Board Retreat Agenda 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

Board Retreat Agenda 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

Desired Retreat OutcomesOutcomes:

Gain a better understanding of what we have and have not accomplished

over 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 Boarding Agenda

• 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

Fort Worden Public Development Authority

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 CharterTo 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.

Our MissionTo manage the Lifelong Learning Center to be financially self-sustaining, and

to infuse the Fort with the beauty and energy that allows it to reach its potential as a gathering place for individuals, families and groups who seek enrichment and

discovery through lifelong learning.

Our Core Values

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

Fort Worden State Park:A Historic Gathering Place & Lifelong Learning Center

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**

Our Partners

12

Our Role

• 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 Board of Directors

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

Fort Worden Business ModelWe Are a Hybrid

Social Logic

of a

nonprofit

Commercial

Logic of a

for-profit

Business Model Framework

Lifelong Learning Mission

(Culture)

+

Financial Sustainability

(Tools & Resources)

+

Environmental Sustainability

(Stewardship )

=

Long-term Community Health and Well-Being

2018 Strategic Priorities

Strategic Goal: Create a National Destination

for Lifelong Learning Opportunities

2018 Budget Presentation 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 Businesses50% 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

Other Revenues

96,000 , 13%

162,356 , 22%

166,400 ,22%

325,057 , 43%

Partner Leases Fees State Parks Other

Our Sustainability Strategy

Revenue Generating Activities

• 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

Reduce Expenses

• Reduce utility costs/energy savings

• Reduce operating costs where possible

• Restructure operations to be efficient

• Sustainability Plan to reduce waste/costs

Leverage New Funding Sources

• Established Fort Worden Foundation

• Public & private grants

• Events & Sponsorships

Department Presentations by Directors

• 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.

Sales & Reservations

Food & Beverage Services

Onsite Eateries

Guest ServicesHousekeeping and Maintenance

Guest ServicesAccommodations Improvements

Facilities & Improvements

Maintenance Transfer Additions

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

2018 Capital Improvement

Budget

Washington State Parks Fort Worden 2017-19 Capital Budget

“Old buildings need new uses” Jane Jacobs, Urban Historian

Bliss Vista - After

New Business & Partnership Development

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.

Makers Square

Glamping

Preliminary Site Plan

Preliminary Use Plan: Building 288

Utilities Site Study

History & Fun FactsEvery Employee Should Know

• 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.

Local Events & Activities Resources

• FortWorden.org/play-here

• PTMainStreet.org

• PTGuide.com

• EnjoyPT.com

• JeffCountyChamber.org

Upcoming PT/JeffCo Festivals

• 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