Weekly Accounting Status Meeting
Date: 04/06/2023; 2:00pm to 2:26pm
Teams Meeting: Linh Lam (SCSA), Larry Lo (SCSA), Brenda Lee (SCSA), Brent Ghan (ManCo), and Caitlin Ritchie (ManCo)
1. Capital Expenditure Invoices
2. FY 2021-22 Shared Expense Review
3. Management Representation Letter for the Pun Group
4. City Hall Closed on 04/07/2023 for Spring Holiday
5. FY 2022-23 Non-NFL Events Expense Review
6. Term A Loan Debt Schedule
Date: 4/12/2023, 1:00 p.m.
In-Person Meeting:
For Santa Clara Stadium Authority:
Glen Googins, Stadium Authority Counsel
For Stadium Manager:
Hannah Gordon, General Counsel
1. Introductory Meeting - City of Santa Clara & 49ers
Weekly Accounting Status Meeting
Date: 04/13/2023; 2:00pm to 2:19pm
Teams Meeting: Linh Lam (SCSA), Brenda Lee (SCSA), Brent Ghan (ManCo), and Caitlin Ritchie (ManCo)
1. FY 2021-22 Shared Expense Review Support
2. Management Representation Letter for the Pun Group
3. FY 2022-23 Non-NFL Events Expense Review Inquiries
4. Term A Loan Debt Schedule
5. FY 2022-23 Shared Expenses and Non-NFL Event Expenses a. Pending April 2022 thru July 2022 Transactions
b. Year-end True-ups and Reconciliation with Monthly Reports
6. FY 2023-24 Shared Expenses and Non-NFL Event Expenses Payroll Transaction Review
7. US Bank Deposit Inquiry
Follow Up Meeting
Date: 04/19/2023; 8:30am to 9:00am
Teams Meeting: Ruth Mizobe Shikada (SCSA), Christine Jung (SCSA), and Francine Hughes (ManCo)
1. List of Stadium equipment no longer used/needed will be shared with SCSA
2. Request for private parking lot usage for May 6 soccer match and potential traffic impacts Date: 4/19/2023, 2:00 p.m.
Teams Meeting:
For Santa Clara Stadium Authority:
Ruth Shikada
Glen Googins, Stadium Authority Counsel
Sujata Reuter, Chief Assistant City Attorney
Christine Jung, Assistant to the City Manager
For Stadium Manager:
Jihad Beauchman
Hannah Gordon
For FIFA:
Emily Devlin
Amy Hopfinger
Kendall Johnson
Adam Sullins
For Bay Area Host Committee:
Zaileen Janmohamed
Sonia Nayak
Matthew Richards
Robert Weikert
1. FIFA Documents
Financial Management System
Managed Services Status Meeting
Date: 04/19/2023; 2:00pm to 2:19pm
Zoom Meeting: Linh Lam (SCSA), Brenda Lee (SCSA), David Presley (SCSA), Brent Ghan (ManCo), Chad Hundley (Armanino), and Giles Zollar (Armanino)
1. Discussed open support tickets and confirmed that there are no outstanding support tickets
2. Discussed remaining planning and consulting hours and system review hours for the year
3. Discussed Great Plains year-end close assistance from Armanino
Weekly Accounting Status Meeting
Date: 04/20/2023; 2:00pm to 2:23pm
Teams Meeting: Larry Lo (SCSA), Brenda Lee (SCSA), Brent Ghan (ManCo), and Caitlin Ritchie (ManCo)
1. FY 2021-22 Shared Expense Reviews
2. Management Representation Letter for the Pun Group
3. Term A Loan Debt Schedule
4. FY 2022-23 Shared Expenses and Non-NFL Event Expense Reviews
5. FY 2022-23 Capital Expenditure Year-end Accruals and Carryover Projects
6. May 2023 Operations & Maintenance Expense Transfer
Weekly Accounting Status Meeting
Date: 04/25/2023; 10:45am to 11:00am
Zoom Meeting: Larry Lo (SCSA) and Brent Ghan (ManCo)
1. Agenda for Stadium Visit on May 2, 2023
Weekly Accounting Status Meeting
Date: 04/27/2023; 2:00pm to 2:23pm
Teams Meeting: Larry Lo (SCSA), Brenda Lee (SCSA), Brent Ghan (ManCo), and Caitlin Ritchie (ManCo)
1. FY 2021-22 Shared Expense Reviews
2. Management Representation Letter for the Pun Group
3. FY 2022-23 Shared Expenses and Non-NFL Event Expense Reviews
4. April 2023 Operations & Maintenance Expense Details and True-up
Date: 4/28/2023, 11:00 a.m.
