Dear Friends, Family, and Fans of VMAPA,

As I conclude my second month as CEO of Vanguard Music and Performing Arts, I am compelled to provide you with a number of updates regarding the progress being made here in Santa Clara. In the wonderful conversations I have had with alumni and staff over the last several weeks, I have heard and felt the passion of the many people who care about the long term health of the organization. I have also heard and felt their anxiety over the state of things today. I hope this message, as well as the ones that follow over the next several months, will provide answers, inspire questions, open conversations, and help rebuild faith in the organization holistically. I have chosen to break these updates into the areas of Finances and Compliance, Member Safety, and Drum Corps, as these represent emerging trends of inquiry across the conversations I have been having.

Finances and Compliance

Following the cancellation of the 2023 season, the VMAPA team focused diligently on restoring the financial health of the organization as a whole, as well as rectifying a number of issues around compliance. 

In terms of financial health, the organization has paid down the significant debt that existed in November 2022, as well as built up appropriate cash reserves to execute a full DCI tour for the 2024 Santa Clara Vanguard. I have worked with our team and the board to complete and approve the VMAPA 2024 budget. This budget anticipates the variables we are able to predict at this time and includes contingencies for areas harder to predict (i.e. - fuel, food, other inflation sensitive spaces). Additionally, a number of operational controls have been put in place to make sure the numbers articulated in this budget are not exceeded. I have faith in our organization to execute this budget and demonstrate that we are truly healthy and responsible in all areas relating to finances.

I have received a number of questions relating to the state of the organization’s compliance. These questions highlight the fact that many people are passionate about the issue, while also highlighting the many misunderstandings that exist about the past and present state of the organization’s status across the various governing entities with which we cooperate. Like most government issues, I find it best to break these issues down into the federal, state, and local jurisdictions in which they exist. 

In terms of federal compliance, I am happy to report that we filed our 2022 990s to the IRS not just on time, but early. This filing represents the pattern of timely and appropriate filing of federal 990s the organization has maintained since its inception. This is especially important to note in terms of the ongoing and healthy retention of our 501(c)(3) status. To put it simply, in terms of federal compliance, we are and have been doing a good job.

In terms of California compliance, we remain committed to returning to a state of full compliance. We are currently delinquent due to our failure to submit the independent audited financial statements required by the state of California for non-profit organizations of our size. The audit for 2019 was successfully submitted and accepted. California did not require audited financials from us for 2020. The audits for 2021 and 2022 are being worked on right now, and simultaneously, by our auditing firm. We are on track to have these submitted before the end of the year. To reiterate and clarify further, these audits are customary requirements for non-profit organizations our size operating in the state of California. Additionally, we submitted our 2021 and 2022 990s to the California Attorney General, knowing the state would “reject” them solely due to the lack of an accompanying audit. We did this on the advice of our auditors and lawyers in order to demonstrate the efforts we are putting towards state compliance.

In terms of local compliance, we continue to work regularly with a number of Santa Clara entities to make sure we are fully compliant around all operational issues relating to both drum corps and bingo. At this point, all indicators point to the community and local municipalities valuing our contributions, both artistic and financial.

Member Safety

As we near the 2024 season, we are working on our plans to be the corps with the best member experience in DCI. Appropriately addressing member safety is a foundational part of succeeding in those efforts, thus we are implementing the following measures relating to members safety.

Including but not limited to:

• Leadership training "Striving for Excellence" with the focus on mental and physical well-being conducted by a professional versed in youth sports organizations

• Full staff, member, and volunteer requirement of SafeSport compliance (in line with DCI mandates)

• In-person member training regarding appropriate conduct/behaviors and mental, emotional, and physical well-being with a professional versed in youth sports organizations during pre-tour

• Food crew consultations with a registered dietician specializing in nutrition for high-level athletes

• Easy access to the whistleblower portal on our website with timely responses and thorough investigations when necessary

• Health and Wellness employees on the road at all times in addition to volunteers, on-call mental health specialists, and other health care providers when available

• A member of the administrative staff will be with membership at all times, including during bus travel, trained in emergency situations and CPR/First Aid

• Full staff emergency situation and CPR/First Aid training

• Continuation of maintaining safe spaces and parameters between members under and over 18 years of age as well as non-binary, transgender, and any other members needing accommodations in living quarters and showers (included but not limited to separate shower times and spaces when available) 

• Implementation of infectious disease prevention by encouraging testing of infectious diseases prior to travel and refraining from in-person activities when experiencing symptoms. Hand wash stations will be available at the food truck at all times. Isolation and quarantine opportunities will be exercised while traveling and housing throughout the summer 

• Proper protective gear for loading and unloading equipment

• All contracted members will participate in a preseason health screening and conditioning program to ensure physical readiness before the start of the summer, created and monitored by the Director of Health and Wellness

• Continuation of maintaining 2:1 ratio between members and staff/volunteers at all times

• Continuation of relationships with volunteer professional meteorologists for advisement on weather-related elements and notices while on the road

• Mid-season survey(s) in addition to the already existing post-season survey for staff and members to ensure any additional areas of concern are addressed and corrected prior to the culmination of the season

We will constantly evaluate the state of member safety in our organization, and I am sure the safety measures articulated above will evolve to meet the needs of our members. If you see other groups doing things you believe may positively impact this part of the organization, please reach out to me directly at rgavin@scvanguard.org.

Drum Corps

We are going to have a 2024 Santa Clara Vanguard! I am pleased to share that our audition numbers are high across the board. I believe this is largely due to our ability to retain some of the most elite designers and educators in the activity. These staff members have been, and will continue to be, an essential part of drawing talent to the organization, and I am confident in the experiences they will provide both members and fans of the Santa Clara Vanguard in 2024. If you want a closer look at what I am talking about, reach out to us and ask about volunteer opportunities. We would love for you to see it firsthand!

In closing, I hope this message allows everyone reading it to add a couple more ounces of optimism to your view of the Santa Clara Vanguard. It has been a very difficult period of time, and I am not here to pretend otherwise. But we are moving forward with the goal of making the world a better place through the existence and elevation of this proud organization. Join us. 

Gratefully,

Russ Gavin
CEO 
VMAPA