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Santa Clara says most Super Bowl invoices paid; FIFA reimbursements more complex as staff compiles documentation
Summary
City staff reported roughly $1.57 million invoiced for major‑event planning costs with about $944,000 reimbursed so far; staff described reconciliation steps, disputed training items and coordination with the Bay Area Host Committee, county OES and federal funders while noting a $2.1 million Super Bowl advance and an estimated $6.025 million deployment cost.
City Manager Javon Grogan and Assistant City Manager Liz Clots updated the City Council and Stadium Authority on the city's invoicing and reimbursement status for Super Bowl LX and the FIFA World Cup, describing the multi‑step reconciliation and timelines that govern event reimbursement.
Grogan told the council that the city had “invoiced approximately 1.57 million in eligible planning costs with roughly 944,000 reimbursed,” and that timing and documentation collection have driven the remaining balances owed. Assistant City Manager Liz Clots explained the agreements with the Bay Area Host Committee (the contractual payer) and described key practical steps: staff reconcile payroll and overtime across police and fire FLSA cycles, collect third‑party vendor invoices (which can arrive on different schedules), and assemble event-specific functional time descriptions and backup documentation that the host committee may request for validation.
Clots said the host committee paid an advanced Super Bowl distribution of $2.1 million and staff’s estimated deployment expense is $6.025 million; on April 7 the city submitted a primary event expense request for about $3.8 million (estimated deployment minus the advanced payment). For FIFA, the city has invoiced $688,000 and been reimbursed $332,000; outstanding amounts include roughly $16,000 in disputed training costs and about $55,000 tied to a separate trip reimbursement that staff say requires a distinct agreement.
Council members pressed several operational questions: whether the host committee can defer reimbursement while pursuing county or federal grants, whether escrow should be established for disputed sums, and how much the city has fronted. City Attorney and staff said the assignment and assumption agreements obligate the host committee to reimburse the city for qualified costs and that cooperation to seek outside funding does not relieve the host committee of that obligation; they also said an escrow mechanism could be set up quickly if directed.
Finance Director Kenley reported stadium authority charges for event support totaled about $1.4 million since May 2023 (roughly $990,000 for Super Bowl costs and $430,000 for FIFA costs) and said those amounts have been funded from the stadium authority’s general and administrative budget lines. Council voted unanimously to note and file the report; staff said they will submit a final Super Bowl payment request on or about May 1 and continue working with the host committee and county to reconcile FIFA invoices and payment timelines.
