Building Needs Assessment Work Group Minutes

January 19, 2023 1:00

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

Members:

Jean Anderson                  SCLS Consulting Services Coordinator

Corey Baumann                SCLS Delivery Services Coordinator

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

Rebekah Spidle                 Keller Designer

Absent:

Gary Poulson                     SCLS Board Trustee and Chair

Nan Brien                            SCLS Board Trustee

Call to Order By K. Goeden at 1:03

Approval of previous meeting minutes:  January 5, 2023

a.            Motion by J. Stewart to approve the minutes

b.           Second by J. Anderson

c.             Approved

Reports:

o Moving Committee Update

§ J. Anderson reported the committee met.

§ Created forms for questions and spreadsheets of furniture and inventory

§ Will meet on Monday morning staff meeting days (2x a month minimum)

o Biltmore Lease Update

§ K. Goeden reached out to Greg Fax of St. Johns.  He is willing to extend lease at same rate month to month for a few months.  Wants our answer by 1/31/2023.  K. Goeden will ask for extension of 1/31 date.  Bid opening date of 3/2 would be much better.  SCLS pays $17,000+ a month for rent.

o Data Center Update

§ Will Allington met with MUFN at Pankratz

§ Need for contingency plan.  Can’t dig when ground is frozen, getting 3^rd party contractors.  Need to extend lease is only help for contingency plan.  Would still target 5/31 as move date.  That is a good time to do the move for members and staff.

§ Need to revisit Walton Commons VOIP and phone plans to use at Pankratz.  K. Goeden will reach out to telco companies.

§ D. Flanigan reported that fiber (MUFN), transformer (MGE), CT cabinet (Electrician) are 3 unknowns and timeline deal breakers. All MUFN projects are on hold.  MUFN and City of Madison are arguing over future permitting and fees for all MUFN projects.  Plan B?  Possible need to find temporary location.

• Timeline Update

§ 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 ; N. Brien will read bids BNAW meeting at Pankratz

§ 3/7/2023 Review bids 2:00

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

§ 5/1/2023 Start construction

Discussion:

Transformer has to be moved to front parking lot tree island (far side of parking spaces).

                Charging station outside M. Van Pelt window – remove bike rack.

                Sanitary line need to be moved slightly to avoid existing tree by delivery.

                Keller sent requested info to Urban Design Commission

· Review Updated Floor Plans

· Review Interior Design

· Review Data Center Plan

o D. Flanigan - follow up with Mark F. of Access on fire suppression 

o D. Flanigan - options for data center timeline and work

· Review Upcoming Bid Process

Remaining List of Options to Consider:

Option D: Purchase office building and continue to lease Delivery  

This would be the option if the Pankratz bids come in over budget.

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

2) K. Goeden will contact AT&T to install VOIP and analog lines at Pankratz. 

3) K. Goeden will reach out to Greg Fax of St. Johns.  More time to decide and can we just rent WLA for data center?

4) V. Teal Lovely will contact Patrick Christian at MUFN regarding hold order on work

5) J. Stewart and C. Baumann will get delivery updates to Keller by Wednesday.

Next Meeting: 

February 2, 2023 10:00 am – 12:00 pm

Adjournment at 2:39

Parking Lot: 

· Notify Michelle Drea at the City of Madison Assessor’s office when we purchase a site.  mdrea@cityofmadison.com

· Apply for tax exemption  K. Goeden working on.