded the motion, and it was approved. Discussion of CODA and CMEA honors plaques and honors stars was moved to the next meeting.

 

Greg will discuss a possible strings swap with Jeff from Watermelon Music.

 

Russ explained the details of acquiring a DSOMA domain name as well as the important issue of web services. Based on current information, he recommends exploring the use of 1and1.com.

 

Compliments were shared regarding the spring concerts, especially given what has occurred this year. Greg cited them as “the best concerts ever”! It was noted that Valley Oak made a $2,000 donation, thanking the high school students.

 

Closure

 

 

As outgoing co-presidents, both Lisa and Robert reflected upon their tenure. Lisa stated that it had been “a great year based on so many peoples’ participation”, and Robert shared that it had been “an honor”.

 

Hiram moved to adjourn the meeting, Devi seconded his motion, and the meeting adjourned at 10:45 P.M.

 

Next Meeting

 

Date: Monday, July 21, 2008

Time: 7:30 P.M.

Place: Performing Arts Building, DHS

(Note: date may be changed to July 28, 2008….watch email!)

 

In attendance:

 

Board Members

 

Robert Chung, Co-President

Lisa Nelson, Co-President

Lani Fulcher, Toy Box/Wennberg

Hiram Jackson, Quartets/Advocacy

Sharon Premzic, DHS Treasurer

Devi Eden, DSOMA Treasurer

Russ Hobby, Webmaster

Marijke Devos, Instrument Inventory

Debbie Finley, JHS Concerts

Carol Mathisen, Secretary

Orchestra Directors

 

Greg Brucker

Orchestra Volunteers

 

Amy Abramson, CJHS Treasurer

Ann Marie Ziomek

Lynn O’Leary

Joe Grafton

 

 

Back to Index

 

**************************************

 

DSOMA Board Meeting
Monday, July 21, 2008
Performing Arts Building, Music Room
Davis Senior High School


Welcome

Amy began the meeting at 7:40 P.M. and led the group in introductions, including volunteers for the incoming treasurers for DSOMA and the JHS.

 

Meeting Minutes

Lisa motioned to approve the minutes with changes, Sharon seconded her motion, and the minutes were accepted as amended. Those minutes will be forwarded to Russ Hobby for posting.


New Board Administrative Issues

Amy circulated a list of board members and their contact information. She will make changes and email the current list to all board members and directors. Additions and deletions to the banking cards were discussed along with the acquisition of deposit cards. Online access will also be available for those allowed access to the accounts to facilitate business. Lisa and Ann Marie will pick up mail. Devi will need to give her key to Ann Marie. Mailings will be directed to the post office box as opposed to school sites as much as possible. Key committee positions are still available, such as fundraising, concessions, parent liaison, student classroom representatives, field trip coordinators for JHG and HS, quartets, CD/DVD Sales, and Volunteer Coordinator. Lisa will explore having the concert brochures assembled and produced by district staff for the Wennberg concert and by Eun Cho for the remaining concerts. Angelo also asked that Lisa send a “timeline” showing calendar deadlines for program production. Eun will also be approached by Hiram to see if she is interested in taking over the quartets from him.

 

DSOMA Domain Change

Russ did a comparison of Omsoft (used by DCN), Homestead (used by SYS), and 1&1 (used for his personal domain). He recommends using the 1&1 Home level starting at $5 per month. For the next year he recommends continuing to use the DCN SimpleSite services and supplement that with the 1&1 capabilities. Sharon voiced support for adopting his suggestions. DSOMA would have access to various desired emails and links, and easily post videos with the main interface still being the current websites. He emphasized not making too many changes at one time. Amy will ask Russ to establish the following email addresses: President@dsoma.org, Treasurer@dsoma.org, webmaster@dsoma.org with links to Amy, Ann Marie and Russ. Once we have a Volunteer Coordinator, we’ll set up a Volunteer@dsoma.org.

 

Taxes /Accountant

Previous tax situations have been clarified. Lisa has asked accountant Andrew Newman to respond to the latest IRS correspondence concerning the 2006 tax year (ending 6/30/07) by July 28th. Due by July 25th, Amy will send a copy of the State Corporate Return (2005) to the Franchise Tax Board. Other pertinent mailings will be redirected to the DSOMA post office box. Sharon, Amy, and Devi will have all fiscal information collated and ready to expedite the tax filing process for the year ending 6/30/07. Amy will consult with the accountant to resolve these issues before taking further action.


DVD/CD Order Status

Angelo will contact Melissa to acquire a list of Junior High and Senior High Spring Finale orders of CD/DVDs. Wennberg materials can be directed to Debbie for distribution.

 

Parcel Tax Overview

The district will move into the following year using the budgetary assumptions of the May revise. A parcel tax has been proposed for $120 per household and $50 per apartment with exceptions (waivers) available for seniors. This will run for three years and will assist with support in the music department along with teaching positions in other areas. A campaign will be launched to support this proposal. With the potential for a higher turnout in the upcoming November election, Hiram discussed numbers needed to meet the two thirds majority requirement. Amy questioned what DSOMA could or could not do to support this measure without violating the guidelines of our nonprofit status. Hiram will continue to stay in contact with district staff and will report to the board. If this parcel tax does not pass, then the district will again be in need of large sums to maintain programs and staffing.

 

Field Trip Summary Reports

Angelo clarified volunteer needs at the junior high level. An intermediate coordinator is needed at each of the three junior high school sites. Angelo showed the cover letter from last year along with the financial forms. Treasurers need to determine trip costs before completing the financial forms. The instrument usage policy form was reviewed and amended for the upcoming school year. Final forms should be given to Angelo no later than August 20th. At this time planned junior high field trips include UC Summer Symphony on September 25th, Natalie McMaster matinee at Mondavi on October 16th, SF Youth Symphony for Peter and the Wolf, Elementary School Outreach concerts, and the Santa Cruz trip in the spring. The anticipated high school field trip will consist of a Washington D.C. trip to coincide with the cherry blossom festival, a National Symphony concert, and DJUSD’s spring break. Discussion revealed concerns over chosen dates and anticipated trip costs. After receiving cost information, Angelo will create a feedback form to gather polling information regarding this year’s high school trip and share this with the board. The next field trip committee will meet on July 30th.

 

Instruments

 

 

Marijke has brought instruments for repair to Devon. Additional instrument purchase needs will be available after the start of the school year and return of instrument requests from students’ families.

 

Honor Orchestra Plaques

Hiram shared information gathered on available plaques and cost comparisons. Lisa motioned that Hiram spend up to $200 towards the purchase of plaques and engravings to recognize Honors and All State Orchestra participants. Sharon seconded the motion, and it was approved.

 

Student Forms

 

The registration form was reviewed as a sample online form. The point of the online form would be to acquire pertinent student and family information. Online security questions will be directed to Russ. Russ will create the necessary fields based upon the form committee recommendations.

 

2008-2009 Budget

Sharon, Ann Marie, Jean and Amy will assemble draft budgets for the August DSOMA meeting and then formulate recommendations for fund transfers. Last year’s financial data and trip costs will be important for helping the three treasurers as they draft these budgets.

Budget reports will be presented at the next DSOMA meeting. Sharon reported that DSOMA made approximately $42,000 in net income this year (not including the SOM! Carryover). Amy asked for input on ideas for where resources are directed.


Director Reports

 

The Oddfellows’s annual concert is scheduled for August 30th, and DSOMA may be asked to assist with PR and ticket sales. SOM! Is the beneficiary.

 

Pending SOM! Events

Preliminary draft information and a proposed budget were presented by Sharman O’Neill concerning a Save Our Music Golf Tournament. The purpose of raising funds, targeted audience, identifying key participants and scheduling were discussed. Originally conceptualized in May before the parcel tax proposal, the idea of an annual golf classic providing revenue will be revisited at the August 18th DSOMA meeting as well as at the upcoming Davis Schools Music meeting.


Future Meeting Schedule

Ongoing DSOMA meetings will tentatively be held on the third Monday evening of each month.

 

The meeting was adjourned at 10:30 P.M.

Next Meeting:

 

Date: Monday, August 18, 2008

Time: 7:30 P.M.

Place: Performing Arts Building, DHS

 

Upcoming Meetings:

 

September 15, October 20, November 17, December 15, January 19, February 16, March 16, April 20, May 18, June 15


In Attendance:

 

Board Members

 

Amy Abramson, President

Hiram Jackson, Vice President

Lisa Nelson, Past President, At-Large Member

Sharon Premzic, HS Treasurer

Debbie Finley, At-Large Member

Ann Marie Ziomek, DSOMA Treasurer

Carol Mathisen, Secretary

Orchestra Directors

 

Angelo Moreno

Orchestra Volunteers

 

Jean Kridl, JH Treasurer

Sharman O‘Neill, Golf Tournament Volunteer

 

Back to Index

**************************************

 

DSOMA Board Meeting
Monday, August 18, 2008,
Performing Arts Building, Music Room
Davis Senior High School

Welcome

Amy called the meeting to order at 7:35 P.M. and began introductions.

Meeting Minutes

Lisa made the motion to approve the minutes from the July 21, 2008 DSOMA meeting as amended, Hiram seconded, and the minutes were accepted. Approved minutes will be forwarded to Russ for posting online
.
Board Administrative Issues

Russ provided updates on the new web site and is uploading info. Amy inquired about sending emails from that site. Russ explained emails would be forwarded. Replies will carry the same subject line.

Taxes/Accountant


The letters to the IRS and Franchise Tax Board have been sent, and we are awaiting replies. Everything is ready for filing the 2007 taxes. Amy has been conducting interviews with potential accountants, and is considering experience with both non-profit organizations and QuickBooks software during the conversations. Pricing differences between accountants reflect $700 for a service versus $600 for processing the return with additional questions and services charged at an additional hourly fee. At this time, Amy is recommending selecting Castelluci & Associates.

Sharon moved that DSOMA use Catelucci & Associates beginning with the current tax year. Hiram seconded the motion, and it was approved.

Budgets/Financial

Sharon presented a draft budget overview for the upcoming 2008-2009 school year. This was divided into three categories: DSOMA, High School, and Junior High. Sharon emphasized that this is not a final draft, but a starting point for discussions. Amy suggested that the directors could send input and questions via email to Sharon, Ann Marie and Jean. Amy clarified that DSOMA pays for administrative costs, Wennberg, Chang, web site, elementary outreach concerts, and instrument repair. Lisa clarified that costs associated with events that touch students across the spectrum are generally carried by DSOMA. Student account information will also be added. Greg suggested that monies be budgeted to cover usage fees for concert venues. (There would be approximately five concerts using the IPAB that would require usage fees; events during the school day are not chargeable.) If site administrators chose to cover those costs, the funds can be realigned to cover other costs.

Amy expressed concerns over the current instrument use donation. Last year’s collected funds were not deleted due to grant funding so options considered for the current year included reducing suggested donation amounts or purchasing of instruments. Greg mentioned the need for smaller sized basses. Billing from Devon for instrument repair has not yet been received. Greg has received some repaired instruments. Angelo will contact Devon for follow up. Sharon suggested that the current donated amount of $100 does allow for expected repairs, and that additional funds be dedicated towards expanding the selection of school instruments.
Sharon, Ann Marie, and Jean will work towards presenting a finalized budget at the next DSOMA meeting.

Amy suggested the idea of tying PayPal usage to DSOMA. Sharon made the motion to connect the PayPal to DSOMA, Hiram seconded, and the motion was agreed upon.

