REPORT TO STADIUM AUTHORITY BOARD
SUBJECT
Title
Informational Report on Dates and Purpose of Stadium Authority and Stadium Manager Meetings and Corresponding Minutes for the Period of July 1 to September 30, 2021
Report
BOARD PILLAR
Enhance Community Engagement and Transparency
BACKGROUND
On August 24, 2017, the Stadium Authority approved the Harvey Rose Audit titled “Comprehensive Audit of Stadium”. Audit recommendation 1.Q states that “the Stadium Authority Board should direct the Executive Director to require that all meetings, including the date and purpose of the meetings, between Stadium Authority staff and Stadium Manager be documented and reported quarterly or annually to the Stadium Authority Board.” Staff has implemented this audit recommendation on a quarterly basis.
Furthermore, at the August 25, 2020 meeting, the Stadium Authority Board directed staff to prepare minutes for all future Stadium Authority/Stadium Manager staff meetings.
DISCUSSION
In accordance with the Board approved audit recommendation, meetings between Stadium Authority staff and Stadium Manager for the period of July 1 to September 30, 2021 are listed below. The minutes for these meetings are included in this report as Attachment 1.
|
Date |
Meeting Purpose |
|
7/8/2021 |
Weekly Accounting Status Meeting (via Teams) |
|
7/8/2021 |
Financial Management System (FMS) Kickoff meeting with ManCo and Armanino (via Zoom) |
|
7/15/2021 |
Santa Clara Stadium Authority/Stadium Management Company Monthly Coordination Meeting (via Zoom) |
|
7/16/2021 |
Weekly Accounting Status Meeting (viaTeams) |
|
7/22/2021 |
FY 2020-21 Shared Expense Review - Sample Selection (In Person) |
|
7/29/2021 |
Weekly Accounting Status Meeting (via Teams) |
|
8/4/2021 |
KPMG Audit Meeting (via Teams) |
|
8/5/2021 |
Weekly Accounting Status Meeting (via Teams) |
|
8/23/2021 |
FMS Meeting: Process Mapping - General Ledger & Chart of Accounts (via Zoom) |
|
8/24/2021 |
FMS Weekly Status Meeting (via Zoom) |
|
8/25/2021 |
FMS Meeting: Process Mapping - Cash Management & Bank Reconciliation (via Zoom) |
|
8/26/2021 |
Weekly Accounting Status Meeting (via Teams) |
|
8/26/2021 |
FMS Meeting: Process Mapping - Sales Order Processing & Accounts Receivable (via Zoom) |
|
8/31/2021 |
FMS Weekly Status Meeting (via Zoom) |
|
9/9/2021 |
Weekly Accounting Status Meeting (via Teams) |
|
9/13/2021 |
FMS Meeting: Process Mapping - Reporting Requirements (via Zoom) |
|
9/14/2021 |
FMS Weekly Status Meeting (via Zoom) |
|
9/16/2021 |
Weekly Accounting Status Meeting (via Teams) |
|
9/20/2021 |
FMS Meeting: Process Mapping - Encore Business Solutions (via Zoom) |
|
9/21/2021 |
FMS Weekly Status Meeting (via Zoom) |
|
9/22/2021 |
FMS Meeting: Process Mapping - Purchase Order Approval Workflow and Accounts Payable (via Zoom) |
|
9/23/2021 |
Weekly Accounting Status Meeting (via Teams) |
|
9/27/2021 |
FMS Implementation Follow Up Items Meeting (via Teams) |
|
9/28/2021 |
FMS Weekly Status Meeting (via Zoom) |
|
9/29/2021 |
FMS Open Items and New Stadium Manager Positions Meeting (via Teams) |
|
9/30/2021 |
Weekly Accounting Status Meeting (via Teams) |
ENVIRONMENTAL REVIEW
The action being considered does not constitute a “project” within the meaning of the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines section 15378(b)(5) in that it is a governmental organizational or administrative activity that will not result in direct or indirect changes in the environment.
FISCAL IMPACT
There is no fiscal impact related to this report other than the staff time to prepare this report.
COORDINATION
This report has been coordinated with the Stadium Treasurer’s and Stadium Authority Counsel’s Offices.
PUBLIC CONTACT
Public contact was made by posting the Council agenda on the City’s official-notice bulletin board outside City Hall Council Chambers. A complete agenda packet is available on the City’s website and in the City Clerk’s Office at least 72 hours prior to a Regular Meeting and 24 hours prior to a Special Meeting. A hard copy of any agenda report may be requested by contacting the City Clerk’s Office at (408) 615-2220, email clerk@santaclaraca.gov <mailto:clerk@santaclaraca.gov>.
RECOMMENDATION
Recommendation
Note and file the quarterly report on Stadium Authority and Stadium Manager meetings and corresponding minutes for the period of July 1 to September 30, 2021.
Staff
Reviewed by: Christine Jung, Assistant to the Executive Director
Approved by: Deanna J. Santana, Executive Director
ATTACHMENTS
1. Stadium Authority and Stadium Manager Meeting Minutes for the Period 7/1/21 to 9/30/21