October 11, 2012 Meeting Info

7/31/2019 October 11, 2012 Meeting Info

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EXECUTIVE COMMITTEE MEETING

October 11, 2012

Steinbrenner Metro Service Center1307 North MacDill Avenue

AGENDA

1. Welcome Members & Guests..........Greg Hearing2. Consent Items (No discussion is planned unless requested)

a. August 9, 2012 Meeting Minutes (Attachment 1)b. September, 2012 Financial Report (Attachment 2)

3. Strategy Reporta. Strengthening the Board......Scott Jacobsen

4. Reportsa. Development/Marketing.......Cassandra Thomas

Steak Dinner......................................................................................Marc Spencer

Great Futures Breakfast......................................................................Vic Holcomb

Yankees Luncheon..Brenda Browning

b. Programs/Grants................................... . .Chris LetsosBlanchard Endowment

5. Presidents Report......Brad Baumgardnera. Visioningb. Strategy Development - October 26th


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BOYS & GIRLS CLUBS OF TAMPA BAY

EXECUTIVE COMMITTEE MEETING MINUTES

STEINBRENNER METRO OFFICEAugust 9, 2012

Members Present:

Karl Brandes, Steve Carpenter, Lynn Dumais, Joe Garcia, Luis Garcia, Eddie Gomez, VicHolcomb, Scott Jacobsen, Shelley Kolseth, Ian MacKechnie, Chris Roederer, Don Smith.

Others Present:

Brad Baumgardner, Brenda Browning, Ricky Gallon, Chris Letsos, Debbie McCarthy,Cassandra Thomas, Glenn, Permuy and guest, Bob Blanchard.

Chairman Greg Hearing called the meeting to order at 12:12 pm and welcomed BobBlanchard, with our Lacoochee Unit Board.

Consent Items:Minutes of the June 14, 2012 meeting and the July 2012 Financial Report were provided to themembers for their review prior to the meeting. A Motion to approve the Minutes was made byChris Roederer, second by Luis Garcia. Motion passed. A Motion was made by Vic Holcombto approved the July Financial Report, second by Scott Jacobsen. Motion passed.

Brad introduced Bob Blanchard, who has created an endowment fund for the Lacoochee Clubnew building. Brad stated that if it wasnt for Bob, the club wouldnt be there today.

Lacoochee has some of the most needy kids that we serve. Bob stepped up and started a board

in Lacoochee to make sure there would always be a club for the kids.

Joe Garcia spoke that Bob was the Chairman of the Community Foundation some years ago.They have a challenge grant that will help Lacoochee.


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Executive Committee Meeting

August 9, 2012

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Community Relations Report:

Ricky Gallon reported on various events that have been going on and events to come for theclubs.

On July 27th, the Tampa Yankees held Field of Dreams for our kids, with about 190kids & family attending. One of our young members about 5 years old threw outthe first pitch of the game. They sat behind the dugout and got autographs.

A Salt Lake City Olympian torch bearer spoke to our kids at Webb Middle School. The Bucs and United Way teamed up for Lace It Up where 264 kids received

some really cool sneakers and got to meet the players. We had 75 kids attend. On Monday, there will be a Book Give Away with Derrick Brooks at our Sulpher

Springs unit with around 442 books for our youth from ages 5 to 15.

Rickey reported that the Summer Team Program was a success. A couple of youth thatattended spoke about their experience. Keshan is in 11

thgrade and attends Martin Luthur

King High School. He liked working with the young kids and found it very interesting indealing with kids. He learned how to work in a professional atmosphere, write a resume andhow to dress among other things. Sierra attends Hillsborough High School in the class of2014. This was her first summer at the club. She enjoyed how to write a resume and herfavorite, writing the cover letter. She also found working with the kids very interesting.

Greg commented that he met Keshan and was very impressed and thought he was a part of the

organization. He was also impressed with Sierras skills also.

