EXECUTIVE COMMITTEE MEETING

DECEMBER 10, 2015

STEINBRENNER METRO SERVICE CENTER
1307 NORTH MACDILL AVENUE
AGENDA

1. Welcome Members & Guests...............Marc Spencer

Felicia Hernandez, Director of Human Resources
2. Consent Items (No discussion is planned unless requested)
a. October 8, 2015 Meeting Minutes (Attachment 1)
b. October 2015 Financial Report (Attachment 2)
3. Background Checks & Conflict of Interest..Marc Spencer
4. 2016 Budget..................................................................................................................Luis Garcia
5. Investment Report.............................................................................................Deborah McCarthy
a. Foundation/Endowment
6. Club Events .......................................................................................................Ricky Gallon
7. Reports
a. Great Futures Breakfast | 12/15..................................................................Jennie Yingling
b. 90 Year Campaign . . . ..............Cassandra Thomas
c. Yankees Luncheon | 3/22.............Brenda Browning
10. Presidents Report..............Chris Letsos
a. Sandy and George Simmons Club at Riverview
b. Annual Meeting | 3/29
11. Executive Session
12. Adjourn

BOYS & GIRLS CLUBS OF TAMPA BAY

EXECUTIVE COMMITTEE MEETING MINUTES
STEINBRENNER METRO OFFICE
October 8, 2015
Members Present:
Lynn Dumais, Joe Garcia, Luis Garcia, Vic Holcomb, Chris Roederer, Marc Spencer.
Others Present:
Brad Baumgardner, Brenda Browning, Ricky Gallon, Chris Letsos, Deborah McCarthy, Cassandra
Thomas, Jennie Yingling, and guests, Shelley Kolseth and Keith Harris, VP or HR at the Lightning.
Board Chair Marc Spencer called the meeting to order at 12:11 pm and welcomed members and guests.
Marc presented Shelley with an award for 28 years of serving on the board. Shelley then spoke of how
shes enjoyed serving and still wants to be involved and supporting the organization.
Consent Items:
Copies of the August 13, 2015 and the august 2015 Financial Report were provided to the members for
their review prior to the meeting, with copies provided at the meeting. A Motion to approve the Minutes
and Financial Report was made by Luis, Second by Chris. Motion passed.
Community Relations:
Ricky Gallon gave a slideshow of various events that happened at for our kids.
Sports Club of Tampa Bay
CFC Agency Fair
Family Dollar Event with Where Love Grows
Janet Cruz Farmers Market at Town n Country where 400-500 bags of food was given to people
in the community
PwC have 80-100 volunteers painting the interior of the Wilbert Davis Club
Regency - Hotel Transylvania 2 movie at Joe & Anne Garcia Salesian Club
Steak Dinner Pictures
United Way Suncoast Campaign Kick-Off where they showed their new video
Where Love Grows provided food for our kids at North Tampa
Resource Development:
Cassandra Thomas announced that Steak Dinner will net about $194-$195K and thanked everyone that
participated. There were over 500 in attendance. The event will not be held at A la Carte next year and
we are looking at new locations. It was suggested to try the cruise location.
Cassandra reported that the Arcadis Golf Tournament will be on Friday, November 13th at Riverhills.
This event supports our robotics program. It is a morning tee time with breakfast and lunch being
served.

Executive Committee Meeting

October 8, 2015
Page Two
Chris Roederer spoke about Taste of Kentucky and that we have already exceeded last years numbers
and is currently at $35K. Four Rivers BBQ and Catering By The Family will provide the food for the
event. There will be 35 bottles of bourbon along with some very rare bottles. Fuente will be providing
cigars for the event.
Jennie Yingling announced that the Empty Bowls benefiting Lacoochee will be held in Dade City, the
same day of the golf tournament, November 13th. They have set a goal of $25K for the event.
On GFB, there are 87 table captains, some share a half table and emails have gone out to all captains
with instructions. Luis Gonzalez will be guest speaker.
Brenda Browning reported that the Yankees Luncheon will be held on Tuesday, March 22, 2016 at the
Tampa Convention Center and early ticket sales will begin next week via email. The Dover Club will
have their members attending at the event. Online ticket sales will begin on December 9th.
Board Development:
Chris Roederer asked the board to vote on Col. Reginold Godbolt, for the Corporate board. The Colonel
has attended two board meetings and is an active Commander in the Air Force. Luis made a Motion to
approve Col. Godbolt as a Corporate Board member, Seconded by Chris. Motion passed.
Strategic Planning Session:
Chris Letsos provided a handout of the Agenda for the meeting on Friday, October 23rd. Lori Liburdi
stepped up and took over for Oscar Horton. He reported that there was a meeting with United Way that
Brian Best attended with him and Brian was outstanding. Tony DiBenedetto, Chairman & CEO of
Tribridge, will be the guest speaker at the strategic session. We will be expanding the partnership we
have with Tribridge to other locations.
Chris reported that our goal was to serve $15K kids by 2019, but we have already met that number so
the new goal is to be able to serve 25K kids by 2019. There are changes needed for North Tampa and
West Tampa. He stated North Tampa is falling apart and West Tampa area is changing. The question
came up about enclosing the gym at Liberty, but it will have to be done by the city, if they want to do it,
since we dont have the funds or resources.
Vic asked what the cost was to enclose the Riverview gym. Brad stated it was $450K.
Presidents Report:
Brad Baumgardner stated that he will be meeting with Sandy Simmons and Mavis Smith regarding
major gifts to make sure Smith Salesian and Riverview will always have enough operating funds.
George Simmons is in an Alzheimer home. Joe stated he will go with Brad to speak with Mavis.

