Building Needs Assessment Work Group Minutes

October 7, 2021

Present:

Corey Baumann          SCLS Delivery Services Coordinator

Kerrie Goeden             SCLS HR & Finance Coordinator

Mark Ibach                  SCLS Consulting Services Coordinator

Jesse Stewart              SCLS Fleet Manager

Vicki Teal                     SCLS Technology Services Coordinator                                  

Martha Van Pelt          SCLS Director

Kristi Williams            SCLS Board Trustee, left at 11:17 am

Guests:

Devin Flanigan            Keller Inc. Project Manager

David Haug                  Lighthouse Commercial Real Estate

Roger Lindstrom         Keller Inc. Architect

Absent:

Nan Brien                    SCLS Board Trustee

Call to Order 10:03

Approval of previous meeting minutes:  September 16, 2021

a.         Motion by M. Van Pelt to approve the minutes

b.         Second by M. Ibach

c.         Approved

Reports:

· New bank account for BCPL Loan Funds – K. Goeden

o K. Goeden set up an interest bearing savings account with First Business Bank for the loan funds.

· Centennial Tree Report – M. Van Pelt

o Discussed at last meeting.  Arborist from Stephenson Tree Care did an assessment of the Centennial Tree at the Graham Place site.  Tree has Burr Oak blight, can be treated, not sure of results.  Arborist said the tree is 150 years old, is a heritage tree and he would advocate for saving it. Tree needs clearance of 15 ft beyond its drip line of any building to protect it for future health.  Also recommends pruning and cabling the larger branches of the tree.

· 9/30/21 DAT meeting highlights – D. Flanigan and K. Goeden

o Met with the City of Madison with all of the City departments:  zoning, traffic, etc.  Burr Oak tree was discussed.  We aren’t required to keep the tree but the city strongly encourages us to keep the tree.  We will need an additional 30 feet to the south to accommodate the tree and keep the building plan intact.  A new site plan was created showing the accommodation of the tree and its drip line.

· Feedback from City of Madison on Additional Land Requirements– D. Haug

o Meeting went well with the City (Matthew) to discuss impact of Burr Oak tree on site and need for more land and shifting plot south and east.  City wants to double check that enough land remains to sell to another tenant. 

o Less developable space on our lot since we can’t build near tree and behind it.  This reduces our cost.  Of the 4.12 acre lot, only 3.62 acres is developable.  Asked the City to pay for the tree’s medical treatment and to treat the tree this fall.

o Madison is a designated “Tree City”.

o Probably will have to remove smaller Burr Oak south of large Burr Oak.

· Server Room-Next Steps – D. Flanigan

o Discussion with Access Control.  They want to see our equipment and its layout.  D. Flanigan will set up a tour of 2 other facilities for our staff to go see.

Discussion: 

· Land

o Discussed updates to the site plan and LOI

o Offer is to purchase 4.12 acres with 3.62 developable acres.  $2.00 per sq ft. x 3.62 = $315,462

o Revised LOI was reviewed by group and approved.  M. Van Pelt will get signed LOI to D. Haug asap.  Site map was discussed since a copy will go with the LOI.

o  PSA (purchase and sale agreement).  After submitting the LOI, D. Haug will ask city for a PSA template.  It will go to the SCLS attorney.  It may be a template or a request for the attorney to create one.  D. Haug will help attorney, if needed.  It needs to be completed by 10/20/21 to make board agenda posting.  SCLS board will vote for approval of purchase at their 10/28/21 meeting.

· Review SCLS Staff Feedback on New Site Map/Bubble Plan (sent to Keller 9/22/21)

o R. Lindstrom has already incorporated feedback into site plan.  Latest updates are that Delivery wants a dock overhang, staff lounge screening, J. Stewart office on outside wall, semi-truck turn around space, additional parking.  Discussed in detail at previous meetings.

· October 21^st 1:00 Meeting

o Have Deb Haeffner attend so Keller can have an understanding of her work and role on project and introduce her to the Keller designer.

· Meeting Schedule

o We will need to meet more often from November to December. He suggested weekly, but it would not always need to include Keller.  Some work can be done with just SCLS staff.

o Need 12 weeks to do construction documents.  Need to get going and need feedback from SCLS.  D. Flanigan and R. