Building Needs Assessment Work Group Minutes

November 7, 2019, 10:00 a.m.

SCLS Headquarters

Badger Room

Present:

Corey Baumann SCLS Delivery Services Coordinator

Nan Brien SCLS Board Trustee

Kerrie Goeden SCLS HR & Finance Coordinator

Jesse Stewart SCLS Fleet Manager

Vicki Teal SCLS Technology Services Coordinator

Martha Van Pelt SCLS Director

Kristi Williams SCLS Board Trustee

Excused:

Mark Ibach SCLS Consulting Services Coordinator

Call to Order 10:05

Approval of previous meeting minutes: September 26, 2019

a. Motion by M. Van Pelt to accept as written

b. Second by J. Stewart

c. Approved

Reports:

Research findings regarding financing options - KG

Board of Commissioners of Public Lands

Richard Sneider, BCPL Chief Investment Officer

K. Goeden spoke with Richard from BCPL. We can borrow up to the amount equal to our last year’s annual gross revenue. Can borrow about $5 million based on K. Goeden’s calculations to keep monthly payment equal or less than we currently pay in rent. 20 year rate, No balloon payments; low rate of interest charged. (3.75%) No down payment required.

Discussion:

Meeting Process

BNAW meeting preparation process:

Review agenda immediately when it is sent out one week before meeting

Make any suggested changes to agenda before the day of the meeting

Place all homework in shared folder and the two board members should send it to K. Goeden and she will put into the shared file.

Reports will be sent out with agenda one week before the meeting.

Vicki led the review and discussion of the revised Master Space Recommendations (MSR) document that has been reorganized into the new “Master Building Profile by Zones” document. The MSR still exists as a separate document.

Discussed and reviewed other reports to determine if any other information should be added to “Master Building Profile by Zones” document. Determined that we need to create 2 other reports to capture the detailed information gathered by staff that was outlined in the original Building Needs Report and Master Space Recommendations report: Location Report and Detailed Design Report. Adding these to the parking lot for now.

Homework for Next Meeting:

Schedule developers to do a 45 minute presentation on 12/5/19 and 12/19/19. 12/12/19 will be a back up date.

Create list of questions- draft questions and email before next meeting

Update Fast Facts list via email before next meeting

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?

V. Lovely will update “Master Building Profile by Zones” document

K. Goeden will give a follow up report on financing options from:

Monona State Bank

State Bank of Sun Prairie

Wisconsin Community Bank

Board of Commissioners of Public Lands Richard Sneider

Review Fast Facts for Realtors

M. Van Pelt Schedule developers meetings

Email out Fast Facts to work group

Kerrie Goeden draft questions for interviews and send via email

Vicki will add dock door information to Zones Document

Next Meeting: 12/5/2019 10:00 a.m.

Adjournment: 12:00

Parking Lot:

Need to create:

Location report

Detailed design report