Building Needs Assessment Work Group Minutes

February 16, 2023 1:00

 

Members:

Jean Anderson                  SCLS Consulting 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

 

Absent:

Gary Poulson                     SCLS Board Trustee and Chair

Nan Brien                            SCLS Board Trustee

Corey Baumann                SCLS Delivery Services Coordinator

 

Call to Order by K. Goeden at 1:02

 

Approval of previous meeting minutes:  February 2, 2023

a.            Motion by J. Anderson to approve the minutes

b.           Second by J. Stewart

c.             Approved

 

Reports:

o   City of Madison 2/13/23 Plan Commission Meeting Update

o   Approved conditional use permit application on consent agenda, goes to City of Madison Common Council for final approval on 2/28/23

o   Moving Committee Update

o   Getting quotes from movers

o   New meeting room furniture will be delivered to Pankratz on March 1st

o   Moving HQ in last 2 weeks of May

o   Cubicles Update

o   Contacted Fen Oak owner for freebies.  Can’t get them.

o   Office Furniture Warehouse in Madison may be an option.  Located at 6406 Ronald Reagan Ave, Madison

o   AT&T Update

o   K. Goeden and H. Moe met with them to talk about Pankratz needs. AT&T said landlines (POTs) are eventually being phased out, but we can keep them for now and they will be serviced.  Landlines are needed for Talking Tech system (8), emergency phone (1) and copier fax lines (2).

o   AT&T will follow up   Need 90 days’ notice to move landline service to Pankratz. 

o   Can eliminate (2) security and fire landlines – both use internet

o   BCPL Loan Update

o   Certificate of Indebtedness to be signed before the 2/23/23 board meeting to release the $1 million loan.

o   2/13/2023 City of Madison Plan Commission – Keller submitted plans & City approved CUP

o   2/28/2023 City of Madison Common Council

o   3/2/2023 Open bids – at Pankratz Street building Joan Honl will read bids

o   3/7/2023 Review bids

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

o   4/1/2023 Start construction

o   Groundbreaking 

·         During Natl Library Week at Pankratz, tentatively 4/24/23

                               

Discussion:

o   Data Center

o   Fire Suppression equipment order

·         Ordered 2/9/23 and half paid for

o   CT Cabinet and Panel – Viking Electric – will know tomorrow about ordering

·         More expensive than originally thought

·         Electricians reviewing specs

·         Panel 6 months-9 months lead time

·         CT Cabinet 12-16 weeks lead time

o   MUFN install updates

·         Approval to move forward with some requirements on MUFN’s part

·         Dan P. is responsible for the schedule

o   MG&E and transformer updates – Keller handling

·         MG&E has transformer in stock, location approved, we need CT cabinet before they can move transformer.  CT cabinet is installed first.  Keller got an electrical quote to install secondary temporary service line.

·         MG&E install in 2-4 hours shutdown; power to building for construction

·         Another shut down in fall, but dictated by Keller electrician. Install panel for new part of building. More controllable. 

o   Will need to park more trucks in the garage if we are not using Waltco, NW route.  Garage may be too small for future. Jesse will have to rearrange trucks into parking spots each night. D. Flanigan mocked up an option to add 2 more parking stalls in the garage.  J. Stewart and C. Baumann will review.

 

 

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)      V. Teal Lovely will ask W. Allington to get SCLS on the MUFN schedule for installation.

 

Next Meeting: 

March 2, 2023 10:00 am – 12:00 pm, with bid opening to follow at 1:00 pm at 1650 Pankratz St.

Internet will not be available

 

Adjournment 2:00

 

Parking Lot: 

·         Future utility conduit; Dan from MUFN recommended to retain new PVC pipe in case we want Charter in future.