EXECUTIVE COMMITTEE MEETING Metro Service Center 1307 MacDill Avenue | 12:00 pm October 10, 2013 AGENDA 1.

Welcome Members...........Marc Spencer Guest: Marcus Murillo, Principal Webb Middle School 2. Consent Items (No discussion is planned unless requested) a. August 8, 2013 Meeting Minutes (Attachment 1) b. August 2013 Financials (Attachment 2) 3. Community Relations....Ricky Gallon 4. Resource Development a. Steak Dinner Nov. 19th....Cassandra Thomas b. Great Futures Breakfast Dec. 3rd....Vic Holcomb c. Yankees Luncheon....Brenda Browning 5. Board Development..Scott Jacobsen a. Vote on Foundation members b. Vote on Corporate board members 6. Reports a. Pasco County/Grants....................................Chris Letsos b. 2104 Strategy Session | October 18th noon 5:30 7. Presidents Report...Brad Baumgardner a. Corporate Foundation Fundraising Policy b. Major Gifts Strategy c. Staff Appreciation | December 8th 2:00-5pm Pin Chasers (on Armenia) 8. Executive Session 9. Adjorn Notes: ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________

BOYS & GIRLS CLUBS OF TAMPA BAY EXECUTIVE COMMITTEE MEETING MINUTES STEINBRENNER WEST TAMPA UNIT August 8, 2013

Members Present: Karl Brandes, Lynn Dumais, Joe Garcia, Luis Garcia, Eddie Gomez, Greg Hearing, Scott Jacobsen, Chris Roederer, Marc Spencer, Chris Roederer. Others Present: Brad Baumgardner, Brenda Browning, Ricky Gallon, Chris Letsos, Debbie McCarthy, Cassandra Thomas. Guests Dan Gorda, Corey McLaughlin, Donnie Nurnberger and David Moyer all with The 13 Ugly Men Foundation. Board Chair Greg Hearing called the meeting to order at 11:25 am and introduced our guests. Dan Gorda spoke and presented Brad and Greg with a check for $20K from their All White Party benefiting BGC. Consent Items: Minutes from the June 13th meeting and the June Financials were provided to the members for their review prior to the meeting. A Motion to approve the Minutes and Financial report was made by Eddie Gomez, Second by Joe Garcia. Motion passed. Board Development: Scott Jacobson spoke about background searches for board members and provided a policy handout to the board. This has been discussed at previous board meeting and BGCA along with other organizations has adapted to this policy. Any board member coming up to their term, or any new board member, will be asked to comply with the background policy. It is the same policy used for employees and volunteers here at BGC. This will also apply to Foundation and Unit Board members. Brad stated that we have a list of what is acceptable and what is not, issued by the State of Florida. There was discussion to add a sentence to the policy in case something happens between background checks. It was decided to keep the policy as is. A requirement will be added to the commitment form that board members sign, that if something comes up, the board member has a duty to report it to the President and the board will decide what to do. Greg feels the board should go through the same policy as staff. The cost is less than $10 per person. We do a Local, National and Level 2 background checks. Lynn made a motion to approve the Background Check Policy as written, Eddie second, Motion passed. Scott reported that at the last Board Development meeting, we had 3 board members not making their commitments, David Epstein, Steve Carpenter & Steve Shear. Letters were sent to these members. Scott reported that Steve Shear was disappointed but that he had attending only 3 meetings in the last 5 years. Eddie thought we should have an outreach to talk with members before we let them go. Luis stated that they have been spoken to over the last 2 years and this decision was not taken lightly. Eddie will be calling Steve Carpenter to see why he disconnected.

Executive Committee Meeting August 8, 2013 Page Two Pasco County/Grants: Chris Letsos reported we broke ground in Lacoochee but still need $200K. Tonight a few of our Lacoochee girls will be attending the Justin Bieber concert and go behind the scenes. They have never been to a concert before. Senator Simpson will be providing a limo and is sponsoring this event for them. Development Report: Cassandra Thomas provided a folder to all members with information on our upcoming events. A date has not been set for Steak Dinner but were looking in November. The Great Futures Breakfast will be held on Tuesday, December 3rd. Information on the event is in the folder. We are looking for a featured speaker. The Arcadis Golf Tournament will be held on November 8th at Riverhills Country Club starting at 8:30 am. This will be the 9th year benefiting the Nick Capitano Club. Presidents Report: Brad Baumgardner reported that he and Chris are working with the School District and looking at a Federal contract in that we would use kitchens in schools to feed our Club Members and others in the future. They want to do a pilot project with us and we are looking at different sites. We are also talking with Feeding America to transport the food. We will have to pay the school and Feeding America so they are negotiating the amount. Sheriff Gee presented Brad with a $200K check for the Nuccio Club. There is close to $80K already in the bank with $100K coming in from a match. We hope to be opened before school starts. The Sheriffs office has the contract with the County, we will sublease from them. Brad is working with Joe Capitano and Ron Morrick to raise money to buy a bus for the Capitano Club and St. Peter Claver School. We have raised $25K, working toward $50K. Community Relations: Ricky Gallon gave a brief report on events in the Clubs. From our Lacoochee and Port Richey Clubs, 60 of our kids went to Old Navy for a behind the scenes look of how the company operates. Day of Caring will be on October 3rd. This is the day volunteers come to the clubs and help spruce it up by painting, landscaping and cleaning. One of our youth and their family will be attending the Bucs game for the Bucs Sideline Program where the youth will run and get the tee on the field after kickoff. Greg closed the meeting and an Executive Session was held. Brenda Browning, Recorder _____________________________ ____________ Shelley Kolseth, Secretary Date

Boys & Girls Clubs of Tampa Bay, Inc. Memo

To: From: Date: Executive Committee Deborah McCarthy September 30, 2013

Subject: August 2013 Financial Statements

Please find attached the Statement of Financial Position and the Statement of Activity for the Unrestricted Fund for the eight months ended August 31, 2013. We are currently ahead of budget by approximately $179,000 due primarily to a savings to date for Total Expenses of $183,000. The savings in Total Expenses is due to a $60,000 savings in Total Personnel Costs due to vacancies in staff positions and a $123,000 savings in Total Operating Costs due to efforts to control supply costs and savings in occupancy costs from the sale of the Interbay building. See explanation of significant variances below: Professional Fees Overage of $20,000 Overage is due primarily to an overage in legal fees of $14,000 due to ongoing legal representation in the matter of the Llaneza Trust. Contract Services Savings of $52,000 Savings is due to a savings of $42,000 to date for the lead teacher position for the 21st Century grant which was not filled this year and a savings of $9,000 for Summer Jobs Stipends due to a drop in the number of youth eligible to participate in the CSBG Summer Youth Employment (YES) program due to changes in the administration of the program by the BOCC for Hillsborough County. Both of these savings in costs will result in decreases in the funding from the respective grants for 2013. Supplies Savings of $37,000 Savings is due primarily to a savings of $32,000 in the costs of the afterschool snack program due to a complete overhaul of the way this program is managed and implemented in the clubs beginning with a centralization of the menu planning and ordering of snacks through one approved vendor. Occupancy Savings of $35,000 Savings is due in large part to sale of Interbay club and savings in utilities, insurance and building repair & maintenance.

Memo to Executive Committee

Page 2 of 2

Transportation Savings 25,000 Savings is due primarily to savings to date in Repairs & Maintenance of $16,000. Do to the nature of repairs, it is difficult to predict the timing of these expenses. We look at our history to try to project our future expenses. Savings to date are nominal and can be reversed quickly if we have two or three major repairs happen simultaneously. Please let me know if you have any questions or comments on the statements.

