EXECUTIVE COMMITTEE MEETING

August 14, 2014

AGENDA

1. Welcome Members..............Marc Spencer Guests: Angelie Spurling, SR. VP Bank Relations, USAmeribank

Club Members: Carlos Palencia-Guevara, Zonta Club

Taylor Cabral, Liberty Club

2. Consent Items (No discussion is planned unless requested) a. June 12, 2014 Meeting Minutes (Attachment 1) b. June 2014 Financials (Attachment 2)

3. Programs/Grants........................................................................................................Chris Letsos

4. Community Foundation-BGC Tampa Board Resolution..................................Debbie McCarthy

5. Board Development................................................................................................Chris Roederer Foundation Board Members: Hector Rivera, Attorney, Barr, Murman and Tonelli

Alex Walters, Walson Ventures

6. Reports: a. Community Relations................................Ricky Gallon b. Development:

Steak Dinner | Arcadis Golf Tournament..........................Cassandra Thomas GFB | Annual Gifts | Fishing Tournament.....Jennie Yingling

7. Presidents Report.....Brad Baumgardner a. Dream Center Lease

b. Riverview Club Gym capital update

c. Area Council August 21-22

d. Strategic Planning Oct. 24

Emerging Needs:

What assumptions can we make about our service to children over the next 12-24 months?

8. Executive Session

9. Adjorn Notes:

______________________________________________________________________________

______________________________________________________________________________

BOYS & GIRLS CLUBS OF TAMPA BAY

EXECUTIVE COMMITTEE MEETING MINUTES

STEINBRENNER METRO OFFICE

June 12, 2014

Members Present: Joe Garcia, Luis Garcia, Eddie Gomez, Greg Hearing, Oscar Horton, Scott Jacobsen, Chris Roederer,

Jerome Ryans, Larry Bevis.

Others Present: Brad Baumgardner, Brenda Browning, Ricky Gallon, Chris Letsos, Debbie McCarthy, Cassandra

Thomas, Jennie Yingling, Intern Maribeth Mitchell, Bank of America interns and guests Mark

Mohammed & Troy Carnrite.

Previous Chair, Greg Hearing called the meeting to order at 12:07 pm and welcomed guests and Chris

introduced our BOA interns. Brad introduced Maribeth, who is helping on with the development

department.

Consent Items: Minutes of the April 10, 2014 meeting and the April Financial Report were provided to the members

for their review prior to the meeting. A Motion to approve the Minutes was made by Chris Roederer,

second by Luis Garcia. Motion passed. A Motion to approve the April Financial Report was made by

Joe Garcia, Second by Scott Jacobsen. Motion passed.

Preliminary Financial Information:

Debbie McCarthy provided a copy of the audit and reported that the Audit Committee reviewed the

draft of the audit by Reeder & Associates, and will be reported on by the auditors at our July meeting.

The audit was clean. A management letter went out yesterday (copy of letter provided) with auditors comments and our response. They stated we would benefit from training in Raisers Edge and

Financial Edge and should target other organizations that use those programs. Motion to approve Draft

of the Audit and the Management Letter was made by Jerome Ryans, Second by Scott Jacobsen,

Motion passed.

Investment Report:

Larry Bevis provided a handout to the members (available upon request) and discussed the three pools

of money that the Investment Committee oversees: 1) Committee controls, 2) Community

Foundation/we monitor and have no input, and 3) Northern Trust Department/money left years ago/we

monitor. We can get input on that. We do have our Foundation also.

Greg commented that our returns are not meeting our benchmarks, and was there a reason why. Larry

explained on the blue side, changes are needed to be made. The others are in line. We shoot for net of

fees.

Board Development:

Chris Roederer welcomed Mark Mohammed and Troy Carnrite, who are interested in joining the

board. Chris stated we are always looking to add new members.

Recognition Wall:

Eddie Gomez asked for the Executive Committees support for Glenn, Don, Steve Conan and him to look into building a donor recognition wall similar to Cancer Park to hold PR events and to have a

permanent place to make sure donors arent forgotten. A Motion for the Executive Committee to

Executive Committee Meeting

June 12, 2014

Page Two

accept the concept of the donor wall was made by Jerome. Chris Seconded the Motion. Motion

passed. Eddie asked the members to email him, or anyone on that committee, of areas they think

would be a good site for the recognition or of recognition areas they have seen.

Community Relations:

Ricky Gallon spoke about our Food for Thought program and the success it brings. Last summer,

Scott brought Dianne Jacobs and Victor Avila from PNC to one of the luncheons and this year, we

received a grant from them for a backpack program with a bag of groceries for kids to take home for

the weekend. Other grants we received are from Home Depot (2) at $2K each, $5K from Kiwanis

Club for the Nick Capitano reading room. Sixty of our kids with their families from Dover, Plant City

and Brandon attend a soccer game between Japan & Costa Rica. Later that week, 100 of our kids

attended another game.

Ricky then showed a slideshow of various events that happened, including:

Deloitte provided a Field Day for West Tampa & Nick Capitano with food provided by McDonalds. Another photo of Deloitte volunteers at Dover, painting and gardening.

Field of Dreams with the Tampa Yankees will be held on the 11th where some of our kids escort Tampa Yankees players onto the field. (Photos provided were from last year).

Where Love Grows provided dinner at our North Tampa Club on May 8th, serving food to over 90 kids.

Reports:

Cassandra Thomas provided handouts for the events and reported that the Bill Carey Brandon Clay

Shoot Tournament is this Saturday night. Steak Dinner is September 9th at A la Carte with Coca Cola

as our title sponsor. Chris Roederer will host another bourbon tasting at his home on September 25th.

Last year over $12K was raised.

Jennie Yingling reported for Don Smith on the GF Golf Scramble. The current net is $23,672 with

some outstanding sponsorship pledges to come in. They do plan to schedule another one for next year.

The Garry Nix Fishing Tournament will be held on Thursday and Friday, November 6th and 7

th. The

Bash On the Blue party will be at the Tampa Harbor Club. All proceeds will go toward enclosing the

pavilion at the Liberty Club. There is not a date yet for GFB. Vic and Paddy Moses are co-chairs for

that event.

Chris Letsos reported that he will be meeting with the principal regarding Liberty and how we plan to

change that club to a teen center. Mary Help will roll out as our Youth Employment Services

Academy and reported we have 30 of our kids currently working for us this summer. We hope to grow

this program. A donor stepped up for our Feeding Program in Dover that should roll out on June 23rd

with a supper program, provide cold and warm meals to our kids. Chris is working with the

Department of Health with the goal of feeding 1,500-2,000 kids a day. We are a couple steps away

from that.

In Pasco County, we are close to receiving our Certificate of Occupancy. We have received a $200K

Prodigy grant for Pasco, renewable every year, for gang prevention. We are planning to have longer

hours for

Executive Committee Meeting

April 10, 2014

Page Three

our Belmont Heights Club with Tampa Housing Authority. We are looking for another agency to help

with the cost to keep the club opened from 7am to 9pm. The staff is doing a remarkable job.

Presidents Report: Brad Baumgardner reminded everyone of the October 24

th Strategic Planning meeting at Ferguson Law

Center, and plan to develop a 3 to 5 year plan. Its time for us to step up and look further into the future. Oscar and Chris are part of that committee. Brad previously spoke about Safety Assessment

and we recently completed an online questionnaire from BGCA. We need to have a Board Safety

Committee that meet twice a year, making sure we keep up with the newest safety features and include

a police officer. Marc will need to assign/ask members to that committee. We need to make sure our

kids are as safe as possible. On Partnership Strategy, Ricky spoke a little of that, bringing new

companies into the clubs. Karen Mincey has agreed to chair that committee. Were not asking for financial contribution but for employee contributions and getting involved at the club level.

Were serving more kids, more often with less clubs. Were looking for funding to open at more middle schools. The July 10

th board meeting will be held at Columbia Restaurant.

The meeting ended and an Executive Session was held.

