Historic Triangle Recreational Facilities Authority

Agenda Historic Triangle Recreational Facilities Authority Meeting Wednesday, October 8, 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 September 10, 2025, HTRFA Meeting 2-5 Historic Triangle Recreational Facilities Authority - Sep 10 2025 - Minutes 4. BOARD MEMBER ANNOUNCEMENTS 5. REPORTS 5.1. Financial Report 6 - 12 Financial Report 5.2. HTRFA Executive Director's Report 13 - 20 Executive Director's Report 5.3. GWSEC Operator's Report 21 - 31 Operator's Report 5.4. GWSEC Construction Report 32 - 42 Construction Report 5.5. Legal Report 6. OPEN FORUM 7. CLOSED SESSION 7.1. Closed Session Pursuant to Virginia Code Section 2.2-3711(A)(6) of the Code 43 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 the Authority would be adversely affected (funding for completion of sports facility).. Agenda Item Summary - Pdf 7.2. Closed Session Certification 44 Agenda Item Summary - Pdf 8. PUBLIC HEARINGS 9. UNFINISHED BUSINESS 10. NEW BUSINESS 11. ADJOURNMENT Page 1 of 44  MINUTES City of Williamsburg Historic Triangle Recreational Facilities Authority Wednesday, September 10, 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 Jesse Bausch, 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 August 13, 2025, HTRFA meeting. Moved by Fuller, seconded by Carnifax, to approve the minutes. Carried 6-0-0 by a roll call vote: Ayes: Hutton, Trivette, Stevens, Bellamy, Fuller, Carnifax 4. Board Member Announcements Chair Trivette proposed forming a temporary committee to oversee scheduling and operations as the facility nears its opening. Vice Chair Stevens mentioned the administrative challenge of public meeting notices if it includes three board members but acknowledged it may be necessary. Chair Trivette deferred to Ms. Youst to organize the details, focusing on setting an initial operations framework. Mr. Fuller highlighted the committee's role in developing fee structures and scheduling formats, integrating recommendations from Kemper Sports. The Board welcomed Dana as the new Executive Director, praising her effective integration into the team over the past three weeks. 5. Reports 1. Financial Report Barbara Dameron, Finance Director, presented the financial report, noting that all jurisdictions had paid their maintenance of effort funds. Page 1 of 4 Page 2 of 44  Historic Triangle Recreational Facilities Authority September 10, 2025 The City's payment of $586,000 went into the bank on September 2nd, which would be added to the $622,658 in operating revenue shown on the report. She reported that as of the end of August, there was $11,270,000 in cash in the bank and $9,400,000 in the bond escrow. On September 2nd, she completed a drawdown of $8,800,000, reducing the escrow account to $686,068 plus $1,593,000 in interest earnings, bringing the total cash balance to approximately $20,000,000. The Authority finished August with a net position of $13,644,000. Chair Trivette added that they need to complete their borrowing plan for the project. He and Barbara have been reviewing the numbers as final figures come in for items like demolition and FF&E. He mentioned a meeting in Richmond to finalize FF&E details. The plan is for Davenport to present the borrowing plan at the October meeting, after which they will go to City Council to extend the moral obligation. He emphasized that they remain within the budget due to the guaranteed maximum price contract, and explained that they chose to borrow in two stages rather than all at once, with the final borrowing coming soon. 2. Executive Director's Report Dana Youst, Executive Director, expressed gratitude for the opportunity and the warm welcome from staff across all three jurisdictions. Since starting, she has engaged in several key activities: securing a