Building Needs Assessment Work Group Minutes
August 5, 2021 10:00 a.m. – 12:00 p.m.
Virtual Meeting
Meeting Documents: https://www.scls.info/committees/building-needs-assessment-work-group
Present:
Nan Brien SCLS Board Trustee
Kerrie Goeden SCLS HR & Finance Coordinator
Mark Ibach SCLS Consulting Services Coordinator
Jesse Stewart SCLS Fleet Manager
Vicki Teal SCLS Technology Services Coordinator
Martha Van Pelt SCLS Director
Guests:
Devin Flanigan Keller Inc. Project Manager
David Haug Lighthouse Commercial Real Estate left at 11:10
Roger Lindstrom Keller Inc. Architect
Rebekah Keller Inc. Designer
Excused:
Corey Baumann SCLS Delivery
Services Coordinator
Kristi Williams SCLS Board Trustee
Call to Order 10:01
Approval of previous meeting minutes: July 8, 2021
a. Motion by M. Van Pelt to approve the minutes
b. Second by M. Ibach
c. Approved
Reports:
· Feedback from City of Madison on Letters of Intent – D. Haug
o Confirmed with the City that we are interested in 2 sites with Graham Place location being # 1 choice at this time. No formal reply from City of Madison yet.
· Site updates – D. Haug
o No changes on the sites
· Property tax information from City Assessor – K. Goeden
o No reply yet
o Trying to confirm with the assessor that SCLS as a tax-exempt organization does not have to pay property taxes
· BCPL loan status – K. Goeden
o Submitted the application to receive the loan application – receipt confirmed by BCPL
o Applied as a municipality (closest BCPL template to what SCLS is)
· Civil engineer updates – D. Flanigan
o Met with engineer and reviewed project. Will discuss questions and prepare a report for BNAW group.
o Reached out to City of Madison about zoning. Keller recommends commencing DAT meetings with the City of Madison and civil engineering to work together on big picture issues like setbacks, zoning, architecture, etc. so the project can move forward smoothly with all parties being in consensus. K. Goeden will also attend the meetings and provide updates to BNAW.
Discussion:
· Share photos of things we like and design ideas with Keller
o K. Goeden shared her screen with group of photos collected by SCLS staff
o Discussed how to make office functions more flexible for future needs. No big price difference in stud walls vs. removable walls. Removable walls are considered furniture. Keller would install removable walls after flooring is installed. Removable walls attach to wall and ceiling.
o Group seems to be trending toward contemporary design building
o Architect R. Lindstrom mentioned that more companies are decreasing open spaces in their facilities due to COVID.
o A desire for additional collaborative space was expressed. Create flexible space with offices opening/becoming collaborative space. SCLS wants the ability to reconfigure spaces for future needs. Huddle rooms could be used as offices with movable furniture.
Options outlined by D. Flanigan:
o 1. Single offices with huddle spaces – no flexible work stations
o 2. Majority of single offices with huddle spaces and 1 large collaborative space with flexible work stations (could use professional collection or create another space just for staff only. The separate collaborative space for staff only would have less interruption by public or visitors.
o 3. Single offices and huddle rooms for collaborative use, and a large space that
houses possible “hotel” offices (6x8 or 4x8). Enclosed hotel office means bigger (6x8) Workers take everything home – no personal space in hotel rooms. Horse stall style hotel spaces can be smaller. Architect R. Lindstrom said the dedicated offices 10x12 can “easily” be shared hotel space – 2 desks.
Architect R. Lindstrom said the key to space is to know how many enclosed offices we need.
o If 2 story at Graham Place, Rob would put offices on 2nd floor for lots of windows and bury meeting room into hill. This does separate delivery from rest of SCLS which is a concern.
o Therefore with our goals of offices being on the same floor and having windows and the meeting room not needed windows, architect R. Lindstrom reverted back to the one-story plan and revised the bubble diagram to incorporate BNAW feedback. Laid out bubble diagram on Graham Place site.
o Each orange line on Graham Place plat represents 5 ft. of elevation
o J. Stewart pointed out a concern that the pinch point of the loading dock and entrance to parking garage are in the same spot on the new bubble diagram and the layout would require trucks to turn to exit the garage.
o J. Stewart concerned with having to make turns inside the building. Every turn of vehicle within the garage creates problems. Turns outside the building not an issue.
o Discussion of separating just the garage from rest of building to allow for trucks to drive straight through. Will have further discussion on this with delivery team.
Topics tabled for future meetings:
· Project plans, cost and new budget
· Discuss individual offices vs. shared space plan with Keller and architect. Goal is to have maximum flexibility of space use now and in the future. Any changes? (Sept or Oct meeting)
· Start discussions with D. Haeffner, Rebekah, D. Flanigan, R. Lindstrom, M. Ibach regarding D. Haeffner’s level of involvement in interior design of new building
· Schedule Admin and Delivery meetings to discuss shared spaces
Homework for Next Meeting:
· Discuss next steps regarding sites and whether to make an offer
· K. Goeden will update BNAW on her work on BCPL loan process
· Need to have an industrial ceiling vs closed ceiling aesthetic discussion
o Does not save money to leave open. Open or closed involves different building issues.
· K. Goeden will send folder of photos and ideas to Keller
· D. Haug will provide Letter of Intent updates
· D. Flanigan will set up DAT meetings with City and share dates with K. Goeden.
· R. Lindstrom will send K. Goeden the new bubble diagram to share with BNAW
Next Meeting New Date: 8/12/2021 at 1:00 p.m.
Adjournment 11:55 am
Parking Lot:
· Create staff workgroup to help select interior furnishings