EXECUTIVE COMMITTEE MEETING

April 11, 2013

Steinbrenner Metro Service Center

1307 North MacDill Avenue

AGENDA

1. Welcome Members & Guests.…………...………………..……..……………….....Marc Spencer

2. Consent Items (No discussion is planned unless requested)

a. February 14, 2013 Meeting Minutes (Attachment 1)

b. February , 2013 Financials

c. 2012 Year End Financials

3. Resource Development Strategy……………………………………………..…..….Koni Cassini

4. Board Development………………………………………………………………..Scott Jacobsen

5. Reports

a. Community Relations................…….……………………………….……...Ricky Gallon

b. Development…….………………….……….……………….………..Cassandra Thomas

Steak Dinner

c. Yankees Luncheon……………………………………………………...Brenda Browning

d. Pasco County/Grants................................…………………………..….…….Chris Letsos

6. President’s Report……………………………….…..…….….……………….Brad Baumgardner

a. Child Safety Review

b. GFB-Foundation Board

c. Nuccio update

7. Executive Session

Llaneza update

8. Adjorn

Notes:

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

Great Futures Start Here

BOYS & GIRLS CLUBS OF TAMPA BAY

EXECUTIVE COMMITTEE MEETING MINUTES

STEINBRENNER METRO OFFICE

February 14, 2013

Members Present: Karl Brandes, Joe Garcia, Luis Garcia, Eddie Gomez, Greg Hearing, Vic Holcomb, Scott Jacobsen,

Shelley Kolseth, Don Smith, Marc Spencer, Chris Roederer.

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

Thomas. Guest, Koni Cassini from the Corporate Board.

Chairman Greg Hearing called the meeting to order at 12:10 pm and welcomed Koni.

Consent Items: Minutes of the December 6, 2012 meeting were provided to the members for their review prior to the

meeting. A Motion to approve the Minutes was made by Scott Jacobsen, second by Vic Holcomb.

Motion passed.

Not all information was in for the Financial Committee so financials were not approved. There was a

discussion that the money received for the Great Futures Breakfast will go to the Foundation. Our

board wants all money they collected to go toward operating, to be recorded in 2012. This will be

discussed at the Foundation meeting on April 22nd.

Resource Development Strategy:

Koni Cassini reported on the Vegas trip with Brad and Cassandra for the BGCA on a new program,

Advanced Philanthropy. We should grow individual donors. Koni & Cassandra showed a powerpoint

presentation.

Brad stated we need to focus on fundraising. We should hold a board development retreat. Brad

thanked Koni for chairing this committee. We also need to make sure that our unit boards have a give

or get policy. We need to continue to recognize our donors. We want to increase donors by 25% this

year. Shelley has volunteered to serve on the committee.

Cassandra reported on the benchmark report and mentioned dates of upcoming event that is on the

report. She presented Marc Spencer an award for serving as Steak Dinner Committee Chair for the

past 2 years. Marc thanked everyone and asked they support Lori Liburdi as the new chair.

Brenda reported that we have $268,098 in ticket sales for the Yankees Luncheon. We still have tables

available.

Strengthening the Board:

Scott reported that the committee met this week and has done a good job in adding new board

members. Scott made a Motion to add Collin Jotham, with Mercer. Second by Shelley, Motion

passed. Scott made a Motion to also add Brian Robinson with Central Florida Credit Union. Second

by Vic, Motion passed.

Executive Committee Meeting

February 14, 2013

Page Two

Reports:

Ricky reported that 21 of our youth will be going to Busch Gardens for Creating Lifetime Leaders, this

will be the 12th year for this program. Navy week will be celebrated the week of April 1 – 7

th. The

Domner’s will be taking some of our Dover kids to Disney on March 23rd

. They will be kids that have

never been to the park before. Robin Carpenter and her organization will again provide shoes for

Easter to all 17 of our clubs.

Chris reported that Pasco is doing a tremendous job on the Round Up. He invited our board members

to attend, Tickets are $100. The new facility for Lacoochee went out for bids. We have some site

visits from the feds and hope to match dollars. Sen. Nelson supports us.

Government grants are reducing, there are some good opportunities out there but the only problem is

they are heavily restricted. Our staff will be working from 8 – 9 PM on development of family support

and they are stretched. Chris is working on a grant for prevention and intervention for Dover and Plant

City.

Chris announced our new Youth of the Year, Cory Poole, a senior at Chamberlin High School and

attends Zonta BGC. Cory is joining the Marines and is an amazing kid. We had 2 of our board

members as judges, Roger Robson and Lynn Dumais. We are sending 8 kids to state Youth of the

Year and asked if anyone would like to help in getting them laptops at $600 per youth.

President’s Report:

Brad reported that a letter is going out regarding Nuccio Park from him and Sheriff Gee to all of the

Sheriff’s supporters. We hope to be able to open by fall. On the Interbay property, we have a signed

agreement to purchase for $375K without testing. The deadline is tomorrow.

Brad stated we are looking for new board members for Plant City, Brandon & Riverview and asked for

our board help. We are also having co-chairs for all our committees so meetings won’t have to be

canceled if the chair is not available.

Greg closed the meeting and an Executive Session was held.

Brenda Browning, Recorder

_____________________________ ____________

Shelley Kolseth, Secretary Date

Boys & Girls Clubs of Tampa Bay, Inc. Memo To: Executive Committee From: Deborah McCarthy Date: April 8, 2013 Subject: December 2012 Financial Statements

Please find attached the Balance Sheet and Income Statement for the twelve months ended December 31, 2012. These statements are still preliminary in that our auditors, Reeder & Associates, are still in the process of conducting their audit and have not issued their opinion yet. However, we do not anticipate any material adjustments to the financials at this point. We have finished the year with a Net Surplus of $12,598 which is due to the tremendous success of the Great Futures Breakfast in December. The contributions and pledges from this event boosted us to a favorable budget savings of over $113,000. The effect of this event is also seen in the Total Public Support and Revenue favorable budget variance of $177,000. As for the slight unfavorable variance in Total Expenses of $64,000, this is a combination of a favorable variance in Total Personnel Costs of $93,000, offset by an unfavorable variance of $157,000 in Total Operating Costs. The details of the overage in Operating Costs is as follows: Professional Fees & Contract Services A portion of the overage is due to the costs to design and implement a new website as well as training costs for the new website of $15,000. Other overages were due to additional stipends for Summer Teen Youth Employment Services of $45,000. This was offset by additional funding received from Community Service Block Grants for this program received as Fees & Grants. Transportation Expense Overage is due to unexpected repairs to buses resulting in a variance of $28,000. Due to the nature of these expenses, it is difficult to anticipate certain repairs. Program Services We had $16,000 in overages in Scholarships to Youth due to additional funding received from the Conn Foundation for this purpose and $37,500 in overages in Youth Travel & Lodging which was due in part to the costs of hosting the 2012 State of Florida Youth of the Year Conference in Tampa. We did receive $11,000 to offset the costs for this conference from BGCA which is reflected in the Program Service Revenue. These costs were not included in the budget. Please let me know if you have any questions or comments on the statements.

