Building Needs Assessment Work Group Minutes

December 15, 2022 1:00 – 3:00 pm

In Person at 1650 Pankratz Street, Madison, WI

Present:

Jean Anderson             SCLS Consulting Services Coordinator

Nan Brien                    SCLS Board Trustee – arrived 10:24 a.m.

Kerrie Goeden             SCLS HR & Finance Coordinator

Deb Haeffner              SCLS Building Consultant

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 Project Manager

Rebekah Spidle Keller Interior Designer

Absent:

Corey Baumann          SCLS Delivery Services Coordinator

Gary Poulson               SCLS Board Trustee and Chair

Call to Order at 1:06 by Kerrie Goeden

Approval of previous meeting minutes:  December 1, 2022

a.         Motion by J. Stewart to approve the minutes 

b.         Second by M. Van Pelt

c.         Approved. Abstained by K. Williams who was not present 12/1/2022

Reports:

o Dec. 13^th Data Center Meeting Update

§ SCLS, Access, and Keller reps present at discussion

§ Working on timeline and identifying what will be provided by Access and what will be Keller’s responsibility

§ Do some construction and installation of equipment between February – April 2023 to prep for data equipment

§ Goal is to have the data center room equipped and ready by April, so as to move network equipment into it by Memorial Day weekend.

o Security System Monitoring Update

§ Honeywell System already installed.  Will continue to use as recommended by Fearing’s since it is tied into the fire and security systems.

§ O&W Communications is the current monitoring service.  We have contracted with them to continue the monitoring.  Cost is only $480 per year.

o District 12 Alder – CUP Application

§ Alder Abbas was the District 12 alder until December 1, 2022. K. Goeden had notified Alder Abbas on November 1^st of the CUP application.  Sherman Neighborhood Association was also notifed at that time.

§ At the Urban Design Commission meeting on December 1^st, we learned of 2 other neighborhood associations to notify, as well as Alder Keith Furman, District 19 Alder, as he is handling District 12 until it has a new Alder. 

§ Keller will apply for the CUP on December 19, 2022.  Therefore a waiver of the 30 day notice was requested.  Alder Furman is fine with the waiver; he has taken over since Alder Abbas resigned. He may want a Neighborhood Association Meeting.  There are 3 neighborhood associations in our new location.

• 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 City of Madison Common Council

§ 3/2/2023 Open bids – at Pankratz?

§ 3/8/2023 Review bids

§ 3/23/2023 SCLS Board approve subcontractors (packet out 3/16)

§ 5/1/2023 Start construction

Discussion:

· Review Updated Floor Plans –

o Changes were made to the Delivery addition - all incorporated to decrease costs 

o Decreased size of delivery by about 1,000 sf

o Allows the garage to shift north by about 11 feet

o This helps manage the elevation change

o Also widens the turning radius getting into overhead garage door

o Decreased sorting floor area to about 4,400 sf (currently Delivery’s sort floor on Gilson St. is about 4,000 sf)

o Squared up outside of building - cheaper

o J. Stewart queried that the box trucks will need 15 ft instead of 12 ft

· Review Budget

o Shared latest projection. 

· Review Data Center Meeting

o Fire Suppression – Move ahead with fire suppression as it will protect our network equipment.  Borrow from Technology Contingency and repay it with a grant or SCLS future money.  Not to make it a bid alternate.  Order all equipment minus the fire suppression from Access next week.  Need more time to design wall and data center room before final design of fire suppression.  Will order fire suppression equipment in the next month.

· Review Fearing’s Updated AV and Security Plans

o Fearing’s is allowing SCLS to use only the equipment needed in the new building and will re-purpose the equipment we no longer need.  They will give us a credit on the final bill for the unused equipment.

· Review Interior Design with Rebekah, walk-through of building with plans.  This was done after the meeting adjourned.

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

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? yes

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 – not in the budget

6) Devin will verify with Delivery on the parking spaces size – may need 15 ft instead of 12 ft

7) Verify intercom and video bandwidth needs?

8) Vicki will order data center equipment by 12/22.  Excluding fire suppression and she will get a new quote before ordering.

Next Meeting: 

January 5, 2023 10:00 am – 12:00 pm

· Review floor plans

· Review updated budget

· Review interior design

3:00:    Adjournment 2:00