EXECUTIVE COMMITTEE MEETING

October 14, 2010

Steinbrenner Metro Service Center
1307 North MacDill Avenue

AGENDA

1. Welcome………………..………………...……………….……..………………....Lynn Dumais

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

a. August 12, 2010 Meeting Minutes (Attachment 1)
b. September 2010 Financial Report (Attachment 2)

3. New Business

4. Reports
a. Community Relations................…….……………………………….……...Ricky Gallon
b. Development…….………………….……….……………….……Lisa-Perry Richardson
c. Steak Dinner…….…………………………………………………………...Chris Harrell
d. Pasco County/Grants.……………………………………………………..….Chris Letsos

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

a. Ybor update
b. Riverview
c. Strategy Development
d. Plant City

6. Executive Session

7. Adjorn

Notes:
______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

Impact, Hope & Opportunity

 BOYS & GIRLS CLUBS OF TAMPA BAY
EXECUTIVE COMMITTEE MEETING MINUTES
STEINBRENNER METRO OFFICE
August 12, 2010

Members Present:
Steve Carpenter, Lynn Dumais, Joe Garcia, Luis Garcia, Dan Hevia, Vic Holcomb, Scott
Jacobsen, Shelley Kolseth, Ian MacKechnie, Don Smith.

Others Present:
Brad Baumgardner, Brenda Browning, Shannon Elliot, Chris Harrell, David
Landkammer, Chris Letsos, Lisa Richardson, Bill Ross, Timothy Ruff.

Board Chair Lynn Dumais called the meeting to order at 12:05 p.m.

Chris Letsos introduced 3 teachers from the Webb Middle School Program, Shannon
Elliot, David Landkammer and Timothy Ruff, who showed a video they took and spoke
about their great experience with our kids. A few of the functions they did were taking
them to the Salvador Dali Museum and to a University.

Consent Items:
Minutes of the June 10, 2010 and the July 2010 Financial Report were provided to the
members for their review prior to the meeting. Motion to approve by Vic Holcomb,
second by Scott Jacobsen. Motion carried.

New Business:
Bill Ross provided a copy of the proposed budget adjustment prior to the meeting. Bill
reported we received grants and contracts for new programs that were not included in the
2010 budget. The programs are Hillsborough County Summer Youth program for Webb
Middle school, the Supplemental Education Services vendor approval and a 21st Century
Education grant. Revenue from the program will be around $850K. Our existing
expenses will be covered by these programs but we will have additional expenses of
about $550K. We will net approximately $300K from these programs. The committee
does not foresee a need for other budget adjustments. The Finance Committee met and
recommends approval.

Chris Letsos was asked to speak about the grants. $700K was awarded by Community
Service Block to BGCTB in partnership with Hillsborough County to serve up to 750
youth and 500 teens for enrichment and career readiness. Children’s Board and BGCTB
received grant from 21st Century Learning Center. BGCTB will receive $400K a year for
5 years for Belmont Heights and West Tampa. We offer programs that should get us into
schools. We have the support of the schools and made a presentation to Community
Foundation asking for funds to expand to our other clubs.
Board of Directors
August 12, 2010
Page Two

Motion to approve the budget adjustment of $300K made by Vic Holcomb, second by
Scott Jacobsen, Motion approved.

Reports:
Lisa Richardson gave the Benchmark Report. On event revenue, we have $6K to go to
make budget for the month not counting the Winters & Yonker gift,. Bank of NY will
be in for $10K, Tampa Bay Credit Unions gave $25K. We have not received Merchants
Association of Florida. Shelley Kolseth said she would call them. Our Bright House
contract is up, we lost UPS due to Ken Bacca leaving that company. Appeals we have
going out are Back to School and the scholarship match with Conn Foundation. Brandon
& Plant City will have a special appeal for their location. The next Chairman’s lunch is
August 19th. Club Blu program will have a volunteer mixer on September 29th at Lee
Roy Selmon’s. Lisa asked the board for any contacts they have that may want to
participate.

Chris Harrell reported that to date, we have raised $79,700 towards the Steak Dinner.
Half of our venue is sold out. We will have no more than 500 attendees. He also spoke
about our communication plan than was launched 1 year ago via facebook. We have 560
friends and over 180 views a day. Our focus has change to “one” child vs. a group and
teens.

Chris Letsos reported we serve 150 kids a day in West Pasco County. There will be an
open house in September to rename the arts center in honor of Rose Lembo, a supporter
of BGC that recently passed. In Lacoochee, a clay shoot is being planning in Land-o-
Lakes. No date has been set. East Pasco received a $1M grant for a new building we
will be sharing with other organizations. BGC will be the lead organization. Senator
Nelson is to visit the club. Dade City Police Athletic League is running our Pal Program.
Scott Jacobsen commended Chris on the tremendous job he has done.

Strategy Initiatives:
Scott Jacobsen reported on Strengthening the Board. The committee met regarding the
policy. Three points discussed were to formalize it and don’t over commit; how to
address progress reports and a 3 year cycle and re-engage board members.

President’s Report:
Brad Baumgardner reported that Grace Family Church took a tour of the Ybor City Club
and is interested an inter city mission. We did receive a letter of interest. Riverview –we
have $1.3M in cash, and have spent $90K for plans and permits. We are waiting for bids
from contractors. Teen Recruitment Committee has been meeting and Terrence Williams
began a mentoring program at Belmont Heights. Regarding the Llaneza Trust, Karen
Lewis met with David Shear and is waiting for a written response. She wants to meet or
Board of Directors
June 10, 2010
Page Three

have a conference call with the committee to have a strategy in place if the settlement
option is not agreeable. Luis suggested we set a deadline then take action. Currently,
Karen volunteers, we will need to hire her if this goes further. A conference call will be
scheduled.

There being no further business, Lynn closed the meeting at 1:05 pm.

Brenda Browning, Recorder

_____________________________ ____________
Shelley Kolseth, Secretary Date
Memo

To: Finance Committee

From: Bill Ross

Date: October 8, 2010

Subj: September Financial Statements

Attached is a copy of the September Balance sheet and Income statement. We

met our revenue goals for the month and continue to be ahead of budget YTD.

Personnel costs are below plan due to vacancies and benefit savings. We are
also behind schedule in hiring new staff for the 21st Century and SES programs.

Other expenses are slightly below plan.

Grants Receivable is unusually high because the County Summer grant has not
been received yet.

Attendance for September was at 74% of plan.

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

Thank you.
10/8/2010 10:16:12 AM Boys & Girls Clubs of Tampa Bay, Inc. Page 1

Condensed Balance Sheet

Operating Land & Bldg Restricted Endowment Totals Totals

9/30/2010 9/30/2010 9/30/2010 9/30/2010 9/30/2010 9/30/2009

Assets

Current Assets

Cash & Cash Equivalents $845,897.54 $10,720.07 $178,871.77 $50,287.58 $1,085,776.96 $932,725.60

Grants Receivable $1,108,036.01 $0.00 $0.00 $0.00 $1,108,036.01 $319,791.26

Current Pledges Receivable $0.00 $0.00 $49,938.99 $0.00 $49,938.99 $643,660.01

Investments - Short Term $0.00 $563,351.00 $1,260,000.00 $0.00 $1,823,351.00 $1,761,985.00

Prepaid Expenses $304,734.07 $0.00 $0.00 $0.00 $304,734.07 $307,075.34

Total Current Assets $2,258,667.62 $574,071.07 $1,488,810.76 $50,287.58 $4,371,837.03 $3,965,237.21

Non Current Assets

Investments $0.00 $0.00 $0.00 $550,269.20 $550,269.20 $548,868.23

Land, Property and Equipment $0.00 $7,088,307.88 $0.00 $0.00 $7,088,307.88 $7,291,588.59

Long Term Pledges Receivable $0.00 $0.00 $116,252.69 $0.00 $116,252.69 $151,009.38

Other Assets $0.00 $0.00 $71,675.22 $0.00 $71,675.22 $64,855.90

Total Non Current Assets $0.00 $7,088,307.88 $187,927.91 $550,269.20 $7,826,504.99 $8,056,322.10

Total Assets $2,258,667.62 $7,662,378.95 $1,676,738.67 $600,556.78 $12,198,342.02 $12,021,559.31

Liabilities and Net Assets

Liabilities

Current Liabilities

Accounts Payable $43,433.60 $0.00 $0.00 $0.00 $43,433.60 $73,272.63

Payroll Benefits Payable ($1,839.01) $0.00 $0.00 $0.00 ($1,839.01) $2,008.16

Accrued Salaries Expense $90,855.90 $0.00 $0.00 $0.00 $90,855.90 $227,449.13

Accrued Pension Exp $80,587.14 $0.00 $0.00 $0.00 $80,587.14 $81,000.00

Accrued expenses $91,600.00 $0.00 $0.00 $0.00 $91,600.00 $0.00

Deferred Revenue $123,768.00 $0.00 $0.00 $0.00 $123,768.00 $169,231.33

Total Current Liabilities $428,405.63 $0.00 $0.00 $0.00 $428,405.63 $552,961.25

Total Liabilities $428,405.63 $0.00 $0.00 $0.00 $428,405.63 $552,961.25

Net Assets

Net Assets - UR - Operations $1,860,561.80 $0.00 $0.00 $0.00 $1,860,561.80 $390,549.57

Net Assets - UR - Fixed Assets $0.00 $7,593,662.69 $0.00 $0.00 $7,593,662.69 $7,607,762.24

