Historic Triangle Recreational Facilities Authority

City of Williamsburg Agenda Historic Triangle Recreational Facilities Authority Meeting Wednesday, November 13, 2024 @ 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 November 27, 2023, January 10, 2024, March 8, 2024 3 - 15 Historic Triangle Recreational Facilities Authority - Nov 27 2023 - Minutes Historic Triangle Recreational Facilities Authority - Jan 10 2024 - Minutes Historic Triangle Recreational Facilities Authority - Mar 08 2024 - Minutes 4. BOARD MEMBER ANNOUNCEMENTS 5. REPORTS 5.1. Financial Report 16 - 19 HTRFA - FINANCIALS - FY25 October 24 5.2. Executive Director's Report 5.3. WSEC Operator Report 20 - 28 HTRFA Operator Reports 11.13.24 5.4. Construction Report 29 - 30 HTRFA Construction Update 11.13.24 5.5. Legal report 6. OPEN FORUM 7. CLOSED SESSION 7.1. Pursuant to VA Code Section 2.2-3711(A)(29) – Discussion of the Award of a 31 Public Contract Involving the Expenditure of Public Funds, Including Interviews of Bidders or Offerors, and Discussion of the Terms or Scope of Such Contract, Where Discussion an Open Session Would Adversely Affect the Bargaining in Negotiating Strategy of the Public Body (Naming Rights RFP,) and 2. Pursuant to VA Code Section 2.2-3711(A)(6) - 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 (Executive Director for Authority, position details as employee or consultant initially). AIS-24-065 7.2. Certification of Closed Session 32 AIS-24-066 8. PUBLIC HEARINGS 9. UNFINISHED BUSINESS Page 1 of 38 10. NEW BUSINESS 10.1. Consideration of and Action on a Proposed Updated Policy on Electronic 33 - 38 Participation in Meetings From Remote Locations - Dan Siegel, Sands Anderson AIS-24-067 11. ADJOURNMENT Page 2 of 38  MINUTES City of Williamsburg Historic Triangle Recreational Facilities Authority Monday, November 27, 2023 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; 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 Staff Members Present: Barbara Dameron, Finance Director and Travis Dill, Purchasing Agent and Risk Manager 3. Approval of Minutes There were none. 4. Board Member Announcements There were none. 5. Reports 1. Financial Report There was none. 2. Executive Director's Report There was none. 3. Legal report There was none. 6. Open Forum Chair Trivette opened the Open Forum for comments. There was none. Page 1 of 4 Page 3 of 38  Historic Triangle Recreational Facilities Authority November 27, 2023 Chair Trivette closed the Open Forum. 7. Closed Session 1. Closed Session Pursuant to Section 2.2-3711(A)(29) 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 or Scope of Such Contract, Where Discussion in an Open Session Would Adversely Affect the Bargaining Position or Negotiating Strategy of the Public Body (Responses to RFP on Operations); Section 2.2- 3711(A)(6) for the Purpose of Discussion or Consideration of the Investment of Public Funds Where Competition or Bargaining is Involved, Where, If Made Publicly Initially, the Financial Interest of the Authority Would Be Adversely Affected (Design Update and Consideration of Facilities and Comprehensive Agreement Update; Funding Agreement Among Localities) AIS-23-034 Moved by Stevens, seconded by Carnifax, to go into Closed Session Pursuant to Section 2.2-3711(A)(29) 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 or Scope of Such Contract, Where Discussion in an Open Session Would Adversely Affect the Bargaining Position or Negotiating Strategy of the Public Body (Responses to RFP on Operations); Section 2.2-3711(A)(6) for the Purpose of Discussion or Consideration of the Investment of Public Funds Where Competition or Bargaining is Involved, Where, If Made Publicly Initially, the Financial Interest of the Authority Would Be Adversely Affected (Design Update and Consideration of Facilities and Comprehensive Agreement Update; Funding Agreement Among Localities) Carried by roll call vote: 6-0-0 Ayes: Hutton, Morgan, Trivette, Stevens, Fuller, Carnifax 2. Certification of Closed Session AIS-23-035 Moved by Stevens, seconded by Fuller to certify the Closed Session. Carried by roll call vote: 6-0-0 Ayes: Hutton, Morgan, Trivette, Stevens, Fuller, Carnifax Page 2 of 4 Page 4 of 38  Historic Triangle Recreational Facilities Authority November 27, 2023 8. Public Hearings There were none. 9. Unfinished Business 1. Consideration and Action Regarding the Proposed Design and Cost of the Regional Sports Center - Rick Hibbett, MEB/Clark Nexsen Design Team AIS-23-031 Rick Hibbett gave a presentation on the proposed design and cost of the regional sports center. Mr. Carnifax and Mr. Hibbett discussed what was included in the cost which is the fixed athletic equipment. Mr. Carnifax requested to get confirmation on the Furniture, Fixtures, and Equipment (FF&E) cost. Mr. Morgan commented on the size of the building and asked what the design had taken into account in terms of energy efficiency. Mr. Hibbett advised there were no lead requirements but tried to design the building with sustainable features. The Board and Mr. Hibbett discussed making changes to the slideshow, the financial commitment, and comments that could be made by the public regarding the Virginia Beach sports center. 