October 10, 2013 Meeting Info

7/27/2019 October 10, 2013 Meeting Info

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EXECUTIVE COMMITTEE MEETING

Metro Service Center

1307 MacDill Avenue | 12:00 pmOctober 10, 2013

AGENDA

1. Welcome Members...........Marc SpencerGuest: Marcus Murillo, Principal Webb Middle School

2. Consent Items (No discussion is planned unless requested)a. August 8, 2013 Meeting Minutes (Attachment 1)b. August 2013 Financials (Attachment 2)

3. Community Relations....Ricky Gallon4. Resource Development

a. Steak Dinner Nov. 19th....Cassandra Thomas

b. Great Futures Breakfast Dec. 3rd....Vic Holcomb

c. Yankees Luncheon....Brenda Browning

5. Board Development..Scott Jacobsena. Vote on Foundation membersb. Vote on Corporate board members

6. Reportsa. Pasco County/Grants....................................Chris Letsosb. 2104 Strategy Session | October 18th noon5:30


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BOYS & GIRLS CLUBS OF TAMPA BAY

EXECUTIVE COMMITTEE MEETING MINUTES

STEINBRENNER WEST TAMPA UNITAugust 8, 2013

Members Present:Karl Brandes, Lynn Dumais, Joe Garcia, Luis Garcia, Eddie Gomez, Greg Hearing, ScottJacobsen, Chris Roederer, Marc Spencer, Chris Roederer.

Others Present:

Brad Baumgardner, Brenda Browning, Ricky Gallon, Chris Letsos, Debbie McCarthy,Cassandra Thomas. Guests Dan Gorda, Corey McLaughlin, Donnie Nurnberger and DavidMoyer all with The 13 Ugly Men Foundation.

Board Chair Greg Hearing called the meeting to order at 11:25 am and introduced our guests.Dan Gorda spoke and presented Brad and Greg with a check for $20K from their All WhiteParty benefiting BGC.

Consent Items:Minutes from the June 13th meeting and the June Financials were provided to the members fortheir review prior to the meeting. A Motion to approve the Minutes and Financial report wasmade by Eddie Gomez, Second by Joe Garcia. Motion passed.

Board Development:

Scott Jacobson spoke about background searches for board members and provided a policyhandout to the board. This has been discussed at previous board meeting and BGCA along

with other organizations has adapted to this policy. Any board member coming up to theirterm, or any new board member, will be asked to comply with the background policy. It is thesame policy used for employees and volunteers here at BGC. This will also apply toFoundation and Unit Board members Brad stated that we have a list of what is acceptable and


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Executive Committee Meeting

August 8, 2013

Page Two

Pasco County/Grants:

Chris Letsos reported we broke ground in Lacoochee but still need $200K. Tonight a few ofour Lacoochee girls will be attending the Justin Bieber concert and go behind the scenes.They have never been to a concert before. Senator Simpson will be providing a limo and issponsoring this event for them.

Development Report:Cassandra Thomas provided a folder to all members with information on our upcomingevents. A date has not been set for SteakDinner but were looking in November. The GreatFutures Breakfast will be held on Tuesday, December 3 rd. Information on the event is in thefolder. We are looking for a featured speaker. The Arcadis Golf Tournament will be held onNovember 8th at Riverhills Country Club starting at 8:30 am. This will be the 9th yearbenefiting the Nick Capitano Club.

Presidents Report:

Brad Baumgardner reported that he and Chris are working with the School District andlooking at a Federal contract in that we would use kitchens in schools to feed our ClubMembers and others in the future. They want to do a pilot project with us and we are lookingat different sites. We are also talking with Feeding America to transport the food. We willhave to pay the school and Feeding America so they are negotiating the amount. Sheriff Geepresented Brad with a $200K check for the Nuccio Club. There is close to $80K already in

the bank with $100K coming in from a match. We hope to be opened before school starts.The Sheriffs office has the contract with the County, we will sublease from them.

Brad is working with Joe Capitano and Ron Morrick to raise money to buy a bus for the


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Boys & Girls Clubs of Tampa Bay, Inc.Memo

To: Executive Committee

From: Deborah McCarthy

Date: September 30, 2013

Subject: August 2013 Financial Statements

Please find attached the Statement of Financial Position and the Statement ofActivity for the Unrestricted Fund for the eight months ended August 31, 2013.

We are currently ahead of budget by approximately $179,000 due primarily to a

savings to date for Total Expenses of $183,000. The savings in Total Expensesis due to a $60,000 savings in Total Personnel Costs due to vacancies in staffpositions and a $123,000 savings in Total Operating Costs due to efforts tocontrol supply costs and savings in occupancy costs from the sale of the Interbaybuilding. See explanation of significant variances below:

Professional Fees Overage of $20,000Overage is due primarily to an overage in legal fees of $14,000 due to ongoing

legal representation in the matter of the Llaneza Trust.

