Building Needs Assessment Work Group Agenda
October 7, 2021 10:00 a.m. – 12:00 p.m.
Hybrid Meeting in person at 4610 S. Biltmore Lane, Chester Room; masks required
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).
10:00: Call to Order
10:02: Approval of previous meeting minutes: September 16, 2021
10:05: Reports:
· New bank account for BCPL Loan Funds – K. Goeden
· Centennial Tree Report – M. Van Pelt
· 9/30/21 DAT meeting highlights – D. Flanigan and K. Goeden
· Feedback from City of Madison on Additional Land Requirements– D. Haug
o For the new site map and lay out (25 feet)
o For saving the Centennial Tree (additional 25-30 feet)
· Server Room-Next Steps – D. Flanigan
10:30: Discussion:
· Land
o Discuss updates to the site plan and LOI
o PSA (purchase and sale agreement)
· Review SCLS Staff Feedback on New Site Map/Bubble Plan (sent to Keller 9/22)
· October 21st Meeting
o Have Deb attend?
· Meeting Schedule
o Meet More Often from November to December? Weekly?
· Review Timeline
· MUFN questions to Vicki
· Delivery Lease
o Currently expires 11/30/22
o Evaluate extension
Topics tabled for future meetings:
· Project plans, cost and new budget
· 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.
11:45: Homework for Next Meeting:
· Prepare Purchase and Sale Agreement (Offer to Purchase) – D. Haug
· Have attorney review PSA – M. Van Pelt
· Prepare for board approval of PSA at 10/28/21 board meeting
· MUFN Questions follow up with Dan Parenteau at MUFN – V. Teal Lovely
Next Meeting: 10/21/2021 at 1:00-3:00 p.m.
12:00: Adjournment
Parking Lot:
· Create staff workgroup to help select interior furnishings
· 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
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