SPECIAL CALLED Historic Triangle Recreational Facilities Authority

City of Williamsburg Agenda Historic Triangle Recreational Facilities Authority Meeting Wednesday, June 25, 2025 @ 3:00 PM 412 N. Boundary Street, Williamsburg, VA 23185 Page 1. CALL TO ORDER 2. ROLL CALL 3. APPROVAL OF MINUTES 4. BOARD MEMBER ANNOUNCEMENTS 5. REPORTS 5.1. Financial Report 5.2. Executive Director's Report 5.3. WSEC Operator Report 5.4. Construction Report 5.5. Legal Report 6. OPEN FORUM 7. CLOSED SESSION 7.1. Closed Session Pursuant to the Code of Virginia Sec. 2.2-3711 for the 2 Purpose of Discussing One Personnel Matter Per Subparagraph 1, Concerning the Position of Executive Director Agenda Item Summary 7.2. Closed Session Certification 3 Agenda Item Summary 8. PUBLIC HEARINGS 9. UNFINISHED BUSINESS 10. NEW BUSINESS 10.1. Consideration and Action Regarding Resolution #25-01 adopting the FY26 4-8 HTRFA Operating and Capital Budgets - Barbara Dameron, Finance Director Agenda Item Summary 11. ADJOURNMENT Page 1 of 8 Staff Contact Andrew Trivette, City Manager Agenda Item Wording Closed Session Pursuant to the Code of Virginia Sec. 2.2-3711 for the Purpose of Discussing One Personnel Matter Per Subparagraph 1, Concerning the Position of Executive Director Background Information None Previous Relevant Action None Staff Recommendation None Page 1 of 1 Page 2 of 8 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 3 of 8 Staff Contact Barbara Dameron, Finance Director Agenda Item Wording Consideration and Action Regarding Resolution #25-01 adopting the FY26 HTRFA Operating and Capital Budgets - Barbara Dameron, Finance Director Background Information The proposed HTRFA budget for FY26 totals $36.3 million, which includes a $1.8 million operating budget and a $34.5 million capital budget. The primary sources of funds include contributions from the Maintenance of Effort funds from the three founding localities, as required by the Code of Virginia, scheduled capital contributions from the City of Williamsburg, operating subsidies from York and James City County, debt proceeds, and debt service reserves. Previous Relevant Action None Staff Recommendation Staff recommends adoption of Resolution 25-01 as drafted. Attachments Resolution 25-01 - HTRFA Budget FY26 Page 1 of 5 Page 4 of 8  RESOLUTION #25-01 BUDGET ADOPTION FISCAL YEAR 2026 WHEREAS a proposed budget for the Historic Triangle Recreational Facilities Authority (HTRFA) for the fiscal year ending June 30, 2026, has been prepared in accordance with its bylaws; and WHEREAS, the proposed budget for the fiscal year ending June 30, 2026, is based upon contributions from the Maintenance of Effort funds from the three founding localities, as required by the Code of Virginia, scheduled capital contributions from the City of Williamsburg, operating subsidies from York and James City County, debt proceeds, and debt service reserves.; and NOW, THEREFORE, BE IT RESOLVED that the Board of Directors for the Historic Triangle Recreational Facilities Authority hereby adopts the proposed budget as described in Exhibit 1. A copy of the adopted budget shall be certified by and maintained by the Clerk of the HTRFA as part of the minutes of this June 25, 2025, session of the HTRFA Board. This resolution shall take effect upon its adoption by the HTRFA Board. PASSED AND ADOPTED by HTRFA Board, on June 25, 2025. ____________________________ Andrew Trivette, Chair Attest: Dustie McCay, HTRFA