BOARD OF DIRECTORS

STEINBRENNER FAMILY WEST TAMPA CLUB

January 10, 2013

Agenda
1. Welcome Members & Guests......Greg Hearing, Chairman
a. Brian Robinson, Florida Central Credit Union
b. Collin Jotham, Mercer
c. Rick Alvarez, West Tampa Board
2. Consent Items
a. November 15, 2012 Meeting Minutes (Attachment 1)
b. November, 2012 Financial Report (Attachment 2)
3. Great Futures BreakfastVic Holcomb
4. Resource Development Strategy.............. Koni Cassini
a. Year End Report..Cassandra Thomas
b. Yankees LuncheonBrenda Browning
5. Strengthening the Board.....Scott Jacobsen
a. Commitments
b. Calendar
c. Conflict of Interest
6. Club Safety..Chris Letsos
7. Community Relations.....Ricky Gallon
8. Presidents Report.........Brad Baumgardner
a. Nuccio-Freddie Solomon Boys & Girls Club
9. New Business
10. Announcements
11. Adjourn
Notes:
________________________________________________________________________
________________________________________________________________________

Great Futures Start Here!

BOYS & GIRLS CLUBS OF TAMPA BAY

NICK CAPITANO CLUB
NOVMEBER 15, 2012 | 12:00 PM
Members Present:
Manny Alvarez, Larry Bevis, Steve Carpenter, Koni Cassini, Adam Diasti, Lynn Dumais, Leo
Diaz, David Epstein, Dan Hevia, Joe Garcia, Luis Garcia, Oscar Horton, Scott Jacobsen, Lori
Liburdi, Karen Mincey, Phil Malcolm, Chris Roederer, Steve Shear, Ryan Skubis, Andrea
White.
Others Present:
Brad Baumgardner, Brenda Browning, Ricky Gallon, Chris Letsos, Debbie McCarthy,
Cassandra Thomas and guests Erin Meagher, Collin Jotham, Troy Kimbrough and E.C.
Williams.
Scott Jacobsen stepped in for Greg Hearing, who was out of town, called the meeting to order
at 12:10pm and welcomed guests, Erin Meagher, Collin Jotham, Troy Kimbrough and E.C.
Williams.
Leo Diaz presented a check to Scott Jacobson in the amount of $5,000 from the Tampa Bay
Sports Club. Scott thanked Leo for the continued support of the Sports Club.
Consent Items:
Minutes from the September 13, 2012 meeting and October 2012 Financial Report were
provided to the members for their review prior to the meeting. A Motion to approve the
Minutes and Financial Report was made by Joe Garcia, seconded by Larry Bevis. Motion
passed.
Investment Policies:
Larry Bevis provided a handout to the members and spoke about the Investment Policies. The
Investment Committee oversees 3 pools of money, the Foundation, Community Foundation
and Endowment. We control investments for the Foundation, we oversee, but dont control
the Community Foundation investments and the Endowment is required to be at the trust
company, where we give Northern Trust our recommendations on investments. Larry stated
that they are looking for 2 additional people to serve on the Investment Committee.
BP Oil Spill Funds:
Dan Hevia introduced Troy Kimbrough, who heads up the BP Oil Spill department. Troy
provided a handout to all the members to show what the program is about. She reviewed the
handout and stated that 80% of those that file, pass the test to get the funds. There is a
formula, depending on the zone the business is in, that determines the amount that you can
receive.
There was much discussion. The time period to file is April 2014 and there is $8 Billion in
funds. It was decided to table this issue and discuss at other board meetings.

Strengthening the Board

Scott Jacobsen reported that letters went out to board members on board dues and were
missing just a few of the dues. We have also been actively recruiting new board members and
introduced Collin Jotham and E.W. Williams, who are interested in joining us.

