Building Needs Assessment Work Group Minutes
March 17, 2022 1:00 p.m. – 3:00 p.m.
Members:
Jean Anderson SCLS Consulting Services Coordinator
Corey Baumann SCLS Delivery Services Coordinator
Nan Brien SCLS Board Trustee – left early
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
Rob Lindstrom Keller Inc. Architect
Rebekah Spidle Keller Inc. Interior Designer
Colin Meisel Ruekert & Mielke, Inc
Peter Vargulich Landscaping
Mike Lieu Mid-State Associates, contracted electrical engineer for Keller
Call to Order at 1:02 by K. Goeden
Approval of previous meeting minutes: March 3, 2022
a. Motion by J. Stewart to approve the minutes
b. Second by J. Anderson
c. Approved
Reports:
· Audio Visual and Security Updates– K. Goeden
o Fearing’s submitted both quotes in advance and had lowest priced quotes
§ Will apply government contract discount price
§ Good references from libraries
§ Will reuse our equipment
o Heartland came in on 3/17 and at twice the price as Fearing
§ No government contract price
§ Poor communication
o J & K Security came in on 3/17
§ No government contract price
§ Concern with being understaffed/too busy to provide good service as Belleville used them for AV and after a year are still waiting for training.
o $100,000 in building AV budget
o $20,000 in building Security budget
§ C. Baumann made a motion to accept Fearing’s as contractor for AV and Security
§ Second by J. Stewart
§ Approved by all.
· Landlines vs. VoIP Updates – K. Goeden
o Met with AT&T at noon 3/17/2022
o SCLS Wants: Cost effective, easy to use and makes sense for our operation
o VOIP Flexible Reach Program (can be used over Badgernet), but it will have to be separate fiber line for us; the number of paths determines how many calls can be received/made at a time, so 7 paths would = 7 calls at a time, no installation fee, $ 10.25 per path per month (300 minutes of long distance per path included per month) (cheapest option). Found out that we have an AT&T team
o Current Centrix is $16.25 a line per month; long distance is additional cost. Voicemail is also an additional cost.
o AT&T recommended that Delivery use VOIP Flexible. Would have to purchase new handsets. Voicemail should be included in new equipment.
o Spectrum $8,000 to install, No VOIP, no state contract available
o K. Goeden will connect with Will A. for next steps
· Tech New Building Team Data and Electrical Department Meetings Update – V. Teal Lovely
o Went over information at yesterday’s BNAW/Coordinator meeting
· Easement Updates – D. Flanigan
o Madison rejected our easement due to the loss of so many (15) trees in the easement. Keller submitted a revised plan to lose 1 tree only, reduced amount of asphalt in back – makes it a little difficult for the semi-trucks to turn around, but that will only be an issue a few times per year. Waiting for reply from City. Need the City to approve revisions and write up a permanent maintenance agreement. D. Flanigan hopes to have answer for SCLS Board 3/24 meeting on easement issue. He will attend the SCLS Board meeting.
· Solar Update from Coordinators/BNAW meeting – K. Goeden
o D. Flanigan shared some solar options of 3 different sizes for the roof. BNAW wants to have solar, but may be cost prohibitive. Will know after the bids are received if we can afford. Looking at additional grant funding for it. Need to go back to board if we need more money.
o Grant opportunity from EBSCO – M. Van Pelt/J. Anderson
§ Ebsco requires us to be a customer. Marty will be applying.
§ Working on other grants with the SCLS Foundation and SCLS Board.
Discussion:
· Review Electrical and Data 1:30 pm - Mike Lieu
o Additions to electrical plan:
§ Plug for coffee maker Break Room
§ Plugs for 2 garbage disposals in Break Room and Prep Kitchen
§ Plugs in Maker Space at table height (seated height) 30” confirmed by R. Spidle
§ USB in break room is in front of window, need a raceway for the electric service under counter (changed later in discussion by replacing glass window with wall up to counter height.)
§ In between center ceiling of 2 huddle rooms 1 power, 1 data, 3rd power outlet in floor of huddle room 136
§ Tech prep should be counter height, added 1 data
§ 42” for Professional Collection counter for laptops plugs.
§ Digitization Room plugs at 30” minimum counter height
§ D. Haeffner shared her list of changes and M. Lieu marked his plan
§ One duplex in floor through table in work room
§ One in each bathroom for public use or janitor’s equipment
§ SCLS has reach out to WISCNET. Waiting on reply. Waiting to hear from Access (spec sheets) too.
· Review Landscaping Plan 2:05 pm – P. Vargulich
o Add alternative bid of adding evergreens on west property line
o If enough additional points are needed, add hedge of evergreens on south side as visual barrier, maybe shift some points from other areas to “fund” south side visual barrier.
o 7 spigots around outside of entire building to water landscaping
· Building Materials – R. Lindstrom
o Overhead garage door and man door colors : Industrial Brown
o Outside trim color: Dark Bronze
o Wood laminate from building siding put vertically on top of canopy supports
Floor plan: Staff lounge drafting needs to catch up. Counter is supposed to wrap around corner. Raise break room counter window wall to counter height, both sides.
Review Meeting Schedule:
March 21 Special Planning Meeting - Door Keying
o Virtual from 1:00 PM – 3:00 PM
o Discuss Door Keying with Joe from LaForce
- March 22 Special Planning Meeting at 1:00 PM
o Hybrid meeting (Devin may be virtual)
o Review Casework with Rebekah
o Review Fixtures
- March 24 Special Planning Meeting at 10:00 AM
o In Person
o Focus on Energy
o Devin Only (Marty and Kerrie will attend this with Devin)
- March 24 Board Meeting at 12:15 PM
o In Person
o Discuss Easement
o Devin Only (Marty and Kerrie will also be in attendance, along with Nan, Kristi and other BOT members)
- April 5 Special Planning Meeting at 1:00 PM – 3:00 PM
o Hybrid meeting (Devin virtual)
o Review Landscaping
o Review Electrical / Data
o Review Plumbing
- April 6 Special Planning Meeting at 3:00 PM – 4:00 PM (Hybrid meeting)
o Review Final interior selections
o Review Final casework drawings
April: Bidding / Approvals
- April 7 – BNAW (in person and we will serve pizza in between meetings)
o Updates
§ Class 2 notice on following dates
· April 18
· April 25
§ Utility Applications
· Fiber
· Power:
· Water / Sanitary:
· Phone:
· Cable?
· Internet:
· Airport Permit?
· Fiber
o Building Permit
o Bid Questions?
- April 7 Special Planning Meeting at 12:30 PM – 2:00 PM (In person)
o Final Review of plans and specifications
o All engineers will be via Blue Jeans
Topics tabled for Future Meetings:
· Median (TBD)
o Cost, timeline
· Schedule Admin and Delivery meetings to discuss shared spaces
Homework for Next Meeting:
Marty: Report back to group on Ebsco grant
Next Meeting Dates:
See above
Adjournment:
Parking Lot:
· Notify Michelle Drea at the City of Madison Assessor’s office when we purchase a site. mdrea@cityofmadison.com