Historic Triangle Recreational Facilities Authority

City of Williamsburg Agenda Historic Triangle Recreational Facilities Authority Meeting Wednesday, October 9, 2024 @ 3:00 PM 412 N. Boundary Street, Williamsburg, VA 23185 Page 1. CALL TO ORDER 2. ROLL CALL 3. APPROVAL OF MINUTES 4. BOARD MEMBER ANNOUNCEMENTS 5. REPORTS 5.1. Financial Report 2-5 HTRFA Financial Report September 2024 5.2. Executive Director's Report 5.3. WSEC Operator Report 6 - 13 HTRFA Operator Report 5.4. Construction Report 14 - 15 HTRFA Construction Updates 5.5. Legal report 6. OPEN FORUM 7. CLOSED SESSION 7.1. Closed Session Pursuant to VA Code Section 2.2-3711(A)(8) – Consultation 16 with Legal Counsel Employed or Retained by a Public Body Regarding Specific Legal Matters Requiring the Provision of Legal Advice by Such Counsel, Regarding Authorizations for Actions for HTRFA AIS-24-063 7.2. Certification of Closed Session 17 AIS-24-064 8. PUBLIC HEARINGS 9. UNFINISHED BUSINESS 9.1. Presentation and Discussion of Sports Facility Naming Concepts - Steve Ryan, 18 - 24 Regional Operations Executive, Kemper Sports AIS-24-062 10. NEW BUSINESS 11. ADJOURNMENT Page 1 of 24  HISTORIC TRIANGLE RECREATIONAL FACILITIES AUTHORITY BALANCE SHEET SEPTEMBER 31, 2024 FY 2025 FY 2025 FULL ACCT ACCT DESCRIPTION ORGINAL REVISED BUDGET BUDGET FY 2025 ACTUAL 007-00-0000-11001 -HTRFA CASH $ - $ - $ 13,414,638.62 007-00-0000-11002 -HTRFA CASH-PAYROLL - - - 007-00-0000-11015 BOND ESCROW CASH 24 SERIES 54,891,679.10 007-00-0000-13010 -ACCOUNTS RECEIVABLE - - - TOTAL ASSETS $ - $ - $ 68,306,317.72 007-00-0000-25001 -ACCOUNTS PAYABLE $ - $ - $ 104.00 007-00-0000-25060 -ACCRUED PAYROLL PAYABLE - - - 007-00-0000-27022 MEB ESCROW - - 453,245.85 TOTAL LIABILITIES - - 453,349.85 007-00-0000-39030 ASSIGNED F.B. - DEBT SERVICE $ 10,397,514.06 007-00-0000-39999 -UNASSINGED FUND BALANCE - - 57,455,453.81 TOTAL BALANCE $ - $ - $ 67,852,967.87 TOTAL LIABILITIES AND FUND BALANCE $ - $ - $ 68,306,317.72 Page 2 of 24 Page 1 of 4  HISTORIC TRIANGLE RECREATIONAL FACILITIES AUTHORITY STATEMENT OF REVENUES, EXPENDITURES, AND CHANGES IN FUND BALANCE FOR MONTH ENDED SEPTEMBER 31, 2024 FY 2025 FY 2025 FULL ACCT ACCT DESCRIPTION ORGINAL REVISED REMAINING BUDGET BUDGET FY 2025 ACTUAL ENCUMB BUDGET REVENUE 007-00-0400-44440 - MAINT. OF EFFORT - WILLIAMSBURG $ 586,274.00 $ 586,274.00 $ 586,273.12 $ - $ 0.88 007-00-0400-44441 DEBT SERVICE CTRB - WILLIAMSBURG 1,150,000.00 1,150,000.00 1,150,000.00 - 007-00-0400-44450 MAINT. OF EFFORT - JCC 542,302.00 542,302.00 542,302.64 - (0.64) 007-00-0400-44451 JCC OPERATING SUBSIDY 400,000.00 400,000.00 - 400,000.00 007-00-0400-44460 MAINT. OF EFFORT - YORK COUNTY 321,424.00 321,424.00 80,356.06 - 241,067.94 007-00-0400-44461 YORK COUNTY OPERATING SUBSIDY 400,000.00 400,000.00 - 400,000.00 007-00-0400-44465 - TOURISM ALLIANCE - - - - - 007-00-0400-44475 OTHER CONTRIBUTIONS - - 1,000.00 - (1,000.00) 007-00-0400-44200 INTEREST INCOME 180,000.00 180,000.00 86,829.63 - 93,170.37 007-00-0400-44211 INTEREST INCOME SNAP - - 330,891.10 - (330,891.10) TOTAL REVENUE $ 3,580,000.00 $ 3,580,000.00 $ 2,777,652.55 $ - $ 802,347.45 OPERATING EXPENDITURES 007-00-0500-51001 - SALARIES & WAGES $ 160,000.00 $ 160,000.00 $ - $ - $ 160,000.00 007-00-0500-52001 - FICA 12,200.00 12,200.00 - - 12,200.00 007-00-0500-52002 - RETIREMENT-VRS 28,800.00 28,800.00 - - 28,800.00 007-00-0500-52005 - HOSPITALIZATION 