Historic Triangle Recreational Facilities Authority

Agenda Historic Triangle Recreational Facilities Authority Meeting Wednesday, April 8, 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 March 11, 2026, HTRFA Meeting 2-9 Historic Triangle Recreational Facilities Authority - Mar 11 2026 - Minutes 4. BOARD MEMBER ANNOUNCEMENTS 5. REPORTS 5.1. Financial Report 10 - 16 Financial Report - March 2026 5.2. Executive Director's Report 5.3. GWSEC Operator Report 17 - 25 GWSEC Operator Report 5.4. Kemper Corporation FY27 Expenditures and Revenues 26 - 35 2027 Budget Presentation 5.5. Construction Report 36 - 48 Construction Report 5.6. Legal Report 6. OPEN FORUM 7. CLOSED SESSION 8. PUBLIC HEARINGS 9. UNFINISHED BUSINESS 10. NEW BUSINESS 10.1. Approval of FY2027 HTRFA Operating Budget 49 - 54 Agenda Item Summary 10.2. Approval of the Amended and Restated HTRFA Bylaws 55 - 59 Agenda Item Summary 10.3. Resolution Authorizing Requisitions from Authority Loans 60 - 61 Agenda Item Summary 11. ADJOURNMENT Page 1 of 61  MINUTES Historic Triangle Recreational Facilities Authority Wednesday, March 11, 2026 1. Call to Order Vice Chair Scott Stevens called the meeting to order. 2. Roll Call Authority Members Present: Scott Stevens, Vice Chair, James City County Michele DeWitt, City of Williamsburg Mark Bellamy, York County Robbi Hutton, City of Williamsburg John Carnifax, James City County Authority Members Absent: Brian Fuller, Secretary, York County Also present: Robyn Hansen, Legal Counsel Dustie McCay, Clerk Barbara Dameron, Chief Financial Officer Vice Chair Stevens welcomed Michele DeWitt, Interim City Manager of City of Williamsburg to the HTRFA. 3. Approval of Minutes 1. Minutes from the February 11, 2026, HTRFA Meeting. Moved by Bellamy, seconded by Hutton, to approve the minutes from the February 11, 2026, HTRFA Meeting. Carried 5-0-0 by a roll call vote: Ayes: Hutton, Bellamy, Stevens, DeWitt, Carnifax Absent: Fuller 4. Election of Officers 1. Nomination and Election of Officers Vice Chair Stevens noted that Brian Fuller, who serves as secretary, had a conflict and was not present but was willing to serve in whatever capacity needed. Chair Stevens opened discussion for the proposed Page 1 of 8 Page 2 of 61  Historic Triangle Recreational Facilities Authority March 11, 2026 nominations: Stevens as Chair, Fuller as Vice Chair, and Hutton as Secretary. Moved by Bellamy, seconded by Carnifax, to elect Stevens as Chair, Fuller as Vice Chair, and Hutton as Secretary. Carried 5-0-0 by a roll call vote: Ayes: Hutton, Bellamy, Stevens, DeWitt, Carnifax Absent: Fuller 5. Board Member Announcements Chair Stevens recognized Andrew Trivette's leadership and dedication to the project. Chair Stevens emphasized that Mr. Trivette was the champion who did the hard work to bring the project to this point. Chair Stevens expressed confidence that with the project being close to the finish line and having a good team in place, they could successfully complete the remaining tasks such as selecting colors and finishes to open the facility as planned for summer. 6. Reports 1. Financial Report Barbara Dameron, Chief Financial Officer, delivered the financial report, revealing $11.3 million in total year-to-date revenues, split into $2.9 million in operating and $8.4 million in capital revenue. The $5 million city contribution for the amphitheater was returned in March for further city council action. Expenditures were $21.8 million: $670,000 in operating, $1.8 million in debt service, and $19.3 million in capital for the sports complex. Ms. Dameron clarified that capital expenses will become assets in the final report. The reported net position was $11 million but would rise to $15.4 million upon moving capital expenses to construction in progress. With the $5 million adjustment, the net position becomes $10.4 million. The cash balance was $15.8 million, dropping to $10.8 million post-adjustment. Future reports aim to clarify capital expenses by showing post-adjustment figures. 2. Executive Director's Report Dana Youst, Executive Director, discussed recognizing leadership that managed the regional project, suggesting a legacy recognition wall in the facility to honor the cooperation among Williamsburg, York County, James City County, and the HTRFA board. She aimed to gather feedback from these entities and develop a shared design concept. Updates included reviewing bench designs with jurisdiction logos for board consideration. She examined the Pepsi contract with Chair Stevens and legal advisors. Applications for items like trash cans were ongoing, targeting a summer grand opening. Ms.Youst also plans to Page 2 of 8 Page 3 of 61  Historic Triangle Recreational Facilities Authority March 11, 2026 send sponsorship sign concepts for board approval and organize facility visits for signage placement decisions. 3. GWSEC Operator Report Ben Hardouin, GWSEC General Manager, emphasized teamwork with the board, Dana Youst, Visit Williamsburg partners, Todd Walker, and MEB as they approached a decisive phase. He announced two staff hires: Controller Katrina White, starting soon, and Executive Chef John Tandy, who just began. A food and beverage manager and guest services manager were still being finalized. Media day details are forthcoming. Over 60 events are contracted, with 100+ in negotiations, showcasing strong banquet and meeting management under Heidi Hume. A sponsorship tier was presented to engage partners. Preparations included kitchen readiness pending occupancy certification and contracting services for security and cleaning, alongside two job fairs planned for April's end. Kemper Sports corporate was tailoring emergency action plans and customer service training, and finalizing event checklists. FF&E procurement, amounting to $267,089, included diverse categories for operational needs. 4. Construction Report Todd Walker, construction manager with MBP, highlighted key construction milestones. The turf installation was complete and slated for striping in April. Elevator installation was finalized last month. Parking lot asphalt would begin soon, with area preparations underway. A delivery of gym equipment pieces was expected Friday. Commissioning of all mechanical systems started and is on track to finish ahead of schedule. Site work was 75% finished, including recent plaza and sidewalk work, with final grading initiated. The building was 85% complete, hub space at 90%, with storefronts installed except at the feature gym for equipment access. Kitchen equipment and hub flooring were fully installed, with some rubber flooring pending in the feature gym. The sports court area was 85% done. Low voltage AV work was 50% complete, set for completion in early April. Security cameras will be installed later to avoid damage. 