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5.14.19 Agenda Packet

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5.14.19 Agenda Packet Executive Committee Meeting Fort Worden Public Development Authority Seminar Building 297, Fort Worden Tuesday, May 14, 2019 | 9 a.m. to 11 a.m. Public Meeting Agenda: I. Call to Order II. Review of draft May 22, 2019 Board Meeting Agenda III. Review Cash Flow Report IV. Review and Approval of: • April 16, 2019 Executive Committee Minutes V. Staff Update and Board Discussion • State Parks Capital Budget • Makers Square: Bid Process & RFP • Glamping update • Events update • Building 277 • Branding Process • Fort Worden Foundation Development Director o Lane DeCamp VI. Public Comment VII. Adjourn VIII. Executive Session to review personnel matters and lease terms and conditions in accordance with RCW 42.30.140 (4) and RCW 42.30.110 (c), respectively. Page 1 of 39 AGENDA Board of Directors Meeting Fort Worden Public Development Authority (FWPDA) Wednesday, May 22, 2019 | 9:00 a.m. – 12:00 p.m. Commons Building 210, Room B, Fort Worden Regular Board Meeting I. Call to Order II. Roll Call & Staff Introductions ❖ Donald Cobb Jr, Executive Chef ❖ John Coltharp, Catering Manager III. Partner Presentation: Port Townsend Pétanque Alliance IV. Changes to the Agenda V. Public Comment VI. Correspondence ❖ Partners Report ❖ April 16, 2019 Executive Committee Minutes ❖ Cash Flow Report ❖ April 24, 2019 email from David Thielk to Board of Directors VII. Consent Agenda A. Review and Approval of Regular Board Meeting Minutes, April 24, 2019 Action: Motion to approve April 24, 2019 Board Meeting Minutes VIII. Review and Discussion of Financials A. Staff Report B. Board Discussion IX. Makers Square Construction Contract Award A. Staff Report B. Board Discussion Action: Move to approve Resolution 19-10 authorizing Board Chair to execute a construction contract with ______ construction, the approved lowest responsive, responsible bidder, for the Makers Square project. Page 2 of 39 X. Staff Report A. Marketing and Sales Report B. Summer Events Update XI. Public Comment XII. Next Meetings ❖ Executive Committee Meeting, June 18, 2019, 9 a.m. ❖ Board of Directors Meeting June 26, 2019, 9 a.m. XIII. Executive Session to review personnel matters and lease terms and conditions in accordance with RCW 42.30.140 (4) and RCW 42.30.110 (c), respectively. XIV. Adjourn Page 3 of 39 5/14/2019 Monthly Cash Flow Projection Hospitality Services Projected April May June July TOTAL 1. CASH ON HAND 70,000 175,286 21,286 119,286 2. CASH RECEIPTS Lodging & Services 387,500 510,000 615,000 650,000 2,162,500 (Main Account (Payment- Owed) 0 0 0 0 - Leases 12,000 8,000 8,000 8,000 36,000 From Advance Deposits 0 0 0 - Loan or Other Cash Injection 167,000 0 0 0 167,000 Grants 25,000 25,000 3. TOTAL CASH RECEIPTS 566,500 518,000 648,000 658,000 2,390,500 4. TOTAL CASH AVAILABLE 636,500 693,286 669,286 777,286 2,776,358 5. CASH PAID OUT Personnel and Payroll Expenses 291,214 320,000 330,000 360,000 1,301,214 General Operating 170,000 185,000 220,000 301,254 876,254 Furniture-Fixtures-Vehicles 0 Leasehold Improvements Fund/Account Repayment 167,000 167,000 Subtotal 461,214 672,000 550,000 661,254 2,344,468 Loan Principal Payment 6. TOTAL CASH PAID OUT 461,214 672,000 550,000 661,254 2,344,468 7. CASH POSITION 175,286 21,286 119,286 116,032 Difference from previous report 6,916 (137,084) 916 Page 4 of 39 Previous Month Report Monthly Cash Flow Projection Hospitality Services Projected March April May June TOTAL 1. CASH ON HAND 154,482 51,584 168,370 158,370 2. CASH RECEIPTS Lodging & Services 382,203 410,000 475,000 492,000 1,759,203 (Main Account (Payment- Owed) 0 0 0 0 0 Leases 4,000 18,000 8,000 8,000 38,000 From Advance Deposits 0 0 0 Loan or Other Cash Injection 100,000 150,000 0 0 250,000 Grants 0 25,000 25,000 3. TOTAL CASH RECEIPTS 486,203 578,000 508,000 500,000 2,072,203 4. TOTAL CASH AVAILABLE 640,685 629,584 676,370 658,370 2,605,010 5. CASH PAID OUT Personnel and Payroll Expenses 437,219 291,214 320,000 330,000 1,378,433 General Operating 151,882 170,000 198,000 210,000 729,882 Furniture-Fixtures-Vehicles 0 Leasehold Improvements Fund/Account Repayment 0 Subtotal 589,101 461,214 518,000 540,000 2,108,315 Loan Principal Payment 6. TOTAL CASH PAID OUT 589,101 461,214 518,000 540,000 2,108,315 7. CASH POSITION 51,584 168,370 158,370 118,370 Page 5 of 39 Minutes Executive Committee Meeting Fort Worden Public Development Authority (FWPDA) Tuesday, April 16, 2019 | 9 a.m. to 11 a.m. Seminar Building 297, Fort Worden All Executive Committee minutes are draft until approved by the Committee ❖ Motion to approve March 19, 2019 Executive Committee Minutes: Unanimously Approved Regular Executive Committee Meeting: I. Call to Order: 9:00 a.m. II. Roll Call Committee Members: Gee Heckscher, Jeff Jackson (by phone), Jane