August 8th Meeting Info

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EXECUTIVE COMMITTEE MEETING

August 8, 2013

Steinbrenner West Tampa Unit1301 North Boulevard | 11:15 am

AGENDA

1. Welcome Members.........Greg Hearinga. Dan Gorda, 13 Ugly Men FoundationCheck Presentation

2. Consent Items (No discussion is planned unless requested)a. June 13, 2013 Meeting Minutes (Attachment 1)b. June 2013 Financials (Attachment 2)

3. Great Futures Breakfast..Vic Holcomb4. Board Development..Scott Jacobsen5. Reports

a. Community Relations.....................Ricky Gallonb. Development......Cassandra Thomas

Steak Dinner

c. Pasco County/Grants....................................Chris Letsos6.

Presidents Report...Brad Baumgardner

7. Executive Session


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BOYS & GIRLS CLUBS OF TAMPA BAY

EXECUTIVE COMMITTEE MEETING MINUTES

STEINBRENNER METRO OFFICEJune 13, 2013

Members Present:Joe Garcia, Luis Garcia, Eddie Gomez, Vic Holcomb, Oscar Horton, Scott Jacobsen, Shelley Kolseth,Don Smith, Chris Roederer.

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

Thomas. Guests Tom Haines, General Manager at Epicurean Hotel, Rick Reeder and Kim Lovejoywith Reeder & Associates.

Vic Holcomb conducted and called the meeting to order at 12:07 pm and introduced our guests.

Consent Items:Minutes from the April 11th meeting and the April Financials were provided to the members for theirreview prior to the meeting. A Motion to approve the minutes and financial report was made by Scott

Jacobsen. Motion passed.

Audit Update:Rick Reeder provided a draft of the audit to the members (copy attached). Rick reported that the draftwas found to be correct. On the required schedule, everything on the financial statement had nosignificant deficiencies, no issues of non-compliance, no findings in major federal programs and we area low risk for auditing. Rick pointed out several pages and highlighted various items on the benchmarkreport.

Deborah McCarthy stated than Dan Hevia was unable to attend today, but recommends to the board, toaccept the financials as presented today, subject to final approval. Scott made a Motion to approve,Oscar second Motion passed


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Executive Committee Meeting

June 13, 2013

Page Two

Presidents Report:Brad Baumgardner thanked the auditors for their report and information. He reported on the meetingwe had with BGCA Safety Issues here at the Metro office. The meetings had to do a lot with training.They suggested we have an intruder policy, to conduct drills in case of fire or bad weather and haveconsistent procedures in place in all the clubs. BGCA talked about creating a safety culture, how totrain our staff to be nosey to find out about our kids. They stated we need to bring in our partners andtalk about the safety of all our kids. They thanked us for doing level 2 background checks, and

suggested we have standardized questions when interviewing potential employees. They looked atseveral of our clubs and gave suggestions on things we should do. We should have cameras at all theclubs, the newer clubs do have them but need more lights at night.

Brad gave a power point presentation on capital improvements needed over the next three years (copyattached). Brad touched on additions in security at the Clubs, transportation, technology and facilities.Were looking at $730K over the next three years. We have about $1M in capital improvements thathasnt been used in the past 5 years so we have the resources to do all of these improvements.

Eddie suggested we hire a new staff person as a facilities & risk manager. There was discussion onhow our history of only fixing things once broken, not doing maintenance. Oscar stated that the busesare maintained and noted we should reassess what we already have in transportation and our futureneeds. Brad stated we only own 4 building so we have built in maintenance at the facilities that areowned by city or county.

After much discussion, a Motion was made by Chris Roederer to approve the Operational Revenue forthe next 3 years with an operational, annual review. Second was made by Don Smith. Motion passed.

Community Relations:

Ricky Gallon showed a slideshow of the events going on for our members: Deloitte Field Day at Nick


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Executive Committee Meeting

June 13, 2013

Page Three

Pasco County/Grants:Chris Letsos reported that our summer programs began and we are serving over 2K kids/day. Westarted the HYPE Program in 2007 and the State Alliance had decided to run the program state wide,thanks to the help of our delegation. We will receive a portion of the $9M being designated for thisprogram for Boys & Girls Clubs in the State of Florida.

Child Licensing has changed their square footage per child stature which will be a major issue for us.

It will affect our ability to serve our kids. Currently in Brandon we serve 120 kids, but this fall, withthe new square footage, that will change to 95 kids. Chris hopes to grandfather some of the clubs intothe current rule.

Before closing the meeting, Vic recognized Brad. Brad gave names and information of Foundationnominees, Marc Jacobson, Carlos Menendez, Sabrina Aird and Tripp Welborne. After somediscussion, Eddie made a Motion to approve the slate, Scott seconded. Motion passed.

Vic closed the meeting and an Executive Session was held.