Executive Committee Meeting

October 8, 2015
Page Three
Brad shared that the State of Florida has a new Ethics and Conflict Policy that will be go into effect in
2016. We have a form for all of our board members, including advisory and foundation members to
sign. We will begin getting signatures at the November and December board meetings.
On the Ilanza Trust, a court date will be set for some time in January or February 2016 to settle
everything.
Brad thanked everyone for all the work they have done to make the Boys & Girls Clubs of Tampa Bay
the best organization for kids.
Staff Engagement:
Mary Gamble spoke about Leadership Transition, and that it is most traumatic an organization can go
through. The transition is best managed by the trainer and Brad did an excellent job.
Mary focused on 4 major areas: Employee engagement, talent management, value- driven organizational
culture and tested on values. We have 93-98% of engagement, which is a very good number. On the
talent management project, a group of 9 staff members were selected to be the future leaders. Not
everyone wanted to participate in the project.
We have a value driven culture; Commitment, Integrity, Dynamic Innovation, Teamwork and
Accountability. She stated the most CEOs are not under the age of 55.

Marc thanked Mary & Keith for attending. With no other business, Marc adjourned the meeting at 1:05
pm.

Brenda Browning, Recorder

_____________________________ ____________
Chris Roederer, Secretary
Date

Boys & Girls Clubs of Tampa Bay, Inc.

Memo
To:

Executive Committee

From:

Deborah L. McCarthy, Chief Financial Officer

Date:

November 30th, 2015

Subject: October 2015 Financial Statements - Unaudited

Please find attached the Statement of Financial Position and the Statement of
Activity for the Unrestricted Fund for the ten months ended October 31, 2015.
Total Public Support Ahead of Budget by $467,000
Fees & Grants are ahead of budget by $538,000. This is due to a number of
grants that were not anticipated or known during the budgeting process for this
year, including:
.
.
.
.
.
.

$104,000 from the Lightning Foundation for three Community Hero Award
Grants
$50,000 from the Community Foundation of Tampa Bay for our outreach
summer camp program at Bethune Park in Wimauma this summer
$13,000 for the new Community Service Block Grant (CSBG) passed through
Hillsborough County for year round services for youth
$71,000 for the new After Zone grant for Plant City Middle Schools from the
Childrens Board of Hillsborough County.
$93,000 in Grants from Corporate Partners passed through BGCA including
Taco Bell, Old Navy, Altria and Ross Stores
$24,000 from the new Department of Health Supper program which started
on October 1st.

In addition to the grants listed above, we are $165,000 ahead of budget for the
Department of Juvenile Justice Prodigy grants passed through the University
Area Community Development Corporation (UACDC).
And we are $59,000 ahead of budget for the 21st Century grant since we did not
budget for this grant for last 5 months of the year since we anticipated that the
grant would may not be renewed. Fortunately, the grant was renewed for
another year at $367,000 for the twelve months beginning 8/1/15.
These additional funds have enabled the organization to serve more kids more
often year to date and the additional costs of providing those services is evident
in the increase in operating expenses of the organization over budget for the
same period.

