Building Needs Assessment Work Group Agenda
February 2, 2023 10:00 a.m. 12:00 p.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
Meeting
Documents: https://www.scls.info/committees/building-needs-assessment-work-group
1. Phone: 1-866-226-4650 and use access
code: 461-0318-2019.
a. Press the # button to enter meeting as
a participant.
2. Web site:
https://bluejeans.com/46103182019/webrtc
a. There is no password for participants.
b. If a participant is asked to download
software, they can choose to bypass this (join via browser).
10:00: Call to Order
10:02: Approval of previous meeting minutes: January 19, 2023
10:05: Reports:
o Biltmore Lease
o Data Center Update
o Moving Committee 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 pm
§
3/23/2023 SCLS Board approve subcontractors (packet
out 3/16)
§ 5/1/2023 Start construction
10:20: Discussion:
o Bid Process
o Preferred Order of go for construction/remodel Discussed Priorites
o #1: Data Center
o #2: Prep Room and Cubicle
Room
§ Data/Electrical
§ Painting
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.
CONSENSUS (includes newly added
consensus points as of 10/28/20)
·
Flexibility
·
Hybrid of remote and on site - not
100% either way for most staff.
·
Design for job needs and requirements
not staff member.
·
Collaboration and/or individual work
can be done at home or onsite as appropriate.
·
Set schedules so everyone is
accessible no matter where they are working.
·
Need to maintain in-person
relationships (work and personal).
·
The team at SCLS is 50+ people with
several smaller teams; admin, delivery, tech, ILS and consultants.
·
Staff will maintain their individual
offices, but offices will be more equitably sized.
·
Collaborative space will be added
(labs, shared soft spaces) and other common spaces such as the work room,
deliverables room and meeting room sizes will be reduced to accommodate the new
spaces.
·
Staff will be allowed to work remotely
and/or in the office as their positions and duties allow with the understanding
that there will be times all staff are required to report in person in order to
facilitate and maintain staff working relationships.
Homework for Next
Meeting:
1)
Get cubicles after closing, used or free. K. Goeden will reach out to Fen Oak owners 3rd week
of January.
2) K. Goeden will contact
AT&T to install VOIP and analog lines at Pankratz.
Next Meeting: February 16, 2023
12:00: Adjournment
Parking Lot:
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
Gary Poulson SCLS
Board Trustee and Chair
Jesse Stewart SCLS
Fleet Manager
Vicki Teal SCLS
Technology Services Coordinator
Martha Van Pelt SCLS
Director