Net Assets - TR - Other $0.00 $0.00 $1,704,644.65 $0.00 $1,704,644.65 $2,865,529.80

Net Assets - PR - Endowment $0.00 $0.00 $0.00 $611,067.25 $611,067.25 $604,756.45

Net Asset Transfers

Transfers (To)/From UR - Operations $143,085.14 $68,716.26 ($27,905.98) ($10,510.47) $173,384.95 ($40,459.57)

Transfers (To)/From UR - Fixed Assets $2,525.63 $0.00 $0.00 $0.00 $2,525.63 ($137,028.97)

Transfers (To)/From TR - Other ($172,454.11) $0.00 $0.00 $0.00 ($172,454.11) $171,401.11

Transfers (To)/From PR - Endowment ($3,456.47) $0.00 $0.00 $0.00 ($3,456.47) $6,087.43

Total Net Asset Transfers ($30,299.81) $68,716.26 ($27,905.98) ($10,510.47) $0.00 $0.00

Total Net Assets $1,830,261.99 $7,662,378.95 $1,676,738.67 $600,556.78 $11,769,936.39 $11,468,598.06

Total Liabilities and Net Assets $2,258,667.62 $7,662,378.95 $1,676,738.67 $600,556.78 $12,198,342.02 $12,021,559.31
 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
9/30/2010 9/30/2010 Fav/(Unfav) % Budget 9/30/2009 Fav/(Unfav) %

Revenue

Public Support

Contributions $2,179,949 $1,942,636 $237,313 12% $2,800,000 $2,235,429 ($55,479) (2)%

Fees & Grants $2,037,812 $1,970,968 $66,844 3% $2,332,333 $1,281,177 $756,635 59%

Total Public Support $4,217,761 $3,913,604 $304,157 8% $5,132,333 $3,516,605 $701,156 20%

Revenues

Program Service Revenues $395,673 $430,697 ($35,024) (8)% $538,700 $428,196 ($32,523) (8)%

Investment Revenues $14,048 $21,600 ($7,552) (35)% $27,900 $20,298 ($6,249) (31)%

Other Revenues $21,935 $17,020 $4,915 29% $19,960 $17,075 $4,860 28%

Total Revenues $431,656 $469,317 ($37,661) (8)% $586,560 $465,568 ($33,912) (7)%

Special Events

Special Event Revenues $349,438 $349,000 $438 0% $622,000 $355,548 ($6,110) (2)%

Special Event Expenses ($51,427) ($48,049) ($3,378) (7)% ($75,000) ($55,754) $4,327 8%

Net Special Events $298,011 $300,951 ($2,940) (1)% $547,000 $299,794 ($1,783) (1)%

Total Public Support and Revenue $4,947,429 $4,683,873 $263,556 6% $6,265,893 $4,281,968 $665,461 16%

Expenses

Personnel Costs

Professional Staff Salaries $1,763,592 $1,844,423 $80,830 4% $2,561,485 $2,001,935 $238,343 12%

Benefits $214,057 $221,436 $7,379 3% $290,698 $237,908 $23,851 10%

Payroll Taxes & Expense $156,900 $189,244 $32,344 17% $274,222 $217,912 $61,012 28%

Total Personnel Costs $2,134,549 $2,255,102 $120,553 5% $3,126,405 $2,457,755 $323,206 13%

Operating Costs

Professional Fees $19,000 $23,250 $4,250 18% $24,250 $18,500 ($500) (3)%

Non-Professional Contract Services $400,506 $401,928 $1,422 0% $440,904 $111,996 ($288,510) (258)%

Supplies $181,721 $200,253 $18,532 9% $321,148 $194,326 $12,604 6%

Information Technolgy $75,800 $63,461 ($12,339) (19)% $83,195 $60,715 ($15,085) (25)%

Occupancy Expense $1,003,716 $1,007,642 $3,927 0% $1,350,228 $1,038,116 $34,400 3%

Equipment Expense $15,535 $18,580 $3,045 16% $27,640 $14,326 ($1,209) (8)%

Postage, Printing & Publications $14,018 $19,026 $5,008 26% $32,713 $31,878 $17,860 56%

Transportation Expense $154,205 $140,590 ($13,616) (10)% $192,072 $142,376 ($11,829) (8)%

Program Services $175,561 $187,817 $12,255 7% $363,600 $170,756 ($4,805) (3)%

Total Operating Costs $2,040,063 $2,062,546 $22,483 1% $2,835,750 $1,782,989 ($257,074) (14)%

Total Expenses $4,174,612 $4,317,649 $143,037 3% $5,962,155 $4,240,745 $66,133 2%

NET SURPLUS/(DEFICIT) $772,817 $366,224 $406,593 111% $303,738 $41,223 $731,594 1,775%

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

10/8/2010 09:56:00 AM Page 1