16,000.00 16,000.00 - - 16,000.00 007-00-0500-52006 - GROUP LIFE INSURANCE 2,100.00 2,100.00 - - 2,100.00 007-00-0500-52016 - TRAINING - - - - - 007-00-0500-53002 - PROFESSIONAL SERVICES 24,500.00 24,500.00 - - 24,500.00 007-00-0500-530042- MAINTENANCE, BUILDINGS - - - - - 007-00-0500-530043- MAINTENANCE, OFFICE EQUIPMENT - - - - - 007-00-0500-53005B- OTHER LEGAL FEES 225,000.00 225,000.00 16,556.00 - 208,444.00 Page 3 of 24 Page 2 of 4  HISTORIC TRIANGLE RECREATIONAL FACILITIES AUTHORITY STATEMENT OF REVENUES, EXPENDITURES, AND CHANGES IN FUND BALANCE FOR MONTH ENDED SEPTEMBER 31, 2024 FY 2025 FY 2025 FULL ACCT ACCT DESCRIPTION ORGINAL REVISED REMAINING BUDGET BUDGET FY 2025 ACTUAL ENCUMB BUDGET 007-00-0500-53006 - PRINTING 500.00 500.00 - - 500.00 007-00-0500-55101 - ELECTRICITY 2,000.00 2,000.00 - - 2,000.00 007-00-0500-55102 - HEATING - - - - - 007-00-0500-55103 - UTILITIES WATER/SEWER - - - - - 007-00-0500-55201 - POSTAGE 200.00 200.00 - - 200.00 007-00-0500-55203 - TELECOMMUNICATION 2,100.00 2,100.00 - - 2,100.00 007-00-0500-55301 - INSURANCE - - 1,082.00 - (1,082.00) 007-00-0500-55410 - UNIFORMS & APPAREL - - - - - 007-00-0500-55413 - OTHER OPERATING SUPPLIES 3,000.00 3,000.00 15,035.43 - (12,035.43) 007-00-0500-55501 - TRAVEL -MILEAGE - - - - - 007-00-0500-55503 TRAVEL 2,000.00 2,000.00 - 2,000.00 007-00-0500-55801 - DUES & ASSOCIATION MEMBERSHIPS 500.00 500.00 - - 500.00 007-00-0500-55838 - PRINCIPAL PAYMENTS - - - - - 007-00-0500-55839 - INTEREST PAYMENTS - - - - - 007-00-0500-55840 - COST OF BOND ISSUANCE - - 1,381,548.08 - (1,381,548.08) 007-00-0500-55869 - CONTINGENCY 10,000.00 10,000.00 - - 10,000.00 007-00-0500-55872A BANK FEES 100.00 100.00 35.00 - 65.00 007-00-0500-58001 - LEASE/RENT OF EQUIPMENT - - - - - 007-00-0500-58003 - LEASE - LAND 220,000.00 220,000.00 - - 220,000.00 TOTAL OPERATING EXPENDITURES $ 709,000.00 $ 709,000.00 $ 1,414,256.51 $ - $ (705,256.51) CAPITAL EXPENDITURES 007-00-0505-67080 - 2019-INDOOR SPORTS COMPLEX $ 1,700,000.00 $ 1,700,000.00 $ 2,157,457.00 $ - $ (457,457.00) 007-00-505-67082 ENTERTAINMENT VENUE - - 63,028.00 - (63,028.00) TOTAL CAPITAL EXP $ 2,409,000.00 $ 2,409,000.00 $ 2,220,485.00 $ - $ 188,515.00 Page 4 of 24 Page 3 of 4  HISTORIC TRIANGLE RECREATIONAL FACILITIES AUTHORITY STATEMENT OF REVENUES, EXPENDITURES, AND CHANGES IN FUND BALANCE FOR MONTH ENDED SEPTEMBER 31, 2024 FY 2025 FY 2025 FULL ACCT ACCT DESCRIPTION ORGINAL REVISED REMAINING BUDGET BUDGET FY 2025 ACTUAL ENCUMB BUDGET TOTAL OPERATING AND CAPITAL EXP $ 3,118,000.00 $ 3,118,000.00 $ 3,634,741.51 $ (516,741.51) OTHER FINANCING SOURCES (USES) 007-00-0500-59988 TRANSFER TO OPERATING RESERVE $ 800,000.00 $ 800,000.00 $ - $ - $ 800,000.00 007-00-0500-59989 TRANSFER TO CAPITAL RESERVE 371,000.00 371,000.00 - - 371,000.00 007-00-0400-44330 BOND PROCEEDS - - 63,985,000.00 - (63,985,000.00) 007-00-0400-44331 BOND PREMIUM - - 2,837,912.40 - (2,837,912.40) TOTAL OTHER FINANCING SOURCRES $ 1,171,000.00 $ 1,171,000.00 $ 66,822,912.40 $ - $ (65,651,912.40) NET CHANGE IN FUND BALANCE $ 65,965,823.44 FUND BALANCE BEGINNING 1,887,144.43 FUND BALANCE ENDING $ 67,852,967.87 Page 5 of 24 Page 4 of 4  WSEC Operator’s Report October 9, 2024 Williamsburg, VA Page 6 of 24  Contents • Marketing & Outreach • Programming & Events Report • Sponsorship and Partners • FF&E Report Page 7 of 24  Marketing & Outreach BRANDING: The HTRFA Board has been