Building Needs Assessment Work Group Minutes

October 6, 2022 10:00 a.m. – 12:00 p.m.

Hybrid Meeting: SCLS staff to attend in person at 4610 S. Biltmore Lane, Chester Room;

Present:

Jean Anderson SCLS Consulting Services Coordinator

Corey Baumann SCLS Delivery Services Coordinator

Kerrie Goeden SCLS HR & Finance Coordinator

Jesse Stewart SCLS Fleet Manager

Vicki Teal SCLS Technology Services Coordinator

Martha Van Pelt SCLS Director

Kristi Williams SCLS Board Trustee - left at 11:26

Guests:

Devin Flanigan Keller Project Manager

Deb Haeffner SCLS Consultant

David Haug Lighthouse Realty

Rob Lindstrom Keller Architect

Absent:

Nan Brien SCLS Board Trustee

Gary Poulson SCLS Board Trustee and Chair

Call to Order by K. Goeden at 10:03

Approval of previous meeting minutes: September 15, 2022

a.         Motion by J. Stewart to approve the minutes 

b.         Second by J. Anderson

c. Correction: K. Williams was not present

d.         Revised and Approved

Reports:

· Items in Process:

o 1)   Attorney Ed Lawton is working on writing up a maintenance agreement that covers the plowing and lawn care for SCLS. 

o 2)  Attorney Adam Ussher of Dane County Airport is working with Attorney Lawton on amending the ground lease language to update the insurance information, the liability language and the language regarding the lease term and extensions. 

o 3) We'd like to confirm there are no outstanding liabilities (rent due) by Marty Rifkin/Corben Group before the ground lease is assigned to SCLS at the closing.

o 4) Attorney Ussher is conducting the ground lease assignment process. First meeting is October 6^th.

§ Introduce the resolution on October 6, 2022

§ Airport Commission on October 12, 2022

o 5) Our goal is to close as early as November 18th and no later than December 2nd.

o 6)  Do we need to update the Estoppel letters since our closing date has been moved back? Attorneys are working on the letters.

Discussion:

1. Timeline – D. Flanigan reported
1. November – December construction documents
2. Flanigan is advocating for one project/bid only. If split into 2 parts, it won’t appeal to bidders, due to the HQ interior renovation portion of the project being too small. Another option is to bid out the delivery addition with the office remodel as an alternate or alternate add on. Need to hit March 23, 2023 board date for them to accept bids. Construction start April or May.
3. SCLS needs to get its floor plans drafted by end of October in order to make this timeline. Keller is having lots of interior meetings with engineers etc. to prep the construction documents.
2. Review Floor Plan
1. Worked with architect on new layout giving additional space in existing building to delivery for sort floor and manager offices.

3. Discuss Sanitary Line: Colin M. engineer updating GPS for sanitation line. The revised floor plan, moving more of the sort floor into the existing building, should help meet the setbacks for the sanitary sewer location.

4. Data Center

1. Timing: A year out according to Access for new equipment.
2. The data cut over and set up of the data center is critical
3. Have to wait to order any work until we close on building. MUFN installation is in $25,000 range.
4. Memorial Day 2023 is the planned cut over for the data center to the new location. Have to hire a specialist to do moving.
5. D. Flanigan will meet with SCLS Tech Team & electricians in November 2022 to start the install plan. SCLS will verify that the equipment portion of the data center plan does not need to be publicly bid. Will use Access for that.
6. The lead time is roughly 1 year for some equipment (larger switch gear).
7. Legally we can’t cut everything into less than $25,000 packets to avoid bidding. Do we have to go out to bid for the data center? Data center package is mostly equipment, not construction. Will verify.
4. City of Madison

1. Realtor David Haug to provide Matt Mikolajewski, City of Madison with update on building purchase. D. Haug will send M. Mikolajewski a note with current plans.

6. Next steps

a. Is there work we can start early that does not need to be part of the bid process?

1. Bring in MUFN and BadgerNet

2. Tech team work on Data Center

b. Notify City of Madison Alder with 30 day notice of application for a conditional use permit

c. Notify St. John Properties of lease end date one month before May 31, 2022

Remaining List of Options to Consider:

Option D: Purchase office building and continue to lease Delivery  

This would be the option if the Pankratz bids come in over budget.

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

Homework for Next Meeting:

1. V. Teal will contact movers for cost to move data center. Will cost $1,000s.

2. D. Haug will send M. Mikolajewski a note with current plans.

3. Identify anything we can do in the building between closing and Memorial Day 2023.

4. Need to draft our plan for the new building.

5. Can we order the gear switch soon and if not needed cancel the order? 1 year out order plan. To be determined when electrical plans are drawn up.

6. Outline plan of how SCLS will operate during construction post Memorial Day.

7. Do we have to go out to bid for the data center? M. Van Pelt will review docs and consult Ed Lawton

8. Notify City of Madison Alder with 30 day notice of application for a conditional use permit

Next Meeting: October 20, 2022 at 1 pm at 1650 Pankratz building.

SCLS Tech team to be on site during meeting to assess technology needs.

All SCLS staff invited to tour building at 3:00 pm. BYOC Bring own folding chair. K. Williams will be out of town.

November 17 meeting (All Directors) will be same day. We will leave WAU and return to HQ or Pankratz.

Adjournment at 11:44