EXECUTIVE COMMITTEE MEETING October 11, 2012 Steinbrenner Metro Service Center 1307 North MacDill Avenue AGENDA

1. Welcome Members & Guests..........Greg Hearing 2. Consent Items (No discussion is planned unless requested) a. August 9, 2012 Meeting Minutes (Attachment 1) b. September, 2012 Financial Report (Attachment 2) 3. Strategy Report a. Strengthening the Board......Scott Jacobsen 4. Reports a. Development/Marketing.......Cassandra Thomas Steak Dinner......................................................................................Marc Spencer Great Futures Breakfast......................................................................Vic Holcomb Yankees Luncheon..Brenda Browning b. Programs/Grants................................... . .Chris Letsos Blanchard Endowment 5. Presidents Report......Brad Baumgardner a. Visioning b. Strategy Development - October 26th c. BP 6. Executive Session a. Llaneza Trust 7. Adjorn

Notes: ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________

BOYS & GIRLS CLUBS OF TAMPA BAY EXECUTIVE COMMITTEE MEETING MINUTES STEINBRENNER METRO OFFICE August 9, 2012 Members Present: Karl Brandes, Steve Carpenter, Lynn Dumais, Joe Garcia, Luis Garcia, Eddie Gomez, Vic Holcomb, Scott Jacobsen, Shelley Kolseth, Ian MacKechnie, Chris Roederer, Don Smith. Others Present: Brad Baumgardner, Brenda Browning, Ricky Gallon, Chris Letsos, Debbie McCarthy, Cassandra Thomas, Glenn, Permuy and guest, Bob Blanchard. Chairman Greg Hearing called the meeting to order at 12:12 pm and welcomed Bob Blanchard, with our Lacoochee Unit Board. Consent Items: Minutes of the June 14, 2012 meeting and the July 2012 Financial Report were provided to the members for their review prior to the meeting. A Motion to approve the Minutes was made by Chris Roederer, second by Luis Garcia. Motion passed. A Motion was made by Vic Holcomb to approved the July Financial Report, second by Scott Jacobsen. Motion passed. Brad introduced Bob Blanchard, who has created an endowment fund for the Lacoochee Club new building. Brad stated that if it wasnt for Bob, the club wouldnt be there today. Lacoochee has some of the most needy kids that we serve. Bob stepped up and started a board in Lacoochee to make sure there would always be a club for the kids. Joe Garcia spoke that Bob was the Chairman of the Community Foundation some years ago. They have a challenge grant that will help Lacoochee. Bob Blanchard stated The Community Foundation will match 25% of what we raise for the endowment. Lacoochee is a very poor community and they need help. Lacoochee is one of the poorest places in Florida if not the poorest. The building will be a million dollar building, with a medical facility, Sheriffs Department, entertainment, a real 1st Class Building. Joe moved that the board sign up and support the Community Foundation and the Bob Blanchard Endowment. Lynn made a motion, motion passed. On September 27th at the Columbia Restaurant, there will be a kick-off for this endowment. Strategy Report: Scott Jacobsen stated there wasnt much to report except for a tour that he, Brad and Greg attended. Greg stated that Shawna Burkes with HSN, toured West Tampa and is very interested in joining the board. She would like to attend our September board meeting. Greg said she would be a good addition to the board.

Executive Committee Meeting August 9, 2012 Page Two Community Relations Report: Ricky Gallon reported on various events that have been going on and events to come for the clubs. On July 27th, the Tampa Yankees held Field of Dreams for our kids, with about 190 kids & family attending. One of our young members about 5 years old threw out the first pitch of the game. They sat behind the dugout and got autographs. A Salt Lake City Olympian torch bearer spoke to our kids at Webb Middle School. The Bucs and United Way teamed up for Lace It Up where 264 kids received some really cool sneakers and got to meet the players. We had 75 kids attend. On Monday, there will be a Book Give Away with Derrick Brooks at our Sulpher Springs unit with around 442 books for our youth from ages 5 to 15. Rickey reported that the Summer Team Program was a success. A couple of youth that attended spoke about their experience. Keshan is in 11th grade and attends Martin Luthur King High School. He liked working with the young kids and found it very interesting in dealing with kids. He learned how to work in a professional atmosphere, write a resume and how to dress among other things. Sierra attends Hillsborough High School in the class of 2014. This was her first summer at the club. She enjoyed how to write a resume and her favorite, writing the cover letter. She also found working with the kids very interesting. Greg commented that he met Keshan and was very impressed and thought he was a part of the organization. He was also impressed with Sierras skills also. Development Report: Cassandra provided a benchmark report to everyone with information on our upcoming events. Marc Spencer reported on Steak Dinner an announced that Jeremy Rosoda, an American Idol finalist, will be performing and Pam Iorio is out Community Hero. Cassandra set up a new feature, a VIP reception along with a new live auction item that is really exciting. The auction item is to experience seeing an actual surgery on one of the animals in the new hospital area. The VIP reception will be held by the new Animal Hospital. They hope Jeremy and Pam will be able to attend the VIP reception. Cassandra reported that, to date we have brought in $82K in sponsors. She spoke about the Stock Your Bar raffle item and asked board members to donate their favorite spirits. Shelley stated that Pam is now the interim President of the Childrens Board. Vic spoke about the Great Futures Breakfast on December 11th at the Tampa Bay Forum. A guest speaker has not yet been selected but they are working on it. They have 52 tables currently and need 85 and would like for this to be an annual event. Club Alums will be attending and giving their story. If you have not signed up, please do. There will be an ask and the media will be involved.

Executive Committee Meeting August 9, 2012 Page Three Brad said they are talking with the Veniks. The Lightning are impressed with the goal being 850 people. There will be pledge cards on the table. The goal is to double the donors to 1,400. Its not the amount that matters, we hope to have everyone that attends, to give something. We currently have 7 program ads. Greg stated if anyone has marketing dollars available, this would be a good event to buy Presidents Report: Brad Baumgardner reported that Chris Letsos is stuck in Cancun due to the Hurricane Ernesto. Webb Middle School has a huge mural with our logo in the middle. This is the first time our logo is in a school. Brad is meeting with Mary Ellen about how far we have come and the Interbay property. There will be a re-visioning meeting on September 28th then to follow up with a strategy development meeting on October 26th. It will be a smaller group for the re-visioning but he hopes everyone will participate in the strategy. Both meetings will go from noon to 4:00 pm. The Board will be receiving a survey and he asked they fill that out. All information will go to Lorriane Orr with BGCA. Brad also reported there may be an opportunity to receive a donation from the RNC. If anyone has connections, please let Brad know so we can get out projects in front of them. We want to complete kitchens in several of our clubs. We also have some capital projects wed like to complete. Lynn stated the Florida Area Council meeting is coming up in 2 weeks in Panama City. It will be very well attended and a good event. Almost every club in Florida has participants. Brad reported that the Governor vetoed the Child Care Funding cut. Brad went back to Tallahassee. Dr. Jarado is the interim director and her husband has worked with the Boys Club a long time. There is no way she would recommend cutting Child Care Funds for Boys & Girls Clubs. Brad thanked everyone and the Yankees, that helped us with their lobbyist on this and Will Weatherford went to see the governor personally to not cut these funds out. That put $250K back into serving our kids. We budgeted $100K deficit. Our staff is working hard and accomplishing a lot. We are at 98% capacity. Towards the end the of year, the board will have to help on how to reward the staff for their hard work. Greg closed the meeting at 1:02 pm. Brenda Browning, Recorder _____________________________ ____________ Shelley Kolseth, Secretary Date

Boys & Girls Clubs of Tampa Bay, Inc. Memo To: From: Date: Executive Committee Deborah McCarthy October 9, 2012

Subject: September 2012 Financial Statements

Please find attached the preliminary Balance Sheet and Income Statement for the nine months ended September 30, 2012. The Finance Committee met today and reviewed and approved these statements. We have a favorable variance to date of $23,629 in Total Revenue and $77,423 in Total Personnel Costs, offset by an unfavorable variance of $144, 688 in Total Operating Costs, resulting in an overall unfavorable variance of $43,636. This variance is expected to reverse as we enter the 4th quarter of the year and monthly budget estimates are smoothed out. 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 $13,090. Contract Services Overage is due to additional stipends for Summer Teen Youth Employment Services of $45,680. This was offset by additional funding received from Community Service Block Grants for this program. Information Technology Overage is due to $28,725 in new computer equipment and camera equipment purchased for the Image Makers Program that will be moved to Fixed Assets next month as these costs should be reported additional Capital and not Operating Expenses. Transportation Expense Overage is due to unexpected repairs to buses resulting in a variance of $20,142. Due to the nature of these expenses, it is difficult to anticipate certain repairs. Program Services We had $14,250 in overages in Scholarships to Youth due to additional funding received from the Conn Foundation for this purpose and $18,936 in overages in Youth Travel & Lodging which was due to the costs of hosting the 2012 State of Florida Youth of the Year Conference in Tampa. Since this event is self supporting, the revenue and expenses were not included in the 2012 budget. Please let me know if you have any questions or comments on the statements.

