Building
Needs Assessment Work Group Agenda
September
1, 2022 10:00 a.m. – 12:00 p.m.
Hybrid
Meeting: SCLS staff to attend in person at 4610 S. Biltmore Lane, Chester Room;
Others
to attend in person or Virtual Via BlueJeans
Meeting Documents: https://www.scls.info/committees/building-needs-assessment-work-group
1.
Phone: 1-866-226-4650 and use access code:
461-0318-2019.
a.
Press the # button to enter meeting as a
participant.
2.
Web site:
https://bluejeans.com/46103182019/webrtc
a.
There is no password for participants.
b. If a participant
is asked to download software, they can choose to bypass this (join via
browser).
10:00: Call to
Order
10:02: Approval
of previous meeting minutes: August
18, 2022
10:05: Reports:
·
Walton Commons Termination – M. Van Pelt
o Due
diligence reports need to be sent to the City of Madison attorney– D. Flanigan
·
DAT Meeting with the City of Madison – D. Flanigan, K. Goeden, M. Van Pelt
o Parking
Requirements – City
o Parking
Requirements – Easement with Corben
o Follow
up/Changes needed
§ Stormwater
§ Sanitary/sewer
§ DOT
easement 35’ from Packers Ave
§ Developers
agreement for sidewalk
§ Future
bike path
§ Urban
Design Area
·
SCLS 8/25/22 Board Meeting BNAW Discussion – M. Van
Pelt, K. Goeden
·
Lakeland Building Inspection Summary – D. Flanigan
10:20: Discussion:
·
Lakeland
University Property
o
Budget
for build out and addition – Go or No Go
o
Critical
controls calendar for Lakeland – Remaining Contingencies
§ ALTA Survey 9/1?
§ 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).
§ Phase 1 ESA 9/1?
§ Declaration of Reciprocal
Easement – Need written approval from airport tenants to remove parking stalls
·
Corben owns all of the properties in the reciprocal easement
·
Ed Lawton can prepare a document for Marty Rifkin to sign
§ Financing
·
Interest
only loan
·
Additional
$1 million loan
§ Estoppel Letters – Follow up with
attorneys
§ Proposed Use – Dane County Airport
Review and Approval
·
Feedback
from Adam Ussher and airport group on site map, elevations and floor plans
§ Insurance Provision
·
Contact
Hausmann Insurance to verify
§ Approval of Lease Assignment
·
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).
·
Attorneys
need to discuss lot 46 (right of Lakeland when facing front door) to the north
of Lot 3 and verify 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).
o
Next
steps
§ Notify Alder with 30 day notice of
application for a conditional use permit
Remaining List of Options to Consider:
Option D: Purchase office building and continue to lease
Delivery
Option E: Keep leasing and walk away (if A-D don’t work)
We have $6 million in financing confirmed.
Applying for additional $1 million loan.
Topics tabled for Upcoming meetings:
·
Schedule Admin and
Delivery meetings to discuss shared HR and filing spaces
CONSENSUS (includes
newly added consensus points as of 10/28/20)
·
Flexibility
·
Hybrid of remote and on site - not
100% either way for most staff.
·
Design for job needs and requirements
not staff member.
·
Collaboration and/or individual work
can be done at home or onsite as appropriate.
·
Set schedules so everyone is
accessible no matter where they are working.
·
Need to maintain in-person relationships
(work and personal).
·
The “team” at SCLS is 50+ people with
several smaller teams; admin, delivery, tech, ILS and consultants.
·
Staff will maintain their individual
offices, but offices will be more equitably sized.
·
Collaborative space will be added
(labs, shared soft spaces) and other common spaces such as the work room,
deliverables room and meeting room sizes will be reduced to accommodate the new
spaces.
·
Staff will be allowed to work remotely
and/or in the office as their positions and duties allow with the understanding
that there will be times all staff are required to report in person in order to
facilitate and maintain staff working relationships.
Homework for Next Meeting:
D.
Flanigan schedule ALTA survey
D.
Flanigan will schedule Phase 1 ESA to begin 9/1. Needs 2 weeks from notice to completion.
K.
Goeden follow up with attorneys on Estoppel letters
K.
Goeden work with attorneys to get written approval
from airport tenants (Corben) to remove parking (per
paragraph 4 of Declaration of Reciprocal Easements document)
K.
Goeden will follow up on insurance provision as
referenced by attorney on the ground lease.
D.
Haug have both attorney discuss lot 46 directly (right
of Lakeland when facing front door) to the north of Lot 3 and verify 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).
M.
Van Pelt reach out to City of Madison Alderman for 30 days’ notice of
Conditional Use Plan.
K.
Goeden and M. Van Pelt prepare a BNAW summary for the
BOT meeting on 9/22/22.
D.
Flanigan will send due diligence reports to City of
Madison attorney for the Walton Commons site.
Next Meeting: September
15, 2022 at 1pm
12:00: Adjournment
Parking Lot:
Members:
Corey
Baumann SCLS Delivery Services
Coordinator
Nan
Brien SCLS Board
Trustee
Kerrie
Goeden SCLS HR &
Finance Coordinator
Jean
Anderson SCLS Consulting
Services Coordinator
Jesse
Stewart SCLS Fleet Manager
Vicki
Teal SCLS Technology
Services Coordinator
Kristi
Williams SCLS
Board Trustee
Martha
Van Pelt SCLS Director