Boa oard Ret etreat eat Age genda nda Day 1: Review of Agenda - - PowerPoint PPT Presentation

Boa

• ard Ret

etreat eat Age genda nda

Day 1:

• Review of Agenda
• Review of Staff Orientation Program
• Board Member Roles & Responsibilities
• Lunch (Mess Hall)
• Review of Partner Programs, Leases & Contributions
• Tour of Buildings that Support Programming
• Check Into Rooms
• Happy Hour at Taps; Dinner at Reveille

1

Bo Boar ard Re Retreat eat Ag Agen enda da

Day 2:

• Breakfast in Commons A
• Board Business Meeting
• 3-Year Strategic Direction Discussion
• Working Box Lunch—small group exercise
• Board Discussion: What is the Mission of a Lifelong Learning Center
• Organizational Development to Fulfill LLC Mission
• Advance to Taps and 2020

2

De Desi sired red Ret etreat eat Ou Outcom

• mes

es

Outcomes:

• Gain a better understanding of what we have and have not accomplished
• ver the last 4 years.
• Clarify what are the organization’s constraints and opportunities for future

growth and development.

• Identify what programs and services contribute to our mission and

what programs or services are missing from the campus.

• Ensure the board is aligned with the staff’s proposed 3 Year Strategic Priorities.
• Have a better understanding of our Lifelong Learning Center mission and programs that

we would like to attract to Fort Worden.

• Identify the next steps in implementing our Strategic Priorities.

3

On n Bo Boarding arding Ag Agenda enda

• 8:00-9:00

Overview of the Fort and 2018 Goals: Dave Robison & Diane Moody

• 9:00-9:30

Sales, Reservations and Front Desk Departments: Cody Griffith

• 9:30-9:45

Core Value Exercise (Guest Centric/ Teamwork): Kristan McCary & Cody Griffith

• 9:45-10:15

Food & Beverage Department: Kristan McCary

• 10:15-10:45

Guest Services Department: Daniele Costello

• 10:45-11:00

Core Value Exercise (Sustainability/ Proactive): Jess Morris & Holly Rebert Barousse

• 11:00-11:45

Walking Tour of Accommodations: Ken Porter

• 11:45-12:30

Lunch @ the Mess Hall

• 12:30-1:00

Facilities: Larry Sammons

• 1:00-1:30

Finance and Administration: Shelley French

• 1:30-1:45

Core Value Exercise (Learning/ Respect): Larry Sammons & Shelley French

• 1:45-2:15

Security, Safety & Emergency Preparedness: Larry Sammons & Jess Morris

• 2:15-3:00

Walking Tour Partners: Megan Claflin

• 3:00-4:00

State Parks Orientation & Verbal Judo

• 4:00-4:15

Core Value Exercise (Accountability): Dave Robison & Diane Moody

• 4:15-4:30

Wrap up: Dave Robison & Diane Moody

Fo Fort rt Wor

• rden

den Pu Public blic De Development velopment Au Authority thority

Purpose: A new public partner working to improve our local and regional economies. 2011: City of Port Townsend established Charter for Fort Worden Lifelong Learning Center Public Development Authority. 2012-2013: Business Planning and Master Lease Negotiations November 2013, The PDA entered into a 50-year Master Lease with State Parks May 1, 2014: The PDA started managing the 90- acre campus.

Our Charter

To provide an independent legal entity to manage, promote, develop, secure funding for, and enhance Fort Worden including the implementation of a Lifelong Learning Center as (generally) envisioned in the 2008 Fort Worden Long-range Plan.

Ou Our r Mi Mission ssion

To manage the Lifelong Learning Center to be finan ancia ially lly self-susta sustain ining ing, and to infuse the Fort with the beauty and energy that allows it to reach its potential as a gathering ing place for individuals, families and groups who seek enrichment and discovery through lifelon long g learni ning ng.

