Building Needs Assessment Work Group Minutes

July 1, 2021 10:00 a.m.

Hybrid Meeting in person at 4610 S. Biltmore Lane, Badger and Chester Rooms

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                                  

Kristi Williams             SCLS Board Trustee left at 11:00

Martha Van Pelt          SCLS Director
Guests:

Devin Flanigan            Keller Inc. Project Manager

David Haug                  Lighthouse Commercial Real Estate left at 11:10

Roger Lindstrom         Keller Inc. Architect

Call to Order at 10:04 am by K. Goeden

Approval of previous meeting minutes:  June 9, 2021

a.         Motion by N. Brien to approve the minutes

b.         Second by M. Ibach

c.         Approved

Reports:

· MUFN cost for CIC site – V. Teal Lovely

o $100,000 to connect.  Easy to connect to ring.  UW Health has a temporary connection in place.

o MUFN contact likes this location

· Shopko Response to $800,000 seller financed proposal – D. Haug

o No traction with investors on SCLS offer.

o Group unanimously agreed to end discussion with Shopko and remove site from list of possibilities.  Group then formally voted to eliminate Shopko site.

· Crime Statistics for each site – D. Haug

o CIC not mapped

o Graham Place has fairly safe neighborhood rating

o No concerns from group on sites based on crime rating

· Verizon cell coverage for each site – K. Goeden

o 5G available in both CIC & Graham Place locations

Discussion:  (Keller)

Delivery Updates:

· PLSR Delivery Hub model impact on building needs, size and design – C. Baumann and J. Stewart

o Current inventory is 20 vehicles

o Future set up will not need as many vehicles, but unsure what the future number will be at this time.  Could be a reduction of up to 5 vehicles, may only be a reduction of 2.

o Will lose the western route for sure and part of southwest route.  (reduce inventory need by 1.5 - 2 trucks)

o Could possibly reduce one office from delivery

o Asked architect to decrease garage by 2 stalls & 1 office at this point

Site Updates from D. Haug/D. Flanigan/R. Lindstrom:

· Shopko - moot

· Graham Place 

o D. Flanigan:  20 ft height requirement for this zoning.  City feels our project is a good fit.  City of Madison is unique on how their building requirements are applied – challenging until we actually sit down with them.  Linear masonry requirement around all sides of building– increase price of building ($100,000 - $200,000).

o R. Lindstrom: May be able to offset costs of height requirement if we do a 2 story building and build into the hill.

o D. Haug: Need to send a letter of intent (LOI) to the City of Madison for both this site and CIC site.

o Excavation costs?

o Storm water management will cost extra.

· CIC

o Would probably allow a more industrial look, so cheaper.  If we can live with prefab, precast building.

o Higher MUFN fiber cost

o Storm water probably cheaper

o Grey Wolf Development is looking at Lot 3

o Lot 27 & 28 is our first choice, cheaper per acre.  Corner lot on Merchant & Manufacturers Drive.

o D. Haug: Need to send a letter of intent (LOI) to the City of Madison for both this site and Graham Place site.

One location is not clearly better on price etc. for Keller.  D. Flanigan’s gut feeling is that Graham Place may be $100,000 - $300,000 more expensive (brick vs. prefab building), however if we were to build the same building on both sites, it would be equal cost.

Group agreed to let D. Haug submit a Letter of Intent (LOI) to City of Madison on both sites.  He will draft a letter and let the group review it before sending.  Delivery thinks Graham Place is a slightly better location for their needs and it also is on a bus line which is important to some staff.

Are we ready to eliminate any sites?  Shopko

Bubble diagram Q&A:

· R. Lindstrom reviewed questions and answers group had sent in April

· Discussed building details – need to pick site before proceeding further

· Any additional or combined shared spaces through internal discussions – none at this time, but will add to future agenda.

Other:

· Project cost and new budget – discussed the updated cost matrix provided by D. Flanigan

· Bringing a civil engineer on board – D. Flanigan will contact 2 or 3 in the area and will select one to start working with in August.

· Paperwork for site purchase completed by October/November – includes due diligence review of selected lot.

Topics tabled for August/September Meetings:

· 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.

Homework for Next Meeting: 

· D. Flanigan will send the updated building costs sheet matrix.

· Discuss how to get SCLS staff input on 2 remaining sites at next meeting.

· D. Haug will send draft LOI to K. Goeden by July 8 meeting so group can review

· Review LOI and give feedback to D. Haug

· Choose favorite site before 1^st meeting in August

· D. Flanigan will select civil engineer by August meeting and afterwards have them start working with D. Flanigan & R. Lindstrum in at least a consultative capacity.

· Prepare earnest money for lot.  If we get money after September 1 no payment will be needed until March 2023.  K. Goeden will look into activating the loan.

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

· Review 2022 budget scenario & PLSR impacts with BNAW members at next meeting.

Next Meeting Date:  7/8/2021 at 1:00 p.m.

Adjournment at 11:57 am

Parking Lot: 

· Create staff workgroup to help select interior furnishings