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EXECUTIVE COMMITTEE MEETING August 8, 2013 Steinbrenner West Tampa Unit 1301 North Boulevard | 11:15 am AGENDA 1.

Welcome Members.........Greg Hearing a. Dan Gorda, 13 Ugly Men Foundation Check 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 Holcomb 4. Board Development..Scott Jacobsen 5. Reports a. Community Relations.....................Ricky Gallon b. Development......Cassandra Thomas Steak Dinner c. Pasco County/Grants....................................Chris Letsos 6. Presidents Report...Brad Baumgardner 7. Executive Session 8. Adjorn Notes: ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________

BOYS & GIRLS CLUBS OF TAMPA BAY EXECUTIVE COMMITTEE MEETING MINUTES STEINBRENNER METRO OFFICE June 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 Lovejoy with 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 their review 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 draft was found to be correct. On the required schedule, everything on the financial statement had no significant deficiencies, no issues of non-compliance, no findings in major federal programs and we are a low risk for auditing. Rick pointed out several pages and highlighted various items on the benchmark report. Deborah McCarthy stated than Dan Hevia was unable to attend today, but recommends to the board, to accept the financials as presented today, subject to final approval. Scott made a Motion to approve, Oscar second, Motion passed. Shelley commended Rick on such a good presentation. Great Futures Breakfast: Vic Holcomb reported that the Great Futures Breakfast will be held at the Forum but we are waiting for the hockey schedule to come out in July before we will have a date. There is a possibility of having Desmond Howard as our speaker. We are calling on five to six board members to become team ambassadors for this event. So far, Luis and Leo Diaz have stepped up. AVI SPL has agreed to give us a 75% discount on the AV package for the event. Board Development: Scott Jacobsen reported that Father Dennis stepped off the board and in his place recommended Father Steve Ryan from Mary Help to serve on the corporate board. Joe Garcia stated that he is well qualified. Scott made a Motion to approve, Chris second, Motion passed.

Executive Committee Meeting June 13, 2013 Page Two Presidents Report: Brad Baumgardner thanked the auditors for their report and information. He reported on the meeting we 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 have consistent procedures in place in all the clubs. BGCA talked about creating a safety culture, how to train our staff to be nosey to find out about our kids. They stated we need to bring in our partners and talk 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 at several of our clubs and gave suggestions on things we should do. We should have cameras at all the clubs, 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 (copy attached). 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 that hasnt 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 on how our history of only fixing things once broken, not doing maintenance. Oscar stated that the buses are maintained and noted we should reassess what we already have in transportation and our future needs. Brad stated we only own 4 building so we have built in maintenance at the facilities that are owned by city or county. After much discussion, a Motion was made by Chris Roederer to approve the Operational Revenue for the 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 Capitano that turned out to be an educational event. Brandon Robotics had volunteers come out to the club and did a special video. Development Report: Cassandra Thomas showed a video on the State Bag Drop on May 17th at Belmont Heights, where 100 of our kids received a new back pack. West Tampa held its annual Hall of Fame event on June 1st. Ricky Gallon and Peaches Clark were honored. The Arcadis Golf Tournament is schedule for November 8th. We would like to move the Steak Dinner to earlier in the year but that has not been determined yet. Hope to have some news soon. The company prospect list was completed and 56 companies were selected. The next step will be having Brad or Cassandra contact the board members regarding the companies they selected. A new program was starting for the summer, Food For Thought. Beginning June 26th and 27th, we will have club tours and lunch for our board members and their guests. We will do this every Wednesday at West Tampa & every Thursday at Nick Capitano throughout the summer. This is a good way to introduce BGC to new people. Cassandra will be sending out an email in which members can reply.

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. We started 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 this program 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, with the new square footage, that will change to 95 kids. Chris hopes to grandfather some of the clubs into the current rule. Before closing the meeting, Vic recognized Brad. Brad gave names and information of Foundation nominees, Marc Jacobson, Carlos Menendez, Sabrina Aird and Tripp Welborne. After some discussion, 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

Boys & Girls Clubs of Tampa Bay, Inc. Memo


To: From: Date: Executive Committee Deborah McCarthy August 5, 2013

Subject: June 2013 Financial Statements

Please find attached the Balance Sheet and Statement of Revenues & Expenses for the six months ended June 30, 2013. You will notice that at the Finance Committee's suggestion, we have updated the format of the Statement of Revenues & 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 than to show the comparison of the 2012 actual to budget. We are currently ahead of budget by approximately $160,000. This is due to a savings in Total Expenses of $197,000 offset by a $36,000 shortage in Total Public Support and Revenue. The shortage in Total Public Support and Revenue is due primarily to the shortfall in Program Service Revenue of $72,000 and 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 are analyzing to see which clubs are affected by this trend. The savings in Total Expenses is almost equally shared by a $99,000 savings in Total Personnel Costs due to vacancies in staff positions and a $98,000 savings in Total Operating Costs due to efforts to control supply costs and savings in occupancy costs due to savings from the sale of the Interbay building. Of course, we will continue to monitor the financial condition of the organization each month and compare our results to plan for 2013. Please let me know if you have any questions or comments on the statements.

Thank you

7/28/2013 10:04:44 PM

Boys & Girls Clubs of Tampa Bay, Inc. Balance Sheet


With Comparison to Last Year - Unaudited

Page 1

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 Cash & Cash Equivalents Accounts Receivable Due From BGCTB Foundation Pledges Receivable - Current Investments - Short Term Prepaid Expenses Total Current Assets $462,313 $427,644 $713,544 $34,705 $0 $185,036 $1,823,242 $386,688 $0 $0 $0 $1,132,292 $0 $1,518,980 $587,634 $0 $0 $41,856 $287,708 $0 $917,198 $17,993 $0 $0 $0 $0 $0 $17,993 $1,454,629 $427,644 $713,544 $76,561 $1,420,000 $185,036 $4,277,413 $1,269,545 $247,295 $534,734 $94,341 $1,425,000 $166,894 $3,737,809

Non Current Assets Investments Land, Property and Equipment Long Term Pledges Receivable Other Assets Total Non Current Assets $0 $0 $0 $2,610 $2,610 $0 $6,903,032 $0 $0 $6,903,032 $0 $0 $83,560 $83,414 $166,974 $637,491 $0 $0 $0 $637,491 $637,491 $6,903,032 $83,560 $86,024 $7,710,108 $629,274 $7,759,442 $10,445 $80,383 $8,479,544

Total Assets

$1,825,852

$8,422,013

$1,084,172

$655,485

$11,987,521

$12,217,353

Liabilities and Net Assets Liabilities Current Liabilities Accounts Payable Accrued Salaries & Benefits Payable Due to BGCTB Foundation Other Current Liabilities Total Current Liabilities $169,188 $179,014 $62,268 $4,052 $414,522 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $169,188 $179,014 $62,268 $4,052 $414,522 $96,887 $166,963 $775 $4,938 $269,563

7/28/2013 10:04:44PM

Boys & Girls Clubs of Tampa Bay, Inc. Balance Sheet


With Comparison to Last Year - Unaudited

Page 2

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

Total Liabilities

$419,283

$0

$0

$0

$419,283

$280,672

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

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

Total Net Assets

$1,406,568

$8,422,013

$1,084,172

$655,485

$11,568,238

$11,936,680

Total Liabilities and Net Assets

$1,825,852

$8,422,013

$1,084,172

$655,485

$11,987,521

$12,217,353

Boys & Girls Clubs of Tampa Bay, Inc. Statement of Revenues & Expenses
With Comparison to Budget & Last Year Actual - Unaudited

Year To Date This Year Actual 1/1/2013 To 6/30/2013 Revenue Public Support United Way & Combined Campaigns Contributions Funds Released from Restriction Fees & Grants Total Public Support Revenue Program Service Revenue Investment 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 1,184,310 117,394 98,409 37,802 1,437,915 1,278,050 121,690 103,780 33,550 1,537,070 93,740 4,296 5,371 (4,252) 99,155 7.3% 3.5% 5.2% -12.7% 6.5% 2,600,000 253,000 210,000 65,000 3,128,000 409,717 (59,260) 350,457 2,653,481 411,600 (47,100) 364,500 2,689,270 (1,883) (12,160) (14,043) (35,789) -0.5% -25.8% -3.9% -1.3% 626,800 (73,800) 553,000 5,165,000 152,345 2,979 13,197 168,521 228,570 1,200 11,380 241,150 (76,225) 1,779 1,817 (72,629) -33.3% 148.2% 16.0% -30.1% 410,000 5,000 22,000 437,000 418,153 631,558 51,799 1,032,993 2,134,503 430,000 562,750 65,000 1,025,870 2,083,620 (11,847) 68,808 (13,201) 7,123 50,883 -2.8% 12.2% -20.3% 0.7% 2.4% 860,000 1,275,000 130,000 1,910,000 4,175,000 Budget 1/1/2013 To 6/30/2013 Variance Favorable (Unfavorable) Variance % Total 2013 Annual Budget Actual 1/1/2012 To 6/30/2012

