Biweekly Stadium CapEx SCSA Permit Meeting
Date: 4/05/2024; 11:00 am to 11:30 am
Zoom Meeting: Elycia Knight (SCSA), Ryan Van Maarth (ManCo)
AGENDA
1. Permits:
a. Canopy Camera Project
i. Pilot Program in partnership with Intel. Update on permit status under review with the building department.
Super Bowl LX Master Planning Session Meeting
Date: 4/8/2024; 12:30pm
In Person Meeting at Levi’s Stadium: Jovan Grogan, Chuck Baker, Derek Rush (City/SCSA); Grecia Barboza (49ers); Zaileen Janmohamed, Becca Smith, Karina Herold, Patty Hubbard, Ryan Bates, Kristin Miller, Ruth Shikada (Bay Area Host Committee); Sonia Nayak and Robert Weikert (Nixon Peabody)
1. Representatives from the NFL and NFL related agencies and vendors hosted a SBLX Master Planning Session at Levi’s Stadium with key stakeholders. This meeting was a highly collaborative planning session/workshop to explore security perimeter, hospitality, media, ride share and other SBLX related initiatives that require logistics planning and coordination.
Date: 4/9/2024, 10:30 a.m.
Teams Meeting:
For Santa Clara Stadium Authority:
Glen R. Googins, Stadium Authority Counsel
For Stadium Manager:
Jihad Beauchman
1. Arbitration Issues
Public Works Procurement Meeting
Date: 04/11/2024; 2:00pm to 3:00pm
Teams Meeting: Christine Jung, Falguni Amin (City/SCSA), and Jenti Vandertuig (Stadium Manager)
1. Discuss City public works procurement process
2. Review City public works bid documents
Date: 4/15/2024, 3:30 p.m.
Phone Call:
For Santa Clara Stadium Authority:
Sujata Reuter, Chief Assistant City Attorney
For Stadium Manager:
Jihad Beauchman
1. Disability Access Services
Event Security RFP Discussion
Date: 04/16/2024; 11:00am to 11:30am
Teams Meeting: Christine Jung (City/SCSA); Francine Melendez Hughes, Jenti Vandertuig, and Jeremy Vaux (Stadium Manager)
1. Discussion of the Event Security RFP
Weekly Accounting Status Meeting
Date: 4/17/2024; 2:30pm to 2:39pm
Teams Meeting: Linh Lam (SCSA), Brenda Lee (SCSA), and Brent Ghan (ManCo)
1. NFL Surcharge Request
2. Public safety cost estimates to ManCo
Biweekly Stadium CapEx SCSA Permit Meeting
Date: 4/19/2024; 11:00 am to 11:30 am
Zoom Meeting: Elycia Knight (SCSA), Ryan Van Maarth (ManCo)
AGENDA
• Facilities Condition Assessment:
• B&D and selected subconsultants will conduct a visual non-intrusive inspection on May 7th and 8th.
• SCSA requested access to the RFQ.
• Tenant Exclusive spaces are not incorporated into the report. • Review open permits
• Permits anticipated for intake
• Discuss Video Board Meeting Agenda and outcome – Consultant meeting currently scheduled for 4/22 (Shannon George from David J Powers is unable to attend).
• Proposed Agenda:
• Update on design status - design is lagging behind.
• Configuration of the naming rights signage (additional transformers to supplement the power).
• Environmental reports currently being generated.
• Discuss what, if any, regulatory agency is required to be consulted. • Project schedule (Microsoft Project - Shareable) – Outstanding • Isolated schedule for video boards
• Critical Path
• Overall shareable
1. Open Projects:
• BLD24-00284 Demo (Green halo number) - Done
• BLD24 00398 Building Permit (Green halo number) - Done • South Field Seats - Build out this summer (Build out - May 19th) • Suite Reno (phased over 2 years).
• Gate A signage (BLD24- 01029) - (Outstanding with Fire. Built out before the start of the football season)
• 2 months for fabrications and install - approval by June.
Critical Incoming Projects
o Bowl Modifications – Submissions anticipated 4/30
o LED Video Boards – Submission anticipated 4/30 (Architectural / MEP) • Deferred submittal for catwalk and screen tech)
o Tech Room – Submission anticipated 4/30
• Core and Shell will be submitted - 4/30.
