Historic Triangle Recreational Facilities Authority

Agenda Historic Triangle Recreational Facilities Authority Meeting Wednesday, December 10, 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 November 12, 2025, HTRFA meeting 2-7 Historic Triangle Recreational Facilities Authority - Nov 12 2025 - Minutes 4. BOARD MEMBER ANNOUNCEMENTS 5. REPORTS 5.1. Financial Report 8 - 13 HTRFA - Financial Report - November 2025 5.2. Executive Director's Report 14 - 20 Executive Director's Report 5.3. GWSEC Operator's Report 21 - 29 GWSEC Operator's Report 5.4. Construction Report 30 - 41 Construction Report 5.5. Legal Report 6. OPEN FORUM 7. CLOSED SESSION 8. PUBLIC HEARINGS 9. UNFINISHED BUSINESS 9.1. Consideration and Action Authorizing the Chairman to Execute a Contract with 42 - 45 Ball Office Products as a Supplier of Furniture for the Greater Williamsburg Sports and Events Center - Todd Walker, MBP Agenda Item Summary 10. NEW BUSINESS 11. ADJOURNMENT Page 1 of 45  MINUTES Historic Triangle Recreational Facilities Authority Wednesday, November 12, 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 (left early); Mark Bellamy, York County (arrived late); 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 October 8, 2025, HTRFA meeting Moved by Carnifax, seconded by Fuller, to approve the minutes. Carried 5-0-0 by a roll call vote: Ayes: Hutton, Trivette, Stevens, Fuller, Carnifax Absent: Bellamy (arrived late) 4. Board Member Announcements Mr. Stevens stated that he would leave the meeting at 3:45 p.m. to attend another meeting. 5. Reports 1. Financial Report Barbara Dameron, Chief Finance Officer, presented the financial report, noting that the total debt position year-to-date was $6,026,297, representing a decrease from September of $3,879,585. She explained that this decrease resulted from interest revenue of $62,000, operating expenses of $60,093, and capital expenses of $3,648,157. Ms. Dameron also reported a change in the beginning fund balance, which Page 1 of 6 Page 2 of 45  Historic Triangle Recreational Facilities Authority November 12, 2025 decreased by $233,000 due to year-end accounting entries. She clarified that these entries were related to arbitrage liability on bonds and lease adjustments as part of GASB 6. 2. Executive Director's Report Dana Youst, Executive Director, updated the Board on her recent activities, highlighting efforts to strengthen the HTRFA's governance across all three jurisdictions, develop consistent policies, and ensure transparency. She has updated the travel policy and responded to requests for a firearms policy. Monitoring efforts include Kemper's RFPs, budget control, and tours with parks and recreation departments. Ms. Youst's outreach includes maintaining communication with local businesses and civic groups, like Visit Williamsburg and the Greater Williamsburg Chamber of Commerce, as well as coordinating with City of Williamsburg's Economic Development on a grant submission. Daily coordination with Kemper's Ben Hardouin focuses on developing a detailed program schedule while reviewing and ensuring compliance with operational procedures and budget governance. Ms. Youst is also examining FY26 budget projections, tracking grant sponsorships, and preparing for the facility's grand opening, all while working to secure pouring rights agreements with Coca-Cola and Pepsi. 3. GWSEC Operator's Report Antonio Gonzalez, Sports and Operations Manager, and Heidi Hume, Marketing and Sales Manager, delivered the operator's report for Ben Hardouin, General Manager. Mr. Gonzalez highlighted upcoming events, including 10 confirmed conferences, 38 confirmed events, and 13 pending events with 3 new confirmations. The facility will host Coastal Women's Flag Football for opening weekend and a Turkey Bowl during Thanksgiving. A three-year agreement with Gladiator and Gladiatrix Combat Wrestling was also announced, bringing 2,000 athletes, approximately $500,000 in food and beverage revenue, and 4,000 room nights. Additionally, the Kick It 5v5 Soccer event will bring 50 teams for a day. Ms. Hume discussed significant interest in non- sports events, like the Southeast Modeling Association and the VCU Math Conference. They have created a Cvent listing for visibility and are preparing for a grand opening while leveraging social media to increase engagement. They emphasized the importance of strategic growth and partnerships with Visit Williamsburg and Colonial Williamsburg. Weekday and weekend conferences allow for continued Parks and Recreation activities, with corporate clients showing interest in gym- based team-building activities. 4. Construction Report Page 2 of 6 Page 3 of 45  Historic Triangle Recreational Facilities Authority November 12, 2025 Todd Walker, Construction Manager with MBP, provided an update on the construction progress, emphasizing several key milestones. The HVAC startup for 20 mechanical units will be completed by the week's end. Data roughing for speakers, wireless access, and other connections in the gym area is underway, while hub space data installation will commence in January for security systems and wireless access. Maple flooring is set to be installed in early December, with turf rolls beginning on January 26, 2026, and epoxy flooring starting in December. Parking lot asphalt work is planned for March 2026. Overall site work is 55% complete, which includes the installation of curbs, gutters, and sidewalks, as well as a recently completed seating wall near the plaza entrance. Building progress is 75% complete, with wall and ceiling paint entirely finished in the hub space. Next Level Parks is under contract for installation by February 2026, and sound baffles are being added in the main hub area. The sports courts are about 60% finished, with permanent lighting and sports equipment already installed. Ceiling painting and fabric ductwork have progressed significantly, with the first floor's gathering area fully painted and the mezzanine halfway done. Mr. Walker also highlighted the exceptional tile work in the bathrooms and encouraged Board members to tour the facility, with Member Fuller remarking on the substantial progress made since early September. 5. Legal Report Dan Siegel, Legal Counsel, reported that they have been working on various matters, some of which would be discussed during closed session. They are also working on amendments to the ground lease with Colonial Williamsburg and the bond issue that would be addressed later in the agenda. 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. New Business 1. Consideration and Action Regarding Proposed Resolution #25-02 Approving the Issuance of Recreational Facilities Revenue Note, Series 2025 - Barbara Dameron, Chief Finance Officer AIS-25-093 Page 3 of 6 Page 4 of 45  Historic Triangle Recreational Facilities Authority November 12, 2025 Barbara Dameron, Chief Finance Officer, presented Resolution 25-02, which authorizes a revenue note of up to $15,000,000. The resolution also approves an amended support agreement between the City and the Authority, a supplemental indenture agreement (in draft form), and a note purchase agreement. Ms. Dameron invited Dan Siegel, Legal Counsel, and James Sanderson with Davenport and Company to discuss the documents and answer questions. Mr. Sanderson explained that after the last meeting, they solicited proposals from