Weekly Accounting Status Meeting
Date: 10/02/2024; 2:30 pm to 2:41 pm
Teams Meeting: Tyler Cook and Brenda Lee (SCSA); Brent Ghan and Caitlin Ritchie (Stadium Manager)
1. Fi
nancial Management System Q1 invoices
2. Great Plains System Upgrade
Stadium Authority CapEx Procurement Discussion
Date: 10/02/2024; 4:41 pm to 5:32 pm
Phone Meeting: Christine Jung and Elycia Knight (City/SCSA); Jenti Vandertuig (Stadium Manager)
1. Di
scussion of Stadium Authority CapEx project procurement process
2. Status of pending and upcoming Stadium Authority CapEx bids Great Plains Upgrade ManCo Meeting
Date:
10/03/2024; 11:00 am to 11:53 am
Zoom Meeting: Kenn Lee, Tyler Cook, and Brenda Lee (SCSA); Jeff Fong, Chris Steele, and Brent Ghan (Stadium Manager)
1. Hi
gh level project update
2. Review SCSA questions regarding the upgrade
Date: 10/3/2024, 3:00 p.m.
Teams Meeting:
For
Santa Clara Stadium Authority:
Glen R. Googins, Stadium Authority Counsel
For
Stadium Manager:
Jihad Beauchman
For
Bay Area Host Committee:
Sonia Nayak
Robert Weikert
1. FIFA
World Cup 2026 Assignment and Assumption Agreement
CapEx Check-In
Dat
e: 10/4/2024; 12:30 pm to 1:00 pm
Zoom Mee
ting: Elycia Knight (SCSA) and Ryan Van Maarth (Stadium Manager) Di
scussion:
• Check-In on Capital Project Design and Construction
Timelines
• Invoicing
• Temporary Boiler and Field Lights Request for Bid Discussion Stadium Capital Projects Coordination - Critical Path
D
ate: 10/07/2024; 11:00 am to 12:00 pm
Zoom Me
eting: Elycia Knight, Reena Brilliot, Chuck Baker, Armand Lobao, and Nimisha Agrawal (City/SCSA); Amber Luther (Populous); Joseph Crummet (DevCon); Ryan Van Maarth and Francine Hughes (Stadium Manager)
D
iscussion:
• U
pdate 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
• Bowl Modifications Discsussion
Date: 10/11/2024, 1:30 p.m.
Zoom Meeting:
For
Santa Clara Stadium Authority:
Glen R. Googins, Stadium Authority Counsel
For
Stadium Manager:
Jihad Beauchman
For
Bay Area Host Committee:
Sonia Nayak
Robert Weikert
1. FIFA
World Cup 2026 Assignment and Assumption Agreement
Financial Management System
Managed Services Status Meeting
Date: 10/16/2024; 2:00 pm to 2:11 pm
Zoom Meeting: Tyler Cook, Brenda Lee, and David Presley (SCSA); Brent Ghan (Stadium Manager); Chad Hundley (Armanino)
1. Av
ailable system review, available support hours and academy courses
2. FY 2023/24 audit complete, ManCo to schedule year-end close in GP Date: 10/18/2024, 3:00 p.m.
Zoom Meeting:
For
Santa Clara Stadium Authority:
Glen R. Googins, Stadium Authority Counsel
For
Stadium Manager:
Jihad Beauchman
For
Bay Area Host Committee:
Sonia Nayak
Robert Weikert
1. FIFA
World Cup 2026 Assignment and Assumption Agreement
Stadium Capital Projects Coordination - Critical Path
D
ate: 10/21/2024; 11:00 am to 12:00 pm
Zoom Me
eting: Elycia Knight, Reena Brilliot, Chuck Baker, Armand Lobao, and Nimisha Agrawal (City/SCSA); Amber Luther (Populous); Ryan Van Maarth and Francine Hughes (Stadium Manager); Joseph Crummet and Sylvester Ramirez (DevCon).