Clerk Page 1 of 4 Page 2 of 5 Page 5 of 8 Operating Revenue CITY OF WILLIAMSBURG 586,274 JAMES CITY COUNTY 542,302 JCC OPERATING SUBSIDY 800,000 YORK COUNTY 321,424 YORK CO OPERATING SUBSIDY 800,000 OTHER CONTRIBUTIONS/DONATIONS - Total Operating Revenue $ 3,050,000 Operating Expenses SALARIES & WAGES - Executive Director 75,000 SALARIES & WAGES - Kemper/Salary 345,157 SALARIES & WAGES - Kemper/Hourly 8,871 FICA 5,738 FICA 27,083 PAYROLL TAX - UC 701 PAYROLL TAX - WC 6,740 BENEFITS - KEMPER 71,800 RETIREMENT-VRS - HOSPITALIZATION (reimburse City) 9,257 GROUP LIFE INSURANCE (reimburse City 1,005 TRAINING PROFESSIONAL SERVICES 75,000 PROF SR SPORTS KEMPER MANAGEMENT 300,000 PAYROLL PROCESSING FEE - KEMPER 2,400 O/S ACCOUNTING - KEMPER 2,400 POS - KEMPER 11,000 MAINTENANCE, BUILDINGS MAINTENANCE, OFFICE EQUIPMENT OTHER LEGAL FEES 120,000 PRINTING 500 PRINT & MEDIA DEVELOPMENT - KEMPER 15,000 BUSINESS DEVELOPMENT - KEMPER 3,000 ORGANIZATIONS - KEMPER 4,000 PROMOTIONS AND ADS - KEMPER 60,000 TRADE SHOWS - KEMPER 21,000 ON-LINE ADVERTISING/WEBSITE-KEMPER 42,000 SPECIAL EVENTS -KEMPER 8,000 ELECTRICITY 50,000 HEATING 18,000 Page 2 of 4 Page 3 of 5 Page 6 of 8 UTILITIES WATER/SEWER 15,000 POSTAGE 500 TELECOMMUNICATION 2,200 INSURANCE 85,000 INSURANCE - KEMPER 5,000 UNIFORMS & APPAREL UNIFORMS KEMPER STAFF/VOLUNTEERS 4,500 SPECIAL EVENTS SUPPLIES - KEMPER 5,000 FACILITY SUPPLIES - KEMPER 11,500 KITCHEN SUPPLIES -KEMPER 11,500 MISCELLANOUS - KEMPER 5,000 OFFICE SUPPLIES - KEMPER 26,500 TAXES/LICENSING FEES - KEMPER 10,000 OTHER OPERATING SUPPLIES 30,000 TRAVEL -MILEAGE TRAVEL 8,000 TRAVEL - KEMPER 57,450 DUES & ASSOCIATION MEMBERSHIPS 500 DUES & SUBSCRIPTIONS - KEMPER 10,800 EMPLOYEE PROCUREMENT 4,400 CONTINGENCY 20,000 BANK FEES 200 BANK FEES - KEMPER 3,600 LEASE/RENT OF EQUIPMENT LEASE - LAND 220,000 TOTAL OPERATING EXPENSES $ 1,820,302 OPERATING INCOME $ 1,229,698 TRANSFER TO HTRFA OP RESERVE $ - TRANSFER TO HTRFA CP RESERVE - TOTAL TRANSFERS $ - INCOME AFTER TRANSFERS $ 1,229,698 *Kemper's budget items are highlighted in light grey Page 3 of 4 Page 4 of 5 Page 7 of 8  FY 2026 HTRFA Capital Budget FY26 FY27 FY28 FY29 FY30 Revenue Dedicated to Capital INTEREST INCOME $ 360,000 $ - $ - $ - $ - INTEREST INCOME HTRFA 24 BONDS 50,000 - - - - CITY OF WILLIAMSBURG - DS CTRB 2,500,000 2,500,000 2,500,000 2,500,000 2,500,000 CITY OF WILLIAMSBURG - CTRB FFE 361,555 - - - - CONTRIBUTION - CITY FOR SPORTS COMP 5,000,000 - - - - Total Revenue Dedicated to Capital $ 8,271,555 $ 2,500,000 $ 2,500,000 $ 2,500,000 $ 2,500,000 Capital Expenses Debt Service PRINCIPAL PAYMENTS $ - $ - $ 1,195,000 $ 1,255,000 $ 1,320,000 INTEREST PAYMENTS 2,833,600 2,833,600 2,803,725 2,742,475 2,678,100 Total Debt Service $ 2,833,600 $ 2,833,600 $ 3,998,725 $ 3,997,475 $ 3,998,100 Project Costs 2019-INDOOR SPORTS COMPLEX* $ 28,833,813 $ - $ - $ - $ - INDOOR SPORTS COMPLEX - FFE 2,550,000 - - - - SPORTS COMPLEX MBP 284,005 - - - - Total Project Costs $ 31,667,818 $ - $ - $ - $ - Total Debt Service and Project Costs $ 34,501,418 $ 2,833,600 $ 3,998,725 $ 3,997,475 $ 3,998,100 Deficit $ (26,229,863) Sources of Funding FUNDED BY FY22 BOND ISSUE $ 8,230,735 FUNDED BY DEBT RESERVE 9,584,960 INCOME FROM OPERATIONS 1,229,698 PROPOSED LINE OF CREDIT 7,184,470 Total Sources of Funding $ 26,229,863 * Will be about $2.853,992 less, or $25,979,821, because retainage is in payable, but we need the cash to pay it. 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