Building Needs Assessment Work Group Minutes

March 3, 2022 10:00 a.m.

Members:

Jean Anderson             SCLS Consulting

Kerrie Goeden             SCLS HR & Finance Coordinator

Jesse Stewart              SCLS Fleet Manager

Vicki Teal                     SCLS Technology Services Coordinator                                  

Kristi Williams             SCLS Board Trustee – left early

Martha Van Pelt          SCLS Director

Guests:

Devin Flanigan             Keller Inc. Project Manager

Deb Haeffner              SCLS Consultant – left early

David Haug                  Lighthouse Commercial Real Estate - left at noon

Rebekah Spidle           Keller Inc. Interior Designer – left early

Mike Lieu                    MSA Keller electrical engineer

Matt Bruckschen         Keller HVAC engineer

Absent:

C. Baumann                 SCLS Delivery Services Coordinator

Nan Brien                    SCLS Board Trustee

Rob Lindstrom             Keller Inc. Architect

Call to Order by K. Goeden at 10:03

Approval of previous meeting minutes:  February 17, 2022

a.         Motion by J. Stewart to approve the minutes 

b.         Second by J. Anderson

c.         Approved

Reports:

· PSA & Easement Update – K. Goeden

o 2/21 City of Madison Plan Commission Meeting – approved CSM and CUP

o 2/24 BOT meeting – signed PSA, Easement will be on March board meeting. Working with City on agreement for future maintenance of easement

· 2/25 Tech Team Data/Electrical Meeting – V. Teal Lovely

o Over budget.  Budget is $100,000.  Initial estimate came in from Access close to $300,000.  They gave an option to reduce HVAC which will bring budget closer to $200,000.

o Waiting for information on HVAC

o Need equipment specs

o How much will on-going maintenance be on HVAC systems? Who pays for that?

o Plan to install VOIP for any phone needs (which then led into a conversation of landlines vs. VoIP for delivery)

· In regard to telephone options, D. Flanigan said that in 8 months we can make changes, we can’t plan the solution to every possible scenario right now.  He also stated that he would probably regret that statement.

· 3/2 Additional Coordinators Meeting Re: Electrical/Data – M. Van Pelt/K. Goeden

o Meeting was 30 minutes long.  Went through electrical questions with Mike Lieu of Keller

· 3/2 Focus on Energy Meeting Update – D. Flanigan/K. Goeden/M. Van Pelt

o Met with several team members from FOE and Keller to review our new building, lights, HVAC, hours of operation, water, etc.  FOE will assess current design energy efficiency level and will make recommendations for 2 additional levels of efficiencies that can be attained for further energy and cost savings.

o Next meeting is 3/24 where they will recommend which 1 of 3 options to pursue

· 3/3 Casework Meeting – D. Haeffner/R. Spidle

o Reviewed casework designs and changes with K. Goeden, R. Spidle, D. Haeffner

· Baird Funding Option – K. Goeden

o M. Van Pelt and K. Goeden met with 2 representatives from Baird to discuss options on refinancing the BCPL loan with the issuance of a county bond.  Possibility of saving $550,000 over the life of the loan.  Shared conversation with the SCLS Board in February.  SCLS Board asked for Baird to do a presentation at their 3/24 meeting.  The intent is to approach Dane County as the host county.  Portage County was approached and is not interested since they will be issuing bonds for a new jail.

· AV and Security Meetings Update – K. Goeden

o C. Ellefson and K. Goeden have spoken to 3 vendors to get quotes.  All 3 vendors do both AV and security work.

o Will use timer to automatically open doors during business hours

o Key cards and push button pads used in various areas

o Door bells for 2 main Delivery entrances

o Door sensor on every exterior door

o 2-3 hall motion detectors to reduce cost of putting sensors on 50 windows

o Motion detectors in hallways, dock, sort floor and garage

o Cameras outside at dock, front entrance, and one on building pointed at driveway

o K. Goeden will send completed Security Plan outline to the security team, Keller and vendors

· Appliances Update – D. Haeffner

o Narrowed choices.  Will confirm with K. Goeden, then give choices to Keller.

Discussion:

· Electrical/Data at 10:45 M. Lieu

· Updated homework questions sheet with M. Lieu

· Reviewed electrical in meeting rooms, huddle rooms, mechanical room

· HVAC at 11:45 Mike Bruckschen

· 4 major HVAC units

§ Roof above maker storage room

§ Roof above sorting floor

§ Roof above garage

§ Roof above mechanic shop

§ Side venting not overhead hood for Deb’s work, located behind the work surface in work room. Pulls fumes away from user and no equipment to duck under.

§ Vent in staff lounge

· Review Architectural Plans and Elevations

· Review windows

§ Office windows: 22” inches from bottom and 9’ high

§ Offices: Width of window is 4’

§ Office & Huddle: Ceilings 9’ 3”

§ High Delivery windows on the east side of the garage are 12’ above the ground and sized at 3’x10’

§ Large meeting rooms ceilings are 10” high

· Review Ceiling Height

§ Soffit at 9”  Ceiling 10’ in Professional Collection & large meeting rooms

§ Work Room Ceiling – will make that acoustic tile

· Masonry/Wood Panel Changes

· Review Schedule – Meeting schedule is as follows:

· 3/9:  Coordinators Meeting with BNAW &  D. Flanigan to discuss Solar

· 3/16:  Coordinators Meeting with BNAW &  D. Flanigan –  electrical/data,1-2 pm – Flanigan

· 3/17:  BNAW:  more electrical/data 1:30, plumbing, landscaping

· 3/18 Additional meeting for security and AV with Fearing’s 1-3:30 BNAW &  D. Flanigan, Will and  Craig and possibly Mike Lieu of MSA

· 3/22:  Additional meeting at 1:00 to review final plans and fixtures BNAW &  D. Flanigan

· 3/24:  Board Meeting – Baird presentation

Topics tabled for Upcoming meetings:  See above highlighted Meeting Schedule in

· Median (TBD)

o Cost, timeline

· Solar (3/9)

o Updates / Costs

· Landscape Plan (3/17)

o Review / changes   Coming back soon

· Schedule Admin and Delivery meetings to discuss shared HR and filing spaces

Homework for Next Meeting: 

· K. Goeden will contact phone companies to seek options, land line vs. VOIP. (Heidi Moe working on)

· K. Goeden will get security AV information to V. Teal (Done)

· K. Goeden will contact G. Flesch to find out the copier’s fax line needs (Done – land line needed)

· K. Goeden or C. Ellefson will send Mike Lieu & D. Flanigan the approved AV package to add to drawings (Done)

· Craig Ellefson, Mike Lieu, and Devin Flanigan will meet for decisions on AV

· K. Goeden will meet with security vendor on how to set up front door with handicapped access and key card. 

· Schedule (2) 1 hour meetings with AV and security vendors with SCLS, Mike Lieu and Devin Flanigan (scheduled for 3/18 1-3:30 pm)

· Schedule meeting with D. Flanigan and M. Lieu and SCLS Technology Team      

· K. Goeden discussing keying functions for doors – need to reschedule from 3/9     

Next Meeting:  3/16/22 Coordinators (BNAW attend 1-2 pm) and BNAW 3/17/2022 at 1:00-3:00 p.m.

Adjournment: 12: 15

Discussion afterwards on the number of data jack boxes per office.  Decided 1 per office based on the impact on the server room of double the amount of cables, ports and racks.  If we need to add more in the future, the option to use a raceway is available.  Tech team is confident they can add more later if necessary.  They would be added as needed one by one probably and not a total refit.