Weekly Accounting Status Meeting
Date: 01/05/2023; 2:00pm to 2:14pm
Teams Meeting: Larry Lo (SCSA), Brenda Lee (SCSA), Brent Ghan (ManCo), and Caitlin Ritchie (ManCo)
1. Capital Expense Invoices
2. January 2023 Operating & Maintenance Invoice
3. Q3 Stadium Builder License Revenue Transfer
4. Review of Relocated Stadium Builder Licenses
Procurement Meeting
Date: 01/06/2023; 1:00pm to 1:27pm
Phone Call: Christine Jung (SCSA) and Jenti Vandertuig (ManCo)
1. U
pdate on upcoming procurement requests for January 31 and March meetings
2. Future meeting to discuss potential changes to Procurement Policy Banking Services and Financial Management System Meeting Date: 01/11/2023; 2:30pm to 3:15pm
Teams Meeting: Linh Lam (SCSA) and Darren Wong (ManCo)
1. Custodian Bank Accounts
2. Shared Stadium Expense and Stadium Authority General & Administrative Expense True- ups
3. Financial Management System’s Document Attachments
Weekly Accounting Status Meeting
Date: 01/12/2023; 2:00pm to 2:08pm
Teams Meeting: Larry Lo (SCSA), Brenda Lee (SCSA), Brent Ghan (ManCo), and Caitlin Ritchie (ManCo)
1. Capital Expense Invoices
2. Q3 Stadium Builder License Revenue Transfer
3. Review of Relocated Stadium Builder Licenses
Procurement Ordinance Meeting
Date: 01/13/2023; 9:00am to 10:00am
Teams Meeting: Kenn Lee (SCSA), Christine Jung (SCSA), and Jenti Vandertuig (ManCo)
1. P
roposed updates to Stadium Authority Procurement Policy Weekly Accounting Status Meeting
Date: 01/19/2023; 2:00pm to 2:20pm
Teams Meeting: Larry Lo (SCSA), Brenda Lee (SCSA), Brent Ghan (ManCo), and Caitlin Ritchie (ManCo)
1. Capital Expense Invoices
2. Review of Relocated Stadium Builder License Agreements
3. Review of Non-NFL Events Revenue and Promoter Settlement
4. FY22-23 Non-NFL Events Public Safety Invoices
5. FY23-24 Non-NFL Events Forecast
Procurement Meeting
Date: 01/24/2023; 11:00am to 11:30am
Phone Call: Christine Jung (SCSA) and Jenti Vandertuig (ManCo)
1. Stadium Authority Procurement Policy updates
Weekly Accounting Status Meeting
Date: 01/26/2023; 2:00pm to 2:24pm
Teams Meeting: Larry Lo (SCSA), Brenda Lee (SCSA), Brent Ghan (ManCo), and Caitlin Ritchie (ManCo)
1. Capital Expense Invoices
2. Review of Relocated Stadium Builder Licenses
3. Upcoming Transfer of Feb’23 O&M Expenses
4. Shared Stadium Expenses – Depositary Bank Fees
5. Ticket Surcharge from Elton John Concerts
6. FY22-23 CapEx Carryover and Budget Amendments
7. Q3 Financial Statements and Certifications
Weekly Accounting Status Meeting
Date: 02/02/2023; 2:00pm to 2:20pm
Teams Meeting: Larry Lo (SCSA), Brenda Lee (SCSA), Brent Ghan (ManCo), and Caitlin Ritchie (ManCo)
1. Capital Expense Invoices
2. Upcoming Transfer of Feb’23 O&M Expenses
3. Ticket Surcharge from Elton John Concerts
4. Budget Amendment for Crestron Control CapEx Project
Date: 2/3/2023, 1:30 p.m.
Phone Call:
For Santa Clara Stadium Authority:
Sujata Reuter, Chief Assistant City Attorney
For Stadium Manager:
Jihad Beauchman
1. Litigation Matter – Alyssa Ramirez Soares v. SPACA Inc. et al, Case 23CV409823
Weekly Accounting Status Meeting
Date: 02/09/2023; 2:00pm to 2:17pm
Teams Meeting: Larry Lo (SCSA), Brenda Lee (SCSA), Brent Ghan (ManCo), and Caitlin Ritchie (ManCo)
1. Capital Expense Invoices
2. Q3 Financial Statements and Certifications
3. Questions Related to Capital Expense Project Costs
4. Source of Cash Received on 02/07/2023
5. Transfers from Discretionary Fund per Settlement Agreement
6. Public Safety Invoices from Outside Agencies
7. Supports in Financial Management System
8. Year-end Excess Cash Distributions
Shared Stadium Expenses Review and Rent Credit Meeting
Date: 02/15/2023; 2:00pm to 3:10pm
Zoom Meeting: Kenn Lee (SCSA), Linh Lam (SCSA), Larry Lo (SCSA), Brenda Lee (SCSA), Christine Jung (SCSA), Jeff Fong (49ers), Esther Chi (Stadium Manager) and Alex Acton (49ers)
1. Team
Introductions
2. Overview of Shared Stadium Expenses Compensation for Fiscal Year (FY) 23/24 Budget
a. Methodology for Shared Stadium Expenses Compensation and the assumptions behind general annual salary increase
b. Responsibilities of the newly added Stadium Operations positions and the reduction of 1 Stadium Operations position
3. S
ampling of Shared Stadium Expenses Compensation for FY 23/24
4. Overview and Sampling of Other General and Administrative Expenses for FY 23/24
5. Responsibilities of the Newly Added position for SBL Sales and Service
6. S
tadium Manager’s Performance Rent Calculation for FY 23/24 Weekly Accounting Status Meeting
Date: 02/16/2023; 2:00pm to 2:15pm
Teams Meeting: Larry Lo (SCSA), Brenda Lee (SCSA), Brent Ghan (ManCo), and Caitlin Ritchie (ManCo)
1. Capital Expense Invoices
2. Q3 Financial Statements and Certifications
3. Support of Public Safety Invoices from Outside Agencies
4. Payment of Non-NFL Events Public Safety Costs Invoice
5. Q3 Quarterly Report Deliverables
6. Historical Bank Reconciliations
Financial Management System Managed Services Status Meeting Date: 02/21/2023; 2:00pm to 2:21pm
Zoom Meeting: Larry Lo (SCSA), Brenda Lee (SCSA), David Presley (SCSA), Darren Wong (ManCo), Brent Ghan (ManCo), Chad Hundley (Armanino), Rebecca Bunas (Armanino), and Giles Zollar (Armanino)
1. R
eview of open support ticket related to new user access requested for the portal
2. Planning & consulting hours and system review hours available to use
3. Annual system review to be performed by Armanino
4. Pending integration project between Tibco Scribe and Coupa and required resources
5. Potential project related to ManCo’s existing Dexterity codes Weekly Accounting Status Meeting
Date: 02/23/2023; 2:00pm to 2:10pm
Teams Meeting: Larry Lo (SCSA), Brenda Lee (SCSA), and Caitlin Ritchie (ManCo)
1. Capital Expense Invoices
2. Q3 Financial Statements and Certifications
3. Q3 Quarterly Report Deliverables – SBL Revenue Forecast
4. Edits or Comments on FY23-24 Proposed Budget
Non-NFL Events Discussion
Date: 03/01/2023; 3:30pm to 3:58pm
Teams Meeting: Kenn Lee (SCSA), Linh Lam (SCSA), Larry Lo (SCSA), Brenda Lee (SCSA), Christine Jung (SCSA), Alex Acton (49ers), and Brent Ghan (ManCo)
1. Team
introductions
2. Overview of FY 2022/23 Non-NFL Events
3. Review of the Year-to-Date Non-NFL Event Profit and Loss Statement
4. Review of Expenses from Ticketed and Private Events
5. Handling of Confidential Information and Trade Secrets
6. Changes to Financial Management System in FY 2023/24
7. FY 2022/23 Q3 Financial Status Report scheduled for March 21, 2023 Board meeting Weekly Accounting Status Meeting
Date: 03/02/2023; 2:00pm to 2:20pm
Teams Meeting: Larry Lo (SCSA), Brenda Lee (SCSA), Brent Ghan (ManCo), and Caitlin Ritchie (ManCo)
1. Capital Expense Invoices
2. Annual CapEx Contribution and Settlement Transfers from Discretionary Fund
3. Transfer of FY22-23 Q4 SBL Proceeds
4. FY22-23 Non-NFL Events Related Procurement Approval Requests SCSA Check-in Meeting
Date: 03/02/2023; 3:00pm to 3:15pm
Teams Meeting: Linh Lam (SCSA) and Brent Ghan (Manco)
1. S
hared Expense Testing with KPMG
2. Status Update on Documents in Financial Management System Weekly Accounting Status Meeting
Date: 03/09/2023; 2:00pm to 2:22pm
Teams Meeting: Larry Lo (SCSA), Brenda Lee (SCSA), Brent Ghan (ManCo), and Caitlin Ritchie (ManCo)
1. Capital Expense Invoices
2. Transfer of FY22-23 Q4 SBL Proceeds
3. Adoption of FY23-24 Santa Clara Stadium Authority Budget
4. 2022 Escheatment Report and Transfer
5. Settlement Transfer to Stadium Funding Trust from Discretionary Fund
6. Transfer of Cash from Unpaid Shared Expenses
7. FY21-22 Agreed Upon Procedures Audit
8. FY22-23 Procurement Request to the Board
Date: 3/13/2023, 4:00 p.m.
Phone Call:
For
Santa Clara Stadium Authority:
Sujata Reuter, Chief Assistant City Attorney
For
Stadium Manager:
Jihad Beauchman
1. C
hange in Depositary Bank Pursuant to Deposit and Disbursement Agreement Meet and Greet Stadium Manager and Bay Area Host Committee (Super Bowl 60) Date: 03/16/2023; 11:00 a.m. – 12:00 p.m.
Hybrid Meeting – Zoom and In Person: Ruth Mizobe Shikada (SCSA), Christine Jung (SCSA), Peter Wilhelm (49ers), Francine Hughes (ManCo), Hannah Gordon (49ers), and Zaileen Janmohamed, President & CEO (Bay Area Host Committee (BAHC))
1. Meet and greet with Francine Hughes, ManCo’s new Executive Vice President & General Manager, and Zaileen Janmohamed, President/CEO of BAHC
2. BAHC preparing Super Bowl 60 bid to host Super Bowl at Levi’s Stadium in 2026
3. Update on Depository Bank (BAHC staff was not present for this discussion)
4. Discussion of upcoming tour of Capital Expense (CapEx) projects (BAHC staff was not present for this discussion)
Weekly Accounting Status Meeting
Date: 03/16/2023; 2:00pm to 2:35pm
Teams Meeting: Larry Lo (SCSA), Brenda Lee (SCSA), Brent Ghan (ManCo), and Caitlin Ritchie (ManCo)
1. Capital Expense Invoices
2. 2022 Escheatment Report and Transfer
3. Inquiries from Stadium Builder License Transfer Report
4. FY21-22 Shared Expense Review
5. FY22-23 City of Santa Clara Permit Fee
6. Payment of Public Safety Invoices from FY22-23 NFL Season
7. Meetings to Discuss Capital Expense Projects and Non-NFL Event Results
8. Projected Year-end Distributions per Article 14
Levi’s Stadium CapEx Walkthrough
Date: 03/22/2023; 4-5:00pm
In person tour: Ruth Mizobe Shikada (SCSA), Christine Jung (SCSA), Peter Wilhelm (49ers), Francine Hughes (ManCo), Ryan Van Maarth (ManCo), Hannah Gordon (49ers), Jihad Beauchman (49ers), Kevin Wang (49ers), and Zaileen Janmohamed (Bay Area Host Committee)
1. Tour
of Stadium Authority Capital Expense (CapEx) projects
2. Tour of 49ers CapEx projects
Weekly Accounting Status Meeting
Date: 03/23/2023; 2:00pm to 2:12pm
Teams Meeting: Larry Lo (SCSA), Brenda Lee (SCSA), and Caitlin Ritchie (ManCo)
1. Capital Expense Invoices
2. Inquiries from Stadium Builder License Transfer Report
3. FY21-22 Shared Expense Review
4. Projected Year-end Excess Revenue Distributions
5. Updated FY21-22 Capital Budget Status
6. FY22-23 Q4 CFD Transfer
7. StadCo’s Updated Banking Information
Accounting Status Meeting
Date: 03/28/2023; 9:30pm to 9:45pm
Teams Meeting: Larry Lo (SCSA), Brenda Lee (SCSA), and Caitlin Ritchie (ManCo)
1. FY
22-23 Excess Revenue Distribution Calculation
Check In on Miscellaneous Items
Date: 03/29/2023; 3:30-4:00pm
Teams Meeting: Ruth Mizobe Shikada (SCSA), Christine Jung (SCSA), and Francine Hughes (ManCo)
1. D
iscussion on potential process to dispose of equipment no longer needed
2. Discussion on process for approvals of change orders
3. Preventative maintenance program in progress
Weekly Accounting Status Meeting
Date: 03/30/2023; 2:00pm to 2:08pm
Teams Meeting: Larry Lo (SCSA), Brenda Lee (SCSA), Brent Ghan (ManCo), and Caitlin Ritchie (ManCo)
1. Capital Expense Invoices
2. FY21-22 Shared Expense Review
3. Management Representation Letter for the Pun Group