i. Branding for Lifelong Learning Center

Transcription

1 Executive Committee Meeting Fort Worden Public Development Authority Seminar Building 298, Fort Worden Tuesday, September 18, a.m. to 11 a.m. Public Meeting Agenda: I. Call to Order II. III. IV. Review of draft September 26, 2018 Board Meeting Agenda Review and Approval of August 28, 2018 Executive Committee Minutes Review Cash Flow Report V. Makers Square Update a. Windows Project VI. VII. Glamping Update Board & Staff Discussion a. Fortopia Program b. December/January Occupancy Strategy c. Staff Committee Reports: i. Branding for Lifelong Learning Center VIII. IX. Public Comment Adjourn Page 1 of 14

2 AGENDA Board of Directors Meeting Fort Worden Public Development Authority (FWPDA) Wednesday, September 26, :00 a.m. 12:00 p.m. Commons B, Building 210, Fort Worden Regular Board Meeting I. Call to Order II. III. IV. Roll Call & Staff Introductions Benjamin Helber Sheila Piccini Changes to the Agenda Partner Presentation: Copper Canyon Press V. Correspondence Fort Worden Partners Report Executive Committee Minutes June 19, 2018 Modest Mouse Article Cash Flow Report VI. VII. VIII. IX. Consent Agenda A. Review and Approval of Regular Board Meeting Minutes, July 25, 2018 Action: Motion to approve July 25, 2018 Board Meeting Minutes Review and Discussion of Financials A. Staff Report B. Board Discussion Fortopia Program Update A. Staff Report B. Board Discussion Memorandum of Understanding with the Port Townsend School District (PTSD) to support learning opportunities for K-12 students at Fort Worden. A. Staff Report B. Board Discussion Action: Motion to authorize the Board Chairperson to approve Memorandum of Understanding with the Port Townsend School District. Page 2 of 14

3 X. Resolution to waive competitive bidding requirement for the restoration of wooden windows within the Fort Worden campus and authorizing the contracting for restoration services with GreenForge Labs. C. Staff Report D. Board Discussion Action: Motion to adopt Resolution waiving the competitive bidding requirement for the restoration of wooden windows within the Fort Worden campus and authorizing the contracting for restoration services with GreenForge Labs. XI. XII. XIII. XIV. XV. Staff Report A. Energy Efficiency Update B. Makers Square Project Update and Timeline C. Glamping Update D. Staff Committee Reports: a. Branding for the Lifelong Learning Center Board Reports/Discussion Public Comment Next Meetings Executive Committee Meeting October 16, 2018 Board of Directors Meeting, October 24, 2018 Adjourn Page 3 of 14

4 Minutes Executive Committee Meeting Fort Worden Public Development Authority (FWPDA) Seminar Building 297, Fort Worden August 28, a.m. to 11 a.m. All Executive Committee minutes are draft until approved by the Committee Motion: June 19, 2018 Executive Committee Minutes - APPROVED Regular Executive Committee Meeting: I. Call to Order: 9:03 a.m. II. Roll Call Committee Members: Gee Heckscher, Norm Tonina, Jeff Jackson, Jane Kilburn Immediate Past President: Cindy Finnie Staff: Dave Robison, Diane Moody, Rufina Garay, Karolina Anderson Public: David Goldman III. IV. Review and Approval of June 19, 2018 Executive Committee Minutes Motion: Motion to approve June 19, 2018 Executive Committee Minutes Unanimously APPROVED Review Cash Flow Report Diane Moody reviewed the cash flow report and noted that Centrum continues to remain up to date. V. Makers Square Update Staff and the Committee discussed Makers Square project cost and market escalations. Robison noted that the WA State Parks Historic Preservation Officer and the Signal Architects Design Team will be onsite on Thursday to look at buildings 308, 324 and 305 for the seismic retrofit. Robison stated that three major grant requests totaling approximately $3,000,000 were submitted in July and August and that he expects to hear back in September. The board and staff discussed possible project phasing and both Jeff Jackson and Cindy Finnie requested that an operating plan be developed for Makers Square. Robison noted that in October we will need to decide if we are going to phase the project and go ahead without full funding. Staff will present options to the board. Robison thanked Gee Heckscher for continuing to fill many of the roles of a Capital Projects Manager while candidates were identified and interviewed. Board and staff discussed skills, qualifications and start date of the Capital Projects Manager. Heckscher reviewed the project timeline currently at 50% construction documents -- and outlined schedule and budget concerns including the timing of State Parks getting out of building 305. Robison noted that FWPDA has been providing assistance with the move. The budget estimate continues to go up, due to market conditions. Committee members and staff discussed Page 4 of 14