Back-to-School Issues


The JHS coordinators presented information on field trip forms and costs. Anne shared the various quotes from chartered bus services, which appeared reasonable. Information for ticket costs for the Peter and the Wolf trip as well as Santa Cruz was not yet available. Last year’s trip also budgeted in a tip of $1 per student and $4 per student per snack. Buses should be reserved within the next few weeks. Angelo and Greg will turn in the principal forms after they know student numbers. Summer Symphony previously involved a fee of  $2 per student. Funds not utilized from last year’s Jackson Hall concert were applied towards a credit with the Mondavi Center. Lisa made the motion to use the Mondavi credit to cover the Natalie MacMaster field trip and to use junior high surplus money to cover the costs of the Summer Symphony fieldtrip. Sharon seconded the motion, and it was agreed that both junior high school field trips would be free of charge.

George Chu presented an overview of the planned high school’s Washington D.C. trip. Airfare and hotels will be costly. By departing from San Francisco and breaking travel groups into smaller segments, the price range varies from $1500 to $623 per person for airfare. Northwest does not have a size and weight limitation, and offers a separate storage area for instruments. Using both United and Northwest would allow for cost savings and flexibility. Reserving 169 seats equals a per person cost of $624.80. Reservations have been made along with a refundable deposit. Northwest would fly into National and United would arrive at Dulles. Hotel lodging is also impacted by the high demand timing (Cherry Blossom Festival) as well as other group needs. The Marriot Key Bridge Hotel in Arlington would have a lower tax rate with a lower negotiated room rate inclusive of breakfast. The lodging per person cost would be approximately $63 per day based upon four people per room. DSOMA has until December 29th (lodging) and December 31st (airfare) to finalize on these agreements. Angelo and Russ will explore concert opportunities and venues. George is also making connections regarding tours and other opportunities. Hotel and airfare would combine to approximately $1,100 per participant. This trip will be presented to the DJUSD school board for approval. Sharon will be attending an upcoming meeting with district staff regarding medical forms and scholarships. Amy shared survey information. For those responding with recommendations against the trip, cost appears to be a concern. Some respondents have also mentioned family plans may conflict. Angelo recognized George’s contributions towards the planning of this trip.

Greg shared the upcoming Back-to-School Night dates, and coordinated with board members to present. The district has scheduled Harper (Lani) on September 10th, Emerson (Amy) & Holmes (Lani) on September 11th and DHS on September 18th. Schedule and times will be sent via email. Talking points for the DHS meeting (D.C. trip information) will be scripted at the next DSOMA meeting on September 15th.

Forms to be included in the packets at the beginning of the year are: ListServ signup, Instrument Use, Contribution Commitment Forms JH/HS, DSOMA Welcome Letter, Field Trip Forms 2a/2b, First Semester Events Calendar, Photo in Media Release Form. There will be two separate packets for junior high and high school students. Additionally, all forms are to be posted by Russ on the web. Data from registration materials will be presented in an Excel file.

Sharon brought forth a request from the Measure W supporters for orchestral photos to use in support of this measure. Sharon will be the contact person.

Wennberg Contract Update

Wennberg has instituted a $1,200 security fee. Amy has inquired about dropping that fee by $1,000 if DSOMA provides 10 parent volunteers to works underneath their paid staff. She is waiting for a response from Chris Reynolds to see if we can work together to reduce this additional cost. Angelo asked if DSOMA is receiving any university or non-profit rate. Amy will explore that.

Key Volunteer Positions Open

Cho has spoken with Hiram regarding the Quartet Coordinator position. Angelo and Lani are discussing the Peter & the Wolf position. Miriam Bilheimmer is considering assisting as JHS Concerts Coordinator. Amy will contact Debbie Findley regarding Wennberg Assistant Coordinator. Angelo will be asking for a parent to be a Field Trip Coordinator for the remaining JHS. DVD/CD Concessions is still needed. Lisa will be participating as Fundraising Coordinator.

Measure W


A campaign has formed. Hiram has been contacted for DSOMA to provide volunteer support. Phone banks have been booked and now volunteer staffers need to be recruited. Amy suggested organizing a DSOMA night. Hiram will provide follow up. Amy researched DSOMA involvement. Considered lobbying, DSOMA can provide volunteer support but the district will be asked if direct endorsement might jeopardize non-profit status. Amy cautioned that DSOMA not release any contact information (registration) to be used in support of Measure W.

Director’s Report

Regarding plans for Peter and the Wolf as the DSOMA outreach concert for the 2008-2009 school year, Angelo has located music and is dialoging with Francie Dillon and the director. Angelo is researching puppet costs and will be negotiating costs with Francie. She has generously offered to attend rehearsals at no additional cost. (Art is willing to train and rehearse with high school students so they can assist with the puppets.) Potential dates are dress rehearsals on February 11th and 13th, with concerts scheduled on February 18th, 20th and 21st. Angelo is still building the budget for this event.

DMA will be holding a meeting this coming Friday. The survey meeting will be this Wednesday at 5:50 P.M., followed by a Measure W meeting.

Amy reminded everyone of the August 30th SOM! Concert fundraiser.

The meeting was adjourned at 10:50 P.M.

Next Meeting:
Date: Monday, September 15, 2008
Time: 7:30 P.M.
Place: Performing Arts Building, DHS

Upcoming Meetings:
October 20, November 17, December 15, January 19, February 16, March 16, April 20, May 18, June 15

In Attendance:
Board Members
Amy Abramson, President
Hiram Jackson, Vice President
Ann Marie Ziomek, DSOMA Treasurer
Lisa Nelson, Director-at-Large
Sharon Premzic, DHS Treasurer
Lani Fulcher, Director-at-Large
Russ Hobby, Web/ListServ
Carol Mathisen, Secretary
Orchestra Directors
Angelo Moreno
Greg Brucker
Orchestra Volunteers
Jean Kridl, JHS Treasurer
George Cho, HS Field Trip

Back to Index

**************************************


DSOMA Board Meeting
Monday, September 15, 2008
Performing Arts Building, Music Room
Davis Senior High School


Welcome

 

 

Amy Abramson began the meeting at 7:34 P.M. by leading introductions among the DSOMA board members, orchestra director and orchestra volunteers in attendance, and thanked everyone for attending.

 

August Meeting Minutes

 

 

Lisa moved to approve the August minutes as amended, Marijke seconded, and the minutes from the August 18, 2008 meeting were approved. These will be forwarded to Russ Hobby for posting on the web site.

 

Measure W Update

 

 

Janet Berry, past president of the Davis Schools Foundation, attended and presented information and materials on Measure W, the upcoming parcel tax proposal. She began her remarks by thanking DSOMA and its volunteers on their fundraising and generosity during the previous year’s campaign. Tonight, as Co-Chair of the Measure W campaign, she elaborated that the monies raised last year will only last through June, 2009. After explaining the fee structure and senior exemption, she stressed the necessity of individually reaching out to  and educating the community about the importance of creating an ongoing, structural solution to maintain educational programs in the district. Both campaigning and educating are dually important, so that she urged everyone to reach out and talk about Measure W with neighbors and friends. Over a two thirds vote will be needed to approve this measure and avert another “pink slip” crisis and give district programs some stability. Other benefits such as offering access to programs for a wide range of families and maintaining property values by attracting residents looking for quality educational opportunities were discussed. Hiram described some ways people can work to support this measure: talk to people you know, vote, post a lawn sign, put your name on an endorsement list, volunteer on phone banks, and donate money. Before DSOMA can directly contribute money towards the Measure W campaign, Hiram counseled researching what might or might not be allowable under non-profit status. Hiram then made a motion that DSOMA formally endorse Measure W, Lisa seconded the motion, and the board approved.

 

Board Administrative Issues

 

 

Isabel Ortiz asked to attend tonight’s meeting and make a presentation to the board. As president of a campus club called Young Musicians Outreach, she began by explaining new DHS “club rules” that will impact YMO’s functioning as a campus organization. The club advisor will have to be present at all functions, additional fees are going to be imposed, and new regulations restricting donations will take effect as well. Isabel inquired if DSOMA could “adopt” this club to facilitate their continued activities. Amy said she would like to receive additional information and would like to see if there would be a group of parents interested in meeting and pursuing this further. The impression was shared that perhaps the district is taking closer looks and examining various campus-related activities. Greg thanked Isabel for speaking to the group, and suggested that other instructors in addition to Fred Lange could assist with the advisor role. He urged looking at current DSOMA bylaws and sponsoring events in light of what might be appropriate and permissible to support this group. Sharon Premzic and Lisa Nelson both volunteered to pursue YMO’s request.

 

Amy announced that DSOMA has formed an agreement with a new accountant, Becky Roseman, and will continue to move forward.

 

Hiram showed the recently acquired Honors Plaques listing recognized orchestra students from 2004 to the present. Amy and Hiram also discussed the CODA Orchestra audition tapes that are due to be submitted in early October. The State Honors Orchestra audition tapes are due approximately a month later. Hiram is currently collecting applications, and encouraged musicians to apply.


Budgets/Financial

 

 

Sharon, Ann Marie and Jean presented draft budgets for the HS, JHS, and DSOMA accounts. Amy briefly explained the various budgets’ roles and responsibilities within the orchestral program. Extra money was transferred to cover the costs of the honors plaques. Greg explained that only one junior high school audition will take place this year. Also, adjudicator fees have been raised to a more appropriate level for this year’s auditions. $1,000 was added to cover audition judges at the junior high schools. With $16,000 in place for instrument repair and replacement, Marijke has not yet received numbers from Jeff at Watermelon. Amy asked Greg to communicate any additional instrument purchase needs to Marijke. DSOMA will allocate $450 for the plaques.

 

Hiram moved to accept the 2008-2009 budget as presented and modified. Debbie seconded, and the budget was approved. Sharon called for additional discussion to clarify that the deficit currently reflects (1) Teichert grant monies that have been applied for but not yet received and (2) no budgeted high school field trip costs. Teichert will notify DSOMA in January of 2009 if the grant has been awarded. If not, then we will need to spend from our reserves or do additional fundraising to offset that revenue amount. The latter item will be discussed later in the evening. Substitute costs between the junior highs and high school were also added: $225 (Brucker), $450 (Moreno) and $250 each from the DSOMA account.

 

$1,177.50 needs to be transferred from the JHS accounts into the DHS individual accounts for funds raised under the Rotary Raffle. Sharon moved to transfer $5,500 from the junior high to high school accounts to balance funds. This was seconded, and approved.

Chang scholarship funds will be looked at again during a future meeting. Outreach costs and payment for lessons has diminished the remaining amount. Junior high/elementary outreach events are scheduled for the upcoming year.


Key Volunteer Positions

 

 

Amy thanked the parents who have volunteered to support and coordinate events at both Harper and Emerson Junior High Schools. An intermediate parent is still needed for coverage at Holmes Junior High. Amy urged any interested parent to email her about this position.

 

Back-to-School Issues

 

 

Hiram explained that district data shows that enrollments are generally up at the secondary level, with last year showing more students participating in the strings program than ever before.

 

Online registration and volunteer signups proceeded without any major obstacles. Next year’s packets will be collated and distributed differently to expedite the beginning of the school year.

 

Besides replacing plastic viola bows and some instruments, Marijke is completing her review of instrument donations. The goal of providing all students with any needed instruments should not be forgotten. Watermelon Music provides instrument purchase at little above their wholesale price for DSOMA.

 

Field Trip Summary Reports

 

 

Summer Symphony permission slips and drivers forms have been returned, and there will be plenty of drivers for this field trip. Additional tickets will be paid by chaperones at $11 per ticket but parking validations will be paid for by DSOMA. (This is a junior high school trip.) Buses have been reserved for the JHS Peter and the Wolf trip. Half of the symphony tickets need to be purchased to hold that reservation. Amy suggested that the SF Symphony be emailed so that the reservation is not lost. Buses have also been reserved for the Santa Cruz Music in the Parks trip. Lead coordinators for these events will be clarified.