10/9/2012 01:19:18 PM

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

With Comparison to Last Year - Unaudited

Page 1

Operating Fund 9/30/2012

Land & Bldg Fund 9/30/2012

Temporarily Restricted Fund 9/30/2012

Endowment Fund 9/30/2012

Totals 9/30/2012

Totals 9/30/2011

Assets Current Assets Cash & Cash Equivalents Accounts Receivable Pledges Receivable - Current Investments - Short Term Prepaid Expenses Total Current Assets $175,074 $963,514 $0 $0 $137,503 $1,276,091 $22,742 $0 $0 $937,715 $0 $960,457 $569,472 $258,000 $84,796 $287,708 $0 $1,199,975 $12,101 $0 $0 $0 $0 $12,101 $779,389 $1,221,514 $84,796 $1,225,423 $137,503 $3,448,625 $1,492,882 $828,293 $54,291 $1,221,024 $315,372 $3,911,861

Non Current Assets Investments Land, Property and Equipment Long Term Pledges Receivable Other Assets Total Non Current Assets $0 $0 $0 $386 $386 $0 $7,639,856 $0 $0 $7,639,856 $0 $0 $14,445 $79,291 $93,736 $611,033 $0 $0 $0 $611,033 $611,033 $7,639,856 $14,445 $79,676 $8,345,011 $582,793 $7,804,121 $51,403 $76,122 $8,514,439

Total Assets

$1,276,477

$8,600,313

$1,293,711

$623,135

$11,793,636

$12,426,300

Liabilities and Net Assets Liabilities Current Liabilities Accounts Payable Payroll Withholdings Payable Accrued Expenses Payable Total Current Liabilities $12,837 $2,060 $193,280 $208,177 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $12,837 $2,060 $193,280 $208,177 $79,686 $261 $195,073 $275,020

10/9/2012 1:19:18PM

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

With Comparison to Last Year - Unaudited

Page 2

Operating Fund 9/30/2012

Land & Bldg Fund 9/30/2012

Temporarily Restricted Fund 9/30/2012

Endowment Fund 9/30/2012

Totals 9/30/2012

Totals 9/30/2011

Other Liabilities Deferred Revenue Due To BGCTB Foundation Total Other Liabilities $9,522 $12,425 $21,947 $0 $0 $0 $0 $0 $0 $0 $0 $0 $9,522 $12,425 $21,947 $118,470 $0 $118,470

Total Liabilities

$230,124

$0

$0

$0

$230,124

$393,490

Net Assets Net Assets Net Assets - Unrestricted Fund Net Assets - Fixed Assets Fund Net Assets - Temporarily Restricted Fund Net Assets - Endowment Fund Total Net Assets $1,224,540 $0 $0 $0 $1,224,540 $0 $6,903,050 $0 $0 $6,903,050 $0 $0 $2,760,127 $0 $2,760,127 $0 $0 $0 $660,215 $660,215 $1,224,540 $6,903,050 $2,760,127 $660,215 $11,547,933 $1,778,882 $7,321,226 $2,322,298 $618,709 $12,041,115

Transfers Transfers To/From Unrestricted Fund Total Net Asset Transfers ($178,187) ($178,187) $1,697,263 $1,697,263 ($1,466,416) ($1,466,416) ($37,080) ($37,080) $15,579 $15,579 ($8,305) ($8,305)

Total Net Assets

$1,046,353

$8,600,313

$1,293,711

$623,135

$11,563,512

$12,032,811

Total Liabilities and Net Assets

$1,276,477

$8,600,313

$1,293,711

$623,135

$11,793,636

$12,426,300

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 9/30/2012 Budget 1/1/2012 To 9/30/2012 Variance Favorable (Unfavorable) Total 2012 Annual Budget Actual 1/1/2011 To 9/30/2011

Last Year Budget 1/1/2011 To 9/30/2011 Variance Favorable (Unfavorable)