• Public Safety may need to review for emergency exit signage (event safety component).
o Naming Right (tab Signage_ Separate from the batwings) – Anticipated submission 4/30 • Will be submitted as two separate packages with a reference to the video boards because the structural details that tie back to the video board. • (Armand 4/22) Structural calcs will need to be included with loads imposed (wind and seismic). Signage can show connection places and points - video boards will include language for accounting for the points shown in the video boards. Video boards will need the structural). Video board layout needs to match the signage. o Field Lights - Public Funds (Prevailing wage) – Anticipated Submission 4/30 • LCP tracker/Certified Payroll.
• Bid date a few weeks beyond permit intake.
Financial Management System/Managed Services Status Meeting Date: 4/19/2024; 2:00pm to 2:19pm
Zoom Meeting: Linh Lam (SCSA), Brenda Lee (SCSA), David Presley (SCSA), Brent Ghan (ManCo), Chad Hundley (Armanino), Rebecca Bunas, and Giles Zollar (Armanino)
1. Available system review, available support hours and academy courses
2. ManCo open support tickets with InTwo
3. Coupa/Scribe to load AP invoices into Great Plains
4. System upgrade for Great Plains to upgrade from 18.4 to 18.6
5. SCSA trainings using available academy courses
Date: 4/22/2024 10:00 a.m.
Phone Call:
For Santa Clara Stadium Authority:
Sujata Reuter, Chief Assistant City Attorney
For Stadium Manager:
Jodi Marvet
1. Insurance
Date: 4/22/2024, 11:00 a.m.
Teams Meeting:
For Santa Clara Stadium Authority:
Glen R. Googins, Stadium Authority Counsel
For Stadium Manager:
Jihad Beauchman
1. Arbitration Issues
Date: 4/22/2024, 5:00 p.m.
Phone Call:
For Santa Clara Stadium Authority:
Sujata Reuter, Chief Assistant City Attorney
For Stadium Manager:
Jihad Beauchman
1. Disability Access Services
Weekly Accounting Status Meeting
Date: 4/24/2024: 2:30pm to 2:40pm
Teams Meeting: Tyler Cook (SCSA), Brenda Lee (SCSA), and Brent Ghan (ManCo)
1. SCSA switching banks to JP Morgan Chase
2. Final Capital Expenditure spend report from ManCo
3. Non-NFL Events P&L reporting
4. Stadium Builder License Relocation
Date: 4/26/2024, 10:00 a.m.
Zoom Meeting:
For Santa Clara Stadium Authority:
Glen R. Googins, Stadium Authority Counsel
Chuck Baker, Assistant City Manager
Christine Jung, Assistant to the City Manager
For Stadium Manager:
Jihad Beauchman
For Bay Area Host Committee:
Zaileen Janmohamed
Sonia Nayak
Matthew Richards
Ruth Shikada
Becca Smith
Robert Weikert
1. Assignment and Assumption Agreement Issues
Biweekly Stadium CapEx SCSA Permit Meeting
Date: 4/26/2024; 11:00 am to 11:30 am
Zoom Meeting: Elycia Knight (SCSA), Ryan Van Maarth (ManCo)
Agenda:
• Consultant proposals for FCA – ManCo to provide.
• Permits:
o ManCo to provide SCSA an updated schedule
o South Field Seats comments back to the consultant
Responses probably intaking next week.
o Yahoo Wings – Approved.
o Suite Renovations - TCO application may be requested - use 1 - 2 suites (Devcon)
Likely will request suites under TCO
Phase 2 (May 3rd).
o Naming rights - Meeting with Armand
o Bowl Modifications / Pitch anticipated submission (4/30). o Video Boards anticipated submission (5-6 weeks out)
o Tech Room anticipated submission (4/30).
o LED field lights anticipated submission (4/30).
Date: 4/26/2024, 2:30 p.m.
Teams Meeting:
For Santa Clara Stadium Authority:
Glen R. Googins, Stadium Authority Counsel
For Stadium Manager:
Jihad Beauchman
1. Arbitration Issues
STADIUM AUTHORITY/STADIUM MANAGER
MONTHLY COORDINATION MEETING
April 29, 2024 | 3:00 p.m. – 4:00 p.m.
Levi’s Stadium
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
AGENDA
1. Field Seat SBLs 5/7 Agenda Item and Stadium Manager In-Person Appearance Stadium Authority and Stadium Manager staff discussed field seat logistics, including ADA seats and the status of NFL approval. The Stadium Manager was also asked to be present at the Stadium Authority Board meeting for the item.
2. Jumbotron and Control Room Status
Stadium Manager staff provided an update on the jumbotron that they were in the design process and preparing a submittal. They shared that the Naming Rights signage would need to be a on parallel track. Stadium Authority staff requested a timeline and coordination on the project. Stadium Authority staff also inquired about control room related equipment and labor, which Stadium Manager staff said they would follow up on.
3. FCA Feedback
Stadium Authority and Stadium Manager staff confirmed Stadium Authority staff’s participation in meetings related to the Facility Condition Assessment and discussed the Stadium Authority’s request for bid documents for the selected consultant and subconsultants from the Stadium Manager’s project manager. A walk-through of the Stadium was scheduled for the following week.
4. Inventory List (Follow up)
Stadium Manager staff shared that they were working on an inventory list of old Stadium equipment.
5. Parking Agreements (Follow up)
Stadium Authority staff confirmed that they received copies of the parking agreements for Non-NFL Events sent by the Stadium Manager. There was brief discussion and acknowledgement that the Stadium Manager provided spaces for a Convention Center event.
6. Miscellaneous Items
Stadium Authority and Stadium Manager staff discussed coordination for the Levi’s Stadium security and neighborhood impacts assessment, scheduling potential Non-NFL Events presentations to the Board in the upcoming months, and stadium capacity for the upcoming Luke Combs concerts.
Procurement Discussion Meeting
Date: 4/30/2024; 10:30am to 12:00pm
Hybrid Meeting – Teams and Levi’s Stadium: Chuck Baker, Christine Jung, Grace Dougherty, and Laura Sunseri (City/SCSA); Jenti Vandertuig (ManCo)
1. Discussion of proposed amendments to the Stadium Authority Procurement Policy
Weekly Accounting Status Meeting
Date: 5/1/2024; 2:30pm to 2:38pm
Teams Meeting: Tyler Cook (SCSA), Brenda Lee (SCSA), Brent Ghan (ManCo) and Caitlin Ritchie (ManCo)
1. Non-NFL Event Revenue Financial Management System Backup
2. Request for breakout of Trust Budget Details
3. May Operating and Maintenance disbursement
Date: 5/2/2024, 4:00 p.m.
Teams Meeting:
For Santa Clara Stadium Authority:
Glen R. Googins, Stadium Authority Counsel
For Stadium Manager:
Jihad Beauchman
1. Arbitration Issues and FIFA
Biweekly Stadium CapEx SCSA Permit Meeting
Date: 5/3/2024; 11:00 am to 11:30 am
Zoom Meeting: Elycia Knight (SCSA), Ryan Van Maarth (ManCo) Agenda:
• BND Proposal
o Subconsultant proposals
o Leveling
o ManCo requests on behalf of BND - Expenses for and expenditures - for CapEx (SCSA) what's been paid over the last 10 years.
• Permits
o South Field Seats - 5/2
o FIFA Bowl
o Video Boards - Bld. 6/7 - 6/14
CEQA studies next week
When does the peer review happen in the process
FAA - duration
o Control room
o Naming rights- 5/17
o LED Field Lights - 5/6
Weekly Accounting Status Meeting
Date: 5/08/2024; 2:30pm to 2:36pm
Teams Meeting: Tyler Cook (SCSA), Brenda Lee (SCSA), Brent Ghan (ManCo) and Caitlin Ritchie (ManCo)
1. CapEx invoices for Fiscal Year 2023/24
2. CapEx reconciliation
3. Additional backup for interest deposited to SCSA Revenue account
Date: 5/9/2024, 9:30 a.m.
Zoom Meeting:
For Santa Clara Stadium Authority:
Jovan D. Grogan, Executive Director
Glen R. Googins, Stadium Authority Counsel
Chuck Baker, Assistant City Manager
Christine Jung, Assistant to the City Manager
Elizabeth Klotz, Assistant City Attorney
For Stadium Manager:
Jihad Beauchman
For Bay Area Host Committee:
Zaileen Janmohamed
Sonia Nayak
Matthew Richards
Ruth Shikada
Becca Smith
Robert Weikert
1. FIFA World Cup 2026 Assignment and Assumption Agreement Terms/Issues
Date: 5/10/2024, 10:00 a.m.
