Building Needs Assessment Work Group Minutes

December 10, 2020 1:00 p.m. – 3:00 p.m.

Virtual Meeting Via BlueJeans

Members:

Corey Baumann          SCLS Delivery Services Coordinator

Nan Brien                    SCLS Board Trustee

Kerrie Goeden             SCLS HR & Finance Coordinator

Mark Ibach                  SCLS Consulting Services Coordinator

Jesse Stewart              SCLS Fleet Manager

Vicki Teal                     SCLS Technology Services Coordinator                                 

Kristi Williams             SCLS Board Trustee

Martha Van Pelt         SCLS Director

Call to Order:  1:00 by K. Goeden

Approval of previous meeting minutes:  December 3, 2020

a. Motion by  N. Brien to approve the minutes

b. Second by  M. Ibach

c. Approved

Discussion:

· Review and revise Discovery booklets – K. Goeden reviewed

o Changes to square footage – reduce to stay in budget – goal is to cut about 5,000 sf in order to save $1,000,000 @ $200/sf

o Coordinators met yesterday to start the process of decreasing sf

· Common Spaces

o Changes to common spaces – combine Collaborative Space (listed in ILS section), Lobby, Professional collection areas into one (16x30 ft?)           480 sf for new total by Kerrie

o Reduce large meeting room, took out 1,000 sf, each room would be 500 sf plus allow 140 sf for cabinet/wall storage

o Food prep no change maybe in future if need more reductions

o Eliminate 1 restroom in Delivery,  Keep one with shower and one without

o Eliminate 2 janitor closets – store items in Delivery equipment room

§ Some supplies under sinks or in cabinets in restrooms

o Eliminate outdoor storage space – incorporate into Delivery (lawn mower, snow blower, outside furniture, etc)

o Subtract 30% off new totals for corridors

o Save 1,831 sf

· Administration

o Eliminate huddle room, and use “spare office” as meeting room until needed

o Standardize office sizes 10x14

o Subtract 30% off new totals for corridors

o Save 415 sf

· ILS

o Standardize office sizes  10x14

o Combine lab and huddle room – make it a little larger at 13x20

o Adjust 30% calculation on new totals for corridors

o Save 385 sf

· Delivery

o Standardize office sizes  10x14

o Only 2 restrooms one with shower.  (this is one less than in Discovery Book)

o Maybe increase sorting floor

o Subtract 36 sf of work area. Copier and shelf/table can sit in sort area/near offices

o Remove long term storage (now the exterior small garage) – instead use mechanics room, kits & labs room, equipment room for storage

o Remove separate breakroom

o Adjust 30% calculation on new totals for corridors (excluding sort/garage)

o Reduced by 1,112 sf

o Consider Additional ceiling height to incorporate storage loft?  (tires, drill press, engine hoist, outside storage)

o Automated Handling of Materials space?

· Technology

o Standardize office sizes  10x14

o Adjust 30% calculation on new totals for corridors

o Adds 172 sf

· Consulting

o Standardize office sizes  10x14 – except Deb’s

o Combine studio with huddle room @ 208 sf

o Reduce digitization room to 10x10

o Adjust 30% calculation on new totals for corridors

o Reduction 368 sf

· Total

o Saved 3,939 sf 

o Still need to finalize office sizes (used 10x14 for all offices in this plan by Kerrie)

o Need decision on data center

o Can save money by reusing some furniture

o Discussed a Shared “sun space’ which could be the combined lobby/collaborative/professional collection space right off of the vestibule that would allow for natural light. Perhaps consider sky lights or atrium style lobby.

o Large Meeting room does not need windows.  This space can be interior if that works better in the floor plan.

o Priority would be to have windows in offices over windows in meeting rooms.

o Priority is to locate work room and staff break room near both Delivery and Admin

o Brinnan’s office does not need to be adjacent to lobby; just close to sort floor and delivery employee entrance.

o Heidi’s office could be located with a window to the vestibule to observe guests entering as vs. adjacent to the lobby (to alleviate noise concerns with the newly proposed shared spaces)

o Need to make sure the sorting floor fits a sorter.  This information is being investigated.

Homework for Next Meeting: 

· K. Goeden will send updates to Discovery Book, M. Van Pelt sketch & list of photo sites to Keller asap to review in January

Topics tabled for Jan/Feb Meetings:

· Review criteria for evaluation of building sites and next steps

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

· 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

· Determine data center needs and size by February meeting

Next Meeting Date:  01/07/21 at 10:00 a.m.

Adjournment: 2:22 pm