D
iscussion:
• V
ideo Board Design
• CEQA Studies – Noise and Glare
• FAA and Land Use Commission Next Steps
49ers Grant Commitment
Date: 10/21/2024; 11:30am – 12:00pm
Microsoft Teams Meeting: Christine Jung, Laura Sunseri (City/SCSA), and Elijah Lefkow (49ers)
1. O
verview of the “49ers Cares” program managed by the 49ers
2. Discuss 49ers’ request to acknowledge “49ers Cares” on applicable grants awarded with t
he 49ers Grant Commitment funds, through the available channels in the normal Community Grant Program process
Armanino/SCSA MS Licensing with InTwo
Date: 10/21/2024; 11:30 am to 11:45 am
Zoom Meeting: Tyler Cook, Gill Norris, and Chris Jackson (City/SCSA); Brent Ghan and Paul McClendon (Stadium Manager); Chad Hundley (Armanino); Giles Zollar (Armanino); Heesu Lim (InTwo)
1. InTwo/MS Licensing
Weekly Accounting Status Meeting
Date: 10/23/2024; 2:30 pm to 3:20 pm
Teams Meeting: Linh Lam, Tyler Cook, and Brenda Lee (SCSA); Brent Ghan and Caitlin Ritchie (Stadium Manager)
1. FY 2023/24 SSE True-Up
2. CapEx Budget Amendments for FY 2024/25
3. FY 2022/23 Financial Management System Selections
Date: 10/23/2024, 4:00 p.m.
Teams Meeting:
For
Santa Clara Stadium Authority:
Glen R. Googins, Stadium Authority Counsel
For
Stadium Manager:
Jihad Beauchman
1. V
arious Stadium Issues
ERP Pre-Demo Sync Meeting
Date: 10/28/2024; 11:00 am to 11:35 am
Zoom Meeting: Linh Lam, Tyler Cook, and Brenda Lee (SCSA); Caitlin Richie, Chris Steele, and Brent Ghan (Stadium Manager)
1. S
CSA use/processes in Great Plains
2. Upgrade implementation/environment
STADIUM AUTHORITY/STADIUM MANAGER
MONTHLY COORDINATION MEETING
October 28, 2024 | 3:30 p.m. – 4:30 p.m.
Santa Clara City Hall – Sparacino Conference Room
ATTENDEES
City/Stadium Authority
• Chuck Baker, Assistant City
Manager/Assistant Executive
Director
• Christine Jung, Deputy City
Manager
49ers/Stadium Manager
• Francine Melendez Hughes,
Executive Vice President &
General Manager
• Peter Wilhelm, Chief Financial
Officer
AGENDA
1. Capital Improvement Projects (CIP)
Discussion of a Verizon distributed antenna system (DAS) permit and ongoing coordination between the City, Stadium Manager, and the applicant.
2. Guidepost
Discussion of the status of the third-party security assessment reports being prepared by Guidepost Solutions and a proposed amendment to the service agreement to capture project schedule and scope.
3. Fanatics Agreement
Discussion of a proposed agreement with Fanatics for Non-NFL Event merchandise concession services. Topics included sole source criteria, NFL and industry practice and guidance, current merchandise concession operations during Non-NFL Events, and inventory space at the Stadium.
4. StadCo Advertising and Sponsorship Category Exclusivity Discussion – Calendar Meeting Stadium Authority requested a meeting to discuss and understand StadCo’s advertising and sponsorship categories and potential impacts to the City’s ability to procure naming rights for the Convention Center.
5. 2026 and 2025 Opportunity Costs Discussion – Calendar Meeting Discussion of the stadium market trend analysis being performed by the Stadium Authority’s consultant, Canyon Oaks, and potential items to assess regarding 2025/2026 data/trends.
6. Stars and Stripes Parking Lot Complaints
Discussion of general complaints received by the City/Stadium Authority regarding Stadium’s use of the Stars and Stripes Parking Lot and how the lot is used by the Stadium Manager, commuters, and community. Stadium Manager and Santa Clara Police Department are scheduling a separate meeting to discuss the reservation of spaces for Stadium events.
