Building Needs Assessment Work Group Minutes

January 7, 2021 10:00 a.m. – 12:00 p.m.

Virtual Meeting

Present:

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

Guests:

Devin Flanigan            Keller Inc.        Project Manager

Rob Lindstrom            Keller Inc.        Architect

Call to Order: K. Goeden called the meeting to order at 10:02

Approval of previous meeting minutes:  December 10, 2020

a. Motion by  K. Williams to approve the minutes

b. Second by  M. Ibach

c. Approved

Reports:

· Update on real estate contract  – Marty 

o 12/2020 Board of Trustees approved agreement with Lighthouse Commercial.  Devin has spoken with D. Haug and they have created a list of priorities and started searching.  The list will be shared at the February BNAW meeting.

Discussion:  (with Keller)

· Review and revise Discovery booklets (using December 10^th meeting minutes)

o Changes to square footage

· Extra 2000 sf found under Consulting Area due to spreadsheet not adding in subtotal to final total. R. Lindstrom’s error.

o Edits by department

· Have a separate delivery entrance-employees could use same entrance

· Delivery offices have ability to see sorting floor, especially Brinnan’s office.  Corey, Jesse and Custodian’s offices don’t necessarily need to be in proximity of sorting floor

· Reduce large meeting room – Rob thinks it may be tight for classroom set up, but could work with folding chairs or different tables

· Eliminate janitor closet – needs sink and exhaust fan (code) – doesn’t want to cool off entire room.  K Goeden suggested enclosing just the sink in a separate room within the custodial work space to allow for proper exhaust fan but not affect the rest of the space.

· Issue of inventory control of i.e. toilet paper.  Easier to keep inventory in one place.  Plan will be to store supplies in Custodial work space primarily.

· Standard office size 10x14 is “odd size for office”  too little, too long –  lot of wasted space (just walking around space)  11x13 works better - Rob

· Make coordinators & director offices larger to accommodate in office meetings

· 10x12 is better size for standard office – Rob  works with furniture layouts better

· 10x14 works for 2 people to share office – Rob

· 10x12 works with 2 people also.  In 10x12 or 10x14 the people have to face the wall

· 10x14 for 2 people there all the time.  10x12 if only in office occasionally

· 11x13 space is optimum size with 2 guest chairs

· 2 story building is still on the table; wait to see what land options are

· Coordinators will re-discuss office size and after- hours access to restrooms and meeting room at their coordinators meeting.

· Possibility of locking down vestibule before entering lobby. 

· Securing computer equipment in the lobby/professional collection space needs to be discussed.

· Server room will be hosted within SCLS.  Cost prohibitive to do off site data center.  14x24 on plan (336 sf), which is the same current square footage of the HQ server room (18x18.5).  Tech team is requesting the new space to be 50% larger, so approximately 500 square feet.  Devin needs a better understanding of room and space needs.  What is the load on the UPS; photos of room; current space and what they are working with to give to Keller’s server room designer.

Homework for Next Meeting: 

· Coordinators will re-discuss office size at their meeting and after- hours access to restrooms and meeting room.

· Vicki - Devin needs a better understanding of server room and space needs.  Load on UPS; photos of server room; current space and what they are working with to give to Keller’s server room designer.

Topics Tabled for March/April 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

Next Meeting Date:  1/14/2021 at 1:00 p.m.

Adjournment: 11:42

Parking Lot: 

Need to create:

· Mark and Vicki will look into items listed under Other “Master Building Profile by Zones”

· For safety concerns and needed protections. Do we have Material Safety Sheets on these products which include necessary protections and toxicity information?

· Create staff committee to help select interior furnishings