Teams Meeting:
For Santa Clara Stadium Authority:
Sujata Reuter, Chief Assistant City Attorney
For Stadium Manager:
Jihad Beauchman
For Bay Area Host Committee:
Robert Weikert
Matthew Richards
1. FIFA Documents
Year-end Accounting Status Meeting
Date: 05/02/2023; 9:00am to 1:30pm
In Person Meeting at Levi Stadium
Attendees: Linh Lam (SCSA), Larry Lo (SCSA), Brenda Lee (SCSA), David Presley (SCSA), Brent Ghan (ManCo), Caitlin Ritchie (ManCo), Erin Fernandez (ManCo), Harshil Bhavsar (ManCo), Stephanie Lee (ManCo), Catherine Cong (ManCo), Emily Eskin (ManCo), Jenti Vandertuig (ManCo), and Alyssa Kutz (ManCo)
1. Team Member Introductions
2. FY 2022-23 Non-NFL Ticketed Event Reporting Package
a. Non-NFL Event Revenue Sources and Corresponding Support b. Non-NFL Event Labor, Event Expenses, and Reimbursements c. Parking Operation Revenue and Expenses
3. Financial Management System Reporting Process and Proposed Changes a. Overview of Payroll Cycles and Corresponding Support b. Bonus and Commission and Corresponding Support
4. Capital Expenditures Year-end Budget and Financial Close Process
5. Stadium Tour
Levi’s Stadium Tour with City Manager
Date: 05/04/2023; 9:30-11:30am
In person tour: Jovan Grogan (SCSA), Glen Googins (SCSA), Ruth Mizobe Shikada (SCSA), Christine Jung (SCSA), Wahid Kazem (City), Richard Fitting (City), Ruben Torres (City), Matt Queen (City), Peter Wilhelm (49ers), Francine Hughes (ManCo), Ryan Van Maarth (ManCo), Hannah Gordon (49ers), Jihad Beauchman (49ers), and Nelson Ferreria (ManCo)
1. Game Day/Back of House Operations Tour
2. Capital Expense Projects Tour
Weekly Accounting Status Meeting
Date: 05/04/2023; 2:00pm to 2:23pm
Teams Meeting: Larry Lo (SCSA), Brenda Lee (SCSA), Brent Ghan (ManCo), and Caitlin Ritchie (ManCo)
1. FY 2021-22 Shared Expense Reviews
2. Management Representation Letter for the Pun Group
3. FY 2022-23 Shared Expenses and Non-NFL Event Expense Reviews
4. Capital Expenditure Invoices
5. Follow-up from Year-end Accounting Status Meeting
Stadium Authority Procurement Policy Updates
Date: 05/09/2023; 2:00pm to 3:00pm
Teams Meeting: Christine Jung (SCSA), Grace Dougherty (City), and Jenti Vandertuig (ManCo)
1. Team introductions
2. Stadium operations and procurement needs
3. Potential updates to Stadium Authority Procurement Policy
4. Potential updates to administrative processes
5. SCSA and Stadium Manager staff will follow up with respective teams and schedule a follow up meeting in the upcoming weeks
Date: 5/15/2023, 10:00 a.m.
Phone Call:
For Santa Clara Stadium Authority:
Sujata Reuter, Chief Assistant City Attorney
For Stadium Manager:
Jihad Beauchman
1. FIFA Documents
CapEx Project Review
Date: 05/15/2023; 12:00pm to 1:00pm
Teams Meeting: Ruth Mizobe Shikada (SCSA), Christine Jung (SCSA), Francine Hughes (ManCo), and Ryan Van Maarth (ManCo)
1. Re
view and discuss upcoming 49ers and Stadium Authority Capital Expense (CapEx) projects for planning purposes
Year-end Accounting Status Meeting
Date: 05/15/2023; 3:00pm to 4:00pm
Teams Meeting: Linh Lam (SCSA), Larry Lo (SCSA), Brenda Lee (SCSA), David Presley (SCSA), Brent Ghan (ManCo), and Erin Fernandez (ManCo)
1. FY22-23 Non-NFL Ticketed Event Reporting Package
a. Licensee Payment Reconciliation and Support
2. Financial Management System Reporting Process
a. Non-NFL Event Detail General Ledger Report
b. Shared Operations & Maintenance Detail General Ledger Report c. Shared Operations & Maintenance Purchase Order and Accounts Payable Transactions Query
Date: 5/15/2023, 3:30 p.m.
WebEx Meeting:
For Santa Clara Stadium Authority:
Glen Googins, Stadium Authority Counsel
Sujata Reuter, Chief Assistant City Attorney
For Stadium Manager:
Jihad Beauchman
For FIFA:
Peter Gutierrez
Adam Sullins
Kendall Johnson
For Bay Area Host Committee:
Matt Richards
Robert Weikert
1. FIFA Documents
Weekly Accounting Status Meeting
Date: 05/18/2023; 2:00pm to 3:01pm
Teams Meeting: Larry Lo (SCSA), Brenda Lee (SCSA), Brent Ghan (ManCo), and Caitlin Ritchie (ManCo)
1. FY 2021-22 Shared Expense Reviews
2. Management Representation Letter for the Pun Group
3. FY 2022-23 Shared Expenses and Non-NFL Event Expense Reviews a. Review of Payroll Transactions
b. Preliminary Year-end General Ledger Detail Reports
4. Capital Expenditure Invoices
5. FY 2022-23 Year-end Capital Expenditure Project Status Updates
6. April 2023 Operations and Maintenance Expense Details and True-up
7. Inquiries Related to Relocation Stadium Builder License Agreements
8. Escheatment Report Updates
9. KPMG Audit Confirmation on Community Facilities District Advance
10. June 2023 Operations and Maintenance Transfer
Date: 5/19/2023, 3:30 p.m.
Phone Call:
For Santa Clara Stadium Authority:
Sujata Reuter, Chief Assistant City Attorney
For Stadium Manager:
Jihad Beauchman
1. FIFA Documents
Date: 5/25/2023, 11:00 a.m.
Phone Call:
For Santa Clara Stadium Authority:
Sujata Reuter, Chief Assistant City Attorney
For Stadium Manager:
Jihad Beauchman
1. FIFA Documents
2. ManCo/StadCo Legal Staffing
3. Gutierrez Claim
Weekly Accounting Status Meeting
Date: 05/25/2023; 2:00pm to 2:25pm
Teams Meeting: Larry Lo (SCSA), Brenda Lee (SCSA), Brent Ghan (ManCo), and Caitlin Ritchie (ManCo)
1. FY 2021-22 Shared Expense Reviews
2. FY 2022-23 Shared Expenses and Non-NFL Event Expense Reviews a. Review of Payroll Transactions
3. Capital Expenditure Invoices
4. FY 2022-23 Year-end Capital Expenditure Project Status Updates
5. April 2023 Operations and Maintenance Lender Budget Adjustments
6. Receivable Confirmation from Hill, Barth & King LLC
Date: 5/26/2023, 1:00 p.m.
WebEx Meeting:
For Santa Clara Stadium Authority:
Glen R. Googins, Stadium Authority Counsel
For Stadium Manager:
Jihad Beauchman
For FIFA:
Peter Gutierrez
Adam Sullins
Kendall Johnson
For Bay Area Host Committee:
Matt Richards
Robert Weikert
1. Information Sharing Agreement
Stadium Authority Procurement Policy Updates
Date: 05/30/2023; 1:00pm to 2:00pm
Teams Meeting: Christine Jung (SCSA), Grace Dougherty (City), and Jenti Vandertuig (ManCo)
1. Review City Purchasing Code and Stadium Authority Procurement Policy
2. Potential updates to Stadium Authority Procurement Policy
3. Schedule a follow up meeting in the upcoming weeks
Weekly Accounting Status Meeting
Date: 06/01/2023; 2:00pm to 2:32pm
Teams Meeting: Larry Lo (SCSA), Brenda Lee (SCSA), Brent Ghan (ManCo), and Caitlin Ritchie (ManCo)
1. FY 2021-22 Shared Expense Reviews
2. FY 2021-22 Non-NFL Event Payroll Expense Review
3. FY 2022-23 Shared Expenses and Non-NFL Event Expense Reviews a. Review of Payroll Transactions
4. April 2023 Operations and Maintenance Lender Budget Adjustments
Date: 6/7/2023, 1:00 p.m.
