BOARD OF DIRECTORS

January 14, 2016

Agenda

1. Welcome & Introduction of Guest.......................................Marc Spencer, Chairman

a. Steve Baricko, Freedmans Office Furniture and Supplies
2. Items
a. November 17, 2015 Meeting Minutes (Attachment 1)
b. November, 2015 Financial Report (Attachment 2)
3. 2016 Budget.Luis Garcia
4. Christo Rey Tampa High School Update......Father Steve Ryan
5. Resource Development
a. Great Futures Breakfast Recap...Jennie Yingling
b. New York Yankees Luncheon....Brenda Browning
c. Celebrating 90 Years in Tampa Bay.....................................Cassandra Thomas
6.

Board Development....Chris Roederer

a. Updates

7. Community Relations.....Ricky Gallon

8. Presidents Report...............Chris Letsos
a. Be the Spark
b. Simmons Reception | Riverview | February 10th
c. Boys & Girls Clubs Week | March 7th
d. Annual Meeting | March 29th
e. Strategic Plan
9. New Business
10. Announcements
11. Adjourn

Notes:
________________________________________________________________________
________________________________________________________________________

BOYS & GIRLS CLUBS OF TAMPA BAY, INC.

BOARD OF DIRECTORS AND FOUNDATION MEETING
Yankees Pavilion | One Steinbrenner Drive
4:00 pm | November 17, 2015
AGENDA
1. Welcome New Members & Guests.................Marc Spencer & Judge Alvarez
a. Dr. Kevin Scott and Lavern Wilson, Foundation Board
b. Holly Grogan and Col. Reggie Godbolt, Corporate Board
c. Vicki Anzalone, Where Love Grows
2. Consent Items (No discussion is planned unless requested)
a. September 10, 2015 Meeting Minutes (Attachment 1)
b. September 2015 Financials (Attachment 2)
c. May 19, 2015 Foundation Meeting Minutes (Attachment 3)
d. September 2015 Foundation Financial Report (Attachment 4)
e. Conflict of Interest Policy (Attachment 5)
f. Board Resolution for Boys & Girls Clubs Pension Plan (Attachment 6)
3. Resource Development
a. Steak Dinner | 9/29
b. Taste of Kentucky in South Tampa | 11/4
c. Robert Half Christmas Invitation | 12/12
d. Great Futures Breakfast | 12/15
e. Golf Challenge | 1/15/16
4. Heritage Club....Roger Robson
5. Board Development.Chris Roederer
a. Keith Harris, VP of HR at Tampa Bay Lightning | Corporate Board
6. Presidents ReportChris Letsos
a. Be The Spark Strategic Plan
b. New York Yankees Luncheon | 3/22/15
7. Special Presentations
a. Community Foundation | Bob Blanchard Endowment
b. Lorraine Orr, BGCA Senior Vice President
8. Adjourn

Boys & Girls Clubs of Tampa Bay, Inc.

Memo
To:

Board of Directors

From:

Deborah L. McCarthy, Chief Financial Officer

Date:

January 4, 2016

Subject: November 2015 Financial Statements - Unaudited

Please find attached the Statement of Financial Position and the Statement of
Activity for the Unrestricted Fund for the eleven months ended November 30,
2015.
Total Public Support Ahead of Budget by $623,000
Fees & Grants are ahead of budget by $592,000. 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
$81,000 for the new After Zone grant for Plant City Middle Schools from the
Childrens Board of Hillsborough County.
$103,000 in Grants from Corporate Partners passed through BGCA including
Taco Bell, Old Navy, Altria and Ross Stores
$42,000 from the new Department of Health Supper program which started
on October 1st.

In addition to the grants listed above, we are $168,000 ahead of budget for the
Department of Juvenile Justice Prodigy grants passed through the University
Area Community Development Corporation (UACDC).
And we are $44,000 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

Net Special Events Even with Budget

Net Special Events is now even with the 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.
Personnel Costs Overage of $473,000
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 $205,000
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 $68,000 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 $21,000 per month.
Together this accounts for $92,000 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 $29,000 of the budget
overage.