 

The tentative Washington, D.C. trip for the high school has been cancelled. George Cho did a tremendous amount of work researching and scheduling this trip, and Amy wanted to express thanks for his efforts and dedication. Unfortunately, the district is not looking with great encouragement at large trips by organizations this year. Less involved trips within the state will be explored by a committee, and then shared.

 

Wennberg

 

 

The first Wennberg committee meeting has taken place. Many volunteers have already stepped forward to assist with the reception, volunteer backstage, and coordinate with the photographer. Everything is moving forward as insurance and contractual matters are also nearing completion. Tickets may be available as early as December 1st. Ticket prices  have been raised by $1 to cover a newly instituted security fee. This event is scheduled for March 21, 2009. The emcee for this year’s event will be Superintendent James Hammond.

 

American String Teachers Association 2010 National Conference

 

 

This year’s national conference will be held in Santa Clara, California, and will include a national honors orchestra. Hiram also explained that this could be another performance opportunity as showcase participants. Greg urged exploration of this opportunity.

 

Directors’ Reports

 

 

Greg said that this year has begun well with students returning and voicing excitement, knowing that they still have an intact music program. Two students from each high school class will be selected and announced as student representatives once the process is completed.

 

The meeting was adjourned at 9:20  P.M.

 


Next Meeting:

 

Date: Monday, October 20, 2008

Time: 7:30 P.M.

Place: Performing Arts Building, DHS

 

Upcoming Meetings:

 

November 17, December 15, January 19, February 16, March 16, April 20, May 18, June 15


In Attendance:

 

Board Members

 

Amy Abramson, President

Hiram Jackson, Vice President

Lisa Nelson, Director-at-Large

Debbie Finley, Director-at-Large

Sharon Premzic, DHS Treasurer

Lani Fulcher, Director-at-Large

Russ Hobby, Web/ListServ

Carol Mathisen, Secretary

Orchestra Directors

 

Greg Brucker

Orchestra Volunteers

 

Jean Kridl, JHS Treasurer

Ike Njoku

Amy M. Slavich

Laura Suickard

Susan Slaughter

Janet Hoe

Regina Chu

Hung S. Ho

Louise Fung

John Anderson

Vincent Hu

April Chen

Sandra Schickele

Sharon Inkelas

Kevin Chang

Angela Yee

Susan Vigano

Cathy Neff

Lynn O’Leary

Ramie Koo

Karen Shaw

Kim Schmidt

Joe Grafton

Rachel Hu

Guests

 

Janet Berry

Isabel Ortiz

 

 

 

Back to Index

 

**************************************

 

DSOMA Board Meeting
Monday, November 17, 2008
Harper Junior High School, Music Room


Welcome

 

 

Amy Abramson began the meeting at 7:30 P.M. by leading introductions among the DSOMA board members, orchestra directors and orchestra volunteers.

 

October Meeting Minutes

 

 

Hiram moved to accept the minutes as amended, Lisa seconded the motion, and the minutes for the October 20, 2008 DSOMA meeting were approved. These will be forwarded to Russ Hobby for posting online.


Board Administrative Issues

 

 

Amy discussed the email regarding the tax situation’s resolution. The accountant discounted the cost by $200, so the total cost will be $1,000. Next year’s fee will be $600. At this point, the tax exempt status has been achieved.

 

On the web site donation page, the PayPal has now been linked to Save Our Music. The donation page is slightly out of date so Amy is considering simply accepting donations with the recommendation that donors contact DSOMA if they are interested in directing their donation. Otherwise, the extra information can be deleted from the page.

 

Lisa discussed a charitable donation program that the state operates. Amy recommended sending another email regarding this and matching donations. Sarah Rock is investigating the possibility of DSOMA becoming a designated charity under the United Way umbrella.


Budgets/Financial

 

 

Sharon passed out a summative treasurer’s report that showed budgeted items versus actual expenses and revenues. Angelo discussed increasing the amount for the Concerto Competition award if extra funds are available. Until that is known, he will keep the amount equal to last year’s amount. Lisa provided an update on the recent Habit Burger fundraiser. It was not as well attended as she had hoped it would be, but there was a profit of $129. Next time there will be improved communication regarding this fundraiser, such as providing the details to the PTA listserv.

 

There is also an additional cost of $175 that covers registration of DSOMA as a charitable trust. Ordered checks will cost approximately $90 and will use up the remainder of the administrative account. It was mentioned that the junior high school budget does not reflect the cost of substitutes. It was clarified that the substitute cost should be placed under the cost of fieldtrips.

 

Amy is concerned that the Chang fund will be depleted if no additional donations are received from the Chang family. Amy is considering writing a letter that details how the money has been spent. Lisa shared that Mr. Chang has voiced his feeling that saving the elementary school music program is of a higher priority than the Chang funding, as reflected by his generous donation during last year’s fundraising drive.

 

Amy explained the potential funding of $15,000 following the closure of the Wennberg Foundation.

 

Concerts

 

 

Miriam is going to be coordinating the upcoming concerts with the help of Debbie and Amy. Programs are being created, and Angelo will forward information to facilitate that process. Greg has student names and sections already typed out, so after checking the information with students,, that data can be emailed one week before the concert. Greg will try to send her the information prior to Thanksgiving, and will alphabetize the names.

Unwrapped desserts (no cakes please) will be requested by the concessions coordinator via email.

 

Emcee notes from last year will be forwarded to Angelo for editing. Russ will be handling recording, and Angela Yee will be in charge of ordering. Amy has already been in contact with her. Inserts for ordering concert CDs and DVDs will not be included in the program, but information will be available via the listserv and in the lobby. Miriam is working on decorations.

 

 Venue rental fees will be split between the various school site administrator budgets. Greg will forward an email to Angelo that clarifies this district policy.  Angelo has been working on arranging and checking music for the quartets. There may be three or four junior high quartets for the lobby. Angelo is also arranging for one quartet to open for the high school concert as well as several groups for the lobby. Angelo will also ask for students to write and submit program notes. Lisa clarified that last year invitations were sent to all administrators, DJUSD trustees, and music instructors. Amy will email the final version of the invitation, check it with Angelo, and then send it out via email. Publicity information will be arranged and sent to the Davis Enterprise by Lisa.

 

Lisa explained the items that have been donated for the Wennberg reception. Amy clarified that there is a $500 budget to assist with this reception. Photos have been arranged and the contract has been sent. Ticket sales will begin December 1st. Lani will access the previous ticket sales sheet and make appropriate changes so that can be used again.

 

Unisette has added on a $250 recording fee. Amy has come up with some suggested pricing based on previous numbers ordered. Last year’s CDs were single (junior high) and double (high school). Greg suggested adding the quartet music to the recordings. With a longer junior high program, Greg mentioned a double CD. Amy clarified that this must be decided beforehand so that the order forms reflect single versus double CDs. Russ said that CDs can run up to 70 minutes. Amy is considering prices: $11 for the single CD and $12 for a double CD, $12 for the single DVD and $17 for the double DVD.


Elementary Music/Outreach

 

 

Hiram distributed data showing past and present elementary strings participation. This year there are 31 seniors participating in the high school orchestral program. This year there are 102 sixth graders participating in the district’s strings program. Greg explained that having approximately 90 incoming seventh graders will help support a balanced orchestra program. Hiram projects that increased participation over the upcoming years will substantially fill out the program at the secondary level.

 

Lani said that as of this time no tickets have been paid for. There are 262 reservations for Wednesday, February 19th, 205 for Friday, February 20th, and none for Saturday, February 21st.  Lani will follow up with teachers regarding payment deadlines. Angelo stated that the house is approximately half full. Amy has spoken with Steve Weiss regarding advertising and may follow thru on some of his suggestions. Amy is looking at the Sacramento Metropolitan Arts web site for posting the event. Other avenues such as home school listservs and Waldorf School will be explored. Lani will contact North Davis Elementary regarding their attendance. Angelo suggested that she emphasize primary attendance. Lani also suggested that the flyer be sent home with elementary students in January to support attendance at the Saturday performance.

 

Lani is preparing to send emails to both Kim and Sherrie regarding attendance and Tshirts for the elementary strings workshop. As an opportunity for both 5th and sixth grade students, private teachers will be provided with information regarding this workshop so that their elementary students can consider attending as well.

 

Joe shared the information and schedules for the upcoming elementary outreach concerts. Based upon the elementary bell schedules, this information will be sent to the elementary music teachers as soon as it has been finalized. He is waiting for information regarding numbers of student chairs and music stands needed. Amy reminded the directors that the master field trip forms need to be submitted to the site administrators. Parent coordinators will complete the arrangements for student transportation. The directors will assist in recruiting parent volunteer drivers via emails.


Director Reports

 

 

Kern Holoman is donating 100-150 vouchers for this Sunday’s concert. It will be Kern’s last concert prior to his retirement as well as a 50th anniversary celebration. Vouchers must be returned to the Mondavi box office by Saturday afternoon. This event is filling quickly, so the voucher system will end on Saturday. Any seats not claimed will then be sold on Sunday.

 

The Curriculum and Instruction meeting will be this week at Davis High. It will be open for the public to attend but no comments from the public will be entertained. Angelo will revisit the proposal for a baroque orchestra, and further outlined the reasoning for supporting this additional class at this time. Angelo asked that some form of campaign be prepared to support this proposal in the event of opposition, and he will report back on his progress.

 

Carin Sloan has contacted Amy to check on her recent proposal for video and public relations material. Promotional DVDs could be produced and acquired for $4,000 – 5,000. Amy has not clarified if DSOMA would retain production rights. Amy was concerned that this decision might be rushed with the winter concerts in just a few weeks and no plan in place. This could be supported by SOM! Money and could be used to support future fundraising endeavors. Angelo will forward information regarding this proposal to the other music teachers for their collaboration and possible consensus so that DSOMA can move forward.

Tshirts and sweatshirts have not yet been ordered for the high school this year. The order will be placed.


All-State Auditions

 

 

Hiram noted that at least 5 musicians have been accepted for CODA honors. Audition materials are due this week for All-State Orchestra.

Quartets and Coaching

 


Field trip Summary Reports

 

Everything is arranged for the San Francisco fieldtrip. The Music in the Parks trip is arranged as well, and coordinators are just waiting for audition times. Angelo is exploring options for a San Francisco trip for the high school orchestras, and discussed pricing considerations. This would potentially be a one day fieldtrip for sometime in April.


Other

 

 

Amy has become aware of a Sacramento entity, Business Organization for the Arts,that provides support for non-profits looking to fundraise and do other outreach events by matching up individuals that want to  donate time and expertise to nonprofit organizations. Amy will explore this more at a future date.

 

The meeting was adjourned at 10:00 P.M.

 

Next Meeting:

 

Date: Monday, December 15, 2008

Time: 7:30 P.M.

Place: Performing Arts Building, DHS

 

Upcoming Meetings:

 

January 19, February 16, March 16, April 20, May 18, June 15


In Attendance:

 

Board Members

 

Amy Abramson, President

Hiram Jackson, Vice President

Ann Marie Ziomek, DSOMA Treasurer

Lisa Nelson, Director-at-Large

Marijke Devos, Instruments and Chang Program

Sharon Premzic, DHS Treasurer

JeanKridl, JHS Ttreasurer

Lani Fulcher, Director-at-Large

Russ Hobby, Web/ListServ

Deborah Finley, Director-at-Large

Carol Mathisen, Secretary

Orchestra Directors

 

Angelo Moreno

Greg Brucker

Orchestra Volunteers

 

Lynn O’Leary

Marian Bilheimer

Joe Grafton

Marja Koivunen 

Back to Index

 

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DSOMA Board Meeting
Monday, December 15, 2008
Davis Senior High School, IPAB


Welcome
Hiram called the meeting to order and explained that he would chair the meeting due to Amy’s sore throat. He then led introductions.


November Meeting Minutes
The minutes from the previous meeting on Monday, November 17, 2008 were reviewed. Hiram noted the corrected spelling for Kern Holoman. Joe Grafton motioned to approve the minutes as amended, Ann Marie seconded the motion, and the minutes were approved. 


SOM Video Presentation

Carin and Hal Sloane began their presentation by explaining the history of their introduction to the Davis strings program. Angelo had continued conversations with Carin and Hal over the summer about the possibility of creating several video tools to use in the future for mass marketing, attracting major donors, and informing decision-makers. Also discussed was the creation of small discipline-specific pieces.


Hal emphasized the appropriateness of using a well-crafted video for showcasing the many types of programs. Hiram inquired about the possible timeline before a finished product would be ready. Depending upon what other programs or footage needs to be gathered, Hal projected that videos could be ready in about 6 weeks. Angelo clarified that other directors have been informed about this opportunity, and upcoming performance and practice opportunities were discussed. Hal also responded to Amy’s questions about how the core program and message are crafted and presented. Obtaining the right answers involves asking the right questions. Carin added that a small core group working with them would be beneficial. Angelo suggested connecting with all of the other music directors via email, inviting them to join with Amy, Carin and Hal to clarify upcoming concert dates and begin this process by establishing deadlines.


Joe asked who will receive these videos and what will be the purpose. It was clarified that the current proposal will focus on three videos aimed at different groups, such as district staff, major donors and grant funding. Ann Marie also mentioned using footage and separate DSOMA money to produce footage that represents just the orchestra program.


Lisa, Hiram, Amy, and Russ agreed to participate as DSOMA representatives on a small core committee. In conjunction with the understanding that other music groups will be involved, Ann Marie moved that as the group in charge of SOM funds, DSOMA would be willing to direct funds up to $5,000 towards this proposal. Lisa seconded Ann’s motion, and it was approved with one abstention.


Providing the appropriate approval is given, Carin and Hal will explore the possibility of recording tomorrow night’s concert. 


Board Administrative Issues
Wennberg Foundation Update: Funds are on hold until the tax situation has been clarified. Amy recommended waiting before inquiring about additional funding.


Budgets/Financial
Financial Reports: DSOMA will not be receiving the Teichert grant. Sharon summarized correspondence indicating that their corporation is focusing on basic humanitarian needs this year. This impacts the high school operating budget. Without the Teichert money, Sharon explained that either $4,400 must be raised or the decision must be made to dip into reserves. Sharon outlined some budget trimming in addition to Greg’s proposal that students try additional fund raising. Payment has been sent for Wicked tickets and transportation. Reductions involving the concerto competition (less than $450) and audition costs (paid for by DSOMA, less than $1,000) with  up to $450 less on the music scores will offset the deficit. Sharon and Amy discussed the additional $1,351 in income from donations. Marijke also discussed instrument repair costs and the feasibility of buying new bows. Repair prices are expected to increase. With $75 to re-hair and the added cost of  new tips, replacement as opposed to repair is something to be considered. Marijke will continue to explore purchase and repair cost options.


Budget Modifications: Greg asked that DSOMA consider purchasing an additional bass at some future time. A repair bill for percussion (timpani) will be paid by DSOMA. 


Concerts
Winter Concerts: Marian discussed improvements for the junior high concert: the house lighting situation, chaperoning, and instrument oversight. Marian clarified that parent chaperones should be allowed to watch the concerts, and Angelo supported that.  Amy mentioned that there was a shortage of programs after being passed out to individuals rather than families. $370 was collected in concessions. Use of caution tape or mention in the emcee notes to prevent audience members from entering the stage area may be necessary.


Debbi accepted the Alpha Phi Omega offer for additional concert assistance at the high school winter performance. $508.21 in concessions was received. Appropriate audience behavior by the students was discussed.


CD/DVD Issues: CD/DVD orders are due by this Wednesday. Angela Yee is the volunteer in charge of this. Developing an archive for CD/DVD copies for the school site music libraries as well as DSOMA is an important concern. Russ will be producing the DVDs and then delivering them to Unisette. He will check for quality assurance.


IPAB:
Wennberg: Amy said a subcommittee needs to be formed prior to the January DSOMA meeting. Lani is working on forms, and discussed the possibilities of having students pick up tickets at a rehearsal. However, it was felt that Mondavi is paid a substantial amount for that event, and should be responsible for handling ticket distribution.


Jammies: Angelo has met with the Jammies people. He needs a list of potential attendees developed for invitations to the pre-performance reception. Concerns and advantages of sharing this list were discussed. Angelo will clarify that this list is used strictly for invitations only. 


Elementary Music/Outreach
Peter & The Wolf: Lani needs a precise count. The Wednesday performance is booked. She has 120 tickets paid for. Lani needs to select a deadline for final payment. Friday’s performance has some room. Lani is corresponding with North Davis Elementary regarding their ticket request. Amy will investigate contacting home schooled students via Angela Yee. The Saturday performance now needs to be promoted.


Elementary Strings Workshop: Invitations have gone out, T-shirts have been ordered, and Lani needs a check for approximately $400 to cover the cost of the T-shirts. Other details are usually finalized the day of this event.


Elementary School Concerts: Joe clarified the process involving administrative approval and then coordinating the student forms. The first concert is the fourteenth of January, so administrative forms should be submitted as soon as possible. School site volunteers will coordinate the transportation.


Coaches: Kim has contacted Amy concerning coaches arranged for the All-State Orchestra.


Quartets/Coaching
Two quartets will be playing at the capital on Friday. The students will leave around 11:10 and return a few hours later. Angelo will email Hiram a coaching list for the quartets to access.  Hiram expressed concerns regarding parent approval forms.


Grammy Application Update

Hiram will receive notice regarding the status of this in March. Hiram also interjected budget updates at this point in the meeting. The elementary program appears to be okay. DSF is awaiting January state budget information. 


Field Trip Update

HS New Plans: The tickets have been ordered for the high school field trip on April 1, 2009. The forms will go home with the students when they return from vacation in January, and will be due on that Friday. If students do not return the forms by the stated deadline, they will not be allowed to participate. The scheduled events will include a pre-concert lecture and viewing a live rehearsal followed by a sack lunch on the bus, attending Wicked, and then dinner on Pier 39. 


JHS: This weekend’s trip was a well-organized success. In addition to enjoying the Exploratorium, the Peter and the Wolf concert was also successful. 


Director Reports
Baroque Orchestra: Angelo turned in the signed paperwork on Friday to the Curriculum and Instruction Committee. Next he must prepare a course description. Angelo has contacted school board members, and has discussed instrument conversions with Deven. Deven will put together an instrument conversion proposal for violin, viola, cello and bass. Bows will be $300 or $500 depending upon where they are acquired. Angelo will also explore a bulk purchase deal. Gut strings cost about half of the regular strings but break with more regularity. Angelo speculated that a bass and some cellos may need to be purchased. Instrument needs will be driven by the enrollment, and this will be an ensemble group. Angelo also discussed the possibility of locating and purchasing an affordable harpsichord along with the development of collaborative concerts. Hiram will hear from Angelo when this is to be placed on the agenda.


Other: Greg read off the concerto competition list. Angelo is working on filling out the list of judges. This will be held on Tuesday, January 13th.


The meeting was adjourned at 10:08 P.M.


Next Meeting:

Date: Monday, January 19, 2009
Time: 7:30 P.M.
Place: Performing Arts Building, DHS


Upcoming Meetings:
 February 16, March 16, April 20, May 18, June 15

In Attendance:
Board Members
Amy Abramson, President
Hiram Jackson, Vice President
Ann Marie Ziomek, DSOMA Treasurer
Lisa Nelson, Director-at-Large
Marijke Devos, Instruments and Chang Program
Sharon Premzic, DHS Treasurer
Lani Fulcher, Director-at-Large
Russ Hobby, Web/ListServ
Deborah Finley, Director-at-Large
Carol Mathisen, Secretary
Orchestra Directors
Angelo Moreno
Greg Brucker
Orchestra Volunteers
Lynn O’Leary
Marian Bilheimer
Joe Grafton
Presenting Guests
Carin Sloane
Hal Sloane

Back to Index

 

**************************************

 

DSOMA Board Meeting
Monday, January 19, 2009
Davis Senior High School, Music Room


Welcome
Amy led introductions of those present.


December 2008 Meeting Minutes
Lisa moved to accept the minutes as amended, Debbie seconded the motion, and the minutes were approved.

Board Administrative Issues
Student Accounts: Sharon explained how student account updates are distributed before trips are charged. She discussed the relationship between students who have received money from the Chang scholarship for teaching, and the scheduling of trips. Sharon discussed the possibility of those students receiving payment directly for the instruction they provide. Direct payment for services would simplify the bookkeeping. It is difficult to separate the funds received from other fundraising sources with funds generated from Chang. Ensembles would receive payments directly from those paying for their performance whereas Chang recipients would receive payment from DSOMA. Sharon stressed concerns over students that have participated in fundraising efforts and yet will not have the opportunity to benefit from the money that resides in their accounts. This would also remove DSOMA as a participant in the quartet process.


Amy suggested that the next meeting include a discussion regarding the Chang scholarship program. She shared the contents of a recent letter sent to the Chang family.


Sharon moved that DSOMA change the way students are paid for teaching lessons and for the way ensembles receive payment for their performances. This would involve direct payment to the students performing in the ensembles. Jean seconded the motion after Ann Marie asked for additional discussion on this motion. Clarifying questions were also asked and discussed about how the band students perform in ensembles to raise account funds. Ann Marie questioned the purpose of the ensembles as either to raise funds for student accounts or to build experience as performing, paid musicians. Sharon echoed Amy’s recommendation that this be discussed at a later meeting.


Amy suggesting modifying the motion to state that students giving lessons paid for under the Chang scholarship funding would be paid directly until such time that DSOMA determines that the Chang scholarship fund has no remaining money. Ann Marie agreed, and Sharon explained that this could again be modified as the year progresses. The original motion with Amy’s addition was agreed upon.


Honor Cords: Angelo emailed the number of graduating seniors in both the chamber and symphony orchestras to Amy.


1099 MISC: DSOMA has filed for the 1099 payments made in 2008, and this information has been forwarded to the appropriate tax agency.


Budgets/Financial
Financial Reports: Sharon distributed the latest information regarding budgeted monies versus actual. 


Budget Modifications: Jean shared budget items for recent coaching and auditioning commitments. In total $375 has been spent but an original amount of $2,500 was dedicated for this budgeted item. $25 has not yet been invoiced. Jean led the discussion regarding the expected commitment of remaining contacts.


In the adjudication budget there is about $500 remaining. Combined with remaining funds from the coaching/audition funds, the directors have approximately $1,000 in funds to use toward guest artist presentations at the various school sites.


This was clarified and approved in a motion made by Jean and seconded by Lisa.


Sharon presented a DHS Orchestra San Francisco Day Trip Budget. Amy motioned to add the SF trip to the budget on both of the expense and revenue side of the budget (with the addition of a newly enrolled student), Ann Marie seconded, and the motion passed.


Angelo clarified that the audition costs would remain the same. Students will simply mark the appropriate box indicating which ensembles for which they are auditioning.


Amy helpfully explained the necessity of having participants for Peter and the Wolf to split out funding for billing purposes.


Baroque Orchestra
Status and Action Plan/Instruments: Angelo shared Deven’s cost proposal for preparing the baroque instruments. Angelo has been researching and comparing costs for gut strings. Possible donation amounts were discussed.


