Historic Triangle Recreational Facilities Authority

Agenda Historic Triangle Recreational Facilities Authority Meeting Wednesday, August 13, 2025 @ 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 11, 2025 HTRFA Meeting, June 25, 2025 HTRFA 3 - 11 Special Called Meeting, and July 30-31,2025 HTRFA Special Called Meeting HTRFA - Jun 11 2025 - Minutes Special Meeting - HTRFA - Jun 25 2025 - Minutes Special Meeting - HTRFA - Jul 30-31 2025 - Minutes 4. BOARD MEMBER ANNOUNCEMENTS 5. REPORTS 5.1. Financial Report 12 - 17 HTRFA Statement of Net Position - FY26 HTRFA - Statement of Revenues Expenses and Net Position - FY26 5.2. Executive Director's Report 5.3. WSEC Operator Report 18 - 27 Operators Reports 5.4. Construction Report 28 - 37 Construction Update Presentation Construction Updates 5.5. Legal Report 6. OPEN FORUM 7. CLOSED SESSION 7.1. Closed Session Pursuant to Virginia Code Sections 2.2-3711(A)(6) Regarding 38 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. (Regarding Accessory Gym Equipment). Agenda Item Summary 7.2. Closed Session Certification 39 Agenda Item Summary 8. PUBLIC HEARINGS 9. UNFINISHED BUSINESS 10. NEW BUSINESS 10.1. Consideration and Authorization for the Board Chair to Execute a Contract for 40 Network and Infrastructure Cabling at the Greater Williamsburg Sports and Page 1 of 40  Events Center - Mark Barham, Chief Information Officer Agenda Item Summary 11. ADJOURNMENT Page 2 of 40  MINUTES Historic Triangle Recreational Facilities Authority Wednesday, June 11, 2025 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, Secretary, 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 1. Minutes from the April 9, 2025 HTRFA Meeting Moved by Carnifax, seconded by Fuller, to approve the minutes. Carried 6-0-0 by a roll call vote: Ayes: Hutton, Trivette, Stevens, Bellamy, Fuller, Carnifax 4. Board Member Announcements Mr. Stevens thanked Todd Walker for the recent tours of the sports center. Mr. Trivette encouraged more tours to include staff. 5. Reports 1. Financial Report Barbara Dameron, Finance Director, explained that May’s financials reflect typical expenditures and a new, more formal statement format showing capital work-in-progress and bond payable, with some negative income due to pending city funds for the entertainment venue. She expects timely completion of the FY23-25 audits, pending final lease accounting adjustments. 2. Executive Director's Report Page 1 of 4 Page 3 of 40  Historic Triangle Recreational Facilities Authority June 11, 2025 There was none. 3. GWSEC Operator Report John Di Meglio, Kemper Sports, introduced Ben Hardouin, the new General Manager of the Greater Williamsburg Sports and Events Center. Ben Hardouin expressed gratitude for the opportunity, committed to professionalism and community impact, and shared excitement about settling in and working collaboratively. John Di Meglio explained that in the past month, the team made significant progress on facility operations, including hiring key staff, launching the website, refining equipment and sales systems, and securing event contracts. They advanced marketing efforts, finalized licenses, and prepared for upcoming milestones like the grand opening and local sports scheduling. The board and Mr. Di Meglio discussed involving representatives in the hiring process for new staff. 