lenders for up to $15,000,000, requesting both 3-year and 5-year notes with drawdown options. They received three proposals from Huntington Bank, TowneBank, and Truist Bank. While Huntington and Truist offered only drawdown loans (requiring the full amount to be drawn at once), TowneBank offered a line of credit with no fees for unused portions. TowneBank's rates were 3.66% for 3 years and 3.78% for 5 years, slightly higher than Truist's rates of 3.4% and 3.6%, but with the advantage of the line of credit structure. The TowneBank proposal also allows prepayment at any time without penalty. Mr. Sanderson recommended proceeding with the TowneBank proposal, noting that the next steps would include City Council approval of the support agreement the following day, with closing targeted for early December. Chair Trivette emphasized that this was not a standard bond where all money would be received upfront with immediate interest on the full amount. Rather, it is a true line of credit where the Authority would only draw what is needed and only pay interest on the outstanding balance. Mr. Siegel reviewed the resolution, explaining that it provides broad authorization for the officers to sign all documents and select the lender. He requested that the motion to approve specify the TowneBank five- year proposal. Moved by Carnifax, seconded by Fuller, to approve the five-year TowneBank resolution. Carried 6-0-0 by a roll call vote: Ayes: Hutton, Bellamy, Trivette, Stevens, Fuller, Carnifax Page 4 of 6 Page 5 of 45  Historic Triangle Recreational Facilities Authority November 12, 2025 8. Closed Session 1. Closed Session Pursuant to Virginia Code Sections 2.2-3711(A)(8) Regarding Consultation with Legal Counsel Employed or Retained by the Board Regarding Specific Legal Matters Requiring the Provision of Legal Advice by Such Counsel AIS-25-094 Moved by Fuller, seconded by Carnifax, to enter into closed session pursuant to Virginia Code Sections 2.2-3711 (A)(8), regarding consultation with legal counsel employed or retained but the Board regarding specific legal matters requiring the provision of legal advice by such counsel. Carried 5-0-0 by a roll call vote: Ayes: Hutton, Bellamy, Trivette, Fuller, Carnifax Absent: Stevens (left early) 2. Closed Session Certification AIS-25-095 Moved by Fuller, seconded by Carnifax, to certify the closed session. Carried 5-0-0 by a roll call vote: Ayes: Hutton, Bellamy, Trivette, Fuller, Carnifax Absent: Stevens (left early) 9. Public Hearings There were no public hearings. 10. Unfinished Business There was no unfinished business. 11. Adjournment At 3:56 p.m., there being no additional business before the Board, the HTRFA Meeting on November 12, 2025, was adjourned. Moved by Hutton, seconded by Carnifax, to adjourn. Carried 5-0-0 by a roll call vote: Ayes: Hutton, Bellamy, Trivette, Fuller, Carnifax Absent: Stevens (left early) Page 5 of 6 Page 6 of 45 Historic Triangle Recreational Facilities Authority November 12, 2025 Andrew O. Trivette, Chair Dustie McCay, Clerk Page 6 of 6 Page 7 of 45  HISTORIC TRIANGLE RECREATIONAL FACILITIES AUTHORITY STATEMENT OF NET POSITION NOVEMBER 30, 2025 FY 2026 FY 2026 FULL ACCT ACCT DESCRIPTION ORGINAL REVISED BUDGET BUDGET FY 2026 ACTUAL 007-00-0000-11001 -HTRFA CASH $ - $ - $ 12,428,820.60 007-12105 CASH - DEPOSITS - - 44,040.52 007-00-0000-11015 BOND ESCROW CASH 24 SERIES - 007-00-0000-11016 BOND ESCROW CASH INT 301,624.28 007-00-0000-11017 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 $ - $ - $ 81,488,574.75 007-00-0000-25001 -ACCOUNTS PAYABLE $ - $ - $ - 007-00-0000-25049 ARBITRAGE LIABILITY $ 293,268.72 007-00-0000-25060 -ACCRUED PAYROLL PAYABLE - - - DEPOSITS LIABILITY 44,125.67 007-00-0000-27022 MEB ESCROW - - 3,086,078.19 LEASE LIABILITY 7,552,368.38 BOND PAYABLE 63,985,000.00 007-00-0000-27022 BOND PREMUIM - - 2,755,900.00 TOTAL LIABILITIES - - $ 77,716,740.96 NET POSITION - - 3,771,833.79 TOTAL NET POSITON - - $ 3,771,833.79 TOTAL LIABILITIES & NET POSITION $ - $ - $ 81,488,574.75 Page 8 of 45 Page 1 of 6  HISTORIC TRIANGLE RECREATIONAL FACILITIES AUTHORITY STATEMENT OF REVENUES, EXPENSES, AND CHANGES IN NET POSITION FOR THE MONTH ENDED NOVEMBER 30, 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 $ 55,459.36 $ 19,540.64 007-00-0500-51001K 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 38,632.77 36,367.23 007-00-0500-53002K PROFESSIONAL SERVICES - SPORTS CENTER - 007-00-0500-530042- MAINTENANCE, BUILDINGS - - 12,849.27 (12,849.27) 007-00-0500-530043- MAINTENANCE, OFFICE EQUIPMENT - - - - 007-00-0500-53005B- OTHER LEGAL FEES 120,000.00 120,000.00 18,371.00 101,629.00 Page 9 of 45 Page 2 of 6  HISTORIC TRIANGLE RECREATIONAL FACILITIES AUTHORITY STATEMENT OF REVENUES, EXPENSES, AND CHANGES IN NET POSITION FOR THE MONTH ENDED NOVEMBER 30, 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 3,113.73 26,886.27 007-00-0500-55501 - TRAVEL -MILEAGE - - - - 007-00-0500-55503 TRAVEL 8,000.00 8,000.00 12,987.37 (4,987.37) 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 4,530.00 (4,330.00) 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 $ 257,647.49 $ 478,252.51 Page 10 of 45 Page 3 of 6  HISTORIC TRIANGLE RECREATIONAL FACILITIES AUTHORITY STATEMENT OF REVENUES, EXPENSES, AND CHANGES IN NET POSITION FOR THE MONTH ENDED NOVEMBER 30, 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 $ 77,895.08 $ 267,261.92 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 36,316.04 263,683.96 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 67.14 41,932.86 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 3,965.71 53,484.29 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 11 of 45 Page 4 of 6  HISTORIC TRIANGLE RECREATIONAL FACILITIES AUTHORITY STATEMENT OF REVENUES, EXPENSES, AND CHANGES IN NET POSITION FOR THE MONTH ENDED NOVEMBER 30, 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 $ 130,409.55 $ 953,992.45 TOTAL OPERATING EXPENDITURES $ 1,820,302.00 $ 1,820,302.00 $ 388,057.04 $ 1,432,244.96 OPERATING INCOME $ 1,229,698.00 $ 1,229,698.00 $ 820,874.78 $ 408,823.22 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 $ 820,874.78 $ 408,823.22 PROJECT 007-00-505-67082 ENTERTAINMENT VENUE $ - $ - $ - $ - OPERATING INCOME (DEFICIT ) 1,229,698.00 1,229,698.00 $ 820,874.78 408,823.22 Page 12 of 45 Page 5 of 6  HISTORIC TRIANGLE RECREATIONAL FACILITIES AUTHORITY STATEMENT OF REVENUES, EXPENSES, AND CHANGES IN NET POSITION FOR THE MONTH ENDED NOVEMBER 30, 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 $ 232,650.24 $ 127,349.76 0070400-44205 INTEREST INCOME DEPOSIT ACCOUNT $ 14.95 007-00-0405-44211 INTEREST INCOME SNAP 50,000.00 50,000.00 275,716.57 (225,716.57) 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 $ 5,791,416.43 $ 27,480,318.52 TOTAL REVENUE $ 36,321,720.00 $ 36,321,720.00 $ 7,000,348.25 $ 29,321,386.70 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 $ 12,719,668.22 $ 18,948,149.78 TOTAL CAPITAL EXP $ 34,501,418.00 $ 34,501,418.00 $ 12,837,735.22 $ 21,663,682.78 TOTAL OPERATING EXPENSE $ 1,820,302.00 $ 1,820,302.00 $ 388,057.04 $ 1,432,244.96 TOTAL OERATING AND CAP EXP 36,321,720.00 36,321,720.00 $ 13,225,792.26 $ 23,095,927.74 CHANGE IN NET POSITION $ - $ - $ (6,225,444.01) BEGINNING NET POSITION $ 9,997,277.80 $ 9,997,277.80 $ 9,997,277.80 ENDING NET POSITION $ 9,997,277.80 $ 9,997,277.80 $ 3,771,833.79 Page 13 of 45 Page 6 of 6  Executive Director