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: July 28, 2014 Subject: June 2014 Financial Statements - Unaudited

Please find attached the Statement of Financial Position and the Statement of Activity for the Unrestricted Fund for the six months ended June 30, 2014. The remarks below are made regarding gross operations including all sources of funding. At the halfway mark for the year, we are ahead of budget by $58,000 for Net Surplus/(Deficit). This is due primarily to the favorable budget variance of $78,000 in Total Public Support and Revenue, offset somewhat by a slight budget overage of $20,000 in Total Expenses. See explanation of significant variances below: Total Public Support Ahead of Budget by $89,000 We are ahead in Fees & Grants by $85,000 due to the renewal and expansion of the DJJ Prodigy grant at Brandon and Riverview as well as the continuing addition of new private grant sources. Total Revenue Behind Budget by $46,000 This is due to the deterioration of membership revenue in many clubs due to the increasing number of members on scholarship. Total Special Events Ahead of Budget by $35,000 This is due 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 Supply Costs Savings of $21,000 We have savings to date in this area due to the fine tuning we are continuing to do with our supply purchases to utilize our preferred vendors and contract pricing whenever possible. Total Information Technology - Overage of $17,000 As with the age and use of the clubs we have had to address the aging computer labs and office PCs in the clubs and have taken steps to replace them as time permits and as they break down. We anticipate that we will exceed the $15,000 budget for the year by approximately $10,000 - $15,000.

Memo to Executive Committee Page 2 of 2 Total Occupancy Costs Overage of $47,000 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 $15,000 We have seen some 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. Please let me know if you have any questions or comments on the statements.

Page 1Boys & Girls Clubs of Tampa Bay, Inc.7/28/2014 01:22:56 PM

Statement of Financial Position

With Comparative Totals to Last Year - Unaudited

Unrestricted

Fund

6/30/2014

Land & Building

Fund

6/30/2014

Temporarily

Restricted

Fund

6/30/2014

Endowment

Fund

6/30/2014

Total

All

Funds

6/30/2014

Total

All

Funds

6/30/2013

ASSETS

Current Assets

$553,707 $1,217,949 $1,099,974 $32,892 $2,904,522 $1,459,654 Cash & Cash Equivalents

$0 $245,005 $0 $673,773 $918,778 $2,057,491 Investments

$228,976 $0 $0 $0 $228,976 $457,156 Accounts Receivable

$24,707 $0 $18,731 $0 $43,437 $79,191 Pledges Receivable - Current, net of allowance

$903,564 $0 $0 $0 $903,564 $710,763 Due from BGCTB Foundation

$153,970 $0 $0 $0 $153,970 $118,195 Prepaid Expenses

$1,864,923 $1,462,954 $1,118,704 $706,665 $5,153,247 $4,882,449 Total Current Assets

Non Current Assets

$0 $7,636,369 $0 $0 $7,636,369 $7,158,032 Land, Property and Equipment

$60,000 $0 $0 $0 $60,000 $60,000 Prepaid Rent - Non Current

$0 $0 $117,375 $0 $117,375 $80,930 Pledges Receivable - Non-Current, net of allowance

$0 $0 $75,965 $0 $75,965 $81,847 Cash Value Life Insurance

$3,980 $0 $0 $0 $3,980 $2,610 Other Assets

$63,980 $7,636,369 $193,340 $0 $7,893,688 $7,383,420 Total Non Current Assets

$1,928,903 $9,099,323 $1,312,044 $706,665 $13,046,935 $12,265,869 TOTAL ASSETS

LIABILITIES AND NET ASSETS

Liabilities

Current Liabilities

$292,405 $0 $0 $0 $292,405 $176,324 Accounts Payable

$152,756 $0 $0 $0 $152,756 $182,307 Accrued Expenses

$309,390 $0 $31,579 $0 $340,969 $61,868 Due to BGCTB Foundation

$0 $0 $0 $0 $0 $5,261 Deferred Revenue

$754,550 $0 $31,579 $0 $786,129 $425,760 Total Current Liabilities

Page 2Boys & Girls Clubs of Tampa Bay, Inc.7/28/2014 1:22:56PM

Statement of Financial Position

With Comparative Totals to Last Year - Unaudited

Unrestricted

Fund

6/30/2014

Land & Building

Fund

6/30/2014

Temporarily

Restricted

Fund

6/30/2014

Endowment

Fund

6/30/2014

Total

All

Funds

6/30/2014

Total

All

Funds

6/30/2013

Other Liabilities

$0 $180,000 $0 $0 $180,000 $228,000 Deferred Lease Revenue

$0 $180,000 $0 $0 $180,000 $228,000 Total Other Liabilities

$754,550 $180,000 $31,579 $0 $966,129 $653,760 Total Liabilities

Net Assets

$1,861,485 $550,353 ($9,492) $0 $2,402,346 $1,159,195 Unrestricted - from Operations

($696,624) $8,368,970 $0 $0 $7,672,347 $8,765,606 Unrestricted - Property and Equipment

$9,492 $0 $1,289,957 $0 $1,299,448 $1,031,824 Temporarily Restricted

$0 $0 $0 $706,665 $706,665 $655,485 Permanently Restricted

$1,174,353 $8,919,323 $1,280,465 $706,665 $12,080,806 $11,612,109 Total

$1,174,353 $8,919,323 $1,280,465 $706,665 $12,080,806 $11,612,109 Total Net Assets

$1,928,903 $9,099,323 $1,312,044 $706,665 $13,046,935 $12,265,869 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

Variance Total VarianceActual Budget Favorable Variance 2014 Actual Favorable Variance

06/30/14 06/30/14 (Unfavorable) % Budget 06/30/13 (Unfavorable) %Public Support and Revenue Public Support

United Way & Combined Campaigns 425,039 421,550 3,489 0.8% 843,100 421,812 3,227 0.8% Contributions 855,042 865,000 (9,958) (1.2%) 1,730,000 869,542 (14,500) (1.7%) Funds Released from Restriction 79,144 68,750 10,394 137,500 79,665 (521) (0.7%) Fees & Grants 1,095,406 1,010,500 84,906 8.4% 2,021,000 1,064,289 31,117 2.9% Total Public Support 2,454,631 2,365,800 88,831 3.8% 4,731,600 2,435,308 19,323 0.8%

Revenue Program Service Revenue 136,646 180,000 (43,354) (24.1%) 360,000 152,295 (15,649) (10.3%) Investment Revenue 1,085 3,350 (2,265) (67.6%) 6,700 1,195 (110) (9.2%) Other Revenue 12,429 12,500 (71) (0.6%) 25,000 13,197 (768) (5.8%) Total Revenue 150,160 195,850 (45,690) (23.3%) 391,700 166,687 (16,527) (9.9%)

Special Events Special Event Revenue 574,118 500,000 74,118 14.8% 630,000 404,742 169,376 41.8% Special Event Expenses (114,472) (75,000) (39,472) 52.6% (80,000) (62,418) (52,054) 83.4% Net Special Events 459,646 425,000 34,646 8.2% 550,000 342,324 117,322 34.3%

Total Public Support and Revenue 3,064,437 2,986,650 77,787 2.6% 5,673,300 2,944,319 120,118 4.1%

Expenses Personnel Costs

Salaries 1,306,964 1,320,000 13,036 1.0% 2,680,000 1,183,800 (123,164) (10.4%) Employee Benefits 132,151 126,000 (6,151) (4.9%) 252,000 117,394 (14,757) (12.6%) Payroll Taxes 98,033 100,000 1,967 2.0% 223,500 98,409 376 0.4% Other Employee Costs 52,661 43,750 (8,911) (20.4%) 87,500 37,881 (14,780) (39.0%) Total Personnel Costs 1,589,809 1,589,750 (59) (0.0%) 3,243,000 1,437,484 (152,325) (10.6%)

Year To Date This Year Year To Date Last Year

Boys & Girls Clubs of Tampa Bay, Inc.Statement of Activity - Unrestricted Fund

With Comparison to Budget & Last Year Actual - Unaudited

Variance Total VarianceActual Budget Favorable Variance 2014 Actual Favorable Variance

