Historic Triangle Recreational Facilities Authority

City of Williamsburg Agenda Historic Triangle Recreational Facilities Authority Meeting Wednesday, February 11, 2026 @ 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 December 10, 2025, HTRFA Meeting 3-7 Historic Triangle Recreational Facilities Authority - Dec 10 2025 - Minutes 4. BOARD MEMBER ANNOUNCEMENTS 5. REPORTS 5.1. Financial Report 8 - 13 HTRFA Stmt of Rev, Exp, and Changes in Net Position - Jan 31 2026 HTRFA Stmt of Net Position - Jan 31 2026 5.2. Executive Director's Report 14 - 21 Executive Director's Report 5.3. GWSEC Operator Report 22 - 36 GWSEC Operator Report Parks and Recreation Presentation 5.4. Construction Report 37 - 49 Construction Report 5.5. Legal Report 6. OPEN FORUM 7. CLOSED SESSION 7.1. Closed Session Pursuant to Section 2.2-3711 (A) (6) of the Code of Virginia 50 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 (Discussion of Responsive Offers of Pouring Rights and Related Contract Provisions), and 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 (Discussion of Responsive Offers of Pouring Rights and Related Contract Provisions). Agenda Item Summary 7.2. Closed Session Certification 51 Agenda Item Summary Page 1 of 57 8. PUBLIC HEARINGS 9. UNFINISHED BUSINESS 10. NEW BUSINESS 10.1. Consideration of and Action on a Proposed Updated Policy on Electronic 52 - 57 Participation in Meetings From Remote Locations - Dan Siegel, Sands Anderson Agenda Item Summary 11. ADJOURNMENT Page 2 of 57  MINUTES City of Williamsburg Historic Triangle Recreational Facilities Authority Wednesday, December 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; 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 12, 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 4. Board Member Announcements Chair Trivette informed the board that member reappointments were in progress as commissions had expired. He noted that paperwork for the CAOs reconfirming appointments needed to be completed, and encouraged members to check their emails and return the paperwork to Dan Siegel. Mr. Siegel confirmed that everyone's paperwork had been received. 5. Reports 1. Financial Report Page 1 of 5 Page 3 of 57  Historic Triangle Recreational Facilities Authority December 10, 2025 Barbara Dameron, Chief Financial Officer, reported on the financial position as of November 2025. The Authority received approximately $44,600 in interest income for the month. Operating expenses included $41,300 for Historic Triangle Recreation Facility Authority and $11,011,000 for Kemper operating expenses. Capital expenses totaled $2,200,000, which reduced the net position by $2,300,000. The net position at the end of November was $3,800,000. 2. Executive Director's Report Dana Youst, Executive Director, updated the board on various activities, emphasizing coordination efforts as project completion nears and collaboration with Williamsburg. Sponsorships and a productive meeting with WATA were also highlighted. A proposed travel policy for managing travel approvals and reimbursements was unanimously approved. Upcoming priorities include working closely with Kemper on financial matters and planning the ribbon-cutting. 