Quarterly Meeting September 12, 2008

1
Quarterly MeetingSeptember 12, 2008
2
2008 Operating Plan Overview

• Increase number of children served to 2,600 by
  year end
• Increase School-based average length of match to
  11 months
• Achieve six-month retention rates of
• Community-based 81
• School-based 81
• Increase net annual revenues to 3.1 million

3
The Big Idea

• Top Three Big Ideas
• Referral and Participation Reward Program (Alumni
  Campaign)
• Internet/Technology funding and webfacing
• Fundraising
• Transforming the BBBS Experience!
• Bigs Employees
• Littles Board
• Parents Donors
• Big Ideas to be incorporated into 3Q and 4Q
  Operating Plan and 2009 Operating Plan

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Quarterly MeetingSeptember 12, 2008

• Development/Marketing

5
2008 Operating Plan Highlights

• Fundraising Results
• Cultivation of Prospects
• Create and Implement a
• Stewardship Plan
• Increase public awareness
• Develop new partnerships

6
2008 Operating Plan Overview

• 2008 revenue goal 3,173,000
• 2008 revenue raised to date 1,520,553
• Percentage of goal
• 50

7
Marketing Milestones and Deliverables

• Increased visibility through print and TV
  advertisements editorials email blasts
• New Partners
• D-Mars
• Comcast
• 2010 Media

8
Milestones and Deliverables

• Partnership Development
• CHLF Big for a Day
• Astros
• Downtown District Initiative
• Board participation/introductions

9
Milestones and Deliverables

• 2008 Bowl for Kids Sake
• Strong attendance
• Great company coordinators
• Great customer service during bowling events

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Milestones and Deliverables

• 2008 Bowl for Kids Sake
• Goal 190,150
• Raised 211,101
• 15 corporate sponsors (6 new for 2008)
• 87 bowlers on July 12th

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Success to date

• 2008 BFKS Big Winner
• Bob Drew, Waste Management
• Raised 7,185

12
Cultivation Activity

• Board of Directors Social/Networking
• Hosted by SJ Swanson and Donna Mittendorf
• Great attendance
• Great donor prospects generated now in the
  cultivation/solicitation process

13
Stewardship

• Stewardship
• Donor Newsletter
• Passive touches Phone calls, thank you notes
• Stewardship Plan and Calendar in place
• Involves Board and staff reaching out to donors
  and prospects

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Challenges

• Building Pipeline of Donor Prospects
• Individual campaign happening at a slower pace
• Volunteers reaching out to donors are only BOD
  members
• Challenging to coordinate, taking more time than
  expected
• Donor referral form
• Four events scheduled to cultivate major donors
• Need for cross-functional volunteers at events

15
Challenges

• Extreme Engagement
• How to actively engage donors and supporters?
• The activity challenge
• How to use office, branches, sites

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Take Aways

• Customer service Big BFKS success
• Stewardship involves everyone
• Cross-functional volunteers for donor cultivation
  events
• Extreme Engagement

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Looking forwardBig Ideas

• Alumni Campaign
• Increasing public awareness
• Library of testimonials
• Technology/website/database
• Recruiting volunteers
• Board development
• Fundraising

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Looking forwardBig Ideas

• Planning for 2009
• Partnership development strategic plan
• Affinity groups
• Faith-based incentives
• Volunteer incentives
• Big for a Day strategy

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Looking forwardBig Ideas

• Planning for 2009
• Marketing
• Alumni campaign
• Ongoing media development
• Fund Development
• Capital campaign development
• Kid Friendly fundraising opportunities
• New Events

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Quarterly MeetingSeptember 12, 2008

• Mentoring

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2008 Operating Plan Highlights

• Increased Intentionality
• Serve more children who are of high risk
  populations
• Recruit and retain more mentors of minority races
  to mentor children of minority races (AA -39 or
  136 for 2008 His-21 or 127 for 2008)
• Recruit and retain more male mentors (32 or 202
  for 2008)
• Recruit and retain more female littles
• Quality Growth
• Serve more children who want and need a mentor
• Increase children served in 2008 by 11
• Make 1,345 new matches.
• Match Retention
• Increase the retention rate for Community and
  School Based matches (81)
• Increase the average match length of Community
  and School Based matches (CBM 22.5 SBM 11)
• Training and process improvement