Brenda Browning, Recorder

_____________________________ ____________

Shelley Kolseth, Secretary Date


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Boys & Girls Clubs of Tampa Bay, Inc.Memo

To: Executive Committee

From: Deborah McCarthy

Date: August 5, 2013

Subject: June 2013 Financial Statements

Please find attached the Balance Sheet and Statement of Revenues & Expensesfor the six months ended June 30, 2013. You will notice that at the FinanceCommittee's suggestion, we have updated the format of the Statement ofRevenues & Expenses to compare the current YTD results for 2013 with the

same YTD results for 2012 and to show the variance of the two years rather thanto show the comparison of the 2012 actual to budget.

We are currently ahead of budget by approximately $160,000. This is due to asavings in Total Expenses of $197,000 offset by a $36,000 shortage in TotalPublic Support and Revenue. The shortage in Total Public Support andRevenue is due primarily to the shortfall in Program Service Revenue of $72,000and is offset by the overage of $50,000 in Total Public Support. The shortage in

Program Service Revenue is due to a shortfall in Membership Dues which we areanalyzing to see which clubs are affected by this trend.


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Page 1Boys & Girls Clubs of Tampa Bay, Inc.7/28/2013 10:04:44 PM

Balance Sheet

With Comparison to Last Year - Unaudited

Operating Fund

6/30/2013

Land & Bldg Fund

6/30/2013

Temporarily

Restricted Fund

6/30/2013

Endowment Fund

6/30/2013

Totals

6/30/2013

Totals

6/30/2012

Assets

Current Assets

$462,313 $386,688 $587,634 $17,993 $1,454,629 $1,269,545Cash & Cash Equivalents

$427,644 $0 $0 $0 $427,644 $247,295Accounts Receivable

Due From BGCTB Foundation $713,544 $0 $0 $0 $713,544 $534,734

$34,705 $0 $41,856 $0 $76,561 $94,341Pledges Receivable - Current

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

$185,036 $0 $0 $0 $185,036 $166,894Prepaid Expenses

$1,823,242 $1,518,980 $917,198 $17,993 $4,277,413 $3,737,809Total Current Assets

Non Current Assets

$0 $0 $0 $637,491 $637,491 $629,274Investments

$0 $6,903,032 $0 $0 $6,903,032 $7,759,442Land, Property and Equipment

$0 $0 $83,560 $0 $83,560 $10,445Long Term Pledges Receivable

$2,610 $0 $83,414 $0 $86,024 $80,383Other Assets

$2,610 $6,903,032 $166,974 $637,491 $7,710,108 $8,479,544Total Non Current Assets

$1,825,852 $8,422,013 $1,084,172 $655,485 $11,987,521 $12,217,353Total Assets

Liabilities and Net Assets

Liabilities

Current Liabilities

$169,188 $0 $0 $0 $169,188 $96,887Accounts Payable

$179,014 $0 $0 $0 $179,014 $166,963Accrued Salaries & Benefits Payable

$62,268 $0 $0 $0 $62,268 $775Due to BGCTB Foundation

$4,052 $0 $0 $0 $4,052 $4,938Other Current Liabilities

$414,522 $0 $0 $0 $414,522 $269,563Total Current Liabilities


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Page 2Boys & Girls Clubs of Tampa Bay, Inc.7/28/2013 10:04:44PM

Balance Sheet

With Comparison to Last Year - Unaudited

Operating Fund

6/30/2013

Land & Bldg Fund

6/30/2013

Temporarily

Restricted Fund

6/30/2013

Endowment Fund

6/30/2013

Totals

6/30/2013

Totals

6/30/2012

Other Liabilities

$4,761 $0 $0 $0 $4,761 $11,109Deferred Revenue

$4,761 $0 $0 $0 $4,761 $11,109Total Other Liabilities

$419,283 $0 $0 $0 $419,283 $280,672Total Liabilities

Net Assets

Net Assets

$1,694,327 $8,117,794 $1,100,631 $655,485 $11,568,238 $11,936,680Net Assets

$1,694,327 $8,117,794 $1,100,631 $655,485 $11,568,238 $11,936,680Total Net Assets

Transfers

($287,759) $304,218 ($16,459) $0 $0 $0Transfers

($287,759) $304,218 ($16,459) $0 $0 $0Total Net Asset Transfers

$1,406,568 $8,422,013 $1,084,172 $655,485 $11,568,238 $11,936,680Total Net Assets

$1,825,852 $8,422,013 $1,084,172 $655,485 $11,987,521 $12,217,353Total Liabilities and Net Assets


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Boys & Girls Clubs of Tampa Bay, Inc.

