december 10th meeting info

7/23/2019 December 10th Meeting Info

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EXECUTIVE COMMITTEE MEETING

DECEMBER 10, 2015

STEINBRENNER METRO SERVICE CENTER

1307 NORTH MACDILL AVENUE

AGENDA

1. Welcome Members & Guests.…………...………………..………..….....………..Marc SpencerFelicia 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. Reportsa. Great Futures Breakfast | 12/15..................................................................Jennie Yingling

b. 90 Year Campaign . . . .…….……………....……………….….....…..Cassandra Thomas

c. Yankees Luncheon | 3/22...………………………………..........………Brenda Browning

10. President’s Report…………………………….…..…….….……......…………..….Chris Letsosa. 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, CassandraThomas, 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 howshe’s 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 fortheir review prior to the meeting, with copies provided at the meeting. A Motion to approve the Minutesand 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 andwe 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 beingserved.



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 theevent. There will be 35 bottles of bourbon along with some very rare bottles. Fuente will be providingcigars for the event.

Jennie Yingling announced that the Empty Bowls benefiting Lacoochee will be held in Dade City, thesame 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 captainswith 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 willhave 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 thatBrian 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 don’t have the funds or resources.

Vic asked what the cost was to enclose the Riverview gym. Brad stated it was $450K.

President’s Report:

Brad Baumgardner stated that he will be meeting with Sandy Simmons and Mavis Smith regardingmajor 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 tosign. 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 settleeverything.

Brad thanked everyone for all the work they have done to make the Boys & Girls Clubs of Tampa Baythe 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 organizationalculture and tested on values. We have 93-98% of engagement, which is a very good number. On thetalent management project, a group of 9 staff members were selected to be the future leaders. Noteveryone wanted to participate in the project.

We have a value driven culture; Commitment, Integrity, Dynamic Innovation, Teamwork andAccountability. She stated the most CEO’s 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 $467,000Fees & Grants are ahead of budget by $538,000. This is due to a number ofgrants that were not anticipated or known during the budgeting process for thisyear, including:

. $104,000 from the Lightning Foundation for three Community Hero AwardGrants

. $50,000 from the Community Foundation of Tampa Bay for our outreachsummer camp program at Bethune Park in Wimauma this summer

. $13,000 for the new Community Service Block Grant (CSBG) passed throughHillsborough County for year round services for youth

. $71,000 for the new After Zone grant for Plant City Middle Schools from theChildren’s Board of Hillsborough County.

. $93,000 in Grants from Corporate Partners passed through BGCA includingTaco Bell, Old Navy, Altria and Ross Stores

. $24,000 from the new Department of Health Supper program which startedon October 1st.

In addition to the grants listed above, we are $165,000 ahead of budget for theDepartment 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 notbudget for this grant for last 5 months of the year since we anticipated that thegrant would may not be renewed. Fortunately, the grant was renewed foranother year at $367,000 for the twelve months beginning 8/1/15.

These additional funds have enabled the organization to serve more kids moreoften year to date and the additional costs of providing those services is evidentin the increase in operating expenses of the organization over budget for thesame 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 inFunds Released from Restriction. These are restricted funds for programs andoperations that are released from restriction as they are used. In the case of thereserves that were set aside for the Freddie Solomon Club and the Riverview

Club, we are not utilizing these reserves as quickly as we anticipated inbudgeting since the clubs are raising more funds through grants andcontributions than expected to date.

Net Special Events – Ahead of Budget by $6,000Net Special Events is now ahead of budget. The decrease in the net proceedsfrom 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 $10,000and 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 theYTD budget is a direct result of the additional staff in place to provide services atthe new additional sites operating in 2015 which include the new Middle Schoolsites at Marshall, Tomlin and Shields as well as the outreach summer campprogram in Wimauma and the additional staffing costs for performing and finearts instructors for the Prodigy programs which are now offered at four clubs yearround.

Supplies – Overage of $179,000There is a significant increase in Supply Costs over the same period last yearand 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 dueto the additional program supplies purchased for the new sites discussed aboveand for the Prodigy sites. The additional supplies for the Prodigy sites were notknown at the time of the budget preparation as the Prodigy budgets were stillbeing negotiated with UACDC and the State of Florida Department of JuvenileJustice (DJJ).

The second area of increase is in the costs of providing snacks and supper at theclubs. This year after school snacks are now provided at all clubs regardless oftheir eligibility for the State of Florida After School Snack reimbursementprogram. Additionally, we have initiated new supper programs at selected clubs

this year. An example is the Dover Club which has a new supper programprovided by a private grant for that purpose. And beginning Oct 1st, we haveinitiated the new Department of Health Supper Program at 5 of our clubs which isestimated 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 arenot large enough to be capitalized that were purchased for clubs as part ofrenewing and refurbishing clubs. This accounts for $27,000 of the budgetoverage.