Phone Call:
For Santa Clara Stadium Authority:
Sujata Reuter, Chief Assistant City Attorney
For Stadium Manager:
Jodi Marvet
1. Maya Claim
Biweekly Stadium CapEx SCSA Permit Meeting
Date: 5/10/2024; 11:00 am to 11:30 am
Zoom Meeting: Elycia Knight (SCSA), Ryan Van Maarth (ManCo) Agenda:
• Incoming Permits/outstanding permit:
- FIFA Bowl design progress update
- Field Lights design progress update
- Signage (gate A and ring of honor) design progress update - South Field Seats (SBL) design progress update
- Tech Room (Video Boards) design progress update
• Schedule for Video Boards / Ribbon Boards/Naming Rights - CEQA Addendum Process
- Permit Sequencing
Planning
BLD
Deferred Submittals
- Potential Regulatory Agency coordination
Airport Land Use Committee (ALUC)
Federal Aviation Administration (AFAA)
- Master Signage Update – Anticipated submittal date.
- FCA next steps
Initial Report Schedule
• Draft
• Cost Estimates
Levi’s Coordination Meeting
Date: 5/10/2024; 1:00 pm to 2:00 am
Zoom Meeting: Elycia Knight (SCSA), Ryan Van Maarth (ManCo), Reena Brilliot (CSC), Nimisha Agrawal (CSC), Armand Lobao (CSC), Chuck Baker (CSC), Joseph Crummet (DevCon), Shannon Bartch (HOK), Amber Luther (Populous), Francine Hughes (ManCo)
Agenda:
1. Overall Magnitude of the Project and what impacts CEQA and determination of t trigger requirements for a supplemental EIR and Process going forward. a. V ideo Boards + Ribbon Board.
b. Naming rights Signage
2. Checklist for planning and Confirmation for CEQA addendum:
a. Sign package and Video boards should be studied together. i. Sightline study
ii. Photoluminescence study
3. Permitting Process and Expectations
a. City – Planning Project timelines for potential coordination with outside agencies i. 90 days for Airport Land Use Commission (ALUC)
ii. 60 days city review
Should not assume the City review the with the ALUC.
b. Building Permit
4. Overall Permitting and Construction Schedule and impact of all projects in critical path. • Construction start 1/27/25
Determine construction finish by date
• Determine permits in hand by date
STADIUM AUTHORITY/STADIUM MANAGER
MONTHLY COORDINATION MEETING
May 14, 2024 | 4:00 p.m. – 5:00 p.m.
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
AGENDA
7. Review of All 2024 Non-NFL Events – Stadium Manager
Stadium Authority staff requested advanced notice of all events, including non-ticketed events and community events, organized in a spreadsheet format. This would allow the Stadium Authority to share information on upcoming events with staff and elected officials. The Stadium Manager staff said they were not aware of providing this type of document in the past, but they would look into it.
8. Luke Combs (Pre-Operations Meeting and Run of Show) – Stadium Manager The Stadium Manager shared an update that the City’s Police and Fire Departments attended the pre-operations meeting for the upcoming Luke Combs concerts and that all concert permits had been submitted. Stadium Authority staff shared that Guidepost Solutions were attending the Friday, May 17
th concert as part of the security and
neighborhood impacts assessment and requested the Stadium Manager to provide event credentials and coordination, as needed, for the consultant.
9. Guidepost Funding Agreement and NDA – Both
Stadium Authority staff provided an update that a draft of the funding agreement for the security and neighborhood impacts assessment will be shared with the Stadium Manager and Bay Area Host Committee for review.
10. $200k Grants Implementation Agreement (Status) – Stadium Authority Stadium Authority and Stadium Manager staff discussed that their respective legal teams were negotiating the agreement that would allow for the distribution of StadCo’s annual grant of $200,000 to the Santa Clara community. The agreement is expected to have an initial three-year term and that funds will be disbursed to the Swim Club ($100,000), Bill Wilson Center ($50,000), and the City’s Community Grant Program ($50,000) in the initial year. Stadium Authority staff requested the Stadium Manager to identify the fiscal agent that would be responsible for disbursing the grant funds to the Swim Club and Bill Wilson Center.
