Friends of Music Meeting Minutes 

Monday, October 14, 2019

Attendance

Board Members:

  1. Amy Ochander, President

  2. Traci Stephenson, Co-Vice President

  3. Erin Crawford, Co-Vice President

  4. Christy Hicks, Treasurer

  5. Nadine Eichhorn, Secretary

Other attendees:

  1. Cooper Ottum, Band Director

  2. Melissa Jacot, Choir Director

  3. Stephanie Seed, Orchestra Director

  4. Cara Strever, Graphic Designer/Webmaster

  5. Debbie Walden, Newsletter Coordinator

  6. Lara Cassaday, Reception Coordinator

  7. Nicole Eisler, Member

  8. Andrea Orrell, Member

  9. Sharon Maier-Kennelly, Member

Regrets: none

Quorum: Yes

I. New Board Member Election Results

Board member election results presented by Cara Strever

• President - Amy Ochander

• Co-Vice Presidents - Traci Stephenson and Erin Crawford

• Treasurer - Christy Hicks

• Secretary - Nadine Eichhorn

Incoming President Amy Ochander is meeting with the previous board for transition the week of October 14, 2019. Amy’s goals for the Friends of Music [FOM] Board are to ensure order, the FOM vision is fulfilled, and we hold each other accountable.

II. FOM Board Procedures

  • Confirmed Roberts Rules of Order

  • Meeting agenda will be finalized and sent a week in advance of each board meeting by the President to all members [and posted on the website] including an invitation to attend

  • Meeting minutes will be posted within one week of each meeting

Action items:

All to reach out to Amy Ochander if any clarification is needed on roles and responsibilities

Christy Hicks to connect with Bissy Murphy to transition bank account

Amy Ochander to be second signatory on bank account

III. Roll Call & Minutes Review/Approval

  • Roll Call as detailed in attendance above

  • Minutes from the September 25, 2019 Board Meeting reviewed.

  • Motion by Cooper Ottum, seconded by Andrea Orrell to approve the minutes of the September 25, 2019 Board Meeting, motion carried unanimously.

IV. Treasurer Report

  • Previous model was paid FOM membership, changed to free membership this year and updated to digital membership information collection

  • Current membership is 95 members, all registered online

  • Total donations from the Friends of Music Concert October 3, 2019 was $1940.00 [includes one-time donations and the initial payment of the first sustaining patron]

  • One-time donations can be designated to a specific program or need [this information is detailed on donation spreadsheet]

  • Currently one sustaining member

  • Treasury goal is to be paperless, unless legally required to have hard copy on file

Action item:

  • Cara Strever to provide Christy Hicks with membership/donation spreadsheet [uploaded to Google Drive]

2019-20 School Year Summit Music Program Requests

Band – Cooper Ottum

  • Looking forward to engagement and parent outreach through FOM and assistance with various tasks/help as needed.

  • Current Task List/Program Requests:

    • Plan fundraising event [December] proposed goal $10,000; suggested format a play-a-thon event; proposed funding outcomes from event:

      • Sustain band program and provide the opportunity for flexibility to try new things

      • Travel expenses subsidized

      • Instrument repairs and maintenance

    • Dry clean uniforms, catalogue, maintain, and fitting [after Christmas parade?] NOTE: Cathy’s Cleaners will do dry cleaning complimentary, will charge for repairs

    • Provide transport [one way from Bend, OR to Seattle, WA] for students attending the Western International Band Clinic [WIBC] – November 22-25, 2019. This is a school supported trip and we have provided transport in the past. Last year this was paid out of the band budget [$1700 one way for bus charter]; parents travel to Seattle to watch concert and transport student’s home. Possible opportunity to combine transport with Bend High and Mountain View.

    • Establish procedures around various band events [PEP Band; Concert Receptions; Parades]; for example – snacks for events, pizza, etc. Sign-up.doc coordination requested

    • Suggested Servants on Standby [SOS] example - to solicit help when needed; request is sent to all on the volunteer list and volunteers are apprised of opportunities to help and can sign- up based on their availability to volunteer

  • Action items:

    • Cooper Ottum to provide detailed program request list to FOM Board

    • Cara Strever has contacts for all members that would like to volunteer – details on Google Drive

    Choir – Melissa Jacot

    • Uniform costs [approx. $600 requested]:

      • Choir robes are covered

      • Fund dresses and outfits for other choirs

      • Purchase dresses and check-out annually

    • Tour costs: Seattle Spring trip – sponsorship; charter bus and breakfast for tour – approx. cost $3000

  • Volunteer requests: assistance with concert reception

    Orchestra – Stephanie Seed

    • Current Orchestra fundraising [cans and bottles fundraiser at school athletic events]; other fundraising ideas:

      • String quartet for holiday parties

      • East-side 10 Barrel Fundraiser opportunity to follow up

    • April Tour, Anaheim – rental cost for bass and cello’s $2300, research possibility to borrow instruments from a local school in Anaheim; Bus rental to PDX airport – for departure/arrival – 35/40 passengers; consider Central Oregon Breeze bus rental

    • Music stands [currently sharing with Band] $54 per stand [request 20] cost $1600

    • Access to music on iPads, including foot pedal to turn pages; current school iPads are too small [request classroom set 10 iPads and foot pedal] $800 each; education prices may be cheaper; research BEA grant opportunity for partial funding

    • Music filing assistance, need a better way of stamping; online system request

VI. FOM Fundraising and Giving Program

REF: Donation Model [Appendix I]

  • Previous model was paid membership; one-time donations; and grant opportunities

  • Proposal in addition to one-time donations and grants: Sustaining Patronage Model – recurring monthly payment, sign-up is currently setup on website

    • Do we need incentives? Consensus to have service/non-monetary incentives, for example: reserved seats and/or reserved parking at concerts

    • Acknowledge patrons on programs via donation levels

    • Sustaining Patronage/Donations promotion through social media; forward to friends and family, encourage student involvement to assist with promotion

    • Donation option is setup through amazon smile; promote/inform how to donate through this option

  • Fundraising Committee to be formed [rep from each program] and coordinate with each of the programs:

    • Fundraising Committee Coordinator – Amy Ochander

    • Erin Crawford [Choir]

    • Nicole Eisler [Orchestra]

    • TBD [Band]

  • Other Fundraising ideas:

    • FOM Dinner Nights at local restaurants with percentage of sales donated to FOM [Taco Del Mar; Mod Pizza, etc.] – monthly or bi-monthly

    • Choir for holiday parties

    • String Quartet for holiday parties

Action item:

Cooper Ottum to follow-up a parent rep from the Band


VII. FOM Presence at Summit HS Upcoming Events

October 24 – Jazz Night

  • Engage students to assist with concert promotion

  • Promotion on website and social media

  • Promote on daily SHS student emails

  • Promote as a community event

  • Request reception assistance

  • Need rep for FOM presentation and FOM insert for programs

  • Cara Strever confirmed to design FOM insert for programs

  • Action items:

    • Amy Ochander to follow up a rep to do FOM presentation and FOM insert for programs at Jazz Night event

    • Lara Cassaday on point to coordinate sign-up for reception at event

October 29 – Orchestra Concert

  • Cara Strever confirmed to design FOM insert for programs

  • Traci Stephenson confirmed to do FOM presentation

  • Nicole Eisler confirmed to do FOM insert for programs

  • Lara Cassaday on point to coordinate sign-up for reception at event

November 21 – Band Concert

  • Cara Strever confirmed to design FOM insert for programs

  • Amy Ochander confirmed to do FOM presentation

  • Lara Cassaday confirmed to do FOM insert for programs

  • Lara Cassaday on point to coordinate sign-up for reception at event

December 12 – Choir Concert

  • Cara Strever confirmed to design FOM insert for programs

  • Erin Crawford confirmed to do FOM presentation

  • Erin Crawford confirmed to do FOM insert for programs

  • Scott Crawford confirmed to be event photographer

  • Lara Cassaday on point to coordinate sign-up for reception at event

VIII. Other Business Needs

Other Volunteer positions/needs:

  • Amy Ochander to cover Facebook updates and coordinate with each Director [initially]

  • Social Media representatives needed – rep for each program:

    • Kristen Pewitt [Choir]

    • TBD [Band]

    • TBD [Orchestra]

  • Instagram Coordinator – Lara Cassaday

  • Gratitude Coordinators – Debbie Walden and Sherry Castle

  • Newsletter Coordinator – Debbie Walden [Choir and Orchestra contacts needed for newsletter content] – newsletter produced monthly

  • Band Council members currently post to Instagram

  • Auto Facebook posts from website and newsletter

  • Grant Writer needed

  • Volunteer Coordinator needed [to coordinate all volunteer requests/sign-ups]

  • Erin Crawford confirmed as event photographer at the Choir Clinic, October 25

  • Scott Crawford confirmed as event photographer for the Spring Choir Concert

Other items:

