Weekly Accounting Status Meeting
Date: 1/3/2024; 2:30pm to 2:45pm
Teams Meeting: Tyler Cook, Brenda Lee (City/SCSA); Brent Ghan, Caitlin Ritchie (Stadium Manager)
1. A
greed Upon Procedures report work with KPMG
2. Status of Fiscal Year 2021/22 true-up for Groundskeeping in Shared Stadium Expenses
3. Stadium Builder License (SBL) monies to be transferred on January 12, 2024 Introduction to Events Team
Date: 1/4/24; 10AM to 11AM
In-Person - Levi's Stadium: Chuck Baker (City/SCSA), Brent Schoeb, Emily Eskin, Catherine Lentz, Peter Wilhelm, and Francine Hughes (Stadium Manager)
1. Met with marketing and sponsorship team to discuss the FY23/24 Marketing Plan Biweekly Stadium CapEx Permit Meeting
Date: 1/5/2024; 11:30am to 12:00pm
Zoom Meeting: Elycia Knight (SCSA), Ryan Van Maarth (ManCo)
1. Dis
cussed SCSA Budget – OpEx /CapEx due 1/31.
2. Planning meeting to discuss Jumbotron Project submission.
3. Update on the status of Verizon rights for DAS system.
Date: 1/9/2024, 1:30 p.m.
In Person Meeting – Levi’s Stadium
For Santa Clara Stadium Authority:
J
ovan D. Grogan, Executive Director
Chuck Baker, Assistant City Manager
Glen R. Googins, Stadium Authority Counsel
For S
tadium Manager:
Al Guido
Jihad Beauchman
Peter Wilhelm
1. Nam
ing Rights Proposal
SCSA Permit Meeting
Date: 1/10/2024; 11:00 am to 11:30 am
Zoom Meeting: Elycia Knight (SCSA), Ryan Van Maarth (ManCo)
1. Projects SCSA and ManCo Projects in critical path
a. Naming Rights Signage Permit Requirements
b. Video Boards Permit Requirements
c. FIFA Super Bowl Capital Improvement Projects
Jumbotron Project Meeting
Date: 1/10/24; 1:30PM to 2:30PM
Teams Meeting: Chuck Baker, Elycia Knight, Reena Brilliot (City/SCSA), Ryan Van Maarth, and Francine Hughes (Stadium Manager)
1. Update on current status of Jumbotron CapEx project and control room expansion proposal Weekly Accounting Status Meeting
Date: 1/10/2024; 2:30pm to 2:37pm
Teams Meeting: Brenda Lee (City/SCSA); Brent Ghan, Caitlin Ritchie (Stadium Manager)
1. Agr
eed Upon Procedures report work with KPMG
2. Stadium Builder License (SBL) monies to be transferred on January 12, 2024 Date: 1/11/2024, 12:00 p.m.
Phone Call
For Santa C
lara Stadium Authority:
Glen Googins, Stadium Authority Counsel
For Stadi
um Manager:
Jihad Beauchman
1. Outstandi
ng Arbitration Disputes
2. Naming Rights Issues
Date: 1/17/2024, 1:00 p.m.
Teams Meeting
For S
anta Clara Stadium Authority:
Chuck Baker, Assistant City Manager
Christine Jung, Assistant to the City Manager
Glen Googins, Stadium Authority Counsel
For S
tadium Manager:
Francine Hughes
Jeremy Vaux
For G
uidepost Solutions:
Jim Hayes
1. Chec
k-in with Guidepost and Stadium Manager Regarding Security Assessment Weekly Accounting Status Meeting
Date: 1/17/2024; 2:30pm to 2:40pm
Teams Meeting: Tyler Cook, Brenda Lee (City/SCSA); Brent Ghan, Caitlin Ritchie (Stadium Manager)
1. St
adium Builder License (SBL) deposit to US Bank
2. Fiscal Year 2021/22 true-up of $1,493.30 for Groundskeeping in Shared Stadium Expenses to be transferred on January 19, 2024
3. Stadium Manager aiming to have Financial Management System (FMS) payroll request completed before March 31, 2024
MEETING MINUTES FOR
STADIUM AUTHORITY/STADIUM MANAGER
MONTHLY COORDINATION MEETING
January 17, 2024 | 3:00 p.m. – 4:00 p.m.
Microsoft Teams Meeting
ATTENDEES
City/Stadium Authority
• Chuck Baker, Assistant City
Manager/ Assistant Executive
Director
• Christine Jung, Assistant to the
City Manager/Assistant to the
Executive Director
49ers/Stadium Manager
• Francine Melendez Hughes,
Executive Vice President &
General Manager
• Peter Wilhelm, Chief Financial
Officer
MEETING MINUTES
1. P
arking Spots and Parking Access (Stadium Authority)
The City/Stadium Authority and Stadium Manager shared their respective updates related to the status of pending agreements for Yellow Lot 1 (public vehicle access) and Yellow Lot 3 (parking). The City planned to execute the agreement for Yellow Lot 1 the following day.
2. Jum
botron (Stadium Authority)
The jumbotron is a StadCo capital project that is being funded by StadCo. This item was discussed with t
he following item (Levi’s Stadium Naming Rights Signage).
3. Levi
’s Stadium Naming Rights Signage (Stadium Authority)
The Stadium Authority and Stadium Manager discussed the Levi’s Stadium Naming Rights signage in r
elation to the proposed extension of the Stadium Authority’s Naming Rights Agreement with Levi Strauss & Co. The Stadium Authority asked questions regarding maintenance and repairs costs related t
o the existing and proposed Naming Rights signage enhancement, including existing FY 2023/24 CapEx funding and potential cost sharing for the proposed Naming Rights signage enhancement. The S
tadium Manager confirmed that no FY 2023/24 CapEx funds had been expended on maintenance for the existing signage. It was agreed that the proposed extension of the Naming Rights Agreement would go on the J
anuary 30, 2024 meeting agenda for the Stadium Authority Board’s consideration.
4. C
ity/Stadium Authority Participation in Key Upcoming Solicitations – Follow Up (Stadium Authority)
As a follow up from prior discussions regarding the upcoming janitorial and event security solicitations, the Stadium Manager shared that their Director of Procurement would share a timeline for the Request for Proposals (RFP) and the RFPs for the City and Stadium Authority’s review.
5. A
dditional Endzone Field Level Seats – Follow Up (Stadium Authority) As a follow up from prior discussions regarding the Stadium Manager and StadCo’s proposal to move f
orward with adding SBLs to additional field seats, the Stadium Authority confirmed that the Stadium Authority Counsel Office’s direction was that SBLs for any seats above the 70 field seats that were approved by the Stadium Authority Board in June 2022 would require additional Board approval. The S
tadium Authority and Stadium Manager discussed the requirement for the NFL’s approval of the field seats and number of seats being added. The Stadium Manager shared that a building permit was submitted for additional field seats.
6. C
omplaints Discussion (Stadium Authority)
The Stadium Authority shared recent complaints related to ADA seating and season ticket price increases. The Stadium Manager explained their process for seating ADA patrons and clarified that they cannot ask someone who is requesting ADA seating to show proof of their disability. They also s
hared their process for getting ADA patrons and mobility groups to the gate or seat. The Stadium Manager described their internal process for handling season holder ticket complaints and shared i
nformation about the benefits that attributed to the recent price increases. The Stadium Authority and S
tadium Manager confirmed that the current process for sending/forwarding complaints should be continued.
Levi's Naming Rights Meeting
Date: 1/17/24; 6:00PM to 8:30PM
In-Person - Selby’s Restaurant: Chuck Baker (City/SCSA), Al Guido (49ers), Chip Bergh, and Michelle Gass (Levi’s)
1. Discuss specific Levi’s naming rights deal points
Date: 1/19/24 2:30pm-3:00pm
Meeting Title: Levi’s Naming Rights
Meeting Location: Teams link provided by Janine De la Vega Attendees:
• From 49ers - Ellie Caple (Director Communications and Public Affairs), Josh Stephens (Manager Communications and Public Affairs)
• From City/SCSA - Janine De la Vega, Michelle Templeton, Chuck Baker Discussion: Potential for a joint press release on the Levi’s Stadium Naming Rights Agreement pending Board approval.
