EXECUTIVE COMMITTEE MEETING

February 11, 2009

Steinbrenner Metro Service Center
1307 North MacDill Avenue

Agenda

1. Welcome and Introduction of Guests………………...……………….…………...Lynn Dumais

a. Youth of the Year Candidates (3 w/ 2 minutes each)
b. De’Anna Irizarry

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

a. December 10, 2009 Meeting Minutes (Attachment 1)
b. January 2010 Financial Report (Attachment 2)

3. Reports
a. Marketing and Communications…….……………………………………..Ricky Gallon
b. Development……………………….……….……………….……Lisa-Perry Richardson
c. Yankee Luncheon…………………………………………………………..Chris Harrell

4. Strategic Initiatives
a. Strengthening the Board…………………………………………………..Scott Jacobsen

5. New Business
a. Vote on new board member Jennifer Swindal

6. President’s Report……………………………….…..……….………………Brad Baumgardner

7. Executive Session

8. Adjourn

Notes:
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Impact, Hope & Opportunity

 BOYS & GIRLS CLUBS OF TAMPA BAY
EXECUTIVE COMMITTEE MEETING MINUTES
STEINBRENNER METRO OFFICE
December 10, 2009

Members Present:
Karl Brandes, Joe Garcia, Luis Garcia, Vic Holcomb, Ian MacKechnie, Don Smith.

Others Present:
Brad Baumgardner, Brenda Browning, Todd Cole, Ricky Gallon, Chris Harrell, Chris
Letsos, Lisa Richardson.

Chairman Holcomb called the meeting to order at 12:13 p.m.

Consent Items:
Minutes of the October 8, 2009 meeting and the November 2009 Financial Report were
provided to the members for their review prior to the meeting. Motion to approve by Joe
Garcia, second by Luis Garcia. Motion carried.

2010 Budget:
Luis Garcia reported that Bill Ross and Brad Baumgardner worked hard on the budget.
Plans are to get together in the middle of the year instead of third quarter to review. Luis
reported that we’re ahead of the budge this year with a positive number. We’ve made
incredible accomplishments since most places are cutting back. We look good for the
end of 2009. Motion to arrive the budget by Ian MacKechnie, second by Karl Brandes.
Motion carried.

Strategy Initiatives:
Todd Cole passed out a hand out to everyone with events going we. He touched on a
few. The director’s position in Plant City has been filled. USF and HART bus line shot a
video at West Tamp that will be shown on the big screen at the next USF game at
Raymond James. Our members were invited to onto the field and be recognized.
Members of Smart Girls attended the Miley Cyrus contact and were to meet her and get
autographs and pictures. Smart Girls also attended the NCAA semi final and final games,
2 of our girls were honorary captains.

Chris Letsos reported on the Parent Surveys of 6 questions and provided a handout to the
members. 77% of the households replied to the survey, 87% were good, 90% we were
good in child safety. They plan to have focus groups with parents. Bullying is a major
issue.
Board of Directors
October 8, 2009
Page Two

Ricky Gallon reported Donatello’s fed more than 100 of our families at Thanksgiving and
that we have 19 holiday events going on with companies like MetLife, Robert Half, The
Disney Store, Hermann Miller and Build a Bear to name a few.

Lisa Richardson reported that our Year End efforts are on target. We expect major gifts
toward the end of the new. She reported on new donors and gifts, 312 first time donors,
$178K received first time gifts, $41K from first time donors. Board giving was $429K.
Received a new Conn Foundation Operating Grant in addition to the $25K they already
gave us. The next One Club Reception will be hosted by Vic in late February.

Chris Harrell reported on the Steak Dinner’s success and thanked Anne Carney for the
fabulous job she did in getting new sponsors. The event was sold out, we net $180K and
have $13K outstanding with sponsors. We should net $205 when all comes in. This is an
increase of 82% from last year. Comments were people liked the new format and the
interaction with the kids. On the Yankees Luncheon, tickets go on sale to the general
public on December 16. Have sold 6 VIP tables, prices same for tables.

New Business:
Members voted on new board member Phil Malcolm with AAA South. Motion by Luis
Garcia, second by Joe Garcia, motion passed. Stanley Gray would like to come back on
the board. Motion by Luis to approve, second by Joe, motion passed.

