Building Needs Assessment Work Group Minutes

November 3, 2022 9:00 a.m.

4610 S. Biltmore Lane, Chester Room

Hybrid Meeting: In person and virtual via BlueJeans

 

Present:

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 – left early

Jesse Stewart              SCLS Fleet Manager

Vicki Teal                     SCLS Technology Services Coordinator                                  

Martha Van Pelt          SCLS Director
Kristi Williams             SCLS Board Trustee    

Guests:

Devin Flanigan              Keller Project Manager

Deb Haeffner              SCLS Consultant

David Haug                   Lighthouse Realty – arrived late

 

Call to Order at 9:05 by Chair Goeden

 

Approval of previous meeting minutes:  October 20, 2022

                a.         Motion by J. Stewart to approve the minutes 

b.         Second by J. Anderson

c.         Approved

Reports:

o   BCPL Loan for $1 Million

§  BCPL has approved 2nd loan for $1 million

§  BCPL $1 million at 4.75%

§  BCPL $5.5 million at 4.00%

o   Critical Controls Calendar

§  Reviewed with D. Haug

§  Legal documents remaining to be reviewed and finalized are in the hands of the attorneys.

o   Ground Lease Assignment Update

§  Dane County, SCLS and Corben Lakeland attorneys have reviewed.

§  Dane County Airport Commission passed the ground lease resolution 10/26/2022

§  Dane County Public Works & Transportation meets 11/10/2022

§  Dane County Personnel & Finance meets 11/14/2022 – need signed documents by 11/7 from Corben Lakeland and SCLS

§  Final Dane County Board approval 11/18/22

o   Closing Timeline

§  The Dane County Board will submit and approve the ground lease assignment resolution through all of its appropriate committees (see above) and will give final approval at the Dane County Board meeting on November 18, 2022.  It will take up to 2 weeks to obtain all necessary signatures from Dane County, therefore the closing date will be as early as November 18, 2022, but no later than December 2, 2022.  Closing and lease assignment documents will be signed by Gary Poulson, SCLS Board President, on behalf of SCLS.  The majority of the closing process can be handled virtually now.  SCLS and the Corben Lakeland Group will sign all closing documents ahead of time and once the Dane County Board signatures are obtained, SCLS will complete the closing process for the purchase of the Pankratz property and the assignment of the ground lease. Gary Poulson confirmed his availability over the next few weeks to sign closing and ground lease documents.

o   Data Center Update

§  Waiting on revised plans from Access. D. Flanigan will set up meeting to review plans with SCLS (Will Allington, Andrew Hoks, V. Teal, M. Van Pelt, K. Goeden) Access, D. Flanigan and Keller engineer.  11/22 & 11/23 would work for D. Flanigan.

o   City of Madison Update on Plans

§  DAT Meeting 11/3/22 at 11:00

§  K. Goeden, M. Van Pelt and D. Flanigan to attend

 

 

Discussion:

  1. Timeline
    1. Review general timeline
      1. 11/1/2022 Construction documents started by Keller

2.      11/19/2022 Need to notify the City of Madison Alder of application for conditional use permit – 30 day notice.  K. Goeden sent an introductory email to Syed Abbas, Madison City Alder on 11/1/2022.  He responded promptly, welcomed SCLS to their neighborhood and looped in the Sherman Avenue neighborhood group.  K. Williams noted that Mr. Abbas will be leaving his position April 2023.

3.      12/19/2022 Submit conditional use permit

4.      2/1/2023 Submit plans to Madison Urban Design Commission (zone #4)

5.      Relocate transformer and install electrical panel prior to bidding and before data center move-in on 5/2023.  Walton Commons needed 1600 amp transformer and if Pankratz can use 1200 amp (possibility), don’t need switch gear (to order will take 50 weeks).

6.      2/1/2023 Plans go out for bid

7.      2/13/2023 City of Madison Planning Commission submit plans

8.      2/28/2023 Common Council

9.      3/1/2023 Open bids

10.  3/23/2023 SCLS Board approve subcontractors from bids

11.  5/1/2023 Start construction

b.      December meetings – what to cover when

1.         12/1 BNAW meeting have Rebecca attend to review interior

 

  1. Review Plans

a.      Site plan         

1.      Need vehicle charging locations – D. Flanigan thinks 2 will be required.  1 unit can charge 2 vehicles. Cheapest/easiest should be by new delivery driveway where trenching will occur.  Parking spots closest to building, left of front door.

2.      Keep one existing bike rack, don’t need 2.  Delivery already has another one to put inside the garage.

    1. Floor plan       

1.      Fearing’s Meeting: K. Goeden and C. Ellefson met with Fearing’s to review transition from Walton Commons plan to Pankratz plan.  Fearing’s is being very accommodating.  They are redesigning the Pankratz AV and security needs on a minimal basis.  They can take back and re-use some equipment for other clients’ projects.  They can use the 2 break room monitors – so there is no need for extra electrical in the break room. They do need to get on site and review Pankratz especially the security system.  Will schedule that for the week of 11/14 hopefully.  Keller would like to have their engineer there too. Fearing’s needs 2 -3 weeks to do redesign.

2.      D. Flanigan reviewed and marked up plan.  Save and reuse all cabinets from digitization and admin hallway.  Save movable walls.

      1. Workroom tables will be owner supplied.
      2. Huddle room will have monitor and sound bar on new construction wall
      3. Keep door and side light in data room.  Current T panel in data center.
      4. Work bench in delivery’s equipment shop will be owner provided.
      5. Solar was discussed.  Doesn’t look good on pricing.  D. Flanigan will do more research.  Would need more sq. ft for batteries with solar.
      6. Garage ceiling will be exposed bar joists.

3.      Review Costs

a.      None available.  Next meeting, D. Flanigan will review with work group

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

1.      W. Allington will be contacting vendors.  5/1/2023 completion

2.      Tech team work on Data Center

1.      D. Flanigan will schedule meeting with SCLS, Access & Keller engineer

2.      Flooring needs to be resolved

3.      Have data center work put into project with Keller oversight as long as timeline can be met.

3.      AV and Security Installation

1.      Fearing’s will visit Pankratz site

4.      Create moving plan

5.      Get cubicles after closing, used or free.

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

 

Homework for Next Meeting: 

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

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

3)      Does SCLS own the garbage container enclosure?

4)      K. Goeden will send ground lease amendments to BNAW and SCLS Board of Trustees

5)      Review costs at next BNAW meeting.

 

 

Adjournment: 10:45

 

Parking Lot: