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EXECUTIVE COMMITTEE MEETING December 9, 2010 Steinbrenner Metro Service Center 1307 North MacDill Avenue

AGENDA

1. Welcome Members & Guests.…………

……………….……

……………

Lynn Dumais

a. Chris Roederer - Executive Vice President, Tampa General

2. Consent Items (No discussion is planned unless requested)

a. October 14, 2010 Meeting Minutes (Attachment 1)

b. November 2010 Financial Report (Attachment 2)

3. 2011 Budget…………………………………………………………………………….Luis Garcia

4. Strengthening the Board………………………………………… ………………….Scott Jacobsen

a. Vote on David Garbarino with BB&T for Corporate Board

b. Vote on Jim Dean with Busch Gardens for Corporate Board

5. New Business

6. Reports

Ricky Gallon

b. Development…….………………….……….……………….……Lisa-Perry Richardson

a. Community Relations

…….……………………………….……

c. Steak Dinner/Yankees Luncheon.…………………………………………

Chris

Harrell

d. Pasco County/Grants.……………………………………………………

….Chris

Letsos

7. President’s Report……………………………….

a. Foundation Report

b. Strategic Initiatives

8. Executive Session

9. Adjorn

Notes:

…….….………………Brad

Baumgardner

Impact . Hope. Opportunity.

BOYS & GIRLS CLUBS OF TAMPA BAY EXECUTIVE COMMITTEE MEETING MINUTES STEINBRENNER METRO OFFICE October 14, 2010

Members Present:

Steve Carpenter, Lynn Dumais, Joe Garcia, Luis Garcia, Eddie Gomez, Dan Hevia, Scott Jacobsen, Don Smith, Marc Spencer, Jerome Ryans.

Others Present:

Brad Baumgardner, Brenda Browning, Ricky Gallon, Chris Harrell, Chris Letsos, Lisa Richardson, Bill Ross, Vinny Tafuro.

Board Chair Lynn Dumais called the meeting to order at 12:09 p.m. and welcomes guest, Vinny Tafuro.

Consent Items:

Minutes of the August 12, 2010 and the September 2010 Financial Report were provided to the members for their review prior to the meeting. Motion to approve by Scott Jacobsen, second by Luis Garcia. Motion carried.

Reports:

Ricky Gallon report that from August to October, we have spoken to over 650 people via United Way/CFC/FSECC. He has spoken as 18 agencies so far. Today is United Way’s annual Day of Caring. We have several companies holding holiday events for your kids. Donatello’s invited 50 people to their restaurant on November 26 th for dinner. Derrick Brooks is having a Thanksgiving Give-Away. Robert Half is holding their Annual Christmas Party for 175 of our kids, 5 to 9 years old.

Ricky went to Washington DC for the Above the Influence Summit Campaign with 23 youth organizations from around the country, only 2 organizations from Florida attended.

Lisa Richardson gave the Benchmark Report. We are currently $12K ahead of budget with $19K coming in soon. We have 3 requests pending totaling $20,400. Conn Match is going well. Plant City and Brandon will each do a special year end appeal. We will purchase lists in those areas.

Vinny Tafuro spoke about Club Blue. The first event held at Lee Roy Selmon’s Restaurant had about 40 attendees, including Stylez White. Club Blue program has raised $810 through mixers and membership. November 9 th is a Lightning event.

Chris Harrell reported on Steak Dinner and we have raised $165K. There are 32 seats left for the event. St Pete Times will run 7 ads for us. Chris spoke about the raffle items

Board of Directors October 14, 2010 Page Two

we have this year. A flyer was given to all members with our various events that we have coming up.

Chris Letsos reported we received $700K on October 13 th . Brad thanked Chris for the great job he’s done. The 21 st Century Program starts on October 15 th . Janine Valentine, Dover Director was promoted to oversee the program.

Lynn spoke about the United Way meeting and that it went well.

President’s Report:

Brad Baumgardner spoke about the new business card sized marketing tool we have with information on the Boys & Girls Clubs. He spoke about the Foundation and that the Executive Committee approved the trustees and there needs to be from 3-15 members. On the Heritage Club, we currently have 19 members. Brad would like to hire Glenn Permuy, part time, to reach out to former board members. Brad reported that the Riverview Vote passed to have 3 years of operating funds before going any larger.

Strategy Initiatives:

The agenda for the October 22 and 23 rd Board Retreat was handed out. It will be a fun and educational event. Attendance is important.

