Building Needs Assessment Work Group Agenda

October 6, 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

Login information

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:  September 15, 2022

 

10:05: Reports:

 

·         Items in Process:

o   1)   Attorney Ed Lawton is working on writing up a maintenance agreement that covers the plowing and lawn care for a SCLS. 

 

o   2)  Attorney Adam Ussher of Dane County Airport is working with Attorney Lawton on amending the ground lease language to update the insurance information, the liability language and the language regarding the lease term and extensions. 

 

o   3) We'd like to confirm there are no outstanding liabilities (rent due) by Marty Rifkin/Corben Group before the ground lease is assigned to SCLS at the closing.

 

o   4) Attorney Ussher is conducting the ground lease assignment process. First meeting is October 6th.

§  Introduce the resolution on October 6, 2022

§  Airport Commission on October 12, 2022

 

o   5) Our goal is to close as early as November 18th and no later than December 2nd.

 

o   6)  Do we need to update the Estoppel letters since our closing date has been moved back?

 

 

 

10:20:  Discussion:

  1. Timeline
    1. Review general timeline
  2. Review Floor Plan

a.      Site plan

    1. Floor plan
    2. Building elevations
  1. Discuss Sanitary Line
    1. Review distance from building
    2. Evaluate available options
  1. Data Center
    1. Timing
    2. The lead time is roughly 1 year for materials (larger switch gear)
    3. Are there funds from 2024 that could be utilized for this?
  1. City of Madison
    1. Realtor David Haug to provide Matt Mikolajewski, City of Madison with update on building purchase.

6.      Next steps

a.      Is there work we can start early that does not need to be part of the bid process?

1.      Bring in MUFN and BadgerNet

b.      Tech team work on Data Center

c.       Notify City of Madison Alder with 30 day notice of application for a conditional use permit

Remaining List of Options to Consider: 

Option D: Purchase office building and continue to lease Delivery  

 

We have $6 million in financing confirmed.

Applying for additional $1 million loan.

 

Topics tabled for Upcoming meetings:

·         Schedule Admin and Delivery meetings to discuss shared HR and filing 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: 

 

Next Meeting:  October 20, 2022 at 1 pm at 1650 Pankratz building. SCLS Tech team to be on site during meeting to assess technology needs.  All SCLS staff invited to tour building at 3:00 pm.

 

12:00:  Adjournment

 

Parking Lot: 

 

Members:

Jean Anderson             SCLS Consulting Services Coordinator

Corey Baumann          SCLS Delivery Services Coordinator

Nan Brien                    SCLS Board Trustee

Kerrie Goeden             SCLS HR & Finance Coordinator

Gary Poulson               SCLS Board Trustee and Chair

Jesse Stewart              SCLS Fleet Manager

Vicki Teal                     SCLS Technology Services Coordinator                                  

Martha Van Pelt          SCLS Director
Kristi Williams             SCLS Board Trustee