Building Needs Assessment Work Group Minutes
January 6, 2022 10:00 a.m.
Present:
Jean Anderson SCLS Consulting Services Coordinator
Corey Baumann SCLS Delivery Services Coordinator
Nan Brien SCLS Board Trustee
Kerrie Goeden SCLS HR & Finance Coordinator
Debra Haeffner SCLS Consultant
Jesse Stewart SCLS Fleet Manager
Kristi Williams SCLS Board Trustee: left early
Martha Van Pelt SCLS Director
Guests:
Gary Poulson SCLS Board of Trustee: 10:40 – 11:3
Devin Flanigan Keller Inc. Project Manager
Rob Lindstrom Keller Inc. Architect
David Haug Lighthouse
Call to Order 10:05
Approval of previous meeting minutes: December 16, 2021
a. Motion by K. Williams to approve the minutes
b. Second by N. Brien
c. Approved with addition of Jean Anderson to attendees’ list
Reports:
· Purchase Sale Agreement (PSA) Update – D. Haug & M. Van Pelt
o On schedule. M. Van Pelt has been working with attorney Edward Lawton to review the PSA. She has shared the redlined PSA with D. Haug, D. Flanigan and K. Goeden for input. D. Haug is continuing to work with Matt Mikolajewski at the City of Madison on the separate easement agreement.
· Soil Boring Update – D. Flanigan
o 12/27/2021 on site to do work. Did test pits and got the report for infiltration rate. Keller comfortable with results. Waiting on soil borings report.
· Conditional Use & CSM Application (January 10) – D. Flanigan
o Submitting to city on 1/10/2022. On schedule, however, City is backlogged. City is interested in our project, however and has been responding promptly to all Keller communications. All City departments have to sign off on Conditional Use submittal.
· Begin Preliminary Due Diligence for Land (Wetlands, Phase 1 environmental, Soil Conditions, etc.) – D. Flanigan
o Wetlands done
o Phase 1 environment completed but reviewing some questions raised by BNAW
a. Hazardous waste company formerly adjacent to property
b. Data gap of title search.
o Soil conditions: waiting on soil borings.
· Interior Design: Next Steps / Meetings – D. Haeffner
o Collaborative space work group meeting January 13 & February 3
o Starting to look at finishes D. Haeffner, R. Spidle and D. Flanigan
· Homework from last meeting:
o Solar partnership – M. Van Pelt
Reached out to MG&E. Renew Wisconsin and Madisun are 2 local organizations that give grants to off-set cost of solar panels. Would need to do a solar site assessment prior to applying. The grants are competitive. Next round of applications don’t start until 4/1/2022. D. Flanigan ball parked our need for the entire building at 100-150 KW total at a cost of $150,000. The grant’s highest award would be 150 panels at $25,000 and $10,000 for installation. We could apply for the help in the future and retroactively apply the panels. They cannot be used on the current building roof configuration since the roof slopes to north and is not a flat roof. Would have to be set up as a solar field. K.Williams thinks it is not worth looking into solar. Little money in providing start-up. We can look at solar after the building is complete. M. Van Pelt will contact Madison Public Library and McMillan Library as they have installed solar. D. Flanigan will reach out to HGA for more information on solar fields.
o Focus on energy -- D. Flanigan
o Information by February on what we can use. Possibly get $6,000 - $7,000 in grants. F o E tries to incentivize groups to install better than minimum requirement equipment for energy efficiency. We are enrolled in the program.
Discussion:
· Budget Discussions
o Currently budget is $6 million. Latest budget numbers indicate a needed increase of $ 750,000 – $800,000
o Initial space needs evaluations established 40,000 sf needed originally then, to address budgetary concerns, BNAW has reduced building size to 36,000 sf then 35,000, then 32,800 as of 11/2021
o The building has been reduced to the absolute smallest size that will work now and in the future. 32,800 meets the needs of SCLS now and in the future. D. Flanigan feels the building can’t be cut anymore. All extra items have been cut. Any more cuts of this nature will not save us the anticipated new budget money and cause a loss of functionality
o Meeting room and collaborative spaces furniture not included in the budget
o Need to identify ways to find the $750,000 - $800,000.
o Keller recommends increasing budget by $1,000,000 for comfort in face of the COVID price increases, volatile market and supply chain issues; for a new total budget of $7 million. We will have to go to the SCLS Board of Trustees for approval of a new budget. K. Goeden will prepare information for board to explanation the ROI and that going forward it is still cheaper than our current renting scenario.
Group worked to identify ways to save money in building process
Grants, SCLS Foundation ($10,000), additional BCPL loan (maybe max of $500,000), additional state aid in 2023 ($200,000), approach local companies for donations, create building fund under the SCLS Foundation.
Also explored further options for cost reduction. Keller bidding on the steel erection portion of our project could potentially save us $75,000-$100,000 in the cost of steel due to their volume discounts and established presence in the metal building industry. The process is a public bid. Each subcontractor, including Keller, will be required to submit a sealed bid for each bid unit. Bids will be submitted to and opened by SCLS. Keller would provide SCLS recommendations and details to establish what constitutes a qualified bid for each bid unit, but the decision is the owner’s, SCLS.
K. Williams recommends that Keller bid on metal building. J. Stewart, J. Anderson, K. Goeden, C. Baumann and M. Van Pelt agreed also. Given their experience in the industry and potential cost savings.
The semi turning area was discussed. It was deemed necessary since the truck has no way to exit the site once they enter. The cost is minimal since the delivery trucks will need essentially the same space. The group agreed to eliminate all parking spaces on the east side of the building and add a few more spaces to the front of the building for a total of approximately 70 parking spaces.
The group will request new budget of $7 million to board at 1/2022 meeting: K. Goeden, J. Anderson , C. Baumann, N. Brien, J. Stewart, M. Van Pelt, (K. Williams had left) (Vicki on vacation) said yes to increasing the budget. Action items to approve the new budget and approve a 2nd loan application for up to $1,000,000 will be necessary.
· Discuss how to work through HVAC, Electrical, and Plumbing
o Getting to the point that decisions need to be made quickly on interiors. 8 weeks total to finish selections. Needs to happen in addition to the regular BNAW meetings.
o D. Flanigan will reach out to the individual departments for answers
· Review Architectural: Floor Plan, Elevations, and Site plans
o Group selected new outside materials from American Products. Similar colors and quality as other vendors but cheaper.
o Discussed side lights for offices vs. narrow windows in doors. Doors with windows are cheaper but side lights are needed in most areas to emit natural light into dark hallways.
o Windows were raised in elevation around the garage and office areas.
o Finalize Preliminary Floor Plans
o R. Lindstrom shared a few tweaks to room sizes that the group approved.
Topics tabled for future meetings:
· Need to have an industrial ceiling vs closed ceiling aesthetic discussion
o Does not save money to leave open. Open or closed involves different building issues.
· Schedule Admin and Delivery meetings to discuss shared HR and filing spaces
Homework for Next Meeting:
M. Van Pelt will send latest PSA to entire work group
K. Goeden will prepare financial information for the SCLS Board to describe recommendation of increasing project budget to $7 million and the cost benefits
D. Flanigan will reach out to HGA for more information about solar fields
D. Haug will continue to work with the City on the easement agreement
Next Meeting: 1/20/2022 at 1:00-3:00 p.m.
Adjournment 12:30
Parking Lot:
· Notify Michelle Drea at the City of Madison Assessor’s office when we purchase a site. mdrea@cityofmadison.com