Historic Triangle Recreational Facilities Authority

City of Williamsburg Agenda Historic Triangle Recreational Facilities Authority Meeting Wednesday, August 9, 2023 @ 3:00 PM 412 N. Boundary Street, Williamsburg, VA 23185 Page 1. CALL TO ORDER 2. ROLL CALL 3. APPROVAL OF MINUTES 3.1. Minutes from the June 14, 2023 Historic Triangle Recreational Facilities 3-5 Authority Meeting HTRFA Minutes - June 14 2023 4. BOARD MEMBER ANNOUNCEMENTS 5. REPORTS 5.1. Financial Report 6 - 11 HTRFA - FINANCIALS - June 2023 HTRFA - FINANCIALS - July 2023 5.2. Executive Director's Report 5.3. Legal report 6. OPEN FORUM 7. PUBLIC HEARINGS 8. UNFINISHED BUSINESS 9. NEW BUSINESS 9.1. Update from Victus Advisors on the RFP for Operators - Brian Connolly, 12 Founder and Managing Principal of Victus Advisors Agenda Item Summary 9.2. Discussion and Direction to Staff Concerning the Issuance of a Naming 13 Services RFP - Andrew Trivette, Chair Agenda Item Summary 10. CLOSED SESSION 10.1. Closed Session Pursuant to Section 2.2-3711(A)(6) for Discussion or 14 Consideration of the Investment of Public Funds Where Competition or Bargaining Is Involved, Where, If Made Public Initially, the Financial Interest of the Authority Would Be Adversely Affected (Design Update and Consideration of Facilities and Construction Management Services). Agenda Item Summary 10.2. Certification of Closed Session 15 Agenda Item Summary 11. ADJOURNMENT Page 1 of 15 Page 2 of 15  MINUTES Historic Triangle Recreational Facilities Authority Meeting Wednesday, June 14, 2023 Stryker Center, Room 127, 412 N. Boundary Street, Williamsburg, VA 23185 3:00 PM 1. Call to Order 2. Roll Call Authority Members Present: Andrew Trivette, Chair, City of Williamsburg; Scott Stevens, Vice-Chair, James City County; Neil Morgan, Secretary, York County; Robbi Hutton, City of Williamsburg; and John Carnifax, James City County Also present were Dan Siegel, Legal Counsel; Robyn Hansen, Legal Counsel; and Dustie McCay, Clerk Authority Members Absent: Brian Fuller, York County Staff Members Present: Barbara Dameron, Finance Director; Nicole Trifone, Public Information Officer; and Travis Dill, Purchasing Agent and Risk Manager 3. Approval of Minutes A. Minutes from the May 10, 2023 HTRFA Meeting Moved by Carnifax, seconded by Morgan, to approve the minutes of the May 10, 2023 HTRFA meeting. By roll call vote 5-0-0 Ayes: Hutton, Morgan, Trivette, Stevens, Carnifax Nays: Abstain: Absent: Fuller 4. Board Member Announcements None. 5. Reports A. Financial Report Page 1 of 3 Page 3 of 15  Historic Triangle Recreational Facilities Authority June 14, 2023 Barbara Dameron reviewed the May financials and advised that fees have decreased and interest income was received. B. Executive Director's Report None. C. Legal report None. 6. Open Forum Chair Trivette opened the Open Forum portion of the meeting for comments. There were none. 7. Closed Session 8. Public Hearings 9. Unfinished Business A. Presentation and Discussion Regarding Operating Models for the Historic Triangle Regional Sports Complex - Brian Connolly, Founder and Managing Principal of Victus Advisors AIS-23-019 Brian Connolly reviewed the draft RFP and gave a brief background on the project. He explained that if they do an RFQ, it would push the project back a month due to the process of getting it set up and spending more time on the front end. The Authority discussed the different operating model options, such as hiring a private provider, selecting one of the jurisdiction's Parks and Recreation Departments, or a hybrid of both. The pros and cons were considered for the operating model options and it was discussed to do an RFI first to gather information on services available. 