contract with Bazon-Cox for network setup at the sports complex, holding introductory meetings, updating the MBP construction team, and closely collaborating with Ben Hardouin from Kemper Sports. Ms. Youst has initiated regular weekly meetings with the construction team and Kemper, alongside monthly meetings with Visit Williamsburg, Parks and Recreation Directors, and the Superlative Group. Ongoing projects include developing operational and emergency plans, finalizing the FF&E budget, reviewing fees and programming, consulting calendars with Parks and Recreation, engaging with community stakeholders, pursuing sponsorships, reviewing budgets, and exploring grant opportunities. While noting the complexity of grant writing, Ms. Youst indicated potential funding avenues were possible next year. 3. GWSEC Operator's Report Ben Hardouin, General Manager of the Greater Williamsburg Sports and Events Center, reported progress on various initiatives. Administrative updates include finalizing the FF&E list, submitting wayfinding signage to MEB, and starting staff onboarding with Kemper systems. Business development efforts involve pursuing events, including a significant volleyball tournament, as well as sponsorship opportunities. Mr. Hardouin attended a conference in Miami Beach, Page 2 of 4 Page 3 of 44  Historic Triangle Recreational Facilities Authority September 10, 2025 generating interest from event planners and is set to attend another in Ohio. Marketing efforts focus on website updates, developing newsletters, and branding. The facility aims for excellence in tournament execution, supported by improved processes and customer service training. Mr. Hardouin agreed to include future reports detailing the number of confirmed bookings. 4. GWSEC Construction Report Meredith Shirley, Engineer Technician with MBP, provided a construction update. Key milestones include the building being dried-in on August 28th and eight out of twenty HVAC units started, with full completion expected in October. Maple flooring installation is set for December, and turf roll and feature gym installations will begin in January. Site work is 50% complete, and the building is 70% complete, with significant progress in window installation, interior framing, and kitchen work. Epoxy flooring has been approved. Some windows and doors are temporarily covered to facilitate large equipment installation. 5. Legal Report There was no report. 6. Open Forum Chair Trivette opened the Open Forum portion of the meeting for comments from the public. There were none. Chair Trivette closed the Open Forum. 7. Closed Session There was no closed session. 8. Unfinished Business There was no unfinished business. 9. Public Hearings There were no public hearings. 10. New Business 1. Consideration and Authorization for the Board Chair to Execute a Contract for Network Equipment at the Greater Williamsburg Sports and Events Center - Mark Barham, Chief Information Officer AIS-25-090 Page 3 of 4 Page 4 of 44  Historic Triangle Recreational Facilities Authority September 10, 2025 Mark Barham, Chief Information Officer, presented that the Greater Williamsburg Sports and Events Center requires network equipment for its wired and wireless networks. The contract supports the purchase, installation, and testing of all network equipment for computers, wireless access, cameras, and cable TV throughout the facility. Mr. Barham explained that the project was designed by ViCOM, a local company from Virginia Beach that the city uses extensively, and was priced using the VASCUPP contract. While this is a budgeted expense for the sports center, authorization is required because the cost exceeds $100,000. Chair Trivette asked Mr. Bausch, Legal Counsel, whether the authorization should be for the Executive Director rather than the Board Chair now that they have hired Dana Youst. Mr. Bausch advised that they could do it either way, but since the documents had already been drawn up with Chair Trivette's name, it would be easier to proceed as planned but change the authorization to Ms. Youst for future contracts. Moved by Carnifax, seconded by Fuller, to authorize the Board Chair to execute a contract with ViCOM for network equipment for the sports center not to exceed $180,085.02. Carried 6-0-0 by a roll call vote: Ayes: Hutton, Trivette, Stevens, Bellamy, Fuller, Carnifax 11. Adjournment At 3:35 p.m., there being no additional business before the Board, the HTRFA meeting of September 10, 2025, was adjourned. Moved by Fuller, seconded by Carnifax, to adjourn. Carried 6-0-0 by a roll call vote: Ayes: Hutton, Trivette, Stevens, Bellamy, Fuller, Carnifax Andrew O. Trivette, Chair Dustie McCay, Clerk Page 4 of 4 Page 5 of 44  HISTORIC TRIANGLE RECREATIONAL FACILITIES AUTHORITY STATEMENT OF NET POSITION SEPTEMBER 31, 2025 FY 2026 FY 2026 FULL ACCT ACCT DESCRIPTION ORGINAL REVISED BUDGET BUDGET FY 2026 ACTUAL 007-00-0000-11001 -HTRFA CASH $ - $ - $ 16,519,289.23 007-12105 CASH - DEPOSITS - - 39,033.19 007-00-0000-11015 BOND ESCROW CASH 24 SERIES 668,313.53 007-00-0000-11016 BOND ESCROW CASH INT 1,602,884.20 007-00-0000-11017 BOND ESCROW MANAGED - 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 $ - $ - $ 87,543,609.50 007-00-0000-25001 -ACCOUNTS PAYABLE $ - $ - $ 128,633.88 007-00-0000-25060 -ACCRUED PAYROLL PAYABLE - - - DEPOSITS LIABILITY 39,125.67 007-00-0000-27022 MEB ESCROW - - 3,245,423.77 LEASE LIABILITY 7,483,644.25 BOND PAYABLE 63,985,000.00 007-00-0000-27022 BOND PREMUIM - - 2,755,900.00 TOTAL LIABILITIES - - $ 77,637,727.57 NET POSITION - - 9,905,881.93 TOTAL NET POSITON - - $ 9,905,881.93 TOTAL LIABILITIES & NET POSITION $ - $ - $ 87,543,609.50 Page 6 of 44 Page 1 of 7  HISTORIC TRIANGLE RECREATIONAL FACILITIES AUTHORITY STATEMENT OF REVENUES, EXPENSES, AND CHANGES IN NET POSITION FOR MONTH ENDED SEPTEMBER 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 $ 586,273.12 $ 0.88 007-00-0400-44442 COW CONTRIB ENTERTAINMENT VENUE - - - 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 800,000.00 800,000.00 - 800,000.00 007-00-0400-44460 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 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 $ 1,208,931.82 $ 1,841,068.18 OPERATING EXPENSE HTRFA OPERATING 007-00-0500-51001 - SALARIES & WAGES $ 75,000.00 $ 75,000.00 $ 39,932.92 $ 35,067.08 007-00-0500-51001K 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 23,632.77 51,367.23 007-00-0500-53002K PROFESSIONAL SERVICES - SPORTS CENTER - 007-00-0500-530042- MAINTENANCE, BUILDINGS - - - - 007-00-0500-530043- MAINTENANCE, OFFICE EQUIPMENT - - - - 007-00-0500-53005B- OTHER LEGAL FEES 120,000.00 120,000.00 9,771.00 110,229.00 Page 7 of 44 Page 2 of 7  HISTORIC TRIANGLE RECREATIONAL FACILITIES AUTHORITY STATEMENT OF REVENUES, EXPENSES, AND CHANGES IN NET POSITION FOR MONTH ENDED SEPTEMBER 31, 2025 FULL ACCT ACCT DESCRIPTION FY 2026 ORGINAL FY 2026 REVISED REMAINING BUDGET BUDGET FY 2026 ACTUAL BUDGET 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 2,200.00 599.99 1,600.01 007-00-0500-55301 - 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 3,065.60 26,934.40 007-00-0500-55501 - TRAVEL -MILEAGE - - - - 007-00-0500-55503 TRAVEL 8,000.00 8,000.00 7,570.83 429.17 007-00-0500-55801 - DUES & ASSOCIATION MEMBERSHIPS 500.00 500.00 - 500.00 007-00-0500-55840 - 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 10.00 190.00 007-00-0500-58001 - LEASE/RENT OF EQUIPMENT - - - - 007-00-0500-58003 - LEASE - LAND 220,000.00 220,000.00 110,000.00 110,000.00 TOTAL HTRFA OPERATING EXPENES $ 735,900.00 $ 735,900.00 $ 195,687.11 $ 540,212.89 Page 8 of 44 Page 3 of 