Building Needs Assessment Work Group Agenda
September 15, 2022 1:00 – 3:00 pm
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).
1:00: Call to Order
1:02: Approval of previous meeting minutes: September 1, 2022
1:05: Reports:
o Lakeland Parking Lot Resurfacing – D. Flanigan
o EIFS Repairs – D. Flanigan
o Roof Inspection – D. Flanigan
o Landfill Questions/Information – D. Flanigan
o ALTA and Phase 1 ESA – D. Flanigan
1:25: Discussion:
· Lakeland University
o Review financial pro-formas and summaries
§ HQ Only
§ HQ and Delivery
o Recommendation to the SCLS Board for a 2 phase approval
§ Phase 1: Purchase/remodel Lakeland building for HQ operations
§ Phase 2: Approve Delivery addition after bids come back and we have final budget for construction
· Critical controls calendar for Lakeland – Contingency Updates
§ Ground lease review
· Attorneys have both reviewed
o Confirmation that SCLS would be entitled to and guaranteed remainder of primary lease AND both extensions
· Estoppel letters in progress
· Approval of lease assignment to SCLS
o 9/22/22 County Board meeting to introduce resolution
§ Financing
· Interest only for year 1
· 2nd loan with BCPL
o Loan application has been requested from BCPL
§ Building inspection
· Done
· Will follow up with roof inspection
§ Proposed use
· Approved by Airport group
· Working with City of Madison DAT
§ ALTA Survey/Zoning/Easement/Expansion
· Scheduled ALTA 9/1/22
§ Title Insurance and Title Documents
· Any follow up needed here?
§ City of Madison Review and Approval
· DAT meeting on 8/25/22
§ Dane County Airport Review and Approval
· Site plan and elevations approved
· Would like to see landscaping plans
§ Phase 1 ESA
· Scheduled 9/1/22
§ Reciprocal parking easements
· They allow for overflow parking on adjacent lots already
§ Timeline
o Ground lease process
o Closing date
Topics tabled for Upcoming meetings:
· Review Other Options to Consider (Eliminate any?)
o Purchase office building and continue to lease Delivery
o Keep leasing and walk away (if no other options work)
· Schedule Admin and Delivery meetings to discuss shared HR and filing spaces
· Building Permit
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:
Next Meeting:
October 6, 2022 10:00 am – 12:00 pm
3:00: Adjournment
Parking Lot:
· Notify Michelle Drea at the City of Madison Assessor’s office when we purchase a site. mdrea@cityofmadison.com
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
Martha Van Pelt SCLS Director
Kristi Williams SCLS Board Trustee
Gary Poulson SCLS
Board Chair