Page 1Boys & Girls Clubs of Tampa Bay, Inc.3/27/2013 05:38:52 PM

Comparative Balance Sheets

Preliminary Draft - Unaudited

Unrestricted

Operating

Fund

12/31/2012

Land &

Building

Fund

12/31/2012

Temporarily

Restricted

Fund

12/31/2012

Endowment

Fund

12/31/2012

Total

All Funds

12/31/2012

Total

All Funds

12/31/2011

Assets

Current Assets

$664,738 $34,577 $662,122 $18,272 $1,379,709 $1,677,232 Cash & Cash Equivalents

$259,449 $259,449 $244,931 Accounts Receivable

Due From BGCTB Foundation $505,933 $238,000 $743,933 $566,797

$92,775 $44,836 $137,611 $110,236 Pledges Receivable - Current

Investments - Short Term $1,132,292 $287,708 $1,420,000 $1,225,423

$135,991 $135,991 $128,726 Prepaid Expenses

$1,658,887 $1,166,869 $1,232,665 $18,272 $4,076,693 $3,953,345 Total Current Assets

Non Current Assets

$646,527 $646,527 $611,033 Investments

$7,528,435 $7,528,435 $7,935,103 Land, Property and Equipment

$78,130 $78,130 $15,445 Long Term Pledges Receivable

$3,170 $80,994 $84,164 $80,299 Other Assets

$3,170 $7,528,435 $159,125 $646,527 $8,337,256 $8,641,881 Total Non Current Assets

$1,662,057 $8,695,304 $1,391,790 $664,798 $12,413,949 $12,595,225 Total Assets

Liabilities and Net Assets

Current Liabilities

$85,335 $85,335 $74,364 Accounts Payable

$220,605 $220,605 $234,151 Accrued Expenses

$48,345 $48,345 Due to BGCTB Foundation

$375,185 $375,185 $315,183 Deferred Revenue

$729,470 $0 $0 $0 $729,470 $623,697 Total Current Liabilities

Net Assets

$932,587 $932,587 $1,305,767 Unrestricted Fund

$8,695,304 $8,695,304 $8,894,413 Land & Building Fund

$1,391,790 $1,391,790 $1,148,213 Temporarily Restricted Fund

$664,798 $664,798 $623,135 Endowment Fund

$932,587 $8,695,304 $1,391,790 $664,798 $11,684,479 $11,971,528 Total Net Assets

$1,662,057 $8,695,304 $1,391,790 $664,798 $12,413,949 $12,595,225 Total Liabilities and Net Assets

Boys & Girls Clubs of Tampa Bay, Inc.

Comparative Statement of Revenue & Expenses

Preliminary Draft - Unaudited

Actual

1/1/2012

To

12/31/2012

Budget

1/1/2012

To

12/31/2012

Variance

Favorable

(Unfavor)

Var.

%

Total 2012

Annual

Budget

Actual

1/1/2011

To

12/31/2011

Budget

1/1/2011

To

12/31/2011

Variance

Favorable

(Unfavor)

Var.

%

Year To Date Last Year

Revenue

Public Support

$852,754 $832,000 $20,754 2% $832,000 $921,990 $907,000 $14,990 2% United Way

$1,800,898 $1,660,000 $140,898 8% $1,660,000 $1,571,516 $2,005,000 ($433,484) (22)% Contributions

$1,940,797 $1,885,950 $54,847 3% $1,885,950 $1,753,013 $1,694,033 $58,980 3% Fees & Grants

$4,594,449 $4,377,950 $216,499 5% $4,377,950 $4,246,519 $4,606,033 ($359,514) (8)% Total Public Support

Revenue

$411,361 $387,650 $23,711 6% $387,650 $397,206 $451,350 ($54,144) (12)% Program Service Revenue

$6,193 $4,800 $1,393 29% $4,800 $8,716 $15,300 ($6,584) (43)% Investment Revenue

$24,601 $21,700 $2,901 13% $21,700 $15,220 $23,200 ($7,980) (34)% Other Revenue

$442,155 $414,150 $28,005 7% $414,150 $421,142 $489,850 ($68,708) (14)% Total Revenue

Special Events

$592,600 $634,750 ($42,150) (7)% $634,750 $621,830 $612,750 $9,080 1% Special Event Revenue

($86,735) ($61,770) ($24,965) (40)% ($61,770) ($84,997) ($59,770) ($25,227) (42)% Special Event Expenses