4. Construction Report Todd Walker, MBP, explained that the construction was progressing on schedule, with major milestones like permanent power and building enclosure nearly complete. Interior work, including framing, concrete, and mechanical systems, was well underway, and exterior site work had begun. Key areas like the hub space and sports courts were partially finished, and the design for the feature gym was still being finalized. Mr. Walker also reviewed change orders. The Board and Mr. Walker discussed challenges encountered during utility work, particularly with the old terracotta sanitary sewer line that required multiple large repairs due to its age and unexpected concrete blockages. Despite these issues, the repairs were completed successfully. They also talked about the extensive concrete pouring involved in the project. Chair Trivette noted that, based on the change order sheet, all current change orders are covered by the savings from the contract allowances. 5. Legal Report Robyn Hansen, Legal Counsel, reported that it was a typical month for Sans Anderson’s representation of HTRFA, involving contract reviews Page 2 of 4 Page 4 of 40  Historic Triangle Recreational Facilities Authority June 11, 2025 and a few questions, but nothing significant. 6. Open Forum Chair Trivette opened the Open Forum for comments from the public. There were none. Chair Trivette closed the Open Forum. 7. Closed Session There was none. 8. Public Hearings There was none. 9. Unfinished Business There was none. 10. New Business 1. Consideration and Direction Regarding a Facility Logo for the Greater Williamsburg Sports and Events Center - Kemper Sports AIS-25-083 John Di Meglio, Kemper Sports, recommended moving forward with a two-logo program: a primary logo for formal use across print, social, and digital platforms, and a secondary logo for merchandise and banners. The color palette was carefully chosen to create a visually striking, independent brand identity using greens and golds, avoiding ties to the red, white, and blue colors commonly associated with the local communities and stakeholders. Moved by Fuller, seconded by Carnifax, to approve the logos. Carried 6-0-0 by a roll call vote: Ayes: Hutton, Trivette, Stevens, Bellamy, Fuller, Carnifax 11. Adjournment At 3:40 p.m., there being no additional business before the Authority, the Historic Triangle Recreational Facilities Authority meeting of June 11, 2025, was adjourned. Moved by Hutton, seconded by Carnifax, to adjourn. Carried 6-0-0 by a roll call vote: Ayes: Hutton, Trivette, Stevens, Bellamy, Fuller, Carnifax Page 3 of 4 Page 5 of 40 Historic Triangle Recreational Facilities Authority June 11, 2025 Andrew O. Trivette, Chair Dustie McCay, Clerk Page 4 of 4 Page 6 of 40  MINUTES Historic Triangle Recreational Facilities Authority Wednesday, June 25, 2025 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; and John Carnifax, James City County Also present were Dan Siegel, Legal Counsel; and Dustie McCay, Clerk Staff Members Present: Barbara Dameron, Finance Director 3. Approval of Minutes There were none. 4. Board Member Announcements There were none. 5. Reports 1. Financial Report There were none. 2. Executive Director's Report There were none. 3. WSEC Operator Report There were none. 4. Construction Report There were none. 5. Legal Report There were none. Page 1 of 4 Page 7 of 40  Historic Triangle Recreational Facilities Authority June 25, 2025 6. Open Forum Chair Trivette opened the Open Forum for comments from the Public. Robert Wilson, 22 The Palisades, expressed concerns about the HTRFA’s loose governance, lack of transparency in budgeting, and significant financial variances. He highlighted potential conflicts of interest involving the city manager serving as both board chair and city manager, as well as issues with internal controls due to city employees performing HTRFA duties. Wilson urged the board to improve transparency, especially regarding executive hires, and recommended that the city manager focus solely on his city role while others fill the HTRFA leadership. Chair Trivette closed the Open Forum. 7. Public Hearings There were none. 8. Unfinished Business There were none. 9. New Business 1. Consideration and Action Regarding Resolution #25-01 adopting the FY26 HTRFA Operating and Capital Budgets - Barbara Dameron, Finance Director AIS-25-084 Barbara Dameron, Finance Director, explained that the FY26 budget totals $36.3 million, with $30.5 million allocated for the sports complex and $1.8 million for operations. The operating budget includes Kemper’s expenses. The Board asked John DiMeglio, Kemper Sports, for details about personnel costs in the budget. Mr. Di Meglio explained that the payroll budget covers key salaried staff and anticipated hourly hires for the facility’s August opening, with onboarding beginning in June. He confirmed the budget remains consistent with the original proposal and aligns closely with an independent feasibility study. Moved by Carnifax, seconded by Bellamy, to approve the FY26 budget. Carried 5-0-0 by a roll call vote: Ayes: Hutton, Bellamy, Trivette, Stevens, Carnifax Page 2 of 4 Page 8 of 40  Historic Triangle Recreational Facilities Authority June 25, 2025 Absent: Fuller 10. Closed Session 1. Closed Session Pursuant to the Code of Virginia Sec. 2.2-3711 for the Purpose of Discussing One Personnel Matter Per Subparagraph 1, Concerning the Position of Executive Director AIS-25-085 Moved by Stevens, seconded by Carnifax, to enter closed session pursuant to Virginia Code Sections 2.2-3711(A)(1) and 2.2- 3711(A)(6) for the discussion, consideration, or interviews of prospective candidates for employment, and for the discussion or consideration of the investment of public funds where competition or bargaining is involved, disclosure of which would adversely affect the financial interest of the authority, specifically related to the executive director position and other options for facility improvement. Carried 5-0-0 by a roll call vote: Ayes: Hutton, Bellamy, Trivette, Stevens, Carnifax Absent: Fuller 2. Closed Session Certification AIS-25-086 Moved by Stevens, seconded by Carnifax, to certify the closed session. Carried 5-0-0 by a roll call vote: Ayes: Hutton, Bellamy, Trivette, Stevens, Carnifax Absent: Fuller 3. Closed Session Pursuant to Virginia Code Section 2.2-3711(A)(1) for the Purpose of Interviewing Prospective Candidates for Employment as the Chief Administrative Officer (Executive Director) of the Authority. Dan Siegel, Legal Counsel, explained that under the Freedom of Information Act, the board can hold a closed, undisclosed meeting within the next 15 days specifically to interview candidates for the chief administrative officer (executive director) position. This meeting does not require public notice, must be solely for interviews, and a motion to convene such a closed meeting can be made now to schedule it. Moved by Bellamy, seconded by Stevens, that the Board convene in a closed meeting pursuant to Virginia Code Section 2.2- 3711(A)(1) for the purpose of interviewing prospective candidates Page 3 of 4 Page 9 of 40  Historic Triangle Recreational Facilities Authority June 25, 2025 for employment as the Chief Administrative Officer (Executive Director) of the Authority. This meeting shall be held at an undisclosed location and scheduled within the next 15 days, as permitted under the Freedom of Information Act, and shall be solely for the purpose of conducting interviews. No other business shall be conducted during this closed meeting. Carried 5-0-0 by a roll call vote: Ayes: Hutton, Bellamy, Trivette, Stevens, Carnifax Absent: Fuller 11. Adjournment At 4:23 p.m., there being no additional business before the Authority, the Historic Triangle Recreational Facilities Authority meeting of June 25, 2025 was adjourned. Moved by Hutton, seconded by Carnifax, to adjourn. Carried 5-0-0 by a roll call vote: Ayes: Hutton, Bellamy, Trivette, Stevens, Carnifax Absent: Fuller Andrew O. Trivette, Chair Dustie McCay, Clerk Page 4 of 4 Page 10 of 40  MINUTES Historic Triangle Recreational Facilities Authority July 30-31, 2025 1. Attendees Authority Members Present: Andrew Trivette, Chair, City of Williamsburg; Robbi Hutton, City of Williamsburg; and John Carnifax, James City County Also present was Todd Walker, Construction Manager 2. Special Meetings The Special Meetings were held as follows: July 30, 2025  10:00 AM at 7431 FL-54, New Port Richey, Florida  3:30 PM at Space Commerce Way, Merritt Island, Florida July 31, 2025  11:00 AM at 275 Centennial Olympic Park Dr NW, Atlanta, GA  2:30 PM at 451 E Main St, Cartersville, GA The Historic Triangle Recreational Facilities Authority convened for special meetings at the above locations to conduct site visits and review installations by various equipment vendors. These meetings were informational in nature. No formal actions or votes were taken. 3. Adjournment Each visit concluded without formal business conducted. Andrew O. Trivette, Chair Dustie McCay, Clerk Page 1 of 1 Page 11 of 40  HISTORIC TRIANGLE RECREATIONAL FACILITIES AUTHORITY STATEMENT OF NET POSITION JULY 31, 2025 FY 2026 FY 2026 FULL ACCT ACCT DESCRIPTION ORGINAL REVISED BUDGET BUDGET FY 2026 ACTUAL 007-00-0000-11001 - HTRFA CASH $ - $ - $ 7,806,695.84 CASH - DEPOSITS - - 27,025.57 007-00-0000-11015 BOND ESCROW CASH 24 SERIES 1,366,466.22 007-00-0000-11016 BOND ESCROW CASH INT 1,344,954.40 007-00-0000-11017 BOND ESCROW MANAGED 8,183,753.54 007-00-0000-13010 - ACCOUNTS RECEIVABLE - - - 13300 PREPAID LEASE/RENT - LEASE ASSET NET OF ACCUM AMORT 6,985,084.52 WORKING CAPITAL - - 61,729,004.83 TOTAL ASSETS $ - $ - $ 87,442,984.92 007-00-0000-25001 - ACCOUNTS PAYABLE $ - $ - $ 179,756.13 007-00-0000-25060 - ACCRUED PAYROLL PAYABLE - - - DEPOSITS LIABILITY 27,025.57 007-00-0000-27022 MEB ESCROW - - 2,910,002.06 LEASE LIABILITY 7,483,644.25 BOND PAYABLE 63,985,000.00 007-00-0000-27022 BOND PREMUIM - - 2,837,912.40 TOTAL LIABILITIES - - $ 77,423,340.41 NET POSITION - - 10,019,644.51 TOTAL NET POSITON - - $ 10,019,644.51 TOTAL LIABILITIES & NET POSITION $ - $ - $ 87,442,984.92 Page 12 of 40 Page 1 of 1  HISTORIC TRIANGLE RECREATIONAL FACILITIES AUTHORITY STATEMENT OF REVENUES, EXPENSES, AND CHANGES IN NET POSITION FOR MONTH ENDED JULY 31, 2025 FULL ACCT ACCT DESCRIPTION FY 2026 ORGINAL FY 2026 REVISED REMAINING BUDGET BUDGET