Ou Our Cor r Core e Va Values lues

Teamwork Guest- centric Learning Sustainable Accountable Pro-Active Respect

• Core values are guiding

principles for employees to follow

• Core values help employees

know how to act and behave

• Core values set our direction for

the future

• Core values show how we should

work together

• Core values set out who we are

as an organization

Fo Fort rt Wor

• rde

den n St Stat ate e Pa Park rk:

A His istori ric c Ga Gatheri hering ng Pl Place ce & Li Lifelo long ng Le Learn rnin ing g Ce Cent nter er

Partnership Objectives Fort Worden PDA:

• Implement Lifelong Learning Center

Provide hospitality services

• Maintain & renovate historic buildings
• Recruit new programs & partners
• Leverage new funding for improvements

WA State Parks:

• Manage campgrounds
• Provide law enforcement
• Protect park functions
• Preserve natural areas
• Provide stewardship opportunities

Partnership Responsibilities:

• Safeguard state assets**
• Maintain public access**
• Enhance interpretive options**
• Enhance recreational uses**
• Protect the historical integrity**

Ou Our r Pa Partners rtners

12

Ou Our r Ro Role le

• Implement Lifelong Learning Center (Board & Mgt)
• Operation of Hospitality Services (Guest Services)
• Operate Dining Hall & Food Outlets (F&B)
• Maintenance of grounds & buildings (Maintenance crew)
• Capital Projects & Improvements (Facilities/Management)
• Expand Conference Opportunities (Marketing & Sales)
• Support art, culture, and educational programs, and

events provided by Partners (Sales & Guest services)

• Joint Marketing w/ Partners & City (Marketing Team)
• Financial Sustainability (Finance)
• Recruit new Tenants & Partners (Management)
• Property (leases) Management (Management)
• Secure funding to improve buildings & services (Management)

Our Our Boa

• ard

rd of

• f Dir

Direc ectors tors

Chairman Norm Tonina, Vice Chairman Gee Heckscher, Treasurer Jeff Jackson, Secretary Jane Kilburn Cindy Finnie, Harold Andersen, Bill Brown, Herb Cook, Lela Hilton, Bill James, Todd Hutton

Fo Fort rt Wor

• rde

den n Bus usine iness ss Mo Mode del

We Are a Hybrid Social Logic

• f a

nonprofit Commercial Logic of a for-profit

Bus usine iness ss Mo Mode del l F Fra ramewo ework rk

Lifelong Learning Mission (Culture) + Financial Sustainability (Tools & Resources) + Environmental Sustainability (Stewardship ) = Long-term Community Health and Well-Being

20 2018 18 St Stra rategi tegic c Pr Prio iorit ritie ies

Strategic Goal: Create a National Destination for Lifelong Learning Opportunities

20 2018 18 Bud udge get t Pr Pres esen entat tation ion

2018 2017 Projected 2016 2015 Budget Actuals Actuals Actuals 2018 2017 2016 Revenues Accomodations 3,149 2,641 2,052 2,041 19% 29% 1% Food & Beverage 2,201 1,838 1,552 1,036 20% 18% 50% Other Revenues 794 621 763 428 28%

• 19%

78% Total Revenues 6,144 5,100 4,367 3,505 20% 17% 25% Cost of Goods 895 750 677 420 19% 11% 61% Gross Revenues 5,249 4,350 3,690 3,085 21% 18% 20% Operating Expenses Personnel Costs 3,488 2,787 2,391 1,872 25% 17% 28% Maintenance & Repairs 141 98 111 99 44%

• 12%

12% Utilities 475 501 417 401

• 5%

20% 4% Operating Expenses 1,045 830 704 397 26% 18% 77% 75 25 58 36 200%

• 57%

61% Total Expenses 5,224 4,241 3,681 2,805 23% 15% 31% Net Revenue 25 109 9 275

• 77% 1111% -97%

Dollars presented in Thousands Capital Purchase & Leasehold Iimprovements Year over Year Percentage Change

Our Lodging Businesses

50% of Total Revenue

740,605.61, 33% 1,019,294.17, 45% 485,816.19, 22% 0, 0% 0, 0%

$2,245,715.97

Group Leisure Partner

Our Food & Beverage Businesses

39% of Total Revenue

$447,146 , 21% $214,656 , 10% $565,530 , 27% $756,892 , 36% $134,770 , 6%

$2,118,994.01

TAPS CAFÉ Catering/Meeting Space MessHall Cablehouse

Ot Other her Re Revenues venues

96,000 , 13% 162,356 , 22% 166,400 ,22% 325,057 , 43% Partner Leases

Fees

State Parks

Other

Our Our Su Sust stai aina nabili bility ty St Stra rateg tegy

Reven enue ue Generat nerating ing Activit ivities ies

• Recruit new partners & tenants
• Renovate empty buildings
• Improve accommodations
• Coordinate marketing efforts
• Increase conferences and meeting use
• Establish retail merchandising initiative
• Enhance shoulder season use
• Attract new programs & events