Presidents Report:
Brad gave an update on strategy development and that the committees have been
meeting. There has been good attendance. The chairs of the committees will report at
full board meetings but it is going very well.

There being no other business, Vic adjourned the meeting at 12:45 p.m.

Brenda Browning, Recorder

_____________________________ ____________
Shelley Kolseth, Secretary Date
Memo
To: Finance Committee

From: Bill Ross

Date: February 9, 2010

Subj: January Financial Statements

Attached is a copy of the January Income statement. Overall we are in line with
the budget for the month.

Public Support-Contributions is more than plan ($10,824) and last year. Fees &
Grants are lower than last year because of lower daycare attendance.

Program Service Revenue is lower than last year because of discounting for
needy families. Our attendance for January was 76% of goal.

Expenses are under plan 3% for the first month.

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

Thank you.
2/8/2010 03:34:21 PM Boys & Girls Clubs of Tampa Bay, Inc. Page 1

Condensed Balance Sheet

Operating Land & Bldg Restricted Endowment Totals Totals

1/31/2010 1/31/2010 1/31/2010 1/31/2010 1/31/2010 1/31/2009

Assets

Current Assets

Cash & Cash Equivalents $1,341,309.42 $143,733.61 $124,619.83 $36,398.41 $1,646,061.27 $1,093,368.25

Grants Receivable $243,754.99 $0.00 $0.00 $0.00 $243,754.99 $198,877.38

Current Pledges Receivable $0.00 $0.00 $721,714.01 $0.00 $721,714.01 $696,970.01

Investments - Short Term $0.00 $262,957.00 $1,260,000.00 $0.00 $1,522,957.00 $1,716,211.94

Prepaid Expenses $259,895.71 $0.00 $0.00 $0.00 $259,895.71 $259,039.96

Total Current Assets $1,844,960.12 $406,690.61 $2,106,333.84 $36,398.41 $4,394,382.98 $3,964,467.54

Non Current Assets

Investments $0.00 $0.00 $0.00 $558,027.18 $558,027.18 $463,672.28

Land, Property and Equipment $0.00 $7,192,522.33 $0.00 $0.00 $7,192,522.33 $7,466,586.15

Long Term Pledges Receivable $0.00 $0.00 ($463,830.68) $0.00 ($463,830.68) $248,194.38

Other Assets $0.00 $0.00 $66,422.22 $0.00 $66,422.22 $63,802.90

Total Non Current Assets $0.00 $7,192,522.33 ($397,408.46) $558,027.18 $7,353,141.05 $8,242,255.71

Total Assets $1,844,960.12 $7,599,212.94 $1,708,925.38 $594,425.59 $11,747,524.03 $12,206,723.25

Liabilities and Net Assets

Liabilities

Current Liabilities

Accounts Payable $26,778.04 $0.00 $0.00 $0.00 $26,778.04 ($5,870.41)

Payroll Withholdings Payable ($90.00) $0.00 $0.00 $0.00 ($90.00) $0.00

Payroll Benefits Payable ($680.82) $0.00 $0.00 $0.00 ($680.82) $3,478.28

Accrued Salaries Expense $90,855.90 $0.00 $0.00 $0.00 $90,855.90 $414,098.00

Accrued Pension Exp $117,000.00 $0.00 $0.00 $0.00 $117,000.00 $0.00

Deferred Revenue $266,900.00 $0.00 $0.00 $0.00 $266,900.00 $254,077.50

Leased Liability $0.00 $0.00 $0.00 $0.00 $0.00 $4,905.35

Total Current Liabilities $500,763.12 $0.00 $0.00 $0.00 $500,763.12 $670,688.72

Total Liabilities $500,763.12 $0.00 $0.00 $0.00 $500,763.12 $670,688.72

Net Assets

Net Assets - UR - Operations $583,409.22 $0.00 $0.00 $0.00 $583,409.22 $163,442.36

Net Assets - UR - Fixed Assets $0.00 $7,683,841.80 $0.00 $0.00 $7,683,841.80 $7,828,402.35

Net Assets - TR - Other $0.00 $0.00 $2,367,688.74 $0.00 $2,367,688.74 $3,039,176.35

Net Assets - PR - Endowment $0.00 $0.00 $0.00 $611,821.15 $611,821.15 $505,013.47

