Weekly Accounting Status Meeting
Date: 10/4/2023; 2:30pm to 2:37pm
Teams Meeting: Brenda Lee (SCSA), Brent Ghan (ManCo) and Caitlin Ritchie (ManCo)
1. Stadium Builder License Proceed Transfer for 2nd Quarter
2. Non-NFL Event Ticket Surcharge
3. Levi’s Naming Rights Payment
Financial Management System
Managed Services Status Meeting
Date: 10/18/2023; 2:00pm to 2:17pm
Zoom Meeting: Linh Lam (SCSA), Brenda Lee (SCSA), David Presley (SCSA), Brent Ghan (ManCo), Chad Hundley (Armanino), and Giles Zollar (Armanino)
1. Discussed available system review, available support hours and academy courses
2. Discussed configuration documents and review
3. Discussed version upgrade to 18.6 for Great Plains (available in October 2023)
4. Discussed InTwo open support tickets
5. Discussed Armanino assistance to Stadium Manager year-end close
6. Discussed upcoming integration projects related to loading AP invoices to Great Plains, currently put on hold
Weekly Accounting Status Meeting
Date: 10/18/2023; 2:30pm to 2:37pm
Teams Meeting: Brenda Lee (SCSA), Brent Ghan (ManCo) and Caitlin Ritchie (ManCo)
1. Return of Non-NFL Event ticket surcharge
2. Escheatment for outstanding checks
3. Taylor Swift ticket surcharge to be sent 11/2/2023
Date: 10/19/2023, 11:00 p.m.
Zoom:
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
Adam Sullins
For Bay Area Host Committee:
Matthew Richards
Robert Weikert
1. FIFA World Cup Documents
Weekly Accounting Status Meeting
Date: 10/25/2023; 2:30pm to 2:34pm
Teams Meeting: Brenda Lee (SCSA), Brent Ghan (ManCo) and Caitlin Ritchie (ManCo)
1. Financial Management System Journal Entry # for Ticket surcharge
2. STR Marketplace Monthly Fees
Levi’s Stadium Security & Neighborhood Impacts SOQ Evaluation Date: 10/31/2023; 11:00 a.m. - 12:00 p.m.
Hybrid Meeting: Jōvan D. Grogan, Ruth Mizobe Shikada, Derek Rush, Christine Jung (City/Stadium Authority); Francine Melendez Hughes (49ers/Stadium Manager)
1. Levi’s Stadium Security and Neighborhood Impacts Review Statement of Qualifications Evaluation
Date: 11/1/2023, 8:30 a.m.
In-Person Meeting – Levi’s Stadium:
For
Santa Clara Stadium Authority:
Jōvan D. Grogan, Executive Director
Glen Googins, Stadium Authority Counsel
Derek Rush, Assistant Police Chief
For 49ers/Stadium Manager:
A
l Guido
Peter Wilhelm
Jihad Beauchman
Alex Chang
Ellie Caple
For
Bay Area Host Committee:
Becca Smith
Zaileen Janmohamed
Kristin Miller
Robert Weikert
For
SH Advisors Group:
Karina Herold
For
Fleishman Hilard:
Mitch Germann
For
Lighthouse Public Affairs
Boe Hayward
Marian Lee
For
Valley Transportation Authority
Derik Calhoun
Aston Greene
1. FIFA
Site Visit
Weekly Accounting Status Meeting
Date: 11/01/2023; 2:30pm to 2:32pm
Teams Meeting: Brenda Lee (SCSA), Brent Ghan (ManCo) and Caitlin Ritchie (ManCo)
1. Non-NFL Event Surcharge for Taylor Swift
2. Backup and journal entry number on Non-NFL Ticket Surcharge Date: 11/1/2023, 5:00 p.m.
In-Person Meeting – Levi’s Stadium:
For
Santa Clara Stadium Authority:
Glen Googins, Stadium Authority Counsel
For
Stadium Manager:
Jihad Beauchman
1. Ou
tstanding Stadium and Event Issues
Bi-weekly Stadium Capex Permit Meeting
Date: 11/3/2023; 11am to 11:30am
Zoom Meeting: Elycia Knight (SCSA), Ryan VanMaarth (ManCo)
1. D
iscussed anticipated submittals for larger projects that will break ground in 2025.
2. Discussed potential coordination of submittals that require outside agency approval.
3. Discussed the schedule of submittals for FY23/24 CAPEX and agenda cadence for ongoing meetings.
Weekly Accounting Status Meeting
Date: 11/15/2023; 2:30pm to 2:56pm
Teams Meeting: Linh Lam (SCSA), Brenda Lee (SCSA), Brent Ghan (ManCo) and Caitlin Ritchie (ManCo)
1. FY
2022-23 True-up on the December Operations and Maintenance invoice
2. FY2021- 22 Insurance Expense True-up
3. Backup on Non-NFL Ticket Surcharge
4. Financial Management System Audit for previous years Date: 11/15/2023, 3:00 p.m.
In-Person – Levi’s Stadium:
For
Santa Clara Stadium Authority:
Jōvan D. Grogan, Executive Director
Glen R. Googins, Stadium Authority Counsel
Sujata Reuter, Chief Assistant City Attorney
Kenn Lee, Director of Finance
Ruth Shikada, Retired Annuitant
Richard Fitting, Police Captain
Mohammad Walizadeh, Outside Counsel
For Stadium Manager:
J
ihad Beauchman
Jeff Fong
Francine Hughes
Peter Wilhelm
Charmaine Yu
1. O
utstanding Arbitration Disputes
Levi's Stadium Permit Bi-Weekly Check-In with Stadium Manager Date: 11/17/2023; 10:30am – 11:30am
Zoom Meeting: Ryan Van Maarth (ManCo), Elycia Knight (SCSA)
1. Discussed anticipated submittals for larger projects that will break ground in 2025.
2. Discussed potential coordination of submittals that require outside agency approval.
3. Discussed the schedule of submittals for FY23/24 CAPEX and agenda cadence for ongoing meetings.
1500 Wa
rburton Avenue | Santa Clara, CA | 95050 | 408.615.2210
STADIUM AUTHORITY / STADIUM MANAGER
MONTHLY COORDINATION MEETING
November 20, 2023 | 1:00 p.m. – 2:00 p.m.
Levi’s Stadium
ATTENDEES
City/Stadium Authority
• Jōvan D. Grogan, City
Manager/Executive Director
• Ruth Mizobe Shikada, Executive
Director’s Office
• Christine Jung, Assistant to the
City Manager
• Elycia Knight, Development
Project Manager
49ers/Stadium Manager
• Francine Melendez Hughes,
Executive Vice President &
General Manager
• Peter Wilhelm, Chief Financial
Officer
MEETING MINUTES
1. D
ecember 25th NFL Game (SCSA)
The City and Stadium Authority sent a letter requesting double pay rate for non- sworn City and As Needed Employees for the Christmas game, as well as an adjustment to the public safety threshold based on those incremental costs. 49ers/Stadium Manager staff said they would look at what they have done in the past and respond to the request in the upcoming weeks.
2. D
ecember 10th Tours
Stadium Authority and Stadium Manager staff discussed coordination for two stadium tours that would occur during the December 10, 2023 NFL game. The first tour was for Guidepost Solutions to observe security operations and neighborhood impacts and the second tour was for the City’s new Assistant City Manager and Public Information Officer to view operations during a stadium event.
3. S
ecurity Assessment – Expense Allocation (Stadium Manager) Stadium Authority shared that it selected Guidepost Solutions to complete the security and neighborhood impacts assessment project. The service agreement is in an amount not to exceed $99,800. Stadium Manager asked for a copy of the consultant’s proposal, which the Stadium Authority agreed to share. 49ers/Stadium Manager staff confirmed that StadCo would cover 45% of the cost of the security and neighborhood impacts assessment and the Bay Area Host Committee would cover 10%.