Year To Date Last Year Variance Favorable (Unfavorable) Variance %

432,030 642,161 79,213 1,015,464 2,168,869

(13,877) (10,604) (27,415) 17,530 (34,365)

-3.2% -1.7% -34.6% 1.7% -1.6%

218,254 1,370 15,624 235,248

(65,909) 1,609 (2,427) (66,727)

-30.2% 117.5% -15.5% -28.4%

387,753 (55,605) 332,148 2,736,265

21,964 (3,655) 18,309 (82,784)

5.7% 6.6% 5.5% -3.0%

1,206,836 125,743 102,290 26,569 1,461,438

22,526 8,349 3,880 (11,233) 23,523

1.9% 6.6% 3.8% -42.3% 1.6%

Boys & Girls Clubs of Tampa Bay, Inc. Statement of Revenues & Expenses
With Comparison to Budget & Last Year Actual - Unaudited

Year To Date This Year Actual 1/1/2013 To 6/30/2013 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 Total Expenses NET SURPLUS/(DEFICIT) BEFORE BGCTB FUNDING BGCTB Funding Released from Restriction NET SURPLUS/(DEFICIT) AFTER BGCTB FUNDING 238,000 398,682 238,000 237,540 161,142 67.8% 238,000 (159,700) 40,480 19,078 139,153 39,942 576,845 18,537 6,031 90,332 25,095 78,943 20,449 1,054,883 2,492,799 160,682 21,500 45,330 164,850 42,000 609,365 20,750 8,250 108,790 22,425 85,200 24,200 1,152,660 2,689,730 (460) (18,980) 26,252 25,697 2,058 32,520 2,213 2,219 18,458 (2,670) 6,257 3,751 97,777 196,931 161,142 -88.3% 57.9% 15.6% 4.9% 5.3% 10.7% 26.9% 17.0% -11.9% 7.3% 15.5% 8.5% 7.3% -35030.9% 36,000 203,000 314,500 84,000 1,223,500 41,500 16,500 216,300 45,000 185,000 69,400 2,434,700 5,562,700 (397,700) Budget 1/1/2013 To 6/30/2013 Variance Favorable (Unfavorable) Variance % Total 2013 Annual Budget Actual 1/1/2012 To 6/30/2012

Year To Date Last Year Variance Favorable (Unfavorable) (11,604) 25,373 11,370 1,645 26,655 1,912 (529) 15,890 12,642 39,073 2,385 124,811 148,333 65,550 Variance % -40.2% 57.1% 7.6% 4.0% 4.4% 9.4% -9.6% 15.0% 33.5% 33.1% 10.4% 10.6% 5.6% 68.9%

28,876 44,451 150,523 41,587 603,499 20,449 5,502 106,222 37,737 118,016 22,833 1,179,694 2,641,132 95,132

258,000 353,132

(20,000) 45,550

-7.8% 12.9%

BGC Tampa Bay 2013-15


Capital Projects

Safety 2013
Security Cameras
AED Stations Security Lights

$3,500
$1,500 $1,500

14
16 4

$49,000
24,000 6,000 _______ $79,000

*additional lighting is being requested to be added to our city and county owned buildings.

Transportation
year 1999 2001 2004 Mileage 83400 81597 73682 repairs since 2010 $30,000 $25,000 $25,000

60 passenger bus 30 passenger bus 30 passenger bus

$100,000 50,000 50,000

2014 2015 2015

Technology
>New lab servers $1,700 17 $28,900
60,000

2014
2015

>New Servers for Admin office

$88,900

Facilities
Liberty pavilion gym 60 X 110
Air conditioners..Painting

$310,000
25,000 25,000 $360,000

2013
2014 2015

Capital expenses 2013


Safety Transportation Technology Facilities $310,000 $389,000 $79,000 $100,000 28,900 25,000 $153,900 $727,900 $100,000 60,000 25,000 $185,000

2014

2015