delivered a 2nd draft of a visually appealing logo and key brand assets that reflect the sports complex, tell its story, and promote its unique offerings. This draft includes contain the following: • Logo Package • Primary and Secondary Colors • Visual Brand Language Once the HTRFA Board have time to fully review the items provided, share their feedback, and provide consensus on next steps we can continue to define the identity of this incredible and innovative facility. Page 8 of 24  Marketing & Outreach OUTREACH: • Create local relationships to leverage the already robust tourist market • Create monthly meetings with the following. • Visit Williamsburg • Hotel Motel Association of Williamsburg • Colonial Williamsburg INDUSTRY CONFERENCES: As we enter the conference season for the sports and recreation industry, we have already started and will continue to attend key industry on behalf of the facility. The events are as follows: • CONNECT • TEAMS • NPRA • ICMA Page 9 of 24  Programming & Events We are currently in the process of leveraging our local and national partnerships to begin to fill the sales funnel for programming and events. • Phenom Hoop (Visit Williamsburg) • Zero Gravity Basketball (3STEP) • Swarm Basketball (3STEP) • Prep Hoops Basketball • MADE Hoops Basketball • USA Football • United Esports Federation • PGC Basketball • Blue Silver Sports Volleyball • Top Court Volleyball • Hard Count Football • US Futsal Page 10 of 24  Sponsorships and Partners POURING RIGHTS: Conducted initial conversations and are still awaiting requests for proposals from the following: • Pepsi • Coke • Gatorade SPONSORSHIP PACKAGES: We have begun the development of tiers of sponsorship, price points and package development to bring to market. Our timeline is to deliver these to the HTRFA board October 18 for review and feedback. Page 11 of 24  FF&E We are actively progressing through the FF&E procurement process and are currently receiving quotes for the items outlined on our procurement list. Key Action Items: • Weekly update meetings with both MEB and MBP to aligning timing and mutual goals • Developed full list of A/V needs for design partners and are waiting on their proposals. • Conducted initial presentation meetings for the feature gyms with MEB, MBP, and adventure firms. • Conducted review of interior with design firm and they are preparing next draft for October 18. This stage marks an important step forward as we ensure all components align with our project goals and design vision. Page 12 of 24 Thank You! Page 13 of 24  HTRFA COMMITTEE UPDATES WILLIAMSBURG SPORTS & EVENT CENTER Client: HTRFA Client Project #: Location: 101 Visitor Center Dr. Williamsburg, Va Date: /11/2024 MBP CM: Todd M. Walker MBP No.: J23183.001 Contractor: MEB Architect: CLARKNEXSEN, Guernsey & Tingle Architect Substantial Completion: 6.10.26 Final Completion: 8.4.26 HTRFA COMMITTEE COW Andrew Trivette- Chair Robbi Hutton- City of Williamsburg JCC Scott Stevens- Vice Chair John Carnifax- JCC York Co. Brian Fuller- Secretary Mark Bellamy-York Co. Kemper Sports Steve Goris, John Di Meglio, Steve Ryan MILESTONE UPDATES 1. Applied for Building permit 7.22.24 Issued: N/A 2. Delivery of PEMB Steel- October 16th. 3. Delivery of Conventional Steel- Nov 14th. 4. Begin Slab placement Mid-February in HUB space. 