FY 2026 ACTUAL BUDGET OPERATING REVENUE 007-00-0400-44440 - MAINT. OF EFFORT - WILLIAMSBURG $ 586,274.00 $ 586,274.00 $ - $ 586,274.00 007-00-0400-44442 COW CONTRIB ENTERTAINMENT VENUE - - - 007-00-0400-44450 MAINT. OF EFFORT - JCC 542,302.00 542,302.00 - 542,302.00 007-00-0400-44451 JCC OPERATING SUBSIDY 800,000.00 800,000.00 - 800,000.00 007-00-0400-44460 MAINT. OF EFFORT - YORK COUNTY 321,424.00 321,424.00 - 321,424.00 007-00-0400-44461 YORK COUNTY OPERATING SUBSIDY 800,000.00 800,000.00 - 800,000.00 007-00-0400-44465 - TOURISM ALLIANCE - - - - 007-00-0400-44475 OTHER CONTRIBUTIONS - - - - TOTAL OPERATING REVENUE $ 3,050,000.00 $ 3,050,000.00 $ - $ 3,050,000.00 OPERATING EXPENSE HTRFA OPERATING 007-00-0500-51001 - SALARIES & WAGES $ 75,000.00 $ 75,000.00 $ - $ 75,000.00 007-00-0500-51001K SALARIES-KEMPER - - - - 007-00-0500-52001 - FICA 5,738.00 5,738.00 - 5,738.00 007-00-0500-52002 - RETIREMENT-VRS - - - - 007-00-0500-52005 - HOSPITALIZATION 9,257.00 9,257.00 - 9,257.00 007-00-0500-52006 - GROUP LIFE INSURANCE 1,005.00 1,005.00 - 1,005.00 007-00-0500-52016 - TRAINING - - - - 007-00-0500-53002 - PROFESSIONAL SERVICES 75,000.00 75,000.00 7,500.00 67,500.00 007-00-0500-53002K PROFESSIONAL SERVICES - SPORTS CENTER - 007-00-0500-530042- MAINTENANCE, BUILDINGS - - - - 007-00-0500-530043- MAINTENANCE, OFFICE EQUIPMENT - - - - Page 13 of 40 Page 1 of 5  HISTORIC TRIANGLE RECREATIONAL FACILITIES AUTHORITY STATEMENT OF REVENUES, EXPENSES, AND CHANGES IN NET POSITION FOR MONTH ENDED JULY 31, 2025 FULL ACCT ACCT DESCRIPTION FY 2026 ORGINAL FY 2026 REVISED REMAINING BUDGET BUDGET FY 2026 ACTUAL BUDGET 007-00-0500-53005B- OTHER LEGAL FEES 120,000.00 120,000.00 - 120,000.00 007-00-0500-53006 - PRINTING 500.00 500.00 - 500.00 007-00-0500-55101 - ELECTRICITY 50,000.00 50,000.00 - 50,000.00 007-00-0500-55102 - HEATING 18,000.00 18,000.00 - 18,000.00 007-00-0500-55103 - UTILITIES WATER/SEWER 15,000.00 15,000.00 - 15,000.00 007-00-0500-55201 - POSTAGE 500.00 500.00 - 500.00 007-00-0500-55203 - TELECOMMUNICATION 2,200.00 2,200.00 - 2,200.00 007-00-0500-55301 - INSURANCE 85,000.00 85,000.00 1,104.00 83,896.00 007-00-0500-55410 - UNIFORMS & APPAREL - - - - 007-00-0500-55413 - OTHER OPERATING SUPPLIES 30,000.00 30,000.00 - 30,000.00 007-00-0500-55501 - TRAVEL -MILEAGE - - - - 007-00-0500-55503 TRAVEL 8,000.00 8,000.00 - 8,000.00 007-00-0500-55801 - DUES & ASSOCIATION MEMBERSHIPS 500.00 500.00 - 500.00 007-00-0500-55838 - PRINCIPAL PAYMENTS - - - - 007-00-0500-55839 - INTEREST PAYMENTS 2,833,600.00 2,833,600.00 118,067.00 2,715,533.00 007-00-0500-55840 - COST OF BOND ISSUANCE - - - - 007-00-0500-55869 - CONTINGENCY 20,000.00 20,000.00 - 20,000.00 007-00-0500-55872A BANK FEES 200.00 200.00 - 200.00 007-00-0500-58001 - LEASE/RENT OF EQUIPMENT - - - - 007-00-0500-58003 - LEASE - LAND 220,000.00 220,000.00 55,000.00 165,000.00 TOTAL HTRFA OPERATING EXPENES $ 3,569,500.00 $ 3,569,500.00 $ 181,671.00 $ 3,387,829.00 Page 14 of 40 Page 2 of 5  HISTORIC TRIANGLE RECREATIONAL FACILITIES AUTHORITY STATEMENT OF REVENUES, EXPENSES, AND CHANGES IN NET POSITION FOR MONTH ENDED JULY 31, 2025 FULL ACCT ACCT DESCRIPTION FY 2026 ORGINAL FY 2026 REVISED REMAINING BUDGET BUDGET FY 2026 ACTUAL BUDGET KEMPER OPERATING 007-00-0502-51001 SALARIES AND WAGES $ 345,157.00 $ 345,157.00 $ 4,570.77 $ 340,586.23 51002 PAYROLL PROCESSING FEE 2,400.00 2,400.00 - 2,400.00 51003 SALARIES PARTIME 8,871.00 8,871.00 - 8,871.00 52001 