Building Needs Assessment Work Group Minutes
May 5, 2022 10:00 a.m.
Hybrid Meeting: SCLS staff to attend in person at 4610 S. Biltmore Lane, Chester Room;
Members:
Jean Anderson SCLS Consulting Services Coordinator
Corey Baumann SCLS Delivery Services Coordinator
Nan Brien SCLS Board Trustee
Kerrie Goeden SCLS HR & Finance Coordinator
Jesse Stewart SCLS Fleet Manager
Vicki Teal SCLS Technology Services Coordinator
Martha Van Pelt SCLS Director
Kristi Williams SCLS Board Trustee
Guests:
Devin Flanigan Keller Inc. Project Manager
David Haug Lighthouse
Deb Haeffner SCLS Consultant
Call to Order by K. Goeden at 10:00
Approval of previous meeting minutes: April 21, 2022
a. Motion by J. Stewart to approve the minutes
b. Second by J. Anderson
c. Approved
Reports:
· Focus On Energy Update – K. Goeden
o Bundle is complete, signed and approved. SCLS will receive just over $9,000 in rebates once building is complete with energy efficiencies outlined in the bundle.
o M. Van Pelt: solar updates; FOE is introducing a Solar Ready incentive in addition to the solar incentive of $58,000, but SCLS doesn’t qualify for it due to the timeline for eligibility. Would have been an additional $2,200; Baldwin grant of $464,000 has been forwarded to feds by Baldwin’s office. Requires match of $232,000.
o $100,000 grant to EBSCO has been submitted by M. Van Pelt
· Critical Controls Calendar Update – D. Haug
o Haug & Flanigan need to “dial in” together on the calendar to identify who is responsible for each item and to update the due dates in order to break ground on time.
o Right now SCLS is up to date, maybe will need to do more in future. Make sure attorney reviews any forthcoming agreements to give approvals before signing. e.g. developer’s agreement
o D. Haug is watching calendar along with D. Flanigan and will update.
· CUP and CSM Updates – D. Flanigan
o CSM held up due to possibility of needing developer’s agreement (concrete median in road) (not sure we need one) Brenda, Head of City of Madison Engineering Department overloaded. This can cause a timing lag problem. Submitted request for Early Start permit. (receive within a month or so) – Colin will apply for it. Brenda has authority to release CSM. D. Flanigan would prefer not to have Developer’s agreement, they are expensive. D. Flanigan will meet with Brenda soon to help move CSM forward.
o CUP had to be resubmitted but moving forward. Need CUP to get building permit.
· Mama Meg’s Ice Cream Truck – J. Anderson
o The ice cream truck has been tentatively reserved for the ground breaking. Will need to pay a deposit. J. Anderson will follow up with her.
Discussion:
· Alternate Bids: Review list of alternate bids and how they differ from base bids
o D. Flanigan gave an example of dumpster enclosure:
§ Concrete, fencing, excavation. Base bid incudes everything. Alternate is an option to decide yes or no on dumpster enclosure. The alternate can supersede the base bid.
o SCLS Alternate 1: Installation of asphalt binder in Fall or Spring
o SCLS Alternate 2: Remove Data Equipment from the data center project. Have to choose which option right away. Base bid includes everything including equipment & generator and room, clean agent fire suppression, engineering. With Alternate can say no to generator and other equipment, infrastructure would remain the same. With alternate we’d have to redesign room in 3 weeks or so. Access will probably be only bidder. V. Teal Lovely will ask Access to provide plan without generator. Fire suppression stays no matter what.
o SCLS Alternate 3: Bidders to provide adds or deducts for material and labor changes which occur to their bid unit to remove Hotsy and undercar sprayer from the project.
o SCLS Alternate 4: Bidders to provide adds or deducts for material and labor changes which occur to their bid unit to add level 2 car charging station from the project. $15,000 per Level 2 charging station
· Groundbreaking Celebration
o K. Goeden & M. Van Pelt sent out Save the Date to board, foundation, staff, and member libraries
o Put together list of press releases & news release 2 weeks prior and list of politicians to invite
o After bid opening, send invitations out
o Identify speakers and program
o Food
o Site prep – Keller
§ Tent, shovels, clear land, electricity, toilets, gravel, Keller point person is Katie Magnin Bauknecht
§ Keller will contribute to $3-5K, SCLS will invoice them
o Music- J. Stewart
o J. Anderson willing to be event planning coordinator and liaison to BNAW
o J. Anderson will ask for staff volunteers
o J. Stewart and C. Baumann will do direct ask within Delivery for volunteers and ideas
· Anything to complete between now and groundbreaking?
Question asked regarding bid submissions and what to expect.
o 30% or 40% of bids will arrive on bid day. Have received only 1 as of today.
o Trish of Baker Tilly will meet us in lobby: D. Flanigan, K. Goeden, M. Van Pelt arrive at 9:00 Rest at 9:45
o Need to get signage? Maybe have SCLS person wait in lobby to act as guide.
· Baird Project
o SCLS Board approved SCLS staff moving forward with Baird to present idea to Dane County Supervisors.
o K. Goeden & M. Van Pelt will craft email template after talking to Baird to share with K. Williams & N. Brien to send to Dane County Supervisors: Sarah Smith, Jacob Wright (Brien), Melissa Ratcliff (Williams) and Maureen McCarville (Van Pelt) inviting them to attend a hybrid/virtual meeting with SCLS and Baird about re-financing the BCPL loan with a county bond. All four signed letter of support for Baldwin solar grant.
o Selected Friday, May 13 after 2:30; May 16 before 1:00; (N. Brien & K. Williams available); Tuesday, May 17 after noon (Williams); Wednesday, May 18 before noon.
o May 19 N. Brien is gone
· MG&E Application
o D. Flanigan is working on getting Heidi Moe the information needed to fill out this application.
Topics tabled for Upcoming meetings:
· Schedule Admin and Delivery meetings to discuss shared HR and filing spaces
· Median Update
· Utility Applications
o Fiber, power, water, phone, cable, internet, airport permit?
· Permits
Homework for Next Meeting:
K. Goeden will check with Baker Tilly to see if we need signage for bid
J. Anderson, as Event Coordinator of Ground Breaking, will send out an email to staff for ideas and volunteers
J. Anderson will send out link for May 19 BNAW at Olbrich Gardens with lunch registration
D. Flanigan will meet with D. Haug to review Critical Controls Calendar and will follow up with Heidi Moe regarding MG&E application
D. Haug will update Critical Controls Calendar
M. Van Pelt, K. Goeden, K. Williams and N. Brien will contact Dane County Supervisors and set up meeting to discuss Baird funding proposal.
Next Meetings:
May 12: Bid Opening 9-12
May 16: 1-3 Review bids
May 18: 1-3 Review bids
May 19: 1:30-3:00 BNAW meeting is at Olbrich Gardens with lunch at 12:30, meeting at 1:30
BNAW celebration at Olbrich Beer Gardens afterward.
Adjournment: 11:30 am
Parking Lot:
· Notify Michelle Drea at the City of Madison Assessor’s office when we purchase a site. mdrea@cityofmadison.com