Development Report:

Cassandra provided a benchmark report to everyone with information on our upcoming


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Executive Committee Meeting

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Page Three

Brad said they are talking with the Veniks. The Lightning are impressed with the goal being850 people. There will be pledge cards on the table. The goal is to double the donors to1,400. Its not the amount that matters, we hope to have everyone that attends, to givesomething. We currently have 7 program ads. Greg stated if anyone has marketing dollarsavailable, this would be a good event to buy

Presidents Report:Brad Baumgardner reported that Chris Letsos is stuck in Cancun due to the Hurricane Ernesto.Webb Middle School has a huge mural with our logo in the middle. This is the first time ourlogo is in a school. Brad is meeting with Mary Ellen about how far we have come and theInterbay property.

There will be a re-visioning meeting on September 28th

then to follow up with a strategydevelopment meeting on October 26

th. It will be a smaller group for the re-visioning but he

hopes everyone will participate in the strategy. Both meetings will go from noon to 4:00 pm.The Board will be receiving a survey and he asked they fill that out. All information will go toLorriane Orr with BGCA.

Brad also reported there may be an opportunity to receive a donation from the RNC. Ifanyone has connections, please let Brad know so we can get out projects in front of them. Wewant to complete kitchens in several of our clubs. We also have some capital projects wed

like to complete.

Lynn stated the Florida Area Council meeting is coming up in 2 weeks in Panama City. It willbe very well attended and a good event. Almost every club in Florida has participants.


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Boys & Girls Clubs of Tampa Bay, Inc.Memo

To: Executive Committee

From: Deborah McCarthy

Date: October 9, 2012

Subject: September 2012 Financial Statements

Please find attached the preliminary Balance Sheet and Income Statement for the ninemonths ended September 30, 2012. The Finance Committee met today and reviewedand approved these statements.

We have a favorable variance to date of $23,629 in Total Revenue and $77,423 in TotalPersonnel Costs, offset by an unfavorable variance of $144, 688 in Total OperatingCosts, resulting in an overall unfavorable variance of $43,636. This variance is expected

to reverse as we enter the 4th quarter of the year and monthly budget estimates aresmoothed out. The details of the overage in Operating Costs is as follows:

Professional FeesOverage is due primarily to the costs of a new website design and implementation andtraining for the new website of $13,090.

Contract ServicesOverage is due to additional stipends for Summer Teen Youth Employment Services of$45,680. This was offset by additional funding received from Community Service BlockGrants for this program.

Information Technology


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Page 1Boys & Girls Clubs of Tampa Bay, Inc.10/9/2012 01:19:18 PM