Development Report:
Cassandra Thomas reported that we have grossed close to $180K on the Steak Dinner and
thanked all the sponsors. Malcolm Pirnie Golf Tournament had 80 golfers in attendance and
brought in close to $14K.
On the Great Futures Breakfast, we have 87 tables filled.
However, we have not met our financial goal yet, we are at $50K so far.
Brenda Browning reported that table sales for the Yankees Luncheon is at $75K and General
Admission tickets will go on sale to the public on December 12th. We still have a couple of
$5K and $3.5K tables available.
Presidents Report
Brad Baumgardner reported on the East Pasco Empty Bowls event in Dade City for the
Lacoochee Club. We partnered with Feeding American and brought in over $20K. The
community came together to help our kids. Brad thanked Ryan Skubis and Robert Half
International for hosting another Christmas Party for 500 of our kids next month. There was
also a handout of other activities that are going on at our clubs.
Brad gave an update on the strategic meeting and thanked the board members that attended.
Creating Great Futures is a new tagline for us. We have 4 major themes that came out from
our meetings, one being Sustainable Fundraising. Our budget is $1.6 Million less than in
2006. We need help from board members in the fundraising. Safe Guarding Our Children,
our number one strategy. We need to make sure our kids our safe. Excellence in Leadership,
we want to make sure we have the right staff and we need to track our outcome on programs.
Partnerships will continue to be one of our strategies.
With no other business, Scott adjourned the meeting.

Brenda Browning, Recorder

_____________________________ ____________
Shelley Kolseth, Secretary
Date

Boys & Girls Clubs of Tampa Bay, Inc.

Memo
To:

Board of Directors

From:

Deborah McCarthy

Date:

January 8, 2012

Subject: November 2012 Financial Statements

Please find attached the revised Balance Sheet and Income Statement for the eleven
months ended November 30, 2012.
You will note that we have $185,000 Deficit which is over budget to date by $171,000.
This is consistent with our revised projections to end 2012 with approximately $195,000
which were discussed with the Finance Committee at length during the 2013 budfget
discussions. This continues to be due primarily to the shortfall in Total Public Support
and Revenue of $158,000.
As for the slight unfavorable variance in Total Expenses of $13,000, this is a
combination of a favorable variance in Total Personnel Costs of $110,000, offset by an
unfavorable variance of $123,000 in Total Operating Costs. The details of the overage
in Operating Costs is as follows:
Professional Fees
Overage is due primarily to the costs of a new website design and implementation and
training for the new website of $15,000.
Contract Services
Overage is 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.
Transportation Expense
Overage is due to unexpected repairs to buses resulting in a variance of $21,000. 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.

Boys & Girls Clubs of Tampa Bay, Inc.

Balance Sheet

1/8/2013 02:15:34 PM

Page 1

With Comparison to Last Year - Unaudited

Operating Fund
11/30/2012

Land & Bldg Fund

11/30/2012

Temporarily
Restricted Fund
11/30/2012

Endowment Fund
11/30/2012

Totals
11/30/2012

Totals
11/30/2011

Assets
Current Assets
Cash & Cash Equivalents

$627,156

$22,742

Accounts Receivable

$697,484
$0

Pledges Receivable - Current

$568,622

$12,101

$1,230,620

$1,722,594

$0

$0

$0

$697,484

$666,076

$0

$84,746

$0

$84,746

$61,166

$0

$937,715

$287,708

$0

$1,225,423

$1,226,024

$149,156

$0

$0

$0

$149,156

$277,521

$1,473,795

$960,457

$941,075

$12,101

$3,387,429

$3,953,381

Investments

$0

$0

$0

$611,033

$611,033

$617,233

Land, Property and Equipment

$0

$7,607,486

$0

$0

$7,607,486

$7,917,391

Long Term Pledges Receivable

$0

$0

$14,645

$0

$14,645

$51,403

$1,736

$0

$80,344

$0

$82,079

$76,122

$1,736

$7,607,486

$94,989

$611,033

$8,315,244

$8,662,149

$1,475,531

$8,567,943

$1,036,064

$623,135

$11,702,672

$12,615,531

$25,058

$0

$0

$0

$25,058

$76,567

$3,958

$0

$0

$0

$3,958

$1,713

$206,280

$0

$0

$0

$206,280

$211,073

$235,295

$0

$0

$0

$235,295

$289,353

Investments - Short Term

Prepaid Expenses
Total Current Assets

Non Current Assets

Other Assets
Total Non Current Assets

Total Assets

Liabilities and Net Assets

Liabilities
Current Liabilities
Accounts Payable
Payroll Withholdings Payable
Accrued Expenses Payable
Total Current Liabilities

Boys & Girls Clubs of Tampa Bay, Inc.

Balance Sheet

1/8/2013 2:15:34PM

Page 2

With Comparison to Last Year - Unaudited

Operating Fund
11/30/2012

Land & Bldg Fund

11/30/2012

Temporarily
Restricted Fund
11/30/2012

Endowment Fund
11/30/2012

Totals
11/30/2012

Totals
11/30/2011

Other Liabilities
Deferred Revenue
Due to BGCTB Foundation
Due to Others
Total Other Liabilities

Total Liabilities

$206,914

$0

$0

$0

$206,914

$177,912

$59,475

$0

$4,000

$0

$63,475

$0

$450

$0

$0

$0

$450

$0

$266,839

$0

$4,000

$0

$270,839

$177,912

$502,134

$0

$4,000

$0

$506,134

$467,265

Net Assets
Net Assets
Net Assets - Unrestricted Fund

$1,275,815

$0

$0

$0

$1,275,815

$1,879,419

Net Assets - Fixed Assets Fund

$0

$6,834,486

$0

$0

$6,834,486

$7,267,467

Net Assets - Temporarily Restricted Fund

$0

$0

$2,434,327

$0

$2,434,327

$2,338,556

Net Assets - Endowment Fund

$0

$0

$0

$660,215

$660,215

$662,823

$1,275,815

$6,834,486

$2,434,327

$660,215

$11,204,843

$12,148,266

Transfers To/From Unrestricted Fund

($203,023)

$1,733,457

($1,402,263)

($37,080)

$91,090

$0

Transfers To/From Fixed Assets Fund

($31,595)

$0

$0

$0

($31,595)

$0

Total Net Assets

Transfers

Transfers To/From Temporarily Restricted Fun

Total Net Asset Transfers

Total Net Assets

Total Liabilities and Net Assets

($67,800)

$0

$0

$0

($67,800)

$0

($302,418)

$1,733,457

($1,402,263)

($37,080)

($8,305)

$0

$973,396

$8,567,943

$1,032,064

$623,135

$11,196,538

$12,148,266

$1,475,531

$8,567,943

$1,036,064

$623,135

$11,702,672

$12,615,531

Boys & Girls Clubs of Tampa Bay, Inc.

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

Year To Date
Actual
1/1/2012
To
11/30/2012

Budget
1/1/2012
To
11/30/2012

Last Year

Variance
Favorable
(Unfavorable)

Variance
%

Total 2012
Annual
Budget

Actual
1/1/2011
To
11/30/2011

Budget
1/1/2011
To
11/30/2011

Variance
Favorable
(Unfavorable)

Variance
%

Revenue
Public Support
$768,456

$762,700

$5,756

1%

$832,000

$856,697

$843,500

$13,197

2%

Contributions

$1,338,740

$1,522,688

($183,948)

(12)%

$1,660,000

$1,582,218

$1,611,560

($29,342)

(2)%

Fees & Grants

$1,809,185

$1,754,828

$54,358

3%

$1,885,950

$1,622,263

$1,596,425

$25,839

2%

Total Public Support

$3,916,381

$4,040,216

($123,835)

(3)%

$4,377,950

$4,061,179

$4,051,485

$9,694

0%

$407,302

$365,803

$41,499

11%

$387,650

$390,057

$426,250

($36,193)

(8)%

$1,146

$4,400

($3,254)

(74)%

$4,800

$9,139

$14,250

($5,111)