10. New Business 1. Consideration and Action Regarding the Proposed Financing Plan for the Proposed Regional Sports Center - Andrew Trivette, Chair of the HTRFA AIS-23-032 Andrew Trivette presented the proposed financing plan for the proposed regional sports center. Moved by Morgan, seconded by Fuller that the Board approve a recommendation to be communicated to the three elected bodies for a financing plan of action with some of the minor adjustments reviewed with legal counsel during Closed Session. Carried 6-0-0 by roll call vote: Ayes: Hutton, Morgan, Trivette, Stevens, Fuller, Carnifax Page 3 of 4 Page 5 of 38  Historic Triangle Recreational Facilities Authority November 27, 2023 2. Consideration and Action Regarding the Request for Locality Support and Commitment to the Design, Cost, and Financial Plan for the Proposed Regional Sports Center Project at the Colonial Williamsburg Visitor Center Site AIS-23-033 Andrew Trivette explained that this is to approve him to transmit a letter formally requesting participation based on the financing plan that was just approved. Moved by Stevens, seconded by Carnifax that the Board approve Mr. Trivette to transmit a letter formally requesting participation based on the financing plan. Carried 6-0-0 by roll call vote: Ayes: Hutton, Morgan, Trivette, Stevens, Fuller, Carnifax 11. Adjournment Mr. Morgan commented that this was his last meeting on the Board due to retirement and was thankful for the group. Mr. Stevens appreciated Mr. Morgan's guidance and thoughts during his time on the Board. At 5:47 p.m., there being no additional business before the Board, the Historic Triangle Recreational Facility Authority Special Called Meeting on November 27, 2023 was adjourned. Moved by Carnifax, seconded by Hutton,to adjourn. Carried 6-0-0 by roll call vote: Ayes: Hutton, Morgan, Trivette, Stevens, Fuller, Carnifax Andrew O. Trivette, Chair Dustie McCay, Clerk Page 4 of 4 Page 6 of 38  MINUTES City of Williamsburg Historic Triangle Recreational Facilities Authority Wednesday, January 10, 2024 1. Call to Order Chair Andrew O. Trivette called the meeting to order. 2. Roll Call Authority Members Present: Andrew Trivette, Chair, City of Williamsburg; Scott Stevens, Vice Chair, James City County; Mark Bellamy, York County; Robbi Hutton, City of Williamsburg; Brian Fuller, York County, and John Carnifax, James City County Also present were Dan Siegel, Legal Counsel; and Dustie McCay, Clerk Staff Members Present: Barbara Dameron, Finance Director, Travis Dill, Purchasing Agent and Risk Manager, and Nicole Trifone, Communications Director 3. Approval of Minutes There were none. 4. Board Member Announcements Chair Trivette welcomed Mark Bellamy to the Historic Triangle Recreational Facilities Authority as its newest member. Vice Chair Scott Stevens welcomed Mr. Bellamy. 5. Reports a) Financial Report Barbara Dameron, Finance Director, provided an update on the December 2023 budget and balance. b) Executive Director's Report There was none. c) Legal report Dan Siegel, Legal Counsel, advised that they have been busy negotiating the comprehensive agreement with MEB. Page 1 of 4 Page 7 of 38  Historic Triangle Recreational Facilities Authority January 10, 2024 6. Open Forum Chair Trivette opened up the Open Forum for comments. There were none. Chair Trivette closed the Open Forum. 7. Closed Session a) Closed Session Pursuant to Section 2.2-3711(A)(6) & (A)(29) 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; Discussion of the Award of a Public Contract Involving the Expenditure of Public Funds, Including Interviews of Bidders or Offerors, and Discussion of the Terms or Scope of Such Contract, Where Discussion in an Open Session Would Adversely Affect the Bargaining Position or Negotiating Strategy of the Public Body (Operator RFP, Naming Rights RFP, Live Performance Venue Interim Agreement). AIS-24-036 Moved by Stevens, seconded by Carnifax, to enter closed session Pursuant to Section 2.2-3711(A)(6) & (A)(29) 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; Discussion of the Award of a Public Contract Involving the Expenditure of Public Funds, Including Interviews of Bidders or Offerors, and Discussion of the Terms or Scope of Such Contract, Where Discussion in an Open Session Would Adversely Affect the Bargaining Position or Negotiating Strategy of the Public Body (Operator RFP, Naming Rights RFP, Live Performance Venue Interim Agreement). Carried by roll call vote 6-0-0 Ayes: Hutton, Bellamy, Trivette, Stevens, Fuller, Carnifax b) Certification of Closed Session AIS-24-037 Moved by Stevens, seconded by Fuller, to certify that to the best of their knowledge, only public business matters lawfully exempted from the open meetings requirement by Virginia law were discussed in the meeting and only such public business matters as were identified in the Page 2 of 4 Page 8 of 38  Historic Triangle Recreational Facilities Authority January 10, 2024 motion convened in the closed meeting were heard, discussed, or considered by the board. Carried by roll call vote 6-0-0 Ayes: Hutton, Bellamy, Trivette, Stevens, Fuller, Carnifax 8. Public Hearings There were none. 9. Unfinished Business a) Consideration and Action Regarding the RFP for Operators - Brian Connolly, Founder and Managing Principal of Victus Advisors AIS-24-039 Brian Connolly provided an update on the RFP for Operators. Moved by Carnifax, seconded by Fuller, to appove the RFP for operators. Carried 6-0-0 by roll call vote: Ayes: Hutton, Bellamy, Trivette, Stevens, Fuller, Carnifax 10. New Business a) Nomination and Election of Officers AIS-24-038 The Authority discussed the nomination of Chair, Vice Chair, and Secreatary. Moved by Stevens, seconded by Fuller, to re-elect Andrew Trivette as Chair of the HTRFA. Carried 6-0-0 by roll call vote: Ayes: Hutton, Bellamy, Trivette, Stevens, Fuller, Carnifax Moved by Carnifax, seconded by Fuller, to re-elect Scott Stevens as Vice Chair of the HTRFA. Carried 6-0-0 by roll call vote: Ayes: Hutton, Bellamy, Trivette, Stevens, Fuller, Carnifax Moved by Stevens, seconded by Hutton, to elect Brian Fuller as Secretary of the HTRFA. Carried 6-0-0 by roll call vote: Ayes: Hutton, Bellamy, Trivette, Stevens, Fuller, Carnifax Page 3 of 4 Page 9 of 38  Historic Triangle Recreational Facilities Authority January 10, 2024 b) Consideration and Action Regarding Resolution 24-01 Reauthorizing and Reconfirming all actions of The HTRFA Board AIS-24-040 Moved by Stevens, seconded by Fuller, to approve Resolution 24- 01. Carried 6-0-0 by roll call vote: Ayes: Hutton, Bellamy, Trivette, Stevens, Fuller, Carnifax 11. Adjournment At 4:44 p.m., there being no additional business before the Authority, the Historic Triangle Recreational Facilities Meeting on January 10, 2024 was adjourned. Moved by Stevens, seconded by Carnifax, to adjourn. Carried 6-0-0 by roll call vote: Ayes: Hutton, Bellamy, Trivette, Stevens, Fuller, Carnifax Andrew O. Trivette, Chair Dustie McCay, Clerk Page 4 of 4 Page 10 of 38  MINUTES City of Williamsburg Historic Triangle Recreational Facilities Authority Friday, March 8, 2024 1. Call to Order 2. Roll Call Authority Members Present: Andrew Trivette, Chair, City of Williamsburg; Scott Stevens, Vice Chair, James City County; Robbi Hutton, City of Williamsburg; Brian Fuller, Secretary, York County, and John Carnifax, James City County Authority Members Absent: Mark Bellamy, York County Also present were Dan Siegel, Legal Counsel; Robyn Hansen, Legal Counsel; and Dustie McCay, Clerk Staff Members Present: Barbara Dameron, Finance Director and Travis Dill, Purchasing Agent and Risk Manager 3. Approval of Minutes 1. Minutes from the November 8, 2023 Historic Triangle Recreational Facilities Authority Meeting Moved by Fuller, seconded by Carnifax, to approve the minutes of the November 8, 2023 HTRFA meeting. By roll call vote 5-0-0 Ayes: Hutton, Trivette, Stevens, Fuller, Carnifax Absent: Bellamy 4. Board Member Announcements There were none. 5. Reports 1. Financial Report Barbara Dameron, Finance Director, reviewed the statement of revenues, expenditures, and changes in the fund balance. Page 1 of 5 Page 11 of 38  Historic Triangle Recreational Facilities Authority March 8, 2024 2. Executive Director's Report There was none. 3. Legal report Robyn Hansen advised they have been working on paperwork for the comprehensive agreement. 6. Open Forum Chair Trivette opened the Open Forum portion of the meeting for public comments. There were none. Chair Trivette closed the Open Forum. 7. Closed Session 1. Closed Session Pursuant to Section 2.2-3711(A)(6) & (A)(29) 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; Discussion of the Award of a Public Contract Involving the Expenditure of Public Funds, Including Interviews of Bidders or Offerors, and Discussion of the Terms or Scope of Such Contract, Where Discussion in an Open Session Would Adversely Affect the Bargaining Position or Negotiating Strategy of the Public Body (Operator RFP, Naming Rights RFP, Live Performance Venue Interim Agreement, Comprehensive Agreement). AIS-24-043 Moved by Stevens, seconded by Fuller, to enter closed session 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 or scope of such contract, where discussion in an open session would adversely affect the bargaining position or negotiating strategy of the public body (Operations Contract negotiations with KSM; RFP for Naming/Sponsorship Rights; Comprehensive Agreement for Sports Facility); and Section 2.2-3711 (A) (6) of the Code of Virginia 1950 as amended - for the purpose of discussion or