3. GWSEC Operator's Report Ben Hardouin, GWSEC General Manager, presented the operator's report highlighting growth in conference meeting inquiries and partnerships with Visit Williamsburg and Colonial Williamsburg. Staffing updates included completion of facility maintenance manager interviews and posting the controller position, aimed for hire by mid-January. Parks and Recreation meetings continue to finalize support programs, with an internal calendar for GWSEC-hosted programs underway. Notable interest from sports venues included a new cornhole tournament. Mr. Hardouin reported increased local meeting interest and new corporate contracts, notably attracting the Savvy Antique Show. Marketing efforts focused on a planning guide near completion, and on an upcoming e- newsletter and social media growth. Mr. Hardouin outlined Kemper's "True Review" and the Net Promoter Score system targeting a quality benchmark of 70 or above. Board member comments included a question about the frequency of survey distribution for multi-day events, which Mr. Hardouin confirmed would be received once, and for local programming at the end of the full program. There was also an inquiry into how the survey would address various aspects of the user's experience, to which Mr. Hardouin elaborated on the broad range of factors the Net Promoter Score would cover, allowing for detailed management and enhancement of service standards. 4. Construction Report Todd Walker, Construction Manager with MBP, provided a construction Page 2 of 5 Page 4 of 57  Historic Triangle Recreational Facilities Authority December 10, 2025 update on the Greater Williamsburg Sports and Events Center. The gym area rough-in is completed while the hub space is 75% done. The sports court sub-floor is finished, with turf installation starting January 2026. Epoxy flooring begins December 2025, and paving is scheduled for March 2026. Site work is 55% complete, with overall building progress at 75%. Sound baffles and sports courts are nearly finished. Ongoing work includes HVAC commissioning and meetings with Kemper. The building is fully temperature-controlled with wood flooring to precede turf installation, estimated at 4-6 weeks. The project is 11 days ahead of schedule. Board members inquired about the progress of wood flooring installation and its duration, which Todd Walker noted would take 4 to 6 weeks. Additionally, there was discussion about the seating capacity in public spaces, confirming the availability of seating for a couple hundred people. Members were pleased with the facility's advancements and the assurance that contractors are working ahead of schedule. 5. Legal Report Dan Siegel, Legal Counsel, reported that work was progressing on various contracts and the amended lease with Colonial Williamsburg. He noted that the bond issue for the line of credit was being signed that day and would be available on December 18, 2025. Chair Trivette added that they were working with Colonial Williamsburg on the lease revision and would bring it to the board for review once an acceptable version was reached. 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. Public Hearings There were no public hearings. 9. Unfinished Business 1. Consideration and Action Authorizing the Chairman to Execute a Contract with Ball Office Products as a Supplier of Furniture for the Page 3 of 5 Page 5 of 57  Historic Triangle Recreational Facilities Authority December 10, 2025 Greater Williamsburg Sports and Events Center - Todd Walker, MBP AIS-25-096 Todd Walker, Construction Manager with MBP, presented the furniture contract, explaining that with substantial completion expected in June 2026, furniture needed to be purchased for both public seating and office furniture. He stated that Ball Office Products had been selected as the vendor, with procurement executed through a cooperative purchase contract with Omnia Partners under state contract. The total cost for furniture was $858,143, which was budgeted for this purchase. The contract included design, shipping, delivery, installation, and setup of all furniture. Mr. Walker confirmed that the furniture would be similar to what was shown in renderings, with durable