10. New Business A. Consideration and Adoption of a Small Purchases Procedure AIS-23-020 Dan Siegel, Legal Counsel, explained the Small Purchases Procedure and recommended the Authority adopts it. Page 2 of 3 Page 4 of 15  Historic Triangle Recreational Facilities Authority June 14, 2023 Moved by Morgan, seconded by Stevens, to adopt the Small Purchases Procedure as recommended by counsel. By roll call vote 5-0-0 Ayes: Hutton, Morgan, Trivette, Stevens, Carnifax Absent: Fuller 11. Adjournment Prior to adjournment, Mr. Morgan mentioned the need to keep the elected officials in the loop. After further discussion, Mr. Trivette suggested Mr. Morgan look at the information he has already sent out to see if there is enough to draft a memo from the Authority. Mr. Morgan agreed to draft a memo. At 3:52 pm, there being no additional business before the Authority, the June 14, 2023 meeting of the Historic Triangle Recreational Facilities Authority was adjourned. Moved by Hutton, seconded by Carnifax, to adjourn. By roll call vote 5-0-0 Ayes: Hutton, Morgan, Trivette, Stevens, Carnifax Absent: Fuller Andrew O. Trivette, Chair Dustie McCay, Clerk Page 3 of 3 Page 5 of 15  HISTORIC TRIANGLE RECREATIONAL FACILITIES AUTHORITY BALANCE STATEMENT June 30, 2023 - Revised FY 2023 FY 2023 FULL ACCT ACCT DESCRIPTION ORGINAL REVISED REMAINING BUDGET BUDGET FY 2023 ACTUAL ENCUMB BUDGET 007-00-0000-11001 -HTRFA CASH $ - $ - $ 8,681,573.49 $ - $ - 007-00-0000-11002 -HTRFA CASH-PAYROLL - - - - - 007-00-0000-13010 -ACCOUNTS RECEIVABLE - - - - - TOTAL ASSETS $ - $ - $ 8,681,573.49 $ - $ - 007-00-0000-25001 -ACCOUNTS PAYABLE $ - $ - $ - $ - $ - 007-00-0000-25060 -ACCRUED PAYROLL PAYABLE - - - - - TOTAL LIABILITIES - - - - - 007-00-0000-39030 ASSIGNED F.B. - DEBT SERVICE $ 7,497,407.78 007-00-0000-39999 -UNASSINGED FUND BALANCE - - 1,184,165.71 - - TOTAL BALANCE $ - $ - $ 8,681,573.49 $ - $ - TOTAL LIABILITIES AND FUND BALANCE $ - $ - $ 8,681,573.49 $ - $ - Page 6 of 15 Page 1 of 3  HISTORIC TRIANGLE RECREATIONAL FACILITIES AUTHORITY STATEMENT OF REVENUES, EXPENDITURES, AND CHANGES IN FUND BALANCE FOR MONTH ENDED June 30, 2023 - Revised FY 2023 FY 2023 FULL ACCT ACCT DESCRIPTION ORGINAL REVISED FY 2023 REMAINING BUDGET BUDGET ACTUAL ENCUMB BUDGET REVENUE 007-00-0400-44440 - MAINT. OF EFFORT - WILLIAMSBURG $ - $ - $ 586,273.12 $ - $ - 007-00-0400-44441 DEBT SERVICE CTRB - WILLIAMSBURG 2,301,697.46 007-00-0400-44450 MAINT. OF EFFORT - JCC - - 542,302.64 - - 007-00-0400-44460 MAINT. OF EFFORT - YORK COUNTY - - 321,424.24 - - 007-00-0400-44465 - TOURISM ALLIANCE - - 5,195,710.32 007-00-0400-44200 INTEREST INCOME - - 143,634.67 - - TOTAL REVENUE $ - $ - $ 9,091,042.45 $ - $ - OPERATING EXPENDITURES 007-00-0500-51001 - SALARIES & WAGES $ - $ - $ - $ - $ - 007-00-0500-52001 - FICA - - - - - 007-00-0500-52002 - RETIREMENT-VRS - - - - - 007-00-0500-52005 - HOSPITALIZATION - - - - - 007-00-0500-52006 - GROUP LIFE INSURANCE - - - - - 007-00-0500-52016 - TRAINING - - - - - 007-00-0500-53002 - PROFESSIONAL SERVICES - - - - - 007-00-0500-530042- MAINTENANCE, BUILDINGS - - - - - 007-00-0500-530043- MAINTENANCE, OFFICE EQUIPMENT - - - - - 007-00-0500-53005B- OTHER LEGAL FEES - - 131,986.81 - - 007-00-0500-53006 - PRINTING - - - - - 007-00-0500-55101 - ELECTRICITY - - - - - 007-00-0500-55102 - HEATING - - - - - 007-00-0500-55103 - UTILITIES WATER/SEWER - - - - - Page 7 of 15 Page 2 of 3  HISTORIC TRIANGLE RECREATIONAL FACILITIES AUTHORITY STATEMENT OF REVENUES, EXPENDITURES, AND CHANGES IN FUND BALANCE FOR MONTH ENDED June 30, 2023 - Revised FY 2023 FY 2023 FULL ACCT