Amy calculated that approximately $5,600 would be required for basic instrument conversions. Additionally cellos and a bass would need to be purchased. Conversions of bows would increase the amount needed to support this ensemble. Angelo suggested that ensemble members would be able to participate in fundraising. A minimum of $11,000 will be needed. Amy has signed up to attend a meeting this Thursday to explore the acquisition of matching funds through the , and the idea of instituting a minimal ticket charge for concerts was considered as well.


DSOMA Plan: Hiram discussed concerns expressed at a recent board meeting regarding music programs for new students or students considered at-risk academically. Based on recent proposals from the governor’s office, Hiram explained possible flexibility within the categorical funding. At the district level, Hiram expressed his evaluation that the music program will be protected due to the Measure W funding. 


Instrument Purchase Plan
Marimba donation: A marimba has been donated to the music program.


Damaged Instruments: Marijke and Greg discussed school site funds that might be used  to support replacement of both a bass ($650)and a cello ($640). Amy asked Greg to work with Ann Marie to ensure that the purchase order process moves along. An official invoice is needed by the district.


DSF will be sending DSOMA board members invitations for their January 29th event, a reception honoring supporters of last spring’s fundraising campaign.


Fundraisers
This Wednesday night will be a fundraising evening at Woodstock’s Pizza. Dos Coyotes (Feb 18) and an evening of bingo at the Oddfellow’s Lodge are planned as well.


Saturday, April 14th will be a “flapjack” breakfast event at Applebee’s. Student volunteers will be needed to assist at that fundraising event. 


Concerts
Peter and the Wolf: Lani is still awaiting payment for many of the tickets. Angelo asked that Lani provide Amy with names of teachers so that Amy can confirm their attendance. The box office will open one hour early for the Saturday performance. Angelo will encourage junior high and elementary strings students to attend, and will email the puppeteer to check on his progress.


Jammies: Invitations and flyers will be forthcoming for the concert and reception recognizing Angelo on Friday, February 20th. Angelo has also arranged for the donation of wine. 


Wennberg: Greg is working on stage set-up charts. Angelo is ensuring that there will be an adequate amount of tables. Other issues arising from last year are being resolved. Lisa and Amy will email each other regarding arranging complimentary tickets and invitations. Lani has updated the ticket form. This will be distributed the week after Peter and the Wolf outreach concerts.


CD/DVDs:


Elementary Music/Outreach
Elementary Strings Student Data: Hiram shared numbers regarding the expected numbers for the junior high school sites.


Elementary Strings Workshop: Lani is waiting for the Peter and the Wolf flyers for the workshop. Greg provided her with the music. She will need four students to assist with the event at Emerson from 1:00 until 4:30. 


Elementary School Concerts: Next year’s schedule will take semester finals into consideration. There is a need for volunteer drivers. Coordinating trip times around school site start times was also discussed.


Elementary Survey – Elephant Concert: Joe discussed running another anonymous survey that includes questions involving at-risk status. Collecting data on “customer satisfaction” allows for a body of data that can be reviewed with census information to inform program decisions. One possibility involved performing the survey online. Joe will construct an online survey to be shared as a possibility.


Grammy Application Update/CMEA All State
Six district strings students have been invited to participate in the All State Orchestra.


Sloan Video Project Update
This item will be tabled for the February meeting.


Directors Report
Items were covered in previous discussions.


The meeting was adjourned at 10:46 P.M.


Next Meeting:
Date: Monday, February 16, 2009
Time: 7:30 P.M.
Place: Performing Arts Building, DHS


Upcoming Meetings:
March 16, April 20, May 18, June 15

In Attendance:

Board Members
Amy Abramson, President
Hiram Jackson, Vice President
Ann Marie Ziomek, DSOMA Treasurer
Jean Kridl, JHS Treasurer
Lisa Nelson, Director-at-Large
Marijke Devos, Instruments and Chang Program
Sharon Premzic, DHS Treasurer
Lani Fulcher, Director-at-Large
Russ Hobby, Web/ListServ
Deborah Finley, Director-at-Large
Carol Mathisen, Secretary
Orchestra Directors
Angelo Moreno
Greg Brucker
Orchestra Volunteers
Joe Grafton, Surveys
Susan Booth

Back to Index

 

**************************************

 

DSOMA Board Meeting
Monday, February 16, 2009
Davis Senior High School, Music Room


Welcome
Amy began the meeting at 7:45 P.M.


January 2009 Meeting Minutes
Debbie moved to approve the January meetings as amended. Marijke seconded, and the minutes were approved. The minutes will be forwarded to Russ for posting on the web site.


Board Administrative Issues

Amy expressed concerns regarding the use of letterhead by others outside of the DSOMA board as well as release of non-profit information. Lisa agreed that as a policy the letterhead should be used by board members. Greg clarified the importance of getting permission and support before using DSOMA letterhead for fundraising purposes. Debbie voiced concerns that such a policy would be restrictive for non-board members trying to perform functions for DSOMA and yet not allowed access to letterhead. Amy repeated that she would want to know about any solicitations being made on behalf of DSOMA. Letterhead would be for DSOMA board use unless for use approved by a specific board member. In this case, the communication should be signed by a board member. This was agreed upon without a formal motion.


IPAB Recording Equipment
Angelo’s contact has provided DSOMA with three different levels of recording equipment. Russ gave a brief overview of the equipment, and led a discussion on who will provide payment for this installation and equipment. Questions discussed included who benefits, and what funding sources might be available. This would take the place of recording services provided by Unisette. The three proposals were for $5,000, $6,149, and $10,695, reflecting a low, medium, and high bid. The capacity and appropriateness of all three options was debated. Amy questioned what plans would be developed to authorize use of this equipment and insure training (through the stage craft class currently offered on campus). Both Angelo and Greg spoke to the opportunities for video technology instruction. Angelo suggested that the music teachers gather and discuss the funding for this equipment (including SOM!), discuss ways to include all stakeholders, and agree upon the training and usage protocols. Amy also stressed outlining the responsibility for maintenance of this system. How to make this happen, especially in times of financial constraints, is important. Options include SOM! funding with additional buy-in, taking a percentage from all interested parties, or full funding from SOM!  sources. Amy suggested the creation of a maintenance fund to support repair and upkeep costs. It was agreed that DSOMA will proceed and form a task force to explore this and investigate the level of interest.


DJUSD/Budgets Update
Hiram explained that the DJUSD board meeting scheduled for this Thursday will include discussion of possible layoffs. He continues to check daily for potential cuts. He is also finding people in the other music booster groups to get together and discuss items next Sunday, particularly regarding the recording equipment package and coordination/advocacy efforts between the various booster groups. Hiram said this will occur between 3:00 and 5:00 P.M. next Sunday at the library. Elementary music is protected by Measure W as well as a 1.0 F.T.E. at the secondary level. While Greg explained that high enrollment numbers should ensure maintenance of most strings classes, and the Music Essentials class could be maintained because of the need to provide universal access for all learners. Advocacy efforts by DSOMA would focus on maintaining strings programs in light of efforts to tighten up enrollments. Hiram will continue to monitor enrollment levels and district cut lists. At this point DSF is not working on a fundraising campaign. Amy speculated about the remaining SOM! funds and if this revenue source endangers district program support. If the district is willing to continue discussion about the possibilities of moving to a district-wide music program rather than the current site-based approach, Angelo feels that this would strengthen the position of the music program overall. Angelo added that once enrollment numbers are in to the district, some advocacy may be needed if the baroque orchestra becomes a target for cuts.


District Wide Music Program Accessibility
Hiram has had numerous discussions regarding why students may not sign up or continue participation in the strings program. Hiram has been reviewing data about second language learners, income levels, learning disabilities, and other means to support elementary music participation. He specifically mentioned Mel Lewis, Carol Curinga, and Janet Bolware.


Budgets/Financial
Current “budget versus actual” information was shared for DSOMA, the high school and the junior high schools. Daniel Dedoshka has donated $2,000 towards purchasing music for the high school symphony. There is the possibility that this year’s Peter & the Wolf concerts may actually come out ahead. Ann Marie also detailed incoming and outgoing monies for the Chang scholarship fund over the last few years. $1,600 remains in the Chang account. This year’s students will be covered, but Ann Marie cautioned that this may need to become a budgeted item in future years unless additional funds or donations increase the levels in that account. Angelo hoped that Saturday’s tickets could go towards replenishing the Chang. Jean believes all audition invoices have been submitted, but asked that any still outstanding be turned in. She has also reminded families that their second payment (instrument usage) is due, and said that payment is gradually coming in. Sharon said that her letter is waiting to be sent as well, and is planning on giving them to Angelo for dispersal in class as soon as the SaveMart paperwork has been completed. Jean is open to discussing hardships and Angelo said that he can assist with phone contacts as well. Angelo asked Amy to explore other grant possibilities with the Gummerloch family. 


Fundraisers
Debbie has requested and received 500 Rotary raffle tickets. Amy asked questions concerning what will be the policy for the junior high and high school students and designation of the proceeds, especially concerning fundraising for individual student accounts and for the overall DSOMA organization. Angelo proposed providing a prize for students selling the highest number of tickets. Should the funds raised from Rotary go to individual student accounts or to the general fund? Jean moved that the Rotary raffle proceeds be assigned to the general DSOMA funds, and Sharon seconded the motion. The motion was amended to include the statement that the stated intent of this fundraising will be to support field trip costs. The raffle will take place in May, and the ticket sales begin in April.


Bingo is scheduled for Sunday, March 8th.


Concerts
Lani reported that the elementary strings workshop has a record number of attendees. She submitted receipts for payment, and Angelo thanked her for her efforts. 


Peter and the Wolf: Wednesday’s performance is almost completely booked. Friday’s performance is booked. Lani will continue to collect payment at the door. Lani asked for assistance in getting the balloons from the Party Store on the performance days. She will be occupied meeting students in the lobby at 10:00 A.M. 


Jammies: Debbie has given Angelo a call sheet for copying and distribution. Debbie will be coordinating the chaperones for Friday’s event. Lisa reminded everyone to send in their reception fee to Jennifer via the email.


Wennberg: Mondavi has raised costs, and Amy is awaiting updated figures. She is working on this, which may entail a new contract and changed budget. She has questioned the hours required for setting up the reception room, and she will see what the revisions show. Early ticket sales will begin once a beginning date is decided upon and students receive forms. Angelo suggested the forms be handed out next week so that this event can be promoted, while leaving adequate time to allow for return of the forms in early March. A due date of Wednesday, March 4th was chosen as the due date for these forms. Lani asked that it be emphasized that students are NOT to take the forms to the Mondavi box office but to return the forms directly to Angelo. Additional information regarding ticket pickup will be sent via the listserv. Amy will confirm if Eu Cho will be producing the program for this event.


Elementary Music/Outreach

Elementary School Concerts: A few concerts remain. Angelo said that they have gone very well. 


Elementary Survey – Elephant Concert: No report was given.


Field Trip Updates

The tickets for both the symphony and Wicked have been acquired. The buses are still reserved, and will be paid for completely before the trip. Pier 39 vouchers will be acquired via online customer service. This will be discussed again at the March DSOMA meeting. Planning for the Music in the Parks is going forward as well.


Instrument Issues
Marijke asked for clarification regarding purchase of the instruments. She needs to know if this is an emergency situation, or if DSOMA money can be used. Marijke needs to know if the money is there to purchase the instruments, especially the bass. It was agreed that Marijke can go ahead and purchase the bass, with the hopes that the arts funding will be available. The money is in the budget. It was discussed that the instrument use agreement be reviewed, with the idea that consequences be look at to address this issue. Jean stated the importance of differentiating between the instrument maintenance donation and the potential cost of repairing or replacing an instrument due to negligence. This will be revisited at the next DSOMA meeting. Greg added that once next year’s numbers are made available, instrument needs will be better outlined.


Directors Report
Angelo is looking at budget constraints and Devon’s time while looking for approval as he moves forward on baroque instrument conversions. He asked what would be the first “chunk” or step in this process. Angelo also clarified that many students have expressed the intent to audition for both the symphony and baroque ensembles. Angelo has been discussing the situation with Phoebe Craig, and has located a potential source of a harpsichord, either through UCD or an alternate donor. Michael Sands in also assisting with information regarding bows. There will be more specific information available as of the next DSOMA meeting in March. Angelo is currently looking at the instruments he plans on pulling for this conversion. 


Greg discussed potential staffing changes for next year, involving Angelo expanding his position at the high school and Greg covering instruction at Harper. Enrollment preferences and discrepancies between the three junior high schools were also discussed.


The meeting was adjourned at 10:40 P.M.


Next Meeting:
Date: Monday, March 16, 2009
Time: 7:30 P.M.
Place: Performing Arts Building, DHS


Upcoming Meetings:
 April 20, May 18, June 15

In Attendance:
Board Members
Amy Abramson, President
Hiram Jackson, Vice President
Ann Marie Ziomek, DSOMA Treasurer
Jean Kridl, JHS Treasurer
Lisa Nelson, Director-at-Large
Marijke Devos, Instruments
Sharon Premzic, DHS Treasurer
Lani Fulcher, Director-at-Large
Russ Hobby, Web/ListServ
Deborah Finley, Director-at-Large
Carol Mathisen, Secretary
Orchestra Directors
Angelo Moreno
Greg Brucker
Orchestra Volunteers
Lynn O’Leary

 

Back to Index

 

 

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DSOMA Board Meeting
Monday, March 16, 2009
Davis Senior High School, Music Room

 

Welcome

 

Amy opened the meeting with introductions.

 

February 2009 Meeting Minutes

 

The minutes from the previous DSOMA meeting on Monday, February 16th were reviewed. Sharon made the motion to pass the minutes as amended. Hiram seconded the motion, and the minutes were accepted.


Elementary Music/Outreach

 

Joe explained that he will be meeting with Hiram to strategize the focus for the upcoming year, including topics to be discussed with administration and questions to be placed on the survey, including the use of student identification numbers. Hiram asked if all secondary students have an ID number, and if those numbers could be used to gather data. Greg suggested that this could be an issue regarding student confidentiality. Hiram said using that system might allow the district to correlate data with additional demographic data. Sharon suggested that such information could be gathered on a voluntary basis. Changes to the survey content and using online survey tools were discussed.

 

Regarding the elementary outreach concerts, it was felt that two shorter programs specifically targeted for grade levels were more successful than a single program of greater length. Joe reported that the concerts went well overall. It was difficult to arrange for parent support at one of the junior high school sites despite the volunteer list. Greg volunteered to be a “point person” or overall facilitator for both Harper and Emerson next year. Holding concerts during the middle of the day can be difficult. Amy suggested the volunteer list be reworked to encourage a focus on certain areas, and Miriam felt that sending multiple emails for volunteer assistance might be helpful as well. Greg also outlined careful scheduling these concerts to minimize the impact on other classes.

 

Field Trip Updates

 

Sharon Inkelas reported that there are currently 100 students signed up to go to Music in the Parks, and plenty of chaperones available as well. Chaperones will be asked to send in their money in a few weeks. Refunds, both partial and full, were discussed along with gas stipends for drivers. For clarification, Debbie asked if parents should be asked to pay the $34 cost regardless of whether or not their student receives a scholarship, etc. This was discussed so as to receive direction from the board. Angelo explained that past policy has been for money to be reabsorbed by DSOMA in case of cancellation. Invoices asking for payment within 10 days have been given to the directors for the few students that still owe field trip money. This will be decided on an individual basis.

 

Sharon Premzic reported on the upcoming DHS field trip to San Francisco. Angelo has transferred all pertinent information to the district form, and has submitted it to administration for approval. Greg has copied the remaining forms. Money has been received, and tickets for both the SF Symphony and for Wicked have been purchased. This was done separately from other donations. Lisa will get refreshments from Costco. Sharon said there was approximately $200 available for those snacks. Students will be told to bring bag lunches. Angelo will prepare a call sheet for students to answer potential questions. Students will gather at 6:30 AM and will depart at 6:45 AM.

 

DJUSD/Budget Update

 

Hiram reported that the Davis school board passed their “pink slip” list without listing any music instructor positions. The funds from Measure W provided some protection. However, funding for music will again be of concern as projected tax revenues drop in future years. Renewing the parcel tax may be necessary. Greg discussed funding and staffing cuts that might impact programs in future years but spoke of the successful impact of the outreach events and of the growing number of students within the district’s strings program. Hiram suggested that the impact of the music program with the DaVinci students be closely watched. Changes in the music schedule at Emerson will continue to drive schedules throughout the district, but nothing has been decided.

 

Budgets/Financial

 

Regarding the high school concerts, Sharon noted concerns of being over the planned budget for the spring concert. Participation at the Jammies concert was not budgeted, and money must be allocated for guest musicians that attend both the rehearsals and the actual concert.

 

Anne Marie reported that approximately $700-$800 (not including the grant money) was made on the Peter and the Wolf concerts. It was beneficial that a small ticket fee was charged. While labor charges will apply, DSOMA will have future use of the puppets. She also discussed budgeted instrument repair and replacement. Some repair costs will have to come out of the instrument purchase funds. Marijke has informed Greg that the purchase order for both a bass and cello for Emerson has been approved, and he will appeal to Clark for additional support. Adding another category to cover needs for the new baroque ensemble was also briefly discussed. Instrument usage policy forms will be amended.

 

Amy questioned the difference between the actual and budgeted amounts on Wennberg. Anne Marie clarified that an approximate $1,900 deposit will be posted.

 

Fundraisers and Student Accounts

 

Debbie introduced Chris Granger-Johnston as a parent volunteer for the upcoming Rotary Raffle. Debbie has selected dates for Nugget Market (April 18th and 19th). Picnic Day weekend may bring additional support. Debbie clarified that all money will be directed towards the DSOMA general fund and students can earn money for their individual accounts via scrip participation. Comparisons with individual fundraising mechanisms for band students were made. Amy suggested that this item be placed on next month’s agenda or be discussed with orchestra student representatives. Angelo questioned when a formal cutoff for these student accounts will be decided upon as DSOMA moves towards eradicating all student accounts.

 

Lisa reported that $200 was made at the most recent Dos Coyotes fundraiser. She said that Dos Coyotes would love to have a repeat fundraiser with the orchestra students. Only two people showed up at the bingo event.

 

Concerts

 

Lisa reported that 54 people are confirmed for the Wennberg reception plus additional complimentary invitations, so she will plan on approximately 100 attendees. With the fees associated with using the reception area, Amy explained that this event represents an expense for DSOMA. Debbie reported that she is looking for additional check-in assistance, especially with the high school group in the morning. Angelo and Debbie reviewed procedures. Also, Debbie emphasized the importance of tuning instruments from 1:30 until 2:30 P.M. Debbie is still awaiting confirmation regarding the availability of a warm-up piano. The photographer is also looking for confirmation on where individual pictures will be taken. Delaine Eastin will be the emcee. Flowers will be arranged for both the concerto winner and the emcee. Eun is completing the programs, and 600 programs will be printed. Approximately 720 tickets have been sold. Mondavi will hold approximately 1,650 people. Options regarding emcee dialogue and audio-visual presentations were discussed, especially choices regarding the use of recording equipment. Angelo reflected that the slide show and student testimony will encourage program support. He will have the names of the student speakers (two pairs comprised of one junior high and one high school musician) for Hiram by Tuesday evening. Mondavi is experiencing some technical difficulties this week.


ASTA Conference

 

Hiram spoke regarding the American Strings Teacher Conference. This presents an opportunity for the orchestra program to participate in this event by participating as an invited performing group, as a local showcase orchestra application within a 100 mile radius of Santa Clara involving a session with a well-known adjudicator and clinician, entrance into the exhibit hall, and a group participation plaque, and lastly as a participant in the ASTA National Orchestra Festival and the choice to participate within either a competitive or non-competitive track. Hiram presented information to the board as application deadlines are approaching. Field trip options for the various secondary ensembles were discussed. With Russ assisting on assembling the audition materials and general agreement that an overnight trip involving the junior high ensembles is not an option, Hiram moved that DSOMA submit applications for both the Chamber and Symphony Orchestras for the Invited Groups Program and the National Orchestra Festival (option one and three). This motion was discussed and then split into separate options. The first option was agreed upon by the entire board as this application process does not need a fee. The board approved expenditures supporting option three with two members voting against this proposal.

 

NAMM Survey/ Grammy Signature Update

 

This item was tabled for the next meeting.

 

Davis Music Association Update/Sloan Video Project

 

This item was tabled for the next meeting.


IPAB Recording Equipment Update

 

This item was tabled for the next meeting.

 

Director Reports

 

Audition times will be posted tomorrow. Greg felt that the two audition groups will be easily filled. Angelo encouraged planning that includes all three ensembles.

 

Purchasing an appropriate number of concert music folders was discussed. The number of students in each group will be solidified so that purchasing for next year can be investigated.

 

Angelo is waiting to communicate with a dealer for baroque materials. He also outlined the workshop done by Michael Sands, and the possibility that he could be brought to Davis with that program. This opportunity would help to integrate the baroque musicians, and has already been discussed favorably with Michael. The district-wide music program concept will be discussed in greater depth at a future meeting. Setting up program support and conversations now is critical to prepare for a time when Measure W support disappears. A variety of outreach events is being looked at for the upcoming year, especially in light of the success of this year’s programs. Next year’s AllState event will be held in Sacramento, and Greg discussed the creation of an assignment in the form of a required application submission. Expansion of the band program at Harper may be indicative of growing district recognition and support of music programs. The creation of a vocal concerto competition was also discussed.

 

The meeting was adjourned at 10:55 P.M.

 

 

Next Meeting:

 

Date: Monday, April 20, 2009

Time: 7:30 P.M.

Place: Performing Arts Building, DHS


Upcoming Meetings:

 

 May 18, June 15

 

In Attendance:

 

Board Members

 

Amy Abramson, President

Hiram Jackson, Vice President

Ann Marie Ziomek, DSOMA Treasurer

Jean Kridl, JHS Treasurer

Lisa Nelson, Director-at-Large

Sharon Premzic, DHS Treasurer

Lani Fulcher, Director-at-Large

Russ Hobby, Web/ListServ

Deborah Finley, Director-at-Large

Carol Mathisen, Secretary

Orchestra Directors

 

Angelo Moreno

Greg Brucker

Orchestra Volunteers

 

Lynn O’Leary

Miriam Bilheimer

Chris Granger-Johnston

Robert Lawson

Joe Grafton

Sharon Inkelas

 

Back to Index

 

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DSOMA Board Meeting
Monday, April 21, 2009
Davis Senior High School, Music Room


Welcome
Amy called the meeting to order at 7:40 P.M.


March 2009 Meeting Minutes
Anne Marie moved to accept the March minutes as presented, Sharon seconded the motion, and the motion carried.


Administrative Issues
Amy reviewed current board members, and said that DSOMA will need one additional officer for the upcoming year. She asked for people to email potential nominees to her for consideration. Sharon also mentioned that several board members are going to be approaching their three year term limit per the DSOMA bylaws. Russ also mentioned looking for someone to take over the technical needs for the junior high group.


Sharon outlined information shared online regarding a petition for arts in the schools. Hiram explained that the current NCLB legislation supported fine arts curriculum and standards in the schools.


Update
Hiram reported that there are over 85 incoming seventh graders signed up for orchestra ensembles. Bringing the junior high total to 225 students with an already large group of eighth graders, planning will reflect those numbers. Elementary outreach efforts are believed to have made a positive impact as reflected by these increased numbers. DJUSD and California budgets will include cuts if the upcoming state propositions are not passed. Hiram is proposing an informative letter be drafted and shared with families which might explain how possible cuts may affect the strings program. Hiram said federal stimulus money may be coming down but not much else is known at this time. He also explained the nationwide survey (NAM) of the top 100 music programs. One possible weakness in the Davis program may be attributed to fewer minutes in general music instruction at the elementary level. He sent an email suggesting that some programs could be placed at the elementary sites to counter this, such as the BRAVO program. Greg said that perhaps this area of need could be a focus for DSOMA in the coming year. Startup costs could be greater than the district can presently afford, but following years might be within the DJUSD budget. In response to a question from Anne Marie, Hiram outlined the BRAVO program as a curriculum that introduces students to most of the major composers. The Davis Music Association will hold another meeting this Sunday, April 26th.  Bylaws will be discussed, and Hiram hopes that an organization might be in place by this summer.


Fundraisers
Tickets for the raffle have gone out to the students, and money will be collected by May 1st. The absolute last day for collection will be May 5th. Ordered tickets will total almost $9,000 in revenue if all tickets are sold. Prizes such as Jamba Juice and itunes gift certificates will be handed out to selected students. Collected money will be given to Anne Marie, and she will generate a check for that amount.


Concerts
Amy explained that the Mondavi people have incorrectly booked the Wennberg date for next year. As she continues to work with them on this issue, the email history and the possibility of a fee waiver are being discussed. Covering set up and take down charges for the group playing immediately before and after the Wennberg would involve several thousand additional dollars in fees. Amy will attempt to schedule a meeting with key Mondavi personnel to try and settle this. She will let both Angelo and Greg know when this is scheduled. 


Russ said that there were difficulties and errors in the recording of Wennberg as well. Russ was able to mix recordings from multiple sources. The CD/DVD masters will be delivered to Unisette this week.
Angelo has received more volunteers for the upcoming Elephant concert. Joe and Hiram met following the last DSOMA meeting to incorporate additional questions into the survey. Joe continues to work on an online survey for those connected with the listserv. Amy suggested putting the link on the survey.


Pam Mari will be both the emcee for the spring concerts and the narrator for the Chamber Orchestra’s Carnival of the Animals performance. Angelo discussed having a student generate a PowerPoint presentation to accompany the music. Amy will ask Eun to produce the programs for the finale concert. The junior high concert will be May 21st and the high school concert will be May 29th.


ASTA Conference
Hiram continued his discussion from the last meeting regarding the American Strings Teacher Association conference and the National Orchestra Festival. Applications have been submitted for both the Advanced Junior High and the Symphony Orchestra. Hiram has recently found out that the Baroque Ensemble will be eligible as well. The first deposit is due around the middle of August if groups are chosen. A local showcase performance is another option and does not include competition. Approximate costs excluding hotel and some meals will need to be examined. Hiram will receive notification on May 15th. Amy began a discussion regarding the possibility of holding a mandatory parent meeting to discuss field trips and fundraising opportunities, especially as the number of student musicians continues to expand. 


Budgets/ Financial
Due to technical difficulties, these items will be tabled and moved to the upcoming meeting in May.


Baroque Orchestra Issues
Amy shared a spreadsheet that outlines the costs involved in instrument conversion. This estimate does not include the cost of gut strings and tailpieces for two basses. Conversion costs will be slightly over $12,000. Replacement costs for additional strings will increase the total expenses to around $17,000.  Angelo has solved the issue of harpsichord storage and basic maintenance. The stage crew will construct a box for the two harpsichords as a summer project. Amy also discussed the replacement costs for those instruments that are being converted for the baroque ensemble, as there will be fewer instruments available for the other groups. A method for allocating the remaining instruments needs to be decided upon. Angelo and Greg will provide information so that funding projections can be made as soon as possible. Anne Marie reviewed the amount residing in the instrument maintenance account, and Amy reminded everyone that the Wennberg Foundation will be donating the remainder of that money to DSOMA.  Amy thought that a discussion should occur about the use of those funds. Hiram moved that DSOMA move and allocate $13,000 in funding for the instrument conversion, Jean seconded, and the motion was approved with one abstention. Other concerns involving an instrument donation drive and increased instrument usage donations was also discussed. Harpsichord insurance coverage is being worked out via Angelo and various district personnel. After the harpsichords are assessed, Angelo can tell Amy the value so she can explore coverage options under DSOMA. Angelo will collaborate with Michael regarding the summer workshop for incoming baroque players.


IPAB Recording Equipment Update

Action regarding this is being extended until the upcoming year. Russ suggested an investment in quality microphones. According to Angelo, there has not been a great deal of interest from other parties in this sound equipment upgrade.  Russ will evaluate this further.


Director Reports
A speaker on behalf of DSOMA would be appreciated at the upcoming Elephant concert.
Amy motioned that DSOMA pay for substitute costs to allow Angelo to do outreach at Waldorf School, Debbie seconded, and the motion was approved. The process of auditions was also discussed, with suggestions for next year. John Horn presented information about a potential Disneyland trip for the 2009-2010 school year. Both the high school bands and orchestras will be travelling to Disneyland. Assuming that the trips will be separate, two dates would be a possibility: March 5 – 9 or April 23 – 26. The first date would fall close to the CMEA All State orchestra events, and the second would immediately follow the district STAR testing window. If combined, the band typically travels in May immediately following the AP testing. John described logistical challenges related to organizing and moving such a large group of individuals. Based upon his research and Angelo’s input of the open slot for Music in the Parks, John recommends aiming for a separate trip in April but at the same time said a joint trip was something he could support and work with Fred Lange on creating. Scheduling obligations will require an April date for the orchestra, so John will discuss the April option with Fred.


The meeting was adjourned at 10:31 P.M.


Next Meeting:
Date: Monday, May 18, 2009
Time: 7:30 P.M.
Place: Performing Arts Building, DHS


Upcoming Meetings:

 June 15

In Attendance:
Board Members
Amy Abramson, President
Hiram Jackson, Vice President
Ann Marie Ziomek, DSOMA Treasurer
Jean Kridl, JHS Treasurer
Lisa Nelson, Director-at-Large
Sharon Premzic, DHS Treasurer
Lani Fulcher, Director-at-Large
Russ Hobby, Web/ListServ
Deborah Finley, Director-at-Large
Carol Mathisen, Secretary
Orchestra Directors
Angelo Moreno
Greg Brucker
Orchestra Volunteers
Lynn O’Leary
Miriam Bilheimer
Chris Granger-Johnston
John Horn

Back to Index

 

 

 

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DSOMA Board Meeting
Monday, May 18, 2009
Davis Senior High School, Music Room

Welcome
Amy called the meeting to order at 7:40 P.M.

April 2009 Meeting Minutes
Lisa moved to accept the April minutes as amended, Ann Marie seconded the motion, and the minutes were approved.

Correspondence
Hiram provided a sympathy card to be signed and sent to the Brunelle family. Amy also provided a get-well card for Robert Chung as he recovers from surgery.

DJUSD/Budget Update
Hiram reviewed the latest information on the budget revisions. This topic will be covered in depth at the DJUSD board meeting this week. It appears that there will be an additional three or four million dollar shortfall. Stimulus money is expected to be spread out over a few years. Passage of special election propositions might affect that amount somewhat. Greg spoke with district staff regarding potential cuts, and commented that increased numbers in the strings classes at the junior high level will support the program at that level.

Rotary Raffle Status

Lisa provided an update on the Rotary Raffle. Ann Marie reported that about $4,680 in revenue was returned from the combined sales of high school and junior high school tickets. Close to another $1,000 was received in direct donations.

Instrument Donation Drive
The article has been placed in the paper, and Lisa has heard from several parents considering instrument donations. Lisa can be reached at 753-9512 for parties interested in donating practice books and instruments. Additional emails will be sent via the various listservs. A thorough inventory review will also help support student instrument needs.

Davis Music Association Update
The next meeting is scheduled for Sunday, May 31st. Discussions included what would be the purpose for that organization, such as advocacy and fundraising in the future. The meeting ended with a discussion regarding representation in that group. Approximately 12 representatives from the various music groups are attempting to come together within this newly formed group.

Field Trip Updates
An April date is being considered for a high school trip to Disneyland. Other options including a campus visit and performance will be considered. Greg suggested keeping costs down and creating ways to ease payment, especially with DSF beginning another fundraising campaign. The goal is to encourage and allow for as many participants as possible.

The junior high groups will continue to focus on Santa Cruz and Great America. Greg hopes that meetings will begin this summer to facilitate arranging these trips. Jane Pinckney expressed an interest to possibly help with this planning.

Hiram has not heard anything from ASTA. This topic will be revisited at the next DSOMA meeting.

A potluck for volunteer recruitment was also discussed.

Budgets/Financial
A copy of the most recent Budget versus Actual report was distributed and reviewed.

Jean mentioned that approximately $2,200 needs to be moved from the instrument use donation item under the junior high budget into the DSOMA account. The escrip account levels are lower than expected. Susan suggested the appointment of a scrip coordinator that would handle both junior high and high school accounts. Jean suggested urging people to update their affiliations as they leave one campus and move on to secondary level.

Amy asked if there are any outstanding receipts from the recent Santa Cruz fieldtrip. Some expenses for tickets and snacks still need to be reimbursed. Greg mentioned concerns regarding the bus driver time limitations.

Amy mentioned fundraising going on locally for the Woodland HS Wind Ensemble.

Jean presented a proposal that only money donated by families only for specific student expenses remain in the JHS and HS accounts. Other funds will be directed towards the DSOMA account. This will necessitate slightly more check generation for the DSOMA and greater coordination. Sharon explained ledger changes that would help with this structure. Donations will go directly to DSOMA, with possibly some subcategories that reflect the origin of the donation. In response to possible concerns regarding donations and expenditures, Sharon clarified that questions from participants and their families regarding budget allocations are extremely rare. Russ underscored the transparency of the bookkeeping. As the budget is reviewed and approved, this proposal and process will be clarified further.

Chang Scholarship Program

Applications and information for next year’s program need to be made available. Amy mentioned items needing clarification. It has been confusing as to when the student teacher year ends and when it begins. The program is for 30 lessons. Amy proposed having the lessons begin at the start of the school year, and then conclude before the following school year begins. Unused lessons could be finished during the summer months. Ann Marie shared current financial updates regarding the Chang account. There is a negative amount of $831.69 for this fiscal year. Ann Marie will email Amy with an exact account balance. The Chang family has also informed Amy that they would like to make an additional donation, possibly in the fall. Some payment for remaining lessons is needed for this year.

Concerts

Joe reported that he received about 147 surveys at the recent Elephant concert. Joe suggested that a larger venue may be needed as the numbers increase within the program. Joe distributed and explained his chart reflecting survey results as well as specific at-risk factors. Goals to align survey data with other information are being worked on. Some of the positive comments reflected the parental viewpoint that academic growth and social adjustment was tied directly to participation in the strings program. Amy asked Joe to add sample size information to the grid. Greg discussed the scheduling of Wennberg in March will alleviate some conflicts with sports.

Amy suggested that the T-shirt topic be tabled for a later meeting when Angelo is present.

Wennberg has been scheduled, with no additional charges levied for setup and takedown. Receiving better prominence on the website as well as greater ease for ticket purchase was also negotiated. There will be a slight increase in price. Greg discussed the addition of a vocal competition in conjunction with the concerto competition next spring.

