Historic Triangle Recreational Facilities Authority

City of Williamsburg Agenda Historic Triangle Recreational Facilities Authority Meeting Wednesday, November 8, 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 August 9, 2023 Historic Triangle Recreational Facilities 2-6 Authority Meeting Historic Triangle Recreational Facilities Authority - Aug 09 2023 - Minutes 4. BOARD MEMBER ANNOUNCEMENTS 5. REPORTS 5.1. Financial Report 7-9 HTRFA Financials - October 2023 5.2. Executive Director's Report 5.3. Legal report 6. OPEN FORUM 7. CLOSED SESSION 7.1. Pursuant to Section 2.2-3711 (A)(29) of the Code of Virginia 1950 as amended 10 – for the purpose of discussing a public contract involving the expenditure of public funds, including interviews of bidders or offerors, and discussion of the terms and scope of such contract, where discussion in an open session would adversely affect the bargaining position or negotiating strategy of the public body (RFP Response Review). Agenda Item Summary - Pdf 7.2. Certification of Closed Session 11 Agenda Item Summary - Pdf 8. PUBLIC HEARINGS 9. UNFINISHED BUSINESS 9.1. Update from Victus Advisors on the RFI/RFP for Operators and the RFP for 12 Naming Rights- Brian Connolly, Founder and Managing Principal of Victus Advisors Agenda Item Summary - Pdf 10. NEW BUSINESS 11. ADJOURNMENT Page 1 of 12  MINUTES Historic Triangle Recreational Facilities Authority Meeting Wednesday, August 9, 2023 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; Neil Morgan, Secretary, York County; Robbi Hutton, City of Williamsburg; Brian Fuller, York County, and John Carnifax, James City County Also present were Dan Siegel, Legal Counsel; Robyn Hansen, Legal Counsel; and Dustie McCay, Clerk Authority Members Absent: Scott Stevens, Vice Chair, James City County Staff Members Present: Barbara Dameron, Finance Director and Travis Dill, Purchasing Agent and Risk Manager 3. Approval of Minutes A. Minutes from the June 14, 2023 Historic Triangle Recreational Facilities Authority Meeting Moved by Carnifax, seconded by Hutton, to approve the minutes of the June 14, 2023 HTRFA meeting. By roll call vote 4-0-1 Ayes: Hutton, Morgan, Trivette, Carnifax Nays: Abstain: Fuller Absent: Stevens 4. Board Member Announcements Page 1 of 5 Page 2 of 12  Historic Triangle Recreational Facilities Authority August 9, 2023 There were none. 5. Reports A. Financial Report Barbara Dameron, Finance Director, gave an update on the June financials. 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. Public Hearings None. 8. Unfinished Business None. 9. New Business A. Update from Victus Advisors on the RFI for Operators - Brian Connolly, Founder and Managing Principal of Victus Advisors AIS-23-021 Chair Trivette verbally corrected the agenda wording from RFP to RFI. Brian Connolly advised that there were four responses received from the RFI by all operating entities and they were from Centers, LLC, Eastern Sports Management, Kemper Sports Management, LLC, and Sports Facilities Management, LLC. Three of the four proposals only focused on operations while Kemper Sports Management, LLC provided a separate proposal for marketing as well. Each group has been invited to interview on August 28th. Mr. Connolly suggested that the Board ask the vendors to use their interview time to focus on the operations and marketing plan and detail what makes them unique. Chair Trivette stated that since it was issued as an RFI, meaning the Page 2 of 5 Page 3 of 12  Historic Triangle Recreational Facilities Authority August 9, 2023 Authority cannot go straight to selection, the purpose of the interviews is to expedite the RFP process once it is started. The Authority agreed that one hour is sufficient time for each interview and it was discussed what they expect from the presentations by the vendors in the interviews. Chair Trivette asked what the timeline is going forward after the interviews. Mr. Connolly would like to talk to the Authority about what the next steps should be and that an RFP is not required. The RFP will take longer than the RFI. Mr. Connolly clarified that three of the proposals offer marketing in their operating services, while Kemper offered marketing services separate from operating services but the cost is high. B. Discussion and Direction to Staff Concerning the Issuance of a Naming Services RFP - Andrew Trivette, Chair AIS-23-022 Andrew Trivette explained that it is now time to start discussing other sources of revenue and one of the opportunities might be offering naming rights for the facility. Brian Connolly reviewed the average naming rights deal amounts and terms. The average amount is $150,000 - $160,000 per year over approximately ten years, totaling $1.6M. If the Authority wants to pursue this, an RFP can go out to companies that specialize in naming rights and advertising. It was discussed what it means for the process if they issue an RFP and there is interest from the community where they receive an unsolicited proposal to name the building after a local company. And also the different types of RFPs that can be used. Moved by Morgan, seconded by Fuller, to authorize our consultant team to prepare, subject to review, and issue an RFP soliciting directly to appropriate firms for the opportunity of naming rights with details to be defined by the team so we can develop that information and factor it into our financing plans. By roll call vote 5-0-0 Aye: Hutton, Morgan, Trivette, Fuller, Carnifax Nay: Absent: Stevens Page 3 of 5 Page 4 of 12  Historic Triangle Recreational Facilities Authority August 9, 2023 Recuse: Abstain: 10. Closed Session A. 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). AIS-23-024 Moved by Carnifax, seconded by Fuller, to enter closed session at 3:36pm. By roll call vote 5-0-0 Aye: Hutton, Morgan, Trivette, Fuller, Carnifax Nay: Absent: Stevens Recuse: Abstain: B. Certification of Closed Session AIS-23-025 Moved by Carnifax, seconded by Fuller, to certify closed session at 4:35pm. By roll call vote 5-0-0 Aye: Hutton, Morgan, Trivette, Fuller, Carnifax Nay: Absent: Stevens Recuse: Abstain: 11. Adjournment At 4:35pm, there being no additional business before the Authority, the August 9, 2023 meeting of the Historic Triangle Recreational Facilities Authority was adjourned. Moved by Morgan, seconded by Fuller to adjourn. By roll call vote 5-0-0 Aye: Hutton, Morgan, Trivette, Fuller, Carnifax Nay: Absent:Stevens Recuse: Page 4 of 5 Page 5 of 12  Historic Triangle Recreational Facilities Authority August 9, 2023 Abstain: Andrew O. Trivette, Chair Dustie McCay, Clerk Page 5 of 5 Page 6 of 12  HISTORIC TRIANGLE RECREATIONAL FACILITIES AUTHORITY BALANCE SHEET October 31, 2023 FY 2024 FY 2024 FULL ACCT ACCT DESCRIPTION ORGINAL REVISED REMAINING BUDGET BUDGET FY 2024 ACTUAL ENCUMB BUDGET 007-00-0000-11001 -HTRFA CASH $ - $ - $ 8,598,451.92 $ - $ - 007-00-0000-11002 -HTRFA CASH-PAYROLL - - - - - 007-00-0000-13010 -ACCOUNTS RECEIVABLE - - - - - TOTAL ASSETS $ - $ - $ 8,598,451.92 $ - $ - 007-00-0000-25001 -ACCOUNTS PAYABLE $ - $ - $ - $ - $ - 007-00-0000-25060 -ACCRUED PAYROLL PAYABLE - - - - - TOTAL LIABILITIES - - - - - 007-00-0000-39030 ASSIGNED F.B. - DEBT SERVICE $ 7,776,770.06 007-00-0000-39999 -UNASSINGED FUND BALANCE - - 821,681.86 - - TOTAL BALANCE $ - $ - $ 8,598,451.92 $ - $ - TOTAL LIABILITIES AND FUND BALANCE $ - $ - $ 8,598,451.92 $ - $ - Page 7 of 12 Page 1 of 3  HISTORIC TRIANGLE RECREATIONAL FACILITIES AUTHORITY STATEMENT OF REVENUES, EXPENDITURES, AND CHANGES IN FUND BALANCE FOR MONTH ENDED OCTOBER 31, 2023 FY 2024 FY 2024 FULL ACCT ACCT DESCRIPTION ORGINAL REVISED FY 2024 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 - 007-00-0400-44450 MAINT. OF EFFORT - JCC - - 542,302.64 - - 007-00-0400-44460 MAINT. OF EFFORT - YORK COUNTY - - 80,356.06 - - 007-00-0400-44465 - TOURISM ALLIANCE - - - 007-00-0400-44200 INTEREST INCOME - - 135,727.61 - - TOTAL REVENUE $ - $ - $ 1,344,659.43 $ - $ - 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 - - 21,560.00 - - 007-00-0500-53006 - PRINTING - - - - - 007-00-0500-55101 - ELECTRICITY - - - - - 007-00-0500-55102 - HEATING - - - - - 007-00-0500-55103 - UTILITIES WATER/SEWER - - - - - Page 8 of 12 Page 2 of 3  HISTORIC TRIANGLE RECREATIONAL FACILITIES AUTHORITY STATEMENT OF REVENUES, EXPENDITURES, AND CHANGES IN FUND BALANCE FOR MONTH ENDED OCTOBER 31, 2023 FY 2024 FY 2024 FULL ACCT ACCT DESCRIPTION ORGINAL REVISED FY 2024 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 - - 26.00 - - 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 $ - $ - $ 21,586.00 $ - $ - CAPITAL EXPENDITURES 007-00-0505-67080 - 2019-INDOOR SPORTS COMPLEX $ - $ - $ 943,670.00 $ - $ - NET CHANGE IN FUND BALANCE $ 379,403.43 BEGINNING FUND BALANCE 8,219,048.49 ENDING FUND BALANCE $ 8,598,451.92 Page 9 of 12 Page 3 of 3 Staff Contact Andrew Trivette, City Manager Agenda Item Wording Pursuant to Section 2.2-3711 (A)(29) of the Code of Virginia 1950 as amended – for the purpose of discussing a public contract involving the expenditure of public funds, including interviews of bidders or offerors, and discussion of the terms and scope of such contract, where discussion in an open session would adversely affect the bargaining position or negotiating strategy of the public body (RFP Response Review). Background Information Closed Session Previous Relevant Action None Staff Recommendation None Page 1 of 1 Page 10 of 12 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 11 of 12 Staff Contact Andrew Trivette, City Manager Agenda Item Wording Update from Victus Advisors on the RFI/RFP for Operators and the RFP for Naming Rights- Brian Connolly, Founder and Managing Principal of Victus Advisors Background Information At a recent meeting, the HTRFA staff was directed to issue an RFI for Sports Center Operations and/or Marketing. The RFI was issued on June 23, 2023, and closed on July 21, 2023. The RFi garnered four qualified responses. The HTRFA then directed staff to issue an RFP using the information gained from the RFI process as a basis for the solicitation. The RFP was issued on October 10, 2023, and the response period closed on October 23, 2023. The HTRFA will need to decide if interviews are necessary with those respondents and score each using a standardized matrix. Additionally, The HTRFA directed staff to complete an RFP for naming rights in an effort to determine what revenue might be possible and provide enough information for the HTRFA to decide if it is interested in offering such a partnership. The naming rights RFP was issued on October 19, 2023, and the response period will close on December 7, 2023. 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 12