Building Needs Assessment Work Group Minutes

December 2, 2021 10:00 a.m. – 12:00 p.m.

Present:

Corey Baumann          SCLS Delivery Services Coordinator

Nan Brien                    SCLS Board Trustee

Kerrie Goeden             SCLS HR & Finance Coordinator

Deb Haeffner              SCLS Building & Design Consultant

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

Rob Lindstrom             Keller Inc. Architect

David Haug                  Lighthouse

Call to Order 10:04

Approval of previous meeting minutes:  November 18, 2021

a.         Motion by M. Ibach to approve the minutes 

b.         Second by J. Stewart

c.         Approved: abstained by V. Teal Lovely

Reports:

· Collaborative Space Team Update – D. Haeffner

o Meeting 12/8 with possible back up on the 9^th.  This team is only looking at collaborative spaces.

· Design Team Meeting Dates – D. Haeffner

o Meeting 12/8 morning and will set up other appointments. This team is just D. Haeffner & R. Spidle looking at the whole building.

§ They will discuss floor finish options

§ D. Haeffner contacted C. Baumann about their offices

· Land Updates – D. Flanigan, D. Haug

o Finance Committee Referral of Resolution (11/22/2021) – approved & passed by Madison Finance Committee

o Submission of CSM (12/20/2021) – Keller is moving it forward

o Submission of Conditional Use Permit Application (12/20/2021) - Keller is moving it forward

Discussion:

· Review Architectural: Floor Plan and possibly Elevations – R. Lindstrom Since the architect only had a week to work on the plans, they are preliminary with no elevations. He squared off the building and incorporated all requested changes. In the discussion with the work group he removed the hallway beside the work room and created a new hallway north of the professional collection room.  This resulted in gained space which was given to add back the digitization room and increase the size of the storage area. 

· W. Anderson & A. Hoks joined the conversation with requests for the data center.  Telco de-mark will be in the data center. Copper wire can only extend 100 meters and will need to terminate in the data center.  We are within those requirements.  Good to have mechanical room next to data center since those utilities will need to terminate in data center. 

· Revised delivery by removing hallways between mechanical/shop room and data center and the sorting floor.  Relocated the janitor closet. R. Lindstrom suggested using an air curtain or speed rollup door to keep dock area temperature steady.  Keller will compare the cost ramifications and share with work group.

· Changes decreased building size overall about 2500 sf. Changes will be incorporated by next BNAW 12/16 meeting and Keller should have new budget/cost estimates.  R. Lindstrom will send PDF of drafts for next week’s meeting with D. Haeffner and R. Spidle.

Topics tabled for future meetings:

· Review Interior Design

o Next Meeting – Usage of Space 

o Next Meeting – Function / Space Usage

· Review Updated Civil Plans: Existing Conditions, Site Plan, Grading, Utilities

Homework for Next Meeting: 

· Floor plan revisions will be incorporated by next BNAW 12/16 meeting.  New budget estimates will be included.

· R. Lindstrom will send PDF of drafts for next week meeting on 12/8/21 with D. Haeffner and R. Spidle. 

· D. Haug talking to Matt at the City of Madison to keep the PSA moving.

· SCLS will start looking at audio visual needs and equipment and future support

Next Meeting:  12/16/2021 at 1:00-3:00 p.m.

Adjournment:  11:57

Parking Lot: 

· Create staff workgroup to help select interior furnishings

· Notify Michelle Drea at the City of Madison Assessor’s office when we purchase a site.  mdrea@cityofmadison.com