consideration of the investment of public funds where competition or bargaining is involved, where, if made public initially, the financial interest of Page 2 of 5 Page 12 of 38  Historic Triangle Recreational Facilities Authority March 8, 2024 the Authority would be adversely affected (Live Performing Arts Venue and interim agreement with MEB) By roll call vote 5-0-0 Aye: Hutton, Trivette, Stevens, Fuller, Carnifax Absent: Bellamy 2. Certification of Closed Session AIS-24-044 Moved by Stevens, seconded by Carnifax, to certify the closed session. By roll call vote 5-0-0 Aye: Hutton, Trivette, Stevens, Fuller, Carnifax Absent: Bellamy 8. Public Hearings There were none. 9. Unfinished Business 1. Consideration and Action Regarding the Comprehensive Agreement with MEB Authorizing the Construction of a Regional Sports Center AIS-24-042 Robyn Hansen presented the comprehensive plan with MEB authorizing the construction of a regional sports center. With legal terms for the Comprehensive Agreement now negotiated, HTRFA is prepared to approve the project. The plan is to build a 199,474-square-foot Regional Sports Center featuring versatile gym and event spaces. Vice Chair Stevens thanked Sands Anderson for their work on getting the project to this point. Moved by Fuller, seconded by Carnifax, to certify the closed session. By roll call vote 5-0-0 Aye: Hutton, Trivette, Stevens, Fuller, Carnifax Absent: Bellamy 2. Presentation, Discussion, and Direction Concerning the HTRFA and Locality Financing Plan for the Regional Sports Center Project AIS-24-045 Page 3 of 5 Page 13 of 38  Historic Triangle Recreational Facilities Authority March 8, 2024 James Sanderson, Davenport, gave a presentation on the plan for financing for the Regional Sports Center Project. The City of Williamsburg hired Victus Advisors and HVS Consulting to reassess the potential for a regional sports facility, following up on previous studies. Both analyses were favorable, showing a reduced projected operating deficit from earlier estimates and highlighting positive economic impacts from visitor spending. The facility is expected to operate at an annual deficit of $363,400, while generating approximately $1,362,800 in tax revenue from local sales, lodging, and room taxes. The financing plan includes an $80 million capital cost, funded by debt managed by the HTRFA. The City of Williamsburg will contribute $7.7 million from an existing account and $2.5 million annually. The HTRFA will also contribute funds from project reserves and annual state funds. The estimated annual operating cost is $4,629,800, with revenues of $3,506,100 expected by the stabilization year, supplemented by contributions from James City and York Counties. James City and York County will provide $1.6 million annually for the first five years to cover operating costs, transitioning to a variable support structure from year six onward, with minimum and maximum contributions set at $300,000 and $800,000, respectively. The City of Williamsburg will cover 64% of the debt service, while HTRFA will cover the remaining 36%. The Authority and Mr. Sanderson discussed the Locality Financing Plan. Moved by Steven, seconded by Carnifax, to authorize Davenport and Co. to proceed with the necessary steps to execute the financing plan as proposed. By roll call vote 5-0-0 Aye: Hutton, Trivette, Stevens, Fuller, Carnifax Absent: Bellamy 10. New Business There were none. 11. Adjournment At 4:22pm, there being no additional business before the Authority, the March 8, 2024 meeting of the Historic Triangle Recreational Facilities Authority was adjourned. Moved by Fuller, seconded by Carnifax, to adjourn. Page 4 of 5 Page 14 of 38  Historic Triangle Recreational Facilities Authority March 8, 2024 By roll call vote 5-0-0 Aye: Hutton, Trivette, Stevens, Fuller, Carnifax Absent: Bellamy Andrew O. Trivette, Chair Dustie McCay, Clerk Page 5 of 5 Page 15 of 38  HISTORIC TRIANGLE RECREATIONAL FACILITIES AUTHORITY BALANCE SHEET OCTOBER 31, 2024 FY 2025 FY 2025 FULL ACCT ACCT DESCRIPTION ORGINAL REVISED BUDGET BUDGET FY 2025 ACTUAL 007-00-0000-11001 -HTRFA CASH $ - $ - $ 14,219,019.24 007-00-0000-11002 -HTRFA CASH-PAYROLL - - - 007-00-0000-11015 BOND ESCROW CASH 24 SERIES 45,757,505.59 007-00-0000-13010 -ACCOUNTS RECEIVABLE - - - TOTAL ASSETS $ - $ - $ 59,976,524.83 007-00-0000-25001 -ACCOUNTS PAYABLE $ - $ - $ 104.00 007-00-0000-25060 -ACCRUED PAYROLL PAYABLE - - - 007-00-0000-27022 MEB ESCROW - - 885,333.30 TOTAL LIABILITIES - - 885,437.30 007-00-0000-39030 ASSIGNED F.B. - DEBT SERVICE $ 10,442,417.74 007-00-0000-39999 -UNASSINGED FUND BALANCE - - 57,455,453.81 TOTAL BALANCE $ - $ - $ 59,091,087.53 TOTAL LIABILITIES AND FUND BALANCE $ - $ - $ 59,976,524.83 Page 16 of 38 Page 1 of 4  HISTORIC TRIANGLE RECREATIONAL FACILITIES AUTHORITY STATEMENT OF REVENUES, EXPENDITURES, AND CHANGES IN FUND BALANCE FOR MONTH ENDED OCTOBER 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 180,000.00 180,000.00 131,733.31 - 48,266.69 007-00-0400-44211 INTEREST INCOME SNAP - - 557,192.18 - (557,192.18) TOTAL REVENUE $ 3,580,000.00 $ 3,580,000.00 $ 3,048,857.31 $ - $ 531,142.69 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 3,562.50 - 20,937.50 007-00-0500-53002K PROFESSIONAL SERVICES - SPORTS CENTER 57,359.72 007-00-0500-530042- MAINTENANCE, BUILDINGS - - - - - 007-00-0500-530043- MAINTENANCE, OFFICE EQUIPMENT - - - - - Page 17 of 38 Page 2 of 4  HISTORIC TRIANGLE RECREATIONAL FACILITIES AUTHORITY STATEMENT OF REVENUES, EXPENDITURES, AND CHANGES IN FUND BALANCE FOR MONTH ENDED OCTOBER 31, 2024 FY 2025 FY 2025 FULL ACCT ACCT DESCRIPTION ORGINAL REVISED REMAINING BUDGET BUDGET FY 2025 ACTUAL ENCUMB BUDGET 007-00-0500-53005B- OTHER LEGAL FEES 225,000.00 225,000.00 43,056.00 - 181,944.00 007-00-0500-53006 - 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 45.00 - 55.00 007-00-0500-58001 - LEASE/RENT OF EQUIPMENT - - - - - 007-00-0500-58003 - LEASE - LAND 220,000.00 220,000.00 128,633.88 - 91,366.12 TOTAL OPERATING EXPENDITURES $ 709,000.00 $ 709,000.00 $ 1,630,322.61 $ - $ (921,322.61) CAPITAL EXPENDITURES 007-00-0505-67080 - 2019-INDOOR SPORTS COMPLEX $ 1,700,000.00 $ 1,700,000.00 $ 10,816,906.00 $ - $ (9,116,906.00) 007-00-505-67082 ENTERTAINMENT VENUE - - 220,598.00 - (220,598.00) Page 18 of 38 Page 3 of 4  HISTORIC TRIANGLE RECREATIONAL FACILITIES AUTHORITY STATEMENT OF REVENUES, EXPENDITURES, AND CHANGES IN FUND BALANCE FOR MONTH ENDED OCTOBER 31, 2024 FY 2025 FY 2025 FULL ACCT ACCT DESCRIPTION ORGINAL REVISED REMAINING BUDGET BUDGET FY 2025 ACTUAL ENCUMB BUDGET TOTAL CAPITAL EXP $ 2,409,000.00 $ 2,409,000.00 $ 11,037,504.00 $ - $ (8,628,504.00) TOTAL OPERATING AND CAPITAL EXP $ 3,118,000.00 $ 3,118,000.00 $ 12,667,826.61 $ (9,549,826.61) 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 $ 57,203,943.10 FUND BALANCE BEGINNING 1,887,144.43 FUND BALANCE ENDING $ 59,091,087.53 Page 19 of 38 Page 4 of 4  WSEC Operator’s Report November 13, 2024 Williamsburg, VA Page 20 of 38  Contents • Marketing & Outreach • Programming & Events Report • Operational Updates • Sponsorship and Partners • FF&E Report 2 Page 21 of 38  Marketing & Outreach SALES CYCLE • Tournaments: Typical booking window is 12 to 18 months in advance. • Local and Internal Programming: Program development 6 months in advance. • Program Development 6 months in advance • Registration 3 months in advance • Registration closes 1 month in advance Page 22 of 38  Marketing & Outreach MARKETING STRATEGIES: Marketing Plan has been updated and active sales strategies have been fully developed to matching booking cycles INDUSTRY CONFERENCES • 2024 • TEAMS • 2025 • Sports ETA • TEAMS • Connect • NABC (National Association of Basketball Coaches) • AVCA (American Volleyball Coaches Association) Page 23 of 38  Marketing & Outreach OUTREACH • Visit Williamsburg: We’ve scheduled a weekly meeting with Visit Williamsburg to review the sales pipeline and develop a cohesive marketing strategies and tactics. • Hotel Motel Association: As we enter the market, monthly meetings with the Hotel Motel Association have been scheduled to keep us aligned with their initiatives and allow for strategic collaboration. • Colonial Williamsburg: We are working closely with Colonial Williamsburg when courting sales opportunities and introducing them to the Historic Triangle. Page 24 of 38  Programming & Events SALES UPDATE • Active Leads: 11 • New Leads: 20 • Committed Dates: 13 All committed dates are secured through Letters of Intent (LO) Sales pacing is currently aligned with our planned timeline for the facility opening. Page 25 of 38  Operational Updates Bond Sports • We have begun to develop Bond Sports as our Primary POS/Scheduling system for the complex Facility Staffing • General Manager: • 21 applications, • 5 candidates have advanced Kemper Executive Team. • 3 Candidates will be brought to HRTFA Board for final approval (goal to hire January 2025) • Director of Sales & Marketing and Sports Manager: • Both positions were posted on November 1. • Goal is to have each position hired February 2025 Page 26 of 38  FF&E Key Action Items: • Interior FF&E Update • We have two firms providing design and pricing for Interior F&E. We have received one firms proposal and will be receiving the 2nd firms on 11/14/24. Once we have received both proposals we will review and prepare our formal recommendation by end of December.. • AV Recommendations • Our formal recommendation for the design and installation of AV equipment for the sports complex has been submitted to the HTRFA Board. • Feature Gyms • Members of the Board and KemperSports will be attending the IAAPA conference to explore options for activity elements in the feature gyms. Our goal is to gather insights and return with a recommendation for design after Thanksgiving. Page 27 of 38 Thank You! Page 28 of 38  HTRFA COMMITTEE UPDATES WILLIAMSBURG SPORTS & EVENT CENTER Client: HTRFA Client Project #: Location: 101 Visitor Center Dr. Williamsburg, Va Date: 11/11/2024 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. Delivery of PEMB Steel- October 16th. 2. Delivery of Conventional Steel- Nov 14th. 3. Begin Slab placement Mid-February in HUB space. 