$505,865 $572,980 ($67,115) (12)% $572,980 $536,833 $552,980 ($16,147) (3)% Net Special Events

$5,542,469 $5,365,080 $177,389 3% $5,365,080 $5,204,493 $5,648,863 ($444,370) (8)%Total Public Support and Revenue

Expenses

Personnel Costs

$2,557,152 $2,590,249 $33,097 1% $2,590,249 $2,577,969 $2,638,146 $60,177 2% Salaries

$231,129 $296,634 $65,505 22% $296,634 $271,204 $299,674 $28,470 10% Employee Benefits

$256,257 $250,679 ($5,578) (2)% $250,679 $248,972 $249,579 $607 0% Payroll Taxes & Expense

$3,044,538 $3,137,562 $93,024 3% $3,137,562 $3,098,145 $3,187,399 $89,254 3% Total Personnel Costs

Operating Costs

$1,230,343 $1,236,925 $6,582 1% $1,236,925 $1,380,656 $1,359,590 ($21,066) (2)% Occupancy Expense

$292,945 $303,369 $10,424 3% $303,369 $280,529 $302,774 $22,245 7% Supplies

$221,156 $167,650 ($53,506) (32)% $167,650 $198,179 $160,600 ($37,579) (23)% Program Services

$218,887 $191,210 ($27,677) (14)% $191,210 $179,255 $186,922 $7,667 4% Transportation Expense

$108,542 $62,370 ($46,172) (74)% $62,370 $23,167 $15,850 ($7,317) (46)% Professional Fees

$162,828 $144,120 ($18,708) (13)% $144,120 $106,141 $89,904 ($16,237) (18)% Contract Services

$85,137 $86,779 $1,642 2% $86,779 $101,672 $93,600 ($8,072) (9)% Information Technolgy

$36,932 $22,885 ($14,047) (61)% $22,885 $15,354 $22,740 $7,386 32% Equipment Expense

$50,439 $39,000 ($11,439) (29)% $39,000 $43,180 $39,000 ($4,180) (11)% Training, Travel & Meetings

$78,124 $73,958 ($4,166) (6)% $73,958 $71,288 $186,098 $114,810 62% Other Expenses

$2,485,333 $2,328,266 ($157,067) (7)% $2,328,266 $2,399,421 $2,457,078 $57,657 2% Total Operating Costs

$5,529,872 $5,465,828 ($64,044) (1)% $5,465,828 $5,497,566 $5,644,477 $146,911 3%Total Expenses

$12,598 ($100,748) $113,346 113% ($100,748) ($293,073) $4,386 ($297,459) (6,782)%NET SURPLUS/(DEFICIT)

Boys & Girls Clubs of Tampa Bay, Inc.

Comparative Statement of Revenue & Expenses

Preliminary Draft - Unaudited

Boys & Girls Clubs of Tampa Bay, Inc. Memo

To: Executive Committee From: Deborah McCarthy Date: April 8, 2013 Subject: February 2013 Financial Statements

Please find attached the Balance Sheet and Income Statement for the two months ended February 2013. Overall we have started the new year out on positive footing. Public Support and Revenue is $23,000 ahead of goal and we are just over $22,000 ahead of budget for Total Expenses. All together we are almost $45,000 ahead of budget for the two months. Of course, this is a relatively early snap shot of our financial results and we will continue to monitor the need to make budget adjustments and to fine tune the timing of the 2013 budget. We may find that we will need to adjust the budget between months as we go along. Please let me know if you have any questions or comments on the statements. Thank you.

Page 1Boys & Girls Clubs of Tampa Bay, Inc.4/9/2013 01:57:39 PM

Balance Sheet

With Comparison to Last Year - Unaudited

Operating Fund

2/28/2013

Land & Bldg Fund

2/28/2013

Temporarily

Restricted Fund

2/28/2013

Endowment Fund

2/28/2013

Totals

2/28/2013

Totals

2/29/2012

Assets

Current Assets

$571,818 $34,577 $662,322 $18,272 $1,286,989 $1,716,283 Cash & Cash Equivalents

$280,022 $0 $0 $0 $280,022 $92,289 Accounts Receivable

Due From BGCTB Foundation$513,690 $0 $238,000 $0 $751,690 $566,797

$66,485 $0 $44,836 $0 $111,321 $94,886 Pledges Receivable - Current

Investments - Short Term$0 $1,132,292 $287,708 $0 $1,420,000 $1,180,000

$96,013 $0 $0 $0 $96,013 $170,952 Prepaid Expenses

$1,528,027 $1,166,869 $1,232,865 $18,272 $3,946,034 $3,821,207 Total Current Assets

Non Current Assets

$0 $0 $0 $646,527 $646,527 $644,611 Investments

$0 $7,460,546 $0 $0 $7,460,546 $7,869,724 Land, Property and Equipment

$0 $0 $81,130 $0 $81,130 $15,445 Long Term Pledges Receivable

$3,770 $0 $82,561 $0 $86,331 $79,790 Other Assets

$3,770 $7,460,546 $163,691 $646,527 $8,274,534 $8,609,569 Total Non Current Assets

$1,531,797 $8,627,416 $1,396,556 $664,798 $12,220,568 $12,430,776 Total Assets

Liabilities and Net Assets

Liabilities

Current Liabilities

$53,462 $0 $0 $0 $53,462 $28,351 Accounts Payable

$233,809 $0 $0 $0 $233,809 $224,167 Accrued Salaries & Benefits Payable

$49,268 $0 $0 $0 $49,268 $0 Due to BGCTB Foundation

$13,901 $0 $0 $0 $13,901 $14,210 Other Current Liabilities

$350,440 $0 $0 $0 $350,440 $266,728 Total Current Liabilities

Page 2Boys & Girls Clubs of Tampa Bay, Inc.4/9/2013 1:57:39PM

Balance Sheet

With Comparison to Last Year - Unaudited

Operating Fund

2/28/2013

Land & Bldg Fund

2/28/2013

Temporarily

Restricted Fund

2/28/2013

Endowment Fund

2/28/2013

Totals

2/28/2013

Totals

2/29/2012

Other Liabilities

$6,877 $0 $0 $0 $6,877 $13,225 Deferred Revenue

$6,877 $0 $0 $0 $6,877 $13,225 Total Other Liabilities

$357,317 $0 $0 $0 $357,317 $279,953 Total Liabilities

Net Assets

Net Assets

$1,723,109 $6,693,935 $2,744,328 $701,879 $11,863,251 $12,150,823 Net Assets

$1,723,109 $6,693,935 $2,744,328 $701,879 $11,863,251 $12,150,823 Total Net Assets

Transfers

($548,628) $1,933,480 ($1,347,772) ($37,080) $0 $0 Transfers

($548,628) $1,933,480 ($1,347,772) ($37,080) $0 $0 Total Net Asset Transfers

$1,174,480 $8,627,416 $1,396,556 $664,798 $11,863,251 $12,150,823 Total Net Assets

$1,531,797 $8,627,416 $1,396,556 $664,798 $12,220,568 $12,430,776 Total Liabilities and Net Assets

Boys & Girls Clubs of Tampa Bay, Inc.

Statement of Revenues & ExpensesWith Comparison to Budget & Last Year - Unaudited

Year To Date Last Year

Actual Budget Actual Budget

1/1/2013 1/1/2013 Variance Total 2013 1/1/2012 1/1/2012 Variance

To To Favorable Variance Annual To To Favorable Variance

2/28/2013 2/28/2013 (Unfavorable) % Budget 2/29/2012 2/29/2012 (Unfavorable) %

Revenue

Public Support

United Way & Combined Campaigns 138,216 143,000 (4,784) -3% 860,000 144,140 136,700 7,440 5%

Contributions 163,432 175,000 (11,568) -7% 1,643,000 442,456 477,516 (35,060) -7%

Fees & Grants 366,997 350,000 16,997 5% 1,910,000 274,410 375,432 (101,021) -27%

Total Public Support 668,645 668,000 645 0% 4,413,000 861,006 989,648 (128,641) -13%

Revenue

Program Service Revenue 38,241 40,000 (1,759) -4% 410,000 56,298 58,965 (2,667) -5%

Other Revenue 4,183 4,500 (317) -7% 27,000 6,277 3,360 2,917 87%

Total Revenue 42,424 44,500 (2,076) -5% 437,000 62,575 62,325 251 0%

Special Events

Special Event Revenue 295,647 275,000 20,647 8% 650,000 272,302 320,000 (47,698) -15%

Special Event Expenses (3,970) (7,500) 3,530 -47% (97,000) (3,174) (3,600) 426 12%

Net Special Events 291,677 267,500 24,177 9% 553,000 269,128 316,400 (47,272) -15%

Total Public Support and Revenue 1,002,747 980,000 22,747 2% 5,403,000 1,192,710 1,368,372 (175,663) -13%

Expenses

Personnel Costs

Salaries 339,652 346,000 (6,348) -2% 2,600,000 346,958 361,810 14,852 4%

Employee Benefits 40,820 42,000 (1,180) -3% 253,000 45,610 47,714 2,104 4%

Payroll Taxes 25,183 26,500 (1,317) -5% 210,000 25,356 27,810 2,454 9%

Other Employee Costs 10,825 10,800 25 0% 65,000 15,387 6,222 (9,165) -147%

Total Personnel Costs 416,480 425,300 (8,820) -2% 3,128,000 433,311 443,556 10,244 2%

Boys & Girls Clubs of Tampa Bay, Inc.

Statement of Revenues & ExpensesWith Comparison to Budget & Last Year - Unaudited

Year To Date Last Year

Actual Budget Actual Budget

1/1/2013 1/1/2013 Variance Total 2013 1/1/2012 1/1/2012 Variance

To To Favorable Variance Annual To To Favorable Variance

2/28/2013 2/28/2013 (Unfavorable) % Budget 2/29/2012 2/29/2012 (Unfavorable) %

Operating Costs

Professional Fees 8,383 15,000 (6,617) -44% 108,000 18,358 16,244 (2,114) -13%

Contract Services 5,184 5,000 184 4% 131,000 5,434 8,520 3,086 36%

Supplies 38,763 40,000 (1,237) -3% 296,000 50,825 47,435 (3,390) -7%

Information Technolgy 13,596 12,000 1,596 13% 84,000 12,040 16,563 4,523 27%

Occupancy Expense 184,603 190,000 (5,397) -3% 1,248,000 196,731 194,042 (2,689) -1%

Equipment Expense 6,564 6,000 564 9% 35,500 6,982 2,445 (4,537) -186%

Printing & Postage 1,285 1,500 (215) -14% 16,500 2,129 2,141 12 1%

Transportation Expense 33,883 35,000 (1,117) -3% 216,300 27,830 27,233 (596) -2%

Training, Travel & Meetings 8,195 7,500 695 9% 45,000 7,226 6,500 (726) -11%

Program Services 29,013 30,000 (987) -3% 185,000 34,518 26,383 (8,135) -31%

Other Expenses 5,124 6,000 (876) -15% 69,400 10,060 5,485 (4,575) -83%

Total Operating Costs 334,594 348,000 (13,406) -4% 2,434,700 372,133 352,993 (19,141) -5%

Total Expenses 751,074 773,300 (22,226) -3% 5,562,700 805,445 796,548 (8,896) -1%

NET SURPLUS/(DEFICIT) 251,673 206,700 44,973 22% (159,700) 387,265 571,824 (184,559) -32%