Memo to Board of Directors

Page 2 of 3

The budget surplus in Fees & Grants is offset by a budget deficit of $123,000 in
Funds Released from Restriction. These are restricted funds for programs and
operations that are released from restriction as they are used. In the case of the
reserves that were set aside for the Freddie Solomon Club and the Riverview
Club, we are not utilizing these reserves as quickly as we anticipated in
budgeting since the clubs are raising more funds through grants and
contributions than expected to date.
Net Special Events Ahead of Budget by $6,000
Net Special Events is now ahead of budget. The decrease in the net proceeds
from the Yankee Luncheon ($33,000) and the East Pasco Round Up ($32,000)
have been offset by the West Tampa Reunion event which netted over $10,000
and the Taste of Kentucky event which netted $48,000 through October 31st.
Personnel Costs Overage of $405,000
The increase in Personnel Costs over the same period last year and over the
YTD budget is a direct result of the additional staff in place to provide services at
the new additional sites operating in 2015 which include the new Middle School
sites at Marshall, Tomlin and Shields as well as the outreach summer camp
program in Wimauma and the additional staffing costs for performing and fine
arts instructors for the Prodigy programs which are now offered at four clubs year
round.
Supplies Overage of $179,000
There is a significant increase in Supply Costs over the same period last year
and over the YTD budget. This is due to three factors. The first is an increase in
program supplies which accounts for $70,000 of the budget overage and is due
to the additional program supplies purchased for the new sites discussed above
and for the Prodigy sites. The additional supplies for the Prodigy sites were not
known at the time of the budget preparation as the Prodigy budgets were still
being negotiated with UACDC and the State of Florida Department of Juvenile
Justice (DJJ).
The second area of increase is in the costs of providing snacks and supper at the
clubs. This year after school snacks are now provided at all clubs regardless of
their eligibility for the State of Florida After School Snack reimbursement
program. Additionally, we have initiated new supper programs at selected clubs
this year. An example is the Dover Club which has a new supper program
provided by a private grant for that purpose. And beginning Oct 1st, we have
initiated the new Department of Health Supper Program at 5 of our clubs which is
estimated to increase revenues and costs approximately $25,000 per month.
Together this accounts for $71,000 of the budget overage.
The third area of increase is in the costs of furnishings and equipment which are
not large enough to be capitalized that were purchased for clubs as part of
renewing and refurbishing clubs. This accounts for $27,000 of the budget
overage.

Memo to Board of Directors

Page 3 of 3

Occupancy Expense Overage of $35,000

A significant cause of the overage in Occupancy Expense is due to an overage in
Lawn Care Services of $16,000 for the additional costs of providing mulch at
clubs in the playground areas as mandated for safety reasons. Additionally, we
have experienced budget overages in Utilities of $10,000 and Cleaning Services
of $7,000 due in part to the additional square footage of the new Lacoochee Club
and additional floor care services across all clubs.
Program Services Overage of $73,000
The overage over the same period last year and over the YTD budget is due
primarily to two factors. The first is a budget overage of $39,000 in Youth
Activities due primarily to additional field trips for the Prodigy program as well as
the Middle School initiatives which were not included in the budget. See the
discussion of Total Public Support above. These field trips included outings to
museums such as the Glazer Childrens Museum, and performances such as
Blue Man Group and Black Swans.
The second factor is the overage of $27,000 in Youth Assistance which
represents in part the costs of providing weekend backpacks from Feeding
America to selected members who need assistance over the weekend.
Additionally, costs were incurred for interview clothes for teens with funds raised
by the Leadership Tampa Alumni group for their Dress for Success initiative.
Please let me know if you have any questions or comments on the statements.

Boys & Girls Clubs of Tampa Bay, Inc.

Statement of Financial Position

Page 1

With Comparative Totals to Last Year - Unaudited

Unrestricted
Fund
10/31/2015

Temporarily
Restricted
Fund
10/31/2015

Total
All
Funds
10/31/2015

Endowment
Fund
10/31/2015

Total
All
Funds
10/31/2014

ASSETS
Current Assets

$220,016

Cash & Cash Equivalents

$620,251

$24,117

$864,384

$2,480,047

$611,309

$1,611,650

$851,596

$381,656

$381,656

$321,167

$66,282

$66,282

$1,300

$1,000,341

Investments
Accounts Receivable
Other Receivables

$17,310

Pledges Receivable - Current, net of allowance

Due from BGCTB Foundation
Prepaid Expenses

$19,794

$33,669

$371,107

$371,107

$930,298

$89,754

$89,754

$74,523

$3,404,627

$4,692,600

$7,929,823

$7,929,823

$7,629,399

$45,000

$45,000

$52,500

$44,985

$44,985

$117,375

$80,575

$80,575

$77,384

$11,494

$2,610

$2,146,466

Total Current Assets

$2,484

$622,735

$635,426

Non Current Assets

Land, Property and Equipment

Prepaid Rent - Non Current
Pledges Receivable - Non-Current, net of allowance
Cash Value Life Insurance
Other Assets
Total Non Current Assets
TOTAL ASSETS