4. C
ouncil Meeting (12/5) – Sod Replacement (Stadium Manager) Stadium Authority and Stadium Manager staff discussed sod removal services that are utilized for stadium events and the continued sod removal agreement request that was pending Board approval on the December 5, 2023 agenda. This discussion included sharing the Board’s questions about the request, sod supply vs. sod removal, previous vendors/contracts providing this service, division of costs and how these services were funded in the past, etc. Stadium Manager staff said they would likely participate at the December 5 meeting and would confirm at a later date.
5. S
tadium Manager RFP Process (Stadium Manager)
Stadium Authority and Stadium Manager staff discussed the City/Stadium Authority’s review and potential participation in upcoming key procurements related to Non-NFL Event operations that will go to the Board for approval later in the fiscal year. Stadium Authority staff asked the Stadium Manager to share the scope of services and for City/Stadium Authority review and/or participation in specific procurement processes such as event security and janitorial services.
Stadium Manager said they would discuss the request internally and update the Stadium Authority.
6. C
ity/Stadium Authority Participation in Upcoming Key Solicitations (SCSA) See Item 5.
7. P
arking Stall Count – Mission College (Stadium Manager)
Stadium Authority and Stadium Manager staff discussed a pending proposal for parking at Mission College. Stadium Authority staff shared that the City’s Community Development Department required a written acknowledgement from Mission College that it agreed to provide parking spaces for events. The Stadium Manager would coordinate with Mission College and Community Development Department regarding the submittal and receipt of acknowledgement.
8. I
nquiry Regarding Potential Additional Stadium Parking (SCSA) Stadium Authority and Stadium Manager staff discussed the possibility of public vehicle access for events through the southern portion of the back nine (closest to Tasman East) owned by Related and the coordination required for implementation.
9. A
dditional Endzone Field Level Seats (SCSA)
Stadium Authority and Stadium Manager discussed the Stadium Manager’s update on adding additional seats at the field level which was the result of replacing existing/prior seats (due to wear and tear). The new seats will be smaller, so they can fit additional seats in the area, which would in turn generate new Stadium Builder License (SBL) revenue. Stadium Authority staff said they would discuss internally and share next steps with the Stadium Manager.
10. C
apital Projects (SCSA)
Key staff on the City and Stadium Manager respective teams (Elycia Knight and Ryan Van Maarth) are meeting regularly to discuss and coordinate stadium capital improvements, including a future jumbotron replacement project and potential requirements/impacts.
11. P
ublic Safety and Operational Documents in Budget Process (SCSA) The City/Stadium Authority will be sharing comments for the public safety and operational documents on or before December 8, 2023.
12. M
iscellaneous Items, If Needed
At the beginning of the meeting, Executive Director Jovan Grogan provided an update on upcoming Stadium Authority staffing changes.
Date: 11/20/2023, 3:30 p.m.
Phone Call:
For
Santa Clara Stadium Authority:
Glen Googins, Stadium Authority Counsel
For
Stadium Manager:
Jihad Beauchman
1. Lobby
ist Registration Ordinance Requirements
2. Miscellaneous Operations Issues
Weekly Accounting Status Meeting
Date: 11/29/2023; 2:30pm to 2:40pm
Teams Meeting: Brenda Lee (SCSA), Brent Ghan (ManCo) and Caitlin Ritchie (ManCo)
1. Q
2 Certificates uploaded to the Lender portal
2. Capital Expenditure invoices
3. FY 2023-24 Capital Expenditure summary
Kickoff Meeting with Guidepost Solutions
Date: 12/01/2023; 11:00 a.m. – 12:00 p.m.
Teams Meeting: Jōvan D. Grogan, Ruth Mizobe Shikada, Christine Jung, Derek Rush, Richard Fitting (City/Stadium Authority); Francine Melendez Hughes (49ers/Stadium Manager); Jim Hayes, Cathal Walsh, Angela Osborne, Steven Draghi, Morgan Hassler, Ramone Kegler (Guidepost Solutions)
1. I
ntroductions
2. Review scope of work for the event entry/security procedures and neighborhood impacts assessment
3. December 10th event visit
4. Project schedule
5. Potential documents for consultant review
Check In Meeting
Date: 12/05/2023; 3:30 p.m. – 4:00 p.m.