Thank you

9/23/2013 10:31:13 PM

Boys & Girls Clubs of Tampa Bay, Inc. Statement of Financial Position
With Comparison to Last Year - Unaudited

Page 1

Unrestricted Fund 8/31/2013

Land & Building Fund 8/31/2013

Temporarily Restricted Fund 8/31/2013

Endowment Fund 8/31/2013

Total All Funds 8/31/2013

Total All Funds 8/31/2012

Assets Current Assets Cash & Cash Equivalents Accounts Receivable Due From BGCTB Foundation Pledges Receivable - Current Investments - Short Term Prepaid Expenses Total Current Assets $623,366 $341,471 $714,170 $30,840 $0 $100,936 $1,810,783 $37,558 $0 $0 $0 $1,132,292 $0 $1,169,850 $708,958 $0 $0 $44,486 $287,708 $0 $1,041,152 $32,779 $0 $0 $0 $0 $0 $32,779 $1,402,661 $341,471 $714,170 $75,326 $1,420,000 $100,936 $4,054,564 $923,794 $464,821 $538,734 $84,946 $1,425,000 $158,606 $3,595,901

Non Current Assets Investments Land, Property and Equipment Prepaid Rent - Non Current Long Term Pledges Receivable Other Assets Total Non Current Assets $0 $0 $60,000 $0 $2,610 $62,610 $0 $7,169,935 $0 $0 $0 $7,169,935 $0 $0 $0 $80,930 $83,900 $164,830 $629,388 $0 $0 $0 $0 $629,388 $629,388 $7,169,935 $60,000 $80,930 $86,510 $8,026,763 $637,731 $7,689,657 $0 $14,445 $80,876 $8,422,709

Total Assets

$1,873,393

$8,339,785

$1,205,982

$662,167

$12,081,326

$12,018,610

Liabilities and Net Assets Liabilities Current Liabilities Accounts Payable Accrued Salaries & Benefits Payable Due to BGCTB Foundation Other Current Liabilities Total Current Liabilities $58,519 $186,234 $68,728 $4,122 $317,602 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $58,519 $186,234 $68,728 $4,122 $317,602 $71,829 $179,483 $775 $4,746 $256,833

9/23/2013 10:31:13PM

Boys & Girls Clubs of Tampa Bay, Inc. Statement of Financial Position
With Comparison to Last Year - Unaudited

Page 2

Unrestricted Fund 8/31/2013

Land & Building Fund 8/31/2013

Temporarily Restricted Fund 8/31/2013

Endowment Fund 8/31/2013

Total All Funds 8/31/2013

Total All Funds 8/31/2012

Other Liabilities Deferred Revenue Deferred Lease Revenue Total Other Liabilities $3,703 $252,000 $255,703 $0 $0 $0 $0 $0 $0 $0 $0 $0 $3,703 $252,000 $255,703 $10,051 $0 $10,051

Total Liabilities

$573,305

$0

$0

$0

$573,305

$266,884

Net Assets Net Assets Net Assets Total Net Assets $1,609,756 $1,609,756 $8,016,287 $8,016,287 $1,204,715 $1,204,715 $662,167 $662,167 $11,492,925 $11,492,925 $11,751,725 $11,751,725

Transfers Transfers Total Net Asset Transfers ($309,668) ($309,668) $323,498 $323,498 $1,266 $1,266 $0 $0 $15,096 $15,096 $0 $0

