Building Needs Assessment Work Group Agenda
November 3, 2022 9:00 a.m. – 11:00 p.m.
Hybrid Meeting: SCLS staff to attend in person at 4610 S. Biltmore Lane, Chester Room;
Others to attend in person 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).
9:00: Call to Order
9:02: Approval of previous meeting minutes: October 20, 2022
9:05: Reports:
o BCPL Loan for $1 Million
o Critical Controls Calendar
o Ground Lease Assignment Update
o Closing Timeline
o Data Center Update
o City of Madison Update on Plans
§ DAT Meeting 11/3/22
9:20: Discussion:
1. 11/19/2022 Need to notify the City of Madison Alder of application for conditional use permit – 30 day notice
2. 12/19/2022 Submit conditional use permit
3. 2/1/2023 Submit plans to Madison Urban Design
4. 2/1/2023 Plans go out for bid
5. 2/13/2023 City of Madison Planning Commission submit plans
6. 2/28/2023 Common Council
7. 3/1/2023 Open bids
8. 3/23/2023 SCLS Board approve subcontractors
9. 5/1/2023 Start construction
b. December meetings – what to cover when
a. Site plan
3. Review Costs
4. 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
3. AV and Security Installation
4. Create moving plan
5. Buy cubicles
Remaining List of Options to Consider:
Option D: Purchase office building and continue to lease Delivery
We have $7 million in financing confirmed.
Topics tabled for Upcoming meetings:
· Schedule Admin and Delivery meetings to discuss shared HR and filing 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.
Homework for Next Meeting:
1) Outline plan of how SCLS will operate during construction post Memorial Day.
2) Notify City of Madison Alder by 11/19/2022 with 30 day notice of application for a conditional use permit
3) Identify anything we can do in the building between closing and Memorial Day 2023.
4) Does SCLS own the garbage container enclosure?
11:00: Adjournment
Parking Lot:
Members:
Jean Anderson SCLS Consulting Services Coordinator
Corey Baumann SCLS Delivery Services Coordinator
Nan Brien SCLS Board Trustee
Kerrie Goeden SCLS HR & Finance Coordinator
Gary Poulson SCLS Board Trustee and Chair
Jesse Stewart SCLS Fleet Manager
Vicki Teal SCLS Technology Services Coordinator
Martha Van Pelt SCLS
Director
Kristi Williams SCLS Board Trustee