  • All FOM materials/documents posted to Google Drive

Action items:

  • Cara Strever to send spreadsheet for donation thank you cards to Debbie Walden

  • Melissa Jacot and Stephanie Seed to share with Debbie Walden a parent contact from Orchestra and Choir for newsletter content

  • Cara Strever to design return address stamp and send details to Debbie Walden

  • Lara Cassaday to share contact details for return address stamp to Debbie Walden

  • Debbie Walden to purchase postage stamps and purchase a return address stamp

  • Cara Strever to send link to Google Drive to new Board Members

Future Meeting Agenda Items:

  • Discuss and finalize Bylaws [November Meeting] REF: Bylaws [Appendix II]

    • One revision tabled: change board elections to June

  • Discuss business sponsorship opportunities [December or January Meeting]

  • sell business ad space on slides [market together with theatre?] – one business sponsor per event

IX. Adjournment Future Meetings/Schedule

  • 3rd Monday of each month at 7:00pm, Choir Room, Summit High School

  • All members welcome and invited

Next Meeting/s:

  • Monday, November 18th Monday, December 16th

Meeting adjourned at 8:41pm

Meeting minutes recorded by Nadine Eichhorn, Secretary

Wednesday, 9/25/2019

Attendance

  1. Cooper Ottum, Band Director

  2. Stephanie Seed, Orchestra Director

  3. Bissy Murphy, Outgoing Treasurer

  4. Heidi Leken, Outgoing President

  5. Cara Strever (Band), Graphic Designer and Webmaster

  6. Sherry Castle (Band)

  7. Traci Stephenson (Orchestra/Choir)

  8. Nicole Eisler (Orchestra)

  9. Cassie Clemens (Orchestra)

  10. Debbie Walden (Band)

  11. Erin Crawford (Choir)

  12. Christy Hicks (Band)

  13. Lesley Thenell (Choir)

  14. Amy Ochander (Band)

Meeting Notes

Outgoing board meeting - 6:30pm - Bissy M, Heiki L, Cooper O, and Cara S in attendance

Bylaws Update

  • Cooper Ottum would like the FOM membership to be free of charge going forward. Historically members had an annual due of $10.

  • The board held a two-thirds vote and approved an amendment to the bylaws to allow the new membership structure. Membership will now be free.

General Meeting - 7:00pm - full attendance

Introduction of volunteers and directors

Explanation of Friends of Music

  • Booster program that provides funding for SHS music programs

    • Fundraises for specific needs (instruments, scholarships, etc)

    • Orchestra needs funding for a tour this year, other goals include a set of 20 music stands for Orchestra, iPads and accessories, cellos

    • Choir needs funding for a Seattle trip and uniforms

    • Band to provide funding requests before next meeting

  • Historically only 3 board members, they did everything

    • More volunteers to lighten the load going forward

  • New mission to include community building

Board positions review (see job descriptions in separate document)

  • President

    • Amy Ochander is running unopposed

  • Vice President

    • Erin Crawford and Traci Stephenson are available for this position

  • Secretary

    • Nadine Eichhorn is running unopposed

  • Treasurer

    • Erin Crawford and Christy Hicks are available for this position

Treasurer duties as outlined by Bissy Murphy

  • Managing cash box, two Squares, Amazon Smile account, PO box

    • Going forward, some of those duties may be delegated to the Merchandise Manager and Fundraiser Managers

  • Using non-profit version of Quickbooks for accounting

  • Providing financial reports at meetings

  • Filing important documents annually to keep the organization a legal non-profit

Materials returned from outgoing board members:

  • Cash box, 2 Squares, very shiny banker bag, decals, post office key, passwords and information

Other Volunteer positions review (See separate document for job descriptions)

