Building Needs Assessment Work Group Agenda

October 1, 2020 10:00 a.m.

Virtual Meeting

Present:

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

Martha Van Pelt               SCLS Director

Kristi Williams             SCLS Board Trustee

10:00:  Call to Order

Approval of previous meeting minutes:  September 3, 2020

a. Motion by  M. Ibach to approve the minutes

b. Second by  M. Van Pelt

c. Approved

Reports: 

· Builder contract update – Kerrie

o Board approved and signed the agreement with Keller

Discussion: 

· Devin Flanigan of Keller, Inc. attended our meeting and we reviewed our questions with him and discussed next steps.

o Assembling puzzle pieces is first part of timeline

Need site selected before designing can start, so that will be one of the first things we start looking at

Wants to include the person who searches for site in BNAW meetings

Devin Contacted MUFN to get more information regarding access to the network

Interior designer on staff who will assist in the process

Rob is the architect; he will lead the discovery meetings with each dept

Meet with the 5 SCLS departs; Dept lead + key staff or large groups will be held virtually.  These will be “Discovery meetings” one per dept so Keller can create booklet of information.   Booklets will be reviewed by BNAW and depts. The booklet is the definition of each puzzle piece. Additional meetings after booklet is created. 

Discovery meetings will be in 3 hour blocks.  October – November

Site selection reporting will occur at least at the monthly BNAW meetings.  Real estate broker will attend November 2020 BNAW meeting

Questions:

Site selection

Have Keller review site finding process with us.  See above discussion. Keller will engage a real estate broker to help us evaluate and select our site.

Renovation vs. building new – how long can the options stay on the table before we decide?  Options available until July- Sept 2021; Spring 2022 build projected

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

§ What is the process with the departments Above discussion

§ Can Keller send us a needs assessment list of questions in advance? Yes, will send us an interior assessment tool.

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

o How changes impact the building budget

§ No one knows, need to probably have both commuting and on site options in bldg.

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  “hotel spaces”

§ Philosophical/SCLS culture discussion needed; aware of it and the 2 diverse cultures and meshing well.  Interior and architectural design will address some of the issues.

§ Next 3 months will address the nuts and bolts of the project.  The timeline is not rushed.  Almost a year to select a parcel and figure out a design.

§ SCLS 3 Goals

· Cost savings

· Design a better functioning building

· Build synergy between Delivery and HQ staff and their operations; economy of scale, better team culture

Homework for Next Meeting and Beyond: 

· Kerrie will send Keller Floor plans and organization chart

· Keller will send list of available time slots for dept Discovery meetings and SCLS will respond.

· SCLS will set up tours of buildings for Keller

o Kerrie, Vicki, Mark and Corey.

· Kerrie will send meeting and tour times to the BNAW list so Board members can listen in.

· Keller & SCLS will create an evaluation criteria for the possible building sites (November).  Keller will present an initial draft.

· Discovery booklet will be done for December BNAW meeting

· Real estate broker will attend next BNAW meeting

Next Meeting Date:  11/5/20 at 10:00 a.m.

Adjournment: 11:10

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”

· SUN Expansion

· Collaborative projects – continue to consider options

· Consider COVID-19 ramifications on the project