Building Needs Assessment Work Group Agenda

December 15, 2022 1:00 – 3:00 pm

In Person at 1650 Pankratz Street, Madison, WI

There will be no virtual option for this meeting

Meeting Documents: https://www.scls.info/committees/building-needs-assessment-work-group

1:00:    Call to Order

1:02:    Approval of previous meeting minutes:  December 1, 2022

1:05:    Reports:

o Dec. 13^th Data Center Meeting Update

o Security System Monitoring Update

o District 12 Alder – CUP Application – Possible Neighborhood Assn Mtg.

• Timeline Update

§ 12/2/2022 Closed on purchase of Pankratz building

§ 12/19/2022 Submit conditional use permit

§ 2/1/2023 Submit plans to Madison Urban Design Commission

§ 2/1/2023 Plans go out for bid

§ 2/13/2023 City of Madison Plan Commission – Keller submit plans

§ 2/28/2023 Common Council

§ 3/2/2023 Open bids

§ 3/8/2023 Review bids

§ 3/16/2023 Bids in Board packets

§ 3/23/2023 SCLS Board approve subcontractors

§ 5/1/2023 Start construction

1:25:    Discussion:

· Review Updated Floor Plans

· Review Budget?

· Review Data Center Meeting

· Review Fearing’s Updated AV and Security Plans

· Review Interior Design with Rebekah, walkthrough of building with plans

Remaining List of Options to Consider:

Option D: Purchase office building and continue to lease Delivery  

This would be the option if the Pankratz bids come in over budget.

We have $7 million in financing confirmed.

Topics tabled for Upcoming meetings:

· Schedule Admin and Delivery meetings to discuss shared HR and filing spaces

· Outline plan of how SCLS will operate during construction post Memorial Day.

· Create moving plan

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: 

1) Identify anything we can do in the building between closing and Memorial Day 2023.

2)  Does SCLS own the garbage container enclosure?

3) Get cubicles after closing, used or free

4)  W. Allington contact Badgernet/MUFN vendors.  5/1/2023 completion

5) Devin will look into the cost of adding solar

Next Meeting: 

January 5, 2023 10:00 am – 12:00 pm

· Review floor plans

· Review updated budget

· Review interior design

3:00:    Adjournment

Parking Lot: 

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

· Apply for tax exemption

Members:

Corey Baumann          SCLS Delivery Services Coordinator

Nan Brien                    SCLS Board Trustee

Kerrie Goeden             SCLS HR & Finance Coordinator

Jean Anderson             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

Gary Poulson               SCLS Board Chair