5. Legal Report Robyn Hansen, Legal Counsel with Sands Anderson, reported that she and Dan Siegel were revising the bylaws. Draft versions were distributed to board members, but the revisions were not up for vote yet. The goal was to streamline the bylaws and eliminate unnecessary text, as amendments shouldn't be needed for every minor change since bylaws govern the organization. Ms. Hansen aimed to finalize them for the next Page 3 of 8 Page 4 of 61  Historic Triangle Recreational Facilities Authority March 11, 2026 meeting and reminded members that the current rules required distributing proposed amendments at least 10 days before the meeting. 7. Open Forum Chair Stevens opened the Open Forum portion for comments from the public. Robert Wilson, 22 The Palisades, commented on the finances and requested the amended bylaws be available for the public to review and share comments. Chair Stevens closed the Open Forum. 8. Closed Session 1. Closed Meeting Pursuant to Section 2.2-3711(A)(6) of the Code 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; Section 2.2-3711(A)(3) of the Code for the Purpose of the Acquisition of Real Property for a Public Purpose or the Disposition of Publicly Held Real Property, Where Discussion in an Open Meeting Would Adversely Affect the Bargaining Position or Negotiating Strategy of the Authority; Section 2.2-3711(A)(8) of the Code for the Purpose of Consultation With Legal Counsel Employed or Retained by the Board Regarding Specific Legal Matters Requiring the Provision of Legal Advice by Such Counsel (Amendment to Ground Lease); and Section 2.2-3711(A)(1) of the Code for the Purpose of Discussion of Assignments of Specific Public Officers, Appointees or Employees of Any Public Body (Discussion of Scope of the Position of the Executive Director) Moved by Stevens, seconded by Carnifax, to convene in a closed session pursuant to Section 2.2-3711 (A)(6) of the Code of Virginia for the purpose of discussion of consideration of the investment of public funds where competition or bargaining is involved, where if made public initially, the financial interests of the Authority would be adversely affected in its amendment to the ground lease; Section 2.2-3711 (A)(3) of the Code for the purpose of the acquisition of real property for a public purpose or for the disposition of publicly held real property where discussion in an open meeting would adversely affect the bargaining position or negotiating strategy of the Authority related to the amendment of ground lease; Section 2.2-3711 (A)(8) of the Code for the purpose of consultation with legal counsel employed or retained by the board regarding specific legal matters requiring the provision of legal advice by such counsel related to amendment of the ground lease; and Section 2.2-3711 (A)(1) of the Code for the purpose of Page 4 of 8 Page 5 of 61  Historic Triangle Recreational Facilities Authority March 11, 2026 discussion of assignments of specific public officers, appointees, or employees of any public body in this discussion of scope of the position of the Executive Director. Carried 5-0-0 by a roll call vote: Ayes: Hutton, Bellamy, Stevens, DeWitt, Carnifax Absent: Fuller 2. Closed Session Certification Moved by Stevens, seconded by Carnifax, to certify that only lawfully exempted public business matters identified in the motion were heard, discussed, or considered. Carried 5-0-0 by a roll call vote: Ayes: Hutton, Bellamy, Stevens, DeWitt, Carnifax Absent: Fuller 9. Public Hearings There were no public hearings. 10. Unfinished Business There was no unfinished business. 11. New Business 1. Consideration and Acceptance of the Historic Triangle Recreational Facilities Authority (HTRFA) Financial Statements for the Years Ending June 30, 2023, and June 30, 2024 - Aaron Hawkins, Managing Partner, Robinson, Farmer, Cox Associates and Barbara Dameron, Chief Financial Officer Aaron Hawkins, Managing Partner, Robinson, Farmer, Cox Associates, presented the FY2023 and FY2024 financial statements available since December. The delay was due to focusing on city audits and lease complexities. FY2023 received an unmodified opinion, ensuring financial statements are accurate. The year showed $8 million in capital assets, largely due to lease values recorded under GASB 87. This standard required accounting for the present value of future payments, creating an asset/liability setup. Interest exceeding payments increased principal until 2029, without any audit issues. FY2024 saw cash reduction but an increase in capital assets to $17 million for construction. $2.5 million was in construction-related accounts payable, with no audit findings. Hawkins is set to present the June 30, 2025 audit at the May meeting, targeting completion by month's end. 2. Consideration and Approval of Resolution #26-01 Authorizing the Executive Director's Authority to Execute Certain Contracts and Coordinate Purchases Page 5 of 8 Page 6 of 61  Historic Triangle Recreational Facilities Authority March 11, 2026 Robyn Hansen, Legal Counsel, explained the resolution would authorize the Executive Director to execute contracts on behalf of the authority with available budget funds, even if not specifically included in the budget: $25,000 or less without approval, $25,000 to $100,000 with written chair approval, and above $100,000 only with board approval. Additionally, it would allow the Executive Director to execute contracts not specifically in the adopted budget up to $25,000 without additional approval, and over $25,000 with written chair approval. This would allow operations to continue without waiting for board meetings. The resolution would be effective immediately and ratify any previous contracts executed by the executive director. Moved by Carnifax, seconded by DeWitt, to approve the resolution. Carried 5-0-0 by a roll call vote: Ayes: Hutton, Bellamy, Stevens, DeWitt, Carnifax Absent: Fuller 3. Consideration and Action to Approve the Purchase of Floor Covering and Chairs Ben Hardouin, GWSEC General Manager, presented two FF&E items exceeding procurement thresholds. A $202,225.30 vinyl covering for the basketball court will allow non-sport events and protect the floor. Comprising 16 rolls with an automatic mechanism, storage logistics are still being addressed. Rental was not viable for the entire 112,000 sq ft needed. Buying the full amount was justified due to the facility's size and event demand. The second purchase, 360 sideline chairs costing $64,864.50, is standard for sports events. Without floor protection, refinishing would be frequent, causing annual shutdowns. Refinishing every other year, with light sanding and a top coat, was recommended. Moved by DeWitt, seconded by Carnifax, to approve the purchase. Carried 5-0-0 by a roll call vote: Ayes: Hutton, Bellamy, Stevens, DeWitt, Carnifax Absent: Fuller 4. Consideration and Action to Approve the Parks and Recreation Fees and Charges Ben Hardouin, GWSEC General Manager, presented the rate structure that was settled on initially, noting extensive dialogue about appropriate rates that reflect building quality while remaining affordable for the community. A key adjustment was allowing non-residents accompanying Page 6 of 8 Page 7 of 61  Historic Triangle Recreational Facilities Authority March 11, 2026 residents to receive resident rates, making it more affordable and accessible for families. The structure included drop-in rates and adventure gym pass rates correlating to the actual structure and recommended ages for different equipment apparatus. Court rates were provided per hour and full day for basketball and volleyball, turf rates in different denominations, and room rates. They were also packaging events for large groups, working with pricing to include meeting space for coaches and volunteers. Chair Stevens expressed excitement about moving forward with the rates, noting they could reconsider in 3-6 months if adjustments were needed, but felt it was a good starting point to get people using the facility. Moved by Carnifax, seconded by Bellamy, to approve the rates and fee structure. Carried 5-0-0 by a roll call vote: Ayes: Hutton, Bellamy, Stevens, DeWitt, Carnifax Absent: Fuller 5. Consideration and Approval of Authorizing the Chair to Convert the Executive Director Position from Part-Time to Full-Time Chair Stevens explained that the Executive Director was hired as a 32- hour position but had been working 40 hours. The board had discussed this possibility during the budget process, and with changes in board makeup and chair position, Chair Stevens requested authorization to convert the position from part-time to full-time as discussed in closed session. Moved by DeWitt, seconded by Carnifax, to approve the conversion of the Executive Director position from part-time to full-time. Carried 5-0-0 by a roll call vote: Ayes: Hutton, Bellamy, Stevens, DeWitt, Carnifax Absent: Fuller 12. Adjournment At 4:43 p.m., there being no additional business before the Authority, the Historic Triangle Recreational Facilities Authority meeting of March 11, 2026, was adjourned. Moved by Hutton, seconded by Carnifax, to adjourn. Carried 5-0-0 by a roll call vote: Ayes: Hutton, Bellamy, Stevens, DeWitt, Carnifax Page 7 of 8 Page 8 of 61  Historic Triangle Recreational Facilities Authority March 11, 2026 Absent: Fuller Scott Stevens, Chair Dustie McCay, Clerk Page 8 of 8 Page 9 of 61  HISTORIC TRIANGLE RECREATIONAL FACILITIES AUTHORITY STATEMENT OF NET POSITION MARCH 31, 2026 FY 2026 FY 2026 FULL ACCT ACCT DESCRIPTION ORGINAL REVISED BUDGET BUDGET FY 2026 ACTUAL 007-00-0000-11001 -HTRFA CASH $ - $ - $ 9,940,060.73 007-12105 CASH - DEPOSITS - - 128,181.13 007-00-0000-11015 BOND ESCROW CASH 24 SERIES - 007-00-0000-11016 BOND ESCROW CASH INT 305,522.97 007-00-0000-11017 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 - - 83,565,059.98 TOTAL ASSETS $ - $ - $ 100,923,909.33 007-00-0000-25001 -ACCOUNTS PAYABLE $ - $ - $ - 007-00-0000-25049 ARBITRAGE LIABILITY 293,268.72 007-00-0000-25060 -ACCRUED PAYROLL PAYABLE - - - DEPOSITS LIABILITY 128,243.19 007-00-0000-27022 MEB ESCROW - - 3,441,358.67 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 - - 7,273,450.38 TOTAL LIABILITIES - - $ 85,429,589.34 NET POSITION - - 15,494,319.99 TOTAL NET POSITON - - $ 15,494,319.99 TOTAL LIABILITIES & NET POSITION $ - $ - $ 100,923,909.33 Page 10 of 61 Page 1 of 7  HISTORIC TRIANGLE RECREATIONAL FACILITIES AUTHORITY STATEMENT OF REVENUES, EXPENSES, AND CHANGES IN NET POSITION FOR THE MONTH ENDED MARCH 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 321,424.00 321,424.00 241,068.18 80,355.82 007-00-0400-44461 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 $ 2,969,643.94 $ 80,356.06 Page 11 of 61 Page 2 of 7  HISTORIC TRIANGLE RECREATIONAL FACILITIES AUTHORITY STATEMENT OF REVENUES, EXPENSES, AND CHANGES IN NET POSITION FOR THE MONTH ENDED MARCH 31, 2026 FULL ACCT ACCT DESCRIPTION FY 2026 ORGINAL FY 2026 REVISED REMAINING BUDGET BUDGET FY 2026 ACTUAL BUDGET OPERATING EXPENSE HTRFA OPERATING 007-00-0500-51001 - SALARIES & WAGES $ 75,000.00 $ 75,000.00 $ 120,171.51 $ (45,171.51) 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 93,873.57 (18,873.57) 007-00-0500-53002K PROFESSIONAL SERVICES - SPORTS CENTER 12,849.27 007-00-0500-530042- MAINTENANCE, BUILDINGS - - - 007-00-0500-530043- MAINTENANCE, OFFICE EQUIPMENT - - - - 007-00-0500-53005B- OTHER LEGAL FEES 120,000.00 120,000.00 71,710.00 48,290.00 007-00-0500-53006 - PRINTING 500.00 500.00 - 500.00 007-00-0500-55101 - ELECTRICITY 50,000.00 50,000.00 - 50,000.00 007-00-0500-55102 - HEATING 18,000.00 18,000.00 - 18,000.00 007-00-0500-55103 - UTILITIES WATER/SEWER 15,000.00 15,000.00 - 15,000.00 007-00-0500-55201 - POSTAGE 500.00 500.00 - 500.00 007-00-0500-55203 - TELECOMMUNICATION 2,200.00 2,200.00 599.99 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 4,064.73 25,935.27 007-00-0500-55501 - 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 Page 12 of 61 Page 3 of 7  HISTORIC TRIANGLE RECREATIONAL FACILITIES AUTHORITY STATEMENT OF REVENUES, EXPENSES, AND CHANGES IN NET POSITION FOR THE MONTH ENDED MARCH 31, 2026 FULL ACCT ACCT DESCRIPTION FY 2026 ORGINAL FY 2026 REVISED REMAINING BUDGET BUDGET FY 2026 ACTUAL BUDGET 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 4,565.00 (4,365.00) 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 $ 433,843.12 $ 302,056.88 KEMPER OPERATING 007-00-0502-51001 SALARIES AND WAGES $ 345,157.00 $ 345,157.00 $ 192,165.72 $ 152,991.28 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 87,422.75 212,577.25 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 Page 13 of 61 Page 4 of 7  HISTORIC TRIANGLE RECREATIONAL FACILITIES AUTHORITY STATEMENT OF REVENUES, EXPENSES, AND CHANGES IN NET POSITION FOR THE MONTH ENDED MARCH 31, 2026 FULL ACCT ACCT DESCRIPTION FY 2026 ORGINAL FY 2026 REVISED REMAINING BUDGET BUDGET FY 2026 ACTUAL BUDGET 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 4,530.44 52,919.56 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 $ 296,351.63 $ 788,050.37 TOTAL OPERATING EXPENDITURES $ 1,820,302.00 $ 1,820,302.00 $ 730,194.75 $ 1,090,107.25 OPERATING INCOME $ 1,229,698.00 $ 1,229,698.00 $ 2,239,449.19 $ (1,009,751.19) 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 $ 2,239,449.19 $ (1,009,751.19) Page 14 of 61 Page 5 of 7  HISTORIC TRIANGLE RECREATIONAL FACILITIES AUTHORITY STATEMENT OF REVENUES, EXPENSES, AND CHANGES IN NET POSITION FOR THE MONTH ENDED MARCH 31, 2026 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 $ 431,777.16 $ (71,777.16) 0070400-44205 INTEREST INCOME DEPOSIT ACCOUNT $ 38.04 007-00-0405-44211 INTEREST INCOME SNAP 50,000.00 50,000.00 279,615.26 (229,615.26) 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 $ 3,494,465.13 $ 29,777,292.91 TOTAL REVENUE $ 36,321,720.00 $ 36,321,720.00 $ 6,464,109.07 $ 29,857,648.97 DEBT SERVICE 007-00-0505-55840 BOND ISSUE COST 273,450.38 007-00-0500-55839 - INTEREST PAYMENTS 2,833,600.00 2,833,600.00 1,534,867.00 1,298,733.00 CHANGE IN NET POSITION $ 34,501,418.00 $ 34,501,418.00 $ 3,925,596.94 BEGINNING NET POSITION $ 11,568,723.05 $ 11,568,723.05 $ 11,568,723.05 ENDING NET POSITION $ 46,070,141.05 $ 46,070,141.05 $ 15,494,319.99 Page 15 of 61 Page 6 of 7  HISTORIC TRIANGLE RECREATIONAL FACILITIES AUTHORITY STATEMENT OF REVENUES, EXPENSES, AND CHANGES IN NET POSITION FOR THE MONTH ENDED MARCH 31, 2026 FULL ACCT ACCT DESCRIPTION FY 2026 ORGINAL FY 2026 REVISED REMAINING BUDGET BUDGET FY 2026 ACTUAL BUDGET FOR INFORMATION: CAPITAL EXPENSE 007-00-0505-67080 - 2019-INDOOR SPORTS COMPLEX $ 31,667,818.00 $ 31,667,818.00 $ 22,072,927.28 $ 9,594,890.72 TOTAL CAPITAL EXP $ 31,667,818.00 $ 31,667,818.00 $ 22,072,927.28 $ 9,594,890.72 TOTAL OPERATING EXPENSE $ 1,820,302.00 $ 1,820,302.00 $ 730,194.75 $ 1,090,107.25 TOTAL OERATING AND CAP EXP 33,488,120.00 33,488,120.00 $ 22,803,122.03 $ 10,684,997.97 Page 16 of 61 Page 7 of 7  OPERATOR'S REPORT April 8, 2026 Page 17 of 61  • Overall Progress Report • Sports & Operations AGENDA • Marketing & Corporate Development • Elevated Food & Beverage Experience Page 18 of 61  OVERALL PROGRESS • Katrina White is our Controller. She started on March 23rd, with dual connectivity to both KemperSports Venues Regional Controller and Ben. • Ben and Katrina have scheduled meetings with City officials/administration to align practices, policies, vendor licenses, taxes and other items to educate our Event Organizers and to remain compliant. • Guest Services Manager – To ensure the highest level of customer services for all guest interactions, we are interviewing for a Guest Services Manager with direct oversight of the Welcome Desk and Adventure Gym. • We are in the final phase of selecting a Food & Beverage Manager. • To attract local front-line staff talent and to ensure that we are connecting with quality candidates, we have decided to host two job fairs: April 14th and April 18th. • We will be offering a single Media Day in early June to host local and regional media outlets to provide an opportunity to tour the facility, provide standardized information about our facility operations, services, vision, and to answer general questions. Page 19 of 61  2026 2027 2028 2029 TOTAL NON- 22 14 5 0 41 SPORT Definite 14 8 2 0 25 GWSEC Tentativ 0 1 0 0 1 EVENTS e Prospect 8 5 3 0 16 As of March 25, 2026 SPORT 16 29 20 6 71 Definite 12 22 18 4 56 Tentativ 1 0 1 2 4 e Prospect 3 7 1 0 11 Page 20 of 61  EVENT PIPELINE • WHMA • 2026 Varsity University VARI • 2026 All Hands: Supreme Court VA • HOLDING Wmbg House of Mercy Community Dinner • James River Association - OCT event • LHF VIR October 2026 Event • Breast Cancer Luncheon • Farm Veteran Coalition • Equitable Services Conference (VDOE) • VW Tourism Conference • Southside Private School • 2027 Eastern National Meet • SuperCon • SEMA Conference • Coastal Women's Flag Football tournament (Now 2-day tournament) • Williamsburg Volleyball hosting multiple camps and tryouts • Center Court Events added multiple dates (2028,2029);Volleyball • Rise Productions pending final stages of contract (VW partnership) Page 21 of 61  ELEVATED EXPERIENCE Our Food and Beverage Services will offer two unique opportunities to provide elevated offerings generally not found in typical Sports Venue spaces: • MARKETPLACE CAFÉ: • Our Marketplace Café will offer fresh “Grab N’ Go” food and beverage items that rise above a standard concession-stand style of food choices; infusing local and regional influences and vendors wherever possible. • Our beverage offerings will include a complete line of Pepsi products, frozen drinks, fresh brewed coffee/tea, specialty coffee drinks, draft beer (including local brews) and canned/bottled alcohol. • We will be able to expand these offerings throughout the facility with mobile carts that can provide flexibility and alleviate Café traffic congestion with strategic positioning during high-volume events. • BANQUETS/CATERING: • Banqueting/Catering service will possess the ability to create high-level dining experiences that will add value to any event. • A full liquor license will allow us to provide a wide variety of alcoholic beverages, including full bartender service. • Our Chef will create plated dining experiences, as well as buffet/carving station options. Page 22 of 61  ELEVATED EXPERIENCE SAMPLE of Potential MARKETPLACE CAFÉ OFFERINGS: HOT FOOD (Lunch/Dinner): COLD FOOD (Lunch/Dinner): COLD FOOD (Breakfast): • All-Beef Burger (Cheeseburger) • Grilled Chicken Caesar Wrap • Mixed Fruit • BBQ Brisket Sandwich • Buffalo Chicken Wrap • Assorted Yogurts • Grilled Chicken Sandwich • Garden Salad • Mixed Berry Parfaits • Corn Beef Reuben Sandwich • Virginia Chef Salad • Overnight Oats • Pizza • Italian Sub • Assorted Smoothies (Pepperoni/Cheese/Veggie) • Virginia Ham and Pimento Cheese Sandwich • Chicken Salad Sandwich HOT FOOD (Breakfast): SIDES: • Chesapeake Bay Shrimp Roll • Oatmeal with Dried Fruit • French fries • Virginia Charcuterie and Cheese Board • Virginia Ham/Egg Biscuit • Nacho with cheese • Lettuce Wraps (Chicken/Shrimp) • Bacon/Egg/Cheese • Soft Pretzel with cheese • Southern Caprese Salad English Muffin • Turkey Sausage SNACKS: SWEETS: Egg/Cheese Bagel • Potato Salad • Brownie Souffle • Breakfast Burrito • Cole Slaw • Churros • Assorted Mini Quiches • Pasta Salad • Hershey’s Products (variety candy bars) • French Toast sticks • Deviled Eggs • Hummus variety • Jerky • Chips Page 23 of 61 • Popcorn • Potato Chips  ELEVATED EXPERIENCE SAMPLE of Potential BANQUET/CATERING SERVICES: SALADS: SIDES: ENHANCEMENTS: • Traditional Caesar • Rice Pilaf • Chili • Garden Salad • Mac N Cheese • Grilled Chicken Breast • Mini Wedge • Southern Mashed Potatoes • Pesto-Marinated Grilled Shrimp • Cucumber Salad • Corn on the Cob • Pasta Primavera • American Style Potato Salad • French Fries • Loaded Twice-baked Potato • Sweet & Tangy Cole Slaw • Braised Collard Greens • Steamed Vegetable Mix ENTREES: • Southern Green Beans • Hamburger • Hot Dog SWEETS: • BBQ Pulled Pork • Brownies • Herb Roasted Chicken • Cookies • Southern Fried Chicken • Blondies • BBQ Chicken • Churros • Caribbean Jerk Chicken • Assorted Pizza This fully customizable Banquet Menu is based upon a tiered “price per guest” cost structure, so Page 24 of 61 as to be able to work with any size Event Budget. QUESTIONS? Page 25 of 61  2027 Budget Presentation Page 26 of 61  AGENDA Mission Statement 2027 Budget • Assumptions • Revenue • Payroll • Operations Expense Page 27 of 61 2  Marketing Plan GWSEC Mission Statement Page 28 of 61  MISSION STATEMENT Our mission is to deliver elevated sports and event experiences that bring people together, support health and wellness, and strengthen our community—locally rooted, nationally relevant, and hospitality-driven in every detail. Page 29 of 61 2027 Budget Page 30 of 61  BUDGET | 2027 Page 31 of 61  BUDGET ASSUMPTIONS Tournaments/Events/Sports • 35 Tournaments • Average $15,000 per • 12 full facility non-sports events • Average $6,500 each Food & Beverage • Assumed 106,940 visitors at avg spend of $8 per visit across all uses: tournaments, events, and local programming • 53 Catering Events generating an average of $4,100 per event Adventure Gym • Scaled visitors based on local use, events use and programmable opportunities Page 32 of 61 7  PAYROLL A core consideration of this budget is the hiring of leadership, department leads, and support team to ensure a quality guest experience, site operations, execution of brand standards, and successful performance. LEADERSHIP TEAM (salaried) KEY SUPPORT TEAM LEADS (hourly) SUPPORT TEAM (hourly) General Manager In the key operational areas In the key operational areas Sales & Marketing Manager • Food & Beverage • Food & Beverage Operations & Sports Manager • Sports and Event Operations • Banquet Servers Facility Maintenance Director • Facilities • Concession Couter Staff Property Controller • Adventure Gym • Kitchen Staff Food & Beverage Manager • Sports and Event Operations Executive Chef • Guest Services Guest Services Manager • Programming Support • Facilities • Operations Staff • Janitorial • Adventure Gym • Attendants Page 33 of 61 • Interns • Future Leads and Managers  OPERATION EXPENSE DRIVERS Costs associated with operating a facility include: Cost of Goods Marketing $161,000 • Food & Beverage $351,360 • Online Advertising & Website • Local Programing $20,000 • Trade Shows • Camps and Clinics $12,000 • Promos & Ads • Tournaments $58,100 • Organizations • Programs & Events $19,034 Other Areas Utilities $267,950 • Facility Supplies • Power • Kitchen Supplies • Water • Uniforms • Gas • Repairs & Maintenance • Internet • Tournaments • Phones • Travel • Waste Removal • Employee Procurement Page 34 of 61  Thank You Page 35 of 61 Chambers Bay Golf Course – University Place, WA  Greater Williamsburg Sports & Event Center HTRFA Construction Update – 4/8/2026 By: Todd Walker, Construction Manager MBP Nick Coven, Engineer Technician MBP Page 36 of 61  Milestone Updates 1. Maple gym flooring is complete third week in April. 2. Parking Lot Asphalt topping to start the week of April 13 t h . Contract completion dates: Substantial Completion: 3. NLP to continue Installing feature Gym through the month 6.10.26 of April. Final Completion: 4. Cx ongoing of Mechanical, Electrical, Plumbing 8.04.26 5. GloFiber will be pulled into the building 1 s t week of April. Page 37 of 61  Construction % Complete Site Work- Total Complete: 80% • Begin Landscape install week of March 30 t h . • All concrete flatwork is complete. Building Progress- Total Complete: 85% HUB space- Total Complete: 90% • All Storefront is installed. • Contractor is currently calling in partial final inspections. Page 38 of 61  Continued Construction % Complete Sports Courts (PEMB)- Total Complete: 90% • Began floor striping. • Fence cages to be installed around Turf Fans. Owner Vendors – Total Complete: 50% • Low voltage • AV • Security • Wireless Access Page 39 of 61  MEETINGS Continued regularly scheduled OAC- Bi-Weekly: - Next Meeting: 4/9/26 Additional meetings: Kemper Teams meeting every other Thursday for Operator coordination with Construction Management group Page 40 of 61 - Next Meeting: 4/16/26  H2I BEGAN COURT STRIPING Page 41 of 61  MEZZANINE HANDRAIL INSTALLED Page 42 of 61  CONTINUE IT ROOM BUILD OUT. Page 43 of 61  COMPLETED FEATURE GYM STOREFRONT Page 44 of 61  KITCHEN EQUIPMENT INSTALLED Page 45 of 61  COMPLETED INSTALLING CEILING TILES IN LARGE BANQUET ROOM. Page 46 of 61  CONTINUED INSTALLING FEATURE GYM EQUIPMENT. Page 47 of 61  CONTINUED INSTALLING FEATURE GYM EQUIPMENT. Page 48 of 61 Staff Contact Dana Youst, Executive Director Agenda Item Wording Approval of FY2027 HTRFA Operating Budget Background Information The Board will consider approval of the Fiscal Year 2027 (FY27) Operating Budget for the Historic Triangle Recreational Facilities Authority (HTRFA). The proposed budget reflects anticipated Authority revenues, operating expenditures, and funding contributions from the City of Williamsburg, James City County, and York County. The FY27 HTRFA budget has been developed in coordination with staff and financial partners and supports the Authority’s governance, financial obligations, and oversight responsibilities for the Greater Williamsburg Sports and Events Center. Previous Relevant Action None. Staff Recommendation That the board approve the FY2027 HTRFA Operating Budget as presented. Attachments HTRFA FY27 Budget Presentation Page 1 of 6 Page 49 of 61  HTRFA PROPOSED BUDGET Account Description Notes FY27 Proposed FY26 Adopted Budget Budget HTRFA OPERATING REVENUE JCC OPERATING SUBSIDY ($800,000) ($800,000) YORK CO OPERATING SUBSIDY (800,000) (800,000) TOTAL HTRFA OPERATING REVENUE ($1,600,000) ($1,600,000) HTRFA CAPITAL REVENUE INTEREST INCOME Chesapeake Bank Interest ($100,000) ($360,000) INTEREST INCOME SNAP ($50,000) LOC OTHER FINANCING SOURCE (7,184,470) CONTRIBUTION - CITY-AMPIHITHEATRE (5,000,000) CONTRIBUTION - CITY - FFE (361,555) TRANSFER FROM FUND BALANCE (9,584,960) TRANSFER FROM FUND BALANCE - BONDS (8,230,735) CITY OF WILLIAMSBURG ($586,274) (586,274) JAMES CITY COUNTY (542,302) (542,302) YORK COUNTY (321,424) (321,424) CITY OF WILLIAMSBURG - DS CTRB Debt Service Contribution - City (2,500,000) (2,500,000) TOTAL HTRFA CAPITAL REVENUE ($4,050,000) ($34,721,720) TOTAL HTRFA REVENUE ($5,650,000) ($36,321,720) Page 2 of 6 Page 50 of 61  HTRFA PROPOSED BUDGET