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 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%$2,118,994.01
TAPS CAFÉ Catering/Meeting Space MessHall Cablehouse
Other Revenues
96,000 , 13%
162,356 , 22%
166,400 ,22%
325,057 , 43%
Partner Leases Fees State Parks Other
Our Sustainability Strategy
Revenue Generating Activities
• Recruit new partners & tenants
• Renovate empty buildings
• Improve accommodations
• Coordinate marketing efforts
• Increase conferences and meeting use
• Establish retail merchandising initiative
• Enhance shoulder season use
• Attract new programs & events
Reduce Expenses
• Reduce utility costs/energy savings
• Reduce operating costs where possible
• Restructure operations to be efficient
• Sustainability Plan to reduce waste/costs
Leverage New Funding Sources
• Established Fort Worden Foundation
• Public & private grants
• Events & Sponsorships
Department Presentations by Directors
• 2018 Top 3-5 Goals
• Steps department staff take to achieve the goals
• Quarterly Schedule to be Completed
• Any new initiatives--like the mobile bar, new property management system, maintenance transition, ect.
• # of staff that work in the department
• Positions currently recruiting for.
• Present a Day in the life for the department.
Maintenance Transfer Additions
Contracts 111,000$
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
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
• 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