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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:

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

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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.

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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

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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

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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

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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
Doris Calandra
Jenny Decker
Sarah Rock
Donna Moyer
Alfredo Lopez
Ric & Sandra Schickele
Janet Soto Mukai
Ann Marie Ziomek
Kevin Lee
Joe Grafton

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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 DSF 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 – Doris Calandra; 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.

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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



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
Doris Calandra
Sharman O’Neill

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

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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