Teams Meeting: Jōvan D. Grogan, Glen Googins, Ruth Mizobe Shikada, Kenn Lee, Christine Jung (City/Stadium Authority); Francine Melendez Hughes, Jihad Beauchman (49ers/Stadium Manager)
1. St
adium Authority confirmation of Stadium Manager’s PowerPoint for the 12/05/2023 sod removal agenda it
em
2. Order of sod removal presentations
3. Grow lights at Levi’s Stadium and recent inquiries, including how they are used, how often, and related equi
pment
4. Sod removal costs
Operational Tour at Levi’s Stadium
Date: 12/10/2023
In person Meeting: Jōvan D. Grogan, Ruth Mizobe Shikada, Chuck Baker, Janine De la Vega (City/Stadium Authority); Francine Melendez Hughes, Peter Wilhelm, Jason Montgomery, Jeremy Vaux, Ryan van Maarth, Ellie Caple, Joshua Stephens (49ers/Stadium Manager);
1. I
ntroduction to new City Staff
2. Introduction by ManCo/49ers staff of their respective roles
3. Overall event operation briefing
Date: 12/13/2023, 1:00 p.m.
Zoom:
For
Santa Clara Stadium Authority:
Glen Googins, Stadium Authority Counsel
Sujata Reuter, Chief Assistant City Attorney
For
Stadium Manager:
Jihad Beauchman
For
FIFA:
Michelle Cornell-Davis
Peter Gutierrez
Adam Sullins
For
Bay Area Host Committee:
Matt Richards
Robert Weikert
1. FIFA
World Cup Documents
Weekly Accounting Status Meeting
Date: 12/13/2023; 2:30pm to 2:36pm
Teams Meeting: Linh Lam (SCSA), Tyler Cook (SCSA), Brenda Lee (SCSA), Brent Ghan (ManCo) and Caitlin Ritchie (ManCo)
1. I
ntroduce new Accounting Division Manager
2. KPMG Agreed Upon Procedures audit
STADIUM AUTHORITY/STADIUM MANAGER
QUARTERLY STATUS MEETING
December 13, 2023 | 4:30 p.m. – 5:30 p.m.
Santa Clara Convention Center, Room 201
A
TTENDEES
City/Stadium Authority
• Jōvan D. Grogan, City
Manager/Executive Director
• Chuck Baker, Assistant City
Manager
• Christine Jung, Assistant to the
City Manager
• Elycia Knight, Development
Project Manager
49ers/Stadium Manager
• Francine Melendez Hughes,
Executive Vice President &
General Manager
• Peter Wilhelm, Chief Financial
Officer
M
eeting Minutes
1. Q
uarterly 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 e vents
c. Private Parking Agreements
i. Executed private parking agreements
ii. Ongoing negotiations for private parking agreements S
tadium Authority and Stadium Manager staff discussed the general financials for the Taylor Swift and Beyonce concerts. Stadium Manager shared updates regarding booked 2024 Non-NFL events which include the May 4, June 22, and July 2 soccer events, May 17-18 Luke Combs concerts, and July 17 Rolling Stones concert. Stadium Manager staff offered to connect Assistant City Manager Chuck Baker with key staff who managed non-ticketed Non-NFL events. Separately, Stadium Authority staff brought up the need for a structural relationship between the Stadium Authority and Stadium Manager when it came to managing future Non-NFL event cancellations.
S
tadium Manager staff shared that they were scheduling capital projects in a way so that they would not impact events. They planned to submit their projects after the new year and noted that some of the projects may require CEQA.
S
tadium Authority and Stadium Manager staff discussed updates related to the Stadium Manager’s recent efforts to obtain public vehicle access through Related’s property for upcoming events and Mission College parking.
2. D
ecember 25th Event
City/Stadium Authority staff shared the status of City work efforts for the December 25, 2023 NFL gam
e, including the upcoming December 19, 2023 Council item on staffing/pay. City/Stadium Authority and Stadium Manager had a confidential public safety discussion.
3. Pre-Litigation Meeting Prep (Stadium Manager)
Confidential discussion.