Zoom Meeting:
For Santa Clara Stadium Authority:
Glen R. Googins, Stadium Authority Counsel
Sujata Reuter, Chief Assistant City Attorney
For Stadium Manager:
Jihad Beauchman
For FIFA:
Michelle Cornell-Davis
Peter Gutierrez
Kendall Johnson
Adam Sullins
For Bay Area Host Committee:
Matt Richards
Robert Weikert
1. World Cup Information Sharing Agreement
Operational and Other Miscellaneous Items
Date: 06/08/2023; 11:30am to 12:30pm
In Person Meeting: Kenn Lee (SCSA), Alex Acton (ManCo), and Jeff Fong (ManCo)
1. Annual Audit
2. Review of Shared Expenses and Non-NFL Event Documents
3. Operational Items
Weekly Accounting Status Meeting
Date: 06/08/2023; 2:00pm to 2:14pm
Teams Meeting: Larry Lo (SCSA), Brenda Lee (SCSA), Brent Ghan (ManCo), and Caitlin Ritchie (ManCo)
1. FY 2021-22 Shared Expense Reviews
2. FY 2021-22 Non-NFL Event Payroll Expense Review
3. FY 2022-23 Shared Expenses and Non-NFL Event Expense Reviews a. Year-end True-up Analysis
4. Estimated Public Safety Costs for San Jose Earthquakes vs. Los Angeles Football Club
5. FY 2023-24 Capital Expenditure Invoices
NFL / City of Santa Clara / Populous Introductory Call
Date: 06/12/2023; 1:30 p.m. – 2:30 p.m.
Zoom Meeting: Jōvan D. Grogan, Ruth Mizobe Shikada, Christine Jung (SCSA); Francine Melendez Hughes, Nelson Ferreira (49ers/Stadium Manager); Zaileen Janmohamed, Becca Smith (Bay Area Host Committee); Aubrey Walton, Kelsey Pietrangelo, Katie Keenan (NFL)
1. Meet and greet with NFL staff
2. Discuss NFL operational planning timeline for Super Bowls
3. Event footprint is a work in progress
4. Additional meetings will be scheduled in upcoming months
5. Inquired about potential NFL initiatives
STADIUM AUTHORITY/STADIUM MANAGER
QUARTERLY STATUS MEETING
June 13, 2023 | 1:30 p.m. – 3:00 p.m.
Levi’s Stadium
Stadium Authority Attendees:
Jōvan D. Grogan, Executive Director
Ruth Mizobe Shikada, Executive Director’s Office
Christine Jung, Assistant to the Executive Director
49ers/Stadium Manager:
Francine Melendez Hughes, Executive Vice President & General Manager Peter Wilhelm, Chief Financial Officer
Minutes
1. Organizational Structure
Stadium Manager’s organizational structure continues to evolve and has not been finalized yet.
Stadium Manager will provide more updates at later time.
2. Upcoming Events
July 2 Concacaf Gold Cup, July 22 FC Barcelona vs. Juventus, July 28-29 Taylor Swift, August 14 Karol G, August 30 Beyonce, September 16 Ed Sheeran. Discussion on how to improve the current process of sharing potential bookings and upcoming events to ensure better coordination between City, Stadium Authority, and Stadium Manager, especially related to public safety resources.
3. Staffing/Deployments Upcoming Events
Stadium Manager provided update regarding transition of Landmark Security to Allied and use of Apex for traffic officers. Discussion of public safety costs for other stadiums.
4. Parking/Use of Tasman Lots for NFL Season
Discussion of potential use of Related Lots(Yellow Lots 2 and 3), and use of other lots for the NFL season.
5. Quarterly Status Meeting Updates from Stadium Manager a. Financial performance of past Non-NFL Events
b. Status of future Non-NFL Events
i. Booked events
ii. Pipeline events
c. Private Parking Agreements
i. Executed private parking agreements
ii. Ongoing negotiations for private parking agreements
Discussion regarding financial performance of FY 2022/23 Non-NFL Events that have generated revenue for Stadium Authority.
6. Marketing Plan
Stadium Authority staff will share Marketing Plan assessments with Stadium Manager and work together to refine and implement the Marketing Plan.
7. Law Enforcement Training Request
Future requests from outside agencies for training at Stadium should be coordinated with City’s public safety.
8. Projects (StadCo/SCSA)/Permits
Stadium Manager has various projects at different stages that need to be completed in FY 2023/24.
Discussion regarding assistance to help expedite the permitting for those projects.
9. 2023 Training Camp at 49ers Practice Facility
Stadium Authority staff provided information about the different components that are reviewed for the Training Camp permit, including parking lot and noise.
10. BDO Equipment - Feedback on Asset List and Next Steps As a follow up to prior conversations, the Stadium Manager provided sample list of equipment that is no longer for future disposal. Stadium Manager will prepare a comprehensive list of such equipment to share with Stadium Authority staff.
11. Stadium Authority Procurement Policy Updates
Stadium Authority staff working with Stadium Manager’s Director of Procurement to update the Stadium Authority Procurement Policy. The updates will go to Council for adoption in the Fall.
12. Miscellaneous Items
a. Verizon needs permission to access Tasman parking structure to complete work. b. Exterior signage will be tracked.
c. Operational Tour Policy will be presented at upcoming Council meeting. d. Stadium Manager will send letter regarding College Football Playoff Agreed Upon Procedure.
Weekly Accounting Status Meeting
Date: 06/15/2023; 2:00pm to 2:14pm
Teams Meeting: Larry Lo (SCSA), Brenda Lee (SCSA), Brent Ghan (ManCo), and Caitlin Ritchie (ManCo)
1. FY2021-22 Shared Expense Reviews
2. FY 2021-22 Non-NFL Event Payroll Expense Review
3. FY 2022-23 Shared Expenses and Non-NFL Event Expense Reviews a. Year-end True-up Analysis
b. Reporting package for ticketed events
4. Estimated Public Safety Costs for San Jose Earthquakes vs. Los Angeles Football Club
5. FY 2023-24 Capital Expenditure Invoices
6. July 2023 Operations and Maintenance Transfer
Financial Management System
Managed Services Status Meeting
Date: 06/21/2023; 2:00pm to 2:19pm
Zoom Meeting: Brenda Lee (SCSA), David Presley (SCSA), Brent Ghan (ManCo), Chad Hundley (Armanino), and Rebecca Bunas (Armanino)
1. Discussed system review and open support ticket
2. Discussed year-end close assistance from Armanino in Great Plains
3. Discussed upcoming integration projects related to loading AP invoices to Great Plains
4. Discussed version upgrade for Financial Management System available in October
Date: 6/21/2023, 3:30 p.m.
Zoom Meeting:
For Santa Clara Stadium Authority:
Glen R. Googins, Stadium Authority Counsel
Sujata Reuter, Chief Assistant City Attorney
For Stadium Manager:
Jihad Beauchman
For FIFA:
Michelle Cornell-Davis
Peter Gutierrez
Kendall Johnson
Adam Sullins
For Bay Area Host Committee:
Matt Richards
Robert Weikert
1. World Cup Information Sharing Agreement and Other Matters
Date: 6/21/2023, 5:00 p.m.
Phone Call:
For Santa Clara Stadium Authority:
Sujata Reuter, Chief Assistant City Attorney
For Stadium Manager:
Jihad Beauchman
1. Law Enforcement Services Agreement for July 2
nd event
Weekly Accounting Status Meeting
Date: 06/22/2023; 2:00pm to 2:07pm
Teams Meeting: Brenda Lee (SCSA), Brent Ghan (ManCo), and Caitlin Ritchie (ManCo)
1. FY 2021-22 Shared Expense Reviews
2. FY 2021-22 Non-NFL Event Payroll Expense Review
3. FY 2022-23 Shared Expenses and Non-NFL Event Expense Reviews a. Year-end True-up Analysis
b. Reporting Package for Ticketed Events
4. FY 2023-24 Capital Expenditure Invoices
5. July 2023 Operations and Maintenance Transfer
6. FY 2022-23 Final Operating & Maintenance and Non-NFL Event Reporting
7. Stadium Builder License life to date reporting for FY22-23
8. Escheatment for Unclaimed Checks
Weekly Accounting Status Meeting
Date: 06/29/2023; 2:00pm to 2:12pm
Teams Meeting: Brenda Lee (SCSA), Brent Ghan (ManCo), and Caitlin Ritchie (ManCo)
1. NFL Game 11 & 12 Summary of Ticket Sales
2. FY 2023-24 Capital Expenditure Invoices
3. Stadium Builder License 5.31.23 Transfer Report
4. July 2023 Operations and Maintenance Transfer
5. FY 2021-22 Shared Expense Reviews
6. FY 2021-22 Non-NFL Event Payroll Expense Review
7. FY 2022-23 Shared Expenses and Non-NFL Event Expense Reviews a. Year-end True-up Analysis
b. Reporting Package for Ticketed Events