Boa oard 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 omes es Outcomes: 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 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 orden 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 • Core values are guiding principles for employees to follow Learning • Core values help employees know how to act and behave Accountable Teamwork • Core values set our direction for the future Sustainable • Core values show how we should Guest- work together Pro-Active centric • Core values set out who we are Respect as an organization
Fo Fort rt Wor orde 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: Partnership Responsibilities: Implement Lifelong Learning Center Safeguard state assets** • • Provide hospitality services Maintain public access** • Maintain & renovate historic buildings Enhance interpretive options** • • Recruit new programs & partners Enhance recreational uses** • • Leverage new funding for improvements Protect the historical integrity** • • WA State Parks: Manage campgrounds • Provide law enforcement • Protect park functions • Preserve natural areas • Provide stewardship opportunities •
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 oard rd of of 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 orde den n Bus usine iness ss Mo Mode del We Are a Hybrid Social Logic Commercial of a Logic of a nonprofit 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 Percentage Change 2018 2017 Projected 2016 2015 Year over Year 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% Capital Purchase & Leasehold Iimprovements 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
Our Lodging Businesses 50% of Total Revenue 0, 0% $2,245,715.97 0, 0% 485,816.19, 22% 740,605.61, 33% 1,019,294.17, 45% Group Leisure Partner
Our Food & Beverage Businesses 39% of Total Revenue $2,118,994.01 $134,770 , 6% $447,146 , 21% $756,892 , 36% $214,656 , 10% $565,530 , 27% TAPS CAFÉ Catering/Meeting Space MessHall Cablehouse
Ot Other her Re Revenues venues 96,000 , 13% 325,057 , 43% 162,356 , 22% 166,400 ,22% Fees Other Partner Leases State Parks
Our Our Su Sust stai aina nabili bility ty St Stra rateg tegy Reven enue ue Generat nerating ing Activit ivities ies Reduc uce e Expen enses es • Recruit new partners & tenants • Reduce utility costs/energy savings • Renovate empty buildings • Reduce operating costs where possible • Improve accommodations • Restructure operations to be efficient • Coordinate marketing efforts • Sustainability Plan to reduce waste/costs • Increase conferences and meeting use • Establish retail merchandising initiative Leverag erage e New Funding ding Sources rces • Enhance shoulder season use • Established Fort Worden Foundation • Attract new programs & events • 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 od & 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
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