Building Needs Assessment Work Group Agenda
June 2, 2022 10:00 a.m. – 12:00 p.m.
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).
10:00: Call to Order
10:02: Approval of previous meeting minutes: May 19, 2022
10:05: Reports:
· Cancellation of Ground Breaking Ceremony – M. Van Pelt
o Update and To Do List
· Status of 2801 Walton Commons – D. Flanigan, D. Haug
o PSA
o Contingencies status and timeline
· Possible purchase site tour – K. Goeden
10:30: Discussion:
· Review Properties for sale
o Lakeland University
o Hatch Building
o Stewart Building
o Any others?
· Review needs assessment with R. Lindstrom 10:00 -11:00
o Must haves
o Can live with outs
o R. Lindstrom to revise plans, D. Flanigan to revise price to build
Full List of Options to Consider:
Option A: Full building as it is 32,000 sq. ft.
· Keller assist with ownership of building; SCLS owns 75% Keller owns 25%. Still a $9 million building. In 20 years SCLS buys 25% from Keller
Option B: Reduce the size of the building
· Each department do a needs assessment to evaluate what we can live without and what is required in downsized building.
Option C: Purchase existing office building and add on Delivery
· We will start shopping for buildings with D. Haug.
Option D: Purchase office building and continue to lease Delivery
Option E: Keep leasing and walk away (if A-D don’t work)
Option F: Building efficiencies to create room in budget
We have $6 million in financing confirmed.
Topics tabled for Upcoming meetings:
· Schedule Admin and Delivery meetings to discuss shared HR and filing spaces
· Median Update
· Critical Control Calendar
· CSM/CUP Updates
· Utility Applications
o Fiber, power, water, phone, cable, internet, airport permit?
· Building Permit
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:
Next Meeting:
June 16th, 1-3 pm
12:00: Adjournment
Parking Lot:
· Notify Michelle Drea at the City of Madison Assessor’s office when we purchase a site. mdrea@cityofmadison.com
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