BOARD OF DIRECTORS MEETING

Nick Capitano Boys & Girls Club

12:00 pm | November 13, 2014
AGENDA
Welcome Members.......................Marc Spencer
Guest: Suzanne Barry
1. Consent Items (No discussion is planned unless requested)
a. September , 2014 Meeting Minutes (Attachment 1)
b. September 2014 Financials (Attachment 2)
2. Great Futures Breakfast Dec. 18th..............................................................................Vic Holcomb
3. Golf Challenge January 16th...........................................................................................Don Smith
4. Community Relations.....Ricky Gallon
5. Resource Development
a.
Fishing Tournament.......... Nov. 6-7................................................Jennie Yingling
Empty Bowls......Nov. 14th
b.
Arcadis Golf Tournament... Nov. 14th.........................................Cassandra Thomas
c.
Yankees Luncheon..............March 17, 2015.................................Brenda Browning
6. 2014 Strategic Planning Session....................................................................................Chris Letsos
a.
b.
c.
d.

Youth Impact & Growth.............................................Jeff Ortmeier

Resource Development...............................................Brian Best
Board Development....................................................Chris Roederer
Foundation Board Members
Talent Development....................................................Oscar Horton

7. Presidents Report.......Brad Baumgardner

a.
Child care
b.
Riverview
8. Adjourn

BOYS & GIRLS CLUBS OF TAMPA BAY

CORPORATE BOARD MEETING | FERGUSON LAW CENTER
SEPTEMBER 11, 2014 | 12:00 PM
MEMBERS PRESENT
Brian Best, Larry Bevis, Karl Brandes, Adam Diasti, Matt Dumar, Luis Garcia, Greg Hearing,
Vic Holcomb, Jeff Ortmeier, Nik Paleologos, Chris Roederer, Father Steve Ryan, Don Smith,
Marc Spencer, Andrea White.
OTHERS PRESENT
Brad Baumgardner, Brenda Browning, Ricky Gallon, Debbie McCarthy, Cassandra Thomas,
Jennie Yingling, Glenn Permuy, guests Joe & Terrell Clark, Paddy Moses and Lili DeGrasse.
Board Chair Marc Spencer called the meeting to order at 12:17 pm, welcomed guest and
presented Joe & Terrell Clark with an award for supporting the Image Makers Photography
Program, where one of our youth was the national winner.
CONSENT ITEMS:
The July 10, 2014 meeting Minutes and the June 2014 Financial Report were provided to the
members for their review prior to the meeting and copies provided at the meeting. A Motion
to approve the Minutes we made by Chris Roederer, second by Jeff Ortmeier, Motion passed.
With no questions regarding the Financial Report, a Motion to approve was made by Larry
Bevis, second by Brian Best, Motions passed.
COMMUNITY RELATIONS:
Ricky Gallon spoke about various upcoming events and presented a power point presentation:

On 7/17, Victorias Good Table served food at North Tampa.

Mayor Buckhorn spoke on August 19th at the West Tampa Chamber
We received 148 tickets to a Bucs game for Kids Meeting/Buccaneer Academy.
Derrick Brooks Train Up Program starts September 18th at Libery, Solomon,
Riverview and Brandon units.
The Kiwanis Reading Program will deliver 500 books to the Nick Capitano unit on
9/15.

DEVELOPMENT:
Cassandra Thomas reported on the 33rd Annual Steak Dinner. There were 520 attendees and
we have grossed $181,500. They are still crunching numbers and will report to the member
the net once available. She also thanked Jeff Ortmeier and his team for the support. Other
activities going on:
The Plant City BBQ on 9/25. $10 for lunch, Sheriffs Department will help deliver
orders to your company.
Arcadis Golf Tournament is scheduled for 11/14 at River Hills Country Club.
Morning tee time with breakfast/lunch and awards ceremony.
Columbia Restaurant is holding their Annual Harvest the month of September. Dine at
any Columbia Restaurant and you can donate 5% of your total check to charity.
Popeyes have their $1 coupon book available for sale. Last year $10K was raised.