Kilburn, Norm Tonina Staff: Dave Robison, Rufina Garay, Diane Moody, Karolina Anderson, Joan Rutkowski Public: David Goldman, David Beckman III. Changes to the Agenda Review of personnel issues removed from Executive Session – review of lease terms and pricing remain. IV. Review of Draft April 24, 2019 Board Meeting Agenda Staff and the Committee reviewed the draft board agenda and added a Food and Beverage update under staff report. V. Review of March Cash Flow Report Diane Moody reviewed the March Cash Flow report (see packet) and noted that less funds are being drawn down on the line of credit than expected. Moody noted that emergency repairs resulted in higher than expected operating expenses. Moody reported that she’s asked directors to only make essential purchases. Staff and the Committee discussed advance deposits and policy ratios. VI. Review and Approval of March 19, 2019 Executive Committee Minutes Unanimously Approved Page 6 of 39 VII. Staff Update & Committee Discussion • Summer Event Schedule Robison discussed proposed summer event schedule and stated that he is seeking $30,000 in corporate sponsorships for the 4th of July Event. Robison noted that the FWPDA goal is to break even. Staff and the Committee discussed the talent list for 4th of July and the upcoming Thing! Festival produced by Seattle Theater Group (STG) on August 24 and 25. Robison stated that STG is committed to hiring locally (i.e. Thunderbull Productions, Centrum production interns, etc.). Staff and the Committee discussed performance venues across property, the transportation plan and various ways that STG has engaged partner participation. Staff and the committee discussed parking, transportation, lodging, noise mitigation, and security. Discussion also included the importance of developing an Emergency Response Plan for the FWPDA. Robison stated that STG will contract directly with the police department and bring in their own security. Robison discussed a presentation that he and Josh LaBelle (STG) made to the Washington Heritage Caucus. • Makers Square Update David Beckman reported that a non-mandatory pre-bid walk through has occurred that included three interested general contractors. Staff and the Committee discussed the bid process and timeline. Staff and the Committee discussed the need for a Makers Square operations plan and RFP process. Staff agreed to update the Committee on the progress of the operation plan, and noted that we will further discuss the RFP process in the May Executive Committee. Staff and Committee members discussed the fact that we have yet to work out the relationship between the Foundation and the PDA in terms of who will operate the facility. It will be decided by year’s end, but no process for that decision was discussed. • 2019 Year In Review Staff and the Committee discussed the Annual Report presentation Robison and Moody made to the City Council. Robison discussed the perception that costs have increased at Fort Worden – noted that lodging and meeting rooms have increased over the past five years but that they are in line with other comparable, local properties. Staff and the Committee discussed partner rates, earn-backs and the appraisal conducted by State Parks in 2010/2011. Robison noted that discussions have begun with State Parks regarding the revenue sharing with WSP in year 7. • Glamping Robison reported that two bids have been received (approximately two thousand dollars apart). Staff and the Committee discussed the bid process, the project timeline and strategies for moving forward. Committee and staff discussed Kitsap Bank bond financing, timeline, expanding project scope and loan terms. • 2019 Operating Budget Staff and the Committee reviewed proposed revisions to the 2019 operating budget and discussed reallocating facilities and maintenance staff to the glamping project and energy efficiency projects. Staff and the Committee discussed staffing costs, maintenance costs and staffing changes. Heckscher recommended that staff summarize operating budget changes at Page 7 of 39 the Board Meeting. Staff and the committee discussed leveraging accommodations to increase revenues. • Neighborhood Advisory Committee Staff and the Committee discussed the Neighborhood Advisory Committee (NAC) application process, public meeting requirements and next steps. All eight NAC applicants will be recommended to the full board. Robison discussed the transportation planning process with the City and diverting staff and park users from Cherry Street to Redwood Street. VIII. Public Comment Goldman stated that current revenue shortfalls provide incentive to move as quickly as possible to raise additional funds through the Fort Worden Foundation. Goldman noted that additional capital reserves could be tapped instead of possibly maxing out the line of credit.
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