Building Needs Assessment Work Group Minutes

July 8, 2021 1:00 p.m.

Hybrid Meeting in person at 4610 S. Biltmore Lane, Badger and Chester Rooms

Present:

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

Excused:
Mark Ibach                  SCLS Consulting Services Coordinator

Call to Order at 1:03 by K. Goeden

Approval of previous meeting minutes:  July 1, 2021

a.         Motion by N. Brien to approve the minutes

b.         Second by J. Stewart

c.         Approved

Reports:

· None

Discussion:

· Review terms of Letter of Intent to provide feedback to D. Haug

o Clarify the 2 different addresses on each site:  Merchants/Manufacturers and Fen Oak/Graham Place.  Are there 2 addresses for each site due to each having 2 lots?

o Spell out CSM “certified survey map”

o Add the word “the” to the introduction paragraph so it says, the South Central Library System

o On the Graham Place letter:  Section 3. Properties: should say World Dairy Commons (typo)

o Graham: Are there maintenance requirements for the undeveloped area (hill)?  Workgroup members are asking if we’d be responsible for any ongoing statutory maintenance such as annual burns or tree management in the woods, etc.

o Graham: Are there wildlife protection issues that would affect our construction plans?  Such as nesting areas, etc.

o Section 8. Closing Costs:  Can you clarify the red lined insertion section?  Does that need to be taken out?

o Section 9. Earnest Money Deposit:  Do we have to put down earnest money of $25,000?  Can we do less?

o Section 12. Construction Contingency:  Please clarify that we are not obligated to sell back to Madison at 12 months if we haven’t commenced construction?  Even if they are interested in re-purchasing it?

o Section 13. Can we exempt ourselves from future assessments?  What are examples of possible assessments?

o cc: add Martha Van Pelt on letter

K. Goeden will send questions and edits to Haug

· How to get staff input on remaining 2 sites

o 7/12 Staff meeting will have informational discussion to share sites, how we arrived at the 2 final sites

§ MUFN, Delivery, Price, Criteria list, started with over a hundred sites.

· Identify favorite site of the remaining 2 sites

o Polled work group members

§ C.B.            Graham Place

§ K.W.           Graham Place

§ J.S.             Graham Place

§ M.V.P.       Graham Place

§ N. B.          No strong preference

§ K. G.           Graham Place: MUFN, Delivery, cheaper, more amenities, bus

§ V.T.L.         CIC: close to interstate, industrial vibe for building, no strong preference

§ M. Ibach was not present but in May minutes expressed a preference of Graham Place over CIC

§ Group agreed that Graham Place is # 1 choice

· Review 2022 budget scenarios and impacts on BNAW project

o Gov. Evers approved the 2022/2023 budget and kept the system aid increase

· Review photos of things we like design-wise to share with Keller

o Folder in shared drive with collection of photos and ideas, N. Brien & K. Williams can send ideas to K. Goeden to place in folder

· Plan to gather input and ideas from staff on things they’d like for the new building

o Folder in shared drive with collection of photos and ideas

o Give staff time to adjust into hybrid mode in September before discussion

o Make sure architect makes new building’s hallways wider than current building

Homework for Next Meeting: 

· K. Goeden will send questions and edits on LOI to Haug

· K. Goeden will let Keller know our #1 choice is Graham Place

Next Meeting Date:  08/05/21 at 10:00 a.m.

Adjournment at 2:56 pm