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02 Breakfast Optimist Request BREAKFAST OPTIMIST CLUB Paris, Texas Michael E. Malone Paris City Manager P. O. Box 9037 Paris, Texas 75461-9037 Dear Mr. Malone The Breakfast Optimist Club wants to thank the City of Paris for the 28 years of financial support with the electricity for Woodall Fields at Charles Taylor Youth Complex. With your support of ours and other youth programs in the city, the youth of Paris and Lamar County have great programs and facilities for youth sports. Your support has helped expand the original baseball complex from two fields to the present seven. The program has grown from 200 to 850 kids that play in the program. We are very proud to say that WE HAVE NEVER TURNED A CHILD AWAY that wanted to play baseball. The facility is something that the City of Paris and Lamar County can be very proud to have. It is one of the best youth complexes in North East Texas. We continue each year to upgrade the facilities to make them even better. This past year we added a new a baseball field for 7 and 8 year olds, a new batting cage, a new pavilion for family use, new sidewalks and asphalted part of the parking area. The total amount spent on additions and improvements was over $86,000. We continue to plan for needed upkeep and improvements. We need to remodel the restrooms, build sidewalks for handicap access, repair and widen the access road into the facility, continue to pave the remainder of the parking lot, and buy land to build an emergency access road out of the facility. These projects are estimated to cost over $250,000. Our program does not have any paid employees. There are 35 Breakfast Optimist members who work approximately 12,700 volunteer hours per year. Our committed expenses for the fiscal year that will end September 30, 2003 will be $1,395 more than the revenue that has been generated. The 2004 budgeted operational expenses are project to be $13,350 more than the projected revenue. Unless revenue exceeds our projections, some of the improvements will have to be moved into future ~earS. The City of Paris can buy electricity at a much cheaper rate than can the Breakfast Optimist Club. Therefore, the benefit to the Breakfast Optimist Club is much greater Lamar County for contributions toward the cost of electricity. If approved, the Breakfast Optimist will give those contributions to the City of Paris towards the cost of electricity. Again, we want to thank you. For 28 years the City of Paris has been a part of building a very successful youth baseball comple~cand program. We hope that this partnership will continue and the Breakfast Optimist Club pledges that it will continue to build a better ' program for our youth and improve the facilities at Charles Taylor Youth Complex at Woodall Fields Sincerely, PARIS BREAKFAST OPTIMIST Proposed budget for 2004 Expected Revenue Annual Optimist Auction $24,000 Concession Stand Revenue $54,000 Baseball Player Registration $26,500 Sponsorship Sign Sales ,~ $23,000 Fund Raising and Charitable Contributions $15,500 Team Sponsorship $10,500 Baseball Picture Allowance $2,500 Optimist Membership Dues $1,900 Baseball Carnival Booth Revenues $2,500 TOTAL PROPOSED REVENUE $160.400 Projected Expenses Infrastructure Maintenance Maintenance on Fields and Equipment. Bldg. $3,200 Entrance Road Maintenance $2,500 Parking Lot Maintenance $2,500 Ball Field Fence Maintenance $1,500 Field Sprinkler Maintenance $1,300 Batting Cage Net Replacement $800 Necessary Facility Improvements Restroom Upgrade $8,000 Sprinkler System $2,000 Facility Fencing/Security $4,000 Sidewalks/Handicap Access $10,000 General Overhead Expense Bookkeeping and Tax Services $1,200 Office and Registration Supplies, Operation Expense $2,500 (stamps, printing, copy paper, ads, etc.) Auction Expense $8,400 Optimist International Expenses, Fees. $3,300 Sponsorship of other City Youth Activities, Programs $1,500 Utilities $900 Baseball Program Expenses Baseball Equipment and Baseballs $13,000 Coaches Training, Certification. $100 Recognition Plaques, Trophies and Gifts $2,400 Insurance $12,000 Web Site Expenses $400 ~i Sign Expenses $4,600 Baseball Shirts and lettering Expenses $5,000 Fund Raising Expenses, Ticket Sales Prizes $2,500 Concession Stand expenses Labor $7,500 Equipment $1,500 Supplies $30,000 Purchase of Maintenance Equipment Tractor $2,300 Field Equipment $7,000 Contract Labor Ground Keepers Expense $5,800 Janitorial Expense $750 Scorekeepers ~ $4,200 Umpires $18,000 Other Charity $1,400 Annual Installation Banquet Expenses. Meals $1,700 Total General Expenses $173,750 NET GAIN I LOSS ($13,350) Proposed Improvements Coaches Training Room $15,000 Majors Field Upgrade $5,500 Parking Lot Stabilization $15,000 Total Upgrade and Improvement Expense $35,500 GAIN I LOSS WITH PROPOSED IMPROVEMENTS ($48.850~ BREAKFAST OPTIMIST CLUB Statement of Cash Receipts and Disbursements For the Period Ending August 17, 2003 J. TODD DUREN Certified Public Accountant Member of American Institute of Certified Public Accountants Texas Society of Certified Public Accountants September 3, 2003 ~ ~* To The Board of Directors ? - ~ Breakfast Optimist Club Paris, Texas We have compiled the accompanying statements of cash receipts and disbursements of the Breakfast Optimist Club for the eleven months ending August 17, 2003, in accordance with Statements on Standards for Accounting and Review Services issued by the American Institute of Certified Public Accountants. A compilation is limited to presenting in the form of financial statements information that is the representation of management. We have not audited or reviewed the accompanying statement of cash receipts and disbursements and, accordingly, do not express an opinion or any other form of assurance on it. J. Todd Duren Certified Public Accountant Phone: (903) 785-8389 · 1323 Lamar Avenue, Suite D · Paris, Texas 75460 · Fax: (903) 784-8635 Breakfast Optimist Club Statement of Cash Receipts and Disbursements For the Period Ending August 17, 2003 Cash Receipts: Auction Proceeds 8 26,838 Concessions 56 03.~ ~ Donations 14,250 Fund Raising 2,402 Interest ~ - 1:;863 Membership Dues 1 ~737 Pictures 2,500 Registration 27,709 Signs 26,335 Scoreboard Ads 7,700 Sponsorships 10,050 Ticket Sales 2,945 Tournaments 23,630 Other ' ,094 Total Cash Receipts 205,086 Cash Disbursments: Auction Expenses 6,778 Accounting Fees 1,075 Charity 1, t 60 Concession Expenses 35,039 Dues & Fees 3,208 Equipment Purchased 18,758 Gifts & Flowers 1.782 Groundskeeeers 5,402 Insurance 10,477 Janitorial Services 650 Maintenance and Improvements 62,320 Meals 1,174 Office Supplies & Postage 1,139 Registration Expenses 820 Scorekeepers 3,792 Sign & Ticket Expense 6,188 Tournament Expenses 14,665 Umpires 16,061 Utilities 711 Other 261 Total Cash Disbursements 191,460 Increase in Cash 13,626 Beginning Cash 99,529 Ending Cash (Note B) S 113.155 See accompanying notes and accountants' report. Breakfast Optimist Club Notes to Financial Statement For the Period Ending August 17, 2003 Note A: Summary of Significant Accounting Policies Nature of Activities The Breakfast Optimist Club is a nonprofit organization and "Friend of Youth" in Lamar County, Texas by providing a'n affordable baseball program for over 800 boys and girls ages 5-14, The Club also sponsors various projects at area schools. Basis of Accountina The accompanying financial statement has been prepared on the cash receipts and disbursements basis of accounting, which is a comprehensive basis of accounting other than generally accepted accounting principles. Under that basis, the only asset recognized is cash, and no liabilities are recognized. All transactions are recognized as either cash receipts or disbursments. Noncash transactions are not recognized in the financial statement. Note B: Cash The cash balance as of August 17, 2003, is composed of the following: Breakfast Optimist Club Account $ 60,082 Building & Ali-Star Fund 7,617 Ed Thomas Scholarship Fund - Restricted 26,835 Pee Wee Baseball of Paris 18,621 $ 113,155 The Ed Thomas scholarship account is restricted for scholarshi 3s only.