Building Needs Assessment Work Group Minute

March 2, 2023 10:00 a.m. – 12:00 p.m.

In-Person Meeting Only (no virtual option) at 1650 Pankratz Street, Madison

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:

Susan Feith SCLS Board Trustee

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 10:02

Approval of previous meeting minutes: February 16, 2023

a. Motion by J. Stewart to approve the minutes

b. Second by J. Anderson

c. Approved

Reports:

· K. Goeden reported that during yesterday’s HVAC quarterly maintenance check at Pankratz, a cracked heat exchanger was discovered. The unit (1 of 2 units) was shut down until it’s repaired, which is their standard protocol. The company will order the new part and install hopefully within the next 40 days.

o Data Center Update – V. Teal Lovely

§ MUFN – has to register as a utility with the City of Madison and show proof of insurance.

§ CT Cabinet and Panel – both have been ordered from Viking Electrical. They will send weekly emails updating the status of their arrival and Viking is willing to store the units if they arrive early.

§ MG&E - Transformer – MG&E is working with engineering. Waiting on CT cabinet. Current plan is to move the transformer before we move into the building.

§ Moving data center – Moving company is estimated to be around $20,000, V. Teal Lovely got 2 quotes.

o Moving Committee Update – J. Anderson

§ Yerges visited HQ office to prepare a quote. They said it would be a 3-day process including packing and moving and set up at Pankratz. They will disassemble desks and reassemble desks. They will not put things on walls. They will provide carts for the professional collection and staff to use for files.

§ Tall file cabinets do not need to be emptied. Lateral files must be emptied.

§ Date of packing and moving is week of May 22 – May 26. We are looking at May 23-25. May 22 is a staff Monday morning meeting day.

§ Need to talk to Delivery about using a box truck to move smaller servers, Indus and self-check unit. Need moving blankets.

§ Inventorying of equipment and what is disposable is in the works.

§ Reschedule Board of Trustees May meeting to the week before so as to have it done before the move.

§ Move admin desks that aren’t going to Pankratz to delivery during moving week – to replace some of their desks.

• Timeline Update

§ 2/28/2023 City of Madison Common Council – did not need – already approved by City via other committees and/or commissions.

§ 3/2/2023 Open bids – at Pankratz Street building ; Joan Honl will read bids. BNAW meeting at Pankratz beforehand

§ 3/7/2023 Review bids 2:00 pm

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

§ 4/1/2023 Start construction

§ Groundbreaking

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

Discussion:

o Review Today’s Bid Process

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:

Next Meeting: March 16, 2023

Adjournment: 10:36

Parking Lot: