Date: 07/02/2024; 3:30 pm to 5:00 pm
In Person Meeting at Starbucks, 2030 Wyatt Drive, Santa Clara: Kenn Lee (City/SCSA); and Jeff Fong (Stadium Manager)
1. SCSA Finance Updates
2. ManCo Updates
3. ERP Project
4. Lender Approvals of Settlement
Weekly Accounting Status Meeting
Date: 07/03/2024; 2:30 pm to 2:48 pm
Teams Meeting: Linh Lam, Brenda Lee (SCSA); Brent Ghan, Caitlin Ritchie (Stadium Manager)
1. Operating and Maintenance True-Up
2. G&A unused cash transfer to the Trust
3. Non-NFL Event Revenue and Stadium Builder License Proceeds transfer
Stadium Capital Projects Coordination - Critical Path
Date: 7/8/2024; 11:00 am to 9:00 am
Zoom Meeting: Elycia Knight, Chuck Baker, Reena Brilliot, Armand Lobao, Nimisha Agrawal, Lesley Xavier (City/SCSA); Ryan Van Maarth (Stadium Manager); Amber Luther (Populous)
Discussion:
• Discussion on the proposed Video Boards and CEQA Requirements. • Discuss the design requirement and permitting related to the FIFA Bowl permit submittal.
• Discuss the design requirements and permitting related to the Naming Rights Design Standards.
Date: 7/8/2024, 6:00 pm
Teams Meeting:
For Santa Clara Stadium Authority:
Glen R. Googins, Stadium Authority Counsel
For Stadium Manager:
Jihad Beauchman
1. Various Stadium Issues Including World Cup 2026
Date: 7/9/2024, 11:00 am
In Person 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 Negotiations
Weekly Accounting Status Meeting
Date: 07/10/2024; 2:30 pm to 3:00 pm
Teams Meeting: Tyler Cook, Brenda Lee (SCSA); Brent Ghan, Caitlin Ritchie (Stadium Manager)
1. FY2022/23 Operating and Maintenance True-Up
Date: 7/10/2024, 4:30 pm
Teams Meeting:
For Santa Clara Stadium Authority:
Elizabeth Klotz, Assistant City Attorney
For Stadium Manager:
Jihad Beauchman
1. Levi’s Stadium Security Procedures and Neighborhood Impacts Assessment Funding Agreement
Stadium Capital Projects Coordination - Critical Path
Date: 7/15/2024; 9:00 am to 10:00 am
Zoom Meeting: Elycia Knight, Chuck Baker, Reena Brilliot, Armand Lobao, Nimisha Agrawal, Lesley Xavier (City/SCSA); Ryan Van Maarth, Francine Hughes (Stadium Manager); Amber Luther (Populous), Joseph Crummet (DevCon) Discussion:
• Stadium Manager shared the Critical Path Project Schedule. • Discussion on forecasted projects and anticipated submittal dates. • Discussion about the CEQA requirements for the Video Boards.
Weekly Accounting Status Meeting
Date: 07/17/2024; 2:30 pm to 2:56 pm
Teams Meeting: Tyler Cook, Brenda Lee (SCSA); Brent Ghan, Caitlin Ritchie (Stadium Manager)
1. FY 2022/23 Operating and Maintenance expenses True-Up
2. FY 2024/25 Q1 perfection certificates
Date: 7/24/2024, 11:00 am
In Person 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
Robert Weikert
1. FIFA World Cup 2026 Assignment and Assumption Agreement Negotiations
STADIUM AUTHORITY/STADIUM MANAGER
MONTHLY COORDINATION MEETING
July 30, 2024 | 4:00 p.m. – 5:00 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
• Sujata Reuter, Chief Assistant City
Attorney
49ers/Stadium Manager
• Francine Melendez Hughes,
Executive Vice President &
General Manager
• Peter Wilhelm, Chief Financial
Officer
• Jihad Beauchman, Executive Vice
President, General Counsel
AGENDA
1. ADA accommodation
Discussion of recent ADA complaints received by Stadium Authority from event attendees.
Stadium Manager staff provided information about their provision of accessibility services and tickets, which include mobility shuttle and ticket swaps for accessible seats.