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 inLawn Care Services of $16,000 for the additional costs of providing mulch atclubs in the playground areas as mandated for safety reasons. Additionally, wehave 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 Cluband additional floor care services across all clubs.

Program Services – Overage of $73,000The overage over the same period last year and over the YTD budget is dueprimarily 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 asthe Middle School initiatives which were not included in the budget. See thediscussion of Total Public Support above. These field trips included outings tomuseums such as the Glazer Children’s Museum, and performances such asBlue Man Group and Black Swans.

The second factor is the overage of $27,000 in Youth Assistance whichrepresents 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 raisedby 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

With Comparative Totals to Last Year - Unaudited

UnrestrictedFund10/31/2015

TemporarilyRestrictedFund10/31/2015

EndowmentFund10/31/2015

TotalAllFunds10/31/2015


ASSETS

Current Assets

$220,016 $620,251 $24,117 $864,384 $2,480,047Cash & Cash Equivalents

$1,000,341 $611,309 $1,611,650 $851,596Investments$381,656 $381,656 $321,167Accounts Receivable

$66,282 $66,282 $1,300Other Receivables

$17,310 $2,484 $19,794 $33,669Pledges Receivable - Current, net of allowance

$371,107 $371,107 $930,298Due from BGCTB Foundation

$89,754 $89,754 $74,523Prepaid Expenses

$2,146,466 $622,735 $635,426 $3,404,627 $4,692,600Total Current Assets

Non Current Assets

$7,929,823 $7,929,823 $7,629,399Land, Property and Equipment

$45,000 $45,000 $52,500Prepaid Rent - Non Current

$44,985 $44,985 $117,375Pledges Receivable - Non-Current, net of allowance

$80,575 $80,575 $77,384Cash Value Life Insurance

$11,494 $11,494 $2,610Other Assets

$7,986,317 $125,561 $0 $8,111,878 $7,879,269Total Non Current Assets

$10,132,783 $748,295 $635,426 $11,516,505 $12,571,869TOTAL ASSETS

LIABILITIES AND NET ASSETS

Liabilities

Current Liabilities

$206,679 $206,679 $78,446Accounts Payable

$213,684 $213,684 $200,460Accrued Expenses

$351,849Due to BGCTB Foundation

$88,500 $4,000 $92,500 $140,000Deferred Revenue

$508,863 $4,000 $0 $512,863 $770,756Total Current Liabilities




Statement of Financial Position

With Comparative Totals to Last Year - Unaudited

UnrestrictedFund10/31/2015

TemporarilyRestrictedFund10/31/2015

EndowmentFund10/31/2015



Other Liabilities

$116,000 $116,000 $164,000Deferred Lease Revenue

$116,000 $0 $0 $116,000 $164,000Total Other Liabilities

$624,863 $4,000 $0 $628,863 $934,756Total Liabilities

Net Assets

$1,710,437 $1,710,437 $1,993,493Unrestricted - from Operations

$7,797,483 $7,797,483 $7,726,375Unrestricted - Property and Equipment

$744,295 $744,295 $1,230,986Temporarily Restricted

$635,426 $635,426 $686,259Permanently Restricted

$9,507,920 $744,295 $635,426 $10,887,642 $11,637,113Total

$9,507,920 $744,295 $635,426 $10,887,642 $11,637,113Total Net Assets

$10,132,783 $748,295 $635,426 $11,516,505 $12,571,869TOTAL LIABILITIES AND NET ASSETS




Statement of Activity - Unrestricted Fund

With Comparison to Budget & Last Year Actual - Unaudited

Actual YTD

10/31/2015

Budget YTD

10/31/2015

VarianceFavorable

(Unfavorable)Variance

%

Annual2015

Budget

Actual YTD

10/31/2014

VarianceFavorable


%

This Year Last Year

Public Support and Revenue

Public Support

$700,944 $704,160 ($3,216) (0.5)% $847,000 $711,410 ($10,466) (1.5)% United Way & Combined Campaigns

$1,526,702 $1,471,370 $55,332 3.8% $1,913,000 $1,440,890 $85,812 6.0% Contributions

$138,017 $261,000 ($122,983) (47.1)% $325,000 $239,522 ($101,505) (42.4)% Funds Released from Restriction

$2,425,125 $1,886,900 $538,225 28.5% $2,156,500 $1,863,460 $561,665 30.1% Fees & Grants

$4,790,788 $4,323,430 $467,358 10.8% $5,241,500 $4,255,282 $535,506 12.6% Total Public Support

Revenue

$233,076 $253,500 ($20,424) (8.1)% $279,500 $262,961 ($29,885) (11.4)% Program Service Revenue