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Milestones Deliverables

• Increased Intentionality ( are cumulative YTD)
• 85 new male youth served (97.9 of 188 annual
  goal)
• 75 new male mentors matched to male youth (55.3
  of 282 annual goal)
• 22 new Hispanic youth served (47.7of 172 annual
  goal)
• 12 new Hispanic mentor to Hispanic youth matches
  (27 total YTD)
• 31 new African-American mentor to
  African-American youth matches made (87 total
  YTD)
• 30 new Amachi matches (114.6 of 171 goal)
• 13 new MCOP matches(71 of 52 goal)
• 6 new NCI matches (32 of 100 goal)
• 30 new DFPS matches (21.7 of 138 goal)
• - Grant year does not match calendar year

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Milestones DeliverablesQuality GrowthTotal
Children Served Goal 2,595New Matches to
Reach Goal 1,3458 reduction of original goal
of 2,800 served

• New Matches
• CB Central office 69 matches (54.4)
• CB Branches 46 matches (44.0)
• SB Central office 27 matches (18.4)
• SB Branches 13 matches (24.6)
• Total New Matches YTD 440
• This represents 32.7 of our 2008 goal

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Milestones Deliverables

• Match Retention
• Six month retention rate
• CB 76 vs. goal of 81
• SB 82 vs. goal of 81
• Average match length
• CB 21.3 months vs. goal of 22.5 months
• SB 7.5 months vs. goal of 11 months
• Closure rate
• CB 25 vs. goal of 38
• SB 36 vs. goal of 38

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Milestones Deliverables

• Match Retention
• Training and Process Improvement
• (Second Quarter)
• Volunteer Training
• 6 Mentoring 101 sessions conducted, 103
  attendees
• 2 Amachi trainings conducted, 12 attendees
• Training Institute under development for 2009
• Staff Training and Process Improvement
• Smart Tools development and implementation
• Monthly review of agency scorecard
• All staff collaboration
• Development of Parent Training Pilot

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Milestones Deliverables

• Strategic Development/Recruitment
• Continue to cultivate Alpha Phi Alpha partnership
• Recruited 2 undergraduate Houston chapters for
  school base programs
• Attended Southwest Regional Convention and
  strengthened partnership and recruitment for the
  Greater Houston area
• Developed recruiting partners from Alpha Eta
  Lambda graduate chapter
• Continue to cultivate HPD partnership
• Made ongoing presentations to recruit HPD
  officers for school base programs
• 8 new school based matches made
• Continue to cultivate and recruit in target
  African American Markets
• Hosted second BPMG mixer at Grooves
• The evening yielded 20 inquiries, and 5 matches
  were made

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Opportunities for Cross-Functional Support

• Reduction of Waitlist Participants (BIG IDEA
  Zip Codes)
• Target volunteer recruitment with partnership
  development in areas of high concentration (as
  made evident in AIM)
• Target recruitment for littles with partnership
  development in areas of high concentration (as
  made evident in AIM)
• Target Grant Recruitment
• Amachi littles to ensure success for the 2009
  grant year and upcoming research study
• MCOP littles to ensure success for the 2009 grant
  year
• NCI volunteers and littles for completion of 2008
  grant year
• Mass Interviews and Matching Assistance (BIG IDEA
  - Matches)
• Utilize all staff to assist program staff with
  high volume interview sessions
• Aid in matching process as needed (i.e., match
  introductions, etc.)

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Take Aways

• Make more matches while focusing on quality,
  safety, and intentionality goals
• Increased teamwork to optimize efficiency and
  effectiveness with all clients (Bigs, Littles and
  Parents)
• BBBSGH will change how our children grow up in
  America!