Account Description Notes FY27 Proposed FY26 Adopted Budget Budget HTRFA OPERATING EXPENDITURES SALARIES & FRINGE Potential full-time with salary increase annually $131,250 $75,000 457 Match $5,578 $0 FICA $10,467 $5,738 VRS $21,459 Life $1,391 $1,005 Health $27,888 $9,257 TRAINING Webinars & Conferences 500 0 PROFESSIONAL SERVICES Audit $12,450 and Kemper Management Fee $159,132 171,582 375,000 MAINTENANCE, BUILDINGS New Building Minimal Maint 0 0 MAINTENANCE, OFFICE EQUIPMENT Misc. Equipt maint 500 0 OTHER LEGAL FEES Sands Anderson PC 120,000 120,000 PRINTING Director Office Toner 500 500 UTILITIES 83,000 MARKETING Visit Williamsburg Magazine ($12K FY26 charged to other OP supplies) NEW in FY27 18,600 POSTAGE Flyers, misc 500 500 TELECOMMUNICATION Director Phone line 1,200 2,200 INSURANCE Property and Liability (Official) 121,215 85,000 OTHER OPERATING SUPPLIES 30,000 30,000 TRAVEL -MILEAGE York & JCC 500 TRAVEL Board Member 12,000 8,000 DUES & ASSOCIATION MEMBERSHIPS VRPS Membership & Presentation 1,000 500 CONTINGENCY Added in original HTRFA Insurance premium 48,785 20,000 BANK FEES 200 200 TRUSTEE FEE 4,500 0 LEASE/RENT OF EQUIPMENT 0 0 LEASE - LAND CW Land Lease - will convert to interest expense at year-end 220,000 220,000 KEMPER OPERATING DEFICIT 515,260 784,402 TRANSFER TO HTRFA OP RESERVE 534,914 0 TRANSFER TO HTRFA CP RESERVE 0 0 TRANSFER TO DEBT SERVCE RESERV 0 0 TOTAL HTRFA OPERATING EXPENDITURES $1,999,789 $1,820,302 Page 3 of 6 Page 51 of 61  HTRFA PROPOSED BUDGET Account Description Notes FY27 Proposed FY26 Adopted Budget Budget HTRFA LEASES INTEREST PAYMENT Total Interest will equal $235527; the $220,000 lease plus $15,527 $15,530 $0 AMORTIZATION EXP LEASES 181,431 0 TOTAL HTRFA LEASES $196,961 $0 HTRFA CAPTIAL EXPENDITURES INTEREST PAYMENTS - Bonds $2,833,600 2,833,600 INTEREST PAYMENT - LOC 331,650 0 SPORTS COMPLEX MBP c/f ENCUMBRANCE 0 0 INDOOR SPORTS COMPLEX - FFE c/f ENCUMBRANCE 0 0 2019-INDOOR SPORTS COMPLEX c/f ENCUMBRANCE 0 31,667,818 CELL PHONE BOOSTER 288,000 0 TOTAL HTRFA CAPTIAL EXPENDITURES $3,453,250 $34,501,418 CONTRIBUTION TO RESERVE $0 $0.00 TOTAL EXPENDITURES $5,650,000 $36,321,720 $0.00 $0.00 Page 4 of 6 Page 52 of 61  PROPOSED KEMPER OPERATING FY27 BUDGET Organization Notes FY27 Proposed FY26 Adopted Budget Budget KEMPER OPERATING REVENUE CONCESSIONS ($839,000) $0 EVENTS Conferences - conventions (232,325) 0 RENTAL Outside Tournaments (735,250) 0 TOURNAMENTS Dec, March, April (Regional) (113,500) 0 PROGRAM & EVENTS Adventure Gym - League Programs (456,225) 0 GENERAL ADMINISTRATION Sponsorships (67,000) 0 TOTAL KEMPER OPERATING REVENUE ($2,443,300) $0 KEMPER OPERATING EXPENDITURES SALARIES & WAGES All staff including salary and hourly team members plus associated benefits and taxes $1,691,556 $462,752 PROFESSIONAL SERVICES KSM Management Fee 0 0 PRINTING 0 15,000 FOOD COGS Food, beer, wine, liquor associated with operations 351,360 0 CREDIT CARD PROCESSING FEE Fees associated with the processing of credit cards 85,000 0 CLEANING SERVICES services associated with additional cleaning support during tournament operations as well 26,740 0 as professional cleaning services for windows EQUIPMENT LEASE monthly fee for facility dishwasher 6,000 0 CAMP EXPENSE Costs associated with hosting youth camps (creative supplies, staff uniforms, camp 15,000 0 instructors not on payroll) TRADE SHOWS Participation and booth setup for (TEAMS, CONNECT, ABCA, AVA) 26,000 0 POSTAGE / SHIPPING 400 0 AWARDS Awards associated with in-house tournaments 3,000 0 INSTRUCTOR EXPENSE Cost of instructors for in-house programming as well as additional support for Adventure 0 0 GYM OFFICIALS Cost of officials to support 3 planned in-house tournament 0 0 ADVERTISING Paid placement in Sports ETA, Sports planning guide, highlight video once facility is 100,000 60,000 completed, rights holder testimonial shoot, placement with key youth organizations (AAU, JVA, USABL, USAV Regionals) ON-LINE ADVERTISING KEMPER Website promotions, paid social campaigns, linked in posting, meta campaigns and 30,000 42,000 geotargeting to key segments SPECIAL EVENTS Holding $7500 in July should opening not occur in just additional funds are in place to host 17,000 8,000 two larger community events during the year UTILITIES 300,000 0 Page 5 of 6 Page 53 of 61  PROPOSED KEMPER OPERATING FY27 BUDGET Organization Notes FY27 Proposed FY26 Adopted Budget Budget INSURANCE Assumed G/L assurance based on like sized facilities with similar amenities and a full year 0 5,000 of operations (revenue and traffic drives expense calculations) MISCELLANEOUS KEMPER Expense associated with any item unaccounted for in early phases of operations 16,010 5,000 EMPLOYEE PROCUREMENT KEMPER Fees associated with recruiting platforms to source staff 0 4,400 FOOD SUPPLIES, FOOD SERV SUPP All supplies associated with executing F&B operations (paper, plastics, dishwashing 120,000 11,500 supplies etc.) REPAIR & MAINTENANCE SUPPLIES All supplies associated with maintaining both facility repairs, cleaning and maintenance 80,000 11,500 upkeep UNIFORMS & APPAREL Replenishment of staff uniforms post initial purchase 4,500 4,500 OTHER OPERATING SUPPLIES Offices supplies and equipment 15,000 26,500 SPECIAL EVENT SUPPLIES KEMPER All supplies needed to support events (linen, sternos, décor) 6,834 5,000 O/S ACCOUNTING KEMPER annual accounting fees for technology 5,000 2,400 TRAVEL KSM Corporate team travel to support opening operations and on-going operational 27,000 57,450 review BUSINESS DEVELOPMENT KEMPER Fund associated with facility developed FAM tours, client engagement and rights holder 3,600 3,000 procurement COMMUNITY EVENTS 0 21,000 ORGANIZATION KEMPER Fees to join various sports and events organizations (Sports ETA, US Indoor AAU, meeting 5,360 4,000 and event planners) TAXES/LICENSING FEE KEMPER 0 10,000 DUES & ASSOCIATION MEMBERSHIPS additional licensing fees for technology, GM organizational dues to ABA / American Red 10,400 10,800 Cross AED support BANK FEES bank processing fees 1,800 3,600 POS - KEMPER 11,000 11,000 TOTAL KEMPER OPERATING EXPENDITURES $2,958,560 $784,402 TOTAL KEMPER OPERATING DEFICIT $515,260.00 $784,402.00 Page 6 of 6 Page 54 of 61 Staff Contact Dana Youst, Executive Director Agenda Item Wording Approval of the Amended and Restated HTRFA Bylaws Background Information The Members of the Board were provided copies of the proposed Amended and Restated Bylaws for the Historic Triangle Recreational Facilities Authority (HTRFA). Ten calendar days prior to this April 8, 2026, meeting as required by the current Bylaws and a copy of the Proposed Amended and Restated Bylaws were also posted on the HTRFA website ten calendar days prior to this meeting. The proposed revisions reflect updates to governance structure, operational procedures, and administrative provisions to ensure alignment with current practices and legal requirements. The Amended and Restated Bylaws have been prepared in coordination with legal counsel and are intended to provide clear guidance for Board operations, decision-making processes, and organizational oversight. Previous Relevant Action 2/9/2022 - HTRFA bylaws were adopted Staff Recommendation That the board approve the Amended and Restated HTRFA Bylaws as presented. Attachments Amended and Restated Bylaws Page 1 of 5 Page 55 of 61  HISTORIC TRIANGLE RECREATIONAL FACILITIES AUTHORITY AMENDED AND RESTATED BYLAWS ARTICLE 1 Organization creation and Location Section 1. Organization Creation. The Historic Triangle Recreational Facilities Authority (the "Authority") was created as a political subdivision of the Commonwealth of Virginia by concurrent resolutions adopted in 2021 by the Williamsburg City Council and the Boards of Supervisors of James City County and York County (the “Participating Localities”), and readopted by the Participating Localities in 2024, all pursuant to §15.2-5600 et seq. of the Code of Virginia (1950), as amended (the "Act").The concurrent resolutions created Articles of Incorporation for the Authority (the “Articles”). Section 2. Location. The Authority's principal office shall be initially located in the City of Williamsburg, Virginia, in the Municipal Building at 401 Lafayette Street, Williamsburg, Virginia 23185 and is intended to be located in the Authority’s sports facility once constructed (expected in summer, 2026). ARTICLE II Members Section 1. Authority Board. The Articles provide that the Authority shall be governed by a Board (the "Board") of six (6) members appointed by the City Manager and County Administrators, two for each Participating Locality. The six members are appointed for terms of four years as described in the Articles, except appointments to fill vacancies which are for the unexpired terms. Section 2. Vacancies. If vacancies occur on the Board, the City Manager or County Administrator, as the case may be, shall appoint new members to fill the vacancies for the unexpired term of said offices, as set forth in the Articles. Section 3. Powers. The Board shall have all powers enumerated in the Act and the Articles, which powers shall be exercised as necessary to carrying out the Authority's purposes and powers as set forth in the Act and the Articles. Wherever a provision of these bylaws shall conflict with the Act or the Articles, the provisions of the Act or the Articles shall prevail. No facilities owned by the Authority shall be leased or disposed of in any manner without a majority vote of all of the members of the Board with at least one member from each Participating Locality; provided, however, contracts or agreements for use of the Authority’s facilities in the normal business operation of the facilities may be entered into by the Chair or the Executive Director of the Authority, if any. Historic Triangle Recreational Facilities Authority Adopted: February 9, 2022 Revised: _________, 2026 Page 1 of 4 Page 2 of 5 Page 56 of 61  ARTICLE III Officers Section 1. Officers. The Board shall elect from its membership a Chairman or Chair and a Vice Chairman or Vice Chair. The Board shall also elect or appoint a Secretary and a Treasurer, each of whom need not be a member. The offices of the Secretary and the Treasurer may be combined. Section 2. Chair. The Chair shall preside at all meetings of the Authority and shall be authorized to sign all documents related to the Authority that require the signature of the Chair. The Chair is authorized to perform any duties as required by the Act, the Articles or by these bylaws, and shall exercise such other powers and duties as shall be prescribed by the Board. Section 3. Vice Chair. The Vice Chair shall, in the absence or disability of the Chair, exercise the powers and perform the duties of the Chair. The Vice Chair shall exercise such other powers and duties as shall be prescribed by the Board. Section 4. Secretary. The Secretary or a clerk designee of the Secretary shall keep the minutes of all proceedings of the Board; the Secretary or a clerk designee shall give all notices required under these bylaws and shall have charge of the minutes of the Authority. Section 5. Treasurer. The Treasurer or Fiscal Agent if the Authority has appointed such agent shall have the custody of all funds, securities, evidence of debt, and other personal property of the Authority and shall deposit the same in such bank or trust company as shall be designated by the Board; the Treasurer or Fiscal Agent, if any, shall issue checks and pay out money and take receipts therefore. The Treasurer or Fiscal Agent, if any, shall make regular and full entries in the books of the Authority of all transactions and make full and accurate account of all money received and paid out on account of the Authority; and the Treasurer or Fiscal Agent, if any, shall arrange to have same audited following the end of each fiscal year. Copies of each audit shall be furnished to the Participating Localities, and all such other persons as the Board may deem appropriate. The fiscal year of the Authority shall begin on the first day of July and end on the last day of June next following. Section 6. Executive Director. The Board may appoint an Executive Director to handle the day to day operations of the Authority and with the authority to execute documents, certificates, instruments, agreements and take such other action as may be authorized by the Board from time to time. Historic Triangle Recreational Facilities Authority Adopted: February 9, 2022 Revised: _________, 2026 Page 2 of 4 Page 3 of 5 Page 57 of 61  ARTICLE IV Meetings Section 1. Annual Meeting. The Annual Meeting of the Authority's Board of Directors shall be held on the second Wednesday of January of each year at 3:00 p.m. initially in the Stryker Center located at 412 N. Boundary Street, Williamsburg, Virginia unless otherwise stipulated in the meeting notice. The purpose of the Annual Meeting shall be the election of officers and the transaction of any other business that might properly come before the Board . The Chair or the Board may modify the aforementioned annual meeting schedule due to inclement weather, the business requirements of the Authority, the availability of members to attend said meetings, the availability of meeting facilities or other cause. Section 2. Regular Meetings. The regular meetings of the Authority's Board shall be held on the second Wednesday of each calendar month initially in the Stryker Center located at 412 N. Boundary Street, Williamsburg, Virginia, unless otherwise stipulated in the meeting notice. The Chair or the Board may modify the aforementioned regular meeting schedule due to inclement weather, the business requirements of the Authority, the availability of members to attend said meetings, the availability of meeting facilities, or other cause. Section 3. Special Meetings. Special meetings of the Board may be called by the Chair or Secretary with approval of the Chair. Section 4. Notice. Notice of the annual, regular or special meetings shall be given to each member in writing at least three (3) calendar days prior to such meetings, provided, however, that all such notices may be waived by a majority of the Board. Section 5. Quorum. Four (4) members of the Board shall constitute a quorum of the Board for the purpose of conducting the Authority's business, so long as one member from each Participating Locality is present. A majority vote of the members in attendance and voting at any regular or special meeting at which a quorum is present shall generally be required to exercise the Board's powers and for all other purposes. No vacancy in the membership of the Board shall impair the right of a quorum to exercise all of the powers and perform all of the duties of the Board. Section 6. Voting. Except as otherwise required in these bylaws, the Articles or by the Act, voting shall be by simple majority of those present at any duly constituted meeting of the Board. Any proposed action for the incurring of debt or approval of new projects shall require a majority vote and an affirmative vote by at least one member from each Participating Locality. Historic Triangle Recreational Facilities Authority Adopted: February 9, 2022 Revised: _________, 2026 Page 3 of 4 Page 4 of 5 Page 58 of 61  ARTICLE V Committees Section 1. Committees. The Board may designate, any two (2) or more of the members to constitute committees, as it may deem necessary and expedient to promote the purposes of the Authority. Such committees shall be advisory only and shall not be empowered to act by or on behalf of the Authority unless expressly authorized to do so by resolution of the Board. ARTICLE VI Rules of Order Section 1. Rules of Order. Roberts Rules of Order, newly revised or any subsequent edition thereof, may govern all matters of procedure not specifically set forth in these bylaws, the Articles or the Act. The Board may use the procedures for small boards. Section 2. Rules and Regulations. The Board may adopt, amend, and modify from time to time such rules, regulations or forms, which it may deem necessary or expedient for the conduct and management of the affairs of the Authority and which shall not be inconsistent with the Act or the Articles. The Secretary or clerk designee, if any shall maintain current copies of all rules, regulations and forms adopted by the Authority. ARTICLE VIII Amendments Section 1. Amendments. These bylaws may be amended by the Board at any meeting provided five (5) calendar days prior written notice of the meeting, with a copy of the proposed amendment, shall have been provided each member. No amendment shall be adopted except by a majority vote of the members of the Board with at least one member from each Participating Locality. ARTICLE IX Adoption Section 1. Adoption. These bylaws were adopted by the Board on February 9, 2022 and amended and restated as adopted on ________, 2026 and thereupon became effective. Historic Triangle Recreational Facilities Authority Adopted: February 9, 2022 Revised: _________, 2026 Page 4 of 4 Page 5 of 5 Page 59 of 61 Staff Contact Dana Youst, Executive Director Agenda Item Wording Resolution Authorizing Requisitions from Authority Loans Background Information The Board will consider approval of a Resolution authorizing the Chair to approve and execute requisitions and expenditures from the Authority’s Recreational Facilities Revenue Bonds, Series 2024, and Recreational Facilities Revenue Note, Series 2025 (the “Loans”) for the Project. The Resolution clarifies approval authority for expenditures included in the approved budgets and establishes thresholds for expenditures not included in the budgets, including notification requirements to the Board. It also establishes execution requirements for requisitions. Previous Relevant Action None. Staff Recommendation The the board approve the Resolution authorizing requisitions from Authority Loans as presented. Attachments Resolution 26-01 - Authorization for Requisitions Page 1 of 2 Page 60 of 61  RESOLUTION 26-01 AUTHORIZING REQUISITIONS FROM AUTHORITY LOANS WHEREAS, expenditures of the Historic Triangle Recreational Facilities Authority (the “Authority”) are authorized to be made by the Chair of the Authority and/or the Authority’s Fiscal Agent or Executive Director for ongoing operations consistent with the approved budget and if not budgeted, up to $100,000 for Authority operations; and WHEREAS, due to recent changes in the officers of the Authority and in order to clarify the authorization to requisition or expend funds from the Authority’s loans (the Authority’s Recreational Facilities Revenue Bonds, Series 2024 and the Authority’s Recreational Facilities Revenue Note, Series 2025, hereinafter collectively, the “Loans”) which finances the Authority’s sports and recreation facility (the “Project”), the Authority’s Board (the “Board”) desires to authorize expenditures and/or requisitions for the Project as follows: RESOLVED, if the expenditure for the Project is included the Authority’s approved budget for the Project or the Authority’s annual operating budget, the Chair of the Authority may, without Board approval, authorize such expenditure and/or requisition or requisitions of monies from the Loans at any time; and RESOLVED FURTHER, that if such expenditure was not included in the approved budgets, then the Chair is authorized to make expenditures or requisition from the Loans up to $300,000 for the Project; provided however, if such requisition exceeds $100,000, then the Chair must notify the Board of such expenditure and/or requisition by written or electronic communication, within 14 days of the expenditure or requisition. Any requisition should be signed by the Chair and either the Vice Chair or the Executive Director. Approved by the Authority Board on April 8, 2026. ___________________________________ Scott Stevens, Chair Attest: ___________________________________ Dustie McCay, Clerk Page 2 of 2 Page 61 of 61