Total Net Assets

$1,300,088

$8,339,785

$1,205,982

$662,167

$11,508,021

$11,751,725

Total Liabilities and Net Assets

$1,873,393

$8,339,785

$1,205,982

$662,167

$12,081,326

$12,018,610

Boys & Girls Clubs of Tampa Bay, Inc. Statement of Activity - Unrestricted Fund
With Comparison to Budget & Last Year Actual - Unaudited
Year To Date This Year Actual 1/1/2013 To 8/31/2013 Revenue Public Support United Way & Combined Campaigns Contributions Funds Released from Restriction Funds Released from Restriction - Lacoochee Capital Fees & Grants Total Public Support Revenue Program Service Revenue Investment Revenue Other Revenue Total Revenue Special Events Special Event Revenue Special Event Expenses Net Special Events Total Public Support and Revenue Expenses Personnel Costs Salaries Employee Benefits Payroll Taxes Other Employee Costs Total Personnel Costs 1,686,626 157,929 136,025 50,085 2,030,665 1,744,050 165,460 137,080 43,850 2,090,440 57,424 7,531 1,055 (6,235) 59,775 3.3% 4.6% 0.8% (14.2%) 2.9% 2,600,000 253,000 210,000 65,000 3,128,000 1,685,736 159,784 133,677 35,866 2,015,063 (890) 1,855 (2,348) (14,219) (15,602) (0.1%) 1.2% (1.8%) (39.6%) (0.8%) 426,717 (60,053) 366,664 3,562,260 492,600 (47,400) 445,200 3,566,420 (65,883) (12,653) (78,536) (4,160) (13.4%) (26.7%) (17.6%) (0.1%) 626,800 (73,800) 553,000 5,165,000 471,753 (57,864) 413,889 3,699,384 (45,036) (2,188) (47,224) (137,125) (9.5%) (3.8%) (11.4%) (3.7%) 277,619 2,981 16,652 297,252 310,060 1,600 14,920 326,580 (32,441) 1,381 1,732 (29,328) (10.5%) 86.3% 11.6% (9.0%) 410,000 5,000 22,000 437,000 325,346 1,805 18,182 345,333 (47,727) 1,175 (1,530) (48,081) (14.7%) 65.1% (8.4%) (13.9%) 556,043 825,804 80,505 64,365 1,371,626 2,898,344 1,414,600 2,794,640 567,890 747,150 65,000 (11,847) 78,654 15,505 64,365 (42,974) 103,704 (3.0%) 3.7% 1,910,000 4,175,000 1,505,439 2,940,163 (2.1%) 10.5% 23.9% 860,000 1,275,000 130,000 569,920 783,577 81,227 (13,877) 42,226 (722) 64,365 (133,812) (41,819) (8.9%) (1.4%) (2.4%) 5.4% (0.9%) Budget 1/1/2013 To 8/31/2013 Variance Favorable (Unfavorable) Variance % Total 2013 Annual Budget Actual 1/1/2012 To 8/31/2012 Variance Favorable (Unfavorable) Variance % Year To Date Last Year

Boys & Girls Clubs of Tampa Bay, Inc. Statement of Activity - Unrestricted Fund
With Comparison to Budget & Last Year Actual - Unaudited
Year To Date This Year Actual 1/1/2013 To 8/31/2013 Operating Costs Professional Fees Contract Services Supplies Information Technolgy Occupancy Expense Equipment Expense Printing & Postage Transportation Expense Training, Travel & Meetings Program Services Other Expenses Total Operating Costs Total Expenses 41,600 121,362 164,166 53,117 787,796 29,831 9,324 110,934 35,496 122,718 30,104 1,506,448 3,537,113 21,500 173,160 201,380 52,630 822,590 26,580 8,250 136,180 25,275 127,200 35,000 1,629,745 3,720,185 (20,100) 51,798 37,214 (487) 34,794 (3,251) (1,074) 25,246 (10,221) 4,483 4,896 123,297 183,072 (93.5%) 29.9% 18.5% (0.9%) 4.2% (12.2%) (13.0%) 18.5% (40.4%) 3.5% 14.0% 7.6% 4.9% 36,000 203,000 314,500 84,000 1,223,500 41,500 16,500 216,300 45,000 185,000 69,400 2,434,700 5,562,700 43,477 191,058 194,354 57,329 831,215 24,247 (7,267) 137,273 43,369 171,899 34,871 1,721,824 3,736,887 (3,123) 74,696 30,188 4,211 43,419 (5,585) (16,591) 26,339 7,873 49,182 4,768 215,376 199,774 (7.2%) 39.1% 15.5% 7.3% 5.2% (23.0%) (228.3%) 19.2% 18.2% 28.6% 13.7% 12.5% 5.3% Budget 1/1/2013 To 8/31/2013 Variance Favorable (Unfavorable) Variance % Total 2013 Annual Budget Actual 1/1/2012 To 8/31/2012 Variance Favorable (Unfavorable) Variance % Year To Date Last Year

NET SURPLUS/(DEFICIT) BEFORE BGCTB FUNDING BGCTB Funding Released from Restriction NET SURPLUS/(DEFICIT) AFTER BGCTB FUNDING

25,147

(153,765)

178,912

(116.4%)

(397,700)

(37,503)

62,649

(167.1%)

238,000 263,147

238,000 84,235 178,912 212.4%

238,000 (159,700)

258,000 220,497

(20,000) 42,649

(7.8%) 19.3%