CORPORATE BOARD MEETING

SEPTEMBER 11, 2014

PAGE 2
Chris Roederer reported that the Bourbon Tasting is next week and is sold out. They have 71
attendees this year and have exceeded their goal.
Paddy Moses reported on the 3rd Great Futures Breakfast, December 18th at Amelia Arena.
Tony LaRusso will be the speaker. There is an opening for title sponsor. Vic Holcomb spoke
about the packets provided to the members and stated that last year, the average gift was $550.
The Viniks has agreed to do a $100K match.
CRISTO REY HIGH SCHOOL:
Father Ryan that Mary Help will be opening Cristo Rey High School, there are 28 of these
schools in the country but this will be the first in Florida. A power point was shown to the
members. (Copies available upon request). They would like to open in fall 2016.
STRATEGY DEVELOPMENT REPORT:
Marc reminded everyone of the Strategy meeting being held October 24th and called on
committee chairs for an update on what will be discussed at the meeting.
Jeff reported they are creating a road map to understand the vision and will touch on teen
services and extending school based programs.
Brian reported on the ROI policy and when to have staff involvement, having a staff person
dedicated to the Advisory Board and engagement in those clubs with advisory boards.
Chris spoke about how to get the right kind of board members, kids coming to board meetings,
diversity and board assessment, does our board represent who we serve, advisory council
strategy and board engagements policy.
PRESIDENTS REPORT:
Brad called on Chris Letsos who reviewed the Key Trends Dashboard handout, provided to
the members, that included the goals. The feeding program will continue at Dover. Chris
announced the new Lacoochee unit opened two weeks ago.
Brad asked the members to email Lori Liburdi and thank her for her hard work on the Steak
Dinner. If anyone knows State Senator Tom Lee, please contact Brad, he has some campaign
funds that need to be disbursed after the November election. Brad also reported on the
following:
The Riverview gym will be enclosed due to funds coming in for that project. We hope
to have it completed by spring.
The kitchen at the Capitano unit will be remodeled with the help from Feeding
America & BJ Wholesale Stores.
The McCain Institute has sponsored a new generation leader, Konstantin Popkov,
from Russia, to work with us for a year, starting October 2nd. Hell be involved in all
departments and will be traveling to DC.
Feeding America and the Bit Coin Bowl will pack backpacks on 12/26. Players will
help fill 4,000 backpacks for BGC Suncoast and BGCTB that will be split.

CORPORATE BOARD MEETING

SEPTEMBER 11, 2014

PAGE 3

Greg Hearing started the Board & Staff Appreciation and would like for it to continue.
This years event will be held October 4th at Whiskey Joes. Brad asked the board
members to attend with their family or help by giving financially.

Brad thanked the board for their efforts and is proud of what theyve accomplished.
With no other business, Marc closed the meeting at 1:15 pm.

Brenda Browning, Recorder

__________________________
Chris Roederer, Secretary

___________
Date

Boys & Girls Clubs of Tampa Bay, Inc.

Memo
To:

Board of Directors

From:

Deborah L. McCarthy, Chief Financial Officer

Date:

November 11, 2014

Subject: September 2014 Financial Statements - Unaudited

Please find attached the Statement of Financial Position and the Statement of
Activity for the Unrestricted Fund for the nine months ended September 30,
2014.
The remarks below are made regarding gross operations including all sources of
funding. Year to date, we have a healthy favorable budget variance of $154,000
in Net Surplus/(Deficit). See explanation of significant budget variances below:
Total Public Support Ahead of Budget by $262,000
We are ahead of budget in Fees & Grants by $166,000 due primarily to the
renewal and expansion of the DOE and DJJ grants through the Florida Alliance.
Additionally, we have a comfortable budget variance in contributions of $74,000.
Contributions by their nature are difficult to predict as to their timing. We use
prior year experience to determine the current year budget by period.
Total Revenue Behind Budget by $67,000
This is due to the deterioration of membership revenue in many clubs due to the
increasing number of members on scholarship which is tied to the DJJ grant
funding that we receive for SMART programs and GPTTO programs in a large
number of our clubs through the Florida Alliance. The youth served in these
programs are not charged membership dues.
Net Special Events Ahead of Budget by $49,000
This is due in large part to the addition of the Great Futures Golf Challenge and
the Great Futures Golf Scramble, both new events this year that are shared
events with the BGCTB Foundation.
Total Personnel Costs Overage of $69,000
We have added several new program staff to assist with the management of the
new DOE and DJJ grants that we have acquired in the last 12 to 18 months. See
the comments above regarding Fees & Grants.

