Building Needs Assessment Work Group Agenda

February 3, 2022 10:00 a.m. – 12:00 p.m.

Hybrid Meeting in person at 4610 S. Biltmore Lane, Chester Room

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

Kristi Williams SCLS Board Trustee

Martha Van Pelt SCLS Director

Guests:

Devin Flanigan Keller Inc. Project Manager

Deb Haeffner SCLS Consultant

David Haug Lighthouse Commercial Real Estate

Rob Lindstrom Keller Inc., Architect

Rebekah Spidle Keller Inc. Interior Designer

Call to Order 10:04

Approval of previous meeting minutes: January 20, 2022

a. Motion by J. Stewart to approve the minutes

b. Second by J. Anderson

c. Approved

Reports:

· Budget / Finance Board Meeting – K. Goeden

o SCLS Board approved new budget of $7 million and approved us getting 2^nd loan up to $1 million

· PSA & Easement Update – D. Haug/M. Van Pelt/D. Flanigan

o When and who gets the PSA at the City of Madison?

§ SCLS BOT set to approve on February 24, 2022

§ D. Flanigan will follow up with the City of Madison

o Easement by D. Flanigan: City would like to write up easement document. Keller civil engineer measured tree sizes and the number of trees affected in swale area so City is reassured that we are not removing too many.

o D. Haug will get with M. Mikolajewski for closing date and next steps on PSA

· City median in road Meeting 1/21 – D. Flanigan/K. Goeden

o City is willing to replace the island/median with a mounded median to accommodate turning semis and trucks on the corner. SCLS will probably have to pay for the new median. D. Flanigan will follow up on price, timing and procedures

· Soil Borings – D. Flanigan

o Received the report. Overall it looks good. He doesn’t see any problems. Will send summary to SCLS Board.

· City Planning Architectural (Façade) Review meeting 1/28 – D. Flanigan/K. Goeden/M. Van Pelt

o Met with city staff Heather and Kevin on the physical façade of new building. They want to break up the horizontal line of the masonry on the Delivery end of the building. Discuss possibility of less masonry on the north side of building. D. Flanigan will talk to Keller architect. It was decided by BNAW to keep the masonry in the back for better structural support and more likely to resist dents and damage. Will add another row or 2 of masonry to the Delivery end of the façade. Will change mortar color to match stone, per request of the City of Madison.

· SMBP Owners Association 2/1 – D. Flanigan/K. Goeden

o Association was SSM Facilities Manager, Dane Co. Land & Water and a city staff member. M. Van Pelt was appointed to the SMBP Owners Association

o SMBP is final authority of approval even over the City Planning Dept. SCLS property will abutt 2 saleable lots – so we want some control.

o They had no issues with our project and seemed happy to have us as neighbors.

· Data Center Update from 1/27 meeting – D. Flanigan/V. Teal Lovely

o Had a productive meeting and worked through several important aspects of the data center

o On track with the planning of the space. V. Teal Lovely noted that they will use work surfaces found in our existing building for the new data center. She will mark them with a post it note.

o Continuing exploration of issues, will continue to meet.

· Audio Visual Meeting / Proposal – K. Goeden

o Waiting on proposal from Fearing’s. When received K. Goeden will forward to BNAW. Received after the meeting, quote was $65,000 for 2 meetings rooms and 2 large huddle rooms installed.

Discussion:

2/10 2:30 special BNAW meeting to do homework questions

· Review HVAC / Plumbing / Electrical

· Preliminary questions – systems Etc. – moved to next meeting

· Solar

· Updates / Costs - no updates, moved to next meeting

· Review Architectural Plans

· Changes – reviewed the masonry on the north side of the building. Plan stays as is.

· Reviewed windows – Plan stays as is. Windows on office end of building go down to 8 inches above the ground.

· Landscape Plan

· Review / changes

· Waiting on information on walking trail location, utilities, swale. Will overlay these features onto the landscaping plan and then will finish the plan.

· D. Haeffner working with Keller landscape architect, Peter Darqulich.

· Discussed the issue of pedestrian use of the property adjacent to our new location for running dogs, sledding and accessing the walking path. Discussed idea to use landscaping features (trees, shrubs, plants) as a natural property line to direct pedestrians around building and property line and screen from future neighbors. Reduce liability issues. Provides a visible barrier to redirect foot traffic.

· Interior Design

· Scheduling focus groups for design of professional collection desk area, work room, staff lounge. Will discuss these areas at both February MMMs.

· Finish selection of materials for cabinets, counters, paint, flooring, wall coverings

§ Selected materials at the end of the meeting

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:

· K. Goeden will ask H. Moe to set up Blue Jeans for 2/10 meeting

· BNAW group review AV proposal and Devin Homework at 2/10 meeting

· D. Flanigan following up on cost and timing for median changes

· D. Haug will follow up with Matt M. to verify next steps for PSA

· D. Flanigan send soil boring summary to SCLS Board

Next Meeting: 2/10 2:30 special BNAW meeting to do homework questions and review AV proposal

2/17/2022 at 1:00-3:00 p.m.

Adjournment 11:55

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