Building Needs Assessment Work Group Minutes

December 3, 2020 10:00 a.m.

Virtual Meeting Via BlueJeans

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

Rob Lindstrom            Keller Inc.        Architect

Call to Order 10:02 by K. Goeden

Approval of previous meeting minutes:  November 12, 2020

a. Motion by  M. Ibach to approve the minutes

b. Second by  C. Baumann

c. Approved – Abstentions from N. Brien and K. Williams

Reports:

· Status on agency agreement with David Haug and Lighthouse Commercial Real Estate – M. Van Pelt

o Teran Peterson (SCLS Trustee) and M. Van Pelt met with David Haug and revised the agreement.  It will be presented for approval at the 12/18 SCLS Board of Trustees meeting.

Discussion: 

· Review of Discovery booklets from each department with R. Lindstrom

· Evaluate if square footage is accurate

§ Outside storage would not be a separate building.  Cheaper to have as part of main facility.

§ Vestibule is basically an air lock

§ Sq ft included covers codes and what we think we need.

§ When Admin and Delivery meet to review needs may want to include Rob.

§ 30% of sq ft dedicated to hallways except in Delivery (not needed)

§ Custodian gets desk area in equipment ship not separate office.

§ 4 overhead doors + 1 man door in delivery

§ Indoor docks footage is not calculated in Discovery book

§ Need to cross out separate breakroom for Delivery – one large room for all staff

§ Work to standardize office sizes

§ 38,180 sf total for building

· Review comparable costs – D. Flanigan

§ Low is unrealistic for this project – removed as option

§ Medium

§ High

§ New vs. remodel – based his projection on new construction

§ There is a price for building and a price for project

§ He did price for project

§ Broke project price into modules e.g. office spaces, warehouse

§ The money listed is a budget, not a price – but realistic

§ Fixtures, furnishings, equipment (FFE)

§ The numbers are his projections

§ The building alone is an acre, parking lot is .5 acre

§ His project budget with initial size of 38,180 sq ft, land, building and furnishings (total budget) would be $6.25 million – based on 3 factors

· Sq. ft. – start here to decrease

· Aesthetics

· Budget

· Review what is truly needed – don’t just take 1 foot of space from each office.

· Review criteria for evaluation of building sites and next steps – table until Jan/Feb

· Review photos of things we like design-wise to share with Keller –table until Jan/Feb

· Review assessment of must haves, pie in the sky – this has been folded into the Discovery Booklets by Rob; Coordinators and BNAW members will review this when reviewing the Discovery Booklets.

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.

Homework for Next Meeting: 

· Review Discovery books  (sent to K. Goeden) including common spaces

· Then review all departments at Coordinators 12/9 Meeting – can edit by hand.

Time is very tight.  Then review findings with teams for input.

· Compare to must have list and building zones by department list

Return to Keller before January BNAW meeting, if possible, but will review & discuss at January BNAW meeting.  Can call Rob for clarification.

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

· Start discussions with Deb, Rebekah, Devin, Rob, Mark Ibach regarding Deb’s level of involvement in interior design of new building.  Cost benefit – Rebekah is part of package – using her or not using her the Keller price stays the same.

· Further discussion on collaboration in January.

· Determine data center needs and size by February meeting

· Can Keller incorporate a 15’x 30’ space for a potential data center that could be converted into offices if unused?

· Next BNAW meeting is 12/10 1:00 pm – K. Goeden will ask H. Moe to put future BNAW meetings on staff Google calendar.

Next Meeting Date:  12/10/20 at 1:00 p.m.

Adjournment: 12:12 pm

Parking Lot: 

Need to create:

· Location report

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