4. Utility Agreement- In Place 5. BMP Agreement- In Place 6. Delivery of RTUs will be end of November CONSTRUCTION % COMPLETE 1. Building Progress- Total Complete:18% Building footing-100% complete. Completed CMU foundation to FF in PMEB Began setting PMEB steel. 2. Site Work- 100% complete on stoning ring road around the entire building. Completed the storm sewer road crossing and completed sanitary sewer running the length of the building from the east to west. MEETINGS 1. Continued regularly scheduled OAC- Bi-Weekly: 11/07/24 Next Meeting: 11/21/24 2. Additional meetings- Kemper Teams meeting every Thursday for Operator coordination with Construction Management group for Vendor coordination. a. Review of A/V design and sign off by Kemper w/ recommendations b. Keying Meeting for WSEC was completed and submitted to MEB Page 1 of 2 MBP www.mbpce.com Page 29 of 38  HTRFA COMMITTEE UPDATES WILLIAMSBURG SPORTS & EVENT CENTER c. Continued discussion with Kemper and MEB on additional signage inside the building. d. Feature Gym discussions are ongoing. ADDITIONAL COMMENTS 1. Cx is under contract and has started initial review of design and submittals. 2. Received Quotes for CCTV, and Access controls. Pending HTRFA approval 3. Continued engaging Furniture providers- Received Workplace Solutions final design and proposal, Ball Office will present first presentation on 11/14. 4. Received final A/V cost estimate. Have reviewed with operator and will have one last review on 11/14 before its ready for HTRFA approval. Page 2 of 2 MBP www.mbpce.com Page 30 of 38 Staff Contact Andrew Trivette, City Manager Agenda Item Wording Pursuant to VA Code Section 2.2-3711(A)(29) – Discussion of the Award of a Public Contract Involving the Expenditure of Public Funds, Including Interviews of Bidders or Offerors, and Discussion of the Terms or Scope of Such Contract, Where Discussion an Open Session Would Adversely Affect the Bargaining in Negotiating Strategy of the Public Body (Naming Rights RFP,) and 2. Pursuant to VA Code Section 2.2-3711(A)(6) - 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 (Executive Director for Authority, position details as employee or consultant initially). Background Information The Authority is authorized to enter into a closed session for specific discussions consistent with the Code of Virginia Previous Relevant Action None Staff Recommendation None Page 1 of 1 Page 31 of 38 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 32 of 38 Staff Contact Andrew Trivette, City Manager Agenda Item Wording Consideration of and Action on a Proposed Updated Policy on Electronic Participation in Meetings From Remote Locations - Dan Siegel, Sands Anderson Background Information The General Assembly made a number of changes to the Freedom of Information Act requirements during the 2024 session, including to the electronic meeting participation including requirements for members to participate in meetings remotely. This included adding a caregiver provision, so in addition to personal or medical reasons of the member, a member may now utilize remote participation if the member is caring for a person with a disability during the time the meeting is scheduled. Members participating remotely previously did not count for purposes of a determining a quorum. Now, if a member is participating remotely because of his or her own disability or because they are caring for someone with a disability, the member will count for purposes of a quorum, so long as the audio-visual connection stays connected, and the video stays on during the meeting. The member's presence for purposes of a quorum will be lost if the audio connection is lost or the video is disconnected or fails. In other words, for this purpose, the member may mute his or her sound, but must have their camera on during the meeting to continue to count toward the quorum. Since the Authority adopted its policy, the maximum number of meetings for which remote participation is allowed increased from 2 to 2 or 25% of the meetings in a calendar year, rounded up to the next whole number, whichever is greater. Finally, HB 894 now requires the public bodies utilizing remote participation to re-adopt its policy annually. This update shall serve as the readoption this year for the Authority. The proposed updated policy addresses all of the new requirements of the Code of Virginia Previous Relevant Action September 14. 