Board Meeting Minutes
Tuesday, May 13th 2014 3:00 p.m.
Visible Men Academy- 921 63rd Ave. East Bradenton, FL 34203
Board Members:
Present: Marie Byrd, Alex Chavez, Steve Lobel, and Felice Schulaner
Absent: Chris Carle, Patrick Carnegie, Darryl Cobb
Others Present: Cynthia Cavallaro-Day, A. Louis Parker, Shannon Rohrer-Phillips, and Neil
Phillips
Quorum present? Yes
Proceedings:
• Meeting called to order at 3:11 p.m. by Visible Men Academy Board Chair, Marie Byrd
Approval of the minutes:
• 3/18/14 Meeting minutes were properly moved and seconded
I.
II.
III.
Chair Report- Marie Byrd
a. The VMA Board Read Aloud went well. Marie, Phillip, and Chris participated.
b. VMA Board is invited to participate in the last day of school (6/20/14 at 3:00
pm.)
c. Tuesday June 10th (3-5pm) is the next Board Meeting, with the topic soley being
the approval of the budget. Marie is unable to attend. There will be no agenda,
and a quorum is required.
d. Tuesday July 15th (12-2pm) is the first VMA Board meeting of the next Fiscal
year
Finance Report- Louis Parker
a. The budget was distributed
i. It was explained that the Board never approved the amended 2013-2014
budget
ii. The motion was made and properly seconded to approve the amended
2013-2014 budget
b. The Finance Committee met to discuss the approval of the auditor
i. Auditor proposals were distributed
ii. Proposals were reviewed and King & Walker was chosen by the Finance
Committee
iii. The motion was made and seconded to accept King & Walker as the
auditor for the Fiscal year ending June 30th, 2014.
CEO Report- Neil Phillips
a. The prospect of a second site at VMA is no longer being pursued
b. Spirits are high at VMA
IV.
V.
VI.
c. School was cancelled on (5/9/14) to have an all staff and faculty meeting to
reenergize
d. It was reviewed that VMA has a longer school year and our studnets are in
school approximately 30% longer than their peers at other schools
e. Field Trips to Mote Aquarium (5/16), Florida Studio Theatre on (5/23), and a
tentative trip to a college is being planned
f. MAP and FAIR Testing has been completed.
i. Kindergarten had large gains in the FAIR testing.
ii. Extensive summary will be presented for the June meeting.
iii. First and Second had gains in the MAP testing
g. Enrollment model was distributed
i. Grade/ Class goals include: 3 Kindergarden (42), 2 First grade (36), 2
Second (36), 1 Third (18), 1 Fourth (18) for a total enrollment of 150
students.
ii. A pyramid of enrollment with low grades at the base to take the pressure
off of recruiting higher grades and students have attended our school
longer
iii. The importance of a very experienced 4th grade teacher was discussed
due to the possible implications 4th graders may bring (FCAT Scores,
IEP’s, special needs not met, knowing the VMA culture)
iv. The reward of a small class of struggling 4th graders who turn successful
was also discussed
v. The question of having 130- K-3 or 150 K-4 was asked
vi. Enrollment trend from last year was discussed and confidence was
relayed for hitting out target numbers
h. Student and Family Services- Shannnon Rohrer- Phillips
i. A report was distributed
Operations Report- Louis Parker
a. VMA will add 2 modular classrooms to the property (Leasing)
Development Report- Cindy Cavallaro- Day
a. A report was distributed
b. Appropriations Bill, SHINE On!, and Giving Challenge were highlighted
c. The question was asked if donors will be invited to the last day of school
d. The suggestion was made to target organizations affiliated with Ascend
Other Committee Reports
a. Education Committee- Neil Phillips
i. Testing results have been reviewed
ii. Participation needs to be increased
b. Growth Planning Committee
i. The discussion of multiple schools has been parked
ii. Conversations with CSGF (Charter School Growth Fund) are leaning
toward no funding due to our enrollment target not being 250 students
iii. It was suggested to suspend the Growth Planning Committee
iv. A reminder was made that you do not have to be on the Board to be on a
committee
c. Governance Committee- Neil Phillips
i. Members include Louis, Phillip and Neil
ii. A report was distributed
VII.
