Building Needs Assessment Work Group Minutes

June 9, 2021 12:30 p.m. – 2:30 p.m.

Virtual Meeting

Present:

Corey Baumann                SCLS Delivery Services Coordinator

Nan Brien                            SCLS Board Trustee

Kerrie Goeden                   SCLS HR & Finance Coordinator

Mark Ibach                          SCLS Consulting Services Coordinator

Jesse Stewart                     SCLS Fleet Manager

Vicki Teal                             SCLS Technology Services Coordinator -  left early at 1:06                               

Martha Van Pelt               SCLS Director

Excused:

Kristi Williams             SCLS Board Trustee

Call to Order at 12:31 by K. Goeden

Approval of previous meeting minutes:  June 3, 2021

a.         Motion by C. Baumann to approve the minutes

b.         Second by N. Brien

c.         Approved

Reports:

· MUFN cost for CIC site – V. Teal Lovely

o No information available yet

· Shopko Response to $800,000 seller financed proposal – K. Goeden

o D. Haug presented our proposal to Mataas but no answer back yet.

· Graham Place – 2 story or façade requirements? Cost? – K. Goeden

o No new information

Discussion:

· Review and evaluate site criteria Google Doc with remaining 3 sites:  Shopko, Graham Place and CIC

o K. Goeden reviewed & updated the document with input from group

o Delay assigning numerical criteria since we are down to a limited # of sites

§ Additional criteria?  Safety, zoning, crime statistics, transportation, input from Madison zoning.  No rezoning needed for CIC or Graham Place or Shopko site.

· Revisit Bubble Diagram with remaining 3 sites in mind. 

o Too dependent on actual site to discuss in detail now.

o Discussed location of meeting rooms, proximity to the sorting floor and concerns with noise.  Will discuss with R. Lindstrom in the future as we start to lay out the building.

o Also discussed the proximity of Delivery staff to HQ staff.

· Return to in-person meetings?

o Hybrid meetings in future will be done

Topics tabled for July Meeting with Keller:

Bubble diagram Q&A:

· Architect review questions and answers group had sent

· Dive into the building details more

· Any additional or combined shared spaces through internal discussions?

Other:

· Project Cost and new budget

· Bringing a civil engineer on board

Topics tabled for August/September Meetings:

· Review photos of things we like design-wise to share with Keller

· Start discussions with D. Haeffner, Rebekah, D. Flanigan, R. Lindstrum, M. Ibach regarding D. Haeffner’s level of involvement in interior design of new building

· Schedule Admin and Delivery meetings to discuss shared spaces

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: 

· K. Goeden will check Verizon cell coverage of all sites.

· C. Baumann & J. Stewart will look at final PLSR Delivery needs and present the layout model for Keller to cost out.  Due July 1.

· K. Goeden will collect neighborhood crime statistics from D. Haug

and include market value projections.

Next Meeting Date:  07/01/21 at 10:00 a.m.

Adjournment 1:54

Parking Lot:

· Create staff workgroup to help select interior furnishings