Building Needs Assessment Work Group Minutes

January 5, 2022 10:00 a.m.

Hybrid Meeting: SCLS staff to attend in person at 4610 S. Biltmore Lane, Chester Room;

Others to attend in person or Virtual Via BlueJeans

 

Members:

Jean Anderson                  SCLS Consulting Services Coordinator

Corey Baumann                SCLS Delivery Services Coordinator

Nan Brien                            SCLS Board Trustee

Kerrie Goeden                   SCLS HR & Finance Coordinator

Deb Haeffner                     SCLS Building Consultant
Jesse Stewart                     SCLS Fleet Manager

Vicki Teal                             SCLS Technology Services Coordinator                                   

Martha Van Pelt               SCLS Director    

 

Guests:

Devin Flanigan                   Keller Project Manager

Rob Lindstrom                   Keller Architect

 

Absent:

Gary Poulson                     SCLS Board Trustee and Chair

 

Call to Order: by K. Goeden 10:03

 

Approval of previous meeting minutes:  December 15, 2022

                a.            Motion by J. Stewart to approve the minutes

b.           Second by J. Anderson

c.             Approved

 

Reports:

 

Data Center Update

o   All data providers have been contacted;  MUFN, WiscNet and BadgerNet

o   Need to move telco Demark from closet to data center room

o   Cabling from data center back to closet

o   2 additional UPS units

o   Vicki has contacted specialized movers to move data center equipment

o   Ordered equipment from Access, not fire suppression yet

 

Discussion with Attorney William Cole

M. Van Pelt, K. Goeden, V. Teal Lovely and D. Flanigan met with attorney William Cole who specializes on municipal law and public bidding.  Attorney Cole’s opinion is that the data center has to go out to bid.  We had been looking at the data center as a separate project.  The attorney says it is being incorporated into building so most of it has to be bid.  Equipment can be purchased ahead, carpet can be removed and concrete sealed without bid.  Anything that is incorporated into the structure of the building must be bid.  $25,000 is the amount we can spend before bidding.  SCLS tech team reviewed the situation and feel we cannot set up a temporary solution.  Too much risk of damaging the equipment.  The data center construction work has to be bid.  Work could not start until April at the earliest.  For the next meeting Devin will bring possible options for data center timeline and work.

 

o   Moving Committee Update

§  Has been created.  H. Moe will chair it.  Tamara Ramski and Kerri Hilbelink are the other members.  J. Anderson and V. Teal Lovely will be liaisons to BNAW.

§  12/19/2022 Conditional use permit submitted

§  2/1/2023 Submit plans to Madison Urban Design Commission

§  2/2/2023 Plans go out for bid

§  2/13/2023 City of Madison Plan Commission – Keller submit plans

§  2/28/2023 City of Madison Common Council

§  3/2/2023 Open bids – at Pankratz Street building NAN BRIEN WILL READ BIDS

§  3/8/2023 Review bids

§  3/23/2023 SCLS Board approve subcontractors (packet out 3/16)

§  5/1/2023 Start construction

 

Discussion:

o   Review floor plans

o   “Coming Soon” sign will be located in eastern parking spaces away from building

o   Lobby monitor on arm mounted on backside of wall (North) of self-check unit in lobby.  This is in preparation of placing a window in Office 124 in the future if needed.

o   Review exterior colors

o   R. Lindstrom is working on the materials board for the City of Madison

o   Review interior design

o   R. Spidle  will be at next BNAW meeting

o   Selected an additional accent color so as to have 2 options. Georgian Bay blue and “Jadite” green.  Workroom, Jean’s office, digitization, Corey’s office will have Jadite green.  D. Haeffner will ask new office folks what accent color they want.

o   Use 2 accent color choices to cover yellow walls or newly constructed walls.

o   Review landscaping plan

o   Reviewed with entire group.  No more changes suggested by BNAW.

o   Reviewed dock area – met at Delivery before BNAW meeting today

o   Check to see if SCLS can remove and take plates from dock.

 

Remaining List of Options to Consider: 

Option D: Purchase office building and continue to lease Delivery  

 

We have $7 million in financing confirmed.

 

Topics tabled for Upcoming meetings:

·         Schedule Admin and Delivery meetings to discuss shared HR and filing spaces

·         Outline plan of how SCLS will operate during construction post-Memorial Day.

 

Homework for Next Meeting: 

1)      Identify anything we can do in the building between closing and Memorial Day 2023.

2)      Get cubicles after closing, used or free. K. Goeden will reach out to Fen Oak owners 3rd week of January.

3)      Verify we have enough intercom and video bandwidth for security needs – V. Teal Lovely will ask W. Allington .  Information is on Fearing’s plan.

4)      D. Flanigan will follow up with Mark F. of Access on fire suppression

5)      K. Goeden will contact St. Johns about extending Biltmore Lane lease so data center can stay longer if need be.

6)      For the next meeting D. Flanigan will bring possible options for data center timeline and work.

7)      K. Goeden will send updated floor plans to Fearing’s

8)      Plumbing engineer will need to visit Pankratz

9)      J. Stewart and C. Baumann and W. Allington will meet to review Delivery data and electrical plans

 

Next Meeting:  January 19, 2023

 

Adjournment at 12:02

 

Parking Lot: