Building Needs Assessment Work Group Minutes
August 4, 2022 10:00 a.m.
Hybrid Meeting at 4610 S. Biltmore Lane, Chester Room
Present:
Jean Anderson SCLS Consulting Services Coordinator
Corey Baumann SCLS Delivery Services Coordinator
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 Project Manager
David Haug Lighthouse Realty
Deb Haeffner SCLS Consultant
Rob Lindstrom Keller Architect
Absent:
Nan Brien SCLS Board Trustee
Gary Poulson SCLS Board Chair
Call to Order by K. Goeden at 10:02
Approval of previous meeting minutes: July 21, 2022
a. Motion by J. Stewart to approve the minutes
b. Second by K. Williams
c. Approved
Reports:
· Coordinators meeting review of 2 Lakeland versions – K. Goeden
o Received cost estimates on the 2 remodels. Both exceeded the budget so the group pivoted and capped the internal building remodel for HQ at $1 million to stay on budget for the entire project.
o Sent a new short list of building must haves to Keller.
· Weekly check in meeting with D. Flanigan – K. Goeden
o Reviewed the information from the Coordinators meeting, new list of must haves, new interior build-out budget plan.
· July Board meeting decisions to eliminate all Walton Commons options - K. Goeden
a. Accept recommendation from BNAW to divest SCLS from continuing work on the plan for a decreased size building at 2801 Walton Commons ($7.6 million -$8.1 million). Motion: M. Nelson moved approval to accept the recommendation from BNAW to divest SCLS from continuing work on the plan for a decreased size building at 2801 Walton Commons ($7.6 million -$8.1 million). L. Ross seconded. Motion carried unanimously.
b. Accept recommendation to continue discussions with Keller regarding having Keller owning 25% of the Walton Commons building and constructing the original full sized Walton Commons facility.
Motion: M. Nelson moved approval to accept the recommendation to continue discussions with Keller regarding having Keller owning 25% of the Walton Commons building and constructing the original full sized Walton Commons facility. P. Cox seconded. Motion failed with 2 yes votes.
The result is that all options for Walton Commons are done.
Discussion:
· Lakeland University Property
o $1 million limited interior build out
§ Revised Lakeland floor plans to reflect new list of priorities and minimal interior buildout budget of $1 million. Allocated one classroom for future delivery offices.
Priorities sent to Keller in advance:
Data center
Build out 10 Offices
Any necessary mechanical, electrical and data throughout building
Tech prep storage room that is separate from tech prep room and locked
Tech prep and desk can be located in a classroom- no separate office needed
Work room with cabinetry - can just be existing classroom with cabinets added
Locate 1 meeting room in first classroom adjacent to lobby (the room to the right as you walk in the front door), add a door from lobby to meeting room
10 Cubicles in existing classroom
Student lounge used as staff lounge and possible flex space
Leave kitchenette as is
Maker room and storage with shelving (no cabinetry) can be combined and located in an existing classroom with no separation
Professional collection in existing reception area/lobby
o Discussion with R. Lindstrom. Draw up HQ and Delivery site plan on the Lakeland lot. Discussed option of HQ interior remodel for $1 million and then add Delivery as a separate building next to HQ.
o Timeline (very iffy):
§ Get approval from SCLS Board at September meeting. Start working in October with structural engineer, construction documents 12/2022, bid in March 2023. Move in HQ Fall 2023.
§ Could possibly move HQ in by May 2023 while still remodeling space. Data Center is critical piece since it cannot work remotely like staff.
· Dane County Airport needs site plan to start their review
o R. Lindstrom will draft up a site plan but would like to know if there are any submittal criteria for site plan from Dane County Airport. K. Goeden will contact them and get to R. Lindstrom to draw site plan.
o Critical controls calendar for Lakeland – Contingencies Updates
§ Ground lease review: SCLS attorney and Airport attorney have reviewed. Lease is ours until 2100. Green light.
§ Financing
§ Building inspection – Important to identify any issues with major systems before closing. May be able to renegotiate with seller if HVAC or other major system needs replacement. D. Haug recommends using subcontractors to do the inspections as they are the specialists for each system and generally will do the inspection at no cost. Inspectors will be found by Keller to do it for free. D. Flanigan & D. Haug working on.
§ Proposed use – Dane County okay with it. Keller working on plan before going to DAT. Need to know if City is okay with plans. D. Haug will reach out to Matt M. to get an idea what the City is thinking before DAT. Checking for any deal breakers as early as possible.
§ ALTA Survey – 3-4 weeks to complete. $7,500. All of the items were included in lease documents which our attorney reviewed already. D. Flanigan working on timing, has call into Survey Company.
§ All contingencies deadlines are 9/27/2022. SCLS Board meets 9/22/22
§ Zoning/Easement/Expansion
· Bike path easement according to D. Haug does not affect us.
§ Title Insurance
o Next steps
§ Priorities: Site plan, drawings, DAT meeting with city
o Phase 1 ESA (environmental review). D. Haug recommends True North, Chris Valcheff. Need to schedule.
o Rifkin is holding to 90 days on contingencies and sale.
· Walton Commons closure
o Review Offer to Purchase for language. Specific paragraph details closure. Return earnest money, review by attorney. Signed by SCLS Board at August Board meeting, then send formal letter to Matt M. at City.
· Tour of Lakeland property at noon
Homework for Next Meeting:
· K. Goeden will get submittal criteria for site plan from Airport and then get to R. Lindstrom
· K. Goeden will contact attorney regarding withdrawal of offer on Walton Commons.
· R. Lindstrom will draw up revised Lakeland plan with list of priorities provided abve and minimal interior $1 million build out – ready to share at next BNAW meeting 8/18
· D. Flanigan will send priority plan to estimators – ready BNAW 9/ 1 meeting cost estimates to be reviewed
· D. Flanigan will sent sketch of revised floor plans (that we drew up today) via email to BNAW - done by M. Van Pelt 8/4
· D. Flanigan will set up Phase 1 ESA (environmental review)
Next Meeting: August 18, 2022 at 1:00 pm
Adjournment: 11:45