EXECUTIVE COMMITTEE MEETING

December 10, 2009

Steinbrenner Metro Service Center
1307 North MacDill Avenue

Agenda

1. Welcome and Introduction of Guests………………...……………….…………...Vic Holcomb

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

a. October 8, 2009 Meeting Minutes (Attachment 1)
b. November 2009 Financial Report (Attachment 2)

3. 2010 Budget…………………………………….…………………...…………..….Luis Garcia

4. Reports
a. Youth Development………….………….……………………….……….….Todd Cole
1. Parent surveys……………….…………………………………Chris Letsos
b. Marketing and Communications…………………………………………..Ricky Gallon
c. Resource Development…………………….……………….……Lisa-Perry Richardson
d. Steak Dinner & Yankee Luncheon…….….……...………………..………Chris Harrell

5. New Business
a. Vote on new board member Phil Malcolm with AAA South

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

a. Strategic Initiatives

7. Adjourn

Notes:
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Impact, Hope & Opportunity

 BOYS & GIRLS CLUBS OF TAMPA BAY
EXECUTIVE COMMITTEE MEETING MINUTES
STEINBRENNER METRO OFFICE
OCTOBER 8, 2009

Members Present:
Karl Brandes, Lynn Dumais, Joe Garcia, Luis Garcia, Dan Hevia, Vic Holcomb, Scott
Jacobsen, Don Smith, Jerome Ryans.

Others Present:
Brad Baumgardner, Heidi Bressler, Brenda Browning, Todd Cole, Ricky Gallon, Chris
Harrell, Lisa Richardson, Bill Ross.

Chairman Holcomb called the meeting to order at 12:10 p.m. and introduced Heidi
Bressler, the Executive Director for the Boys & Girls Clubs of Citrus County.

Consent Items:
Minutes of the August 13, 2009 meeting and the September 2009 Financial Report were
provided to the members for their review prior to the meeting. Motion to approve by
Lynn Dumais, second by Dan Hevia. Motion carried.

Strategy Initiatives:
Lynn provided a powerpoint presentation and spoke about the strategic planning session
we had on October 2nd and 3rd. The boards focus is on policies. Lynn asked members
which of the five strategic teams they’d like to serve on: Partnerships, Distribution, Board
Strength, Quality Assurance or Teen Recruitment. Vic reported that we had good
feedback from funders/potential funders. The board needs to empower Brad.

Don Smith mentioned that Susan Valdez, Hillsborough Co. School Board, was invited to
the 9/11 Hero’s Day at Jackson Springs that it was the first time we had reached out to
her and suggested we start building a better relationship with the school board.

Todd Cole reported a new Program Director was hired for our Dover unit and updated the
members on various activities going on at the clubs. We have a Teen Advisory
Committee that consists of 12 teens from 6 of our clubs. There was a Teen Forum at
Jackson Springs with Steve Affixio speaking to the kids. We have 18 teens (from 6
clubs) going to the SE Keystone Club Conference in Richmond, VA.

Lisa Richardson reported that a pre-holiday mailing will go out next week and there will
be a year end appeal after Thanksgiving. She reported we also received $157K from the
William Alderman Trust that was not budgeted for. Bash on the Blue had made its
Board of Directors
October 8, 2009
Page Two

budget revenue already. She also reported the Muma’s will be attending the Steak
Dinner.

Chris Harrell reported we are at $152K in revenue for the Steak Dinner. The dinner will
be more mission oriented and have an interactive element with the kids this year. There
will be no silent auction and just one live auction item. We are selling chance tickets
(raffle) for other large package items. The Patron’s Party is at Trudy Carey’s home and
we will be showing our video to everyone. Busch Gardens will be hosting our event for 2
more years then we will have to look for another venue.

Presidents Report:
Brad reported and he and Vic signed papers for the stimulus package with BGCA for
$170K. It will help finish out this year. The money will be used for existing staff.

There being no other business, Vic adjourned the meeting at 12:55 p.m.

Brenda Browning, Recorder

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

From: Bill Ross

Date: December 4, 2009

Subj: November Financial Statements

Attached is a copy of the preliminary November Income statement and Balance

sheet. Revenue is better than expected for the month because of the very
successful steak dinner event and unrestricted donations. Program fees continue
below plan because of the difficult economy.