7. Janitorial Procurement RTC
Discussion of agendizing the janitorial service agreement for Board action in December, janitorial operations at the Stadium, and related costs.
8. Misc. Items
Discussion of the scheduled enterprise resource planning (ERP) demo and the existing system. The new system will provide improved reports and includes Open AI and Fabric.
D365BC Demo Meeting
Date: 10/29/2024; 11:00 am to 11:45 am
Teams Meeting: Kenn Lee, Linh Lam, David Presley, Chuck Baker, and Christine Jung (SCSA); Jeff Fong, Brent Gahn, Catlin Richie, Chris Steele, and Alex Acton (Stadium Manager); Rebecca Bunas, Jack Peterson, Giles Zollar, and Jay Graham (Armanino)
1. D
emo of MS Business Central (GP Upgrade)
2. Upgrade Implementation/Environment
3. Software Licensing
4. Training
5. Managed Services Plan
CapEx Check-In
D
ate: 11/1/2024; 12:30 pm to 1:00 pm
Zoom Me
eting: Elycia Knight (SCSA) and Ryan Van Maarth (Stadium Manager) D
iscussion:
• C
heck in on Capital Project Design and Construction Timelines. • Invoicing
• Temporary Boiler and Field Lights Request for Bid Discussion Stadium Capital Projects Coordination - Critical Path
D
ate: 11/2/2024; 11:00 am to 12:00 pm
Zoom Me
eting: Elycia Knight, Reena Brilliot, Chuck Baker, Nimisha Agrawal, Lesley Xavier, and Alexander Abbe (City/SCSA); Francine Hughes and Ryan Van Maarth (Stadium Manager)
D
iscussion:
• V
ideo Board Design and Permitting
• CEQA Studies – Noise and Glare
• FAA and Land Use Commission Next Steps
• Naming Rights Request for Bids Discussion
Date: 11/6/2024, 10:00 a.m.
Teams Meeting:
For Santa C
lara Stadium Authority:
Glen R. Googins, Stadium Authority General Counsel
For Stadi
um Manager:
Jihad Beauchman
1. Vari
ous FIFA World Cup 2026 and Stadium Issues
Date: 11/6/2024, 3:30 p.m.
Zoom Meeting:
For Santa Cl
ara Stadium Authority:
Jovan D. Grogan, Executive Director
Glen R. Googins, Stadium Authority Counsel
Elizabeth Klotz, Assistant City Manager
For Stadium
Manager:
Jihad Beauchman
For Bay A
rea Host Committee:
Zaileen Janmohamed
Sonia Nayak
1. City of S
anta Clara/Santa Clara Stadium Authority and Bay Area Host Committee Assignment Agreement
Stadium Capital Projects Coordination - Critical Path
D
ate: 11/13/2024; 11:00 am to 12:00 pm
Zoom Me
eting: Elycia Knight, Reena Brilliot, Chuck Baker, Nimisha Agrawal, Lesley Xavier, and Alexander Abbe (City/SCSA); Ryan Van Maarth (Stadium Manager), D
iscussion:
• V
ideo Board Design and Permitting
• CEQA Studies – Noise and Glare
• FAA and Land Use Commission Next Steps
• Naming Rights Request for Bids Discussion
Weekly Accounting Status Meeting
Date: 11/13/2024; 2:30 pm to 2:39 pm
Teams Meeting: Tyler Cook and Brenda Lee (SCSA); Brent Ghan (Stadium Manager)
1. Q
2 Non-NFL Event Financial Report
2. Pivot Interiors CapEx Invoice
3. Public Safety Cost Invoices
Date: 11/13/2024, 3:00 p.m.
In Person Meeting:
For S
anta Clara Stadium Authority:
Jovan D. Grogan, Executive Director
Glen R. Googins, Stadium Authority General Counsel
Chuck Baker, Assistant City Manager
Elizabeth Klotz, Assistant City Manager
For S
tadium Manager:
Jihad Beauchman
For B
ay Area Host Committee:
Zaileen Janmohamed
Karina Herold
Sonia Nayak
Ruth Shikada
Becca Smith
Robert Weikert
1. City of Santa Clara/Santa Clara Stadium Authority, Bay Area Host Committee, and ManCo FIFA World Cup 2026 Assignment and Assumption Agreement Negotiations Date: 11/14/2024, 5:00 p.m.
In Person Meeting:
For
Santa Clara Stadium Authority:
Glen R. Googins, Stadium Authority General Counsel
For
Stadium Manager:
Jihad Beauchman
1. V
arious FIFA World Cup 2026 and Stadium Issues
CapEx Check-In
D
ate: 11/15/2024; 12:30 pm to 1:00 pm
Zoom Me
eting: Elycia Knight (SCSA) and Ryan Van Maarth (Stadium Manager) D
iscussion:
• C
heck-in on Capital project design and construction timelines.
Stadium Capital Projects Coordination - Critical Path
D
ate: 11/18/2024; 11:00 am to 12:00 pm
Zoom Me
eting: Elycia Knight, Reena Brilliot, Chuck Baker, Nimisha Agrawal, Lesley Xavier, and Alexander Abbe (City/SCSA); Francine Hughes and Ryan Van Maarth (Stadium Manager)
D
iscussion:
• V
ideo Board Design and Permitting
• CEQA Studies – Noise and Glare
• FAA and Land Use Commission Next Steps
• Naming Rights Request for Bids Discussion
Date: 11/19/2024, 11:00 a.m.
Teams Meeting:
For
Santa Clara Stadium Authority:
Glen R. Googins, Stadium Authority Counsel
For
Stadium Manager:
Jihad Beauchman
1. V
arious FIFA World Cup 2026 Issues
Weekly Accounting Status Meeting
Date: 11/20/2024; 2:30pm to 2:44pm
Teams Meeting: Linh Lam, Tyler Cook, and Brenda Lee (SCSA); Brent Ghan and Caitlin Ritchie (Stadium Manager)
1. Fi
nancial Management System testing
2. KPMG agreed upon procedure
3. E
RP implementation
Date: 11/21/2024, 6:00 p.m.
Teams Meeting:
For
Santa Clara Stadium Authority:
Glen R. Googins, Stadium Authority Counsel
For
Stadium Manager:
Jihad Beauchman
For
Bay Area Host Committee:
Sonia Nayak
1. FIFA
World Cup 2026 Assignment and Assumption Agreement
ERP Upgrade Sync Meeting
Date: 11/26/2024; 11:00 am to 12:00 pm
Teams Meeting: Linh Lam and Tyler Cook (SCSA); Caitlin Richie and Chris Steele (Stadium Manager)
1. Licensing
2. Managed Services Agreement with Armanino
3. Legacy Data
4. Upgrade Timeline
5. Microsoft Business Central Training
Date: 12/3/2024, 5:30 p.m.
Teams Meeting:
For
Santa Clara Stadium Authority:
Glen R. Googins, Stadium Authority Counsel
For
Stadium Manager:
Jihad Beauchman
1. Touc
h Base re FIFA Issues
Date: 12/4/2024, 5:30 p.m.