2022 - HTRFA Authority adoption of an Electronic Meeting Policy Staff Recommendation Staff recommends that the Authority Board adopt the policy as drafted. Attachments Historic Triangle Recreational Updated 2024 Electronic Meetings Changes Shown Page 1 of 6 Page 33 of 38 Page 2 of 6 Page 34 of 38  POLICY ON ELECTRONIC PARTICIPATION IN MEETINGS FROM REMOTE LOCATIONS Except as provided hereafter, the Historic Triangle Recreational Facilities Authority (the "Authority") does not conduct any meeting wherein the public business is discussed or transacted through telephonic, video, electronic, or other electronic communication means where the members are not physically assembled. This Policy is applied strictly and uniformly, without exception, to the entire membership of the Authority and without regard to the identity of the member requesting remote participation or the matters that will be considered or voted on at the meeting. This Policy shall also be applicable to any committee, subcommittee, task force or other entity of the Authority. This Policy is adopted to comply with the provisions of the Virginia Freedom of Information Act, § 2.2-3701 et seq. of the Code of Virginia of 1950, as amended (the "Act"). For the purposes of this Policy, "electronic communication" means the use of technology having electrical, digital, magnetic, wireless, optical, electromagnetic, or similar capabilities to transmit or receive information. I. Remote Participation by Members when a Quorum is Physically Assembled a. A member of the Authority may participate in any meeting of the Authority through electronic communication, if 1) on or before the day of a meeting, a member of the Authority notifies the chair that (i) such member is unable to physically attend the meeting due to a temporary or permanent disability or other medical condition that prevents the member's physical attendance (an individual member of a public body who is a person with a disability as defined in Code of Virginia § 51.5-40.1 and uses remote participation counts toward the quorum as if the individual was physically present), (ii) a family member’s medical condition that requires the member to provide care for such family member thereby preventing the member’s physical attendance or the member is a caregiver who must provide care for a person with a disability at the time the public meeting is being held thereby preventing the member's physical attendance (an individual member of a public body who is a caregiver for a person with a disability and uses remote participation counts toward the quorum as if the individual was physically present), (iii) a member's principal residence is more than 60 miles from the meeting location identified in the required notice for such meeting, or (iv) that such member is unable to physically attend the meeting due to a personal matter and identifies with specificity the nature of the personal matter; and 2) the Authority approves the member's participation by a majority vote of the members present at the meeting location based only on the criteria in this policy and a quorum is present at the meeting location. Page 3 of 6 Page 35 of 38  b. Participation by an Authority member by electronic communication due to a personal matter is limited each calendar year to two meetings or 25% of the meetings held per calendar year rounded up to the next whole number, whichever is greater. c. If participation by an Authority member through electronic communication is approved pursuant to subsection (a) above, the Authority shall record in its minutes the remote location from which the member participated; however, the remote location need not be open to the public and may be identified in the minutes by a general description. If participation is approved due to (i) a temporary or permanent disability or other medical condition or a family member's medical condition that required the member to provide care for such family member, the Authority shall also include in its minutes the fact that the member participated through electronic communication means due to a temporary or permanent disability or other medical condition that prevented the member's physical attendance, (ii) or a family member's medical condition that required the member to provide care for such family member, thereby preventing the member's physical attendance or (iii) if, a member's principal residence is more than 60 miles from the meeting location identified in the required notice for such meeting, the Authority shall include in its minutes the fact that such notification was made. d. If a member's participation from a remote location is disapproved because such participation would violate the Policy, such disapproval shall be recorded in the minutes with specificity. e. If participation is approved due to a personal matter, the Authority must also include in its minutes the specific nature of the personal matter cited by the member. f. If a member's participation from a remote location due to a personal matter is disapproved, such disapproval is recorded in the minutes with specificity. g. A member may participate in a meeting by