We have been cutting expenses and are now under plan by $261,676. Most of
this is in personnel cost.

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

Thank you.
12/4/2009 02:30:36 PM Boys & Girls Clubs of Tampa Bay, Inc. Page 1

Condensed Balance Sheet

Operating Land & Bldg Restricted Endowment Totals Totals

11/30/2009 11/30/2009 11/30/2009 11/30/2009 11/30/2009 11/30/2008

Assets

Current Assets

Cash & Cash Equivalents $1,018,145.87 $102,240.25 $67,349.83 $35,531.41 $1,223,267.36 $1,006,421.09

Grants Receivable $202,542.14 $0.00 $0.00 $0.00 $202,542.14 $145,412.58

Current Pledges Receivable $0.00 $0.00 $764,945.01 $0.00 $764,945.01 $418,673.01

Investments - Short Term $0.00 $211,985.00 $1,550,000.00 $0.00 $1,761,985.00 $1,716,211.94

Prepaid Expenses $300,497.82 $0.00 $0.00 $0.00 $300,497.82 $294,472.08

Total Current Assets $1,521,185.83 $314,225.25 $2,382,294.84 $35,531.41 $4,253,237.33 $3,581,190.70

Non Current Assets

Investments $0.00 $0.00 $0.00 $550,346.10 $550,346.10 $477,266.60

Land, Property and Equipment $0.00 $7,260,450.76 $0.00 $0.00 $7,260,450.76 $7,535,746.83

Long Term Pledges Receivable $0.00 $0.00 $40,299.38 $0.00 $40,299.38 $607,840.83

Other Assets $0.00 $0.00 $64,855.90 $0.00 $64,855.90 $61,188.08

Total Non Current Assets $0.00 $7,260,450.76 $105,155.28 $550,346.10 $7,915,952.14 $8,682,042.34

Total Assets $1,521,185.83 $7,574,676.01 $2,487,450.12 $585,877.51 $12,169,189.47 $12,263,233.04

Liabilities and Net Assets

Liabilities

Current Liabilities

Accounts Payable $24,864.48 $0.00 $0.00 $0.00 $24,864.48 $11,732.43

Payroll Withholdings Payable $0.00 $0.00 $0.00 $0.00 $0.00 $108.00

Payroll Benefits Payable $1,577.16 $0.00 $0.00 $0.00 $1,577.16 ($1,209.94)

Accrued Salaries Expense $227,449.13 $0.00 $0.00 $0.00 $227,449.13 $285,310.82

Accrued Pension Exp $99,000.00 $0.00 $0.00 $0.00 $99,000.00 $0.00

Deferred Revenue $33,958.00 $0.00 $0.00 $0.00 $33,958.00 $45,015.00

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

Total Current Liabilities $386,848.77 $0.00 $0.00 $0.00 $386,848.77 $345,861.66

Total Liabilities $386,848.77 $0.00 $0.00 $0.00 $386,848.77 $345,861.66

Net Assets

Net Assets - UR - Operations $616,902.12 $0.00 $0.00 $0.00 $616,902.12 $358,323.90

Net Assets - UR - Fixed Assets $0.00 $7,698,095.05 $0.00 $0.00 $7,698,095.05 $7,387,848.18

Net Assets - TR - Other $0.00 $0.00 $2,867,779.80 $0.00 $2,867,779.80 $3,645,369.06

Net Assets - PR - Endowment $0.00 $0.00 $0.00 $599,563.73 $599,563.73 $525,830.24

Net Asset Transfers

Transfers (To)/From UR - Operations $514,430.88 ($123,419.04) ($380,329.68) ($13,686.22) ($3,004.06) $300,905.22

Transfers (To)/From UR - Fixed Assets ($174,484.48) $0.00 $0.00 $0.00 ($174,484.48) ($451,858.55)

Transfers (To)/From TR - Other $171,401.11 $0.00 $0.00 $0.00 $171,401.11 $138,476.37

Transfers (To)/From PR - Endowment $6,087.43 $0.00 $0.00 $0.00 $6,087.43 $12,476.96

Total Net Asset Transfers $517,434.94 ($123,419.04) ($380,329.68) ($13,686.22) $0.00 $0.00

Total Net Assets $1,134,337.06 $7,574,676.01 $2,487,450.12 $585,877.51 $11,782,340.70 $11,917,371.38

Total Liabilities and Net Assets $1,521,185.83 $7,574,676.01 $2,487,450.12 $585,877.51 $12,169,189.47 $12,263,233.04
 Boys & Girls Clubs of Tampa Bay, Inc.
Statement of Revenues & Expenses
With Comparison to Budget & Last Year

Year To Date Last Year

Actual Budget
1/1/2009 1/1/2009 Total 2009 1/1/2008
To To Variance Var Annual To Variance Var
11/30/2009 11/30/2009 Fav/(Unfav) % Budget 11/30/2008 Fav/(Unfav) %

Revenue

Public Support

Contributions $2,734,034 $2,853,019 ($118,985) (4)% $3,168,500 $2,139,663 $594,370 28%

Fees & Grants $1,485,324 $1,499,960 ($14,636) (1)% $1,607,083 $1,550,690 ($65,365) (4)%

Total Public Support $4,219,358 $4,352,979 ($133,621) (3)% $4,775,583 $3,690,353 $529,005 14%

Revenues

Program Service Revenues $483,563 $591,742 ($108,178) (18)% $628,550 $556,433 ($72,870) (13)%

Investment Revenues $22,089 $54,000 ($31,911) (59)% $58,000 $66,880 ($44,791) (67)%

Other Revenues $21,973 $8,300 $13,673 165% $8,300 $16,453 $5,520 34%

Total Revenues $527,625 $654,042 ($126,416) (19)% $694,850 $639,766 ($112,141) (18)%

Special Events

Special Event Revenues $647,392 $620,000 $27,392 4% $620,000 $520,697 $126,695 24%

Special Event Expenses ($79,656) ($69,460) ($10,196) (15)% ($70,000) ($63,555) ($16,101) (25)%

Net Special Events $567,736 $550,540 $17,196 3% $550,000 $457,142 $110,594 24%

Total Public Support and Revenue $5,314,719 $5,557,560 ($242,841) (4)% $6,020,433 $4,787,261 $527,458 11%

Expenses

Personnel Costs

Professional Staff Salaries $2,364,790 $2,492,542 $127,752 5% $2,707,095 $2,766,371 $401,581 15%

Benefits $287,805 $305,013 $17,209 6% $331,268 $198,257 ($89,548) (45)%

Payroll Taxes & Expense $263,963 $255,356 ($8,606) (3)% $288,078 $256,095 ($7,868) (3)%

Total Personnel Costs $2,916,557 $3,052,911 $136,354 4% $3,326,441 $3,220,723 $304,166 9%

Operating Costs

Professional Fees $18,500 $23,250 $4,750 20% $24,250 $25,713 $7,213 28%

Non-Professional Contract Services $117,580 $114,877 ($2,703) (2)% $118,305 $146,507 $28,927 20%

Supplies $248,943 $261,064 $12,121 5% $289,498 $258,007 $9,064 4%

Information Technolgy $74,202 $77,060 $2,858 4% $84,078 $67,081 ($7,121) (11)%

Occupancy Expense $1,257,261 $1,283,977 $26,716 2% $1,487,555 $668,676 ($588,586) (88)%

Equipment Expense $15,964 $34,865 $18,901 54% $40,450 $18,279 $2,315 13%

Postage, Printing & Publications $32,319 $40,267 $7,949 20% $47,463 $23,556 ($8,762) (37)%

Transportation Expense $171,622 $187,812 $16,190 9% $208,952 $189,595 $17,973 9%

Program Services $194,195 $232,736 $38,541 17% $388,950 $224,735 $30,540 14%

Total Operating Costs $2,130,586 $2,255,908 $125,322 6% $2,689,501 $1,622,149 ($508,437) (31)%

Total Expenses $5,047,143 $5,308,819 $261,676 5% $6,015,942 $4,842,872 ($204,271) (4)%

NET SURPLUS/(DEFICIT) $267,576 $248,741 $18,835 8% $4,491 ($55,611) $323,187 581%

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

12/4/2009 02:15:12 PM Page 1