Building Needs Assessment Work Group Minutes

November 5, 2020 10:00 a.m.

Virtual Meeting

 

Present:

Corey Baumann          SCLS Delivery Services Coordinator

Nan Brien                    SCLS Board Trustee - absent

Kerrie Goeden             SCLS HR & Finance Coordinator

Mark Ibach                  SCLS Consulting Services Coordinator

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 Inc.        Project Manager

Rebekah Spidle           Keller Inc.        Designer

David Haug                 Keller Inc.        Realtor

 

Call to Order 10:00 by Kerrie Goeden

 

Approval of previous meeting minutes:  October 1, 2020

a.     Motion by  M. Ibach to approve the minutes

b.     Second by  M. Van Pelt

c.      Approved

 

Reports: 

·       Admin Discovery Meeting Recap – Kerrie/Marty

o   Facilities Manager space

o   Assistant Director/spare office space

o   Fireplace between lobby and professional collection

o   Professional collection space, bathrooms, offices, lobby

·       ILS Discovery Meeting Recap – Vicki

o   Lab

o   One to one offices & staff (resolved at Coordinators meeting)*

o   Flexibility priority

o   Collaborative area

o   Eliminate designated department areas for more collaboration

o   Smaller meeting room needed than originally thought

·       Delivery Discovery Meeting Recap – Corey

o   Not so detailed oriented as a group compared to HQ

o   Proximity to trucks

o   Wrote note to Keller afterwards about the challenges of combining Delivery & HQ – new concept to staff.  Importance of synergy between all departments

o   Lighting needs

·       Coordinators Meeting (insert minutes) KG’s comments

CONSENSUS (includes newly added consensus points as of 10/28/20) 

o   Flexibility

o   Hybrid of remote and on site - not 100% either way for most staff.

o   Design for job needs and requirements not staff member.

o   Collaboration and/or individual work can be done at home or onsite as appropriate.

o   Set schedules so everyone is accessible no matter where they are working.

o   Need to maintain in-person relationships (work and personal).

o   The “team” at SCLS is 50+ people with several smaller teams; admin, delivery, tech, ILS and consultants.

o   Staff will maintain their individual offices, but offices will be more equitably sized.

o   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.

o   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.

 

Discussion:  (with Keller)

·       10:30-12:  Devin Flanigan of Keller, Inc. and his commercial real estate agent will be attending our meeting to discuss land and building search process.

·       Discuss Discovery process and how things are going

·       Discuss interior design

·       Review previously completed Must Haves/Nice to Haves/Pie in the Sky lists

·       Review criteria for evaluation of building sites and next steps

Real Estate

            Discovery process will go through November

            Review Discovery in December with Rob

January Rob start drawing plans or in February – need plot of land identified for drawing to start.  Review land parcels in January.  Best to start hunting sooner rather than later.

 

David Haug:  Lighthouse Commercial Real Estate – been in business long time and owner of LCRE for 10 years.  Focuses on Dane County but does go beyond.  Works with retail and industrial.  Passionate about his clients.  He will negotiate for us.  Buyers’ market due to COVID.  Good deals out there.  Have agency with us.  He would be paid by listing agent.  Doesn’t typically cost us. To be a client of Haug, we have to sign a letter of agency with him to be his client and have him work for our best interests.

Has Delivery’s location sheets.  Access to commercial databases for searching.  Initial process takes a few weeks.  First month have good feel for market and prices.  Location and cost first then he’ll delve into “soft issues” We will identify est. 3 plots.

LOI: Letter of Intent when dealing with final 3 possibilities to seller.

Start sooner rather than later.  Break ground spring 2022

Better to know early what the market is rather than later.

Land near infrastructure in town is usually more expensive

We are considered light industrial by Madison Planning.  (Stoughton Rd corridor is light industrial).  We need to have approved zoning change before purchasing parcel (this can takes months).

 

KG: Can’t tap into Board of Commissioners of Public Lands (BCPL) State Trust Fund Loan Program until 2-3 months before breaking ground and having construction costs.  Might need to look at additional alternate funding or bridge funding for the purchase of the land in early 2021 and then finance the construction in fall 2021 or spring 2022.  State money loan requires 1 payment a year. (Not monthly)  $5 million is the all in project cost.

 

Interior Design

Rebekah Spidle:  Synergy and shared spaces.  Keller has worked with this in their own company.  Has SCLS master plan notes.  Shared photos and concepts with work group.

Asked for our thoughts when viewing the concepts.

Professional collection room.  Closed or open room next to lobby.  Noise concern.  Access for delivery to use for check out also – LINK express.  Organic space with curved shelves in center that you can walk around.

Huddle rooms/small conference rooms – soft furniture

Dry wall office is cheaper than offices with mullions than seamless glass offices with concrete.  Polished concrete and seamless glass is most expensive.

In floor heat has more upfront cost but savings over the life of the building.

Concrete holds the heat better but hard to cool down quickly.

 

Homework for Next Meeting: 

·       Complete the Tech and Consulting discovery meetings

·       Need to discuss buying land as early as ½ half of 2021 and financing that separately

·       Need to figure out break down, size, location, design and number of huddle rooms & conference rooms

·       Find photos of things we like design-wise to share with Keller.

·       Before December meeting, staff review assessment of must haves, pie in the sky.

·       Discuss individual office set ups fish bowl or traditional closed office with doors/side lights

·       David Haug will send agency agreement to SCLS for review and Board approval at November meeting

·       Discovery booklets complete for December meeting – will not be sent in advance so Rob can walk us through his thoughts and interpretations at the meeting.

·       Where to store maintenance equipment: custodial, lawn mower, snow plow?

o   Create budget for 2023 for maintenance costs

o    

Add second regular BNAW meeting 2nd Thursday afternoon of each month 1:00 pm – 3:00 pm Kerrie will check that will work for everyone.  November 12 is first one will be 3:00- 4:00.

 

Next Meeting Date:  11/12/20 at 3:00 pm

 

Adjournment:  12:30 pm

 

Parking Lot: 

            Need to create:

·       Location report

·       Detailed design report

·       Mark and Vicki will look into items listed under Other “Master Building Profile by Zones”

For safety concerns and needed protections. Do we have Material Safety Sheets on these products which include necessary protections and toxicity information?

·       SUN Expansion

·       Collaborative projects – continue to consider options

·       Consider COVID-19 ramifications on the project