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. Presidents 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 7th. The
Domners 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.
Presidents Report:
Brad reported that a letter is going out regarding Nuccio Park from him and Sheriff Gee to all of the
Sheriffs 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 wont 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.

3/27/2013 05:38:52 PM

Boys & Girls Clubs of Tampa Bay, Inc.

Comparative Balance Sheets

Page 1

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
Cash & Cash Equivalents

$664,738

Accounts Receivable

$259,449

Due From BGCTB Foundation

$505,933

Pledges Receivable - Current

Prepaid Expenses

$662,122

$18,272

$238,000

$92,775

Investments - Short Term

Total Current Assets

$34,577

$1,677,232

$259,449

$244,931

$743,933

$566,797

$44,836

$137,611

$110,236

$1,132,292

$287,708

$1,420,000

$1,225,423

$1,166,869

$1,232,665

$135,991
$1,658,887

$1,379,709

$18,272

$135,991

$128,726

$4,076,693

$3,953,345

Non Current Assets

$646,527

$646,527

$611,033

$7,528,435

$7,935,103

$78,130

$78,130

$15,445

$80,994

$84,164

$80,299

Investments
$7,528,435

Land, Property and Equipment

Long Term Pledges Receivable
Other Assets
Total Non Current Assets

Total Assets

$3,170
$3,170

$7,528,435

$159,125

$646,527

$8,337,256

$8,641,881

$1,662,057

$8,695,304

$1,391,790

$664,798

$12,413,949

$12,595,225

Liabilities and Net Assets

Current Liabilities
Accounts Payable

$85,335

$85,335

$74,364

Accrued Expenses

$220,605

$220,605

$234,151

Due to BGCTB Foundation

Deferred Revenue
Total Current Liabilities

$48,345

$48,345

$375,185

$375,185

$315,183

$729,470

$623,697

$932,587

$1,305,767

$8,695,304

$8,894,413

$1,391,790

$1,148,213

$729,470

$0

$0

$0

Net Assets
Unrestricted Fund

$932,587
$8,695,304

Land & Building Fund

$1,391,790

Temporarily Restricted Fund

$664,798

$664,798

$623,135

$932,587

$8,695,304

$1,391,790

$664,798

$11,684,479

$11,971,528

$1,662,057

$8,695,304

$1,391,790

$664,798

$12,413,949

$12,595,225

Endowment Fund
Total Net Assets

Total Liabilities and Net Assets

Boys & Girls Clubs of Tampa Bay, Inc.

Comparative Statement of Revenue & Expenses
Preliminary Draft - Unaudited

Year To Date
Actual
1/1/2012
To
12/31/2012

Budget
1/1/2012
To
12/31/2012

Last Year
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.
%

Revenue
Public Support
$852,754

$832,000

$20,754

2%

$832,000

$921,990

$907,000

$14,990

2%

Contributions

$1,800,898

$1,660,000

$140,898

8%

$1,660,000

$1,571,516

$2,005,000

($433,484)

(22)%

Fees & Grants

$1,940,797

$1,885,950

$54,847

3%

$1,885,950

$1,753,013

$1,694,033

$58,980

3%

Total Public Support

$4,594,449

$4,377,950

$216,499

5%

$4,377,950

$4,246,519

$4,606,033

($359,514)

(8)%

$411,361

$387,650

$23,711

6%

$387,650

$397,206

$451,350

($54,144)

(12)%

$6,193

$4,800

$1,393

29%

$4,800

$8,716

$15,300

($6,584)

(43)%

$24,601

$21,700

$2,901

13%

$21,700

$15,220

$23,200

($7,980)

(34)%

$442,155

$414,150

$28,005

7%

$414,150

$421,142

$489,850

($68,708)

(14)%

Special Event Revenue

$592,600

$634,750

($42,150)

(7)%

$634,750

$621,830

$612,750

$9,080

1%

Special Event Expenses

($86,735)

($61,770)

($24,965)

(40)%

($61,770)

($84,997)

($59,770)

($25,227)

(42)%

$505,865

$572,980

($67,115)

(12)%

$572,980

$536,833

$552,980

($16,147)

(3)%

$5,542,469

$5,365,080

$177,389

3%

$5,365,080

$5,204,493

$5,648,863

($444,370)

(8)%

$2,557,152

$2,590,249

$33,097

1%

$2,590,249

$2,577,969

$2,638,146

$60,177

2%

$231,129

$296,634

$65,505

22%

$296,634

$271,204

$299,674

$28,470

10%

United Way

Revenue
Program Service Revenue
Investment Revenue
Other Revenue
Total Revenue

Special Events

Net Special Events

Total Public Support and Revenue

Expenses
Personnel Costs
Salaries
Employee Benefits

$256,257

$250,679

($5,578)

(2)%

$250,679

$248,972

$249,579

$607

0%

$3,044,538

$3,137,562

$93,024

3%

$3,137,562

$3,098,145

$3,187,399

$89,254

3%

$1,230,343

$1,236,925

$6,582

1%

$1,236,925

$1,380,656

$1,359,590

($21,066)

(2)%

Supplies

$292,945

$303,369

$10,424

3%

$303,369

$280,529

$302,774

$22,245

7%

Program Services

$221,156

$167,650

($53,506)

(32)%

$167,650

$198,179

$160,600

($37,579)

(23)%

Transportation Expense

$218,887

$191,210

($27,677)

(14)%

$191,210

$179,255

$186,922

$7,667

4%

Professional Fees

$108,542

$62,370

($46,172)

(74)%

$62,370

$23,167

$15,850

($7,317)

(46)%

Contract Services

$162,828

$144,120

($18,708)

(13)%

$144,120

$106,141

$89,904

($16,237)

(18)%

Information Technolgy

$85,137

$86,779

$1,642

2%

$86,779

$101,672

$93,600

($8,072)

(9)%

Equipment Expense

$36,932

$22,885

($14,047)

(61)%

$22,885

$15,354

$22,740

$7,386

32%

Training, Travel & Meetings

$50,439

$39,000

($11,439)

(29)%

$39,000

$43,180

$39,000

($4,180)

(11)%

Other Expenses

$78,124

$73,958

($4,166)

(6)%

$73,958

$71,288

$186,098

$114,810

62%

$2,485,333

$2,328,266

($157,067)

(7)%

$2,328,266

$2,399,421

$2,457,078

$57,657

2%

$5,529,872

$5,465,828

($64,044)

(1)%

$5,465,828

$5,497,566

$5,644,477

$146,911

3%

$12,598

($100,748)

$113,346

113%

($100,748)

($293,073)

$4,386

($297,459)

(6,782)%

Payroll Taxes & Expense

Total Personnel Costs

Operating Costs
Occupancy Expense

Total Operating Costs

Total Expenses

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.

Boys & Girls Clubs of Tampa Bay, Inc.

Balance Sheet

4/9/2013 01:57:39 PM

Page 1

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
Cash & Cash Equivalents

$571,818

$34,577

Accounts Receivable

$280,022

Due From BGCTB Foundation

$513,690

Pledges Receivable - Current

Investments - Short Term
Prepaid Expenses
Total Current Assets

$662,322

$18,272

$1,286,989

$1,716,283

$0

$0

$0

$280,022

$92,289

$0

$238,000

$0

$751,690

$566,797

$66,485

$0

$44,836

$0

$111,321

$94,886

$0

$1,132,292

$287,708

$0

$1,420,000

$1,180,000

$96,013

$0

$0

$0

$96,013

$170,952

$1,528,027

$1,166,869

$1,232,865

$18,272

$3,946,034

$3,821,207

Non Current Assets

Investments

$0

$0

$0

$646,527

$646,527

$644,611

Land, Property and Equipment

$0

$7,460,546

$0

$0

$7,460,546

$7,869,724

Long Term Pledges Receivable

$0

$0

$81,130

$0

$81,130

$15,445

Other Assets
Total Non Current Assets

Total Assets

$3,770

$0

$82,561

$0

$86,331

$79,790

$3,770

$7,460,546

$163,691

$646,527

$8,274,534

$8,609,569

$1,531,797

$8,627,416

$1,396,556

$664,798

$12,220,568

$12,430,776

$53,462

$0

$0

$0

$53,462

$28,351

$233,809

$0

$0

$0

$233,809

$224,167

$49,268

$0

$0

$0

$49,268

$0

$13,901

$0

$0

$0

$13,901

$14,210

$350,440

$0

$0

$0

$350,440

$266,728

Liabilities and Net Assets

Liabilities
Current Liabilities
Accounts Payable
Accrued Salaries & Benefits Payable
Due to BGCTB Foundation
Other Current Liabilities
Total Current Liabilities

Boys & Girls Clubs of Tampa Bay, Inc.

Balance Sheet

4/9/2013 1:57:39PM

Page 2

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
Deferred Revenue

$6,877

$0

$0

$0

$6,877

$13,225

Total Other Liabilities

$6,877

$0

$0

$0

$6,877

$13,225

$357,317

$0

$0

$0

$357,317

$279,953

Net Assets

$1,723,109

$6,693,935

$2,744,328

$701,879

$11,863,251

$12,150,823

Total Net Assets

$1,723,109

$6,693,935

$2,744,328

$701,879

$11,863,251

$12,150,823

($548,628)

$1,933,480

($1,347,772)

($37,080)

$0

$0

($548,628)

$1,933,480

($1,347,772)

($37,080)

$0

$0

$1,174,480

$8,627,416

$1,396,556

$664,798

$11,863,251

$12,150,823

$1,531,797

$8,627,416

$1,396,556

$664,798

$12,220,568

$12,430,776

Total Liabilities

Net Assets
Net Assets

Transfers
Transfers
Total Net Asset Transfers

Total Net Assets

Total Liabilities and Net Assets

Boys & Girls Clubs of Tampa Bay, Inc.

Statement of Revenues & Expenses
With Comparison to Budget & Last Year - Unaudited

Actual
1/1/2013
To
2/28/2013
Revenue
Public Support
United Way & Combined Campaigns
Contributions
Fees & Grants
Total Public Support
Revenue
Program Service Revenue
Other Revenue
Total Revenue
Special Events
Special Event Revenue
Special Event Expenses
Net Special Events
Total Public Support and Revenue
Expenses
Personnel Costs
Salaries
Employee Benefits
Payroll Taxes
Other Employee Costs
Total Personnel Costs

Year To Date
Budget
1/1/2013
Variance
To
Favorable Variance
2/28/2013 (Unfavorable)
%

Total 2013
Annual
Budget

Actual
1/1/2012
To
2/29/2012

Last Year
Budget
1/1/2012
Variance
To
Favorable Variance
2/29/2012 (Unfavorable)
%

138,216
163,432
366,997
668,645

143,000
175,000
350,000
668,000

(4,784)
(11,568)
16,997
645

-3%
-7%
5%
0%

860,000
1,643,000
1,910,000
4,413,000

144,140
442,456
274,410
861,006

136,700
477,516
375,432
989,648

7,440
(35,060)
(101,021)
(128,641)

5%
-7%
-27%
-13%

38,241
4,183
42,424

40,000
4,500
44,500

(1,759)
(317)
(2,076)

-4%
-7%
-5%

410,000
27,000
437,000

56,298
6,277
62,575

58,965
3,360
62,325

(2,667)
2,917
251

-5%
87%
0%

295,647
(3,970)
291,677

275,000
(7,500)
267,500

20,647
3,530
24,177

8%
-47%
9%

650,000
(97,000)
553,000

272,302
(3,174)
269,128

320,000
(3,600)
316,400

(47,698)
426
(47,272)

-15%
12%
-15%

1,002,747

980,000

22,747

2%

5,403,000

1,192,710

1,368,372

(175,663)

-13%

339,652
40,820
25,183
10,825
416,480

346,000
42,000
26,500
10,800
425,300

(6,348)
(1,180)
(1,317)
25
(8,820)

-2%
-3%
-5%
0%
-2%

2,600,000
253,000
210,000
65,000
3,128,000

346,958
45,610
25,356
15,387
433,311

361,810
47,714
27,810
6,222
443,556

14,852
2,104
2,454
(9,165)
10,244

4%
4%
9%
-147%
2%

Boys & Girls Clubs of Tampa Bay, Inc.

Statement of Revenues & Expenses
With Comparison to Budget & Last Year - Unaudited

Actual
1/1/2013
To
2/28/2013
Operating Costs
Professional Fees
Contract Services
Supplies
Information Technolgy
Occupancy Expense
Equipment Expense
Printing & Postage
Transportation Expense
Training, Travel & Meetings
Program Services
Other Expenses
Total Operating Costs

Year To Date
Budget
1/1/2013
Variance
To
Favorable Variance
2/28/2013 (Unfavorable)
%

Total 2013
Annual
Budget

Actual
1/1/2012
To
2/29/2012

Last Year
Budget
1/1/2012
Variance
To
Favorable Variance
2/29/2012 (Unfavorable)
%

8,383
5,184
38,763
13,596
184,603
6,564
1,285
33,883
8,195
29,013
5,124
334,594

15,000
5,000
40,000
12,000
190,000
6,000
1,500
35,000
7,500
30,000
6,000
348,000

(6,617)
184
(1,237)
1,596
(5,397)
564
(215)
(1,117)
695
(987)
(876)
(13,406)

-44%
4%
-3%
13%
-3%
9%
-14%
-3%
9%
-3%
-15%
-4%

108,000
131,000
296,000
84,000
1,248,000
35,500
16,500
216,300
45,000
185,000
69,400
2,434,700

18,358
5,434
50,825
12,040
196,731
6,982
2,129
27,830
7,226
34,518
10,060
372,133

16,244
8,520
47,435
16,563
194,042
2,445
2,141
27,233
6,500
26,383
5,485
352,993

(2,114)
3,086
(3,390)
4,523
(2,689)
(4,537)
12
(596)
(726)
(8,135)
(4,575)
(19,141)

-13%
36%
-7%
27%
-1%
-186%
1%
-2%
-11%
-31%
-83%
-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%