5. Utility Agreement- Pending CWF approval 6. BMP Agreement- Pending CWF signature CONSTRUCTION % COMPLETE 1. Building Progress- 12% Building footing approx. 90% complete. Began CMU foundation along South & West side of PMEB 2. Site Work- 60% complete on stoning ring road around the entire building. Completed the storm sewer road crossing and began sanitary sewer running the length of the building from the east to west. MEETINGS 1. Continued regularly scheduled OAC- Bi-Weekly: 9/26/24 Next Meeting: 10/10/24 2. Additional meetings- Kemper Teams meeting every Thursday for Operator coordination with Construction Management group for Vendor coordination. ADDITIONAL COMMENTS 1. Received Cx proposal for Mech, Elec, Plumbing. Pending HTRFA approval 2. Received Quotes for CCTV, and Access controls. Pending HTRFA approval Page 1 of 2 MBP www.mbpce.com Page 14 of 24  HTRFA COMMITTEE UPDATES WILLIAMSBURG SPORTS & EVENT CENTER 3. Continued engaging Furniture providers- Workplace Solutions, Ball Office 4. Had Aux gym presentations from El Dorado, Adventure Solutions, American Gymnast 5. Anticipate A/V design week of 10/7/24. ViCom Page 2 of 2 MBP www.mbpce.com Page 15 of 24 Staff Contact Andrew Trivette, City Manager Agenda Item Wording Closed Session Pursuant to VA Code Section 2.2-3711(A)(8) – Consultation with Legal Counsel Employed or Retained by a Public Body Regarding Specific Legal Matters Requiring the Provision of Legal Advice by Such Counsel, Regarding Authorizations for Actions for HTRFA Background Information Public bodies such as the HTRFA are enabled to enter into closed session by Section 2.23711 of the Code of Virginia when specific purposes require. Previous Relevant Action None Staff Recommendation None Page 1 of 1 Page 16 of 24 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 a 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 17 of 24 Staff Contact Andrew Trivette, City Manager Agenda Item Wording Presentation and Discussion of Sports Facility Naming Concepts - Steve Ryan, Regional Operations Executive, Kemper Sports Background Information Since its inception variations of The Williamsburg Sports and Events Center (WESC) have been used as the way to identify the 200,000 square feet of court, entertainment, and meeting space currently under construction at the Colonial Williamsburg Visitor Center. The HTRFA has been considering alternative names to aid in the brnaing and promotion of the facility outside of Greater Williamsburg. At its August meeting the HTRFA reviewed initial concepts and logos as part of the operator's report presented by Kemper Sports. The Board asked that additional work be completed to define the alternate names and some additional options be considered. Kemper will present its progress on this topic and seek further direction from from the Board. Previous Relevant Action August 14, 2024 - Alternative logos and names presented to the Board Staff Recommendation None Attachments HTRFA Facility Naming V3 SMR 10.4.24[100] Page 1 of 7 Page 18 of 24  FACILITY BRAND DEVELOPMENT Williamsburg, VA Page 2 of 7 Page 19 of 24  Brand Concepts KemperSports Management has developed three brand concepts for the HTRFA Sports Complex in Williamsburg, Virginia. These concepts not only incorporate historic elements of the Colonial Williamsburg area but also blend modern design aspects to create a unique and appealing identity for the complex and enhancing the overall user experience. Page 