06/30/14 06/30/14 (Unfavorable) % Budget 06/30/13 (Unfavorable) %

Year To Date This Year Year To Date Last Year

Operating Costs Professional Fees 35,073 36,500 1,427 3.9% 73,000 35,959 886 2.5% Contract Services 34,591 40,000 5,409 13.5% 204,500 24,078 (10,513) (43.7%) Supplies 111,832 133,000 21,168 15.9% 266,000 140,024 28,192 20.1% Information Technolgy 58,540 42,000 (16,540) (39.4%) 84,000 40,116 (18,424) (45.9%) Occupancy Expense 653,130 606,450 (46,680) (7.7%) 1,212,900 577,195 (75,935) (13.2%) Equipment Expense 28,220 26,500 (1,720) (6.5%) 53,000 18,588 (9,632) (51.8%) Printing & Postage 12,321 7,500 (4,821) (64.3%) 15,000 8,436 (3,885) (46.1%) Transportation Expense 85,276 100,750 15,474 15.4% 201,500 92,146 6,870 7.5% Training, Travel & Meetings 47,479 40,000 (7,479) (18.7%) 55,500 26,671 (20,808) (78.0%) Program Services 87,182 96,500 9,318 9.7% 193,000 80,087 (7,095) (8.9%) Other Expenses 33,760 38,750 4,990 12.9% 77,500 23,382 (10,378) (44.4%) Total Operating Costs 1,187,404 1,167,950 (19,454) (1.7%) 2,435,900 1,066,682 (120,722) (6.8%)

Total Expenses 2,777,213 2,757,700 (19,513) (0.7%) 5,678,900 2,504,166 (273,047) (10.9%)

NET SURPLUS/(DEFICIT) 287,224 228,950 58,274 25.5% (5,600) 440,153 (152,929) (34.7%)

BGCTB Foundation Support (See Separate Schedule of Support) 251,908 180,000 71,908 39.9% 380,000 250,520 1,388 0.6%

NET SURPLUS/(DEFICIT) BEFORE BGCTB FOUNDATION SUPPORT 35,316 48,950 (13,634) (27.9%) (385,600) 189,633 (154,317) (81.4%)

Boys & Girls Clubs of Tampa Bay, Inc.

Statement of Activity - Unrestricted Fund

Support of Boys & Girls Clubs of Tampa Bay Foundation

Actual

1/1/2014

To

6/30/2014

Budget

1/1/2014

To

6/30/2014

Variance

Favorable

(Unfavorable)

Variance

%

Total 2014

Annual

Budget

Actual

1/1/2013

To

6/30/2013

Variance

Favorable

(Unfavorable)

Variance

%

Year To Date This Year Year To Date Last Year

Public Support and Revenue

Contributions - Great Futures Breakfast

$31,458 $31,458 $400,000 $12,575 $18,883 150.2% Contributions - Cash

$2,240 $2,240 $3,160 ($920) (29.1)% Contributions - Pledges

($200,000) Contributions Shared with Foundation

$33,698 $0 $33,698 0.0% $200,000 $15,735 $17,963 114.2% Total Great Futures Breakfast

BGCTB Foundation Funding Request

$175,000 $180,000 ($5,000) (2.8)% $180,000 $238,000 ($63,000) (26.5)% BGCTB Foundation Funding Request

$175,000 $180,000 ($5,000) (2.8)% $180,000 $238,000 ($63,000) (26.5)% Total BGCTB Funding Request

Net Special Events

$53,531 $53,531 $53,531 Golf Challenge

($26,390) ($26,390) ($26,390) Golf Challenge Shared with Foundation

$28,364 $28,364 $28,364 Golf Scramble

($10,000) ($10,000) ($10,000) Golf Scramble Shared with Foundation

$45,505 $0 $45,505 0.0% $0 $0 $45,505 0.0% Total Net Special Events

$254,203 $180,000 $74,203 41.2% $380,000 $253,735 $468 0.2%Total Public Support and Revenue

Expenses

Operating Costs

$150 ($150) ($150) Contract Services

$557 ($557) $1,392 $835 60.0% Supplies

$1,107 ($1,107) $1,823 $716 39.3% Printing & Postage

$249 ($249) ($249) Training, Travel & Meetings

$231 ($231) ($231) Other Expenses

$2,294 $0 ($2,294) 0.0% $0 $3,215 $921 28.6% Total Operating Costs

$2,294 $0 ($2,294) 0.0% $0 $3,215 $921 28.6%Total Expenses

Page 17/28/2014

Boys & Girls Clubs of Tampa Bay, Inc.

Statement of Activity - Unrestricted Fund

Support of Boys & Girls Clubs of Tampa Bay Foundation

$251,908 $180,000 $71,908 39.9% $380,000 $250,520 $1,389 0.6%NET SURPLUS/(DEFICIT)

Page 27/28/2014

8-14-14 Agenda (2)6-12-14 MinutesMemo 06.1406.30.14 BGCTB Financials06.30.14 BGCTB BS06.30.14 BGCTB IS New Format06.30.14

06.30.14 Foundation Support