ACCT DESCRIPTION ORGINAL REVISED FY 2023 REMAINING BUDGET BUDGET ACTUAL ENCUMB BUDGET 007-00-0500-55201 - POSTAGE - - - - - 007-00-0500-55203 - TELECOMMUNICATION - - - - - 007-00-0500-55301 - INSURANCE - - - - - 007-00-0500-55410 - UNIFORMS & APPAREL - - - - - 007-00-0500-55413 - OTHER OPERATING SUPPLIES - - - - - 007-00-0500-55501 - TRAVEL -MILEAGE - - - - - 007-00-0500-55801 - DUES & ASSOCIATION MEMBERSHIPS - - - - - 007-00-0500-55838 - PRINCIPAL PAYMENTS - - - - - 007-00-0500-55839 - INTEREST PAYMENTS - - - - - 007-00-0500-55840 - COST OF BOND ISSUANCE - - - - - 007-00-0500-55869 - CONTINGENCY - - - - - 007-00-0500-55872A BANK FEES - - 4.00 - - 007-00-0500-58001 - LEASE/RENT OF EQUIPMENT - - - - - 007-00-0500-58003 - LEASE - LAND - - - - - TOTAL OPERATING EXPENDITURES $ - $ - $ 131,990.81 $ - $ - CAPITAL EXPENDITURES 007-00-0505-67080 - 2019-INDOOR SPORTS COMPLEX $ - $ - $ 277,478.15 $ - $ - NET CHANGE IN FUND BALANCE $ 8,681,573.49 BEGINNING FUND BALANCE - ENDING FUND BALANCE $ 8,681,573.49 Page 8 of 15 Page 3 of 3  HISTORIC TRIANGLE RECREATIONAL FACILITIES AUTHORITY BALANCE STATEMENT July 31, 2023 FY 2023 FY 2023 FULL ACCT ACCT DESCRIPTION ORGINAL REVISED REMAINING BUDGET BUDGET FY 2023 ACTUAL ENCUMB BUDGET 007-00-0000-11001 -HTRFA CASH $ - $ - $ 8,712,004.31 $ - $ - 007-00-0000-11002 -HTRFA CASH-PAYROLL - - - - - 007-00-0000-13010 -ACCOUNTS RECEIVABLE - - - - - TOTAL ASSETS $ - $ - $ 8,712,004.31 $ - $ - 007-00-0000-25001 -ACCOUNTS PAYABLE $ - $ - $ - $ - $ - 007-00-0000-25060 -ACCRUED PAYROLL PAYABLE - - - - - TOTAL LIABILITIES - - - - - 007-00-0000-39030 ASSIGNED F.B. - DEBT SERVICE $ 7,527,838.60 007-00-0000-39999 -UNASSINGED FUND BALANCE - - 1,184,165.71 - - TOTAL BALANCE $ - $ - $ 8,712,004.31 $ - $ - TOTAL LIABILITIES AND FUND BALANCE $ - $ - $ 8,712,004.31 $ - $ - Page 9 of 15 Page 1 of 3  HISTORIC TRIANGLE RECREATIONAL FACILITIES AUTHORITY STATEMENT OF REVENUES, EXPENDITURES, AND CHANGES IN FUND BALANCE FOR MONTH ENDED July 31, 2023 FY 2023 FY 2023 FULL ACCT ACCT DESCRIPTION ORGINAL REVISED FY 2023 REMAINING BUDGET BUDGET ACTUAL ENCUMB BUDGET REVENUE 007-00-0400-44440 - MAINT. OF EFFORT - WILLIAMSBURG $ - $ - $ - $ - $ - 007-00-0400-44441 DEBT SERVICE CTRB - WILLIAMSBURG - 007-00-0400-44450 MAINT. OF EFFORT - JCC - - - - - 007-00-0400-44460 MAINT. OF EFFORT - YORK COUNTY - - - - - 007-00-0400-44465 - TOURISM ALLIANCE - - - 007-00-0400-44200 INTEREST INCOME - - 30,430.82 - - TOTAL REVENUE $ - $ - $ 30,430.82 $ - $ - OPERATING EXPENDITURES 007-00-0500-51001 - SALARIES & WAGES $ - $ - $ - $ - $ - 007-00-0500-52001 - FICA - - - - - 007-00-0500-52002 - RETIREMENT-VRS - - - - - 007-00-0500-52005 - HOSPITALIZATION - - - - - 007-00-0500-52006 - GROUP LIFE INSURANCE - - - - - 007-00-0500-52016 - TRAINING - - - - - 007-00-0500-53002 - PROFESSIONAL SERVICES - - - - - 007-00-0500-530042- MAINTENANCE, BUILDINGS - - - - - 007-00-0500-530043- MAINTENANCE, OFFICE EQUIPMENT - - - - - 007-00-0500-53005B- OTHER LEGAL FEES - - - - - 007-00-0500-53006 - PRINTING - - - - - 007-00-0500-55101 - ELECTRICITY - - - - - 007-00-0500-55102 - HEATING - - - - - 007-00-0500-55103 - UTILITIES WATER/SEWER - - - - - Page 10 of 15 Page 2 of 3  HISTORIC TRIANGLE RECREATIONAL FACILITIES AUTHORITY STATEMENT OF REVENUES, EXPENDITURES, AND CHANGES IN FUND BALANCE FOR MONTH ENDED July 31, 2023 FY 2023 FY 2023 FULL ACCT ACCT DESCRIPTION ORGINAL REVISED FY 2023 REMAINING BUDGET BUDGET ACTUAL ENCUMB BUDGET 007-00-0500-55201 - POSTAGE - - - - - 007-00-0500-55203 - TELECOMMUNICATION - - - - - 007-00-0500-55301 - INSURANCE - - - - - 007-00-0500-55410 - UNIFORMS & APPAREL - - - - - 007-00-0500-55413 - OTHER OPERATING SUPPLIES - - - - - 007-00-0500-55501 - TRAVEL -MILEAGE - - - - - 007-00-0500-55801 - DUES & ASSOCIATION MEMBERSHIPS - - - - - 007-00-0500-55838 - PRINCIPAL PAYMENTS - - - - - 007-00-0500-55839 - INTEREST PAYMENTS - - - - - 007-00-0500-55840 - COST OF BOND ISSUANCE - - - - - 007-00-0500-55869 - CONTINGENCY - - - - - 007-00-0500-55872A BANK FEES - - - - - 007-00-0500-58001 - LEASE/RENT OF EQUIPMENT - - - - - 007-00-0500-58003 - LEASE - LAND - - - - - TOTAL OPERATING EXPENDITURES $ - $ - $ - $ - $ - CAPITAL EXPENDITURES 007-00-0505-67080 - 2019-INDOOR SPORTS COMPLEX $ - $ - $ - $ - $ - NET CHANGE IN FUND BALANCE $ 30,430.82 BEGINNING FUND BALANCE 8,681,573.49 ENDING FUND BALANCE $ 8,712,004.31 Page 11 of 15 Page 3 of 3 Staff Contact Andrew Trivette, City Manager Agenda Item Wording Update from Victus Advisors on the RFP for Operators - Brian Connolly, Founder and Managing Principal of Victus Advisors Background Information At a recent meeting of the HTRFA staff was directed to issue an RFP for Sports Center Operations and/or Marketing. The RFP was issued on June 23, 2023 an closed on July 21, 2023. The RFP garnered four qualified responses. The HTRFA will now need to interview those respondents and score each using a standardized matrix. Brian Connelly with Victus Advisors will provide an update on the RFP results and next steps. Previous Relevant Action June 14, 2023 - HTRFA directed staff to issue a RFP for Sports Center Operations and/or Marketing Staff Recommendation None Page 1 of 1 Page 12 of 15 Staff Contact Andrew Trivette, City Manager Agenda Item Wording Discussion and Direction to Staff Concerning the Issuance of a Naming Services RFP - Andrew Trivette, Chair Background Information As the WRHA advances the regional sports center project, interest in the facility increases. Over the last few months, the WRHA has been contacted by several firms offering their services to find and negotiate a naming rights opportunity for the regional sports center. Now that the design committee has made considerable progress with design considerations and final pricing has become firmer, the time may be right to engage one of these search firms so that the HTRFA and the jurisdictions can consider any opportunity to reduce the construction cost to the localities. The HTRFA will discuss the opportunity to release an RFP for naming rights services without commitment to proceed beyond considering the RFP responses. Previous Relevant Action None Staff Recommendation Staff recommends issuing a a non-binding RFP for naming rights services utilizing Victus Advisors as a consulting coordinator. Page 1 of 1 Page 13 of 15 Staff Contact Andrew Trivette, City Manager Agenda Item Wording Closed Session Pursuant to Section 2.2-3711(A)(6) for Discussion or Consideration of the Investment of Public Funds Where Competition or Bargaining Is Involved, Where, If Made Public Initially, the Financial Interest of the Authority Would Be Adversely Affected (Design Update and Consideration of Facilities and Construction Management Services). Background Information Public bodies such as the HTRFA are enabled to enter into closed session by Section 2.2- 3711 of the Code of Virginia when specific purposes require. Previous Relevant Action None Staff Recommendation None Page 1 of 1 Page 14 of 15 Staff Contact Andrew Trivette, City Manager Agenda Item Wording Certification of Closed Session Background Information The Authority must certify that the preceding closed session included discussion of only those items authorized by Virginia Code Section 2.2-3711. Previous Relevant Action None Staff Recommendation None Page 1 of 1 Page 15 of 15