5 next steps to ensure that the Makers Square timeline stays on track and meets the 30-month timeline to qualify for the Historic Tax Credits. VI. Board & Staff Discussion A. Fortopia Program Staff and Committee members discussed the Fortopia program noting that there are currently 6 people registered and that the program was designed to accommodate up to 60 people. The Committee and Staff discussed marketing strategies and Rufina Garay noted that there s been some success this week since launching a more personalized approach to marketing the program (board members reaching out to their network directly). The Committee and Staff discussed the pros and cons of moving the program to the spring and setting a go-no go date. Robison noted that a major benefit of the program has been improved communication, collaboration and cross-marketing with partner organizations. The Committee and Staff discussed the challenges of marketing a product on such a short timeline. The Committee discussed possible offerings for locals who don t want to spend the night. B. Centrum s Jazz & Blues In the Clubs The Committee and staff discussed Jazz & Blues In the Clubs, a joint effort between Centrum and the FWPDA. Robison noted that 50% of Centrum s Jazz participants were under 21 and unable to enter the clubs downtown. Staff and the Committee discussed the benefits and the drawbacks of hosting Jazz & Blues In the Clubs due to the labor costs associated with setting up and breaking down the spaces. Robison noted that it was a great experience for people who attended and Jane Kilburn called it Friend Raising. The Committee and Staff discussed strategies for reducing potential losses in the future. Moody noted that although the events were positive experiences they put more strain on the staff than did the Modest Mouse concert C. Modest Mouse Concert Moody reported that Fort Worden PDA grossed $140,000 in revenue for Friday and Saturday including lodging and food and beverage services. Robison noted that Seattle Theater Group (STG), who produced the event, paid full rates for everything and that they paid for parking services, security, production services and that they went above and beyond to include local vendors. The Committee and Staff discussed the economic benefit to the local community. Tonina noted that this event helped offset the additional $500,000 in maintenance costs that FWPDA absorbed this year as a result of the maintenance transition. Robison and the Committee discussed the alignment between the Seattle Theater Group mission & vision and the Fort Worden PDA mission, noting the following key areas of compatibility: STG is a non-profit organization committed to Arts & Cultural Education and Historic Preservation. Environmental Sustainability: STG is committed to moving toward zero waste events Page 5 of 14

6 Fiscal Sustainability: The partnership with STG contributes significantly to local economy and helps the FWPDA achieve greater financial sustainability Social Responsibility: STG strives to have a positive impact on communities by hiring local vendors and opening acts; STG engages in charitable initiatives Historic Preservation: STG is committed to preservation and rehabilitation of historic places. In particular, the Paramount Theater, the Neptune Theater and the Moore Theater in Seattle. Robison noted that STG has previously partnered with Centrum to produce Dance This! Staff and the Committee discussed potential impacts of sound on the Community. Robison stated that he received one negative from a neighbor so far but a lot of positive communication. Robison noted that STG replicated the volume controls that they use at the Woodland Park Zoo and Marymoor Park. Robison encouraged board members to ask their neighbors about sound impacts, underlying that Fort Worden wants to be a good neighbor. Jeff Jackson stated that he measured a decibel level of just just outside the Fort Worden boundary. Robison stated that he talked to legislators who attended the concert who had a great time and commented on the beneficial economic impact on the local community. About half the tickets were purchased from King County, and together Jefferson and Clallam made up 38% of tickets sold for the Saturday show. VII. Staff Committee Reports (Committee or Work Groups?) i. Fort Worden Lifelong Learning Center Branding Committee members and staff discussed the Lifelong Learning Center brand and creating a brand positioning statement - the possibility of moving towards something more inclusive and exciting. The Executive Committee and Staff discussed the proposed branding process which will include Fort Worden partner feedback, FWPDA Staff Leadership Team Feedback, Key Community Stakeholders (i.e. Mayor, community members), the FWDA Executive Committee and the Board. ii. Fort Worden Economic Impact Rufina Garay reviewed the Earth Economics abstract and spreadsheet. Garay discussed developing an effective narrative around the economic impact of Fort Worden on the local community and county as well as how arts and ecology can intersect. Garay stated that Earth Economics can help develop narratives and tools that can help direct efforts, support in partner selection, inform branding and tell the story of the economic impact on the community. Robison noted that this information would also be very helpful when applying for grants, telling the FWPDA story in Olympia and making the case for Capital Budget requests. The Committee and Staff discussed a possible insert in the Leader that would effectively tell the story of the beneficial economic impact Fort Worden has on the local community and region. Cindy Finnie reminded staff that an economic study funded by the City of Page 6 of 14