Net Asset Transfers

Transfers (To)/From UR - Operations $762,027.44 ($84,628.86) ($658,763.36) ($17,395.56) $1,239.66 $9,609.06

Transfers (To)/From UR - Fixed Assets ($177,161.88) $0.00 $0.00 $0.00 ($177,161.88) ($14,130.17)

Transfers (To)/From TR - Other $169,834.79 $0.00 $0.00 $0.00 $169,834.79 ($1,566.32)

Transfers (To)/From PR - Endowment $6,087.43 $0.00 $0.00 $0.00 $6,087.43 $6,087.43

Total Net Asset Transfers $760,787.78 ($84,628.86) ($658,763.36) ($17,395.56) $0.00 $0.00

Total Net Assets $1,344,197.00 $7,599,212.94 $1,708,925.38 $594,425.59 $11,246,760.91 $11,536,034.53

Total Liabilities and Net Assets $1,844,960.12 $7,599,212.94 $1,708,925.38 $594,425.59 $11,747,524.03 $12,206,723.25
 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
1/31/2010 1/31/2010 Fav/(Unfav) % Budget 1/31/2009 Fav/(Unfav) %

Revenue

Public Support

Contributions $224,268 $213,444 $10,824 5% $2,790,000 $192,488 $31,780 17%

Fees & Grants $145,921 $152,958 ($7,037) (5)% $1,492,333 $104,839 $41,082 39%

Total Public Support $370,189 $366,402 $3,787 1% $4,282,333 $297,327 $72,861 25%

Revenues

Program Service Revenues $30,586 $44,546 ($13,960) (31)% $538,700 $43,135 ($12,549) (29)%

Investment Revenues $1,536 $2,100 ($564) (27)% $27,900 $3,290 ($1,754) (53)%

Other Revenues $804 $1,380 ($576) (42)% $19,960 $2,609 ($1,805) (69)%

Total Revenues $32,926 $48,026 ($15,100) (31)% $586,560 $49,034 ($16,108) (33)%

Special Events

Special Event Revenues $0 $0 $0 0% $622,000 $800 ($800) (100)%

Special Event Expenses ($455) $0 ($455) 0% ($75,000) ($210) ($245) (116)%

Net Special Events ($455) $0 ($455) 0% $547,000 $590 ($1,045) (177)%

Total Public Support and Revenue $402,660 $414,427 ($11,768) (3)% $5,415,893 $346,951 $55,709 16%

Expenses

Personnel Costs

Professional Staff Salaries $175,115 $178,338 $3,223 2% $2,472,885 $310,712 $135,597 44%

Benefits $26,513 $26,191 ($323) (1)% $290,698 $25,268 ($1,245) (5)%

Payroll Taxes & Expense $16,071 $16,763 $692 4% $274,222 $26,569 $10,499 40%

Total Personnel Costs $217,699 $221,291 $3,593 2% $3,037,805 $362,550 $144,851 40%

Operating Costs

Professional Fees $0 $0 $0 0% $24,250 $0 $0 0%

Non-Professional Contract Services $3,292 $2,992 ($300) (10)% $35,904 $2,792 ($500) (18)%

Supplies $19,325 $19,276 ($49) 0% $275,398 $18,511 ($815) (4)%

Information Technolgy $7,949 $7,498 ($451) (6)% $83,195 $7,467 ($481) (6)%

Occupancy Expense $101,264 $103,292 $2,028 2% $1,345,828 $111,554 $10,290 9%

Equipment Expense $896 $1,400 $504 36% $27,640 $3,117 $2,221 71%

Postage, Printing & Publications ($8) $71 $79 111% $32,713 $2,757 $2,765 100%

Transportation Expense $18,751 $17,550 ($1,201) (7)% $192,072 $12,809 ($5,942) (46)%

Program Services $5,349 $10,033 $4,684 47% $357,300 $11,278 $5,928 53%

Total Operating Costs $156,819 $162,112 $5,293 3% $2,374,300 $170,285 $13,467 8%

Total Expenses $374,518 $383,404 $8,886 2% $5,412,105 $532,835 $158,317 30%

NET SURPLUS/(DEFICIT) $28,142 $31,024 ($2,882) (9)% $3,788 ($185,884) $214,026 115%

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

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