Memo to Executive Committee

Page 2 of 2

Contract Services Savings of $36,000

This savings to date is due to the fact that several third party providers of
program services under several grants have not been able to provide all or a
portion of the services we budgeted for the clubs. This includes organizations
such as the School District of Hillsborough County, Instruments of Change and
Frameworks.
Total Information Technology Overage of $24,000
A number of purchases have been made in the first half of the year to replace
older PCs and monitors and to add new equipment for new staff. See comments
under Total Personnel Costs. Additionally we have had to invest in wiring and
other costs of installation for computer labs at several club locations.
Total Occupancy Costs Overage of $32,000
In addition to the emphasis we have made to repair and refurbish a number of
our clubs this year to correct years of wear and tear, we have also seen an
increase in our cleaning services for the clubs as we get all the clubs on a regular
commercial cleaning schedule.
Total Transportation Expense Savings of $29,000
We have seen a decline in repairs due to the purchase of two brand new buses
in January of this year and the disposal of two of the oldest buses in the fleet.
Additionally, we have just purchased another brand new bus for the Nick
Capitano Club.
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

Temporarily
Restricted
Fund
9/30/2014

Unrestricted
Fund
9/30/2014

Total
All
Funds
9/30/2014

Endowment
Fund
9/30/2014

Total
All
Funds
9/30/2013

ASSETS
Current Assets
$1,282,463

$1,144,034

$0

$2,426,498

$1,632,100.85

Investments

$245,124

$0

$710,978

$956,102

$1,823,218.82

Accounts Receivable

$548,469

$0

$0

$548,469

$442,502.85

$19,307

$18,731

$0

$38,037

$71,770.50

$923,780

$0

$0

$923,780

$731,387.26

$81,227

$0

$0

$81,227

$88,197.86

$3,100,370

$1,162,765

$710,978

$4,974,113

$4,789,178.14

$7,593,995

$0

$0

$7,593,995

$7,191,044.90

$52,500

$0

$0

$52,500

$60,000.00

$0

$117,375

$0

$117,375

$80,930.43

Cash & Cash Equivalents

Pledges Receivable - Current, net of allowance

Due from BGCTB Foundation
Prepaid Expenses
Total Current Assets

Non Current Assets

Land, Property and Equipment
Prepaid Rent - Non Current
Pledges Receivable - Non-Current, net of allowance

$0

$75,965

$0

$75,965

$82,333.28

$3,980

$0

$0

$3,980

$2,610.06

$7,650,475

$193,340

$0

$7,843,815

$7,416,918.67

$10,750,845

$1,356,105

$710,978

$12,817,928

$12,206,096.81

Accounts Payable

$141,867

$0

$0

$141,867

$125,045.72

Accrued Expenses

$192,757

$0

$0

$192,757

$197,357.60

Due to BGCTB Foundation

$320,027

$31,579

$0

$351,606

$67,528.18

$50,500

$4,000

$0

$54,500

$4,674.00

$705,151

$35,579

$0

$740,730

$394,605.50

Cash Value Life Insurance

Other Assets
Total Non Current Assets

TOTAL ASSETS

LIABILITIES AND NET ASSETS

Liabilities
Current Liabilities

Deferred Revenue
Total Current Liabilities

Boys & Girls Clubs of Tampa Bay, Inc.

Statement of Financial Position

Page 2

With Comparative Totals to Last Year - Unaudited

Temporarily
Restricted
Fund
9/30/2014

Unrestricted
Fund
9/30/2014

Total
All
Funds
9/30/2014

Endowment
Fund
9/30/2014

Total
All
Funds
9/30/2013

Other Liabilities
Deferred Lease Revenue

$168,000

$0

$0

$168,000

$216,000.00

$168,000

$0

$0

$168,000

$216,000.00

$873,151

$35,579

$0

$908,730

$610,605.50

Unrestricted - from Operations

$2,340,216

($9,492)

$0

$2,330,724

$1,008,306.79

Unrestricted - Property and Equipment

Total Other Liabilities

Total Liabilities

Net Assets

$7,527,987

$0

$0

$7,527,987

$8,702,359.71

Temporarily Restricted

$9,492

$1,330,017

$0

$1,339,509

$1,209,736.86

Permanently Restricted

$0

$0

$710,978

$710,978

$675,087.95

$9,877,694

$1,320,526

$710,978

$11,909,198

$11,595,491.31

$9,877,694

$1,320,526

$710,978

$11,909,198

$11,595,491.31

$10,750,845

$1,356,105

$710,978

$12,817,928

$12,206,096.81

Total

Total Net Assets

TOTAL LIABILITIES AND NET ASSETS

Boys & Girls Clubs of Tampa Bay, Inc.