$11,494
$7,986,317

$125,561

$0

$8,111,878

$7,879,269

$10,132,783

$748,295

$635,426

$11,516,505

$12,571,869

LIABILITIES AND NET ASSETS

Liabilities
Current Liabilities

Accounts Payable

$206,679

$206,679

$78,446

Accrued Expenses

$213,684

$213,684

$200,460
$351,849

Due to BGCTB Foundation

Deferred Revenue

$88,500

$4,000

Total Current Liabilities

$508,863

$4,000

$0

$92,500

$140,000

$512,863

$770,756

Boys & Girls Clubs of Tampa Bay, Inc.

Statement of Financial Position

Page 2

With Comparative Totals to Last Year - Unaudited

Unrestricted
Fund
10/31/2015

Temporarily
Restricted
Fund
10/31/2015

Total
All
Funds
10/31/2015

Endowment
Fund
10/31/2015

Total
All
Funds
10/31/2014

Other Liabilities

Deferred Lease Revenue

Total Other Liabilities
Total Liabilities

$116,000

$116,000

$164,000

$116,000

$0

$0

$116,000

$164,000

$624,863

$4,000

$0

$628,863

$934,756

Net Assets

Unrestricted - from Operations

$1,710,437

$1,710,437

$1,993,493

Unrestricted - Property and Equipment

$7,797,483

$7,797,483

$7,726,375

Temporarily Restricted

$744,295

Permanently Restricted
Total
Total Net Assets
TOTAL LIABILITIES AND NET ASSETS

$744,295

$1,230,986

$635,426

$635,426

$686,259

$9,507,920

$744,295

$635,426

$10,887,642

$11,637,113

$9,507,920

$744,295

$635,426

$10,887,642

$11,637,113

$10,132,783

$748,295

$635,426

$11,516,505

$12,571,869

Boys & Girls Clubs of Tampa Bay, Inc.

Statement of Activity - Unrestricted Fund
With Comparison to Budget & Last Year Actual - Unaudited

This Year
Actual
YTD
10/31/2015

Budget
YTD
10/31/2015

Variance
Favorable
(Unfavorable)

Last Year
Variance
%

Annual
2015
Budget

Actual
YTD
10/31/2014

Variance
Favorable
(Unfavorable)

Variance
%

Public Support and Revenue

Public Support
$700,944

$704,160

$1,526,702

$1,471,370

$138,017

$261,000

Fees & Grants

$2,425,125

$1,886,900

Total Public Support

$4,790,788

$233,076

United Way & Combined Campaigns

Contributions
Funds Released from Restriction

($3,216)

(0.5)%

$847,000

$711,410

($10,466)

(1.5)%

$55,332

3.8%

$1,913,000

$1,440,890

$85,812

6.0%

($122,983)

(47.1)%

$325,000

$239,522

($101,505)

(42.4)%

$538,225

28.5%

$2,156,500

$1,863,460

$561,665

30.1%

$4,323,430

$467,358

10.8%

$5,241,500

$4,255,282

$535,506

12.6%

$253,500

($20,424)

(8.1)%

$279,500

$262,961

($29,885)

(11.4)%

Revenue
Program Service Revenue
Investment Revenue

$8,250

$5,000

$3,250

65.0%

$6,000

$1,421

$6,829

480.4%

Other Revenue

$6,391

$20,400

($14,009)

(68.7)%

$25,000

$16,615

($10,224)

(61.5)%

$247,717

$278,900

($31,183)

(11.2)%

$310,500

$280,998

($33,281)

(11.8)%

Special Event Revenue

$785,478

$731,500

$53,978

7.4%

$759,000

$737,041

$48,437

6.6%

Special Event Expenses

($195,543)

($147,500)

($48,043)

(32.6)%

($153,000)

($141,131)

($54,412)

(38.6)%

$589,934

$584,000

$5,934

1.0%

$606,000

$595,910

($5,975)

(1.0)%

$5,628,440

$5,186,330

$442,110

8.5%

$6,158,000

$5,132,190

$496,250

9.7%

$2,914,428

$2,545,000

($369,428)

(14.5)%

$2,976,000

$2,436,973

($477,455)

(19.6)%

Employee Benefits

$284,966

$265,603

($19,363)

(7.3)%

$319,000

$251,112

($33,854)

(13.5)%

Payroll Taxes

$216,877

$206,800

($10,077)

(4.9)%

$240,000

$183,356

($33,521)

(18.3)%

Total Revenue
Special Events

Net Special Events

Total Public Support and Revenue
Expenses

Personnel Costs
Compensation

Other Employee Costs

Total Personnel Costs

$30,516

$24,500

($6,016)

(24.6)%

$27,500

$20,890

($9,627)

(46.1)%

$3,446,787

$3,041,903

($404,884)

(13.3)%

$3,562,500

$2,892,331

($554,457)

(19.2)%

$104,830

$101,900

($2,930)

(2.9)%

$113,500

$92,096

($12,734)

(13.8)%

Operating Costs
Professional Fees
12/7/2015

Page 1

Boys & Girls Clubs of Tampa Bay, Inc.