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

Actual Budget Actual

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

To To Favorable Variance Annual To Favorable Variance

6/30/2013 6/30/2013 ( Unfavorable) % Budget 6/30/2012 ( Unfavorable) %

Revenue

Public Support

United Way & Combined Campaigns 418,153 430,000 (11,847) -2.8% 860,000 432,030 (13,877) -3.2%

Contributions 631,558 562,750 68,808 12.2% 1,275,000 642,161 (10,604) -1.7%

Funds Released from Restriction 51,799 65,000 (13,201) -20.3% 130,000 79,213 (27,415) -34.6%

Fees & Grants 1,032,993 1,025,870 7,123 0.7% 1,910,000 1,015,464 17,530 1.7%

Total Public Support 2,134,503 2,083,620 50,883 2.4% 4,175,000 2,168,869 (34,365) -1.6%

RevenueProgram Service Revenue 152,345 228,570 (76,225) -33.3% 410,000 218,254 (65,909) -30.2%

Investment Revenue 2,979 1,200 1,779 148.2% 5,000 1,370 1,609 117.5%

Other Revenue 13,197 11,380 1,817 16.0% 22,000 15,624 (2,427) -15.5%

Total Revenue 168,521 241,150 (72,629) -30.1% 437,000 235,248 (66,727) -28.4%

Special Events

Special Event Revenue 409,717 411,600 (1,883) -0.5% 626,800 387,753 21,964 5.7%

Special Event Expenses (59,260) (47,100) (12,160) -25.8% (73,800) (55,605) (3,655) 6.6%

Net Special Events 350,457 364,500 (14,043) -3.9% 553,000 332,148 18,309 5.5%

Total Public Support and Revenue 2,653,481 2,689,270 (35,789) -1.3% 5,165,000 2,736,265 (82,784) -3.0%

Expenses

Personnel Costs

Salaries 1,184,310 1,278,050 93,740 7.3% 2,600,000 1,206,836 22,526 1.9%

Employee Benefits 117,394 121,690 4,296 3.5% 253,000 125,743 8,349 6.6%

Payroll Taxes 98,409 103,780 5,371 5.2% 210,000 102,290 3,880 3.8%

Other Employee Costs 37,802 33,550 (4,252) -12.7% 65,000 26,569 (11,233) -42.3%

Total Personnel Costs 1,437,915 1,537,070 99,155 6.5% 3,128,000 1,461,438 23,523 1.6%

Year To Date This Year Year To Date Last Year


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Boys & Girls Clubs of Tampa Bay, Inc.

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

Actual Budget Actual

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

To To Favorable Variance Annual To Favorable Variance

6/30/2013 6/30/2013 ( Unfavorable) % Budget 6/30/2012 ( Unfavorable) %

Year To Date This Year Year To Date Last Year

Operating Costs

Professional Fees 40,480 21,500 (18,980) -88.3% 36,000 28,876 (11,604) -40.2%

Contract Services 19,078 45,330 26,252 57.9% 203,000 44,451 25,373 57.1%

Supplies 139,153 164,850 25,697 15.6% 314,500 150,523 11,370 7.6%

Information Technolgy 39,942 42,000 2,058 4.9% 84,000 41,587 1,645 4.0%

Occupancy Expense 576,845 609,365 32,520 5.3% 1,223,500 603,499 26,655 4.4%

Equipment Expense 18,537 20,750 2,213 10.7% 41,500 20,449 1,912 9.4%

Printing & Postage 6,031 8,250 2,219 26.9% 16,500 5,502 (529) -9.6%

Transportation Expense 90,332 108,790 18,458 17.0% 216,300 106,222 15,890 15.0%Training, Travel & Meetings 25,095 22,425 (2,670) -11.9% 45,000 37,737 12,642 33.5%

Program Services 78,943 85,200 6,257 7.3% 185,000 118,016 39,073 33.1%

Other Expenses 20,449 24,200 3,751 15.5% 69,400 22,833 2,385 10.4%

Total Operating Costs 1,054,883 1,152,660 97,777 8.5% 2,434,700 1,179,694 124,811 10.6%

Total Expenses 2,492,799 2,689,730 196,931 7.3% 5,562,700 2,641,132 148,333 5.6%

NET SURPLUS/(DEFICIT) BEFORE 160,682 (460) 161,142 -35030.9% (397,700) 95,132 65,550 68.9%

BGCTB FUNDING

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

NET SURPLUS/(DEFICIT) AFTER 398,682 237,540 161,142 67.8% (159,700) 353,132 45,550 12.9%

BGCTB FUNDING


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BGC Tampa Bay

2013-15Capital Projects


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Safety

2013

Security Cameras $3,500 14 $49,000

AED Stations $1,500 16 24,000

Security Lights $1,500 4 6,000

_______

$79,000

*additional lighting is being requested to be added to our

city and county owned buildings.


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Transportation

year Mileage repairs since 2010

1999 83400 $30,000

2001 81597 $25,000

2004 73682 $25,000

60 passenger bus $100,000 2014

30 passenger bus 50,000 201530 passenger bus 50,000 2015


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Technology

>New lab servers $1,700 17 $28,900 2014

>New Servers for Admin office 60,000 2015

$88,900


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Facilities

Liberty pavilion gym 60 X 110 $310,000 2013

Air conditioners..Painting 25,000 2014

25,000 2015

$360,000


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Capital expenses

2013 2014 2015

Safety $79,000

Transportation $100,000 $100,000

Technology 28,900 60,000

Facilities $310,000 25,000 25,000

$389,000 $153,900 $185,000

$727,900

Documents

August 8th Meeting Info