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

Actual
09/30/14
Public Support and Revenue
Public Support
United Way & Combined Campaigns
Contributions
Funds Released from Restriction
Fees & Grants
Total Public Support

Year To Date This Year

Variance
Budget
Favorable Variance
09/30/14 (Unfavorable)
%

642,361
1,282,262
118,891
1,809,523
3,853,037

636,350
1,208,125
103,125
1,643,800
3,591,400

252,495
1,790
16,380
270,665

688,186
(116,875)
571,311

Total
2014
Budget

Year To Date Last Year

Variance
Actual
Favorable Variance
%
09/30/13 (Unfavorable)

843,100
1,782,500
237,500
2,063,250
4,926,350

632,605
1,209,753
97,034
1,617,337
3,556,729

6,011
74,137
15,766
165,723
261,637

0.9%
6.1%
15.3%
10.1%
7.3%

313,800
4,900
18,725
337,425

(61,305)
(3,110)
(2,345)
(66,760)

(19.5%)
(63.5%)
(12.5%)
(19.8%)

364,000
6,700
25,000
395,700

602,000
(80,000)
522,000

86,186
(36,875)
49,311

14.3%
(46.1%)
9.4%

630,000
(80,000)
550,000

9,756
72,509
21,857
192,186
296,308

1.5%
6.0%
22.5%
11.9%
8.3%

305,254
1,769
19,655
326,678

(52,759)
21
(3,275)
(56,013)

(17.3%)
1.2%
(16.7%)
(17.1%)

460,690
(64,332)
396,358

227,496
(52,543)
174,953

49.4%
(81.7%)
44.1%

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

4,695,013

4,450,825

244,188

5.5%

5,872,050

4,279,765

415,248

9.7%

2,104,636
193,665
158,990
75,720
2,533,011

2,035,000
195,500
168,000
66,000
2,464,500

(69,636)
1,835
9,010
(9,720)
(68,511)

(3.4%)
0.9%
5.4%
(14.7%)
(2.8%)

2,783,000
260,750
231,000
88,100
3,362,850

1,870,725
176,795
149,336
54,194
2,251,050

(233,911)
(16,870)
(9,654)
(21,526)
(281,961)

(12.5%)
(9.5%)
(6.5%)
(39.7%)
(12.5%)

Boys & Girls Clubs of Tampa Bay, Inc.

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

Actual
09/30/14
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)
BGCTB Foundation Support
(See Separate Schedule of Support)
NET SURPLUS/(DEFICIT) BEFORE
BGCTB FOUNDATION SUPPORT

Year To Date This Year

Variance
Budget
Favorable Variance
09/30/14 (Unfavorable)
%

Total
2014
Budget

Year To Date Last Year

Variance
Actual
Favorable Variance
%
09/30/13 (Unfavorable)

46,700
118,370
204,534
90,101
992,447
42,790
18,057
121,972
64,329
176,115
60,351
1,935,766

55,000
154,000
202,500
66,000
960,000
41,500
11,500
151,000
50,000
165,000
58,000
1,914,500

8,300
35,630
(2,034)
(24,101)
(32,447)
(1,290)
(6,557)
29,028
(14,329)
(11,115)
(2,351)
(21,266)

15.1%
23.1%
(1.0%)
(36.5%)
(3.4%)
(3.1%)
(57.0%)
19.2%
(28.7%)
(6.7%)
(4.1%)
(1.1%)

73,000
204,500
270,000
88,000
1,277,900
55,000
15,000
201,800
55,600
196,500
77,500
2,514,800

68,830
129,733
196,522
60,877
894,291
31,704
13,225
136,569
42,669
166,037
53,406
1,793,863

22,130
11,363
(8,012)
(29,224)
(98,156)
(11,086)
(4,832)
14,597
(21,660)
(10,078)
(6,945)
(141,903)

32.2%
8.8%
(4.1%)
(48.0%)
(11.0%)
(35.0%)
(36.5%)
10.7%
(50.8%)
(6.1%)
(13.0%)
(6.8%)

4,468,777

4,379,000

(89,777)

(2.1%)

5,877,650

4,044,913

(423,864)

(10.5%)

226,236

71,825

154,411

215.0%

234,852

(8,616)

(3.7%)

348,146

180,000

168,146

93.4%

380,000

292,634

55,512

19.0%

(121,910)

(108,175)

(13,735)

(12.7%)

(385,600)

(57,782)

(5,600)

(64,128) (111.0%)