$8,250 $5,000 $3,250 65.0% $6,000 $1,421 $6,829 480.4% Investment Revenue

$6,391 $20,400 ($14,009) (68.7)% $25,000 $16,615 ($10,224) (61.5)% Other Revenue

$247,717 $ 278,900 ($31,183) (11.2)% $310,500 $ 280,998 ($33,281) (11.8)% Total Revenue

Special Events

$785,478 $731,500 $53,978 7.4% $759,000 $737,041 $48,437 6.6% Special Event Revenue

($195,543) ($147,500) ($48,043) (32.6)% ($153,000) ($141,131) ($54,412) (38.6)% Special Event Expenses

$589,934 $584,000 $5,934 1.0% $606,000 $595,910 ($5,975) (1.0)% Net Special Events

$5,628,440 $5,186,330 $442,110 8.5% $6,158,000 $5,132,190 $496,250 9.7%Total Public Support and Revenue

Expenses

Personnel Costs

$2,914,428 $2,545,000 ($369,428) (14.5)% $2,976,000 $2,436,973 ($477,455) (19.6)% Compensation

$284,966 $265,603 ($19,363) (7.3)% $319,000 $251,112 ($33,854) (13.5)% Employee Benefits

$216,877 $206,800 ($10,077) (4.9)% $240,000 $183,356 ($33,521) (18.3)% Payroll Taxes

$30,516 $24,500 ($6,016) (24.6)% $27,500 $20,890 ($9,627) (46.1)% Other Employee Costs

$3,446,787 $3,041,903 ($404,884) (13.3)% $3,562,500 $2,892,331 ($554,457) (19.2)% Total Personnel Costs

Operating Costs

$104,830 $101,900 ($2,930) (2.9)% $113,500 $ 92,096 ($12,734) (13.8)% Professional Fees

Page 12015




Statement of Activity - Unrestricted Fund

With Comparison to Budget & Last Year Actual - Unaudited

Actual YTD

10/31/2015

Budget YTD

10/31/2015

VarianceFavorable


%

Annual2015

Budget

Actual YTD

10/31/2014

VarianceFavorable


%

This Year Last Year

$105,566 $121,300 $15,734 13.0% $137,000 $124,054 $18,488 14.9% Contract Services

$425,457 $246,492 ($178,965) (72.6)% $298,000 $275,790 ($149,666) (54.3)% Supplies

$98,167 $94,890 ($3,277) (3.5)% $109,500 $97,983 ($184) (0.2)% Information Technolgy

$1,122,021 $1,087,065 ($34,956) (3.2)% $1,306,000 $1,071,431 ($50,590) (4.7)% Occupancy Expense

$59,946 $51,975 ($7,971) (15.3)% $62,000 $49,088 ($10,858) (22.1)% Equipment Expense

$10,882 $20,215 $9,333 46.2% $24,500 $20,535 $9,653 47.0% Printing & Postage

$146,158 $139,525 ($6,633) (4.8)% $170,000 $133,044 ($13,114) (9.9)% Transportation Expense

$74,294 $72,725 ($1,569) (2.2)% $80,500 $60,405 ($13,889) (23.0)% Training, Travel & Meetings

$249,112 $ 175,990 ($73,122) (41.5)% $204,500 $ 187,585 ($61,527) (32.8)% Program Services

$94,827 $76,300 ($18,527) (24.3)% $91,500 $72,672 ($22,155) (30.5)% Other Expenses

$2,491,260 $2,188,377 ($302,884) (13.8)% $2,597,000 $2,184,684 ($306,577) (14.0)% Total Operating Costs

$5,938,048 $5,230,280 ($707,768) (13.5)% $6,159,500 $5,077,014 ($861,033) (17.0)%Total Expenses

($309,608) ($43,950) ($265,658) (604.5)% ($1,500) $55,176 ($364,784) (661.1)%NET SURPLUS/(DEFICIT)

Page 22015



Boy s & Gir ls Clubs of Tampa Bay

NEW LANGUAGE (EFFECTIVE JANUARY 1, 2016)

Section 10 – Background Checks

Conduct criminal background checks of all BOARD and ADVISORY COUNCIL VOLUNTEERSVOLUNTEERS WHO SERVE ON A STANDING OR ENUMERATED COMMITTEE, OROTHERWISE. Name-based or fingerprint-based record searches may be used in any combinationbut shall, at a minimum, (a) verify the person’s identity and legal aliases, (b) provide a national SexOffender Registry search, and (c) provide a national criminal record search. Such checks shall beconducted prior to being approved to serve on a Board, Council or Committee and at regular intervalsnot to exceed twelve (12) months.

All background check findings shall be considered when making board or volunteer decisions. Thepolicy 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 or7. 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.

december 10th meeting info

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