Statement of Activity - Unrestricted Fund
With Comparison to Budget & Last Year Actual - Unaudited

This Year
Actual
YTD
10/31/2015

Variance
Favorable
(Unfavorable)

Last Year
Variance
%

Annual
2015
Budget

Actual
YTD
10/31/2014

Variance
Favorable
(Unfavorable)

Variance
%

Contract Services

$105,566

$121,300

$15,734

13.0%

$137,000

$124,054

$18,488

14.9%

Supplies

$425,457

$246,492

($178,965)

(72.6)%

$298,000

$275,790

($149,666)

(54.3)%

$98,167

$94,890

($3,277)

(3.5)%

$109,500

$97,983

($184)

(0.2)%

Occupancy Expense

$1,122,021

$1,087,065

($34,956)

(3.2)%

$1,306,000

$1,071,431

($50,590)

(4.7)%

Equipment Expense

$59,946

$51,975

($7,971)

(15.3)%

$62,000

$49,088

($10,858)

(22.1)%

Printing & Postage

$10,882

$20,215

$9,333

46.2%

$24,500

$20,535

$9,653

47.0%

$146,158

$139,525

($6,633)

(4.8)%

$170,000

$133,044

($13,114)

(9.9)%

$74,294

$72,725

($1,569)

(2.2)%

$80,500

$60,405

($13,889)

(23.0)%

$249,112

$175,990

($73,122)

(41.5)%

$204,500

$187,585

($61,527)

(32.8)%

$94,827

$76,300

($18,527)

(24.3)%

$91,500

$72,672

($22,155)

(30.5)%

$2,491,260

$2,188,377

($302,884)

(13.8)%

$2,597,000

$2,184,684

($306,577)

(14.0)%

Total Expenses

$5,938,048

$5,230,280

($707,768)

(13.5)%

$6,159,500

$5,077,014

($861,033)

(17.0)%

NET SURPLUS/(DEFICIT)

($309,608)

($43,950)

($265,658)

(604.5)%

($1,500)

$55,176

($364,784)

(661.1)%

Information Technolgy

Transportation Expense
Training, Travel & Meetings
Program Services
Other Expenses
Total Operating Costs

12/7/2015

Budget
YTD
10/31/2015

Page 2

Boys & Girls Clubs of Tampa Bay

NEW LANGUAGE (EFFECTIVE JANUARY 1, 2016)

Section 10 Background Checks
Conduct criminal background checks of all BOARD and ADVISORY COUNCIL VOLUNTEERS,
VOLUNTEERS WHO SERVE ON A STANDING OR ENUMERATED COMMITTEE, OR
OTHERWISE. Name-based or fingerprint-based record searches may be used in any combination
but shall, at a minimum, (a) verify the persons identity and legal aliases, (b) provide a national Sex
Offender Registry search, and (c) provide a national criminal record search. Such checks shall be
conducted prior to being approved to serve on a Board, Council or Committee and at regular intervals
not to exceed twelve (12) months.
All background check findings shall be considered when making board or volunteer decisions. The
policy defining eligibility for volunteer service, if such individual:
(a) refuses to consent to a criminal background check,
(b) makes a false statement in connection with such criminal background check,
(c) is registered, or is required to be registered, on a State or National sex offender registry,
(d) has been convicted of a felony consisting of:
1. murder,
2. child abuse,
3. a crime against children, including child pornography,
4. spousal abuse,
5. a crime involving rape or sexual assault,
6. arson or
7. physical assault, battery,
(e) has been convicted of a drug-related offense committed within the last five years.

By signing this document regarding the new procedure on Background Checks for Boys & Girls Clubs
of Tampa Bay, I hereby authorize said organization to run a yearly background check on me, as long
as I am a volunteer on a board, standing on an enumerated committee or volunteer on an advisory
council.

___________________
Printed Name

_______________________________
Signature

________________
Date

* Military organizations must comply with their branch of service rules and regulations for background
checks.