  • Volunteer interest

    • Graphic Designer - Cara Strever

    • Webmaster - Cara Strever

    • Reception Coordinator - Lära Cassaday

    • Merchandise Manager - Sherry Castle

    • Newsletter Coordinator - Debbie Walden

    • Fundraising Coordinator - Band - Christy Hicks

    • Fundraising Coordinator - Choir - Erin Crawford

    • Fundraising Coordinator - Orchestra - Nicole Eisler

    • Gratitude Coordinator - Debbie Walden and Sherry Castle

  • Volunteer needs

    • Social Media Reps

    • Grant Writer

Friends of Music Concert

  • To be held Thursday, October 3, 6:30pm

  • FOM representative to speak during concert

    • Introducing FOM

    • Sharing new FOM mission

      • Focus on community building

    • Registering new members

      • Membership is free this year - goal is to get information

      • QR code on program for parents to register during concert

    • Accepting donations

      • QR code on program for online donations

      • Sustaining patrons vs one-time donation

      • Cash, checks and card accepted at reception

      • Amazon Smile

    • Encouraging volunteers

      • Good opportunity for freshman parents

  • Reception

    • Lära Cassaday is organizing the reception

    • Volunteer needs to be relayed via email

Action Items

Board Election

  • Cara to set up online election to confirm board members

  • Voting to close before next meeting

Friends of Music Concert

  • Lära to request help and food donations from volunteers

  • Cara to complete website update with new membership form and donation platforms

  • Cara to provide QR codes for programs

Treasurer Assistance

  • Incoming Treasurer to ask banks about accounting volunteers if needed

Next Meeting

Monday, October 14, 7pm, Band Room

  • Vote to amend bylaws

    • Change elections to end of the school year rather than Oct of the following year

  • Define goals and create action items for volunteers and committees

Monday, 5/20/2019

Attendance

  1. Heidi Lekan

  2. Bissy Murphy

  3. Diane Seals

  4. Cooper Ottum

  5. Stephanie Seed

  6. Melissa Jacot

  7. Erin Crawford

  8. Amy Ochander

  9. Lara Cassaday

  10. Cara Strever


Agenda

  1. Financials

    • Discussed current financial report provided by Bissy Murphy

    • Suggestion to add a line item for roll over amount to the following year

  2. Classroom Needs

    • Band – Drumline. UO Drumline is being purchased in June

    • Choir – Grand Piano. The purchase is still in the works. Looking into selling the current piano. “Sponsor a Key” Campaign to begin at the Spring Concert, Cara has the donation button live on the FOM website and we will be on hand with Square to take credit card donations at the concert.

    • Orchestra – Conductor’s Stand. More research needed to determine the exact need and cost

  3. Spring Concerts

  • Tuesday, 5/21 - Orchestra at 7:00pm. FOM will provide paper goods and waters, parents are providing cakes for the graduating seniors.

  • Thursday, 5/23 – Choir at 7:00pm. FOM providing complementary cookies and water

  • Thursday, 5/30 – Band at 7:00pm. FOM providing complementary water and will be organizing donated desserts and have the Square available for donations for Sponsor A Key Campaign

  • Saturday, June 8th Graduation, 4:00pm at Deschutes County Fairgrounds

4. 2019-2020 Board and Committee Open Discussion

  • New Board in place by the end of June

  • Have a presence at the Back to School Night

  • More opportunities for parents and students to socialize – coffees, potlucks

  • Representatives from each music group on Executive Board

  • Revise Bylaws. Items to discuss:

  • Automatic Member (OPB model)

  • Patron Gift

  • Fundraising Clarification

  • Clear Mission Statement

  • Transition Team created to revise Bylaws. Lead by Cooper Ottum and will meet Monday, June 10th, time and location tbd

Monday, 2/4/2019

Attendance

Heidi Lekan

Bissy Murphy

Diane Seals

Cooper Ottum

Cara Strever

Agenda

1. Financials

  • Voted to provide $2,000.00 to Choir for uniform costs and travel expenses for upcoming tour and competitions.

  • Pass the Buckets from this point on will be handled by the individual music group.

  • FOM has helped to facilitate and count money in the past but we would like to be more clear on what is for FOM and what is fundraising for each individual group.

  • The Seattle Foundation is providing a $30,000 Grant to be distributed as follows:

    • $10,000 for Drumline, $10,000 for Grand Piano, $10,000 for General Fund.

2. Fundraising

  • Discussed ideas for fundraising: we will continue with Tee Spring Apparel sales, Amazon Smile is up and running, reusable shopping bag sales to be explored

  • It was decided that FOM is not the right organization for the High School Exchange Program. Diane to contact Andrea Orrell and let her know.

  • Spring Event – a March meeting will be scheduled with an all call for volunteers to form a committee to plan a fundraiser.

  • The following mentioned on their membership form that they were interested in Fundraising: Perla Ruiz, Mindy Brook, Shannon and John Osterdorff

3. Spring Newletter

  • Heidi asked for pictures to be submitted from Orchestra, Choir and Band for newsletter and any noteworthy items.

4. Spring Concerts

  • Thursday, February 28 th – Vertical Orchestra Concert

  • Thursday, March 7 th – (Pre-Festival) Vertical Band Concert

  • Tuesday, March 12 th – Jazz Night

  • Thursday, March 14 th – (Pre-Festival) Choir Concert

  • Friday, April 4-7 – Band Tour to Seattle

  • Thursday, April 11-14 – Choir Tour

  • Friday, April 12 – Salem Band District Festival

5. Action Items:

  • Schedule March Fundraising Meeting

  • Shopping Bag discussion (check with Melissa)

  • Pictures to Heidi for Newsletter

  • Advertise on Facebook Page for Tee Spring

Tuesday, 11/06/2018

Attendance:

Heidi Lekan, Bissy Murphy, Stephanie Seed, Cooper Ottum, Cara Strever, Leslie Tannel

Agenda Items:

1.    Board Approval

  • All members present voted to approve the board

    • President: Heidi Lekan

    • Treasurer: Bissy Murphy

    • Secretary: Diane Seals

2.    Financials

  • Financials haven’t changed since last meeting

  • Cara to send membership info from online signups to Diane

3.    Funding Opportunities

  • Boosters concessions - parent volunteers can work concessions

    • Money earned goes into FOM account.

    • $20 for 2 hours individual

    • Full concession night, where all concessions positions are filled by volunteers from the same group, is $1,200

  • Amazon Smile:

    • Bissy to make sure it is working

    • Cara to promote online

4.    Volunteer Opportunities

  • Social Media Coordinator

  • Parent representatives to help with misc projects and come to meetings

5.    Media Overview

  • Website updated

    • Includes memberships, donations, & meeting minutes (password protected)

  • Facebook

    • Teachers to email parents about FOM facebook page - need more parent/student followers

    • More student spotlight content - teachers to email Cara info, she will make posts

    • See if the official Summit HS Facebook group will promote FOM page - Cara

  • Promoting new media

    • Program insert includes new website and FB page

6.    Apparel Fundraiser

  • Platform

    • Agreed on TeeSpring - it’s the easiest option

  • Designs

    • Current design selection approved

    • Melissa and Stephanie to include additional student-made designs

  • Products

    • Variety of garments offered by TeeSpring

    • Colors to work with school spirit days (ex: “Blackout”, “Neon”)

    • Cara to explore other products available on TeeSpring

      • mugs

      • grocery bags

  • Shipping

    • Shipping directly to customer is available for $3.99

    • Customers can select a “pickup” option - products ship to SHS, free, at the end of the campaign. Parent volunteer to sort orders when they come in. Orders to be distributed at school and winter concerts.

  • Timeline

    • Fundraiser to run before Christmas

Tuesday, 10/16/2018

Attendance:

Heidi Lekan, Bissy Murphy, Diane Seals, Melissa Jacot, Stephanie Seed, Cooper Ottum, Cara Strever

Agenda Items:

1.    Financials

  • 2018 Membership Drive $3396.00 (2017 was $4615)

  • More memberships are coming through the new website

2.    Membership Drive Recap

  • Attendance was low this year. Discussed way to improve for next year. Mr. Ottum polled his students and found they: want to perform separately, have a longer concert, change up the music

  • Membership tables will be located near the entrances at the front of the school and by the auditorium/band entrance for better visibility. Great new signage!

  • Waters and small candy were sufficient to provide for free

 3.    Publicity/Social Media

  • The website looks wonderful! Thank you Cara and Cooper!

  • Idea to spotlight a student a week before each concert on the website

  • Purchase a slide to advertise FOM at White Christmas Musical

  • Cara to come up with a Social Media Outline

  • Need more information on piano for Website

 4.    Fundraising Ideas

  • “Sponsor a Key” drive for a new grand piano or drumhead for the Drumline or needed orchestra instrument to be determined

  • Dad’s Car Wash – Choir

  • For the Love of Music Concert

  • Spoken Moto – performances by students

  • Tower Theater Outreach fundraising?

  • TeeSpring Merchandise sales

5.    Upcoming Concerts:

  • Tuesday, December 11th7:00pm Orchestra

  • Thursday, December 13th7:00pm Band 

  • Thursday, December 20th7:00pm Choir 

  • Friday, December 21stPerforming Arts Assembly

  • White Christmas Musical opens Friday, November 30thand closes Sunday, Dec 9th.

Action Items:

1.    Consider Updating Bylaws

2.    Hold a meeting with ALL FOM members invited – Tuesday, Nov 6th7pm at SHS