Memo to Board of Directors

Page 3 of 3

Occupancy Expense Overage of $36,000

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 $6,000 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 $81,000
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 $42,000 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 $29,000 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
11/30/2015

Temporarily
Restricted
Fund
11/30/2015

Total
All
Funds
11/30/2015

Endowment
Fund
11/30/2015

Total
All
Funds
11/30/2014

ASSETS
Current Assets

$427,518

Cash & Cash Equivalents

$528,230

$24,007

$979,755

$1,370,582

$610,875

$1,611,215

$1,891,521

$395,642

$395,642

$373,586

$7,960

$7,960

$175

$1,000,341

Investments
Accounts Receivable
Other Receivables

$10,847

Pledges Receivable - Current, net of allowance

Due from BGCTB Foundation
Prepaid Expenses

$13,331

$28,384

$377,827

$377,827

$962,056

$88,798

$88,798

$72,369

$3,474,528

$4,698,672

$7,893,059

$7,893,059

$7,594,768

$45,000

$45,000

$52,500

$44,985

$44,985

$117,375

$80,575

$80,575

$77,384

$11,494

$2,610

$2,308,932

Total Current Assets

$2,484

$530,714

$634,882

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
$7,949,552

$125,561

$0

$8,075,113

$7,844,637

$10,258,484

$656,275

$634,882

$11,549,641

$12,543,310

LIABILITIES AND NET ASSETS

Liabilities
Current Liabilities

Accounts Payable

$249,866

$249,866

$139,711

Accrued Expenses

$222,728

$222,728

$206,968
$351,911

Due to BGCTB Foundation

Deferred Revenue

$252,025

$4,000

Total Current Liabilities

$724,618

$4,000

$0

$256,025

$182,193

$728,618

$880,783

Boys & Girls Clubs of Tampa Bay, Inc.

Statement of Financial Position

Page 2

With Comparative Totals to Last Year - Unaudited

Unrestricted
Fund
11/30/2015

Temporarily
Restricted
Fund
11/30/2015

Total
All
Funds
11/30/2015

Endowment
Fund
11/30/2015

Total
All
Funds
11/30/2014

Other Liabilities

Deferred Lease Revenue

Total Other Liabilities
Total Liabilities

$112,000

$112,000

$160,000

$112,000

$0

$0

$112,000

$160,000

$836,618

$4,000

$0

$840,618

$1,040,783

Net Assets

Unrestricted - from Operations

$1,657,374

$1,657,374

$863,522

Unrestricted - Property and Equipment

$7,764,492

$7,764,492

$8,688,896

Temporarily Restricted

$652,275

Permanently Restricted
Total
Total Net Assets
TOTAL LIABILITIES AND NET ASSETS

$652,275

$1,259,636

$634,882

$634,882

$690,473

$9,421,866

$652,275

$634,882

$10,709,022

$11,502,527

$9,421,866

$652,275

$634,882

$10,709,022

$11,502,527

$10,258,484

$656,275

$634,882

$11,549,641

$12,543,310

Boys & Girls Clubs of Tampa Bay, Inc.

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

This Year
Actual
YTD
11/30/2015

Budget
YTD
11/30/2015

Variance
Favorable
(Unfavorable)

Last Year
Variance
%

Annual
2015
Budget

Actual
YTD
11/30/2014

Variance
Favorable
(Unfavorable)

Variance
%

Public Support and Revenue

Public Support
$769,889

$773,080

$1,670,786

$1,583,240

$230,565

$283,000

Fees & Grants

$2,565,669

$1,974,100

Total Public Support

$5,236,909

$275,515

United Way & Combined Campaigns

Contributions
Funds Released from Restriction

($3,191)

(0.4)%

$847,000

$783,049

($13,160)

(1.7)%

$87,546

5.5%

$1,913,000

$1,548,161

$122,624

7.9%

($52,435)

(18.5)%

$325,000

$241,237

($10,671)

(4.4)%

$591,569

30.0%

$2,156,500

$1,978,094

$587,574

29.7%

$4,613,420

$623,489

13.5%

$5,241,500

$4,550,541

$686,367

15.1%

$267,500

$8,015

3.0%

$279,500

$278,748

($3,233)

(1.2)%

Revenue
Program Service Revenue
Investment Revenue

$8,903

$5,500

$3,403

61.9%

$6,000

$1,478

$7,425

502.5%

Other Revenue

$7,364

$23,500

($16,136)

(68.7)%

$25,000

$18,697

($11,334)

(60.6)%

$291,782

$296,500

($4,718)

(1.6)%

$310,500

$298,923

($7,142)

(2.4)%

Special Event Revenue

$803,497

$745,500

$57,997

7.8%

$759,000

$781,965

$21,532

2.8%

Special Event Expenses

($206,383)

($147,500)

($58,883)

(39.9)%

($153,000)

($162,294)

($44,089)

(27.2)%

$597,114

$598,000

($886)