Reduc uce e Expen enses es

• Reduce utility costs/energy savings
• Reduce operating costs where possible
• Restructure operations to be efficient
• Sustainability Plan to reduce waste/costs

Leverag erage e New Funding ding Sources rces

• Established Fort Worden Foundation
• Public & private grants
• Events & Sponsorships

De Department partment Presentations resentations by by Di Directors rectors

• 2018 Top 3-5 Goals
• Steps department staff take to achieve the goals
• Quarterly Schedule to be Completed
• Any new initiatives--like the mobile bar, new property management

system, maintenance transition, ect.

• # of staff that work in the department
• Positions currently recruiting for.
• Present a Day in the life for the department.

Sal Sales es & Re & Reservations servations

Fo Food

• d & B

& Bev everag erage e Se Serv rvic ices es

On Onsit site e Ea Eate teries ries

Gu Guest est Se Serv rvices ices

Housekeeping and Maintenance

Gu Guest est Se Serv rvices ices

Accommodations Improvements

Fa Facilities cilities & Im & Improvements provements

Ma Maint inten enanc ance e Tra rans nsfer fer Add ddit itions ions

Contracts 111,000 $ Personnel 344,173 $ Materials 100,000 $ Equipment 25,000 $ 580,173 $

Projects Description Cost Estimate Campus wide Install energy management system $1,300,000 210 Install solar panels $ 375,000 5E or 16 Renovate $ 150,000 (*Pending funding) Glamping Glamping $ 70,000 Makers Square Construction documents $ 379,630 Total $2,274,630

20 2018 18 Ca Capit ital al Im Improvement

• vement

Bu Budget get

Washi ashington ngton Sta State te Pa Parks rks

Fort Worden 2017-19 Capital Budget

“Old buildings need new uses”

Jane Jacobs, Urban Historian

Bli Bliss ss Vist ista a - Af After ter

New New Bu Busi sine ness ss & & Pa Part rtne nersh rship ip De Deve velo lopmen pment

Renovating 9 underutilized or vacate, historic buildings on the Western edge of campus into a vibrant hub for arts, culture and education programs serving a diverse audience.

Building 305 is one of the most predominant and significant campus buildings to facilitate new programmatic uses, as it is centrally located in the proposed arts and education district.

Ma Makers kers Squ Square are

Gla Glampi ping ng

Pr Prel elim imina inary ry Si Site Pla e Plan

Pr Prel elim imina inary ry Us Use P e Pla lan: n: Buil uildin ding 28 g 288

Ut Utili iliti ties es Si Site te St Stud udy

Hi Hist stor

• ry

y & Fun & Fun F Fac acts ts Eve very ry Empl ploy

• yee

ee Sh Shou

• uld

ld Kn Know

• w

• Native American tribes play an

important role in Port Townsend & Jefferson County history including the S’Klallam and Makah

• Chetzemoka Park, located in uptown,

is named in honor of Chief Chetzemoka of the S’Klallam tribe

• Annual Tribal Canoe Journeys stop

at Fort Worden each year in late summer

Fort Worden features 12 miles of trails on Artillery Hill and 2.1 miles of shoreline trails at low tide.

Lo Local cal Ev Events ents & & Ac Activities tivities Re Resources sources

• FortWorden.org/play-here
• PTMainStreet.org
• PTGuide.com
• EnjoyPT.com
• JeffCountyChamber.org

Upc Upcom

• ming

ing PT PT/Je Jeff ffCo Co Fe Fest stiva ivals ls

• June 9-11 – Steampunk Festival
• July 4 – Old Fashioned 4th of July at Fort Worden
• July 13 – August 31 – Concerts on the Dock
• August 11-13 – Jefferson County Fair
• September 8-10 – Wooden Boat Festival
• September 15-17 – PT Film Festival
• October 7-8 – GPTB Kinetic Sculpture Race
• December 2 – Community Tree Lighting
• December 31 – First Night Celebration