EXECUTIVE COMMITTEE MEETING February 14, 2013 Steinbrenner Metro Service Center 1307 North MacDill Avenue

AGENDA 1. Welcome.Greg Hearing 2. Consent Items (No discussion is planned unless requested) a. December 6, 2012 Meeting Minutes 3. Preliminary financial information for review ( Process) a. 2012 Year End Financials 4. Resource Development Strategy.....Koni Cassini a. Development projects.....Cassandra Thomas b. Yankees Luncheon March 21, 2013....Brenda Browning 5. Strengthening the Board..Scott Jacobsen a. Collin Jotham, Mercer Consultant b. Brian Robinson, Central Florida Credit Union, Chief Marketing Officer 6. Reports a. Community Relations......Ricky Gallon b. Pasco County/Grants....Chris Letsos 7. Presidents Report.Brad Baumgardner a. Nuccio update b. Interbay c. Annual Dinner Meeting March 28th d. Compensation Committee, Co-Chairs for each committee 8. Executive Session

9. Adjourn

BOYS & GIRLS CLUBS OF TAMPA BAY EXECUTIVE COMMITTEE MEETING MINUTES STEINBRENNER METRO OFFICE December 6, 2012 Members Present: Lynn Dumais, Joe Garcia, Luis Garcia, Greg Hearing, Vic Holcomb, Scott Jacobsen, Shelley Kolseth, Don Smith. Others Present: Brad Baumgardner, Brenda Browning, Ricky Gallon, Chris Letsos, Debbie McCarthy, Cassandra Thomas. Guests, Lt. Chad Chronister, Larry Bevis & Major Jerry Carey. Chairman Greg Hearing called the meeting to order at 12:14 pm and introduced our guests. Consent Items: Minutes of the October 11, 2012 meeting were provided to the members for their review prior to the meeting. A Motion to approve the Minutes was made by Vic Holcomb, second by Luis Garcia. Motion passed. A Motion was made by Lynn Dumais to approve the October/November Financial Report, second by Vic Holcomb. Motion passed. A motion was made by Scott Jacobson to update the BB&T Resolution and Agreement for Deposit Account. Second by Vic Holcomb, Motion Passed. A Motion was made on the UBS Corporate Resolution by Vic Holcomb, Second by Scott Jacobsen, Motion passed. This account is used to transfer stock. UBS needed an updated resolution. Lt. Chad Chronister with Hillsborough County Sheriffs Office spoke about a new Freddie Solomon Boys & Girls Club at 50th and Sligh. He stated that the Nuccio area is in need of a Club there. The County owns the building and property so we wont have the expense of building a new facility. The Chief committed to $300K by January 11th for this project. Their vision is to have some programs for the older youth. They want to have Grant funding and a deputy working with the kids at the center. There was a handout provided to the members. This facility will serve 75 to 100 youth, is on 11 acres that is fenced in. The City would have to approve the name change. Strategy Report: Scott Jacobsen made a Motion to approve E.C. Williams, with GTE Federal Credit Union as a new member to the Corporate Board. Motion passed. 2013 Budget: Luis Garcia reported on the 2013 Budget and that management has done as much as they can on expenses. They have done a great job. The problem is for the past few years is that we have been $300K to $400K short. A handout was provided to the members. With Joes help,

Executive Committee Meeting December 6, 2012 Page Two they wish to redirect the efforts of the Foundation. Instead of thinking about tomorrow, we need to be addressing today. With the Great Futures Breakfast money, we would like to take a percentage of that revenue to use now. Vic concurs with Luis in that we need to find new way to raise revenue and is in favor of a committee to oversee this. Lynn stated that the most important asset we have are our staff in the clubs. Luis reported that if we exclude what we receive from the Foundation, for the last 2 years and 2013 budge, we are $450K to $500K in the red those 3 years. There was discussion on how our money comes in via, revenue, special events and, grants. We need to figure where to get additional funding. Community and board support is key. Brad stated we need a strong board leader to lead this group. Joe suggested asking the Sheriff or Mayor hold a special event for us. Luis stated that sometimes the return for the effort of an event, doesnt justify the event. Greg will get with Brad, Luis and Lynn to come up with ideas on who to ask or appoint to serve on this new committee. Motion to approve the budget passed, unanimously. Foundation/Endowment Report: Larry Bevis reported on the Foundation/Endowment. A handout was provided to the members. The committee has been working hard on getting organized. We have a self direct account and money with the Community Foundation that we have no control of. CapTrust puts together a report on a quarterly basis on the investments. Investment Policy statements were sent out to members. We did have 1 separate policy dating back to 2007. They decided to separate them. Northern Trust distributes dividends to us quarterly. Greg called to close the discussion. The Investment Policy Committee made a motion to accept the changes to policy. No second is needed. Motion passed unanimously. Presidents Report: Brad reported on Interbay that 2 to 3 people have looked at it. The asking price of $750K was more than they wanted to pay. Vic suggested we lower the price to $495K. It would cost $85 to $100K to knock down the building. Eddie made a motion to lower the price of the building, to consider all offers but not go below $300K. Second by Shelley. Motion passed, unanimously. Development Report: Cassandra reported on the Steak Dinner. We did well with sponsorships but fell short with the auction and pledges. She asked the board to send a personal thank you note to our main

Executive Committee Meeting December 6, 2012 Page Three sponsors (list provided). They would like to increase Steak Dinner committee. The end of the year mailing dropped yesterday. Website is still under developments. Hope to launch January 1st. Vic reported on Great Futures Breakfast. We have 82 tables. Glenn, Cassandra and Ricky have done a great job. $62,500K made in sponsorships so far. Brenda reported that the Yankees Luncheon being held on March 21, 2013 at the Tampa Convention Center. We are sold out of $10K tables. General Admission tickets go on sale to the public on December 12th. Weve brought in $127K in table sales. Chris reported that GTE is hosting the Youth of the Year interviews. Chris is working on potential funding for programs. Ricky reported that for Christmas, every Club has been taken care of and mentioned all the events going on at the different Clubs for Christmas. Greg thought the board and staff event on Sunday at Boggy Hills was well attended by staff but was disappointed with the board attendance. He thinks its important to have board interact with staff. He would like to see this every year. Next year, he will ask board members to make a donation to continue to hold this event. Shelley suggested maybe doing it on a different date. It meant a lot to staff to see board members there. 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 February 12, 2012

Subject: December 2012 Financial Statements

Please note that these statements have not yet been reviewed by the Finance Committee
Please find attached the Preliminary Balance Sheet and Income Statement for the twelve months ended December 31, 2012. We have a preliminary Net Deficit of $274,000 which is over the projected budget deficit by $173,000. This continues to be due primarily to the shortfall in Total Public Support and Revenue of $156,000. As for the slight unfavorable variance in Total Expenses of $17,000, this is a combination of a favorable variance in Total Personnel Costs of $94,000, offset by an unfavorable variance of $112,000 in Total Operating Costs. The details of the overage in Operating Costs is as follows: Professional Fees & Contract Services A portion of the overage is due to the costs to design and implement a new website as well as training costs for the new website of $15,000. Other overages were due to additional stipends for Summer Teen Youth Employment Services of $45,000. This was offset by additional funding received from Community Service Block Grants for this program received as Fees & Grants. Transportation Expense Overage is due to unexpected repairs to buses resulting in a variance of $28,000. Due to the nature of these expenses, it is difficult to anticipate certain repairs. Program Services We had $16,000 in overages in Scholarships to Youth due to additional funding received from the Conn Foundation for this purpose and $37,500 in overages in Youth Travel & Lodging which was due in part to the costs of hosting the 2012 State of Florida Youth of the Year Conference in Tampa. We did receive $11,000 to offset the costs for this conference from BGCA which is reflected in the Program Service Revenue. These costs were not included in the budget. Please let me know if you have any questions or comments on the statements.