VIII.
iii. It was announced that Marie will remain in the Board for another year
New Business
a. There was no new business
Adjournment
a. The meeting was adjourned at 5:00 pm
Next Board Meeting:
Tuesday, June 10th 2014 3-5 pm @ VMA 921 63rd Ave. East, Bradenton, FL
Minutes submitted by VMA Administrative Assistant, Dawnyelle Singleton with assistance from audio
recording, and Marie Byrd.
Distributed Reports are below.
Auditor Proposals:
School
Visible Men Academy
Scored by
Lily Meadows
Date
April 1, 2014
Partner,
Supervisory
Firm
Staff
Qualifications Qualifications
Similar
and Experience and Experience Engagements
20
20
20
Independence
5
License to
Practice in
Florida
5
Berman Hopkins
5.0
5.0
20.0
16.5
BKHM
5.0
5.0
20.0
Carr, Riggs & Ingram
5.0
5.0
Hosaka
5.0
Infante & Co
Time Schedule
5
Fee
25
Total
100
14.0
4.5
18.0
83.0
15.0
18.4
4.5
15.2
83.1
20.0
20.0
11.0
5.0
10.1
76.1
5.0
20.0
19.0
14.0
4.5
24.3
91.8
5.0
5.0
20.0
14.0
11.4
4.5
25.0
84.9
Keefe, McCollough
5.0
5.0
20.0
16.5
11.0
5.0
24.4
86.9
King & Walker
5.0
5.0
20.0
15.0
18.4
4.5
22.1
90.0
Warren , Averett
5.0
5.0
20.0
18.0
5.0
4.5
13.9
71.4
Enrollment Targets:
VMA Enrollment Model
Capacity/Available Seats
SY2 (2014-15)
TOTAL
Enrollment
2013-14
2013-14
60
Updated: 13-May
2014-15
(Year 2)
Grade Level
Kindergarten
1st
2nd
3rd
4th
# of
sections
3
2
2
1
1
students
per section
14
18
18
18
18
TOTAL
Students
42
36
36
18
18
newly
added
grade(s)
Staffing
Teachers
Associate
Teachers
Needs
9
TOTAL
Enrollment
2014-15
150
Current
5
Recruit
4
Enrollment
Enrollment
growth (#)
growth (%)
(from previous (from previous
year)
year)
90
Grade Level
Kindergarten
1st
2nd
3rd
4th
TOTALS
Enrollment
SY2
Enrollment Currently Re- Applications
Capacity
enrolled
Received
42
0
23
36
23
9
36
12
10
18
15
1
18
0
10
150
50
53
150%
3
2
1
Board Report: 5/13/14
Shannon Rohrer-Phillips, MSW, Director of Student & Family Services/Community
Outreach
TOTAL
Seats
Available
19
4
14
2
8
47
1. VMA Student Data
Race:
Black: 45%
Hispanic-49%
White-6%
FARMS 99%
ELL: 26 Speak a language other than English in the Home (Spanish, Haitian Creole)
ESE/Special Education- 9 Students with IEP’s, 2 proceeding to IEP
Homeless/Project Heart- 10 Students/ JFCS Referrals 6
YMCA Pride Park Anti Gang Task Force Outreach Referrals- 10
Manatee Glens Student Mental Health/Learning Disability Referrals-26
Child Protective Services Cases- 17
Attrition Analysis: Project Heart 4, Foster care 1 Behavioral Cases- 1, IEP 2
Single Parent/ Absent biological mother or father: 41
Incarceration in Family: 20
2. VMA Student Support Overview
Created and implemented the Student & Family Referral Process/Form
ESE- Exceptional Student Education
-Host Weekly Resource Meetings with: Dean of Students, Assistant Principal, Director of
Student/Family Services, identify high risk students & interventions
-Weekly IEP Team Meetings w/consulting Speech, OT, IEP Case Managers
-IEP Family Meetings & District Compliance Prep 3 March-May
-5/1 Met with Progressus Therapy Regional Director Andrew Barrows to review VMA ESE
services, cost analysis and possible future partnership
-Coordinate Children’s Therapy Solutions Speech, Language and Occupational Services to all
VMA students with IEP’s
SEL- Social Emotional Learning
-Promoting Positive Behavior Support & tracking w/ VMA team, DOJO, Goal Book
- RTI and Skill building emphasis with classroom teachers, goal is less pull out for behavior
issues more effective classroom management
-Redirecting Asst. Principal to mandate Pos. Behavior Support training of teachers
-5/7 Professional Development: Megan Pitsick, OT, “How your Engine Works” Curriculum
-4/9 Prof. Development: High Risk Student Safety Protocol, Shannon Rohrer-Phillip- -BGC
Wednesday After School Groups promoting self expression w/Ms. Cynthia
-Forty Carrots Drama Discovery Pilot Program w/Kindergarten , concluded and reviewing data
collection, program summary
LL- Learning Lab
-Increasing Learning Lab/RTI Coordination with Dean of Students & Assistant Principal for
Academic/Behavior remediation
- Reviewing VMA Student Data to design Therapeutic alternatives to High Frequency Discipline
Cases
-5/28 Meeting JFCS Program Director of Emma’s Dream Therapeutic program at Booker