2. Allied Request for Proposal (RFP) / Report
Discussion of various security items, including Guidepost Solutions’ scope, a potential agreement for interim security services, and the inclusion of a service level agreement, performance measures, penalties, compliance, and staff roles and responsibilities in the new agreement for security services.
3. B ay Area Host Committee (BAHC) / Stadium Authority / Stadium Manager Capital Projects meeting
Stadium Authority and Stadium Manager staff confirmed that a separate meeting would be scheduled to review the bowl modifications required for FIFA World Cup 2026.
4. Display boards control room commercial agreement
Discussion about Capital Expense (CapEx) projects, including the display boards, Naming Rights signage, control room, and suites.
5. Salvage equipment update
Stadium Manager provided an update that they were still working on a list of salvage equipment.
6. SBL amendments
Discussion of cost neutral amendments to SBLs that relocate SBL Holders to different seats in sections that are priced at the same level and relevant agreement provisions. Stadium Authority staff would look at additional information.
7. Levy second amendment
Discussion of the pending Amendment No. 2 to the Agreement with Levy for concessionaire services. Stadium Manager staff confirmed that the amendment would not have any financial impacts to the Stadium Authority.
8. Ticketmaster agreement
Discussion of an agreement with Ticketmaster for Non-NFL Events that needs to go to the Board for approval and key provisions like cost structure.
9. SBL Sales Training Request
Discussion of the existing agreement for SBL sales training and structure of the training.
10. Scheduling Meeting with Major Non-NFL Events Lead
Stadium Authority staff requested to schedule meeting with the Stadium Manager’s Head of Stadium Events to learn more about the Non-NFL Event booking process.
11. Misc.
a. Fanatics
Discussion on a proposed agreement with Fanatics that allows for operations outside of the team store during Non-NFL Events, which would be submitted for Stadium Authority approval in the near future.
Date: 8/1/2024, 12:30 pm
Phone Call:
For Santa Clara Stadium Authority:
Sujata Reuter, Chief Assistant City Attorney
For Stadium Manager:
Jihad Beauchman
1. NFL Security Procedures
Weekly Accounting Status Meeting
Date: 08/7/2024; 2:30 pm to 2:45 pm
Teams Meeting: Tyler Cook, Brenda Lee (SCSA); Brent Ghan, Caitlin Ritchie (Stadium Manager)
1. Outstanding Public Safety Costs
2. Financial Management System testing
3. KPMG Annual Audit
4. FY 2024/25 Q1 perfection certificates
Stadium Capital Projects Coordination - Critical Path
Date: 8/12/2024; 9:00 am to 10:00 am
Zoom Meeting: Elycia Knight, Chuck Baker, Reena Brilliot, Armand Lobao, Nimisha Agrawal, Lesley Xavier (City/SCSA); Ryan Van Maarth, Francine Hughes (Stadium Manager); Amber Luther (Populous); Joseph Crummet (DevCon); Fiona Phung, Shannon George (DJP)
Discussion:
• Discussion on forecasted projects and anticipated submittal dates. • Check-in out permits currently in review.
• Discussion about the CEQA requirements for the Video Boards including meeting scheduled with 3rd party consultants.
• Discussion and preparation for the FIFA bowl presentation to City Council.
Weekly Accounting Status Meeting
Date: 08/14/2024; 2:30 pm to 2:39 pm
Teams Meeting: Brenda Lee (SCSA); Brent Ghan, Caitlin Ritchie (Stadium Manager)
1. Non-NFL Event Surcharge
2. Ticket Platform Fees
3. KPMG sample selections
4. Q1 reporting
5. Armanino ERP upgrade
Date: 8/14/2024, 5:30 pm
Teams Meeting:
For Santa Clara Stadium Authority:
Glen R. Googins, Stadium Authority Counsel
For Stadium Manager:
Jihad Beauchman
1. Pending Stadium Contracts
Date: 8/19/2024, 1:30 pm
Phone Call:
For Santa Clara Stadium Authority:
Sujata Reuter, Chief Assistant City Attorney
For Stadium Manager:
Jihad Beauchman
1. Security Credentialing
Stadium Capital Projects Update Meeting
Date: 8/20/2024 3:00 pm to 3:30 am
Zoom Meeting: Elycia Knight and Chuck Baker (SCSA); Ryan Van Maarth and Francine Hughes (Stadium Manager)
Discussion:
Prepare for the August 21
st World Cup Project Overview.