Brad reported that Carl Lavender, President of Boys & Girls Clubs of the Suncoast will be retiring in January 2011.

There being no further business, Lynn closed the meeting at 12.54 pm.

Brenda Browning, Recorder

Shelley Kolseth, Secretary

Date

Memo

To:

Finance Committee

From: Bill Ross

Date: December 7, 2010

Subj:

November Financial Statements

Attached is a copy of the November Balance sheet and Income statement. We continue to be project a surplus for the year. Some donations have been reclassified and designated for Riverview construction $100,000 and a new bus $94,000. Additionally we are deferring a transfer from our own foundation until a later year because it is not needed.

Personnel costs are below plan due to vacancies and benefit savings.

Professional fees are higher than budget because we had to write off some architectural fees for plans that will not be used.

Other expenses are slightly below plan.

Attendance for November was at 75% of goal. November and December have a lot of full days because school is closed. Many kids do not come on those days.

Please let me know if you have any questions or comments on the statements.

Thank you.

12/7/2010 11:26:58 AM

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

Page 1

 

Operating

Land & Bldg

Restricted

Endowment

Totals

Totals

11/30/2010

11/30/2010

11/30/2010

11/30/2010

11/30/2010

11/30/2009

Assets Current Assets Cash & Cash Equivalents Grants Receivable Current Pledges Receivable Investments - Short Term Prepaid Expenses Total Current Assets

$1,507,154.65

$11,804.29

$289,705.02

$49,587.34

$1,858,251.30

$1,223,843.17

$250,255.12

$0.00

$0.00

$0.00

$250,255.12

$218,551.45

$0.00

$0.00

$156,710.64

$0.00

$156,710.64

$764,945.01

$0.00

$563,351.00

$1,260,000.00

$0.00

$1,823,351.00

$1,761,985.00

$280,035.61

$0.00

$0.00

$0.00

$280,035.61

$300,497.82

$2,037,445.38

$575,155.29

$1,706,415.66

$49,587.34

$4,368,603.67

$4,269,822.45

Non Current Assets Investments Land, Property and Equipment Long Term Pledges Receivable Other Assets Total Non Current Assets

$0.00

$0.00

$0.00

$597,590.29

$597,590.29

$569,893.44

$0.00

$7,091,324.48

$0.00

$0.00

$7,091,324.48

$7,260,450.76

$0.00

$0.00

$36,252.69

$0.00

$36,252.69

$40,299.38

$175.00

$0.00

$71,675.22

$0.00

$71,850.22

$64,855.90

$175.00

$7,091,324.48

$107,927.91

$597,590.29

$7,797,017.68

$7,935,499.48

Total Assets

$2,037,620.38

$7,666,479.77

$1,814,343.57

$647,177.63

$12,165,621.35

$12,205,321.93

Liabilities and Net Assets Liabilities Current Liabilities Accounts Payable Payroll Benefits Payable Accrued Salaries Expense Accrued Pension Exp Accrued expenses

$66,069.67

$0.00

$0.00

$0.00

$66,069.67

$31,208.44

($1,185.67)

$0.00

$0.00

$0.00

($1,185.67)

$1,577.16

$90,855.90

$0.00

$0.00

$0.00

$90,855.90

$227,449.13

$98,587.14

$0.00

$0.00

$0.00

$98,587.14

$99,000.00

$3,346.74

$0.00

$0.00

$0.00

$3,346.74

$0.00

 

$136,660.00

$0.00

$0.00

$0.00

$136,660.00

$34,958.00

Deferred Revenue Total Current Liabilities

$394,333.78

$0.00

$0.00

$0.00

$394,333.78

$394,192.73

Total Liabilities

$394,333.78

$0.00

$0.00

$0.00

$394,333.78

$394,192.73

Net Assets Net Assets - UR - Operations Net Assets - UR - Fixed Assets Net Assets - TR - Other Net Assets - PR - Endowment Net Asset Transfers Transfers (To)/From UR - Operations Transfers (To)/From UR - Fixed Assets Transfers (To)/From TR - Other

$1,590,205.80

$0.00

$0.00

$0.00

$1,590,205.80

$625,567.47

$0.00

$7,616,570.65

$0.00

$0.00

$7,616,570.65

$7,698,095.05

$0.00

$0.00

$1,904,644.55

$0.00

$1,904,644.55

$2,867,779.80

$0.00

$0.00

$0.00

$659,866.57

$659,866.57

$619,686.88

$358,443.00

$49,909.12

($90,300.98)