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Quarterly MeetingSeptember 12, 2008

• Office of the CEO

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2008 Operating Plan Highlights

• Board Development
• All Board Members received Mid-Year Performance
  Reviews
• Individual Gifts total 36,400 (91 of 40,000
  goal)
• Aggregate Give Get total 392,500 (44 of
  900,000 goal)
• Mary Murray, Treasury Manager of Amegy Bank and
  Daryl Irby, Engineer at Lubrizol joined Board
• Organizational Structure
• (Big Idea Quality Growth Premier Mentoring
  Experts Matching)
• Feedback from National assessment Focus on
  completing AIM Implementation and culture
• Evaluating proposals from consultants to lead
  Process and Organizational Structure Review
• SLT Identifying near-term process and structure
  improvements

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2008 Operating Plan Highlights

• State-wide Collaborations
• (Big Idea Quality Growth Increasing Exposure)
• Marian elected president of Texas Association of
  BBBS
• Association evaluating collaboration
  opportunities including hiring staff

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Milestones Deliverables

• Office of the CEO
• Board Development - Continue to identify,
  cultivate and recruit additional 4 members to
  reach 2008 goal of 27 members
• Retain consultant and begin evaluation and
  process improvement by 4Q
• Include Big Idea in October Board Retreat
• State Collaboration Task Force Meeting in Dallas
  September 19th

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Opportunities for Cross-Functional Support

• Office of the CEO
• Continue to identify and refer potential Board
  members
• Participate in Organizational Review process

34
Take Aways

• Office of the CEO
• Organizational Transformation Opportunity!!!

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Quarterly MeetingSeptember 12, 2008

• Supporting Services

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2008 Operating Plan Highlights

• Facilities, Finance and IT
• 2007 Financial Audit
• 2007 IRS Form 990
• 2007-2008 Amachi Audit
• Development of Cross Functional Scholarship
  Process
• Implement Virtual Private Network (VPN) Solution
• Human Resources, Training and Development
• Initiate job analysis and workforce analysis
• Revamp the Quarterly Meeting process and
  reporting template
• Provide a facilitated session on Diversity and
  Inclusion
• Explore consultant resources to assist with
  organizational and cultural transformation
• Participate as a presenter at BBBSA national
  conference

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Milestones Deliverables

• Supporting Services
• Audit Successfully completed
• -Unqualified opinion and no management comments
  issued by auditors
• Form 990 completed and filed with IRS
• 2007-2008 Amachi Audit successfully completed
• In compliance with grant guidelines
• Amachi Auditors requested permission to use our
  audit documentation process as a best practice
  guide for other Agencies.

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Milestones Deliverables

• Facilities, Finance and IT
• Development of Cross Functional Scholarship Award
  Process
• (Development Team - Judy, Laura, Trisha/Tiffany)
• In Progress 75 complete
• Developed Scholarship Pre and Post Application
  Procedures and Associated Materials.
• Developed Scholarship Payment Procedures and
  Associated Materials.
• Next Step
• Development of Pre and Post Scholarship Award
  Process and Associated Materials

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Milestones Deliverables

• Facilities, Finance and IT
• Implement Virtual Private Network (VPN) Solution
• In Progress - 75 complete
• Successfully implemented and rolled out to
• Home Based Staff
• Branch Managers
• Senior Leadership Team
• Next Step
• Roll out to remaining staff by end of year

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Milestones Deliverables

• Human Resources, Training and Development
• Initiate Job Analysis and Workforce Analysis
• May Conducted first training workshop for
  managers - The Role of Leadership in Workforce
  Readiness -
• Engaged our managers in shared dialogue about how
  we will need to transform ourselves as an
  organization in order to serve more children
• Provided an opportunity for leadership to gain a
  larger perspective about the possibilities and
  what actions may be necessary to embrace a Big
  Idea.
• Provided job analysis training to the SLT (June)
• Revamp the Quarterly Meeting process and
  reporting template
• April reworked the entire process and
  incorporated interactive activities and smart
  goals updates resulting in gt95 employee
  satisfaction

