Building Needs Assessment Work Group Agenda
September 16, 2021 1:00 p.m. – 3:00 p.m.
1:00: Call to Order
1:02: Approval of previous meeting minutes: September 2, 2021
· Mark moved, Jesse seconded. Unanimously approved.
1:05: Reports:
· Meeting with Alder Currie – K. Goeden and M. Van Pelt
o M. Van Pelt and K. Goeden had a virtual meeting on Sept. 9, 2021, with Alder J.L. Currie.
o K. Goeden sent her an overview of our project and work to date.
o Provided overview of SCLS and what we do.
o Alder Currie didn’t have any questions, but said she is supportive and looks forward to working with us.
o She explained a bit about the relocation project that is currently underway (moving homeless from Reindahl Park to Dairy Drive). Not within visual sight of the Graham Place property.
· Property tax information from City Assessor – K. Goeden
o Has another call in to the assessor’s office. Asking about clarification and reconfirmation that we are in fact tax exempt as a non-public building (from property taxes). Waiting for a response back.
· BCPL loan status – K. Goeden
o Loan application has been accepted and have received official approval documentation.
o Have 4 months from Sept. 7, 2021 to draw all of the funds. Must draw all funds by Jan. 7, 2022. Each draw is considered a separate loan. K. Goeden said it’s probably in our best interest to draw all of the funds at once. Said she will send an email to inquire as to whether there are any restrictions as to what kind of account those funds can be held in.
· Assessment of the health of the centennial tree – M. Van Pelt
o M. Van Pelt will meet with the arborist on Monday to inspect the tree.
· MUFN update – V. Teal Lovely
o D. Flanigan will finalize the list of questions that V. Teal Lovely can forward to Dan at MUFN. D. Flanigan hopes to have the list ready to send to V. Teal Lovely within the next couple of days.
· Neighbor introductions – K. Goeden
o K. Goeden reached out via email to Pete Szotkowski at Vogel and let him know we are looking to build on the neighboring site. Explained that our project will be going out to public bid in the near future. No response yet.
o Any other neighbors? D. Flanigan said we may not know of any others until the conditional use permit request is submitted. He said maybe the only other one is SSM on the corner across the street.
· Easement, maintenance requirements and parcel updates – D. Flanigan
o R. Lindstrom said the easements that we saw were from old roads on the property and were from the original placement of Walton Commons Lane that was originally a divided boulevard. The easements are now gone.
o D. Flanigan said the maintenance and landscaping requirements for the lots are a bit vague. He said it appears we would need to maintain it in a fashion similar to how it is being done now. Primarily just mowing. Said the trees won’t require anything. Would have to remove snow from the sidewalks during the winter.
o D. Flanigan said right now we are in transition period waiting to see if the building can work on this site.
o K. Goeden asked if we have to take both lots, and D. Flanigan said the city has been leaning toward wanting us to take both. The city doesn’t want to maintain it, and they want to keep the larger lot on Fenn Oak as large as possible. D. Haug said the water main on the primary lot poses a problem, as does the large tree. Even when combining the two sites.
1:10: Discussion:
· Review revised bubble diagram and site plan with Keller
o R. Lindstrom shared a diagram with the building on one lot. Had to move property line south 25 feet and we are now at about 3.68 acres. Would have to get the city to agree to this slightly larger lot. Consensus from the team is that having the one lot is preferable to having this lot plus the lot with the hill.
o Can’t use the second lot with the hill for storm water retention because it is higher.
o The second parcel with the hill could be used for parking, but that is about it.
o R. Lindstrom showed the various changes he made to the bubble diagram.
