Building Needs Assessment Work Group Meetings

April 4, 2019, 10:00 a.m.

SCLS Headquarters

Badger Room

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

To phone into a meeting: 866-226-4650 (access code:  461-0318-2019)

Call to Order: M. Van Pelt will chair in K. Goeden’s absence

                        V. Teal Lovely will take minutes

Present: Mark Ibach, Martha Van Pelt, Kristi Williams, Nan Brien

Approval of previous meeting minutes:  March 7, 2019

Minutes approved by consensus.

Reports: 

Administration: Kerrie updated the list of building requirements.

Consultants: there was no additional work beyond the mapping that Jody did.

Delivery: nothing beyond the maps.

Technology Services: nothing beyond the assigned topics.

Discussion:

a. Review cell phone coverage maps and information (Vicki).

a. It is not possible to provide cell coverage information at the level required to help in selecting a general area to consider for relocation. Cell phone coverage can be used as a deciding factor once we have several specific sites (with addresses). Addresses will be required to test coverage.

b. Review data center location information (Vicki).

a. Proximity to MUFN and/or re-location to a data center are issues that will need to be considered once we have a site. We should be aware that proximity to MUFN may be an issue. If we re-locate SCLS to a site that is not on MUFN and it is required that we have MUFN at SCLS, then there will be the cost of a lateral to the building which most likely SCLS would need to bear. The farther away from MUFN, the higher the cost. If we re-locate completely, outside of the MUFN range (generally Madison, Monona and Middleton), then most likely we would not be able to have direct access to MUFN from SCLS HQ. This may not be a show-stopper, but it is a consideration in the final decision of whether to move SCLS core technology infrastructure to a separate data center or keep it at SCLS HQ. It is too soon to know whether or not SCLS will be moving to a non-SCLS data center, regardless of a possible new SCLS building. There are too many possible scenarios for Technology staff to come up with any plans or solutions at this time. Once SCLS has some potential building locations, Technology staff can assist with creating scenarios.

c. Review map of member library delivery stops and map of all delivery stops (Corey and Mark). Jody Hoesly created a map of all of the different types of delivery routes, Madison bus routes and employee homes.

a. There are 4 general delivery route areas: South Madison; East Towne Area (includes current SCLS HQ); Airport; Highway 30 and US 51

d. Review map of route 30 and 51 (Corey). We did not have this map for the meeting last time, so we looked at it. This would be a good location for delivery.

e. Review reorganized building needs list (Marty). Kerrie broke the building needs list into four categories: Location; Structural; Interior/Exterior Design; Financial / Operational and sorted by Common Must Haves; Common Nice to Haves; and Common Pie-in-the-Sky. We reviewed this and made the following changes.

a. Under Common Must Haves / Structural added: Waste management for oil, grease, and other shop waste (is allowed by city ordinance)

b. Under Common Must Haves / Structural #10 added “standard 120 volt GFI)”

c. Under Common Must Haves / Structural #1 added “different rooms have different needs”

d. Under Common Must Haves / Interior / Exterior Design added to #1: “and exhaust fan/hood”

Homework for Next Meeting: 

Select next topic from Combined Dept List of Building Needs-What documents to gather information

Any final homework or discussions pertaining to Must Have-Location-Related? No.

Move onto next section:  Must Have-Structural

· Need to work out specific details such as standard delivery dock door sizes. But also, what are our more general needs? Can we create several “standard” office sizes for example for supervisors (includes director) and staff? There may be special work areas such as PC prep; laminating; mail room.

· Define Delivery sorting; garage needs

· Define optimum (equitable) office space sizes (standard, supervisor)

· Define meeting (huddle) / training room needs

· Define special work space needs (mail/laminator; Tech equipment prep)

· Define staff lounge needs

· Define bathroom needs (will be based on number of staff and meeting rooms)

· Define reception / entryway needs

Action for next meeting

· Define staff space needs (this includes Delivery): Mark and Deb

o Optimum office size

§ standard includes space for consulting with one or two people

§ supervisor includes room for a small table for three to four people

o Huddle room size

o Number of huddle rooms (how many per non-supervisor staff)

· Identify how many supervisors and how many staff there are currently: Mark and Deb

· Define delivery dock, sorting area and garage: Corey and Jessie

Next Meeting Date:  5/9/2019

Adjournment: 11:50 am

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 Lovely          SCLS Technology Services Coordinator                                  

Kristie Williams           SCLS Board Trustee

Martha Van Pelt          SCLS Director