4. P
ost Event Feedback from Chuck (Stadium Manager)
Assistant City Manager Chuck Baker shared his experience for the December 10, 2023 NFL game oper
ational tour.
5. S
ecurity Procedures and Neighborhood Impact Review
a. Feedback from Guidepost Assessment (Stadium Manager) b. Coordination for January 6/7 Visit (Stadium Authority) S
tadium Manager staff were interested in Guidepost Solutions’ feedback after the consultant tour
ed and observed the December 10, 2023 NFL game. City/Stadium Authority and Stadium Manager had a confidential public safety discussion. Stadium Manager agreed to lead the fol
lowing Guidepost Solution tour, which was planned for January 6 or 7, 2024. Stadium Authority and Stadium Manager coordinated next steps for the visit.
6. C
ity/Stadium Authority Participation in Key Upcoming Solicitations – Follow Up (Stadium Authority)
Stadium Manager staff agreed that it made sense to have City/Stadium Authority staff participate in the ev
ent security solicitation process. They shared that they were reviewing the scope of other venues’ janitorial services as a benchmark and would likely change the scope of the stadium’s janitorial services in the upcoming solicitation.
7. A
dditional Endzone Field Level Seats – Follow Up (Stadium Authority) Stadium Manager confirmed that the seats were not fully installed but due to the conversion of the field s
eats (wide seats to more narrow seats), more seats could be fit in the endzone of the field. Stadium Authority staff shared that the Board approved a certain number of Stadium Builder Licenses (SBLs) in 2022
, and anything above that number will require additional Board action. Both sides agreed to look into follow up items related to the request, including the number of seats approved by the Board and w
hether SBLs were actually executed.
8. C
apital Improvement Projects Update (Stadium Authority)
Stadium Authority staff provided an update on a recent meeting with Stadium Manager’s lead staff for capital projects and asked the Stadium Manager to identify critical projects and provide an updated c
apital projects schedule from the Stadium Manager. Stadium Manager staff shared updates about key pr
ojects, such as the DAS, roof, and jumbotron enhancement. City/Stadium Authority staff proposed scheduling a planning meeting to discuss the jumbotron enhancement application and regulatory process.
9. Wor
ld Cup Improvements – Confidential (Stadium Authority)
Confidential discussion.
10. Levi’s S
tadium Signage (Stadium Authority)
Stadium Authority and Stadium Manager agreed that the Naming Rights signage was an outstanding i
ssue that still needed to be resolved. New Stadium Authority staff on the team needed to learn more about the
signs and come up to speed.
Bi-weekly Stadium Capex Permit Meeting
Date: 12/15/2023; 11:30am to 12:00am
Zoom Meeting: Elycia Knight (SCSA), Ryan VanMaarth (ManCo)
1. R
eviewed Capex Status Tracker.
2. Reviewed Submitted and Open Projects.
3. Update on the status of Verizon rights for DAS system.
Financial Management System
Managed Services Status Meeting
Date: 12/20/2023; 2:00pm to 2:21pm
Zoom Meeting: Linh Lam (SCSA), Brenda Lee (SCSA), David Presley (SCSA), Brent Ghan (ManCo), Chad Hundley (Armanino), Rebecca Bunas, and Giles Zollar (Armanino)
1. Open i
nvoice, available system review, available support hours and academy courses
2. Coupa/Scribe to load AP invoices into GP
3. Great Plains upgrade to 18.6 from 18.4
4. SCSA trainings using available academy courses
Date: 12/21/2023, 1:30 p.m.
In Person Meeting – Santa Clara Convention Center:
For
Santa Clara Stadium Authority:
Jōvan D. Grogan, Executive Director
Glen Googins, Stadium Authority Counsel
Chuck Baker, Assistant City Manager
Sujata Reuter, Chief Assistant City Attorney
Kenn Lee, Director of Finance
Ruth Shikada, Retired Annuitant
Mohammad Walizadeh, Outside Counsel
For
Stadium Manager:
Jihad Beauchman
Jeff Fong
Francine Hughes
Peter Wilhelm
Charmaine Yu
1. O
utstanding Arbitration Disputes