Building Needs Assessment Work Group Minutes

August 18, 2022 1:00 – 3:00 pm

Present:

Jean Anderson SCLS Consulting Services Coordinator

Corey Baumann SCLS Delivery Services Coordinator

Kerrie Goeden SCLS HR & Finance Coordinator

Gary Poulson SCLS Board Chair

Jesse Stewart SCLS Fleet Manager

Vicki Teal SCLS Technology Services Coordinator

Kristi Williams SCLS Board Trustee

Martha Van Pelt SCLS Director

Guests:

Susan Feith SCLS Board Trustee

Devin Flanigan Keller Project Manager

Deb Haeffner SCLS Consultant

Rob Lindstrom Keller Architect

Absent:

Nan Brien SCLS Board Trustee

David Haug Lighthouse Realty

Call to Order by K. Goeden at 1:03

Approval of previous meeting minutes: August 4, 2022

a.         Motion by J. Stewart to approve the minutes 

b.         Second by J. Anderson

c.        Approved

Reports:

· Walton Commons closure – K. Goeden, M. Van Pelt

o Letter to terminate offer done by Attorney Lawton along with request to return earnest money $15,000. Will go to SCLS Board for approval and signature at the August Board of Trustees meeting. Then M. Van Pelt will forward these documents to the appropriate people at the City of Madison.

Discussion:

· Lakeland University

o Review updated sketch and site plan – R. Lindstrom

o Shared new drawing; 42 parking stalls, we are below building ratio to lot which is good, lot coverage may be high (zoning or covenant says 75% max lot coverage) resulting in 25% of green space. R. Lindstrom is working on it to determine the actual amount. R. Lindstrom says his opinion after reading the land documents is there are cross easements for driveways and parking – so 42 stalls are okay as we would have access to other parking. Declaration of Reciprocal Easement document addresses this. We can use other lots’ spaces. K. Goeden will reach out to owner’s attorney for confirmation. We will also verify this with the City of Madison at the upcoming DAT meeting.

o New Floor Plan:

§ Overall, the group is very happy with the proposed design. It incorporates most of what we had in the Walton Commons plan.

§ 30” side lights in dedicated offices he added, to match existing structure.

§ Cubicles: same size 7x7 spaces each which allows for collaborative space in the center of the room

§ Workroom is bigger than in previous plans

§ Removed doors and replaced with two large archways to work room

§ Did not touch restrooms, janitor closet, kitchen or break area which is larger than any other plan

§ Use existing electrical closet and telco closet

§ Maker area is entire classroom with open shelving for storage

§ Data Center had to add a permanent wall because the existing wall between the Data Center and the Tech Prep Room is a folding wall. Placed the wall so as to expand Tech Prep Room and make Data Center smaller.

§ Delivery plan; The Delivery addition fits nicely on the lot. It is within the setback boundaries from Packer Ave. as well. Remove 1 former vestibule door at that end of the building. And replace with 1 double wide door to sorting floor. Close off hallway door to classroom to create new delivery offices. Probably do bar joist construction. Existing building is conventional steel frame, bar joist and veneer masonry.

§ Loading docks are 12’ 6” on center for overhead doors location. Triangle shapes on drawing are cushions for loading docks – energy requirement

§ Turning radius of new driveway will be reviewed. Keller has software to run scenarios of trucks using driveway.

§ Next steps

§ Submit to Dane County Airport for review

§ Submit to DAT for review (R. Lindstrom’s new drawings will be sent to DAT) with 1 sentence statement from D. Flanigan.

o Attend 8/25/22 DAT meeting. DAT will be via Zoom

o Budget estimate timeline – D. Flanigan

§ Plans will now go to Keller estimators

§ Estimators will compile cost estimates for BNAW to discuss at 9/1/22 BNAW meeting

· Critical controls calendar for Lakeland – Contingency Updates

§ Ground lease review

§ SCLS and Dane County attorneys have reviewed

§ D. Flanigan is scheduling ALTA survey now to start on 9/1/2022 – waiting on budget estimate before starting.

§ Estoppel letters in progress (states when the lease ends)

o Attorney Lawton working on the Lakeland & Dane County letters.

§ Approval of lease assignment to SCLS – follow up

o Attorney Lawton has the assignment and assumption consent documents from Dane County (this will follow the approvals with Dane County on the building/construction issues they are looking at).

o D. Haug confirming with the owner of lot 46 (right of Lakeland when facing front door) to the north of Lot 3 that there are no outstanding amounts owed/issue or disputes as to the driveway (north access for our site) that Lot 3 and Lot 46 are responsible for (each 50-50).

§ Insurance provision – follow up

o K. Goeden contacting Hausmann Insurance

§ Financing

§ K. Goeden reached out to BCPL for options on how to handle 6 month extension of project plan. BCPL offered an interest only loan for year 1. Shared with SCLS Board Personnel and Budget & Finance Committees on 8/17. This option will save SCLS $140,000 on the first mortgage payment in year 1 (2023).

§ We have to make a mortgage payment in 2023 no matter what, so restructuring to an interest only payment in year 1 will afford SCLS the greatest flexibility financially with the 2023 budget, to allow for all scenarios to fit within the budget.

§ 2^nd loan with BCPL. K. Goeden requested application. Delayed the request so first payment does not hit until 2024. SCLS Board approved a 2^nd loan of $1 million on 1/27/2022 to create the total budget of $7 million.

§ Reiterated budget of $7 million maximum for entire project. If the Keller estimators come back with a cost estimate for the proposed design that is within budget, we will continue to move forward.

§ Building inspection

§ D. Flanigan doing walk through with contractors 8/19 at 10:00. He arranged 2 owners of different contractor companies to perform the inspection.

§ Proposed use

§ Preliminary OK from Airport and City of Madison

§ Submitting site plans for review to Airport group and City of Madison Design Assistance Team (DAT).

§ ALTA Survey/Zoning/Easement/Expansion

§ ALTA survey will commence on 9/1/22 if the proposed design is in budget.

§ Title Insurance and Title Documents

§ Take ALTA survey and give to the title company for endorsements to title insurance and title insurance commitment markup (including removing exceptions determined not to apply to the property based on what the survey shows).

§ City of Madison Review and Approval

§ DAT meeting on 8/25/22

§ Submit site plan to DAT by 8/19/22 noon, D. Flanigan doing it.

§ Dane County Airport Review and Approval

§ Submit site plan and elevations for review. R. Lindstrom will prepare elevations by 9/1 meeting. Keller building design exterior will mimic current building to meet requirements.

§ Phase 1 ESA

§ D. Flanigan scheduling to begin 9/1 if the proposed design is within budget. Needs 2 weeks from notice to completion.

· Review our timeline

o Assign any remaining contingency work

§ Reach out to City of Madison alderman to provide 30 day notice of applying for a conditional use permit.

§ Solar discussion. Group said do not pursue since it is not in our budget and we did not get awarded the grants.

§ No installation of electrical infrastructural to support EV fleet vehicles. Not in budget.

Topics tabled for Upcoming meetings:

· Review Other Options to Consider

Purchase office building and continue to lease Delivery  

Keep leasing and walk away (if no other options work)

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

· Building Permit

Homework for Next Meeting:

K. Goeden will submit site map and floor plan to Adam Ussher, Airport Attorney

D. Flanigan will send site plan and 1 sentence description to City of Madison Design Assistance Team (DAT)

D. Flanigan ALTA survey being scheduled to discover any encumbrances on parcel

K. Goeden follow up with attorneys on Estoppel letters

K. Goeden will reach out to owner’s attorney for confirmation of Declaration of Reciprocal Easement meaning that we have use of all parking spaces.

K. Goeden will follow up on insurance provision as referenced by attorney on the ground lease.

D. Haug confirming with the owner of lot 46 (right of Lakeland when facing front door) to the north of Lot 3 that there are no outstanding amounts owed/issue or disputes as to the driveway (north access for our site) that Lot 3 and Lot 46 are responsible for (each 50-50).

D. Flanigan will schedule Phase 1 ESA to begin 9/1. Needs 2 weeks from notice to completion.

Future item: Reach out to City of Madison Alderman for 30 days’ notice of Conditional Use Plan

Next Meeting:

September 1, 2022 10:00 am – 12:00 pm

Adjournment: 2:31

Parking Lot:

· Notify Michelle Drea at the City of Madison Assessor’s office when we purchase a site. mdrea@cityofmadison.com