Date: 1/22/24 11:30am-Noon
Meeting Title: Levi’s/49ers/SCSA Comms Discussion
Meeting Location: Zoom link provided by Ellie Caple
Attendees:
• From 49ers - From 49ers - Ellie Caple (Director Communications and Public Affairs), Josh Stephens (Manager Communications and Public Affairs)
• From Levi’s – Marie-Helene Azar (Director of Commuinations Levi’s Strauss & Co.) • From City/SCSA - Chuck Baker (Assistant City Manager), Michelle Templeton (Acting A
ssistant City Manager), Janine De la Vega (City Communications Director), Discussion: Potential for a joint press release on the Levi’s Stadium Naming Rights Agreement pending Board approval including Levi’s staff.
Procurement Discussion
Date: 01/22/2024; 3:00pm to 3:15pm
Teams Meeting: Grace Dougherty (City/SCSA) and Jenti Vandertuig (Stadium Manager)
1. Discu
ss upcoming agreement extensions that will go to the Board for approval Date: 1/22/2024, 5:00 p.m.
Teams Meeting:
For
Santa Clara Stadium Authority:
Glen R. Googins, Stadium Authority Counsel
For
Stadium Manager:
Jihad Beauchman
1. Touc
h Base Regarding Various Issues, Including Proposed Naming Rights Extension and S
tadium Operations
Weekly Accounting Status Meeting
Date: 1/24/2024; 2:30pm to 2:44pm
Teams Meeting: Linh Lam, Tyler Cook, Brenda Lee (City/SCSA); Brent Ghan, Caitlin Ritchie (Stadium Manager)
1. S
tatus of outstanding public safety costs
2. Fiscal Year 2022/23 Shared Expense payroll review
Jumbotron Project Meeting
Date: 1/25/24: 11AM to 12PM
Teams Meeting: Chuck Baker, Elycia Knight, Reena Brilliot (City/SCSA), Ryan Van Maarth, and Francine Hughes
(Stadium Manager)
1. Review
planning/permitting process with Stadium Manager staff
Biweekly Stadium CapEx Permit Meeting
Date: 1/26/2024; 11:00 am to 11:30 am
Zoom Meeting: Elycia Knight (SCSA), Ryan Van Maarth (ManCo) StadCo
1. FIFA Bowl Modifications Field Seats – Confirmation of submittal to Planning. Redirection for building permit intake.
a. Need to generate drawings for a building permit.
b. Feb 1st, 2025, to begin renovations
2. Vi
deo Boards – (weekly meetings scheduled)
a. David J Wright - Shannon George worked on the original EIR. b. ManC o working on preliminary CEQA analysis.
c. Integrator is studying the media room. There will be a deferred submittal for the equipment layout.
3. Installation of (20) additional Verizon 5G radios
SCSA – CapEx
1. Stadium canopies and cameras
2. Kitchen equipment
Budget items going before the Board.
1. Replace Furniture: Going before the Board on 2/20.
2. Aesthetic Improvements – Premium Areas and Special Events: Budget amendment before Board 12/12/2023
Other
1. Anticipated dates for critical path permit submittals.
2. Anticipated budget amendment items to be submitted.
3. SCSA CapEx tracking reconciliation.
4. FY23 Budget.
5. Any other permits in the queue.
Date: 01/26/2024; 2:30pm to 4:00pm
In Person Meeting at Starbucks, 2030 Wyatt Drive, Santa Clara: Kenn Lee (City/SCSA); Jeff Fong, Alex Acton (Stadium Manager)
1. Fi
scal Year 2024/25 Budget
2. Trust Budget
Date: 1/31/2024, 1:00 p.m.
Teams Meeting
For S
anta Clara Stadium Authority:
Elizabeth Klotz, Assistant City Attorney
For S
tadium Manager:
Jihad Beauchman
1. Tic
ketmaster Licensed User Agreement Discussion
Weekly Accounting Status Meeting
Date: 1/31/2024; 2:30pm to 2:41pm
Teams Meeting: Tyler Cook, Brenda Lee (City/SCSA); Brent Ghan, Caitlin Ritchie (Stadium Manager)
1. S
tatus of outstanding public safety cost and parking fees – Fiscal Year 2022/23 invoices to be paid by February 2, 2024
2. December bank reconciliations
Biweekly Stadium CapEx Permit Meeting
Date: 2/9/2024; 11:00 am to 11:30 am
Zoom Meeting: Elycia Knight (SCSA), Ryan Van Maarth (ManCo)
1. Open Submittals in Review
a. SCSA
b. ManCo
2. Reoccurring Meeting Status
a. Devcon
b. Building
c. Video Boards / Naming Rights
3. Anticipated Submittals
a. Level 700 Expansion
b. Field Lights
c. Naming Rights
4. Other Misc.
a. ManCo to provide updated schedule
b. ManCo to provide breakout schedule for Video Boards
c. ManCo to provide breakout schedule for projects in critical path d. Site walk to be scheduled
e. Facilities Condition Assessment
Weekly Accounting Status Meeting
Date: 2/14/2024; 2:30pm to 2:50pm
Teams Meeting: Tyler Cook (City/SCSA); Brent Ghan, Caitlin Ritchie (Stadium Manager)
1. St
atus of 3rd Quarter Non-NFL Events and Stadium Builder License reports
2. Trust Budget update for year-end reserves
3. Status of outstanding public safety costs for Fiscal Year 2023/24
4. Capital expenditure cutoff date for year-end close
5. Agreed Upon Procedures report work with KPMG
SCSA Budget Open Items
Date: 2/21/24; 11AM to 1PM
Teams
Meeting: Jōvan Grogan, Chuck Baker (City/SCSA), Peter Wilhelm, and Francine Hughes (Stadium Manager)
1. Get clarity on answers to FY24/25 open budget items
Financial Management System
Managed Services Status Meeting
Date: 2/21/2024; 2:00pm to 2:19pm
Zoom Meeting: Tyler Cook, Brenda Lee, David Presley (City/SCSA); Brent Ghan (Stadium Manager); Chad Hundley, Rebecca Bunas, Giles Zollar (Armanino)
1. Avai
lable system review, available support hours and academy courses
2. Smartview access for SCSA team
3. ManCo open support tickets with InTwo
4. Bulk import for processing vendor refunds using Integration Manager
5. Coupa/Scribe to load AP invoices into Great Plains
6. System upgrade for Great Plains to upgrade from 18.4 to 18.6
7. SCSA trainings using available academy courses
Weekly Accounting Status Meeting
Date: 2/21/2024; 2:30pm to 2:42pm
Teams Meeting: Tyler Cook, Brenda Lee (City/SCSA); Brent Ghan, Caitlin Ritchie (Stadium Manager)
1. M
onthly Operating and Maintenance and year-end reserve deposit to US Bank
2. Status of 3rd Quarter Non-NFL Events and Stadium Builder License reports
3. Agreed Upon Procedures report work with KPMG
4. Naming Rights Fee Credit reimbursement to SCSA
Date: 02/22/2024; 1:00pm to 1:30pm
Zoom Meeting: Kenn Lee (City/SCSA); Jeff Fong, Alex Acton (Stadium Manager)
1. Fi
scal Year 2024/25 Budget
Date: 2/26/2024, 11:00 a.m.
Zoom:
For Santa C
lara Stadium Authority:
Jovan D. Grogan, Executive Director
Christine Jung, Assistant to the City Manager
Glen Googins, Stadium
Authority Counsel
Elizabeth Klotz, Assistant City Attorney
For Stadi
um Manager:
Jihad Beauchman
For Bay
Area Host Committee:
Zaileen Janmohamed
Ruth Shikada
Becca Smith
Sonia Nayak
Matt Richards
Robert Weikert
1. Proc
ess, Terms and Issues for World Cup 2026 Assignment and Assumption Agreement Shared Stadium Expenses Budget Review Meeting
Date: 02/27/2024; 10:00am to 12:00pm
Zoom Meeting: Kenn Lee, Linh Lam, Tyler Cook, Chuck Baker (City/SCSA); Alex Acton, Chris Steele, Harshil Bhavsar, Brent Ghan (Stadium Manager)
1. Team
Introductions
2. Overview of Shared Stadium Expenses Compensation for Fiscal Year (FY) 2024/25 Budget
a. Methodology for Shared Stadium Expenses Compensation and the assumptions behind general annual salary increase
3. Sampling of Shared Stadium Expenses Compensation for FY 2024/25
4. Overview and Sampling of Other General and Administrative Expenses for FY 2024/25
MEETING MINUTES FOR
STADIUM AUTHORITY/STADIUM MANAGER
MONTHLY COORDINATION MEETING
February 27, 2024 | 3:00 p.m. – 4:00 p.m.
Microsoft Teams Meeting
ATTENDEES
City/Stadium Authority
• Chuck Baker, Assistant City
Manager/ Assistant Executive
Director
• Christine Jung, Assistant to the
City Manager/Assistant to the
Executive Director
• Elycia Knight, Development
Project Manager
49ers/Stadium Manager
• Francine Melendez Hughes,
Executive Vice President &
General Manager
• Peter Wilhelm, Chief Financial
Officer
MEETING MINUTES
1. E
xhibit C (Stadium Manager)
The Stadium Manager referred the Stadium Authority to look at Stadium Lease Exhibit C for the S
tadium site plan. There was discussion about the ambiguity of a few proposed Capital Expense (CapEx) projects and whether they were more operational in nature than capital.
2. R
esponse to Q4 2022 Proposal (Stadium Manager)
Confidential discussion.
3. D
iscussion on the Tuesday (2/27) Council Meeting (Stadium Manager) The Stadium Manager shared that two representatives would be present via Zoom to respond to questions for the February 27, 2024 Council/Board meeting, in which included a Study Session on the pr
oposed Stadium Authority FY 2024/25 Budget.
4. M
arketing Plan (Stadium Authority)
New Stadium Authority staff is learning the Stadium Manager’s business model for Non-NFL Events and would like to sit down with key Stadium Manager staff to learn more about ticketed Non-NFL Event strategies and bookings.
5. C
ommunity Grants (Stadium Authority)
The Stadium Manager shared that StadCo was still working on the approach for community grants that were connected to the recent Amendment to the Naming Rights Agreement and would provide updates at a later time.
6. Faci
lities Condition Assessment
The Stadium Authority and Stadium Manager discussed having Stadium Authority staff participate in t
he Facilities Condition Assessment. The Stadium Manager also provided updates on the solicitation pr
ocess and what the assessment would entail (walk through, report, etc.).
7. SBLs (Stadium Authority)
The Stadium Authority confirmed that the proposed field seat SBLs that were previously discussed would require Stadium Authority Board approval. The Stadium Authority and Stadium Manager discussed outstanding issues related to the request, including number of additional seats and propos ed
p
ricing.
8. G
uidepost Invoicing (Stadium Authority)
The Stadium Manager provided an update that they were ready to schedule time with Guidepost Solutions to go over a pending request. The Stadium Authority and Stadium Manager also discuss ed
and agr
eed on a process for which StadCo will pay for its respective portion of the Guidepost Agreement.
Weekly Accounting Status Meeting
Date: 2/28/2024; 2:30pm to 2:43pm
Teams Meeting: Linh Lam, Tyler Cook, Brenda Lee (City/SCSA); Brent Ghan, Caitlin Ritchie (Stadium Manager)
1. Fi
nancial Management System (FMS) payroll selections
2. Status of 3rd Quarter Stadium Builder License report
3. 4th Quarter SBL monies to be transferred on March 8, 2024
4. Status of outstanding public safety costs for Fiscal Year 2023/24
5. January bank statements uploaded to One Drive
Date: 2/28/2024, 4:00 p.m.
Via Teams:
For
Santa Clara Stadium Authority:
Glen Googins, Stadium Authority Counsel
For
Stadium Manager:
Jihad Beauchman
1. V
arious Stadium Operations and Claims Issues
Weekly Accounting Status Meeting
Date: 3/6/2024; 2:30pm to 2:40pm
Teams Meeting: Tyler Cook, Brenda Lee (City/SCSA); Brent Ghan, Caitlin Ritchie (Stadium Manager)
1. S
tatus of outstanding public safety costs for Fiscal Year 2023/24
2. Status of payment for Naming Rights Fee Credit invoice
3. 4th Quarter Stadium Builder License monies to be transferred on March 8, 2024
4. Capital expenditure cutoff date for year-end close
Biweekly Stadium CapEx Permit Meeting
Date: 3/8/2024; 11:00 am to 11:30 am
Zoom Meeting: Elycia Knight (SCSA), Ryan Van Maarth (ManCo)
1. Inc
oming submittals
• Level 100 ADA Modifications
• Level 100 Club Access
• Bowl Modifications
• Video Board/Naming Rights (progress)
• South Field Seats Corners - anticipated end of next week • LED Field Lights (April)
2. Sub
mittals Under Review
• Yahoo Wings (demo)
o 3/18 comments back to StadCo
o Mobilization late March /early April
• Yahoo building permit
o Resubmittal next week 3/12
o Health department permit to go in.
3. Site Walk
4. Meeting Cadence
Date: 3/8/2024, 4:00 p.m.
Via Teams:
For
Santa Clara Stadium Authority:
Glen Googins, Stadium Authority Counsel
For
Stadium Manager:
Jihad Beauchman
1. V
arious Stadium Operations and Claims Issues
Janitorial Services
Date: 03/11/2024; 6:30pm to 7:00pm
Teams Meeting: Chuck Baker, Christine Jung (City/SCSA), and Francine Melendez Hughes (Stadium Manager)
1. P
rocurement and operational questions regarding janitorial services agreement
2. Upcoming Request for Proposal process for janitorial services Date: 3/13/2024, 11:00 a.m.
Via Zoom:
For Santa C
lara Stadium Authority:
Jovan D. Grogan, Executive Director
Chuck Baker, Assistant City Manager
Christine Jung, Assistant to the City Manager
Glen Googins, Stadium Authority Counsel
Elizabeth Klotz, Assistant City Attorney
For Stadi
um Manager:
Jihad Beauchman
For Bay
Area Host Committee:
Zaileen Janmohamed
Sonia Nayak
Matthew Richards
Ruth Shikada
Becca Smith
Robert Weikert
1. Ass
ignment and Assumption Agreement Issues
Weekly Accounting Status Meeting
Date: 3/13/2024; 2:30pm to 2:39pm
Teams Meeting: Linh Lam, Tyler Cook, Brenda Lee (City/SCSA); Brent Ghan, Caitlin Ritchie (Stadium Manager)
1. Reques
t for facility fee to be broken out in the 45-Day Non-NFL reports
2. Status of supporting backup in the Financial Management System for Fiscal Year 2023/24 – data through September 2023
Date: 3/13/2024, 5:00 p.m.
Via Teams:
For
Santa Clara Stadium Authority:
Glen Googins, Stadium Authority Counsel
For
Stadium Manager:
Jihad Beauchman
1. A
rbitration Issues
Stadium Capital Projects Update Meeting
Date: 3/18/24; 9AM to 10AM
Teams: Chuck Baker, Elycia Knight, Reena Brilliot, Nimisha Agrawal, Armand Lobao (City/SCSA Staff), Francine Hughes, Ryan Van Maarth, Joseph Crummett, and Shannon George (Stadium Manager)
1. Update on current and planned stadium capital projects Date: 3/19/2024, 3:00 p.m.
Via Teams:
For S
anta Clara Stadium Authority:
Glen Googins, Stadium Authority Counsel
For S
tadium Manager:
Jihad Beauchman
1. Ar
bitration Issues
Biweekly Stadium CapEx Permit Meeting
Date: 3/22/2024; 11:00 am to 11:30 am
Zoom Meeting: Elycia Knight (SCSA), Ryan Van Maarth (ManCo)
1. Inc
oming submittals
• Bowl Modifications anticipated intake 4/30/24.
• LED Video Boards anticipated intake 4/30/24 (Architectural / Mechanical, Engineering and Plumbing (MEP))
• Tech Room anticipated intake 4/30/24.
o Deferred submittal for catwalk and screen technology
• Naming Rights Signage x 4 (Exterior Façade, Video Board and Suite Tower) anticipated intake 4/30/24.
• Field Lights - Public Funds (Prevailing wage) anticipated intake 4/30/24.
MEETING MINUTES FOR
STADIUM AUTHORITY/STADIUM MANAGER
QUARTERLY STATUS MEETING
March 26, 2024 | 3:30 p.m. – 5:00 p.m.
Santa Clara City Hall, CMO Staff Conference Room
ATTENDEES
City/Stadium Authority
• Jōvan D. Grogan, City
Manager/Executive Director
• Chuck Baker, Assistant City
Manager/Assistant Executive
Director
• Christine Jung, Assistant to the
City Manager/Assistant to the
Executive Director
49ers/Stadium Manager
• Francine Melendez Hughes,
Executive Vice President &
General Manager
• Peter Wilhelm, Chief Financial
Officer
MEETING MINUTES
1. Quarterly Status Meeting Updates from Stadium Manager (Required by Management Agreement)
a. Financial Performance of Past Non-NFL Events
b. Status of Future Non-NFL Events
i. Booked Events
ii. Pipeline Events
T
he Stadium Manager provided an update that reconciliation for the FY 2023/24 Non- NFL Events will occur in the May or June timeframe. Stadium Authority and Stadium Manager discussed scheduling separate meetings to discuss review previous and upcoming ticketed and non-ticketed Non-NFL Events and who would participate in those meetings, which will include the Executive Director’s Office. c. P
rivate Parking Agreements
i. Executed Private Parking Agreements
ii. Ongoing Negotiations for Private Parking Agreements T
he Stadium Manager provided an update on the Stadium Authority’s prior request related to the Stadium Manager’s off-site parking agreements and would complete the request in the upcoming weeks. The Stadium Authority and Stadium Manager also discussed the number of required parking spaces and how future development in the area may impact parking availability for events, which the Stadium Authority agreed to keep the Stadium Manager in the loop about.
2. S
tadium Operations Oversight Improvements (Stadium Authority) a. Community Outreach & Engagement (Requests Timing, Board Meeting Appearance)
b. Marketing Plan KPIs
c. SOPs/Best Practices
T
he Stadium Authority and Stadium Manager acknowledged processes that have improved over time due to communication and close coordination and discussed other areas that both sides would further open lines of communication, partner, and collaborate on such as community outreach/engagement, especially for the neighborhood adjacent to the Stadium, and the Marketing Plan. There was also discussion regarding the Stadium Manager making quarterly appearances at Stadium Authority Board meetings.
3. St
adium Builder’s Licenses (SBLs) (Stadium Authority and Stadium Manager) a. Approval Status/Protocols
b. Staffing Levels and Roles
c. Pricing Methodology
d. End Zone Seats
T
he Stadium Manager confirmed that the total number of field seats being added to the existing 70 field seats was 24, bringing the total number of field seats to 94 (47 each in the North and South end zones). The Stadium Authority and Stadium Manager agreed that a separate workstream was required to discuss and coordinate the proposal to assign SBLs to the additional 24 field seats for the Stadium Authority Board’s consideration at the April 23 or May 7, 2024 Board meeting.
4. S
ettlement (Stadium Manager)
Confidential discussion.
5. Fa
cility Conditions Assessment (Stadium Manager)
The Stadium Manager provided updates on the Facility Conditions Assessment solicitation process. The Stadium Authority and Stadium Manager discussed the scope of work and the Stadium Authority’s participation in the assessment.
6. Founda
tion (Stadium Manager)
The Stadium Manager shared that a proposal was provided to City Attorney Glen Googins regarding the grant funds in connection with the Naming Rights Agreement extension that would be provided through the Forty Niners’ Foundation.
7. 24/
25 Budget (Stadium Manager)
This item was not discussed during the meeting.
8. I
nventory (Stadium Manager)
The Stadium Manager previously provided the Stadium Authority with inventory list of salvaged assets that they would like to sell. Those items are in storage and they plan to start selling items in the next 90 days. Due to recent transition of staff, the Stadium Authority no longer has the inventory list and the Stadium Manager will reshare the inventory list.
9. S
ecurity RFP (Stadium Manager)
The Stadium Authority and Stadium Manager discussed the timeline for the Event Security Services Request for Proposals (RFP), including the City and Stadium Authority’s review of the draft RFP (early April), release of the RFP (April), evaluation process with the City’s Police Department’s participation (May), and anticipated recommendation to the Stadium Authority Board (July).
10. V
ideo Control Room – 8th Floor (Stadium Manager)
The Stadium Authority and Stadium Manager discussed this capital project, including costs and labor, that is connected to the Video Board Enhancement project. The Video Board Enhancement project is a StadCo project and StadCo will be responsible for the costs.
11. M
iscellaneous Items, If Needed
No additional items were discussed.
Date: 3/28/2024, 3:00 p.m.
Phone Call:
For
Santa Clara Stadium Authority:
Glen Googins, Stadium Authority Counsel
For
Stadium Manager:
Jihad Beauchman
1. V
arious Stadium Operational and Claims Issues