7  HISTORIC TRIANGLE RECREATIONAL FACILITIES AUTHORITY STATEMENT OF REVENUES, EXPENSES, AND CHANGES IN NET POSITION FOR MONTH ENDED SEPTEMBER 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 $ 34,659.09 $ 310,497.91 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 30,721.06 269,278.94 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 12,165.58 14,334.42 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 2,439.81 55,010.19 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 9 of 44 Page 4 of 7  HISTORIC TRIANGLE RECREATIONAL FACILITIES AUTHORITY STATEMENT OF REVENUES, EXPENSES, AND CHANGES IN NET POSITION FOR MONTH ENDED SEPTEMBER 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 $ 79,985.54 $ 1,004,416.46 TOTAL OPERATING EXPENDITURES $ 1,820,302.00 $ 1,820,302.00 $ 275,672.65 $ 1,544,629.35 OPERATING INCOME $ 1,229,698.00 $ 1,229,698.00 $ 933,259.17 $ 296,438.83 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 $ 1,229,698.00 $ 1,229,698.00 $ 933,259.17 $ 296,438.83 PROJECT 007-00-505-67082 ENTERTAINMENT VENUE $ - $ - $ - $ - OPERATING INCOME (DEFICIT ) 1,229,698.00 1,229,698.00 $ 933,259.17 296,438.83 Page 10 of 44 Page 5 of 7  HISTORIC TRIANGLE RECREATIONAL FACILITIES AUTHORITY STATEMENT OF REVENUES, EXPENSES, AND CHANGES IN NET POSITION FOR MONTH ENDED SEPTEMBER 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 $ 134,396.25 $ 225,603.75 0070400-44205 INTEREST INCOME DEPOSIT ACCOUNT $ 7.62 007-00-0405-44211 INTEREST INCOME SNAP 50,000.00 50,000.00 267,361.01 (217,361.01) 007-00-0400-44212 UNREALIZED GAIN/LOSS ON INVESTMENTS - - (78,520.33) 78,520.33 007-00-0400-44441 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 $ 5,684,799.55 $ 27,586,928.07 TOTAL REVENUE $ 36,321,720.00 $ 36,321,720.00 $ 6,893,731.37 $ 29,427,996.25 CAPITAL EXPENSE 007-00-0500-55838 - PRINCIPAL PAYMENTS - - - - 007-00-0500-55839 - INTEREST PAYMENTS 2,833,600.00 2,833,600.00 118,067.00 2,715,533.00 007-00-0505-67080 - 2019-INDOOR SPORTS COMPLEX $ 31,667,818.00 $ 31,667,818.00 $ 6,824,746.56 $ 24,843,071.44 TOTAL CAPITAL EXP $ 34,501,418.00 $ 34,501,418.00 $ 6,942,813.56 $ 27,558,604.44 TOTAL OPERATING EXPENSE $ 1,820,302.00 $ 1,820,302.00 $ 275,672.65 $ 1,544,629.35 TOTAL OERATING AND CAP EXP 36,321,720.00 36,321,720.00 $ 7,218,486.21 $ 29,103,233.79 CHANGE IN NET POSITION $ - $ - $ (324,754.84) $ 324,762.46 Page 11 of 44 Page 6 of 7  HISTORIC TRIANGLE RECREATIONAL FACILITIES AUTHORITY STATEMENT OF REVENUES, EXPENSES, AND CHANGES IN NET POSITION FOR MONTH ENDED SEPTEMBER 31, 2025 FULL ACCT ACCT DESCRIPTION FY 2026 ORGINAL FY 2026 REVISED REMAINING BUDGET BUDGET FY 2026 ACTUAL BUDGET BEGINNING NET POSITION $ 10,230,636.77 $ 10,230,636.77 $ 10,230,636.77 $ - ENDING NET POSITION $ 10,230,636.77 $ 10,230,636.77 $ 9,905,881.93 $ 324,754.84 Page 12 of 44 Page 7 of 7  Executive Director Report Dana Youst October 8, 2026 Page 13 of 44  Board Engagement and Governance • One on One’s with all Three Jurisdictions Board Members established • Introductions to key officials and Department Heads in James City County • Parks and Recreation Programming & Fees Committee/HTRFA Input • Ribbon-Cutting Committee • Tours and Construction • HTRFA Travel Policy Page 14 of 44  Stakeholder Outreach and Partnerships • Visit Williamsburg: Introductory Meetings, Monthly Meetings • Sports • Events/Conferences • Sales Team Members • Board Members • The Superlative Group - Sponsorship/Naming Rights • Colonial Williamsburg Page 15 of 44 • Continued Outreach to Community Leaders  Programming and Fees Committee • Surveyed all Three Parks & Recreation Departments for Space and Program Needs • Goal Calendar to be Set for August 1st – December 31st, 2026 • Athletic Leagues, Camps, Classes, Trainings, Featured Gym • Fee Structure Review with Kemper • Meetings Every Two Weeks for