fabrics and materials. He noted there would be seating for a couple hundred people in public spaces, with stackable chairs and tables that could be stored. Board members raised questions regarding the similarity of the furniture to the rendering images and the seating capacity, which Mr. Walker confirmed. Additionally, members discussed the fire marshal's role in approving the seating arrangements. Moved by Carnifax, seconded by Fuller, to approve the Chairman to execute a contract with Ball Office Products as a supplier for furniture for the Greater Williamsburg Sports and Events Center. Carried 5-0-0 by a roll call vote: Ayes: Hutton, Trivette, Stevens, Fuller, Carnifax Absent: Bellamy 10. New Business There was no new business. 11. Adjournment At 3:34 p.m., there being no additional business before the Board, the HTRFA Meeting on December 10, 2025, was adjourned. Moved by Hutton, seconded by Fuller, to adjourn Carried 5-0-0 by a roll call vote: Ayes: Hutton, Trivette, Stevens, Fuller, Carnifax Absent: Bellamy Page 4 of 5 Page 6 of 57 Historic Triangle Recreational Facilities Authority December 10, 2025 Andrew O. Trivette, Chair Dustie McCay, Clerk Page 5 of 5 Page 7 of 57  HISTORIC TRIANGLE RECREATIONAL FACILITIES AUTHORITY STATEMENT OF REVENUES, EXPENSES, AND CHANGES IN NET POSITION FOR THE MONTH ENDED JANUARY 31, 2026 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 $ 2,808,931.82 $ 241,068.18 OPERATING EXPENSE HTRFA OPERATING 007-00-0500-51001 - SALARIES & WAGES $ 75,000.00 $ 75,000.00 $ 81,866.25 $ (6,866.25) 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 67,443.70 7,556.30 007-00-0500-53002K 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 32,188.00 87,812.00 Page 8 of 57 Page 1 of 5  HISTORIC TRIANGLE RECREATIONAL FACILITIES AUTHORITY STATEMENT OF REVENUES, EXPENSES, AND CHANGES IN NET POSITION FOR THE MONTH ENDED JANUARY 31, 2026 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 3,126.73 26,873.27 007-00-0500-55501 - TRAVEL -MILEAGE - - - - 007-00-0500-55503 TRAVEL 8,000.00 8,000.00 14,905.05 (6,905.05) 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 4,540.00 (4,340.00) 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 EXPENSES $ 735,900.00 $ 735,900.00 $ 328,622.99 $ 407,277.01 KEMPER OPERATING 007-00-0502-51001 SALARIES AND WAGES $ 345,157.00 $ 345,157.00 $ 123,230.20 $ 221,926.80 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 Page 9 of 57 Page 2 of 5  HISTORIC TRIANGLE RECREATIONAL FACILITIES AUTHORITY STATEMENT OF REVENUES, EXPENSES, AND CHANGES IN NET POSITION FOR THE MONTH ENDED JANUARY 31, 2026 FULL ACCT ACCT DESCRIPTION FY 2026 ORGINAL FY 2026 REVISED REMAINING BUDGET BUDGET FY 2026 ACTUAL BUDGET 53002 PROFESSIONAL SERVICES 300,000.00 300,000.00 55,340.84 244,659.16 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 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 $ 194,769.47 $ 889,632.53 TOTAL OPERATING EXPENDITURES $ 1,820,302.00 $ 1,820,302.00 $ 523,392.46 $ 1,296,909.54 OPERATING INCOME $ 1,229,698.00 $ 1,229,698.00 $ 2,285,539.36 $ (1,055,841.36) Page 10 of 57 Page 3 of 5  HISTORIC TRIANGLE RECREATIONAL FACILITIES AUTHORITY STATEMENT OF REVENUES, EXPENSES, AND CHANGES IN NET POSITION FOR THE MONTH ENDED JANUARY 31, 2026 FULL ACCT ACCT DESCRIPTION FY 2026 ORGINAL FY 2026 REVISED REMAINING BUDGET BUDGET FY 2026 ACTUAL BUDGET OTHER FINANCING SOURCES (USES) 007-00-0500-59988 TRANSFER TO OPERATING RESERVE $ - $ - $ - $ - 007-00-0500-59989 TRANSFER TO CAPITAL RESERVE - - - - TOTAL OTHER FINANCING SOURCES $ - $ - $ - $ - INCOME AFTER TRANSFERS $ 1,229,698.00 $ 1,229,698.00 $ 2,285,539.36 $ (1,055,841.36) PROJECT 007-00-505-67082 ENTERTAINMENT VENUE $ - $ - $ - $ - OPERATING INCOME (DEFICIT ) 1,229,698.00 1,229,698.00 $ 2,285,539.36 (1,055,841.36) 70405 CAPITAL REVENUE 007-00-0405-44200 INTEREST INCOME $ 360,000.00 $ 360,000.00 $ 346,969.13 $ 13,030.87 0070400-44205 INTEREST INCOME DEPOSIT ACCOUNT $ 23.85 007-00-0405-44211 INTEREST INCOME SNAP 50,000.00 50,000.00 277,732.91 (227,732.91) 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 - AMPHITHEATRE 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 $ 8,407,760.56 $ 24,863,983.29 Page 11 of 57 Page 4 of 5  HISTORIC TRIANGLE RECREATIONAL FACILITIES AUTHORITY STATEMENT OF REVENUES, EXPENSES, AND CHANGES IN NET POSITION FOR THE MONTH ENDED JANUARY 31, 2026 FULL ACCT ACCT DESCRIPTION FY 2026 ORGINAL FY 2026 REVISED REMAINING BUDGET BUDGET FY 2026 ACTUAL BUDGET TOTAL REVENUE $ 36,321,720.00 $ 36,321,720.00 $ 11,216,692.38 $ 25,105,051.47 CAPITAL EXPENSE 007-00-0500-55838 - PRINCIPAL PAYMENTS - - - - 007-00-0500-55839 - INTEREST PAYMENTS 2,833,600.00 2,833,600.00 1,534,867.00 1,298,733.00 007-00-0505-67080 - 2019-INDOOR SPORTS COMPLEX $ 31,667,818.00 $ 31,667,818.00 $ 16,540,643.53 $ 15,127,174.47 TOTAL CAPITAL EXP $ 34,501,418.00 $ 34,501,418.00 $ 18,075,510.53 $ 16,425,907.47 TOTAL OPERATING EXPENSE $ 1,820,302.00 $ 1,820,302.00 $ 523,392.46 $ 1,296,909.54 TOTAL OERATING AND CAP EXP 36,321,720.00 36,321,720.00 $ 18,598,902.99 $ 17,722,817.01 CHANGE IN NET POSITION $ - $ - $ (7,382,210.61) BEGINNING NET POSITION $ 11,568,723.05 $ 11,568,723.05 $ 11,568,723.05 ENDING NET POSITION $ 11,568,723.05 $ 11,568,723.05 $ 4,186,512.44 Page 12 of 57 Page 5 of 5  HISTORIC TRIANGLE RECREATIONAL FACILITIES AUTHORITY STATEMENT OF NET POSITION JANUARY 31, 2026 FY 2026 FY 2026 FULL ACCT ACCT DESCRIPTION ORGINAL REVISED BUDGET BUDGET FY 2026 ACTUAL 007-00-0000-11001 - HTRFA CASH $- $- $18,443,415.84 007-12105 CASH - DEPOSITS - - 65,759.24 007-00-0000-11015 BOND ESCROW CASH 24 SERIES 0 007-00-0000-11016 BOND ESCROW CASH INT 303,640.62 007-00-0000-11017 BOND ESCROW MANAGED 0 007-00-0000-13010 - ACCOUNTS RECEIVABLE - - 0 13300 PREPAID LEASE/RENT 0 LEASE ASSET NET OF ACCUM AMORT 6,985,084.52 WORKING CAPITAL - - 63,300,450.08 TOTAL ASSETS $- $- $89,098,350.30 007-00-0000-25001 - ACCOUNTS PAYABLE $- $- $- 007-00-0000-25049 ARBITRAGE LIABILITY 293,268.72 007-00-0000-25060 - ACCRUED PAYROLL PAYABLE - - 0 DEPOSITS LIABILITY 65,835.49 007-00-0000-27022 MEB ESCROW - - 3,259,465.27 LEASE LIABILITY 7,552,368.38 BOND PAYABLE 63,985,000.00 007-00-0000-27022 BOND PREMUIM - - 2,755,900.00 LINE OF CREDIT - - 7,000,000.00 TOTAL LIABILITIES - - $84,911,837.86 NET POSITION - - 4,186,512.44 TOTAL NET POSITON - - $4,186,512.44 TOTAL LIABILITIES & NET POSITION $- $- $89,098,350.30 Page 13 of 57  120-Day Roadmap Update Establishing governance, accountability, and operational readiness Dana Youst | HTRFA Executive Director Page 14 of 57 February 11, 2026  Establishing a Foundation for Excellence Transitioning into the Executive Director role with a 30/60/90/120 plan Transition Strategic Plan Development 0 - 3 0 d a y s • Conduct Design Thinking sessions regarding the project to further idea sharing • Align strategically with Kemper Sports to Relationship Development oversee relationship and measure • Embrace HTRFA culture accountability • Get to know my team and co- • Collaborate with tourism partners on co- workers branded marketing ideas • Build foundational • Initiate and/or nurture partnership and relationships grant opportunities, outlining sponsorship • Understand scope, schedule, strategy budget, risks, and challenges • Deliver the first quarterly Executive for project Director report • Evaluate current state of grant processes 6 0 - 1 2 0 d a y s State of the Organization • Gather data to establish KPI dashboards • Align with programming plans for the GWSEC • Establish Governance and Communication standards • Conduct SWOT analyses with team • Establish regular reporting progress with financial and construction updates Page 15 of 57  0-30 Days | Foundation and Clarity • Built trust and relationships across the organization • Established consistent Board communication • Identified governance and policy gaps • Reviewed scope, schedule, budget, and risks of the project • Reviewed grant processes Page 16 of 57  30-60 Days | Alignment and Accountability • Aligned with Kemper on programming plans • Clarified governance and reporting expectations • Completed organizational assessment and made select changes • Refined operating budgets • Identified FF&E and operational risks Page 17 of 57  60–120 Days | Execution and Readiness • Encouraged idea sharing across all project elements, including marketing • Developed a partnership with Kemper to align long- term • Advanced sponsorship discussions • Researched grant and funding opportunities Page 18 of 57  What’s • Operational readiness and staffing coordination Ahead | • Event, tournament, and booking pipeline development oversight January – • Sponsorship and partnership execution March Focus • Ongoing financial, construction, and governance Page 19 of 57  Monuments (Option A) Page 20 of 57  Monuments (Option B) Page 21 of 57  OPERATOR'S REPORT FEBRUARY 11, 2026 Page 22 of 57  • Overall Progress Report • Sports & Operations AGENDA • Marketing & Corporate Development • Elevated Experience Page 23 of 57  OVERALL PROGRESS • BJ Armstead is our Facility Maintenance Manager. • Engaged in Property Controller hiring process. Anticipated start date: 3/2/26 • Engaged in hiring process for Food/Beverage Manager and Chef positions. Anticipated start date: 3/16/26 • Ongoing progress in the creation of the Grand Opening festivities and celebrations. • The Kemper GWSEC team has identified and is in development of our Signature "in- house" events that will fill out the overall Calendar of Events. Page 24 of 57  IN-HOUSE EVENTS SAMPLE • World Cup Watch Party Williamsburg Youth Fall Volleyball JCC AIM Cheer • College Bound: Financial Aid Speaker Williamsburg Wrestling Club Williamsburg Youth Fall Volleyball Williamsburg Youth Fall Volleyball • Monday Night Football Williamsburg Youth Fall Volleyball Williamsburg Youth Fall Volleyball • Halloween Haunted House • Family Fit Friday Williamsburg Youth Fall Volleyball Williamsburg Youth Fall Volleyball • Mom’s Night Out Williamsburg Youth Fall Volleyball Williamsburg Youth Fall Volleyball Williamsburg Youth Fall Volleyball Williamsburg Youth Fall Volleyball • Comedy Show • Paint & Sip • Music Showcases • New Years Eve Celebration • Battle of the Badge Williamsburg Youth Fall Volleyball Williamsburg Youth Fall Volleyball • Winter Wonderland Festival • Mardi Gras Celebration Williamsburg Youth Fall Volleyball Williamsburg Youth Fall Volleyball Williamsburg Youth Fall Volleyball Williamsburg Youth Fall Volleyball • Court to Table Series Williamsburg Youth Fall Volleyball Williamsburg Youth Fall Volleyball • Indoor Turf Festival Williamsburg Youth Fall Volleyball Williamsburg Youth Fall Volleyball • Corporate Retreats Williamsburg Youth Fall Volleyball • Group Exercise Programs Page 25 of 57 Williamsburg Youth Fall Volleyball  2026 2027 2028 2029 TOTAL NON-SPORT 13 12 5 0 30 Definite 8 5 2 0 15 GWSEC Tentative Prospect 1 4 1 6 0 3 0 0 2 13 EVENTS SPORT 9 26 14 1 50 Definite 6 20 13 1 40 Tentative 2 1 1 0 4 Prospect 1 5 0 0 6 Page 26 of 57  EVENT PIPELINE • UPCOMING SITE TOURS o Visit Williamsburg Event Committee o iShine – Car Show o Triple Crown Sports • IN DEVELOPMENT: o CLUBWAKA Programs