Zoom Meeting:
For
Santa Clara Stadium Authority:
Jovan D. Grogan, Executive Director
Glen R. Googins, Stadium Authority Counsel
For
Stadium Manager:
Jihad Beauchman
For
Bay Area Host Committee:
Zaileen Janmohamed
Sonia Nayak
1. V
arious Stadium Issues
Stadium Authority / Stadium Manager Quarterly Status Meeting Date: 12/6/2024; 12:00 pm to 12:45 pm
Teams Meeting: Chuck Baker and Elycia Knight (City/Stadium Authority); Francine Hughes, Peter Wilhelm, and Emily Eskin (49ers/Stadium Manager)
1. Financial Performance of Past Non-NFL Events
a. Preliminary numbers show strong results but complete numbers are forthcoming
2. Status of Future Non-NFL Events
a. Booked Events - 2 events in 2025
b. Pipeline Events – 6+ events in 2025
3. Private Parking Agreements
a. Reviewed executed Private Parking Agreements
b. Discussed optimization measures for ongoing negotiations for private parking agreements
4. Discussed handling/POC of recent Fan Complaints
5. Discussed Stripes and Stars parking lot issues
6. CIP Projects Update – on track to begin construction in late 12/2025 a. Discussed Yellow lot 1 – hours of operation
Business Central Upgrade Sync Meeting
Date: 12/08/2024; 1:00 pm to 2:00 pm
Teams Meeting: Linh Lam, Tyler Cook, Kenn Lee, Chuck Baker, and Christine Jung (SCSA); Jeff Fong, Chris Steele, and Peter Wilhelm (Stadium Manager)
1. U
pgrade Timing
2. Managed Services Agreement with Armanino
3. Licensing
4. Training
5. Migration of Legacy Data
Date: 12/10/2024, 5:15 p.m.
Teams Meeting:
For
Santa Clara Stadium Authority:
Glen R. Googins, Stadium Authority Counsel
For
Stadium Manager:
Jihad Beauchman
For
Bay Area Host Committee:
Sonia Nayak
Robert Weikert
1. FIFA
World Cup Study Session and Assignment and Assumption Agreement Weekly Accounting Status Meeting
Date: 12/11/2024; 2:30 pm to 2:36 pm
Teams Meeting: Tyler Cook and Brenda Lee (SCSA); Brent Ghan (Stadium Manager)
1. A
uditor Selection for FinCo and StadCo
2. Non-NFL Event Parking Revenue
3. Fiscal Year 2022/23 Shared Expense
4. Agreed Upon Procedure Audit
Date: 12/13/2024, 5:30 p.m.
Teams Meeting:
For
Santa Clara Stadium Authority:
Glen R. Googins, Stadium Authority Counsel
For
Stadium Manager:
Jihad Beauchman
1. Touc
h Base re Stadium Issues
Stadium Capital Projects Coordination - Critical Path
D
ate: 12/16/2024; 9:00 am to 10:00 am
Zoom Me
eting: Elycia Knight, Reena Brilliot, Chuck Baker, and Nimisha Agrawal (City/SCSA); Ryan Van Maarth (Stadium Manager)
D
iscussion:
• P
ermit Progress for Critical Projects
• Video Board Design and Permitting
• CEQA Studies – Noise and Glare
• FAA and Land Use Commission Next Steps
Date: 12/16/2024, 2:00 p.m.
Teams Meeting:
For
Santa Clara Stadium Authority:
Jovan D. Grogan, Executive Director
Glen R. Googins, Stadium Authority Counsel
Chuck Baker, Assistant City Manager
For
Stadium Manager:
Jihad Beauchman
For
Bay Area Host Committee:
Zaileen Janmohamed
Karina Herold
Sonia Nayak
Ruth Shikada
Robert Weikert
1. S
uper Bowl LX Costs and Interim Funding Agreement
ManCo Budget Finance Check-In Meeting
Date: 12/19/2024; 3:30 pm to 5:45 pm
In Person Meeting at Starbucks, 2030 Wyatt Dr #110, Santa Clara, CA 95054: Kenn Lee (City/SCSA); Jeff Fong and Chris Steele (Stadium Manager)
1. S
CSA Budget Submittal
2. Auditor for StadCo, Stadium Financing Trust
3. Document Review Schedule
4. Upcoming SCSA Audit RFP
Date: 12/19/2024, 4:30 p.m.
Teams Meeting:
For
Santa Clara Stadium Authority:
Glen R. Googins, Stadium Authority Counsel
For
Stadium Manager:
Jihad Beauchman
1. Touc
h Base re Various Stadium and FIFA World Cup 2026 Issues