7 Port Townsend identified Fort Worden as the third economic pillar of Jefferson County. Garay stated that she and Robison will meet to discuss the scope of work for Earth Economics. Committee and staff discussed the possibility of integrating Community Vitality Index and Economic data to tell the story of how arts drive the local economy. iii. Hospitality & Culinary Arts Program Robison reported that staff and committee members are working together on the vision for a possible Hospitality & Culinary Arts Program - which FWPDA staff could also attend for training and professional development. Peninsula College is offering its first hospitality class at Fort Worden this fall. Robison noted that housing needs would also need to be addressed due to the lack of affordable housing options in Jefferson County. Staff and the committee discussed possible partnerships with existing culinary arts programs and educational institutions, noting that Rufina and Kristan will visit the NW Culinary Institute. VIII. Committee Discussion Robison reported that the Coast Guard is moving forward to improve the water and sewer systems to Point Wilson lighthouse and that the Coast Guard is close to entering a license agreement with the US Lighthouse Association. Staff and the Committee discussed the septic system at the lighthouse. Staff and the Committee discussed the annual state audit which has been delayed, and the pros and cons of hiring an independent, third party auditor as well as the cost of the annual audits. Staff and the Committee discussed the NW Discovery Labs request to rent space in building 298, uses of 298 and possibly holding off on bringing new community partners into the building while future best uses and an RFP process is determined. Staff and the Committee discussed the glamping timeline and strategies for clearing the sites. Robison stated that the goal is to start building the platforms in October. Committee members and staff discussed Building 409 now included in our master lease amendments, access to the site and communicating and coordinating with State Parks and a nonprofit entity interested in creating a program space on the hill. IX. Public Comment David Goldman suggested that if Fortopia was offered to locals (without requiring that they stay overnight) anecdotes could be gleaned that could be used for marketing purposes. Goldman stated that the community does not understand the significant ways that Fort Worden contributes to the local economy and that it s very important to tell that story. Goldman stated that a well-educated populous is the commonwealth that sustains this community and noted that entities that have taxing authority are currently facing significant challenges. Page 7 of 14

8 Goldman noted that he believed that the Jazz in the Clubs and Modest Mouse generated community goodwill. X. Executive Committee Motion to hold Executive Session to review personnel issues in accordance with RCW (4). XI. Adjourned: 11:02 a.m. Page 8 of 14

9 8/28/2018 Monthly Cash Flow Projection Hospitality Services 1. CASH ON HAND Projected July August Sept Oct TOTAL 265, , , , CASH RECEIPTS Lodging & Services 725, , , ,000 2,077,000 (Main Account (Payment- Owed) (313,000) 313, Leases 9,045 7,000 7,500 8,000 31,545 From Advance Deposits 0 Loan or Other Cash Injection 50, ,000 Grants TOTAL CASH RECEIPTS 421, , , ,000 2,158, TOTAL CASH AVAILABLE 686,045 1,010, , ,401 3,190, CASH PAID OUT Personnel and Payroll Expenses 358, , , ,000 1,393,500 General Operating 136, , , , ,144 Furniture-Fixtures-Vehicles 7,500 6,500 5, ,000 Leasehold Improvements 0 1,500 2,000 2,000 5,500 Fund/Account Repayment 160, ,000 Subtotal 502, , , ,000 2,061,144 Loan Principal Payment 0 6. TOTAL CASH PAID OUT 502, , , ,000 2,061, CASH POSITION 183, , , ,401 Difference from previous month report (70,399) 32,601 Page 9 of 14