Balance Sheet

With Comparison to Last Year - Unaudited

Operating Fund

9/30/2012

Land & Bldg Fund

9/30/2012

Temporarily

Restricted Fund

9/30/2012

Endowment Fund

9/30/2012

Totals

9/30/2012

Totals

9/30/2011

Assets

Current Assets

$175,074 $22,742 $569,472 $12,101 $779,389 $1,492,882Cash & Cash Equivalents

$963,514 $0 $258,000 $0 $1,221,514 $828,293Accounts Receivable

$0 $0 $84,796 $0 $84,796 $54,291Pledges Receivable - Current

Investments - Short Term $0 $937,715 $287,708 $0 $1,225,423 $1,221,024

$137,503 $0 $0 $0 $137,503 $315,372Prepaid Expenses

$1,276,091 $960,457 $1,199,975 $12,101 $3,448,625 $3,911,861Total Current Assets

Non Current Assets

$0 $0 $0 $611,033 $611,033 $582,793Investments

$0 $7,639,856 $0 $0 $7,639,856 $7,804,121Land, Property and Equipment

$0 $0 $14,445 $0 $14,445 $51,403Long Term Pledges Receivable

$386 $0 $79,291 $0 $79,676 $76,122Other Assets

$386 $7,639,856 $93,736 $611,033 $8,345,011 $8,514,439Total Non Current Assets

$1,276,477 $8,600,313 $1,293,711 $623,135 $11,793,636 $12,426,300Total Assets

Liabilities and Net Assets

Liabilities

Current Liabilities

$12,837 $0 $0 $0 $12,837 $79,686Accounts Payable

$2,060 $0 $0 $0 $2,060 $261Payroll Withholdings Payable

$193,280 $0 $0 $0 $193,280 $195,073Accrued Expenses Payable

$208,177 $0 $0 $0 $208,177 $275,020Total Current Liabilities


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Page 2Boys & Girls Clubs of Tampa Bay, Inc.10/9/2012 1:19:18PM

Balance Sheet

With Comparison to Last Year - Unaudited

Operating Fund

9/30/2012

Land & Bldg Fund

9/30/2012

Temporarily

Restricted Fund

9/30/2012

Endowment Fund

9/30/2012

Totals

9/30/2012

Totals

9/30/2011

Other Liabilities

Deferred Revenue $9,522 $0 $0 $0 $9,522 $118,470

Due To BGCTB Foundation $12,425 $0 $0 $0 $12,425 $0

$21,947 $0 $0 $0 $21,947 $118,470Total Other Liabilities

$230,124 $0 $0 $0 $230,124 $393,490Total Liabilities

Net Assets

Net Assets

Net Assets - Unrestricted Fund $1,224,540 $0 $0 $0 $1,224,540 $1,778,882

Net Assets - Fixed Assets Fund $0 $6,903,050 $0 $0 $6,903,050 $7,321,226

Net Assets - Temporarily Restricted Fund $0 $0 $2,760,127 $0 $2,760,127 $2,322,298

Net Assets - Endowment Fund $0 $0 $0 $660,215 $660,215 $618,709

$1,224,540 $6,903,050 $2,760,127 $660,215 $11,547,933 $12,041,115Total Net Assets

Transfers

Transfers To/From Unrestricted Fund ($178,187) $1,697,263 ($1,466,416) ($37,080) $15,579 ($8,305)

($178,187) $1,697,263 ($1,466,416) ($37,080) $15,579 ($8,305)Total Net Asset Transfers

$1,046,353 $8,600,313 $1,293,711 $623,135 $11,563,512 $12,032,811Total Net Assets

$1,276,477 $8,600,313 $1,293,711 $623,135 $11,793,636 $12,426,300Total Liabilities and Net Assets


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Boys & Girls Clubs of Tampa Bay, Inc.

Statement of Revenues & Expenses

With Comparison to Budget & Last Year - Unaudited

Actual

1/1/2012

To

9/30/2012

Budget

1/1/2012

To

9/30/2012

Variance

Favorable

(Unfavorable)

Variance

%

Total 2012

Annual

Budget

Actual

1/1/2011

To

9/30/2011

Budget

1/1/2011

To

9/30/2011

Variance

Favorable

(Unfavorable)

Variance

%

Year To Date Last Year

Revenue

Public Support

$630,566 $624,100 $6,466 1% $832,000 $716,110 $706,500 $9,610 1%United Way

$1,060,448 $1,266,594 ($206,146) (16)% $1,960,000 $1,316,931 $1,320,024 ($3,093) 0%Contributions

$1,357,314 $1,293,994 $63,320 5% $1,585,950 $1,400,542 $1,395,539 $5,003 0%Fees & Grants

$3 ,048,328 $3,184, 688 ( $136,360) ( 4)% $4,377,950 $3,43 3,583 $3,422,063 $11,520 0%Total Public Support

Revenue

$365,327 $311,280 $54,047 17% $387,650 $320,733 $367,585 ($46,852) (13)%Program Service Revenue

$1,146 $3,600 ($2,454) (68)% $4,800 $8,055 $11,850 ($3,795) (32)%Investment Revenue$19,134 $17,770 $1,364 8% $21,700 $9,755 $19,270 ($9,515) (49)%Other Revenue