($12,688.94)

$305,362.20

($3,004.06)

($131,630.09)

$0.00

$0.00

$0.00

($131,630.09)

($174,484.48)

($172,454.11)

$0.00

$0.00

$0.00

($172,454.11)

$171,401.11

 

($1,278.00)

$0.00

$0.00

$0.00

($1,278.00)

$6,087.43

Transfers (To)/From PR - Endowment Total Net Asset Transfers

$53,080.80

$49,909.12

($90,300.98)

($12,688.94)

$0.00

$0.00

Total Net Assets

$1,643,286.60

$7,666,479.77

$1,814,343.57

$647,177.63

$11,771,287.57

$11,811,129.20

Total Liabilities and Net Assets

$2,037,620.38

$7,666,479.77

$1,814,343.57

$647,177.63

$12,165,621.35

$12,205,321.93

Boys & Girls Clubs of Tampa Bay, Inc. Statement of Revenues & Expenses

With Comparison to Budget & Last Year

 

Year To Date

Last Year

Actual

Budget

1/1/2010

1/1/2010

Total 2010

1/1/2009

 

To

To

Variance

Var

Annual

To

Variance

Var

11/30/2010

11/30/2010

Fav/(Unfav)

%

Budget

11/30/2009

Fav/(Unfav)

%

Revenue Public Support Contributions Fees & Grants Total Public Support

$2,344,682

$2,539,025

($194,343)

(8)%

$2,800,000

$2,732,809

($388,126)

(14)%

$2,188,414

$2,163,405

$25,010

1%

$2,332,333

$1,501,334

$687,081

46%

$4,533,097

$4,702,430

($169,333)

(4)%

$5,132,333

$4,234,142

$298,954

7%

Revenues Program Service Revenues Investment Revenues Other Revenues Total Revenues

$443,687

$505,071

($61,384)

(12)%

$538,700

$483,563

($39,877)

(8)%

$15,662

$25,800

($10,138)

(39)%

$27,900

$22,089

($6,427)

(29)%

$24,902

$19,080

$5,822

31%

$19,960

$21,973

$2,929

13%

$484,251

$549,951

($65,700)

(12)%

$586,560

$527,625

($43,375)

(8)%

Special Events Special Event Revenues Special Event Expenses Net Special Events

$561,701

$607,000

($45,299)

(7)%

$622,000

$646,392

($84,691)

(13)%

($61,003)

($69,925)

$8,922

13%

($75,000)

($79,656)

$18,653

23%

$500,698

$537,075

($36,377)

(7)%

$547,000

$566,736

($66,038)

(12)%

Total Public Support and Revenue

$5,518,046

$5,789,456

($271,410)

(5)%

$6,265,893

$5,328,504

$189,542

4%

Expenses Personnel Costs Professional Staff Salaries Benefits Payroll Taxes & Expense Total Personnel Costs

$2,127,455

$2,210,523

$83,068

4%

$2,561,485

$2,364,790

$237,335

10%

$262,869

$271,227

$8,358

3%

$290,698

$287,805

$24,935

9%

$189,373

$237,996

$48,622

20%

$274,222

$263,963

$74,589

28%

$2,579,698

$2,719,746

$140,048

5%

$3,126,405

$2,916,557

$336,859

12%

Operating Costs Professional Fees Non-Professional Contract Services Supplies Information Technolgy Occupancy Expense Equipment Expense Postage, Printing & Publications Transportation Expense Program Services Total Operating Costs

$77,963

$23,250

($54,713)

(235)%

$24,250

$18,500

($59,463)

(321)%

$391,374

$407,912

$16,538

4%

$440,904

$119,584

($271,790)

(227)%

$228,805

$270,749

$41,944

15%

$321,148

$248,963

$20,158

8%

$87,578

$76,577

($11,001)

(14)%

$83,195

$74,402

($13,177)

(18)%

$1,214,793

$1,240,002

$25,209

2%

$1,350,228

$1,261,085

$46,292

4%

$21,514

$22,655

$1,141

5%

$27,640

$15,964

($5,550)

(35)%

$22,865

$28,167

$5,303

19%

$32,713

$32,319

$9,454

29%

$183,411

$172,661

($10,750)

(6)%

$192,072

$171,918

($11,493)

(7)%

$207,584

$223,536

$15,953

7%

$363,600

$192,970

($14,613)

(8)%

$2,435,887

$2,465,509

$29,622

1%

$2,835,750

$2,135,705

($300,182)

(14)%

Total Expenses

$5,015,584

$5,185,255

$169,670

3%

$5,962,155

$5,052,262

$36,678

1%

NET SURPLUS/(DEFICIT)

$502,461

$604,201

($101,740)

(17)%

$303,738

$276,241

$226,220

82%

More detailed financial reports are available upon request to Bill Ross.