2/12/2013 02:07:53 PM

Boys & Girls Clubs of Tampa Bay, Inc. Comparative Balance Sheets
Preliminary Draft - Unaudited

Page 1

Operating Fund 12/31/2012

Land & Bldg Fund 12/31/2012

Temporarily Restricted Fund 12/31/2012

Endowment Fund 12/31/2012

Totals 12/31/2012

Totals 12/31/2011

Assets Current Assets Cash & Cash Equivalents Accounts Receivable Due From BGCTB Foundation Pledges Receivable - Current Investments - Short Term Prepaid Expenses Total Current Assets $127,090 $1,515,708 $648,844 $218,084 $521,690 $34,577 $678,392 $1,361,813 $218,084 $521,690 $103,991 $1,420,000 $127,090 $0 $3,752,668 $1,677,232 $244,931 $566,797 $110,236 $1,225,423 $128,726 $3,953,345

Non Current Assets Investments Land, Property and Equipment Long Term Pledges Receivable Other Assets Total Non Current Assets

D IM R IN AF A T R
$103,991 $287,708 $1,132,292 $1,166,869 $1,070,090

Y
$664,798

$664,798 $7,571,843 $156,490 $83,679

$611,033 $7,935,103 $15,445 $80,299 $8,641,881

$7,571,843

$3,336 $3,336

EL

$156,490

$80,344

$7,571,843

$236,834

$664,798

$8,476,810

PR
$1,519,044

Total Assets

$8,738,712

$1,306,924

$664,798

$12,229,478

$12,595,225

Liabilities and Net Assets Liabilities Current Liabilities Accounts Payable Payroll Withholdings Payable Accrued Expenses Payable Total Current Liabilities

$78,108 $3,381 $212,780 $294,269 $0 $0 $0

$78,108 $3,381 $212,780 $294,269

$71,520 $2,843 $234,151 $308,514

2/12/2013 2:07:53PM

Boys & Girls Clubs of Tampa Bay, Inc. Comparative Balance Sheets
Preliminary Draft - Unaudited

Page 2

Operating Fund 12/31/2012

Land & Bldg Fund 12/31/2012

Temporarily Restricted Fund 12/31/2012

Endowment Fund 12/31/2012

Totals 12/31/2012

Totals 12/31/2011

Other Liabilities Deferred Revenue Due to BGCTB Foundation Due to Others Total Other Liabilities $375,185 $375,185 $315,183

$2,031 $573,901 $0

Y
$0

$196,685

$212,610

$409,295 $2,031 $786,511 $315,183

Total Liabilities

$868,170

D IM R IN AF A T R
$212,610 $0 $212,610

$0

$1,080,780

$623,697

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 $1,185,930

$1,185,930 $6,798,413 $2,462,477 $701,879 $701,879 $701,879 $11,148,699

$1,460,560 $7,229,558 $2,621,196 $660,215 $11,971,528

$6,798,413

$2,462,477

$1,185,930

EL

$6,798,413

$2,462,477

Transfers Transfers To/From Unrestricted Fund Transfers To/From Fixed Assets Fund Transfers To/From Temporarily Restricted Fun Total Net Asset Transfers

PR
($215,149) ($238,007)

$1,940,300

($1,368,163)

($37,080)

$319,907 ($238,007) ($81,900)

($81,900)

($535,056)

$1,940,300

($1,368,163)

($37,080)

$0

$0

Total Net Assets

$650,874

$8,738,712

$1,094,314

$664,798

$11,148,699

$11,971,528

Total Liabilities and Net Assets

$1,519,044

$8,738,712

$1,306,924

$664,798

$12,229,478

$12,595,225

Boys & Girls Clubs of Tampa Bay, Inc. Comparative Statement of Revenue & Expenses
Preliminary Draft - Unaudited

Year To Date Actual 1/1/2012 To 12/31/2012 Budget 1/1/2012 To 12/31/2012 Variance Favorable (Unfavorable) Total 2012 Annual Budget Actual 1/1/2011 To 12/31/2011

Last Year Budget 1/1/2011 To 12/31/2011 Variance Favorable (Unfavorable)

Variance %

Variance %

Revenue Public Support

Contributions Fees & Grants Total Public Support

$1,509,941 $1,890,433 $4,253,128

$1,660,000 $1,885,950 $4,377,950

($150,059) $4,483

(9)% 0%

United Way & Combined Campaigns

$852,754

$832,000

$20,754

2%

$832,000

$921,990 $1,571,516 $1,753,013 $4,246,519

$907,000 $2,005,000 $1,694,033 $4,606,033

$14,990 ($433,484) $58,980 ($359,514)

2% (22)% 3% (8)%

$1,660,000 $1,885,950 $4,377,950

Revenue Program Service Revenue Investment Revenue Other Revenue Total Revenue $411,340 $6,193 $24,601 $442,134 $387,650 $4,800 $21,700 $414,150

D IM R IN AF A T R
($124,822) (3)% $23,690 6%

$387,650 $4,800

$397,206 $8,716 $15,220 $421,142

$451,350 $15,300 $23,200 $489,850

($54,144) ($6,584) ($7,980) ($68,708)

(12)% (43)% (34)% (14)%

$1,393 $2,901

29% 13%

$21,700

$27,984

7%

$414,150

Special Events Special Event Revenue Special Event Expenses Net Special Events $593,100 ($79,536) $513,564

$634,750 ($61,770)

EL

($41,650) ($17,766) ($59,416)

(7)%

$634,750

$621,830 ($84,997) $536,833

$612,750 ($59,770) $552,980

$9,080 ($25,227) ($16,147)

1% (42)% (3)%

(29)% (10)%

($61,770) $572,980

Total Public Support and Revenue

$5,208,827

PR
$572,980 $5,365,080

($156,253)

(3)%

$5,365,080

$5,204,493

$5,648,863

($444,370)

(8)%

Expenses Personnel Costs Salaries Employee Benefits Payroll Taxes Other Employee Costs Total Personnel Costs $2,546,267 $231,129 $199,904 $65,830 $3,043,130 $2,590,249 $296,634 $211,109 $39,570 $3,137,562 $43,982 $65,505 $11,205 ($26,260) $94,432 2% 22% 5% (66)% 3% $2,590,249 $296,634 $211,109 $39,570 $3,137,562 $2,577,969 $271,204 $201,478 $47,494 $3,098,145 $2,638,146 $299,674 $211,687 $37,892 $3,187,399 $60,177 $28,470 $10,209 ($9,602) $89,254 2% 10% 5% (25)% 3%

Operating Costs Professional Fees Contract Services $107,786 $151,196 $62,370 $144,120 ($45,416) ($7,076) (73)% (5)% $62,370 $144,120 $23,167 $106,141 $15,850 $89,904 ($7,317) ($16,237) (46)% (18)%

2/12/2013

Page 1

Boys & Girls Clubs of Tampa Bay, Inc. Comparative Statement of Revenue & Expenses
Preliminary Draft - Unaudited

Year To Date Actual 1/1/2012 To 12/31/2012 Budget 1/1/2012 To 12/31/2012 Variance Favorable (Unfavorable) Total 2012 Annual Budget Actual 1/1/2011 To 12/31/2011

Last Year Budget 1/1/2011 To 12/31/2011 Variance Favorable (Unfavorable)

Variance %

Variance %

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

$278,714 $83,889 $1,233,685 $33,504 ($5,583) $219,068 $50,094 $220,702 $66,770 $2,439,825

$303,369 $86,779 $1,236,925 $22,885 $15,588 $191,210 $39,000 $167,650 $58,370 $2,328,266

$24,655 $2,890 $3,240 ($10,619) $21,171

8% 3% 0% (46)% 136%

$303,369 $86,779

$280,529 $101,672 $1,380,656 $15,354 $18,380 $179,255 $43,180 $198,179 $52,909 $2,399,421

$302,774 $93,600 $1,359,590 $22,740 $24,888 $186,922 $39,000 $160,600 $161,210 $2,457,078

$22,245 ($8,072) ($21,066) $7,386 $6,508 $7,667 ($4,180) ($37,579) $108,301 $57,657

7% (9)% (2)% 32% 26% 4% (11)% (23)% 67% 2%

Total Expenses

$5,482,954

$5,465,828

D IM R IN AF A T R
($27,858) ($11,094) ($53,052) (15)% (28)% (32)% (14)% ($8,400) ($111,559) (5)% ($17,126) 0%

Y
$22,885 $15,588 $191,210 $39,000 $167,650 $58,370 $2,328,266 $5,465,828

$1,236,925

$5,497,566

$5,644,477

$146,911

3%

NET SURPLUS/(DEFICIT)

($274,128)

($100,748)

EL

($173,380)

(172)%

($100,748)

($293,073)

$4,386

($297,459)

(6,782)%

PR
2/12/2013

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