(0.1)%

$606,000

$619,671

($22,556)

(3.6)%

$6,125,805

$5,507,920

$617,885

11.2%

$6,158,000

$5,469,135

$656,669

12.0%

$3,165,565

$2,738,500

($427,065)

(15.6)%

$2,976,000

$2,664,302

($501,264)

(18.8)%

Employee Benefits

$318,373

$292,164

($26,209)

(9.0)%

$319,000

$276,107

($42,266)

(15.3)%

Payroll Taxes

$235,492

$221,900

($13,592)

(6.1)%

$240,000

$199,625

($35,867)

(18.0)%

Total Revenue
Special Events

Net Special Events

Total Public Support and Revenue
Expenses

Personnel Costs
Compensation

Other Employee Costs

Total Personnel Costs

$31,827

$26,000

($5,827)

(22.4)%

$27,500

$21,641

($10,186)

(47.1)%

$3,751,256

$3,278,564

($472,692)

(14.4)%

$3,562,500

$3,161,674

($589,583)

(18.6)%

$108,148

$107,675

($473)

(0.4)%

$113,500

$103,231

($4,917)

(4.8)%

Operating Costs
Professional Fees
1/7/2016

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
11/30/2015

Variance
Favorable
(Unfavorable)

Last Year
Variance
%

Annual
2015
Budget

Actual
YTD
11/30/2014

Variance
Favorable
(Unfavorable)

Variance
%

Contract Services

$105,213

$123,900

$18,687

15.1%

$137,000

$137,735

$32,522

23.6%

Supplies

$472,322

$267,021

($205,301)

(76.9)%

$298,000

$307,413

($164,909)

(53.6)%

Information Technolgy

$106,919

$101,675

($5,244)

(5.2)%

$109,500

$104,802

($2,117)

(2.0)%

Occupancy Expense

$1,232,165

$1,196,225

($35,940)

(3.0)%

$1,306,000

$1,183,808

($48,356)

(4.1)%

Equipment Expense

$63,278

$55,925

($7,353)

(13.1)%

$62,000

$53,098

($10,180)

(19.2)%

Printing & Postage

$11,742

$22,045

$10,303

46.7%

$24,500

$21,121

$9,380

44.4%

$156,867

$151,200

($5,667)

(3.7)%

$170,000

$143,236

($13,631)

(9.5)%

$76,668

$75,700

($968)

(1.3)%

$80,500

$62,170

($14,498)

(23.3)%

$264,601

$183,500

($81,101)

(44.2)%

$204,500

$195,495

($69,106)

(35.3)%

$97,610

$78,200

($19,410)

(24.8)%

$91,500

$73,597

($24,012)

(32.6)%

$2,695,532

$2,363,066

($332,467)

(14.1)%

$2,597,000

$2,385,707

($309,825)

(13.0)%

Total Expenses

$6,446,789

$5,641,630

($805,159)

(14.3)%

$6,159,500

$5,547,380

($899,408)

(16.2)%

NET SURPLUS/(DEFICIT)

($320,984)

($133,710)

($187,274)

(140.1)%

($1,500)

($78,245)

($242,739)

(310.2)%

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

1/7/2016

Budget
YTD
11/30/2015

Page 2

Boys & Girls Clubs of Tampa Bay, Inc.

2016 Budget
2016
Annual
Budget
Revenue
Public Support
United Way & Combined Campaigns
Contributions
Funds Released from Restriction
Fees & Grants
Total Public Support

850,000
2,175,000
295,000
2,613,000
5,933,000

Revenue
Program Service Revenue
Investment Revenue
Other Revenue
Total Revenue
Special Events
Special Event Revenue
Special Event Expenses
Net Special Events
Total Public Support and Revenue
Expenses
Personnel Costs
Salaries
Employee Benefits
Payroll Taxes
Other Employee Costs
Total Personnel Costs
Operating Costs
Professional Fees
Contract Services
Supplies
Information Technolgy
Occupancy Expense
Equipment Expense
Printing & Postage
Transportation Expense
Training, Travel & Meetings
Program Services
Other Expenses
Total Operating Costs
Total Expenses
NET SURPLUS/(DEFICIT)

272,500
8,000
21,000
301,500

886,000
(211,000)
675,000
6,909,500

3,517,000
359,000
274,000
35,000
4,185,000

117,500
76,000
648,500
109,000
1,318,500
75,000
17,000
154,000
73,500
245,500
105,500
2,940,000
7,125,000
(215,500)