Next Several Months Page 16 of 44  Kemper • Coordinating with Kemper on Programming Calendar • Collaboration with Visit Williamsburg • Events / Tournaments • Safety Training / Accident Reports • Reviewing SOPs and Emergency Action Plan • Marketing Initiatives • Budget Revenues/Expenditures Page 17 of 44  Financial Oversight and Transparency • Access to HTRFA Budget Software and Chesapeake Bank Accounts • Reviewing and Learning HTRFA Budgets and Chesapeake Bank Accounts • Reviewing Kemper Sports Operating Budgets (FY26/27) (FY27/28) • Reviewing Kemper Revenue Projections • Reviewing detailed Invoice for Expenses • Tracking Grant and Sponsorship Revenue Opportunities Page 18 of 44  Upcoming Priorities • FF&E Finalization (Equipment Portion with Kemper) • Parks and Recreation Programming Committee • Continue Grant Research & Possible Sponsorships • Ribbon-Cutting Committee • Furniture Selections Continued • Ongoing Construction Meetings and Tours • Contracts and Lease Agreement Review Page 19 of 44 • Continue Community Outreach with Key Stakeholders Page 20 of 44  OPERATOR'S REPORT OCTOBER 8TH, 2025 Page 21 of 44  • Administrative and Operational AGENDA • Business Development • Marketing • Elevated Experience Page 22 of 44  ADMINISTRATIVE & OPERATIONAL • Reforecasting exercise for Budget 2026/2027 to accommodate a potential earlier opening of the facility with respect to the HTRFA fiscal year. • Weekly Meetings with HTRFA Executive Director, Visit Williamsburg and Kemper Sports Venues Corporate Services. • Conducted initial Parks and Recreation Meeting with focused emphasis on establishing Programming Calendars for Fall 2026, that allows the GWSEC to balance serving the Parks and Recs needs with the multi-day Sports and Conferencing Events. • Submitted final FF&E recommendations to HTRFA Executive Director. • Hosted numerous Site Tours for Events Rights Holders both Contracted and Page 23 of 44 Potential; as listed in the Weekly Operator's Report.  BUSINESS DEVELOPMENT Sport Events • US Senior Pickleball partnership- Fall 2026 (programming and tournaments) • Club Sports Basketball- Fall 2026 • Ongoing scheduled prospecting tours: (Phantom Hoops, Riverside Volleyball) • Williamsburg Volleyball Club – to Host Rumble Volleyball Tournament • Virginia Peninsula Community College Basketball Home Games Corporate Events • Listed facility on Eventective. • Developing prospecting list of state, regional corp contacts. • Proposals out to: o SEMA: 500 attendees; international; opportunity for yearly return o TCC: 3,000 attendees in March multi-day. Sponsorships • Collaborative discussion with Superlative regarding pouring rights • Additional meeting with Invest Davenport/ Page 24 of 44  BUSINESS DEVELOPMENT • In collaboration with Visit Williamsburg, The Greater Williamsburg Sports and Events Center will be aligned as the Breakfast Sponsor of the TEAMS ’25 Invitational Golf Tournament during the TEAMS ’25 Conference + Expo. o Receive branding within the Breakfast area and signage where appropriate. o Opportunity to address golfers at breakfast to showcase our facility. • This sponsorship also includes the following benefits for the agreement: o Logo identification as a golf tournament sponsor on TEAMS promotional materials including but not limited to: email promotions, TEAMS media partners and on TEAMSconference.com. • The General Manager will have over 40 interviews scheduled with sport-specific key events rights holders. Page 25 of 44  GWSEC EVENTS Sports Conferences 30 2 25 10 20 Conferences 15 26 38 Sports 10 5 3 5 6 6 0 2026 2027 2028 Page 26 of 44  SPORTING EVENTS Proposals Event Size/Date Opportunity US Collegiate Powerlifting Entire Week Full Gym 2028 Coastal Women's Flag Football 2026, 2027, 2028 Full Turf League US Senior Pickleball Tournament 2026, 2027, 2028 Full Gym Maximum Cheer 2007, 2008 Full Gym Phenom Hoops Additional Dates Full Gym Gladiator Wrestling(with VW) 2026, 2027 Full Gym Page 27 of 44  CONFERENCING EVENTS Proposals Event Size/Date Opportunity Southeast Modeling Association 500 guests Onsite Fall 2026 F&B Press Institute 70-100 guests Meeting Space October 2026 F&B MPI-VA 50-75 guests 2-day event November 2026 F&B Truth of God Youth Group 3,000 guests Full Gym + March 2027 F&B Truth of God International Mtg 4,800 guests Full Gym + July 2027 F&B Page 28 of 44  MARKETING FOLLOWER • Connecting lead generation form from Tripleseat to GROWTH website. [8/4-9/25] • Secured GWSEC handles on social media channels: X, Pinterest, TikTok. • Adjusted staff email accounts to reflect facility website. (i.e. bhardouin@gwsportsandeventscenter.com) 137% • Attended VA250 Event Committee Meeting to discuss the GWSECs participation in this historic event. • Grand Opening planning committee meeting to identify potentials festivities to commemorate the 46% facility launch. • Establishing strategies to boost SEO (Search Engine Optimization) and AEO (Answer Engine Optimization). 94% Page 29 of 44 Page 30 of 44  ELEVATED EXPERIENCE • Transferred all current Use Agreements to TripleSeat CRM platform to allow a more comprehensive ability to communicate with Event Rights Holders and manage their accounts. • Developing Standard Operating Procedures in alignment with Kemper Sports. • Establishing Standards of Excellence for the GWSEC, which is the cultural foundation of the guest experience. Page 31 of 44  Greater Williamsburg Sports & Event Center HTRFA Construction Update – 10/08/2025 By: MPB Todd Walker, Construction Manager & Meredith Shirley, CMIT Page 32 of 44  Milestone Updates 1. HVAC Start Up- 20 mechanical units start up on -going estimated all started by October 25’. 2. Owner Vendors begin R/I of Data in Gym from Nov 3 rd thru Substantial Completion : Nov 26 th . HUB space will be early Jan -Feb. 6.10.26 3. Maple Flooring Install starting December 25’ Final Completion : 4. Turf Roll Insulation starting January 26’ 8.4.26 Currently 11 Working Days ahead 5. Feature Gym Install starting January 26’ Page 33 of 44  Construction % Complete S i t e Wo r k - To t a l C o m p l e t e : 5 5 % • Completed curb and gutter around ring road. Began topsoil behind curbing in new parking lot. Placed asphalt subgrade (Stone) in parking lot locations and at exterior flatwork areas. B u i l d i n g P r o g r e s s - To t a l C o m p l e t e : 7 0 % H U B s p a c e - To t a l C o m p l e t e : 7 0 % • Wall paint 90% complete. • Ceiling paint 80% complete. • Next Level Parks under contract with MEB. Sports Courts (PEMB)- Total Complete: 50% • All hanging Basketball and Volleyball equipment is installed. • Installing Score Boards this week. • Started installing permanent lighting. • C o n t i n u e i n s t a l l i n g 1 st f l o o r a n d m e z z a n i n e H V A C d u c t . Page 34 of 44  MEETINGS Continued regularly scheduled OAC- Bi-Weekly: - Next Meeting: 10/09/25 Additional meetings: Kemper Teams meeting every other Thursday for Operator coordination with Construction Management group - Next Meeting: 10/16/25 Page 35 of 44 EXTERIOR Page 36 of 44 Page 37 of 44 HUB SPACE Page 38 of 44  1 ST FLOOR DUCT INSTALLATION Page 39 of 44 Mezzanine Page 40 of 44  LARGE CONFERENCE ROOM Page 41 of 44  Panoramic Picture from Courts Page 42 of 44 Staff Contact Andrew Trivette, City Manager Agenda Item Wording Closed Session Pursuant to Virginia Code 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 the Authority would be adversely affected (funding for completion of sports facility).. Background Information None. Previous Relevant Action None. Page 1 of 1 Page 43 of 44 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 44 of 44