11. FCA (status) – Stadium Manager
Stadium Authority and Stadium Manager staff discussed the recent walk-through for the Facility Condition Assessment (FCA). Stadium Authority staff walked through some key areas of the Stadium. The Stadium Authority requested a completion schedule for the FCA from the Stadium Manager. Stadium Authority staff also shared a status update that the Finance team was preparing an invoice summary of all CapEx payments through FY 2024/25.
12. Display Boards and Control Room (Status) – Both
Stadium Authority and Stadium Manager staff discussed recent meetings on the display boards and control room and the need for a weekly meeting cadence for the projects.
City/Stadium Authority staff previously asked the Stadium Manager to prepare a schedule that outlines the CEQA process and what needs to be submitted to Planning and regulatory agencies. The Stadium Manager is aiming to complete the display board installation before the first event in 2025. The schedule is compact but does incorporate limited time to address things that may come up. There was discussion regarding potential light, glare, and noise impacts associated with the larger display boards which staff was reviewing to determine appropriate analysis and next steps. Stadium Authority staff requested a logistics plan for capital projects. Stadium Authority staff also asked Stadium Manager staff to confirm whether current usage charges outlined in the Stadium Lease still applied due to size adjustments to the video boards and control room.
13. Field Seat SBLs (Status) – Both
Stadium Authority staff provided a status update that the Amendment No. 1 to the SBL Allocation Agreement was being rushed for execution. Stadium Manager staff shared that they expected final approval from the NFL to come in any day. There was discussion regarding the Stadium Authority Board’s follow up direction regarding field seat SBL pricing, the City’s provision of comments for the field seat permits, and prioritizing the project so that the installation could be completed by the end of July.
14. Marketing Plan (Agenda Items and Next Meeting Schedule Alignment) – Both Stadium Authority staff had an introductory meeting with the Stadium Manager’s Non- NFL Events staff and requested to set up a regular meeting cadence.
15. Stadium Manager Board Appearance (Schedule Next Appearance) – Both The Stadium Manager aimed to June or July meeting for council appearance.
16. Miscellaneous
Stadium Authority staff requested the Stadium Manager to provide more information on the community tickets that are referenced in the Stadium Lease.
Date: 5/15/2024, 10:30 a.m.
Teams Meeting:
For Santa Clara Stadium Authority:
Glen R. Googins, Stadium Authority Counsel
Mohammad Walizadeh, Hanson Bridgett
For Stadium Manager:
Jihad Beauchman
Charmain Yu
1. 49ers Settlement Agreement Terms/Issues
Weekly Accounting Status Meeting
Date: 5/15/2024; 2:30pm to 2:36pm
Teams Meeting: Tyler Cook (SCSA), Brenda Lee (SCSA), Brent Ghan (ManCo) and Caitlin Ritchie (ManCo)
1. True-up for FY2023/24 Senior & Youth Program Fees
2. ManCo CapEx tracker sent by the end of the week
3. SBL reporting provided at the end of May
4. Lender budget
5. Bank reconciliations
Date: 5/17/2024, 8:00 a.m.
Teams Meeting:
For Santa Clara Stadium Authority:
Glen R. Googins, Stadium Authority Counsel
Mohammad Walizadeh, Hanson Bridgett for Santa Clara Stadium Authority
For Stadium Manager:
Jihad Beauchman
Charmain Yu
1. 49ers Settlement Agreement Terms/Issues
Date: 5/20/2024, 8:00 a.m.