Emcees and volunteers for the end-of-the year concerts have been arranged. Marian reported that she needs input regarding flowers and gifts. Programs are being generated by Eun Cho. 300 programs will be processed. Russ is handling the recording. Angela Yee will oversee a table in the lobby for DVD/CD orders. The deadline to order these will be the respective concerts. Hiram asked that DSF be allowed to set up an informational table in the lobby at the concert. Hiram reviewed parts of his emcee notes that segue into mention of the DSF table.

Amy inquired about food donations for the high school concert. Flowers will be given to Pam Mari, evening emcee, and Eunah Cho, concertmistress.

DSOMA Administrative Issues
Sharon reviewed the protocol for determining director honorariums. Amounts were determined based upon the percentage of teaching. Honorariums will be given to the directors at the last DSOMA meeting in June.

After reviewing DSOMA bylaws, Amy clarified that board members hold positions for two years. Amy checked to ascertain which positions will need renewal. Russ, Carol, Lani, Lisa, Debbie and Jane will need to be brought forward for a vote. The DSOMA bylaws will also need some updating, preferably over the summer. Lani volunteered to review the bylaws. Amy reviewed needs for key volunteer positions for the upcoming school year. Jane Pinckney has volunteered to oversee junior high school field trips. Joe will work with someone regarding the elementary outreach and survey. Amy is looking for a volunteer to take over the Chang scholarship program. Running publicity through one person would be beneficial. Volunteers to cover positions involving high school concerts, fundraising, rotary raffle, and the high school fieldtrip will be explored as well.

A Harmony grant has been applied for to cover The Composer is Dead outreach concert. A Gumball grant has also been applied for to assist with expenses. The Gumball grant is funded through Watermelon Music, and is not applied to instruments only but to accessories and other specific costs.

Director Reports

Ordering of concert music folders and an update on the baroque ensemble will be discussed at a future meeting.
Meetings have occurred between the directors and district office staff involving a district-wide music program concept. Staffing procedures at school sites and budget realities may pose difficulties. Certificated response is growing as the general understanding develops that this concept would be beneficial for the district. Symphony will be second period, chamber will be third, and the baroque ensemble will be fourth. Greg will instruct at Emerson and Harper while Angelo teaches at Holmes. Transportation options between DaVinci and Davis High were discussed.

Greg reported that the junior high school trip to Santa Cruz over the weekend was a great success. Trophies were won, both for playing and for positive attitude. The competition was held at a middle school because of opening day activities at the boardwalk.

Greg reported that his shoulder has improved greatly.

Lisa made a motion to approve the cost for adding names of recipients for this year’s CODA/ASTA honors. Sharon seconded the motion, and it was passed.

The meeting was adjourned at 10:13 P.M.


Next Meeting:
Date: Monday, June 15, 2009
Time: 7:30 P.M.
Place: Performing Arts Building, DHS

Upcoming Meetings:

Jean Kridl has volunteered her home for the DSOMA barbeque. Details will be emailed.
 
In Attendance:
Board Members
Amy Abramson, President
Hiram Jackson, Vice President
Ann Marie Ziomek, DSOMA Treasurer
Jean Kridl, JHS Treasurer
Marijke Devos, Instrument Librarian
Lisa Nelson, Director-at-Large
Sharon Premzic, DHS Treasurer
Lani Fulcher, Director-at-Large
Russ Hobby, Web/ListServ
Carol Mathisen, Secretary
Orchestra Directors
Angelo Moreno
Greg Brucker
Orchestra Volunteers
Lynn O’Leary
Marian Bilheimer
Joe Grafton

Back to Index

 

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DSOMA Board Meeting
Monday, June 15, 2009
Davis Senior High School, Music Room

Welcome
Introductions were led by Hiram.

May 2009 Meeting Minutes

The minutes from the May, 2009 DSOMA meeting were shared and discussed. Hiram moved to approve the May minutes as amended, and Sharon seconded the motion. The minutes were approved, and will be forwarded to Russ Hobby for posting on the DSOMA website.

Field Trip Updates

John discussed the proposed orchestra Disneyland field trip planned for the middle of April, with a target date of the weekend of April 23rd. This date was chosen after a careful review of all possible conflicts, such as the academic calendar with testing dates, and other music program events. This trip will immediately follow STAR testing.
Katie will create the framework of hotel, bus and Disney services. A committee will need to form to work on this event. John suggested an optimal committee size of 10 people with a student representative from each ensemble. Angelo said student reps will be identified by the second week of school.

Angelo and the Horns will begin email communication this week regarding details. John and Katie explained how reservations, both transportation and lodging, are contracted and “locked in” with additional tips on how timing can affect cost. Knowing a final count of attendees by February allowed the band organization to lock in numbers for their May trip and pay “in full” for a slight discount.

In response to questions about sending out information to orchestra families, John explained how trip information is disseminated within the band organization. He suggested giving families information on the planned trip at the beginning of the school year, followed by opportunities for initial, second and final payments. The band does a booster meeting at the beginning of the school year, and volunteers are recruited at this first meeting. Volunteers are locked in through a survey sheet to fill out needs for the entire year. Band officers meet during the summer to plan events but actual volunteer recruitment kicks off in the fall. Participation might be around 90 percent with Disneyland being an attractive destination.

John and Katie generously agreed to share their expertise with this type of planning and assist with the committee as “consultants”.

The discussion then shifted to the junior high field trips. Jane Pinckney has volunteered to oversee these with the addition of site coordinators. This year’s JHS field trips were to the UCD Summer Symphony, one concert at the Mondavi, Music in the Parks, and the seventh grade trip to Peter and the Wolf. Thursday, September 24th is the scheduled date for the Summer Symphony matinee concert. Amy asked that people who have been closely involved in past field trips get together with Jane to discuss previous experiences. Angelo will look into selecting a Mondavi matinee. Amy requested that perhaps field trips could be calendared with adequate spacing between events. Angelo asked if junior high students could attend the DHS symphony’s Peter and the Wolf performance. Listing the year’s upcoming events within the beginning-of-the-year literature was discussed. Amy suggested that forms and other details be discussed at another meeting. Angelo will explore different options regarding the seventh grade field trip.

ASTA 2010

Both the advanced junior high ensemble and the high school symphony have been invited to participate at the ASTA conference on February 17-20th. This conference runs from Wednesday through Saturday, and specific dates for performances can be selected. Hiram mentioned the opportunity to possibly substitute the baroque ensemble with the understanding that those musicians participated in the other ensembles. Concerns over bus costs and possible conflicts with band honors events were discussed. Hiram will explore this.

Instruments

Lisa updated the group on instrument donations, both large and small. Angelo speculated that some families may have unused instruments of great value in their homes. Lisa said that 6 instruments have been collected to date, including several from the previous mayor, Julie Partansky. John suggested closer communication and leveraging between the orchestra and booster organizations, to facilitate and support events such as instrument drives and scheduling of transportation and lodging can improve.

Marijke and Greg are working on instrument repair and conversion options. Devon continues to be a good source for major instrument repair. Amy asked that potential repair sources for the string instruments be emailed to Marijke. Amy will contact Kim Cole regarding Wennberg funds, ¼ size double basses, and other instrument needs. Angelo shared email communication he is sending to Marijke and Greg regarding instrument conversion and repair as well as purchase of gut strings. Amy asked Angelo to get clarification from them by the end of June. Amy clarified that DSOMA will be receiving $300 in funding from the Gumball grant that can be used to purchase strings after July 1st. The Harmony grant (The Composer is Dead) has minimal funds available.

Budgets/Financial

Sharon handed out an updated budget report. Ann Marie received clarification that DSOMA approved baroque expenditures up to $13,000 in April. She cautioned that spent funds are approaching that amount. Various line items were reviewed and explained. Final income amounts on page four for the three accounts (DSOMA, Junior High, High School) showed net income over what was budgeted. Some invoices are still outstanding (Joe Craven, concert ringers) and Sharon encouraged receipt of those invoices by June 30th. Sharon also explained that the lower amount reflected on the SF trip for the high school can be explained by transfers from student accounts. Amy reiterated that two weeks remain before receipts and invoices will be paid out of the upcoming year’s budget. John explained how band musicians receive their funding (direct donations, Coconut Grove participation, car washes, playathon). Amy outlined how orchestra benefits from Wennberg, Rotary tickets, and direct donations via the fall fundraising drive. Concerns over management of individual accounts were discussed. Amy raised the issue of scrip money and allocation into high school student accounts. Jean felt like scrip can bring in increased revenue if participation is encouraged. DSOMA maintains that JHS students with scrip do not receive funds into an individual account but instead their funds are directed into the general DSOMA fund. High school students can receive scrip revenue into their individual account. Graduating seniors with student account funds can roll those over to a younger sibling or the money is reabsorbed into the general fund.

Chang Scholarship Program

Kim and Sherri will identify younger students in need of lessons. Younger musicians will be matched up with high school student musicians.

Scholarship Program
Hiram will meet with district staff regarding outreach and scholarship support for students that may be labeled as high risk. A general discussion continued regarding efforts to reach out to students that may be English language learners or economically disadvantaged.

Finale Concerts CDs/DVDs

 The masters have been dropped off. Amy asked how distribution should occur. Sharon suggested that CD/DVD orders be picked up at appointed houses. Amy will contact Unisette and then will proceed with arrangements for picking up those items after talking with Lisa.

DSOMA Administrative Issues
Amy explained that a new slate of board members needed to be voted upon: Russ Hobby, Carol Mathisen, Lisa Nelson, Sharon Premzic, Lani Fulcher, Debbie Finley and Jane Pickney. Ann Marie moved to approve the slate for their one and two year (respective) terms, Hiram seconded, and the motion was approved by all. Amy then opened a discussion on the needs for committee volunteers. Amy will construct and email a list of key committee positions to board members.

Director Reports
Joe is loading survey data into Survey Monkey, an online survey tool. Angelo said it has been an awesome year. He is looking forward to an upcoming baroque orchestra. He also thanked DSOMA for sponsoring a quartet at the recent David Murphy event, and explained Murphy’s pivotal role in supporting the development of the orchestra program in Davis. He said Murphy was sincerely appreciative. The district will be finding a marquee on the IPAB to recognize Richard Brunelle. He submitted an invoice from Clockwork’s for the Brunelle award received by Eunah Cho. All baroque instruments have been dropped off with Devon. A donor interested in purchasing a harpsichord specifically for the high school’s baroque ensemble has approached Angelo. Angelo is also pursuing plans for a “baroque boot camp” during the week before school begins in August. All of the end-of-the-year concerts went very well. Angelo also mentioned there would be a funds transfer related to the closing of the Wennberg account.

Hiram provided an update on DMA. Davis Music Association has determined representatives from each of the secondary campuses plus the Davis All Strings and will be structured as a 5013c organization. The next meeting will be in July.

Summer Meeting Schedule
Meetings will be held on the third Monday in both July and August. July 20th and August 17th were selected.

The meeting was adjourned at 10:53.   
 
Next Meeting:
Date:
Time: 7:30 P.M.
Place: Performing Arts Building, DHS

In Attendance:
Board Members
Amy Abramson, President
Hiram Jackson, Vice President
Ann Marie Ziomek, DSOMA Treasurer
Jean Kridl, JHS Treasurer
Marijke Devos, Instrument Librarian
Lisa Nelson, Director-at-Large
Sharon Premzic, DHS Treasurer
Lani Fulcher, Director-at-Large
Russ Hobby, Web/ListServ
Carol Mathisen, Secretary
Debbie Finley,
Orchestra Directors
Angelo Moreno
Greg Brucker
Orchestra Volunteers
Katie Horn
John Horn
Joe Grafton

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