Building Needs Assessment Work Group Agenda
January 19, 2023 1:00 – 3:00 pm
Hybrid Meeting: SCLS staff to attend in person at 4610 S. Biltmore
Lane, Chester Room;
Others to attend in person or Virtual Via
BlueJeans
Meeting Documents: https://www.scls.info/committees/building-needs-assessment-work-group
1. Phone: 1-866-226-4650 and use access
code: 461-0318-2019.
a. Press the # button to enter meeting as
a participant.
2. Web site:
https://bluejeans.com/46103182019/webrtc
a. There is no password for participants.
b. If a participant is asked to download
software, they can choose to bypass this (join via browser).
1:00: Call to
Order
1:02: Approval
of previous meeting minutes: January
5, 2023
1:05: Reports:
o Moving
Committee Update
o Biltmore
Lease Update
o Data
Center Update
§ Will’s
meeting with MUFN
§
2/1/2023 Submit plans to Madison Urban Design
Commission
§
2/2/2023 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
Street building NAN BRIEN WILL READ BIDS
§
3/8/2023 Review bids
§
3/23/2023 SCLS Board approve subcontractors (packet
out 3/16)
§ 5/1/2023 Start construction
1:25: Discussion:
·
Review Updated Floor Plans
·
Review Interior Design
·
Review Data Center Plan
o
D.
Flanigan - follow up with Mark F. of Access on fire
suppression
o
D.
Flanigan - options for data center timeline and work
·
Review Upcoming Bid Process
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.
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)
Get cubicles after closing, used or free. K. Goeden will reach out to Fen Oak owners 3rd week
of January.
2) Verify we have enough intercom and video bandwidth for
security needs – V. Teal Lovely will ask W. Allington . Information is on Fearing’s plan.
3) J. Stewart and C. Baumann and W. Allington
will meet to review Delivery data and electrical plans
Next Meeting:
February
2, 2023 10:00 am – 12:00 pm
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
Gary
Poulson SCLS Board Chair