§ added hallway from Admin. to Delivery
§ moved loading dock to rear (north side) of building
§ moved the Data center next to the loading dock
§ added a recording space
§ flipped Delivery to the opposite side and provides for a drive-thru garage
§ provided direct access from garage to sorting floor
§ provided for ILS collaborative space.
o R. Lindstrom said if city didn’t want to let us take the additional 25 feet of space, the only problem would be dealing with the large Centennial Oak. The new bubble diagram could save it but he could push the building back north further and still keep the water line under the parking lot.
o V. Teal Lovely said her only suggestions would be to move the ILS collaborative space over to the corner by the Centennial Oak and shift the Tech and ILS offices around to fill that space.
o C. Baumann asked about two open spaces/hallways on each side of Jesse’s office. They could be hallway space or an extension of one of the adjacent rooms.
o J. Stewart asked about the possibility of getting a window in his office. R. Lindstrom said he could move it to the corner by the wash bay and provide windows.
o R. Lindstrom reiterated that it is a bubble diagram to show adjacencies. It is not yet an actual floor plan/layout.
o D. Haug felt like asking for the 25 additional feet on the south end of the property isn’t a large ask, and will probably result in a total developable square footage that is equal to or less than with the two lots combined. He said our cost should come in about the same or perhaps less. He said he was hoping for $2-$3 per sq. ft on the conservative end.
o D. Haug said he will take the new proposal to the city to get their response to it.
· Next steps with Graham Place site
o D. Flanigan said we are now trying to massage a building plan onto the site. Said he doesn’t want to force anything to work. He said if it seems to work for everyone, then the next step will be to have D. Haug talk to the city about the changes: not including the lot with the hill, only purchasing the one lot with adding the 25 feet to it, and the new site plan.
o D. Flanigan said he would also take it to the next DAT meeting and to the city’s civil engineering departments to review the proposal to get their feedback.
o V. Teal Lovely said she’d like to have the staff that work in/use the data center look at this plan and confirm that the location is desirable.
o D. Flanigan said what they are most concerned with in relation to the larger site plan is the general flow and placement on the property. He said small changes within the bubble diagram aren’t a concern at this point because there is space on the site to make those sorts of changes if necessary.
o We decided to share the revised site plan map with SCLS staff and ask them to give any feedback on problems they may see. The Tech Team will also review the new location of the Data Center and confirm that it is workable. SCLS staff will be given a short timeline to provide feedback. D. Flanigan said if we can get it back to him by Wednesday, Sept. 22, with any comments/revisions that would be helpful.
Topics tabled for Future Meetings:
· Project plans, cost and new budget (October)
· 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.
· Start discussions with D. Haeffner, Rebekah, D. Flanigan, R. Lindstrum, M. Ibach regarding D. Haeffner’s level of involvement in interior design of new building
· Schedule Admin and Delivery meetings to discuss shared 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.
2:55: Homework for Next Meeting:
· BNAW team bring new site plan to staff for final feedback. Will get back to Keller by Wednesday, Sept. 22, 2021.
· After that, D. Haug will take it to Matt with City of Madison to get feedback.
· D. Flanigan will talk to Madison Civil Engineering to get feedback.
· D. Flanigan will send the new site plan to the various DAT staff representatives so they can review at the 09/30 meeting.
· D. Flanigan will bring any DAT feedback/concerns to the next BNAW meeting on Oct. 7, 2021.
· If DAT has no issues, at the next BNAW meeting we can begin drafting a formal offer to purchase. D. Flanigan will report back at next meeting.
· D. Haug will wait for feedback/concerns from SCLS Staff on 9/22/21 before he talks more with the city about the eventual lot size (adding 25 feet and purchasing only one lot). Can move toward an actual offer after that.
· D. Haug will report back about updates to the LOI.
· Ask BCPL about any restrictions about the type of funds our loan disbursement can be held in.
· D. Flanigan will email V. Teal Lovely a list of MUFN questions.
· V. Teal Lovely will forward the MUFN questions to Dan at MUFN and will report out at the Oct. 7th meeting.
· Discuss next steps regarding sites and whether to make an offer.
· D. Flanigan will follow up with server room consultant.
· K. Goeden will follow up with city assessor’s office regarding tax exemption.
Next Meeting Date: 10/07/21 at 10:00 a.m.
· Discuss updates on the plans and LOI
· Discuss offer to purchase
· Review new schedule provided by D. Flanigan
3:00: Adjournment
Parking Lot:
· Create staff workgroup to help select interior furnishings
Members:
Corey Baumann SCLS Delivery Services Coordinator
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
Kristi Williams SCLS Board Trustee
Martha Van Pelt SCLS
Director