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Milestones Deliverables

• Human Resources, Training and Development
• Provide a facilitated session on Diversity and
  Inclusion
• July 3 10 Workshops presented to all
  employees. Feedback to be reported for 3rd
  quarter.
• Explore consultant resources to assist with
  organizational and cultural transformation
• April-May initial scope of Request for Proposal
  developed
• May Programs reps from BBBSA visited Houston
  and performed present state assessment
• June RFP on hold pending input from BBBSA after
  national conference visitation summary notes due
  in early July
• Participate as a presenter at BBBSA national
  conference (June)
• Facilitated an interactive session about Employee
  Relations and received high satisfaction ratings
  from participants

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Take Aways

• Facilities, Finance and IT
• 2007 Audits Successfully Completed and
  Compliments Received from Auditors.
• Implementation of VPN a success and will be
  rolled out Agency wide by year end.
• Development of Scholarship Award Process
  Continues.

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Take Aways

• Human Resources, Training and Development
• Continuing Education and Training are intended to
  encourage professionals to expand their knowledge
  base and stay up-to-date on new developments in
  their field.
• The following are some personal perspectives
  expressed by your co-workers about the training
  and development opportunities theyve
  participated in this last quarter.
• The Role of Leadership in Workforce Readiness -
  May 30 Rae Taylor
• What I learned about our agency is that we need
  to embrace a new way of thinking versus this is
  how weve always done it.  I learned that we
  need to train ourselves to be more open to all
  possibilities to create better opportunities to
  serve our children.  It was fun to also learn
  that several of us were involved in dance and the
  arts as children and as adults!

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Take Aways

• Human Resources, Training and Development
• SuperPerformance April 2008 -- LaTonya Boothe
• It was refreshing to listen as Dave Guerra
  clearly described the misconception most
  businesses share regarding the importance of
  individuals who work with them. The demonstration
  also illustrated the significance for leaders to
  understand that in order for a company to be
  successful, it is important to value the team
  within, and how successes within a business
  arent solely produced by the lead but by the
  team in which he/she leads. Personally, this
  helped put things into perspective and it
  motivated me to step outside of the traditional
  view of leadership and utilize more super view
  formulas like leveraging unlimited potential
  which Ive already incorporated in everyday life
  and in how I execute my responsibilities here to
  achieve our mission.

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Take Aways

• Leadership for Non-Profit Excellence Fall
  2007 April 2008 -- Avice Chambers
• I walked away from the class with a better
  understanding of best practices in nonprofit
  management, strategic planning and governance.  I
  also learned about how to build an organizational
  infrastructure that takes into consideration the
  unique characteristics of nonprofits (i.e.
  limited resources, personnel changes, etc.).   I
  have been able to translate lessons learned into
  my everyday work by using strategic planning
  tools to prepare for the future growth in the
  Fort Bend branch as well as making sure I adhere
  to my fiduciary duty to always act in the best
  interest of Big Brothers Big Sisters and our
  various stakeholders.
• Planning Giving, Digital Giving  April May 2008
  -- Tiffany Dorsey
• I have met professionals whose knowledge I
  consider a valuable source of information.  Ive
  acquired additional knowledge on trends in my
  field and Ive gained skills that will enable me
  to work smarter to accomplish the goals of our
  agency.

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Take Aways

• Advanced Excel June 2008 -- Michael Dragoni
• The biggest takeaway was realizing how little
  of the softwares capacity I was actually using. 
  Excel contains a lot of features that can help
  simplify seemingly complicated spreadsheets. 
  There were a lot of Well, I wish I would have
  known how to do THAT for my last report kind of
  moments.
• Conversations on Leadership June 2008 --
  Nancy Giles
• I walked away from this leadership conversation
  with the belief that there are abundant resources
  to be successful in fundraising despite the
  competition.  The glass is half full, not half
  empty.  Its all about my owning the right
  perspective and then projecting this out to
  others.
• Strategic Briefing for Non-Profits June 2008
  -- Laura Kocian
• Based on what I retained from the seminar at
  ESCH, the entire accounting department will have
  to be more vigilant and detail oriented to comply
  with the new audit and tax guidelines that have
  recently been enacted. I will have to prepare
  more detailed schedules going forward for our
  CPA.