10 Previous Month Report Monthly Cash Flow Projection Hospitality Services 1. CASH ON HAND Projected May June July Aug TOTAL 180, , , , CASH RECEIPTS Lodging & Services 385, , , ,000 1,985,200 (Main Account (Payment- Owed) Leases 11,100 8,000 8,000 8,000 35,100 From Advance Deposits 0 Loan or Other Cash Injection 150, ,000 Grants 25,000 25, TOTAL CASH RECEIPTS 396, , , ,000 2,195, TOTAL CASH AVAILABLE 576, , , ,800 3,011, CASH PAID OUT 0 Personnel and Payroll Expenses 260, , , ,000 1,300,000 General Operating 163, , , , ,450 Furniture-Fixtures-Vehicles 23,550 5,000 20,000 5,500 54,050 Leasehold Improvements 3,000 8,500 2,000 2,000 15,500 Fund/Account Repayment 75,000 75, ,000 Subtotal 450, , , ,500 2,136,000 Loan Principal Payment 0 6. TOTAL CASH PAID OUT 450, , , ,500 2,136, CASH POSITION 126, , , ,300 Page 10 of 14

11 Architectural & Engineering Makers Square Building 305 $882,675 Makers Square Buildings 308 & 324 $765,575 Page 11 of 14

12 Glamping Project Description The Fort Worden Public Development Authority (FWPDA) proposes to develop a glamping (glamorous camping) facility in the area of the Fort adjacent to the historic building campus. The site is currently unused; formerly it was terraced and developed for military barracks and related service buildings of which only a few foundation remnants remain, along with water and sewer infrastructure. When completed, the Project will provide up to twenty new canvas tents on raised wood decks and a community structure for shared use. Parking will generally be provided at the edge of the glamping site; two ADA accessible tents will have dedicated parking spaces onsite. The tents will be accessed by the existing paved roads and new gravel walkways. Campers will use electric baggage carts provided by FWPDA on arrival and departure. The Project will increase the diversity of overnight accommodations at the Fort and add smaller, affordable units suitable for couples and small families, all in support of the Fort s hospitality and lifelong learning mission. The glamping tents will be canvas wall tents 16 by 22 feet in size and most will be plumbed and include a full bathroom. They will be erected on site-built wood decks of 16 by 28 feet providing a porch area in front of the tent. A community building of 25 by 58 feet will be constructed on an existing slab and provide large gathering room, fireplace, storage/mechanical room and accessible bathrooms. The Project also includes water/sewer and electrical upgrades, and improvements to pedestrian circulation, parking, and landscaping in the redeveloped site. The Project area is shown on Figure 1. and comprises 216,000 SF, or about 5.0 acres. Total tent space of 7,040 SF (on 8,960 SF of decks) and a community structure of 1,450 SF will be developed. The Project would improve areas of existing concrete slabs, gravel and vegetated areas. The work includes a paved parking area of 6,500 SF for 20 cars located at the SE entry. The Project will be accessed by existing roads. The community structure and two of the camping sites will provide ADA compliant accessibility. Page 12 of 14

13 >>>>CAUTION<<<< CALL BEFORE YOU DIG! NOT LESS THAN TWO OR MORE THAN TEN BUSINESS DAYS PRIOR TO COMMENCING EXCAVATION OR DEMOLITION, SECURE THE SERVICES OF A COMMERCIAL UNDERGROUND UTILITIES LOCATOR SERVICE TO IDENTIFY BELOW-GROUND IMPROVEMENTS THAT MAY NOT BE INDICATED ON THE DRAWINGS. ZONE FACILITY FACILITY ID: PROJECT TITLE GLAMPING FORT WORDEN STATE PARK PORT TOWNSEND, WASHINGTON PHASE: DRAWING TITLE Revision: Date: Designed by: Drawn by: Checked by: PROJECT #: DATE: Sheet 15, JUNE 2018 SCALE:Page 13 of 14 1" = X' - 0" WPZ DRAWING #: of X

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