Elementary for site visit, collab discussion alternative to Suspension Programs to design VMA
programs 2014-15
Wellness
- Dr. Hebert-Magee Wellness workshop
-5/21 Be Safe- Child Abuse Prevention Workshop
-Manatee Glens on site support/coordination, Mental Health Support planning
-Multiculural Health Institute, Racial Lens so pyshosocial issues/care/parenting
-RN
Requests for Funding-Proposals
-SEL Curriculum to institute School Wide (Conscious Discipline, PlayWorks, PE)
-Student & Family Support Program (2 SW 2 Parent Aids)
-Arts Program (Performing Arts, Music, Integrated Arts, Clay Studio)
-Wellness Program (PE, Athletics, Movement, RN, Nutrition, Playworks)
-After School Enrichment Program (Arts, Athletics, Wellness, Tech)
3. Family Services/ Parent Engagement
4/29 VMA was invited to join Aspen Ascend Network: The goal of the Aspen Institute Ascend
Network is to mobilize empowered two-generation organizations and leaders to influence policy
and practice changes that increase economic security, educational success, social capital, and
health and well-being for children, parents, and their families. One of 58 nationwide groups
selected as new members
4/22 Children First Florida Parent Engagement Director Jorge Godoy invited VMA to be one of
three Regional Parent Focuses Orgs to join Pilot Program
-Parent Advisory Group (PAG) was formed in December and has met 1/14, 2/12, 3/12, 4/9 ,
upcoming meeting 5/21 Successfully completed:
-Serving as Parent Ambassadors at first VMA Fundraiser
-Scholastic Book Fair week of 5/4 and earned over $700 dollars. Mary Garcia Dodson gave a
Parent Literacy Workshop
-Designing End of Year Parent Survey
-Student Recruitment, Jose, Pilar, Andrea and Beatriz in SRQ and 15th st.
-PAG meets monthly to enhance school relationship between Parents & Faculty & amplify
Parent Voice. Top priorities identified by PAG to date:
-Parent Mentoring (2Gen focus on Literacy, Attendance, Social Skills, Goal Setting)
Parent Support: VMA Needs Assessment given in September reinforces need for 2
Gen Parent Services (Parent Priority needs: Access to Resources, Wellness support,
Education/Career skill building/search)
-Community Fdn of SRQ Emergency Funds used for targeted case mgt w/parents
-Clothes closet-students
-Women’s Wellness Checks with Dr. Hebert Magee, January 2014
-Pride Park Financial Resource Fair February 2014
4. Community Engagement/Student Recruitment
3/26 Presented to 75 Jewish Federation of Interfaith Pastors and Social Advocates at Hispanic
Catholic Church
3/27 Site visit to Sarasota Community Studio
3/28 Women’s Resource Center
4/1 Health Start Child Abuse/Safe Children Coalition Recruitment Announcement
4/10 Table at Unidos Now College Fair
4/12 Child Abuse Prevention Community Event, De Soto Mall
4/15 Pastor Jerry YMCA Mother’s Group at VMA
4/18 Family Promise SRQ VMA Tour
4/24 Robert Taylor Center Recruitment
4/21 Ellen Meade Preschool On site recruiting
4/22 Second Chance, Last Opportunity came to VMA for Tour
4/28 Children First Head Start, SRQ, Presented to 25 preschool Parent Advocates
4/30 SRQ Poetry Slam Judge, Cedric Hameed
5/7 VMA Round Up Event
5/12 Pine Village Head Start
-Black Churches Outreach: Neil, Louis, Dawnyelle, Christian P
-Black Fraternity Engagement: Alpha Phi Alpha/Neil, Louis, Christian P
-VMA visits to VPK introduce itself to parents & provide information
-VMA Hosts weekly Coffee Hours & Tours every Thursday 8:30-9:30
-Incentivizing VMA Staff to recruit students via gift cards
-Incentivizing VMA Parents to recruit with free Uniforms
-Hired Consultant Beatriz Bejar to lead Hispanic Outreach
- La Maxima Tampa Bay Radio Interview 2/14. Radio Lider Palmetto Radio 3/14
-Hispanic Print,VMA Articles in: La Guia, Como En Familia, Varieades
-Tempo News, Panhellenic Council, NAACP, Pastors
-Targeted Mailing to all Manatee & SRQ VPK’s & Target Market zip codes
5. VMA Social Media Summary
Social Media is used at VMA for 2 purposes
1. KIDS: Engage our VMA Student & Families with direct school information/Engage
Target Market for recruitment (bilingual)
-Facebook 50% of VMA parents
2. CAUSE Increase VMA Brand Awareness in the Ed Reform & Philanthropic space both
regionally and nationally & show relevance of VMA innovative minority education.