Variance %

Variance %

Revenue Public Support United Way Contributions Fees & Grants Total Public Support $630,566 $1,060,448 $1,357,314 $3,048,328 $624,100 $1,266,594 $1,293,994 $3,184,688 $6,466 ($206,146) $63,320 ($136,360) 1% (16)% 5% (4)% $832,000 $1,960,000 $1,585,950 $4,377,950 $716,110 $1,316,931 $1,400,542 $3,433,583 $706,500 $1,320,024 $1,395,539 $3,422,063 $9,610 ($3,093) $5,003 $11,520 1% 0% 0% 0%

Revenue Program Service Revenue Investment Revenue Other Revenue Total Revenue $365,327 $1,146 $19,134 $385,608 $311,280 $3,600 $17,770 $332,650 $54,047 ($2,454) $1,364 $52,958 17% (68)% 8% 16% $387,650 $4,800 $21,700 $414,150 $320,733 $8,055 $9,755 $338,542 $367,585 $11,850 $19,270 $398,705 ($46,852) ($3,795) ($9,515) ($60,163) (13)% (32)% (49)% (15)%

Special Events Special Event Revenue Special Event Expenses Net Special Events $511,278 ($54,417) $456,861 $393,750 ($43,920) $349,830 $117,528 ($10,497) $107,031 30% (24)% 31% $634,750 ($61,770) $572,980 $403,663 ($60,575) $343,088 $381,750 ($42,089) $339,661 $21,913 ($18,486) $3,427 6% (44)% 1%

Total Public Support and Revenue

$3,890,797

$3,867,168

$23,629

1%

$5,365,080

$4,115,213

$4,160,429

($45,216)

(1)%

Expenses Personnel Costs Salaries Employee Benefits Payroll Taxes Other Employee Costs Total Personnel Costs $1,858,770 $178,009 $146,415 $51,640 $2,234,834 $1,905,002 $224,163 $153,134 $29,958 $2,312,257 $46,232 $46,154 $6,719 ($21,682) $77,423 2% 21% 4% (72)% 3% $2,590,249 $296,634 $211,109 $39,570 $3,137,562 $1,879,077 $213,948 $147,619 $22,511 $2,263,156 $1,948,171 $224,043 $152,562 $28,741 $2,353,517 $69,093 $10,095 $4,943 $6,230 $90,362 4% 5% 3% 22% 4%

Operating Costs Professional Fees Contract Services $94,740 $140,976 $82,004 $97,840 ($12,736) ($43,136) (16)% (44)% $100,370 $106,120 $30,019 $102,340 $15,850 $73,108 ($14,169) ($29,232) (89)% (40)%

10/9/2012

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 9/30/2012 Budget 1/1/2012 To 9/30/2012 Variance Favorable (Unfavorable) Total 2012 Annual Budget Actual 1/1/2011 To 9/30/2011

Last Year Budget 1/1/2011 To 9/30/2011 Variance Favorable (Unfavorable)

Variance %

Variance %

Supplies Information Technolgy Occupancy Expense Equipment Expense Printing & Postage Transportation Expense Staff Training Program Services Other Expenses Total Operating Costs

$202,931 $88,907 $922,707 $25,680 $5,626 $158,366 $42,944 $159,217 $49,890 $1,891,983

$213,237 $67,634 $922,065 $16,895 $8,026 $142,677 $29,100 $117,461 $50,355 $1,747,294

$10,306 ($21,273) ($642) ($8,785) $2,400 ($15,688) ($13,844) ($41,756) $465 ($144,688)

5% (31)% 0% (52)% 30% (11)% (48)% (36)% 1% (8)%

$303,369 $86,779 $1,236,925 $22,885 $15,588 $191,210 $39,000 $159,150 $66,870 $2,328,266

$207,796 $78,074 $1,015,634 $11,602 $12,151 $132,371 $29,425 $156,215 $51,182 $1,826,808

$218,413 $71,836 $1,015,805 $16,505 $15,826 $137,672 $31,000 $116,681 $54,400 $1,767,096

$10,617 ($6,237) $171 $4,903 $3,675 $5,301 $1,575 ($39,535) $3,218 ($59,711)

5% (9)% 0% 30% 23% 4% 5% (34)% 6% (3)%

Total Expenses

$4,126,816

$4,059,551

($67,265)

(2)%

$5,465,828

$4,089,963

$4,120,613

$30,650

1%

NET SURPLUS/(DEFICIT)

($236,020)

($192,383)

($43,636)

(23)%

($100,748)

$25,250

$39,815

($14,565)

(37)%

10/9/2012

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