Report Dana Youst December 10, 2025 Page 14 of 45  Updates & Engagement • Aligned with Board leadership and jurisdiction partners • Coordination with Kemper on operations, budget, and programming • Increased collaboration with Visit Williamsburg Key Stake Holders • Focused on sponsorships, transparency, and policy development Page 15 of 45  Operations & Facility Readiness • Weekly OAC meetings and site walkthroughs with Kemper & MEB • Reviewing Kemper FY26/27 & FY27/28 operating budgets • Aligning revenue projections and programming calendar • Advancing SOPs, emergency planning, staffing, and FF&E Page 16 of 45  Sponsorships & Partner Engagement • Reviewing Coke and Pepsi pouring rights • Williamsburg Area Transit Authority • Visit Williamsburg • The Williamsburg Hotel & Motel Association • Greater Williamsburg Chamber of Commerce • Tourism article publishes after New Year with Visit Williamsburg about GWSEC Page 17 of 45  Policy Development & Governance • Travel Policy drafted using GSA tiers; ensures transparency | Travel Policy • Firearms & Ammunition Policy based on VA convention centers • Policies reviewed with legal counsel • Required for events such as Veterans Conference Page 18 of 45  Priorities for Next 30–45 Days • Superlative & sponsorship direction • Finalize Travel & Firearms Policies for adoption • Continue work with Kemper on staffing, SOPs, revenue model • Budget Oversight • Continue plans on ribbon cutting Page 19 of 45 Page 20 of 45  OPERATOR'S REPORT DECEMBER 10, 2025 Page 21 of 45  • Overall Progress Report • Sports & Operations AGENDA • Marketing & Corporate Development • Elevated Experience Page 22 of 45  GWSEC EVENTS Sport Corporate 2 10 Conferences 40 Sports 26 13 Pending 5 8 3 8 6 5 Page 23 of 45 2026 2027 2028 Pending  OVERALL PROGRESS • Actively hiring Facility Maintenance Manager position. • Parks and Recreation Meetings continue to drive towards a recommended solution that aspires support local programming while balancing the priorities of the facility. • Building out the "Countdown to Launch" comprehensive operational checklist for final push towards opening. Page 24 of 45  SPORTS EVENTS • 5v5 Soccer tournament (Confirmed, August 2026) - directly from TEAMS Conference interaction. • Breakthrough Basketball Camp (Confirmed, August 2026) • Scheduled December site visit tours (MADE Hoops, Ultimate Frisbee, CLUBWAKA) • Developing our Fall 2026 Calendar of Events for GWSEC in-house programming, tournaments and events. Page 25 of 45  CORPORATE EVENTS • Signed contract for VRSA Regional Forum. • Increased interest in local meetings and short-term event rentals. • Proposals out to: o Fallen Outdoors Gala o Virginia PEO State 2028 Convention o SEMA: continued dialogue o Savvy Events: 2-year multi-day craft show o Scrapbooking and VCU Math Conference dialogue initiated. Page 26 of 45  MARKETING BRAND AWARENESS [Nov 1-30, 2025] • Event Planning Guide in final design phase. • Social media promo for Black Friday 23% Follower Growth • Sparked Community Conversations • Testing and analyzing paid social media ads/boosting for growth. 48% Follower Growth • E-Newsletter to launch January 2026. 73% Follower Growth Page 27 of 45  ELEVATED EXPERIENCE TrueReview is the KemperSports tool which distributes online surveys to local patrons and event guests to rate their experience; including questions about customer service, facility conditions, food quality etc. The survey results provide a Net Promoter Score. The Net Promoter Score correlates to a Likelihood to Recommend which is a standard benchmark used by companies worldwide as a key indicator to customer loyalty (aka repeat and recommended business). Favorable NPS is statistically linked to profitable growth. The higher the score the better. Page 28 of 45  ELEVATED EXPERIENCE NPS is calculated by subtracting the percentage of detractors from the percentage of promoters. A score ranges from -100 to +100, with a positive score being good, an excellent score above 50, and a world-class score above 70. Promoters give a score of 9 or 10, Passives give 7 or 8, and Detractors give 0-6. Benchmarks: High NPS Examples: Princeton Mortgage (98), Tesla (97), T-Mobile (82), Starbucks (77), Apple (61) Low NPS Examples: Rolls Royce (-47), Georgio Armani (-27) Page 29 of 45 THE GOAL OF THE GWSEC IS TO CONSISTENTLY SCORE ABOVE 70!  Greater Williamsburg Sports & Event Center HTRFA Construction Update – 12/10/2025 By: Todd Walker, Construction Manager MBP Page 30 of 45  Milestone Updates 1. Owner Vendors completed the R/I of Data in Gym. HUB space 75% complete. Substantial Completion: 6.10.26 2. Sports court sub-floor is complete. Final Completion: 3. Turf Roll Insulation starting January 26’ 8.4.26 4. Begin Epoxy Flooring in Hub space Dec 25’ Currently 11 Working Days ahead 5. Parking Lot Asphalt March 26’ Page 31 of 45  Construction % Complete Site Work- Total Complete: 55% • No update. Building Progress- Total Complete: 75% HUB space- Total Complete: 75% • Next Level Parks under contract with MEB. Begin Install in Feb 2026 • Began sound baffles week of 11/17/25 in main HUB area Page 32 of 45  Continued Construction % Complete Sports Courts (PEMB)- Total Complete: 75% • Began and completed the install of sub-floor on the sports courts. • Mezzanine and gathering areas in the two- story complete. Page 33 of 45  MEETINGS Continued regularly scheduled OAC- Bi-Weekly: - Next Meeting: 12/18/25 Additional meetings: Kemper Teams meeting every other Thursday for Operator coordination with Construction Management group Page 34 of 45 - Next Meeting: 12/11/25  SPORTS COURTS Completed Sub-floor in PEMB. Page 35 of 45  BEGAN COLUMN WRAP IN HUB SPACE. Page 36 of 45  PREP OF CONCRETE AHEAD OF EPOXY FLOOR PLACEMENT. Page 37 of 45  ACCENT TILE IN BATHROOMS COMPLETE Page 38 of 45  FABRIC DUCT COMPLETE IN SPORT COURTS CEILING. Page 39 of 45  STOREFRONT INSTALLED WITH GLASS IN GRAND CONFERENCE ROOM. Page 40 of 45  BEGAN INSTALLING BAFFLES IN HUB AREA. Page 41 of 45 Staff Contact Andrew Trivette, City Manager Agenda Item Wording Consideration and Action Authorizing the Chairman to Execute a Contract with Ball Office Products as a Supplier of Furniture for the Greater Williamsburg Sports and Events Center - Todd Walker, MBP Background Information Early in the design of the financing plan for the Greater Williamsburg Sports and Events Center (GWSEC), the HTRFA decided to fund the furniture, fixtures, and equipment (FF&E) expenses separately from the initial construction costs. This strategy often results in reduced costs. Early estimates for the expense of furniture for the GWSEC exceeded $1 million. Todd Walker, MBP staff handling construction management for the project, successfully evaluated furniture needs with HTRFA board members, HTRFA staff, and Kemper Sports. Using these needs as a basis for a quote, two vendors provided the best estimates and demonstrated products. Mr. Walker successfully negotiated deliverables and costs totaling $858,143 with Ball Office Products through a state contract for cooperative purchasing. Previous Relevant Action None Staff Recommendation That the Board authorize the chair to execute all necessary contracts to supply furniture to the GWSEC using Ball Office Products as the supplier. Attachments Furniture Page 1 of 4 Page 42 of 45 Page 2 of 4 Page 43 of 45 Page 3 of 4 Page 44 of 45 Page 4 of 4 Page 45 of 45