FICA 27,083.00 27,083.00 - 27,083.00 52005 HOSPITALIZATION 71,800.00 71,800.00 - 71,800.00 52009 UNEMPLOYMENT INSURANCE 701.00 701.00 - 701.00 52010 WORKERS COMPENSATION 6,740.00 6,740.00 - 6,740.00 53002 PROFESSIONAL SERVICES 300,000.00 300,000.00 - 300,000.00 53006 PRINTING 15,000.00 15,000.00 - 15,000.00 53007 ADVERTISING 60,000.00 60,000.00 - 60,000.00 53007k ADVERTISING ON-LINE 42,000.00 42,000.00 - 42,000.00 53008A SPECIAL EVENTS 8,000.00 8,000.00 - 8,000.00 55301A INSURANCE 5,000.00 5,000.00 - 5,000.00 55350 MISCELLANEOUS KEMPER 5,000.00 5,000.00 - 5,000.00 55351 EMPLOYEE PROCUREMENT 4,400.00 4,400.00 - 4,400.00 55402 FOOD SUPPLIES, FOOD, SERV SUP 11,500.00 11,500.00 - 11,500.00 55407 REPAIR & MAINTENANCE SUPPLIES 11,500.00 11,500.00 - 11,500.00 55410 UNIFORMS AND APPAREL 4,500.00 4,500.00 - 4,500.00 55413 OTHER OPERATING SUPPLIES 26,500.00 26,500.00 - 26,500.00 55413K SPECIAL EVENT SUPPLIES 5,000.00 5,000.00 - 5,000.00 55500 O/S ACCOUNTING 2,400.00 2,400.00 - 2,400.00 55503 TRAVEL 57,450.00 57,450.00 - 57,450.00 55006 BUSINESS DEVELOPMENT 3,000.00 3,000.00 - 3,000.00 55508 COMMUNITY EVENTS 21,000.00 21,000.00 - 21,000.00 55509 ORGANIZATION 4,000.00 4,000.00 - 4,000.00 Page 15 of 40 Page 3 of 5  HISTORIC TRIANGLE RECREATIONAL FACILITIES AUTHORITY STATEMENT OF REVENUES, EXPENSES, AND CHANGES IN NET POSITION FOR MONTH ENDED JULY 31, 2025 FULL ACCT ACCT DESCRIPTION FY 2026 ORGINAL FY 2026 REVISED REMAINING BUDGET BUDGET FY 2026 ACTUAL BUDGET 55660 TAXES/LICENSING FEE 10,000.00 10,000.00 - 10,000.00 55801 DUES & ASSOCIATION MEMBERSHIPS 10,800.00 10,800.00 - 10,800.00 55872A BANK FEES 3,600.00 3,600.00 - 3,600.00 55872K POS 11,000.00 11,000.00 - 11,000.00 TOTAL KEMPER OPERATING EXPENSES $ 1,084,402.00 $ 1,084,402.00 $ 4,570.77 $ 1,079,831.23 TOTAL OPERATING EXPENDITURES $ 4,653,902.00 $ 4,653,902.00 $ 186,241.77 $ 4,467,660.23 OPERATING INCOME $ (1,603,902.00) $ (1,603,902.00) $ (186,241.77) $ (1,417,660.23) OTHER FINANCING SOURCES (USES) 007-00-0500-59988 TRANSFER TO OPERATING RESERVE $ - $ - $ - $ - 007-00-0500-59989 TRANSFER TO CAPITAL RESERVE - - - - TOTAL OTHER FINANCING SOURCRES $ - $ - $ - $ - INCOME AFTER TRANSFERS $ (1,603,902.00) $ (1,603,902.00) $ (186,241.77) $ (1,417,660.23) PROJECT 007-00-505-67082 ENTERTAINMENT VENUE $ - $ - $ - $ - OPERATING INCOME (DEFICIT ) (1,603,902.00) (1,603,902.00) $ (186,241.77) (1,417,660.23) Page 16 of 40 Page 4 of 5  HISTORIC TRIANGLE RECREATIONAL FACILITIES AUTHORITY STATEMENT OF REVENUES, EXPENSES, AND CHANGES IN NET POSITION FOR MONTH ENDED JULY 31, 2025 FULL ACCT ACCT DESCRIPTION FY 2026 ORGINAL FY 2026 REVISED REMAINING BUDGET BUDGET FY 2026 ACTUAL BUDGET 70405 CAPITAL REVENUE 007-00-0405-44200 INTEREST INCOME $ 360,000.00 $ 360,000.00 $ 34,505.44 $ 325,494.56 007-00-0405-44211 INTEREST INCOME SNAP 50,000.00 50,000.00 9,431.21 40,568.79 007-00-0400-44212 UNREALIZED GAIN/LOSS ON INVESTMENTS - - 13,225.16 (13,225.16) 007-00-0400-44441 DEBT SERVICE CTRB - WILLIAMSBURG 2,500,000.00 2,500,000.00 - 2,500,000.00 007-00-0405-44443 CONTRIBUTION - CITY - FFE 361,555.00 361,555.00 - 361,555.00 007-00-0405-44445 CONTRIBUTION - CITY 5,000,000.00 5,000,000.00 - 5,000,000.00 007-00-0405-44336 LINE OF CREDIT 7,184,470.00 7,184,470.00 - 7,184,470.00 007-00-0405-44500 TRANSFER FROM FUND BALANCE 9,584,960.00 9,584,960.00 - 9,584,960.00 007-00-0405-44505 TRANSFER FROM F/B BOND PROCEEDS 8,230,735.00 8,230,735.00 - 8,230,735.00 TOTAL CAPITAL REVENUE $ 33,271,720.00 $ 33,271,720.00 $ 57,161.81 $ 33,214,558.19 TOTAL REVENUE $ 36,321,720.00 $ 36,321,720.00 $ 57,161.81 $ 36,264,558.19 CAPITAL EXPENSE 007-00-0505-67080 - 2019-INDOOR SPORTS COMPLEX $ 31,667,818.00 $ 31,667,818.00 $ - $ 31,667,818.00 TOTAL CAPITAL EXP $ 31,667,818.00 $ 31,667,818.00 $ - $ 31,667,818.00 TOTAL OPERATING EXPENSE $ 4,653,902.00 $ 4,653,902.00 $ 186,241.77 $ 4,467,660.23 TOTAL OERATING AND CAP EXP 36,321,720.00 36,321,720.00 $ 186,241.77 $ 36,135,478.23 CHANGE IN NET POSITION $ - $ - $ (129,079.96) $ 129,079.96 BEGINNING NET POSITION $ 10,148,724.47 $ 10,148,724.47 $ 10,148,724.47 $ - ENDING NET POSITION $ 10,148,724.47 $ 10,148,724.47 $ 10,019,644.51 $ 129,079.96 Page 17 of 40 Page 5 of 5 Page 18 of 40  Contents • FF&E Report • Operational Updates • Marketing & Sales Page 19 of 40  FF&E Key Action Items: • Secured additional quotes for Clarin courtside chair options. • Finalizing FF&E list to be completed and fully submitted to MEB within two weeks • Final Wayfinding Signage layout and recommendations submitted to MEB Page 20 of 40  Operational Updates New Additions to the GWSEC Leadership Team Heidi Hume Antonio Gonzalez Sales and Marketing Manager Sports and Operations Manager Page 21 of 40  Operational Updates • Hired Sales and Marketing Manager • Hired Sports and Operations Manager • Activated Facility Phone System: o Main Line: 757 784-7847 • Ben met with all City Parks and Recs department to establish baseline of programming and services need for Fall 2026. • All Social Media Channels are activated • Ben and Kemper Sports Leadership to attend Connects Conference in Miami, August 25th – 27th. • Collaborating with Superlative Group to secure Pouring Rights in association with high-level sponsorship exclusivity. Page 22 of 40  Operational Updates Project Management Report Overall Status: On Track: Completed Task Last 4 Weeks Highlights • Hired Sales and Marketing Manager • Hired Sports and Operations Manager • Completed initial marketing collateral for distribution. • Distinguished Sponsorship strategy with Superlative • Activated Facility Phone Line Incomplete Tasks Last 4 Weeks: • Finalizing FF&E Upcoming Tasks: • Continued On-Boarding of GWSEC management. • Development of Facility SOPs and EAPs Page 23 of 40  Marketing & Sales Contracted USE Agreements Totals: 2026: 8 2027: 27 2028: 6 New Agreements: • AAU Scholastic Dual: Wrestling • Southern Pickleball Tournament • The Ladies Ball: Flag Football New Business Leads in Development: • DART • Junior NBA • William and Mary Sports Camps • 3Steps Nationals • USA Volleyball Elite Clinics • Black Male Collective Basketball Tournament. Page 24 of 40  Marketing Marketing Updates: • Launched GWSEC Linked-in Business Page • Launched GWSEC Youtube Channel Marketing Objectives for next 30 days: • Sales and Marketing Manager to build content schedule and increase posting frequency. • Circulate marketing collateral and content • Ben to attend Connects Conference in Miami with 30 scheduled meetings for facility introduction and awareness Page 25 of 40  Marketing Dashboard Page 26 of 40 Thank You! Page 27 of 40  Greater Williamsburg Sports & Event Center HTRFA Construction Update – 08/13/2025 By: MPB Todd Walker, Construction Manager & Meredith Shirley, CMIT Page 28 of 40 FEATURE GYM Page 29 of 40 WINDOWS Page 30 of 40  Servery Area in Hub Page 31 of 40 Hub Space Page 32 of 40  Tur f Roller System & Control Panel