Contract Services Savings of $52,000Savings is due to a savings of $42 000 to date for the lead teacher position for


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Memo to Executive Committee Page 2 of 2

Transportation Savings 25,000Savings is due primarily to savings to date in Repairs & Maintenance of $16,000.

Do to the nature of repairs, it is difficult to predict the timing of these expenses.We look at our history to try to project our future expenses. Savings to date arenominal and can be reversed quickly if we have two or three major repairshappen simultaneously.

Please let me know if you have any questions or comments on the statements.

Thank you


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Page 1Boys & Girls Clubs of Tampa Bay, Inc.9/23/2013 10:31:13 PM

Statement of Financial Position

With Comparison to Last Year - Unaudited

Unrestricted

Fund

8/31/2013

Land & Building

Fund

8/31/2013

Temporarily

Restricted

Fund

8/31/2013

Endowment

Fund

8/31/2013

Total

All

Funds

8/31/2013

Total

All

Funds

8/31/2012

Assets

Current Assets

$623,366 $37,558 $708,958 $32,779 $1,402,661 $923,794Cash & Cash Equivalents

$341,471 $0 $0 $0 $341,471 $464,821Accounts Receivable

Due From BGCTB Foundation $714,170 $0 $0 $0 $714,170 $538,734

$30,840 $0 $44,486 $0 $75,326 $84,946Pledges Receivable - Current

Investments - Short Term $0 $1,132,292 $287,708 $0 $1,420,000 $1,425,000

$100,936 $0 $0 $0 $100,936 $158,606Prepaid Expenses

$1,810,783 $1,169,850 $1,041,152 $32,779 $4,054,564 $3,595,901Total Current Assets

Non Current Assets

$0 $0 $0 $629,388 $629,388 $637,731Investments

$0 $7,169,935 $0 $0 $7,169,935 $7,689,657Land, Property and Equipment

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

$0 $0 $80,930 $0 $80,930 $14,445Long Term Pledges Receivable

$2,610 $0 $83,900 $0 $86,510 $80,876Other Assets

$62,610 $7,169,935 $164,830 $629,388 $8,026,763 $8,422,709Total Non Current Assets

$1,873,393 $8,339,785 $1,205,982 $662,167 $12,081,326 $12,018,610Total Assets

Liabilities and Net Assets

Liabilities

Current Liabilities

$58,519 $0 $0 $0 $58,519 $71,829Accounts Payable

$186,234 $0 $0 $0 $186,234 $179,483Accrued Salaries & Benefits Payable

$68,728 $0 $0 $0 $68,728 $775Due to BGCTB Foundation

$4,122 $0 $0 $0 $4,122 $4,746Other Current Liabilities

$317,602 $0 $0 $0 $317,602 $256,833Total Current Liabilities


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Page 2Boys & Girls Clubs of Tampa Bay, Inc.9/23/2013 10:31:13PM

Statement of Financial Position

With Comparison to Last Year - Unaudited

Unrestricted

Fund

8/31/2013

Land & Building

Fund

8/31/2013

Temporarily

Restricted

Fund

8/31/2013

Endowment

Fund

8/31/2013

Total

All

Funds

8/31/2013

Total

All

Funds

8/31/2012

Other Liabilities

$3,703 $0 $0 $0 $3,703 $10,051Deferred Revenue

$252,000 $0 $0 $0 $252,000 $0Deferred Lease Revenue

$255,703 $0 $0 $0 $255,703 $10,051Total Other Liabilities

$573,305 $0 $0 $0 $573,305 $266,884Total Liabilities

Net Assets

Net Assets

$1,609,756 $8,016,287 $1,204,715 $662,167 $11,492,925 $11,751,725Net Assets

$1,609,756 $8,016,287 $1,204,715 $662,167 $11,492,925 $11,751,725Total Net Assets

Transfers

($309,668) $323,498 $1,266 $0 $15,096 $0Transfers

($309,668) $323,498 $1,266 $0 $15,096 $0Total Net Asset Transfers

$1,300,088 $8,339,785 $1,205,982 $662,167 $11,508,021 $11,751,725Total Net Assets

$1,873,393 $8,339,785 $1,205,982 $662,167 $12,081,326 $12,018,610Total Liabilities and Net Assets


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Boys & Girls Clubs of Tampa Bay, Inc.

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

Year To Date This Year Year To Date Last Year

Actual Budget Actual

1/1/2013 1/1/2013 Variance Total 2013 1/1/2012 VarianceTo To Favorable Variance Annual To Favorable Variance

8/31/2013 8/31/2013 (Unfavorable) % Budget 8/31/2012 (Unfavorable) %

Revenue

Public Support

United Way & Combined Campaigns 556,043 567,890 (11,847) (2.1%) 860,000 569,920 (13,877) (2.4%)

Contributions 825,804 747,150 78,654 10.5% 1,275,000 783,577 42,226 5.4%

Funds Released from Restriction 80,505 65,000 15,505 23.9% 130,000 81,227 (722) (0.9%)

Funds Released from Restriction - Lacoochee Capital 64,365 64,365 64,365

Fees & Grants 1,371,626 1,414,600 (42,974) (3.0%) 1,910,000 1,505,439 (133,812) (8.9%)

Total Public Support 2,898,344 2,794,640 103,704 3.7% 4,175,000 2,940,163 (41,819) (1.4%)

RevenueProgram Service Revenue 277,619 310,060 (32,441) (10.5%) 410,000 325,346 (47,727) (14.7%)

Investment Revenue 2,981 1,600 1,381 86.3% 5,000 1,805 1,175 65.1%

Other Revenue 16,652 14,920 1,732 11.6% 22,000 18,182 (1,530) (8.4%)

Total Revenue 297,252 326,580 (29,328) (9.0%) 437,000 345,333 (48,081) (13.9%)

Special Events

Special Event Revenue 426,717 492,600 (65,883) (13.4%) 626,800 471,753 (45,036) (9.5%)

Special Event Expenses (60,053) (47,400) (12,653) (26.7%) (73,800) (57,864) (2,188) (3.8%)

Net Special Events 366,664 445,200 (78,536) (17.6%) 553,000 413,889 (47,224) (11.4%)

Total Public Support and Revenue 3,562,260 3,566,420 (4,160) (0.1%) 5,165,000 3,699,384 (137,125) (3.7%)

Expenses

Personnel Costs

Salaries 1,686,626 1,744,050 57,424 3.3% 2,600,000 1,685,736 (890) (0.1%)

Employee Benefits 157,929 165,460 7,531 4.6% 253,000 159,784 1,855 1.2%

Payroll Taxes 136,025 137,080 1,055 0.8% 210,000 133,677 (2,348) (1.8%)

Other Employee Costs 50,085 43,850 (6,235) (14.2%) 65,000 35,866 (14,219) (39.6%)

Total Personnel Costs 2,030,665 2,090,440 59,775 2.9% 3,128,000 2,015,063 (15,602) (0.8%)


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Boys & Girls Clubs of Tampa Bay, Inc.

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

Year To Date This Year Year To Date Last Year

Actual Budget Actual

1/1/2013 1/1/2013 Variance Total 2013 1/1/2012 VarianceTo To Favorable Variance Annual To Favorable Variance

8/31/2013 8/31/2013 (Unfavorable) % Budget 8/31/2012 (Unfavorable) %

Operating Costs

Professional Fees 41,600 21,500 (20,100) (93.5%) 36,000 43,477 (3,123) (7.2%)

Contract Services 121,362 173,160 51,798 29.9% 203,000 191,058 74,696 39.1%

Supplies 164,166 201,380 37,214 18.5% 314,500 194,354 30,188 15.5%

Information Technolgy 53,117 52,630 (487) (0.9%) 84,000 57,329 4,211 7.3%

Occupancy Expense 787,796 822,590 34,794 4.2% 1,223,500 831,215 43,419 5.2%

Equipment Expense 29,831 26,580 (3,251) (12.2%) 41,500 24,247 (5,585) (23.0%)

Printing & Postage 9,324 8,250 (1,074) (13.0%) 16,500 (7,267) (16,591) (228.3%)

Transportation Expense 110,934 136,180 25,246 18.5% 216,300 137,273 26,339 19.2%

Training, Travel & Meetings 35,496 25,275 (10,221) (40.4%) 45,000 43,369 7,873 18.2%Program Services 122,718 127,200 4,483 3.5% 185,000 171,899 49,182 28.6%

Other Expenses 30,104 35,000 4,896 14.0% 69,400 34,871 4,768 13.7%

Total Operating Costs 1,506,448 1,629,745 123,297 7.6% 2,434,700 1,721,824 215,376 12.5%

Total Expenses 3,537,113 3,720,185 183,072 4.9% 5,562,700 3,736,887 199,774 5.3%

NET SURPLUS/(DEFICIT) BEFORE 25,147 (153,765) 178,912 (116.4% ) (397,700) (37,503) 62,649 (167.1% )

BGCTB FUNDING

BGCTB Funding Released from Restriction 238,000 238,000 238,000 258,000 (20,000) (7.8%)

NET SURPLUS/(DEFICIT) AFTER 263,147 84,235 178,912 212.4% (159,700) 220,497 42,649 19.3%

BGCTB FUNDING

October 10, 2013 Meeting Info

Documents

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