-Twitter
Social Media Outlets
VMA Facebook: 449
VMA Twitter: vmacademy1: 291
TheVMAcademy Youtube Channel: 22,300 views of “Happy Video at Visible Men Academy”
Neil Phillips : Facebook 575s, Twitter 218
Shannon Rohrer-Phillips, Twitter 625
VMA Brand (Minority Ed Reform, Whole Child, Positive School Culture, Play/Let’s Move
School, High Expectations, Aspen Acend/2Gen, Neil Phillips Leadership Brand)
May 13, 2014 VMA Development Report-Cindy Cavallaro Day
-Financial ResultsQ3 January 1st to March 31,2014:
33 donations--
$54,727
Q4 April 1st to May 13, 2014:
Total:
90 donations-- $71,000
123 donations--$125,727
Year to date Q1-July 1, 2013 to May 13, 2014 SHINE Circle & Foundations
(no CSGF or CSP included):
19 donations- $ 77,998
YTD Total Donations 142 donations--$ 203,725
Average Donation
$1,435
-Pledged$35,000 Matching funds-Now
$ 10,000 Foundation-November 2014
-Government$ 50,000 General Appropriations Bill
$ 50,000 CSP Implementation 2
Development Achievement: April 2014 to May 13, 2014




April 11, 2014-SHINE ON! 150 Donors. Target was $35,000 to $50,000.
Achieved $53,160
May 6, 2014-Giving Challenge. Achieved $31,050 (still waiting to hear on
match/winners of best overall). $620 average donation
1,200 contacts in Daylite database
10 Donor Tours
-Pending Grant approvalAnnette J. Hagens Memorial Foundation,
submission March 31,2014:
$ 25,000
(June 2014)
Kaiserman Foundation, submission May 6, 2014: $ 121,800
(July 2014)
Allstate, submission May 7, 2014:
$ 1,000
(May 2014)
Lerner Family Foundation, submitted May 10, 2014:
$ 15,000
(June 2014)
$ 162,800 Grant submitted
VMA Development Strategy



Targeting Financial Institutions, Community Reinvestment Act Funding
Marlene Resnick grant writer 3-month contract not renewed.
Cindy outlining grant target foundations & calendar targeting $500,000 per quarter
submitted.
Build SHINE Circle to 200 donors, raise $300,000 by June 30th 2014
Visible Men Academy
Governance Committee – Overview
May 2014
The Governance Committee of the Visible Men Academy (VMA) Board of Directors (BoD)
exists for the purposes outlined below.
Related Tasks:
Purpose:
1) To ensure compliance with any/all
 Routinely review VMA By-laws
elements of VMA By-laws related to
 Identify areas of concern and advise
BoD constitution/membership
BoD of necessary actions
2) To determine needs related to VMA  Develop VMA BoD Composition Matrix
Board composition and to identify,
to determine areas of interest/need
engage, and recruit candidates, as
needed



3) To lead the BoD in succession
planning and executing the transition
of incoming and outgoing BoD officers,
as well as tracking and adherence to
stated BoD member terms.


related to BoD member expertise and
competencies
Engage BoD to develop list of potential
BoD members and determine strategies
for pursuit
Establish prospective BoD member
recruitment procedures
Execute procedures to recruit desired
BoD members, as determined
Develop tracking timeline for BoD
Officer and member terms
Cultivate candidates among existing
BoD members for succession to
upcoming Officer seat vacancies