Page 33 of 40  Turf Wench System Page 34 of 40  VIEW FROM GYM Page 35 of 40  HTRFA Construction Updates GREATER WILLIAMSBURG SPORTS & EVENTS CENTER Client: HTRFA Client Project #: Location: 250 Visitor Center Dr. Williamsburg, Va Date: 08/13/2025 MBP: Todd M. Walker Construction Manager MBP No.: J23183.001 Contractor: MEB Architect: CLARKNEXSEN, Guernsey & Tingle Architect Substantial Completion: 6.10.26 Final Completion: 8.4.26 Currently 11 Working Days ahead 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, Ben Hardouin MILESTONE UPDATES 1. Permanent Power- Completed July 8th. 2. Building Dried in- Sept ‘25 3. HVAC Start Up- i. Aug ’25 ii. Sept ‘25 CONSTRUCTION % COMPLETE 1. Site Work- 40% complete. a. Completed curb and gutter around ring road. Began/Finished curbing in new parking lot. 2. Building Progress- Total Complete: 65% a. Completed Feature Gym Window wall. b. Began all other windows install. 65% complete. c. Completed all interior framing. d. Completed Sprinkler R/I e. Completion of MEP R/I throughout. 95% f. Began hanging GWB 60% complete 3. HUB space- Total Complete: 65% a. Completed servery framing and GWB. Page 1 of 2 MBP www.mbpce.com Page 36 of 40  HTRFA Construction Updates GREATER WILLIAMSBURG SPORTS & EVENTS CENTER b. Installed walk in freezer c. Began painting Kitchen area. 4. Sports Courts (PEMB)- Total Complete: 45% a. Turf Roller System is Installed and control panel. b. Turf Wench system on East end of PEMB installed. c. Completed painting of the PEMB. MEETINGS 1. Continued regularly scheduled OAC- Bi-Weekly: Next Meeting: 08/14/25 2. Additional meetings- Kemper Teams meeting every other Thursday for Operator coordination with Construction Management group for construction coordination. CO/PCO REVIEW 1. No update Page 2 of 2 MBP www.mbpce.com Page 37 of 40 Staff Contact Andrew Trivette, City Manager Agenda Item Wording Closed Session Pursuant to Virginia Code Sections 2.2-3711(A)(6) Regarding 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. (Regarding Accessory Gym Equipment). Background Information None. Previous Relevant Action None. Page 1 of 1 Page 38 of 40 Staff Contact Andrew Trivette, City Manager Agenda Item Wording Closed Session Certification Background Information None Previous Relevant Action None Staff Recommendation None Page 1 of 1 Page 39 of 40 Staff Contact Mark Barham, Chief Information Officer Agenda Item Wording Consideration and Authorization for the Board Chair to Execute a Contract for Network and Infrastructure Cabling at the Greater Williamsburg Sports and Events Center - Mark Barham, Chief Information Officer Background Information The Greater Williamsburg Sports and Events Center, currently under construction, requires network and infrastructure cabling to support its mission. This contract supports the installation and testing of all network and infrastructure cabling to support computers, wireless access, cameras and cable TV for the entire facility. This project was designed by Bazon-Cox and priced using a state contract (VA-22021 8— BACO. While it is a budgeted expense within the sports and events center project, board authorization is required because the price exceeds $100,000. Previous Relevant Action N/A Staff Recommendation That the board authorize the chair to execute a contract with Bazon-Cox for network and infrastructure cabling for the sports center, not to exceed $124,307.87 Page 1 of 1 Page 40 of 40