Date: 8/21/2024, 9:00 am
In Person Meeting:
For Santa Clara Stadium Authority:
Jovan D. Grogan, Executive Director
Chuck Baker, Assistant City Manager
Elizabeth Klotz, Assistant City Attorney
Elycia Knight, Development Project Manager
Christine Jung, Assistant to the City Manager
For Stadium Manager:
Jihad Beauchman
Francine Hughes
Peter Wilhelm
Ryan Van Maarth
For Bay Area Host Committee:
Zaileen Janmohamed
Karina Herold
Sonia Nayak
Ruth Shikada
1. World Cup Project Overview
Weekly Accounting Status Meeting
Date: 08/21/2024; 2:30 pm to 2:41 pm
Teams Meeting: Brenda Lee (SCSA); Brent Ghan, Caitlin Ritchie (Stadium Manager)
1. Q1 Financials and Perfection Certificates
2. SBL Q1 Report
3. KPMG sample selections
4. Questions related to ERP upgrade from SCSA
Stadium Capital Projects Coordination - Critical Path
Date: 8/26/2024; 9:00 am to 10:00 am
Zoom Meeting: Elycia Knight, Reena Brilliot, Chuck Baker, Armand Lobao, Nimisha Agrawal, Lesley Xavier (City/SCSA); Francine Hughes, Ryan Van Maarth (Stadium M
anager); Amber Luther (Populous), Joseph Crummet (DevCon), Shannon George (DJP)
Discussion:
Video Board Design
CEQA Studies – Noise and Glare
FAA and Land Use Commission Next Steps
CapEx Check-In
Date:
8/26/2024; 3:30 pm to 4:00 pm
Zoom Meeting: Elycia Knight (SCSA) and Ryan Van Maarth (Stadium Manager) Discussion:
• Prepare Meeting for Project Schedule
o Building / Fire / Electrical (Event Permits)
Date: 8/26/2024, 5:30 pm
Teams Meeting:
For Santa Clara Stadium Authority:
Glen R. Googins, Stadium Authority Counsel
Elizabeth Klotz, Assistant City Attorney
For Stadium Manager:
Jihad Beauchman
1. Ticketmaster Agreement
Weekly Accounting Status Meeting
Date: 08/28/2024; 2:30 pm to 2:37 pm
Teams Meeting: Tyler Cook, Brenda Lee (SCSA); Brent Ghan, Caitlin Ritchie (Stadium Manager)
1. KPMG Year-end Audit
2. Public Safety Costs
3. Responses to ERP Questions from ManCo
Procurement Meeting
Date: 08/29/2024; 11:00 am to 11:18 am
Phone Meeting: Grace Dougherty (City/SCSA) and Jenti Vandertuig (Stadium Manager)
1. Discuss the Janitorial Services RFP, including the process for cost evaluation
Weekly Accounting Status Meeting
Date: 09/04/2024; 2:30 pm to 2:47 pm
Teams Meeting: Tyler Cook, Brenda Lee (SCSA); Brent Ghan, Caitlin Ritchie (Stadium Manager)
1. Audit committee meeting
2. Public Safety Costs reimbursements
3. Senior & Youth Fees FY 2023/24 True-Up
Procurement Meeting
Date: 09/06/2024; 12:30 pm to 12:50 pm
Phone Meeting: Grace Dougherty (City/SCSA) and Jenti Vandertuig (Stadium Manager)
1. Discuss how City of Santa Clara determines the total contract value for one-year contracts versus multi-year contracts
Date: 9/10/2024, 11:30 am
Teams Meeting:
For Santa Clara Stadium Authority:
Glen R. Googins, Stadium Authority Counsel
For Stadium Manager:
Jihad Beauchman
