Building Needs Assessment Work Group Minutes

October 21, 2021 1:00 p.m.

Hybrid Meeting in person at 4610 S. Biltmore Lane, Chester Room

Meeting Documents: https://www.scls.info/committees/building-needs-assessment-work-group

Present:

Corey Baumann          SCLS Delivery Services Coordinator

Nan Brien                    SCLS Board Trustee

Kerrie Goeden             SCLS HR & Finance Coordinator

Deb Haeffner              SCLS Design Consultant

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
Guests:

Devin Flanigan            Keller Inc. Project Manager

Rebekah Spidle           Keller Inc. Project Manager

Absent:

David Haug                  Lighthouse Commercial Real Estate

Roger Lindstrom         Keller Inc. Architect

Call to Order 1:02

Approval of previous meeting minutes:  October 7, 2021

a.         Motion by M. Van Pelt to approve the minutes

b.         Second by M. Ibach

c.         Approved

Reports:

· MUFN questions update – V. Teal Lovely

o Questions were submitted to Dan P. at MUFN but SCLS  has not received a reply yet

· Delta lease extension at Delivery—C. Baumann

o Good meeting with Delta.  Delta is willing to extend the lease to June 2023.  If we need to adjust it further, they would like a year’s notice to extend the Delivery lease from the last date in the current lease.  This means SCLS will let them know by May 2022 of any further changes or extensions.

· LOI and PSA updates—D. Haug

o D. Haug was absent.  D. Flanigan filled in. The Letter of Intent (LOI) is near completion.  The Purchase Sale Agreement will be written based on the LOI. 

o Meeting with Matt Mikolajewski & Tom Otto of the City of Madison later today to confirm dates and city approval process.

· Tree Update (blight, City providing treatment, etc) – K. Goeden

o Received conflicting information from Stephenson Tree Service regarding the condition of the tree.

o Group voted to stay the course and continue the purchase of the additional land for the tree.   C. Baumann motioned to proceed forward with terms of the LOI based on the original tree report.   Unanimous support. Benefits: Even if tree dies in the future, we gain up to 200 points for landscape credit (savings of $ thousands), (will need 800-1000 pts.)  1 bush is about 5 pts. and a nursery tree about 30 pts. Better options for storm water management, better cut/fill ratios during building excavation.

· Civil survey and delineation update—D. Flanigan

o Delineation is to evaluate for wetlands, archeological impacts, etc.  Summary of report is that parcel is good to go.  Nothing to worry about.

· Civil geo/tech update—D. Flanigan

o Includes borings to reveal soil type and suitability, part of contingency list as part of due diligence

o Won’t have report before 12/7

o Geothermal heat is a possibility but dependent upon the HVAC system installed and separate testing needed at later date.

Discussion:

· Review more updated plans

o None available at this time from Keller.  Keller will bring plans on 11/4/2021.  The building’s sf as of today is 34,300.

· Introduce interior design team

o Deb Haeffner, SCLS Building & Design Consultant

o Rebekah Spidle, Keller Interior Designer

· Discuss roles / responsibilities

o R. Spidle can make faster design assumptions based on D. Haeffner’s knowledge and expertise of SCLS

o Keller can take direction from D. Haeffner

o R. Spidle and D. Haeffner will work together as the design team to select a pallet of colors/finishes/furniture/design choices to present to SCLS staff to choose from

o D. Haeffner feels she can make the time commitment to the project.

o How to get feedback from SCLS staff on collaborative spaces:

§ D. Haeffner will send out a scls-all email  asking for volunteers for a collaborative space focus group

o Decide if all offices are the same or customize each office? 

§ Give everyone a choice of some set colors and staff can choose from the set color menu for their individual offices.

§ On shared spaces get staff input and more opportunities for color and variety

· Brainstorming on ‘Collaborative Space’

o Extra ILS/Tech office to be designed as a drop-in, comfortable, collaborative work space – available for all staff to use.  SCLS staff needs to do preliminary design in advance  in order to save time at BNAW meetings

o Location - TBD but likely near the centennial tree

o Create team to create ideas for the huddle rooms, lobby/professional collection, and collaborative space.  The SCLS design team will have participants from each SCLS team.  Announce team participants at 11/4 BNAW meeting.  11/4 BNAW will have preliminary plans from Keller to start work on.  D. Haeffner will send out call for volunteers for team.

o Break room and meeting rooms design team will be BNAW group.

· Discuss updated costs for next meeting based on Plans, not Budgets

o Need plans to be done first before costs can be determined.  Not sure if estimators will have time to determine costs for next BNAW meeting.

Topics tabled for Future Meetings:

· 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.

· Schedule Admin and Delivery meetings to discuss shared spaces

Homework for Next Meeting: 

· K. Goeden send out final LOI to BNAW after meeting with the City of Madison

· Prepare for board approval of LOI to create PSA at 10/28/21 board meeting

· D. Haeffner will send out a scls-all email for call for volunteers for collaborative space team

· D. Haeffner will contact R. Spidle & D. Flanigan about Design Team meetings and set dates

· M. Van Pelt will follow up with T. Herold on her Dane County Historical Society questions

o What would their function be:  storage, meeting space, hours of operation, open to public, need for multiple years lease, separate entrance, office, phone lines.  Status of non-profit, relationship to libraries.

Next Meeting Date:  11/04/21 at 10:00 a.m.

Adjournment: 2:45

Parking Lot:

· Notify Michelle Drea at the City of Madison Assessor’s office when we purchase a site.  mdrea@cityofmadison.com

· M. Van Pelt and K. Goeden are meeting with Hausmann Insurance about our insurance needs of owning the new property.