electronic means pursuant to subsection (a) above only when: i. A quorum of the Authority is physically assembled at one primary or central meeting location; and ii.i. The Authority makes arrangements for the voice of the remote participant to be heard by all persons at the primary or central meeting location. II. Remote Participation by Members when a Quorum is not Physically Assembled During an Emergency a. The Authority may meet by electronic communication means without a quorum physically assembled at one location when the Governor has declared a state of emergency in accordance with Virginia Code § 44-146.17, or the locality in which Page 4 of 6 Page 36 of 38  the Authority is located has declared a local state of emergency pursuant to Virginia Code § 44-146.21, provided: i. The catastrophic nature of the declared emergency makes it impracticable or unsafe to assemble a quorum in a single location; and ii. The purpose of the meeting is to provide for the continuity of operations of the Authority or the discharge of its lawful purposes, duties, and responsibilities. b. If it holds a meeting pursuant to this section, the Authority shall: i. Give public notice using the best available method given the nature of the emergency contemporaneously with the notice provided members of the Authority; ii. Make arrangements for public access to the meeting through electronic communications means, including videoconferencing if already used by the Authority; and iii. Provide the public with the opportunity to comment at those meetings when public comment is customarily received. c. For any meeting conducted pursuant to this section, the nature of the emergency, the fact that the meeting was held by electronic communication means, and the type of electronic communication means by which the meeting was held shall be stated in the minutes of the meeting. III. All-Virtual Public Meetings when there is no Emergency The Authority may hold all-virtual public meetings in situations other than declared states of emergency subject to the following requirements: a. An indication of whether the meeting will be an in-person or all-virtual public meeting is included in the required meeting notice along with a statement notifying the public that the method by which a public body chooses to meet shall not be changed unless the public body provides a new meeting notice in accordance with the provisions of Virginia Code § 2.2-3707; b. Public access to the all-virtual public meeting is provided via electronic communication means; c. The electronic communication means used allows the public to hear all members of the Authority participating in the all-virtual public meeting and, when audio- visual technology is available, to see the members of the Authority as well; d. A phone number or other live contact information is provided to alert the Authority if the audio or video transmission of the meeting provided by the Authority fails, the Authority monitors such designated means of communication during the Page 5 of 6 Page 37 of 38  meeting, and the Authority takes a recess until public access is restored if the transmission fails for the public; e. A copy of the proposed agenda and all agenda packets and, unless exempt, all materials furnished to members of the Authority for a meeting is made available to the public in electronic format at the same time that such materials are provided to members of the Authority; f. The public is afforded the opportunity to comment through electronic means, including by way of written comments, at those public meetings when public comment is customarily received; g. No more than two members of the Authority are together in any one remote location unless that remote location is open to the public to physically access it; h. If a closed session is held during an all-virtual public meeting, transmission of the meeting to the public resumes before the Authority votes to certify the closed meeting as required by subsection D of § 2.2-3712 of the Act; i. The Authority does not convene an all-virtual public meeting (i) more than two times per calendar year or 25 percent of the meetings held per calendar year rounded up to the next whole number, whichever is greater, or (ii) consecutively with another all-virtual public meeting; and j. Minutes of all-virtual public meetings held by electronic communication means are taken as required by § 2.2-3707 of the Act and include the fact that the meeting was held by electronic communication means and the type of electronic communication means by which the meeting was held. k. If a member's participation from a remote location pursuant to this subsection is disapproved because such participation would violate the Authority's policy, such disapproval shall be recorded in the minutes with specificity. LEGAL REFERENCE: §§ 2.2-3701, 2.2-3707, 2.2-3708.2, 2.2-3708.3, 2.2-3710 ADOPTED: September 14, 2022. Page 6 of 6 Page 38 of 38