Building Needs Assessment Work Group Minutes

February 2, 2023 10:00 a.m. – 12:00 p.m.

Members:

Jean Anderson                  SCLS Consulting Services Coordinator

Corey Baumann                SCLS Delivery Services Coordinator – late 10:32

Kerrie Goeden                   SCLS HR & Finance Coordinator

Deb Haeffner                     SCLS Building Consultant
Jesse Stewart                     SCLS Fleet Manager

Vicki Teal                             SCLS Technology Services Coordinator                                   

Martha Van Pelt               SCLS Director    

Guests:

Devin Flanigan                   Keller Project Manager

Absent:

Nan Brien                            SCLS Board Trustee

Gary Poulson                     SCLS Board Trustee and Chair

Call to Order By K. Goeden at 10:01

Approval of previous meeting minutes:  January 19, 2023

a.            Motion by J. Anderson to approve the minutes

b.           Second by D. Haeffner

c.             Approved

Reports:

o Biltmore Lease:  K. Goeden spoke to Greg Fax of St. Johns.  He is open to extending the Biltmore Lease for a month or two.  He gave us until the end of March 2023 to let him know if we need an extension.

o The City Of Madison’s Urban Design Commission approved the Pankratz building design.  One required condition is to upgrade the design of the garbage enclosure with wood and masonry to better match the building.

o Data Center Update:  Don’t need a second electrical panel in the data center.  Electrician will run new conduit from existing electrical closet to data center in April.  All power to be installed in the center by May 1.  Then work on the floor and installing a dividing wall will happen.  The plan is to do all work in April and switch over in May.  SCLS will order the needed Current Transformer (CT) Cabinet and panel ASAP to deal with long lead times.  It will be installed next to the new transformer. MGE will move and install the new transformer in the fall.  (More downtime - 2 hours in best scenario, 2 days worst scenario).  Hard to service transformer when it is close to building.  3 challenges - Fiber (MUFN), transformer (MGE), CT cabinet (SCLS/Keller).  Option to use generator temporarily for transformer ($2,000) during cut over or rely on UPS.  D. Flanigan said CT cabinet is not mission critical at this time except for impact on transformer move.

§ CT cabinet: 20-30 weeks lead time ($10,000).  D. Flanigan contacted electrician who will talk to vendor, Viking.  D. Flanigan is working with electrician and will work with MGE (Khalid is contact) on getting it ordered ASAP.

§ Special movers for data center – V. Teal Lovely.  2 vendors contacted. Will come in February to view current needs.  $42,000-ish in budget for all moving costs.

§ V. Teal Lovely will ask W. Allington to get SCLS on the MUFN installation schedule.

§ AT&T and Charter are in the current building

o Moving Committee Update:  Meeting every 2 weeks on MMM days.  Inventory being worked on.  G. Flesch move copier?  Getting quote from moving vendors at end of February.

Use moving form to submit questions and concerns about moving.

• Timeline Update

§ 2/1/2023 Submitted plans to Madison Urban Design Commission - approved

§ 2/2/2023 Plans go out for bid;  2/10 and 2/17 post in WSJ by H. Moe

§ 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 1:00. BNAW will meet there

§ 3/7/2023 BNAW Review bids 2:00 pm

§ 3/23/2023 SCLS Board approve subcontractors (packet out 3/16)

§ 4/1/2023 Start construction

Discussion:

o Bid Process

o Preferred Order of go for construction/remodel – Discussed Priorities

o #1:  Data Center 3/31 finished

§ Data/electrical – everything

o #2:  Tech Prep Room & Cubicles Room (NW corner)

§ Cubicles/Hoteling Room done by end of May

§ Data/Electrical

§ Painting

o #3 Cut door into Meeting Room by June

o #4: New 7 Offices (NE corner) plus Deb & Jean – by July (3 months’ work time)

South end interior remodel last - Work Room Sept/Oct

Partition off building on southern wall of Data Center and MVP office with plywood wall.

Use meeting room for temporary work room. 

Copier to existing plug in admin? TBD.  Need data to copier.  Need to resolve.

If the meeting room door is installed prior to 5/31/23 then the Professional can be installed in the lobby when we move.

No roof for Delivery until August

Steel arrive July 1

Storage in data center – lab; staff lounge, meeting room

Remaining List of Options to Consider:

Option D: Purchase office building and continue to lease Delivery  

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.

Homework for Next Meeting: 

1) Get cubicles after closing, used or free. K. Goeden will reach out to Fen Oak owners 3^rd week of January.

2) K. Goeden will contact AT&T to install VOIP and analog lines at Pankratz. 

3) M. Van Pelt will find new person to read bid at opening.

4) V. Teal Lovely will ask W. Allington to get SCLS on the MUFN schedule for installation.

5) D. Flanigan and V. Teal Lovely will contact Dan at MUFN about what to do with Charter.

6) D. Flanigan called Mark F. at Access 2/2/2023 during meeting who said he would have answer tomorrow on government contract.  Yes or no.  SCLS/K. Goeden will order the fire suppression by Monday after hearing from D. Flanigan.

7) D. Flanigan contacted electrician who will talk to vendor, Viking.  D. Flanigan is working with electrician and will work with MGE (Khalid is contact) on getting it ordered ASAP.

Next Meeting:  February 16, 2023

Adjournment:  12:08

Parking Lot: