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 January 1, 2021 to March 31, 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 January 1, 2021 to March 31, 2021 are listed below.
|
Date |
Meeting Purpose |
|
1/7/21 |
Discussed YTD Rent Payments, Public Safety Liability and AD&D Invoices, Trust Budget (phone call) |
|
1/14/21 |
Discussion of Stadium Builder License (SBL) Issues (via Zoom) |
|
1/21/21 |
Stadium Authority/Stadium Manager Monthly Coordination Meeting (via Zoom) |
|
1/21/21 |
Discussed Lender Budget, Public Safety Liability Insurance, Repair Invoice Payment Status, FY19/20 Non-NFL Event review questions, Revolving Loan Credit, Rent Status (phone call) |
|
1/27/21 |
Discussed Lender Budget, Public Safety Liability Insurance, Repair Invoice Payment Status, FY19/20 Non-NFL Event review questions, G&A Invoice (phone call) |
|
1/28/21 |
Discussed Shared Expenses (FY2019-20) (in-person meeting) |
|
1/29/21 |
Discussed Shared Expenses (FY2019-20) (in-person meeting) |
|
2/1/21 |
2021 Operational and Public Safety Documents (in-person meeting) |
|
2/9/21 |
Levi’s Signage Procurement Meeting (via Zoom) |
|
2/12/21 |
Discussed Lender Budget, 20/21 Rent, Naming Rights, Equipment/Asset Listing, SBL Amortization, Bank Balance, Stadium Signage (via Microsoft Teams) |
|
2/25/21 |
Discussed Naming Rights Receipt, SBL Receipt Timing, FY2020/21 Rent (via Microsoft Teams) |
|
3/4/21 |
Discussed CFD Payment, Monthly O&M Invoice, SBL Payment (via Microsoft Teams) |
|
3/11/21 |
Discussed Monthly O&M Invoice, SBL Proceeds, Bank Incumbency Certificate, Timing of year end distributions (via Microsoft Teams) |
|
3/16/21 |
Budget Meet and Confer Meeting (via Zoom) |
|
3/17/21 |
Discussed Year-end distributions (via Microsoft Teams) |
|
3/18/21 |
Stadium Authority/Stadium Manager Quarterly Status Meeting (via Zoom) |
|
3/19/21 |
Discussed Year-End distribution, Budget Amendments in Q3 posted report, March O&M Invoice (via Microsoft Teams) |
|
3/24/21 |
Discussed Financial Management System Phase I Implementation (phone call) |
|
3/25/21 |
Discussed CFD Scheduled Payment, Excess Revenue Distribution Timeline, April O&M Invoice, FY2019/20 Non-NFL Event Review (via Microsoft Teams) |
|
3/26/21 |
Discussed April O&M Invoice (via Microsoft Teams) |
|
3/30/21 |
Shared Stadium Expenses Review Meeting (in-person meeting) |
The minutes for the meetings are attached. Discussions concerning confidential items have been redacted from the minutes per the request of the Stadium Manager or direction from the Stadium Counsel or Executive Director.
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 Treasurer and Stadium Authority Counsel’s Office.
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 January 1, 2021 to March 31, 2021.
Staff
Prepared by: Kathi McGraw, Executive Assistant to the Executive Director
Approved by: Deanna J. Santana, Executive Director
ATTACHMENTS
1. Stadium Authority and Stadium Manager Meeting Minutes for the Period 1/1/21 to 3/31/21