3 of 7 Page 20 of 24  Battlefield Sports Complex Concept Background: The name "Battlefield Sports Complex" in Virginia’s Historic Triangle, reflects the area's rich historical heritage, drawing inspiration from the significant battles that shaped our nation. This concept honors the past while providing a modern, state-of-the-art facility for sports and community events, creating a bridge between history and contemporary athletic excellence. Brand Statement: At Battlefield Sports Complex, we honor the rich history of the Virginia Historic Triangle while fostering a dynamic and inclusive environment for athletes and families. Our state-of-the-art facilities, inspired by the heritage of our colonial past, provide a premier destination for sports, recreation, and community engagement. We are committed to excellence, innovation, and creating unforgettable experiences for everyone who walks through our doors. Join us at Battlefield Sports Complex, where tradition meets the future of sports. Facility Tagline: Page 4 of 7 “Play Hard, Honor History, Conquer the Field”. Page 21 of 24  Huzzah Sports Center Concept Background: The Huzzah Sports Center embodies the spirit of triumph, movement, and community in Virginia’s Historic Triangle. The logo features a powerful horse carrying a flag, symbolizing victory, momentum, and the pioneering spirit of both athletes and the region's rich history. The horse represents speed, strength, and determination—qualities that are essential in sports and youth development. The bold red, navy, and cream color palette exudes energy, excitement, and heritage, making the brand instantly recognizable. At Huzzah Sports Center, we celebrate the drive of young athletes to push forward, embrace challenges, and shout "Huzzah!" with every accomplishment. Brand Statement: At Huzzah Sports Center, we ignite the spirit of youth sports in where young athletes celebrate victories, build friendships, and grow in an environment steeped in history and excitement. With a focus on fun, community, and competition, Huzzah Sports Center empowers the next generation to reach their potential—combining modern facilities with a supportive atmosphere that inspires every child to shout "Huzzah!" for their achievements, both on and off the field. Here, history meets the future, and every game is a chance for greatness. Facility Tagline: Page 5 of 7 “Where Champions Charge Forward” Page 22 of 24  Forge Sports Complex Concept Background: The design concept behind the Forge Sports Complex is inspired by the idea of unity and collaboration. Our facility is designed to bring people together, fostering a sense of community and teamwork. Union Sports Complex embodies the spirit of togetherness, creating a welcoming environment where athletes and visitors can connect, compete, and celebrate as one. Brand Statement: Welcome to Forge Sports Complex, where we forge the perfect union of recreation, community, and hospitality. Our state-of-the- art facilities and innovative programming cater to athletes and families alike, hosting premier tournaments and events that inspire and connect. Drawing from Williamsburg’s rich history and revolutionary spirit, we are committed to shaping a future of excellence and unity Facility Tagline: “Where Champions are Forged in History” Page 6 of 7 Page 23 of 24  THANK YOU Give us your Feedback Page 7 of 7 Page 24 of 24