(36)%

United Way

Revenue
Program Service Revenue
Investment Revenue
Other Revenue
Total Revenue

$22,671

$20,570

$2,101

10%

$21,700

$13,191

$22,070

($8,879)

(40)%

$431,119

$390,773

$40,346

10%

$414,150

$412,387

$462,570

($50,183)

(11)%

Special Events
Special Event Revenue

$577,978

$634,750

($56,772)

(9)%

$634,750

$611,260

$608,250

$3,010

0%

Special Event Expenses

($79,108)

($61,770)

($17,338)

(28)%

($61,770)

($81,217)

($59,770)

($21,447)

(36)%

$498,871

$572,980

($74,109)

(13)%

$572,980

$530,042

$548,480

($18,438)

(3)%

$4,846,371

$5,003,969

($157,598)

(3)%

$5,365,080

$5,003,608

$5,062,535

($58,927)

(1)%

Net Special Events

Total Public Support and Revenue

Expenses
Personnel Costs
$2,320,033

$2,384,057

$64,024

3%

$2,590,249

$2,252,462

$2,337,036

$84,574

4%

Employee Benefits

$212,680

$273,977

$61,297

22%

$296,634

$259,624

$272,497

$12,873

5%

Payroll Taxes

$182,097

$191,394

$9,297

5%

$211,109

$174,914

$187,093

$12,179

7%

$61,491

$36,539

($24,952)

(68)%

$39,570

$40,939

$34,925

($6,014)

(17)%

$2,776,301

$2,885,967

$109,667

4%

$3,137,562

$2,727,940

$2,831,551

$103,612

4%

Professional Fees

$122,852

$111,408

($11,444)

(10)%

$119,090

$40,541

$41,062

$521

1%

Contract Services

$129,607

$86,200

($43,407)

(50)%

$87,400

$88,900

$59,760

($29,140)

(49)%

Salaries

Other Employee Costs

Total Personnel Costs

Operating Costs

1/8/2013

Page 1

Boys & Girls Clubs of Tampa Bay, Inc.

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

Year To Date
Actual
1/1/2012
To
11/30/2012

Supplies

$263,304

Budget
1/1/2012
To
11/30/2012

Last Year

Variance
Favorable
(Unfavorable)

Variance
%

$271,730

$8,426

3%

Total 2012
Annual
Budget

$303,369

Actual
1/1/2011
To
11/30/2011

$248,010

Budget
1/1/2011
To
11/30/2011

Variance
Favorable
(Unfavorable)

Variance
%

$274,086

$26,076

10%

$76,951

$80,597

$3,647

5%

$86,779

$92,167

$86,519

($5,648)

(7)%

$1,128,040

$1,133,854

$5,815

1%

$1,236,925

$1,220,687

$1,243,853

$23,166

2%

Equipment Expense

$31,232

$20,890

($10,342)

(50)%

$22,885

$15,007

$20,730

$5,723

28%

Printing & Postage

($7,054)

$12,242

$19,297

158%

$15,588

$13,940

$23,842

$9,902

42%

$196,932

$175,816

($21,116)

(12)%

$191,210

$164,759

$171,963

$7,204

4%

$49,101

$36,850

($12,251)

(33)%

$39,000

$35,877

$36,850

$973

3%

$202,437

$135,954

($66,483)

(49)%

$159,150

$175,757

$129,779

($45,979)

(35)%

Information Technolgy
Occupancy Expense

Transportation Expense
Staff Training
Program Services

$61,414

$66,240

$4,826

7%

$66,870

$54,237

$60,710

$6,473

11%

$2,254,815

$2,131,782

($123,033)

(6)%

$2,328,266

$2,149,881

$2,149,153

($727)

0%

Total Expenses

$5,031,116

$5,017,749

($13,366)

0%

$5,465,828

$4,877,821

$4,980,705

$102,884

2%

NET SURPLUS/(DEFICIT)

($184,745)

($13,781)

($170,964)

(1,241)%

($100,748)

$125,787

$81,830

$43,957

54%

Other Expenses
Total Operating Costs

1/8/2013

Page 2