Boys & Girls Clubs of Tampa Bay, Inc.

2011 Proposed Budget

 

Actual

Actual

Actual

Projected

 

Budget

2007

2008

2009

2010

2011

Public Support and Revenue Contributions Public Sector

$

3,236,307

$ 3,154,064

$

2,963,975

$ 2,630,657

$ 2,912,000

$

1,999,325

$

1,707,988

$

1,560,065

$ 2,311,628

$ 1,694,033

Total Public Support Program Service Revenues Investment Revenues Miscellaneous Revenues

$ 5,235,632

$ 4,862,052

$

4,524,040

$ 4,942,285

$ 4,606,033

$

635,745

$

590,435

$

507,002

$

457,269

$

451,350

$

106,200

$

73,011

$

23,493

$

17,348

$

15,300

$

8,887

$

18,455

$

22,313

$

25,782

$

23,200

Total Revenues

$

750,832

$

681,901

$

552,808

$

500,399

$

489,850

Net Special Events

$

481,528

$

503,722

$

576,942

$

515,524

$

552,980

Total Public Support and Reven

$ 6,467,992

$ 6,047,675

$

5,653,790

$ 5,958,208

$ 5,648,863

Expenses Total Personnel Costs Total Professional Fees

$

3,501,682

$ 3,603,239

$

3,101,543

$ 3,025,435

$ 3,187,399

$

25,672

$

25,713

$

18,500

$

78,963

$

15,850

Total Non-Professional Cont $

122,130

$

150,303

$

123,328

$

424,366

$

89,904

Total Supplies

$

310,000

$

289,496

$

281,933

$

288,920

$

305,174

Total Information Technolgy $

91,151

$

74,837

$

85,398

$

95,795

$

93,600

Total Occupancy Expense Total Equipment Expense Total Postage, Printing & Pu

$

1,612,317

$

1,524,960

$

1,363,287

$ 1,322,498

$ 1,368,090

$

46,221

$

21,098

$

17,576

$

26,343

$

22,740

$

34,691

$

23,841

$

36,886

$

27,411

$

24,888

Total Transportation Expens $

221,718

$

206,697

$

185,647

$

200,823

$

186,922

Total Program Services Total Operating Costs

$

213,679

$

237,127

$

261,214

$

253,649

$

349,910

$

2,677,579

$ 2,554,072

$

2,373,769

$ 2,718,768

$ 2,457,078

Total Expenses

$ 6,179,261

$ 6,157,311

$

5,475,312

$ 5,744,203

$ 5,644,477

NET SURPLUS/(DEFICIT)

$

288,731

$

(109,636)

$

178,478

$

214,005

$

4,386

Budget Notes

Assumptions The 2011 budget is based on all existing clubs remaining open for the entire period . No new clubs are planned to be in operation.

Expenses The personnel cost are based on existing positions are rates No raises or bonuses are in the budget. Program Services includes a $100,000 reserve for unforeseen circustances. Depreciation is not included in Expenses

Boys & Girls Clubs of Tampa Bay 2011 Key Meeting Dates January 13, 2011 Bi-Monthly

Boys & Girls Clubs of Tampa Bay 2011 Key Meeting Dates

January 13, 2011

Bi-Monthly Board of Directors

February 3, 2011*

Executive Committee

March 10, 2011

Annual Board of Directors Dinner & Meeting

March 23, 2011

New York Yankees Luncheon

April 14, 2011

Executive Committee

May 12, 2011

Bi-Monthly Board of Directors

June 9, 2011

Executive Committee

July 14, 2011

Bi-Monthly Board of Directors

August 11, 2011

Executive Committee

September 8, 2011

Bi-Monthly Board of Directors

October 13, 2011

Executive Committee

November 10, 2011

Bi-Monthly Board of Directors

November, 2011

Steak Dinner ~ Busch Gardens

December 8, 2011

Executive Committee

2012 Meeting Dates

January 12, 2012

February 9, 2012

*Date change to Tuesday

Bi-Monthly Board of Directors

Executive Committee