Teams Meeting:
For Santa Clara Stadium Authority:
Glen R. Googins, Stadium Authority Counsel
Mohammad Walizadeh, Hanson Bridgett for Santa Clara Stadium Authority
For Stadium Manager:
Jihad Beauchman
Charmain Yu
1. 49ers Settlement Agreement Terms/Issues
Stadium Capital Projects Update Meeting
Date: 5/20/2024; 9:00am to 10:00am
Teams Meeting: Chuck Baker, Reena Brilliot, Nimisha Agrawal, Armand Lobao (City/SCSA); Francine Hughes and Ryan Van Maarth (Stadium Manager); Joseph Crummet (DevCon), Shannon George and Fiona Phung (David J. Powers & Associates, Inc.); Amber Luther (Populous),
1. Video Board Design
2. CEQA Studies – Noise and Glare
3. FAA Land Use Commission Next Steps
Weekly Accounting Status Meeting
Date: 5/29/2024; 2:30pm to 2:40pm
Teams Meeting: Tyler Cook (SCSA), Brenda Lee (SCSA), Brent Ghan (ManCo) and Caitlin Ritchie (ManCo)
1. Remaining FY2023/24 CapEx invoices
2. KPMG Community Facilities District Advance confirmation
3. CapEx actual spending detail from 2013 – present.
Kylii/Blue Lot Parking Meeting
Date: 5/31/2024, 9:00 a.m.
Teams Meeting: Jovan Grogan, Chuck Baker, Reena Brilliot, and Elizabeth Klotz (City/SCSA); Francine Hughes and Michael Rescigno (Stadium Manager)
1. Discussed implications of a reduction of available parking spaces due to the Kylii development project on the Blue Lot parking area.
Meeting Title: Stadium Capital Projects Update Meeting (via Teams) Dat
e: 6/3/2024; 9:00am to 10:00am
Team
s Meeting:
Chuck Baker, Reena Brilliot, Nimisha Agrawal, Armand Lobao (City/SCSA); Francine Hughes and Ryan Van Maarth (Stadium Manager); Joseph Crummet (DevCon), Shannon George and Fiona Phung (David J. Powers & Associates, Inc.); Amber Luther (Populous)
Agenda:
1. Video Board Design
• Levi's approved signage; will submit as one package to ALUC
2. CEQA Studies – Noise and Glare
• Neighborhood and glare site lines will be studied as part of a city neighborhood impact report
• Will have the data/numbers that measure the new light/glare Nit levels Date: 6/4/2024, 1:30 p.m.
Teams Meeting:
For Santa Clara Stadium Authority:
Glen R. Googins, Stadium Authority Counsel
For Stadium Manager:
Jihad Beauchman
1. Various Stadium Operations and Settlement Implementation Issues
Weekly Accounting Status Meeting
Date: 06/05/2024; 2:30pm to 2:38pm
Teams Meeting: Tyler Cook (SCSA), Brenda Lee (SCSA), and Caitlin Ritchie (ManCo)
1. Performance Based Rent of $3.6M to be sent in July
2. CapEx actual spending detail from 2013 – present
Guidepost Discussion
Date: 06/12/2024; 9:30am to 10:30am
Teams Meeting: Chuck Baker and Christine Jung (City/SCSA), Francine Melendez Hughes and Peter Wilhelm (49ers/Stadium Manager), Jim Hayes (Guidepost Solutions)
1. Confidential discussion related to Levi’s Stadium security.
Date: 6/14/2024, 6:30 p.m.
Phone Call:
For Santa Clara Stadium Authority:
Elizabeth Klotz, Assistant City Attorney
For Stadium Manager:
Jihad Beauchman
1. Stadium Parking
STADIUM AUTHORITY/STADIUM MANAGER
QUARTERLY STATUS MEETING
June 17, 2024 | 3:00 p.m. – 4:30 p.m.
Levi’s Stadium
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
A G E N D A
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
c. Private Parking Agreements
i. Executed Private Parking Agreements
ii. Ongoing Negotiations for Private Parking Agreements
Stadium Authority and Stadium Manager staff discussed logistics for upcoming events scheduled for June 22, July 2, 17, 24, and 27. Stadium Manager shared that there was delay with closing out the books for past Non-NFL Events due to delayed invoices for public safety services from external law enforcement partners, which Stadium Authority staff confirmed they would follow up on. Staff discussed whether future capital projects would impact the 2025 events calendar.
Event parking and private parking agreements were also discussed. Stadium Manager staff confirmed that the private parking agreements shared with the Stadium Authority were active agreements specific to Non-NFL Events. There was discussion regarding the number of parking spaces included in the Transportation Management and Operation Plan.
There was a confidential discussion about items related to negotiations with the Bay Area Host Committee.
2. Event Security Oversight Procedures (Stadium Authority) Stadium Authority and Stadium Manager staff discussed procedures implemented by the event security consultant, including training, supervision, and briefings.
3. Great America Main Lot Approval Status (Stadium Authority) Stadium Authority and Stadium Manager discussed the Cedar Fair and City parking agreement and Main Lot parking matters and usage for prior events.
4. Control Room Equipment / TI Terms (Stadium Authority) Stadium Authority and Stadium Manager staff discussed the control room, which would be impacted by the video boards, whether the existing fee for the Stadium Authority’s usage of Tenant Improvements would change, and confirmed that labor charges related to the control room are billed to the event promoter.
5. Scheduling Marketing Meeting (Stadium Authority)
Stadium Authority staff followed up on request to schedule a meeting with the Stadium Manager’s Head of Levi’s Stadium Events to discuss Non-NFL Events marketing and booking, which the Stadium Manager was working on.
6. Miscellaneous Items
Stadium Authority and Stadium Manager staff discussed the status of the field seats and potential applicable of the City’s salvaged equipment policy to the Stadium equipment. There was also a confidential discussion about items related to negotiations with the Bay Area Host Committee.
Meeting Title: Stadium Capital Projects Update Meeting (via Teams) D
ate: 6/17/2024; 9:00am to 10:00am
T
eams Meeting:
Chuck Baker, Reena Brilliot, Nimisha Agrawal, Armand Lobao (City/SCSA); Francine Hughes and Ryan Van Maarth (Stadium Manager); Joseph Crummet (DevCon), Shannon George and Fiona Phung (David J. Powers & Associates, Inc.); Amber Luther (Populous)
A
genda:
1. Video Board Design
• Review of ALUC package comments
2. CEQA Studies – Noise and Glare
• Confirmed city will review neighborhood glare impacts at NNE event • Already have the data/numbers that measure the light
Date: 6/18/2024, 1:00 p.m.
Teams Meeting:
For Santa Clara Stadium Authority:
Glen R. Googins, Stadium Authority Counsel
For Stadium Manager:
Jihad Beauchman
1. Various Stadium and Settlement Implementation Issues
Financial Management System/Managed Services Status Meeting Date: 6/20/2024; 2:30pm to 2:43pm
Zoom Meeting: Brenda Lee (SCSA), David Presley (SCSA), Brent Ghan (ManCo), and Chad Hundley (Armanino)
1. Great Plains server reboot
2. Available system review, available support hours and academy courses
3. ManCo open support tickets with InTwo
4. Coupa/Scribe to load AP invoices into Great Plains
Date: 6/21/2024; 1:30pm to 1:46pm
Phone Meeting: Grace Dougherty (City/SCSA) and Jenti Vandertuig (ManCo)
1. Event security services
Meeting Title: Stadium Capital Projects Update Meeting (via Teams)
Date: 6/24/2024; 9:00am to 10:00am
Teams Meeting:
Chuck Baker, Reena Brilliot, Nimisha Agrawal, Armand Lobao (City/SCSA); Francine Hughes and Ryan Van Maarth (Stadium Manager); Joseph Crummet (DevCon), Shannon George and Fiona Phung (David J. Powers & Associates, Inc.); Amber Luther (Populous)
Agenda:
1. Video Board Design
• Discussed battery storage code and relocation
• Staff review and confirmation of secondary steel requirement and cost attribution • Discussed Nit calculation methodology
2. CEQA Studies – Noise and Glare
• Aligned on timeline to submit to FAA, Airport; discussed comment review status Weekly Accounting Status Meeting
Date: 06/26/2024; 2:30pm to 2:42pm
Teams Meeting: Tyler Cook (SCSA), Brenda Lee (SCSA), Brent Ghan (ManCo) and Caitlin Ritchie (ManCo)
1. Non-NFL Event Profit and Loss, Operating and Maintenance True-Up reporting
2. SBL proceeds through 5/31/24
3. KPMG AUP report
Event Security RFP and Agreement
Date: 6/28/2024; 3:30pm to 4:00pm
Teams Meeting: Chuck Baker, Christine Jung, and Derek Rush (City/SCSA); Francine Melendez Hughes (ManCo)
1. Discussion of the Event Security RFP, proposed event security agreement, and Stadium Manager’s presence at the Board meeting for the agenda item.