Building Needs Assessment Work Group Minutes

November 12, 2020 3:00-4:00 p.m.

Virtual Meeting

Present:

Corey Baumann          SCLS Delivery Services Coordinator

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

Excused:

Nan Brien                    SCLS Board Trustee
Kristi Williams             SCLS Board Trustee

3:00:    Call to Order by K. Goeden

Approval of previous meeting minutes:  October 1, 2020

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

b. Second by  M. Ibach

c. Approved

Reports:  5 minutes each

Tech Discovery Meeting Recap – Vicki

· Offices, no consensus - no windows, windows, side lights probably 10x10 offices tech processing & storage.  Data Center – complex room.  Planning team will do market analysis of cost to build data center in SCLS.  (by January 5 or so)

· To design data center space tech would have to hire outside designer with correct expertise.  Does Keller have anyone on staff to do it?  How does it fit into timeline with Keller?  Collaborative space with soft furniture.  MUFN, Badgernet and WISCNet.  Meeting rooms are not an issue.  Want nice break room.  No push for showers.

Consulting Discovery Meeting Recap – Mark

· Office needs, everyone wants an office, okay with smaller size offices.  Everyone wants a window. General needs, storage space (Jean, Shawn, Mark for meetings stored in individual offices.  Shawn’s shelves okay to put in professional collection.  Indus scanner (inner space, no windows).  Couple chairs in each office.  Jody wants glass/white board in office.  Huddle room with work surface and projection sharing screen, usb outlets, technology available.  Didn’t like full glass walls in huddle rooms.  Common spaces, want more counter top space in work room, more paper storage space one additional rack.  Laminator and vented spray box.  Deb wants to keep laminator in her office, but willing to move large HP laser printer out of office.  Needs drafting board in her office.  They don’t use the break room that much.  Split on stove/oven.  Like outside patio.  Meeting room that seats 60 people in class room style.  Screens in each meeting room even when divided into 3 parts.  Wireless mikes.  Better tables – easier to move, foldable and store away.  Restrooms – need more stalls in women.  3 is the code.  Near meeting room.  Place to change clothes.  Gender neutral restrooms.

Discussion: Homework from 11/5/2020 meeting:

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

o Zoning changes could take/add several months to process before purchasing land.  Many factors on purchasing timeline besides pricing.

o Could buy land and if we don’t use, can resell.

o Need answer on timing from loan from (BCPL) State Trust Fund Loan

o If all factors/ wish list met okay to purchase before construction. 

o Need site identified before purchasing and designing.

o Consensus was to purchase land separately in advance of design and earlier then construction time line if we find site that meets our requirements.

1) Size, location, design and number of huddle rooms & conference rooms

· Location of huddle rooms not a priority, can be scattered or altogether.

· 4 huddle rooms that hold 10 folks each, solid walls, not fishbowl

· Door with sidelight or window fine

· Lots of technology, glass/white boards, projector, screen, outlets, etc.

· All the same size/set up

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

· No fish bowl offices

· Yes, traditional closed office with doors/side lights

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

· Designate a small shop space for custodian and delivery dept repairs, Office/desk adjacent to the shop for custodial person. Located in delivery.

· Separate work bench/shop for Jesse and vehicle maintenance.

· Janitor Closet 1:  Cleaning supplies adjacent to custodial shop and Jesse

· Janitor Closet 2:  Kitchen, bathroom, floor cleaning supplies, in other part of building

· Shed for landscaping tools, snow blower, mower, gardening equipment

· Shed can be separate unit (about the size of 1 parking stall) or part of building with separate outside door.

4) Shared spaces

· Lobby  = public entrance between 2 halves of building where Brinnan (Delivery Operations Manager) & Heidi (HQ Office manager) can see who is in lobby.  Not a receptionist sitting in lobby.

· Brinnan also needs to have close proximity to sorting floor and be able to see the sorting floor.

· Receiving entrance and space for Fedex/UPS packages to be located in delivery – all package deliveries will be received there

· Separate staff entrance in delivery and other end of the building for HQ staff. 

· Work Room to be located in proximity to both delivery and admin sides with individual mail boxes for all staff

· Kits & Labs room in/adjacent to delivery

· Staff Lounge to be located between 2 halves of buildings with outside space

· Shared HR filing room convenient to Brinnan and Administration

· Other notes/Questions:

· Can Keller give us a deadline for the decision to either house the data center in the building or to host it offsite?  The tech team needs 2 months to research price and options for hosting offsite.  If that is too expensive, they would need several months to work with a data center design consultant to design the space in house.  Does Keller have a consultant with that experience?

· Meeting Room Size:  Will this fit 75 or 100 people total?  We’re thinking 75 total should be fine, with room for 25 per room when broken into thirds.  Can we plan for 20 sq ft per person with tables?  Recommended by our interior designer.

· Bathrooms.  We’d like the unisex bathroom near/in delivery to have a shower.  Other bathrooms probably don’t need a shower.

· Interior Design:  We do have an interior designer on our staff, Deb Haeffner.  We’d like to utilize her expertise, as well as Rebekah on your team.  What’s the best way to do that?  Is Rebekah’s time part of our contracted services?  Or additional?

Homework for Next Meeting: 

· 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.

· 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.

· Review criteria for evaluation of building sites and next steps

· Admin and Delivery meet to discuss shared spaces – Brinnan, Tim, Heidi, Kerrie

Next Meeting Date:  12/3/20 at 10:00 a.m.

4:14:    Adjournment

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.

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