$385,608 $332,650 $52,958 16% $414,150 $338,542 $398,705 ($60,163) (15)%Total Revenue

Special Events

$511,278 $393,750 $117,528 30% $634,750 $403,663 $381,750 $21,913 6%Special Event Revenue

($54,417) ($43,920) ($10,497) (24)% ($61,770) ($60,575) ($42,089) ($18,486) (44)%Special Event Expenses

$456,861 $349,830 $107,031 31% $572,980 $343,088 $339,661 $3,427 1%Net Special Events

$3 ,890,797 $3,867, 168 $23,629 1 % $5,365,080 $4,11 5,213 $4,160,429 ($45,216) (1)%Total Public Support and Revenue

Expenses

Personnel Costs

$1,858,770 $1,905,002 $46,232 2% $2,590,249 $1,879,077 $1,948,171 $69,093 4%Salaries

$178,009 $224,163 $46,154 21% $296,634 $213,948 $224,043 $10,095 5%Employee Benefits

$146,415 $153,134 $6,719 4% $211,109 $147,619 $152,562 $4,943 3%Payroll Taxes

$51,640 $ 29,958 ($21,682) (72)% $39,570 $ 22,511 $ 28,741 $6,230 22%Other Employee Costs

$2,234,834 $2,312,257 $77,423 3% $3,137,562 $2,263,156 $2,353,517 $90,362 4%Total Personnel Costs

Operating Costs

$94,740 $82,004 ($12,736) (16)% $100,370 $30,019 $15,850 ($14,169) (89)%Professional Fees

$140,976 $97,840 ($43,136) (44)% $106,120 $102,340 $ 73,108 ($29,232) (40)%Contract Services

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Boys & Girls Clubs of Tampa Bay, Inc.

Statement of Revenues & Expenses

With Comparison to Budget & Last Year - Unaudited

Actual

1/1/2012

To

9/30/2012

Budget

1/1/2012

To

9/30/2012

Variance

Favorable

(Unfavorable)

Variance

%

Total 2012

Annual

Budget

Actual

1/1/2011

To

9/30/2011

Budget

1/1/2011

To

9/30/2011

Variance

Favorable

(Unfavorable)

Variance

%

Year To Date Last Year

$202,931 $213,237 $10,306 5% $303,369 $207,796 $218,413 $10,617 5%Supplies

$88,907 $67,634 ($21,273) (31)% $86,779 $78,074 $71,836 ($6,237) (9)%Information Technolgy

$922,707 $922,065 ($642) 0% $1,236,925 $1,015,634 $1,015,805 $171 0%Occupancy Expense

$25,680 $16,895 ($8,785) (52)% $22,885 $11,602 $16,505 $4,903 30%Equipment Expense

$5,626 $8,026 $2,400 30% $15 ,588 $12 ,151 $15,826 $3,675 23%Printing & Postage

$158,366 $142,677 ($15,688) (11)% $191,210 $132,371 $137,672 $5,301 4%Transportation Expense

$42,944 $29,100 ($13,844) (48)% $39,000 $29,425 $31,000 $1,575 5%Staff Training

$159,217 $117,461 ($41,756) (36)% $159,150 $156,215 $116,681 ($39,535) (34)%Program Services

$49 ,890 $50 ,355 $465 1% $66 ,870 $51 ,182 $54 ,400 $3,218 6%Other Expenses

$1,891,983 $1,747,294 ($144,688) (8)% $2,328,266 $1,826,808 $1,767,096 ($59,711) (3)%Total Operating Costs

$4 ,126,816 $4,059, 551 ($67,265) (2)% $5,465,828 $4,08 9,963 $4,120,613 $30,650 1 %Total Expenses

($236,020) ($192,383) ($43,636) (23)% ($100,748) $25,250 $39,815 ($14,565) (37)%NET SURPLUS/(DEFICIT)

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October 11, 2012 Meeting Info

Documents

Transcript of October 11, 2012 Meeting Info