2007 Season Recap with Jeff Spanos
Q. Jeff, you are one year into your tenure, take us to last fall when you were hired. What were your immediate challenges?The organization made some difficult decisions last fall. Nearly every system and process needed to be rebuilt. It also took nearly four months to get an accurate picture of our financial situation, structural deficiencies and organizational health. Coupled with a complete departure of staff and a huge membership turnover, it created a trying situation. Because of the incredibly late start, recruiting was also an issue.
Q. Recruiting challenges . . . is that unusual for the Madison Scouts?
Yes, but consider the circumstances. There was a lot of rumor and innuendo about the health of the corps last fall -- some accurate, most not. The members today have access to information about the corps on a real time basis that will keep them informed all the time as to what is happening. We believe this is critical to eliminate the rumors that occur.
The expectation of today’s membership is very high. Beyond loyalty to the organization, there is a loyalty to specific staff members and a demand that the instructional experience be top notch. The members make tremendous sacrifices of time and money for their drum corps experience.
At the exact time last fall that many potential members were making their audition decisions, the Scouts where in transition. It’s understandable that some opted to go elsewhere. However, these changes allowed us to build a foundation for the future with members who knew why they wanted to be Madison Scouts. This group will always be recognized for their decision and the sacrifice they made for the Madison Scouts organization.
Q. How were turnouts for auditions last year?Numbers were lower than we would have liked, but not a low as we had anticipated. Regardless, we were able to recruit talented and energetic members into the Madison Scouts and they are the dedicated members who allowed us to survive 2007.
Q: How difficult was it to recruit staff?
There has never been a lack of interest from people wanting to teach the Madison Scouts. The challenge was starting very late, working with an abbreviated timeline and still performing our due diligence on the incredibly deep pool of applicants. Our mission was to find the highest quality staff who shared a similar commitment and vision to our future. We were energized and inspired by the commitment demonstrated by our incredible staff last year. Also, having an amazing person and trusted alum like Matt Gregg donate his time as the program coordinator allowed me to focus on other critical areas that needed immediate attention.
Q. Okay, let’s discuss the financial health of the organization. What were you hired into?
My sole focus was the future and how we could build financial and organizational stability for the corps. The drum corps activity can be a bit deceiving. We all see the creative product on the field, the competitive element and the experiences it creates for those who participate. What cannot be overlooked is that drum corps is a business with increasing operating expenses.
Each time we fuel a bus, it costs the corps hundreds and hundreds of dollars. Our food operations resembles that of a small restaurant. Staff members need to be compensated at fair market rates. A drum corps is a business with an operational budget close to $1M per year. As a result, it must be managed like a business.
Our first focus was on the financial health of the organization and addressing the bottom line expenses. We were also carrying debt that needed to be addressed immediately. We were fortunate that we had a number of people willing to do the hard work necessary to correct this situation. Specifically, Bill Howard (former executive director) agreed to serve as our business manager for 2007 and monitor our financial health on a day-to-day basis. We meticulously worked with the Board of Directors, who were vigilant about the expenses, and developed a balanced budget for 2007 that enabled us to begin to retire a portion of the debt. However, several years of the corps running a deficit budget meant that we’re going to have to tighten our belts for the foreseeable future. Simply put, financial integrity is a top priority.
In addition, I was able to surround myself with a dedicated focused board and key advisors like Brian Johnson, Scouts’ Alum and Executive Director of the Madison Ballet. As the year progressed, a growing list of talented key people who were willing to help became part of the process and team. Their incredible support and commitment made this year possible.
Q. So how were the end-of-year results?
We reduced the 2007 overall budget by 30% from 2006. On top of that, we were still able to come in substantially under budget on the expense side of the ledger. We still have a ways to go before the balance sheet is to our liking, but we were successful in putting into place the processes and financial controls that will keep us on track as we move forward.
Our key focus for 2008 is on revenue generation. Performance fees and member dues are not sufficient to sustain and grow this organization. We are exploring a number of activities in 2008 that are focused on driving the income side of the equation.
Q. So how did the 2007 financial budget affect the corps’ performance?
Anytime you exhibit financial instability, the after effects have the potential to ripple throughout the organization. But I think we did a good job minimizing those effects. From the start of the year, we communicated three basic goals for 2007:
1. Ensure a safe activity for all corps members, staff and volunteers.
2. Field an entertaining show that extends the tradition of the Madison Scouts.
3. Provide a positive and educational experience for the corps.
Item #1 was primarily a budgeting issue. It is very easy for a drum corps to overlook safety and, in general, the members’ experience when the budget is tight. I was not going to let that issue creep into our daily tour operations. The Scouts were safely transported and well fed throughout the 2007 tour. Our post-season member surveys reflect that they had a very positive experience.
Items 2 and 3 reflect show design, staff and philosophy. It was a real challenge to pull together the 2007 staff. Essentially, we needed to hire for every position and we were late to the game. Fortunately, One of my key advisors, Steve Powers, worked tirelessly in all aspects of the operations along with me. His commitment to help me find the best staff available and get them to Madison was instrumental. Our goal was to get a mix of Madison Scout alumni and new faces from other organizations. This diversity of experience was vital to our success and it’s something we will continue to embrace.
Although it took us awhile to get things going, I believe we met goals #2 and #3 by the end of the season.
Q. But the judges didn’t think so, did they?
Competitive placement is not a reflection of entertainment value or the member experience. Our member surveys clearly and definitely state that these goals were achieved.
With respect to our competitive placement, considering the number of obstacles we faced, the results were not completely surprising. Two weeks into the season, we realized we had some significant flaws in our show. We re-wrote over 130 pages of the program. I have the utmost respect for how the design team, staff and members responded to this challenge and I was impressed with the improvement made by the time we reached the championships.
Q. A lot was said about the small color guard that was fielded this year.
As an all-male corps, we face a unique challenge in recruiting guard members. Again, like so many other aspects of 2007, the uncertainty surrounding the corps made recruiting even more challenging. We realize that building this part of our organization takes a real commitment, and that’s why we brought in Tracy Wooton, JC Caceres and Anthony Erevia. With this team and their staff, we will remain focused on building a guard that is considered one of the best in the activity.
Q. What challenges did the other sections face?
Our percussion section returned only one member from 2006, so this obviously created a challenging situation for Roger Carter and Andy Bliss. They both did a great job this year and have bright futures with the Scouts.
The brass section lost its caption head in January, so that set us back. Fortunately, the members and staff rallied together, and things ended up going as well as we could have imagined. Perhaps this is a testament to the fact that the brass section had the most returning veterans.
Q. As a former percussionist, what was your role with the drum line?Supporter, fan and advocate. I’m here to find and hire talent, and then let them do their job. However, I must admit that one of the many memorable moments of the year was when Roger invited me to spend a few minutes working with the line on a couple of occasions. It was also pretty cool when he put a lick in the show that I showed him and the guys called it “sFlamos.”
Q. How did the fans react to this year’s show?
Early in the season, there was hesitation. The show had a few fan-focused moments, but the concept was still unclear. In addition, we just weren’t executing, performing and connecting the way a Madison corps is expected.
Soon after the rewrites, we began to experience a dramatic shift in audience reaction. The Scouts always have a core fan base that will respond when delivered a good product. We connected with that group pretty rapidly and then began to connect to the casual drum corps audience as well. I think the audience also reacted to the effort that the 2007 corps put into developing this show over the course of the summer. The struggle on the field in many ways was parallel to what the entire organization experienced this year off the field. 
We continued to receive tremendous support from the audience after the shows when they sought out corps members and staff to thank them for their efforts. We also did quite well in the sales of our promotional items, which in many ways reflects the appreciation for the corps and the show. By the middle of July, we felt that our on-field performance was meeting our primary objective in terms of audience appeal. In addition, we had tremendous support and encouragement from our alumni throughout the season. This gave the members and our organization strength during the difficult moments of the season.
Q. So what does 15th place mean to the Scouts?
It’s the placement we earned. Truth be told, we are rebuilding the organization for the long haul and 2007 was a vital and important foundation to that goal. I am pleased by our effort last season, but now I am focused on 2008 and the future, as well as on our return to prominence in the activity.
Q. Okay then, what will 2008 bring for the Madison Scouts?
We will continue to shore up the financial viability of the corps and expand its reach in terms of its mission.
Our near-term focus is on recruiting and we are making a big effort to build on the momentum of last season. We encourage prospective members to join us at our auditions. If anyone is considering marching with the Scouts, I would encourage them to talk to anyone who marched with us in 2007 about their experience. I am confident their decision will be easy.
Q. Any final thoughts about the 2007 season?From the beginning, this year was challenging and a painful growing experience, but throughout the year, we were always moving forward and improving. I reminded myself often to recognize the small successes while knowing we had a long way to go to reach the level and standard we are capable of achieving.
We ended the season on an incredibly positive note and it has laid the foundation for the future. This first year as Executive Director of the Scouts reminds me of my first year marching in the corps – more challenging than I expected, more rewarding than I imagined, and a real learning experience. But in the end, I believe it was a very special endeavor and I look forward to building a very successful future.
The Fleur de Lis
Tuesday, October 23, 2007
The Newsletter of the Madison Scouts Drum & Bugle Corps
