Building Needs Assessment Work Group Minutes

February 17, 2022 1:00 p.m.

Members:

Jean Anderson             SCLS Consulting Services Coordinator

Corey Baumann          SCLS Delivery Services Coordinator

Nan Brien                    SCLS Board Trustee

Kerrie Goeden             SCLS HR & Finance Coordinator

Jesse Stewart              SCLS Fleet Manager

Vicki Teal                     SCLS Technology Services Coordinator                                  

Kristi Williams             SCLS Board Trustee

Martha Van Pelt          SCLS Director

Guests:

Devin Flanigan               Keller Inc. Project Manager

Deb Haeffner                 SCLS Consultant

Rob Lindstrom                Keller Inc. Architect

Rebekah Spidle              Keller Inc. Interior Designer

Call to Order: 1:00

Approval of previous meeting minutes:  February 3, 2022

a.         Motion by J. Stewart to approve the minutes 

b.         Second by J. Anderson

c.         Approved

Reports:

· Interior Design: Updates from Collaborative Space Meeting 2/3/22 – D. Haeffner

o Professional Collection, all Huddle Rooms: furniture, wall coverings, flooring chosen

§ Work Flow Group will decide where things go in Professional Collection space and in the work room.

· MMM update – Staff Input on Work Room and Staff Break Room – K. Goeden

o Break Room: Revised by D. Haeffner to reduce puzzle area size, use long “farm” table for seating 6-8 people, added more counters and seating in front of western windows and additional counter for shareables near refrigerators.  Removed 2 vending machines, increased to 2 refrigerators (one just a fridge and the other fridge/freezer with ice maker).  Separated the microwaves, added a dish washer by the sink.  Delivery has an air fryer/convection oven to replace HQ toaster oven.  Keep toaster.  Still need space for Bunn coffeemaker and trash cans.

o Work Room:  Revised by D. Haeffner with a slight rearrangement of full length cabinets and counters to consolidate delivery related work.  Moved full length cabinets to one end.  More room for delivery envelopes and check in computer.  Removed some upper cabinets on west side.  Upper cabinets on east side remain.

· Audio Visual Updates– K. Goeden

o  Received quote back from Fearing’s

o Waiting on quotes from other vendors:  J&K, Heartland.  C. Ellefson is SCLS contact.

o Need to talk about security needs before selection of AV firm – AV firms can bundle security into package and result in possible lower prices.

o Delivery would like audio and visual signals when phones ring so staff know whose phone is ringing when on sorting floor.  Music system for delivery sorting floor.  J. Stewart willing to design music system.

o Add white noise machine to Administration Huddle

o Add message boards for lobby and sort floor

· PSA and Easement Updates – M. Van Pelt

o M. Van Pelt had a question with the easement being temporary.  How to handle future maintenance?  Follow up with Jenny at the City of Madison and Devin.  (this was resolved when the reply from Jenny said the future maintenance falls under City of Madison city codes)

o Easement Meeting at 2/22

· Madison Planning Commission Meeting 2/21 at 5:30– D. Flanigan

o M. Van Pelt, K. Goeden and D. Flanigan will register to attend

· Median Changes – Cost and Timing – D. Flanigan

o No news

Discussion:

D. Flanigan expressed his concern that the project is behind schedule and that they need more information to finish the plans and construction documents.  They need the information now.  Final decisions need to be made, no more time to get staff input. 

To expedite decision making, SCLS asked Devin to provide specific questions and/or a list of information he will need, in advance of the BNAW meetings so BNAW members can bring the answers to the meeting where the decisions need to be made. 

Keller Inc. needs answers to their questions on the meeting dates that were submitted by Devin Flanigan.

· Review HVAC/Plumbing/Electrical

o Preliminary Questions – Systems, Etc.   –Did not discuss, move to future agenda

· Review the landscaping Plan -Did not discuss, move to future agenda

· Solar – Updates/Costs- Did not discuss, move to future agenda

· Interior Design – BNAW group made final selections requested by R. Spidle to include door color, trim, handles, accent walls.

· Select meeting date for “Casework Review” between 3/3-3/11  -  D. Haeffner will review this with R. Spidle and K. Goeden

· Review Schedule – Coordinators reviewed the schedule sent by D. Flanigan. A couple changes were made and approved by D. Flanigan.  Meeting schedule is as follows:

o 2/21:  Plan Commission Meeting 5:30 pm  – D. Flanigan, M. Van Pelt, K. Goeden

o 2/22:  Easement Meeting with the City of Madison -  D. Flanigan, M. Van Pelt, K. Goeden

o 2/22:  City Council Meeting ??  Do we need to attend?

o 2/24:  BOT Meeting to approve PSA and easement – D. Flanigan attending

o 2/25:  D. Flanigan meeting with V. Teal Lovely and tech team to discuss data/electrical

o 3/2:  Additional Coordinators Meeting 2:30-3:30 to discuss electrical/data– D. Flanigan attending

o 3/2:  Focus on Energy Meeting 3:30-4:30 – D. Flanigan, M. Van Pelt, K. Goeden

o 3/3:  BNAW

o 3/16:  Coordinators Meeting – discussing Plumbing and HVAC from 1-2 pm – D. Flanigan attending

o 3/17:  BNAW

o 3/22:  Additional Meeting at 1pm to review final plans – D. Flanigan attending

o 3/24:  Board Meeting – Baird presentation?

o 4/7:  BNAW

o 4/21:  BNAW

o 4/28:  Board Meeting

o 5/5:  BNAW

o 5/19:  BNAW

o 5/26:  Board Meeting

o 6/2:  BNAW

o 6/16:  BNAW

o 6/23:  Board Meeting

o

· Technology Needs/Electrical Plan – They are meeting on 2/25 to discuss

Topics tabled for Future Meetings:

· Schedule Admin and Delivery meetings to discuss shared spaces

Homework for Next Meeting: 

K. Goeden: Follow up with Craig Ellefson, to add onto AV plan a sound system for sorting floor

Ask Fearing to extend their deadline on quote and

Add message boards for lobby and garage

Add white noise machine to Administration Huddle

K. Goeden: Notify Alder Jael Currie of Planning Commission meeting on 2/21 (she was copied on email from the City of Madison)

D. Flanigan will give homework questions to SCLS staff prior to the meetings: What questions need to be answered: HVAC / Plumbing / Electrical/Phones/Data by Monday, 2/21

D. Haeffner: Pick out appliances with K. Goeden

Set Casework meeting between 3/3/-3/11 – D. Haeffner will meet with R. Spidle and K. Goeden

Next BNAW Meeting Date:  3/03/22 at 10:00 a.m.

Adjournment: 3:00

Parking Lot:

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