1. Various Stadium Issues and Contracts
Date: 9/11/2024, 9:00 am
In Person 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
Karina Herold
Sonia Nayak
Ruth Shikada
Becca Smith
Robert Weikert
1. FIFA World Cup 2026 Assignment and Assumption Agreement Negotiations
Weekly Accounting Status Meeting
Date: 09/11/2024; 2:30 pm to 2:43 pm
Teams Meeting: Tyler Cook, Brenda Lee (SCSA); Brent Ghan (Stadium Manager)
1. FY 2024-25 Public Safety Cost reimbursements
2. Public Safety Costs for COPA America matches
3. Capital Expenditure - Lighting Systems project
CapEx Check-In
Date: 9/12/2024; 1:00 pm to 1:30 pm
Zoom Meeting: Elycia Knight (SCSA) and Ryan Van Maarth (Stadium Manager)
Discussion:
Naming Rights Signage
LED Field Lights - Sports Lighting Project
Bowl Modifications
DAS System
CapEx Projects Construction Period
Financial Management System
Managed Services Status Meeting
Date: 9/12/2024; 2:00 pm to 2:13 pm
Zoom Meeting: Tyler Cook, Brenda Lee, (SCSA); Brent Ghan (Stadium Manager); Chad Hundley, Giles Zollar (Armanino)
1. Available system review, available support hours and academy courses
2. Coupa/Scribe to load AP invoices into Great Plains
3. GP Update from 18.6 from 18.4
4. ManCo migration to Microsoft Business Central
Stadium Capital Projects Coordination - Critical Path
Date: 9/16/2024; 9:00 am to 10:00 am
Zoom Meeting: Elycia Knight, Reena Brilliot, Chuck Baker, Armand Lobao, Nimisha Agrawal (City/SCSA); Ryan Van Maarth, Francine Hughes (Stadium Manger); Amber
Luther (Populous), Joseph Crummet (DevCon), Shannon George (DJP) Discussion:
Video Board Design
CEQA Studies – Noise and Glare
FAA and Land Use Commission Next Steps
Date: 9/16/2024, 5:00 pm
Teams Meeting:
For Santa Clara Stadium Authority:
Glen R. Googins, Stadium Authority Counsel
For Stadium Manager:
Jihad Beauchman
1. Various Stadium Issues
Date: 9/17/2024, 9:30 am
In Person 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
Karina Herold
Sonia Nayak
Ruth Shikada
Becca Smith
Robert Weikert
1. FIFA World Cup 2026 Assignment and Assumption Agreement Negotiations
Weekly Accounting Status Meeting
Date: 09/18/2024; 2:30 pm to 2:37 pm
Teams Meeting: Brenda Lee (SCSA); Brent Ghan, Caitlin Ritchie (Stadium Manager)
1. FY 2024-25 Public Safety Cost reimbursements
Date: 9/18/2024, 5:00 pm
Teams Meeting:
For Santa Clara Stadium Authority:
Glen R. Googins, Stadium Authority Counsel
For Stadium Manager:
Jihad Beauchman
1. Various Stadium Issues
Date: 9/19/2024, 2:30 pm
Teams Meeting:
For Santa Clara Stadium Authority:
Glen R. Googins, Stadium Authority Counsel
For Stadium Manager:
Jihad Beauchman
1. Various Stadium Issues
CapEx Check-In
Date: 9/20/2024; 12:30 pm to 1:00 pm
Zoom Meeting: Elycia Knight (SCSA) and Ryan Van Maarth (Stadium Manager) Discussion:
• Check-in on Capital Project design and construction timelines.
Stadium Capital Projects Coordination - Critical Path
Date: 9/23/2024; 9:00 am to 10:00 am
Zoom Meeting: Elycia Knight, Reena Brilliot, Chuck Baker, Armand Lobao, Nimisha Agrawal (City/SCSA); Ryan Van Maarth, Francine Hughes (Stadium Manager); Amber
Luther (Populous), Joseph Crummet (DevCon)
Discussion:
Update on CapEx Design and Construction Schedule
Video Board Design
CEQA Studies – Noise and Glare
FAA and Land Use Commission Next Steps
Update on Concert Permit Review Progress
Facilities Condition Assessment
Date: 9/24/2024, 10:30 am
Teams Meeting:
For Santa Clara Stadium Authority:
Glen R. Googins, Stadium Authority Counsel
For Stadium Manager:
Jihad Beauchman
1. Various FIFA World Cup and Stadium Issues
Date: 9/25/2024, 1:00 pm
Teams Meeting:
For Santa Clara Stadium Authority:
Sujata Reuter, Chief Assistant City Attorney
For Stadium Manager:
Jodi Marvet, Risk Manager
1. 2026 Insurance Procurement
Date: 9/25/2024, 5:15 pm
Teams Meeting:
For Santa Clara Stadium Authority:
Glen R. Googins, Stadium Authority Counsel
For Stadium Manager:
Jihad Beauchman
1. FIFA World Cup and Stadium Issues
Date: 09/26/2024; 11:30 am to 1:00 pm
In Person Meeting at Sajj Mediterranean 4140 N 1st Street Ste #10, San Jose: Kenn Lee (City/SCSA); Jeff Fong, Chris Steele (Stadium Manager)
1. SCSA Finance Updates
2. ManCo Updates
3. ERP Project
4. Lender Approvals of Settlement
5. SCSA Financial Statements
6. Auditor reviews and engagements
Date: 9/26/2024, 2:00 pm
In Person 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
Karina Herold
Sonia Nayak
Ruth Shikada
Becca Smith
Robert Weikert
1. 2026 FIFA/Super Bowl Negotiations
CapEx Check-In
Date: 9/27/2024; 12:30 pm to 1:00 pm
Zoom Meeting: Elycia Knight (SCSA) and Ryan Van Maarth (Stadium Manager) Discussion:
• Check-in on Capital Project design and construction timelines • Invoicing
49ers Grant Commitment Meeting
Date: 09/30/2024; 11:00 am – 11:30 am
Zoom Meeting: Christine Jung, Laura Sunseri (City/SCSA); and Elijah Lefkow (49ers)
1. Introductions to City Community Grant Program Manager and the 49ers Designee
2. Overview of the City of Santa Clara Community Grant Program
3. Overview of the 49ers Grant Commitment
4. Establish consultation process as required in the Initial Grant Funding Agreement between the City of Santa Clara and the 49ers
Date: 9/30/2024, 3:30 pm
Teams Meeting:
For Santa Clara Stadium Authority:
Sujata Reuter, Chief Assistant City Attorney
For Stadium Manager:
Jihad Beauchman
1. Nevarez v. Stadium Authority litigation
2. Allied Security Agreement
STADIUM AUTHORITY/STADIUM MANAGER
QUARTERLY STATUS MEETING
September 30, 2024 | 3:30 p.m. – 5:00 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
• Emily Eskin, Head of Stadium
Events
AGENDA
1. Non-NFL Events
a. FY 24/25 – most recent performance numbers
Discussion of the Stadium Manager’s process for booking major events, learnings from other stadiums, Non-NFL Event revenues, and factors that impact revenues and/or final net numbers including public safety costs and/or delayed public safety invoicing.
b. FY 24/25 – Sales/Marketing strategy/update
Discussion of various sales and marketing items, including the Stadium Manager’s strategy for booking private events, a potential marketing partnership with the DMO, and the Stadium Authority’s third-party market trend analysis through Canyon Oaks.
2. Allied agreement
a. Status of Allied’s review and appearance at Council Meeting Discussion of the proposed agreement with Allied for event security services that is pending Board approval as part of the October 8, 2024 agenda and Stadium Manager staff’s participation at the Board meeting.
3. Levy amendment agreement summary of terms/request to CSC Discussion of amended terms to the Levy agreement for concessionaire services that is being requested for Board approval.
4. Fanatics agreement summary of terms/request to CSC
Discussion of the proposed agreement with Fanatics for merchandise concession services that is being requested for Board approval.
5. CIP Projects
a. Digital signage commercial terms
i. Levi’s sign replacement cost estimate
Discussion of timeline for Board approval and coordination of next steps with the Stadium Manager’s Procurement Director.
ii. Control room equipment cost estimate status/implications on tenant improvement amortization
Stadium Manager is still working on this item.
b. DAS permit status (identify lease language)
Discussion of a time-sensitive DAS permit, which would allow the Stadium Manager to move forward on a tenant improvement project. c. Facilities Condition Assessment (FCA) status
Discussion of looping Stadium Authority staff back in the FCA process and how the FCA would prioritize projects.
6. FY 25/26 Budget
a. Status of budget/discussions/meeting cadence
Stadium Authority and Stadium Manager staff agreed that the respective Finance teams would partner on the process.
7. SBL Amendments
a. Follow up on requested information
Discussion of cost neutral amendments to SBLs that relocate SBL Holders to different seats in sections that are priced at the same level and relevant agreement provisions.