Building Needs Assessment Work Group Minutes
January 20, 2022 1:00 p.m.
Present:
Jean Anderson SCLS Consulting Services Coordinator
Corey Baumann SCLS Delivery Services Coordinator
Nan Brien SCLS Board Trustee: excused from interior design discussion
Kerrie Goeden SCLS HR & Finance Coordinator
Deb Haeffner SCLS Consultant
Jesse Stewart SCLS Fleet Manager
Vicki Teal SCLS Technology Services Coordinator
Kristi Williams SCLS Board Trustee: excused from interior design discussion
Martha Van Pelt SCLS Director
Guests:
Devin Flanigan Keller Inc. Project Manager
Rebekah Spidle Keller Inc. Interior Designer
Call to Order: 1:02
Approval of previous meeting minutes: January 6, 2022
a. Motion by J. Stewart to approve the minutes
b. Second by N. Brien
c. Approved with an abstention by K. Williams
Reports:
· Soil Boring Progress – D. Flanigan
o Crane broke while working, they will be back. He will have an update at the next BNAW meeting.
· Interior Design: Updates from Collaborative Space Meeting 1/13/22 – D. Haeffner
o D. Haeffner had presented 4 design options for the professional collection room. Meeting participants liked aspects of all 4. So D. Haeffner combined them and narrowed Professional Collection to one plan that she will present/discuss at the next meeting.
· Audio Visual Meeting Updates from 1/13/22 – K. Goeden
o Craig Ellefson, SCLS, met with Fearing’s, a local audio visual company, to discuss our needs and Fearing’s will provide a quote. Fearing will use the state contract which allows a 50% discount fro SCLS.
· PSA and Easement Updates – M. Van Pelt
o PSA done by the City of Madison and the SCLS attorney, Ed Lawton. N. Brien had questions: The 180 days is for due diligence. SCLS can still pull out the agreement if something is discovered in 180 days after the signing. The listed utility fees are built into construction fees, not extra costs.
· Vogel Bros. Meeting – K. Goeden and M. Van Pelt
o Met with Peter Szotkowski of Vogel Bros. as one of our new neighbors. Reviewed our plans, discussed aspects of managing a building in that area. Vogel Bros. is interested in bidding on a few units of our project.
o Learned there is a walking path in the woods to Dept. of Agriculture building and around the base of the hill.
· Median and Driveway Update – D. Flanigan
Meeting with City traffic planners 1/21/22 to discuss our driveway on the elbow of Walton Commons and Graham Place and the possible removal of an island in the median near the proposed driveway to deal with possible safety issues to SCLS cars and trucks.
Discussion:
· Review Architectural: Floor Plan, Elevations, colors
o Will bring updated plans to the next meeting
o Sidelights vs. Windows in Doors (2 sizes of windows)
§ Discussion of whether to keep sidelights in each office/meeting room or whether to swap those out for doors with windows.
§ Doors with windows is less expensive. However the sidelights allow natural light to the interior of the building and are considered a safety feature, allowing visual access into the offices and meeting spaces.
§ Decision is to keep sidelights for now, and have staff review their interior spaces to see if they need sidelights for light; including door types, especially in the delivery area.
· Interior Design
o Review Colors & Selections (moved to end of meeting)
§ R. Spidle and D. Haeffner shared many floor, carpet, wall covering samples for the team to review and select choices for the interior of the new building. The actual samples were located at the SCLS HQ which made it nearly impossible for the remote attendees to participate. Both N. Brien and K. Williams were excused at the end due to this difficulty.
o Next Meeting – Finalize Color & Material Selections February 3, 2022
· Review HVAC / Plumbing / Electrical
o Will review next time (building will be heated by gas)
· Review the landscaping plan
o D. Haeffner has revised the plan.
o Plant Point system question: How are points assigned to each plant?
o Meeting on January 28 with landscape architect. Revised plan to be shared at next meeting of BNAW.
· Begin Utility Applications
o Who is taking the lead? Utilities work better with owner according to D. Flanigan instead of the construction team. K. Goeden will work on it for setting up accounts.
§ Phone, internet, gas, electric, water & sewer
§ D. Flanigan will provide list of all utilities to be set up to K. Goeden
· Solar – To solar or not to solar?
o What infrastructure would we have to build in now in order to add solar later?
§ A discussion followed. Makes sense in theory but expensive and difficult in practice. Cost to install equipment now in order to be able to install solar later would be in the range of $5,000 - $15,000 equipment cost. We don’t have the details necessary to know what to install now that could work later. Installed equipment may be obsolete by time we activate the system. Even without solar, energy efficiency will be found in insulation, roof, efficient HVAC system, (geothermal won’t work on site), windows. We have enrolled in and working with the Focus on Energy program. We can do solar later – even as soon as we are finishing the construction. ($100,000-$150,000 to install) 9-12 years buy back on investment. Solar panels would need to be replaced in 20 years.
§ Workgroup members support the idea of pursuing solar options, but need more information. D. Flanigan will contact solar experts for more information on costs etc., so we can make an educated decision.
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 spaces
Homework for Next Meeting:
Next Meeting Date: 2/03/22 at 10:00 a.m.
Adjournment
Parking Lot:
· Create staff workgroup to help select interior furnishings
· Notify Michelle Drea at the City of Madison Assessor’s office when we purchase a site. mdrea@cityofmadison.com