Building Needs Assessment Work Group Minutes

September 3, 2020

Virtual Meeting

Present:

Corey Baumann          SCLS Delivery Services Coordinator

Nan Brien                    SCLS Board Trustee – late 10:19

Kerrie Goeden             SCLS HR & Finance Coordinator

Mark Ibach                  SCLS Consulting Services Coordinator

Jesse Stewart              SCLS Fleet Manager

Kristi Williams             SCLS Board Trustee – late 10:09

Martha Van Pelt               SCLS Director
Excused:

Vicki Teal                     SCLS Technology Services Coordinator

Call to Order – K. Goeden at 10:06

Approval of previous meeting minutes:  August 6, 2020

a. Motion by  M. Ibach to approve the minutes

b. Second by  M. Van Pelt

c. Approved

Reports: 

· Builder selection and elimination update – Kerrie

o SCLS Board approved the selection of Keller at their August meeting

o K. Goeden contacted Keller and the sent emails to the other builders

· Board of Commission of Public Land State Trust Fund Loan update – Kerrie

o The 20 year loan rate has been raised to 4%.  Have to apply 60 days before you need the money.  (not earlier)

o Only pay once a year

· Builder contract update – Kerrie

o M. Van Pelt and K. Goeden met virtually with Devin Flanigan of Keller to discuss next steps.  Will have board sign $1,500 preliminary agreement.  (SCLS Board September meeting) Keller will meet with each department to do a needs assessment.

Discussion: 

· Create a list of questions to ask the builder at our October meeting

o Site selection

Have Keller review site finding process with us.

Renovation vs. building new – how long can the options stay on the table before we decide?

o COVID 19 impact on needs; schedule department meetings with Keller

§ What is the process with the departments

§ Can Keller send us a needs assessment list of questions in advance?

§ Will meetings be in person or virtual – Is there need for building tours of current work flows?

o How changes impact the building budget

o Building needs to be flexible and expandable

o Staff space – if people work from home, how to provide space at SCLS when they come to office

§ Shared offices, drop in spaces

§ Philosophical/SCLS culture discussion needed

· Create new timeline for the fall

o Keller will do this with us

Homework for Next Meeting: 

· Invite builder to October meeting - done

· Create surveys or schedule meetings to discuss and evaluate future building design?

o Philosophical/SCLS culture discussion needed

o Get Agreement from Keller – K. Goeden

o Attorney Review – M. Van Pelt

o Put agreement on SCLS BOT September meeting – M. Van Pelt

o Send questions to Keller prior to October meeting – K. Goeden

Timeline:

Create new one after October

Next Meeting Date:  10/1/20 at 10:00 a.m.

Adjournment: 11:00

Parking Lot: 

Need to create:

· Location report

· Detailed design report

· Mark and Vicki will look into items listed under Other “Master Building Profile by Zones”

For safety concerns and needed protections. Do we have Material Safety Sheets on these products which include necessary protections and toxicity information?

· SUN Expansion

· Collaborative projects – continue to consider options

· Consider COVID-19 ramifications on the project