o NIKE Volleyball Camps: Fundamental skills camp o LOVB Volleyball Tournament 2027/2028 o VA Area AlAnon o VA CatFest 2027 o BurgQuest 2027 o Consignment 2027 (2 dates) o MidAtlantic Expo (home show) o Truth Speakers Conference o Cru Cohort 5 Gathering 2026 VA o 2027 Eastern National Meet, Early Ford V8 Club of America Page 27 of 57  MARKETING JANUARY 2026 • Website Metrics: GWSEC: Impressive increases across all metrics from December to January. While we experienced a 36% growth in visitors/users – a 55% engagement rate is remarkable, especially for a new brand. Benchmark: Healthy engagement rate 45%-60% What does this mean? We are on the upper end of the healthy engagement rate – and growing! GWSEC: Time on site increased 6 seconds DECMEBER 2025 Benchmark: Expect 30 sec to 1min average What does this mean? People are looking around, staying on our site. They are interested! • Marketing Focus: Exploring new opportunities for exposure including WATA and William and Mary Athletics Events. SEO/AEO Page 28 of 57  ELEVATED EXPERIENCE Page 29 of 57  • Offers prospective Planners and Event Rights Holders EVENT PLAYBOOK a professional and comprehensive resource to aid in the design of their event. • Will be available in digital and print formats. Page 30 of 57 Questions? Page 31 of 57  Proposed Rates and Structure Page 32 of 57  Proposed Rates Drop-in Open Play Rates Adventure Gym Rates Youth (0-11 yr olds) Drop-In $3* Toddler (0-5 yr olds) $5 (2-hour play)* Junior (12-17 yr olds) Drop-In $4* Youth (6–11 yr olds) $12 (Unlimited)* Adult (+18 yr old) Drop-In $5* Junior (12–17 yr olds) $12 (Unlimited)* Adult Drop-in Monthly Unlimited $40 Res/$60 Non-Res $40 for 10 drop-ins Punch Card Option 1 Annual Unlimited $440 Res/$660 Non-Res Adult Drop-in $60 for 20 drop-ins Punch Card Option 2 *Non-Residents +$5 to these rates *Non-Residents +$3 to these rates Page 33 of 57  Proposed Rates Sports Rates Single Basketball Court $75/hr Meeting Spaces Rates Single Volleyball Court $40/hr Flex Rooms FREE Zone (4 Courts) $3333/day Breakout Rooms $500/half day Half Gym (6 Courts) $5000/day Conference Rooms $600/ half day Full Gym (12 Courts) $10,000/day Banquet (Full) $2500 half day Full Turf $1050/hr Banquet (Half) $1250 half day Half Turf $600/hr Balcony $1000/half day *based upon 5-hours 1/3 Turf $295/hr Page 34 of 57  Parks and Recreation Purpose To serve and support the local Parks and Rec Departments, Municipalities and Schools, by providing a fair, balanced and objective approach to resource allocation and pricing, while maintaining the balanced priority of hosting Sports/Conferencing Events and General Community Usage. Page 35 of 57  Proposed Parks and Rec Rates and Structure Court Turf Basic Meeting Spaces Premier Meeting Spaces (1 Court) (1/3 of Turf) (Flex/Break Out) (Banquet/Conf Rooms/Balcony) Standard Rates $75/hour $295/hour Standard Rates Apply Standard Rates Apply Recreational FREE FREE 50% off of N/A Sports Programs (M – Th: 4pm - close) (during active season) Standard Rates AAU/Affiliate $20/Resident 50% off of $150/hour FREE Sports Programs $30/Non-Resident (during active season) Standard Rates (per season) Existing Non-Sport N/A N/A $5/person Standard Rates Apply Parks and Rec 50% off of Local Schools $50/hour $200/hour $10/person Standard Rates Two single day events Municipalities $25/hour $150/hour $5/person (Fri/Sat/Sun); Four single day events (M – Th) Page 36 of 57  G r e a t e r W illia m s b u r g S p o r t s & Ev e n t Ce n t e r H T RFA Co n s t r u c t io n Up d a t e – 2 / 1 1 / 2 0 2 6 By : To d d Wa lk e r, Co n s t r u c t io n Ma n a g e r MBP N ic k Co v e n , En g in e e r Te c h n ic ia n MBP Page 37 of 57  Mile s t o n e U p d a t e s 1. Maple gym flooring is complete. S u b s t a n t ia l Co m p le t io n : 2. Turf Roll Insulation started January 26’ 6.10.26 3. Epoxy will be complete by third week of February F in a l Co m p le t io n : 4. Parking Lot Asphalt March 26’ 8.4.26 5. Future gyms first shipment arrived in port on February 9 th Cu r r e n t ly 1 1 W o r k in g D a y s a h e a d and on site by February 16 th Page 38 of 57  Co n s t r u c t io n % Co m p le t e S it e W o r k - To t a l Co m p le t e : 7 0 % • S it e fe n c in g h a s b e e n r e m o v e d • Co n c r e t e in p la z a a r e a o n g o in g c o n t in g e n t o n w e a t h e r. B u ild in g P r o g r e s s - To t a l Co m p le t e : 8 0 % H U B s p a c e - To t a l Co m p le t e : 7 5 % • S t o r e fr o n t s b e in g in s t a lle d a t fu t u r e g y m . • Ca s e w o r k in s t a lle d t h r o u g h o u t t h e b u ild in g . • Fr o n t d e s k a n d lo n g b o a r d s in s t a lle d . Page 39 of 57  Co n t in u e d Co n s t r u c t io n % Co m p le t e S p o r t s C o u r t s ( P E M B ) - To t a l Co m p le t e : 8 5 % • Ma p le flo o r h a s b e e n in s t a lle d . • Flo o r p r o t e c t io n p la c e d b e t w e e n flo o r a n d t u r f a n d in s t a llin g t u r f s y s t e m t h r o u g h o u t Fe b r u a r y. • I n t e r io r S t o r e fr o n t s a r e b e in g in s t a lle d t o b r e a ko u t s p a ce s . Page 40 of 57  MEETI N GS Co n t in u e d r e g u la r ly s c h e d u le d O AC- Bi- W e e k ly : - N e x t Me e t in g : 2 / 2 5 / 2 6 Ad d it io n a l m e e t in g s : Ke m p e r Te a m s m e e t in g e v e r y o t h e r T h u r s d a y fo r O p e r a t o r c o o r d in a t io n w it h Co n s t r u c t io n Ma n a g e m e n t g r o u p Page 41 of 57 - N e x t Me e t in g : 2 / 1 9 / 2 6  TURF I NS TALL ONGOI NG Page 42 of 57  FRONT DES K I NS TALLED AND LONGBOARDS ATTACHED TO S TAI RW ELL Page 43 of 57  EPOXY I NS TALLED ON THE S ECOND- FLOOR MEZZANI NE Page 44 of 57  I NS TALLI NG PAVERS AT BALCONY Page 45 of 57  CARPET I NS TALLED TO THE GRAND CONFERENCE ROOM Page 46 of 57  WALK I N COOLER DOORS I NS TALLED AT CAFE Page 47 of 57  S TOREFRONTS I NS TALLED AT THE FUTURE GYM Page 48 of 57  S TORE FRONT ADDED TO BREAKOUT S PACES Page 49 of 57 Staff Contact Agenda Item Wording Closed Session Pursuant to 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 (Discussion of Responsive Offers of Pouring Rights and Related Contract Provisions), and 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 (Discussion of Responsive Offers of Pouring Rights and Related Contract Provisions). Page 1 of 1 Page 50 of 57 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 51 of 57 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 requires the public bodies utilizing remote participation to re-adopt its policy annually. Previous Relevant Action September 14, 2022 - HTRFA adoption of an Electronic Meeting Policy November 13, 2024 - HTRFA adoption of the updated Electronic Meeting Policy January 8, 2025 - HTRFA adoption of the Electronic Meeting Policy. Staff Recommendation Staff recommends that the Authority Board adopt the policy as drafted. Attachments HTRFA Electronic Meetings Policy Page 1 of 6 Page 52 of 57 Page 2 of 6 Page 53 of 57  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 54 of 57  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. 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 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. Page 4 of 6 Page 55 of 57  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 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; Page 5 of 6 Page 56 of 57  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: Page 6 of 6 Page 57 of 57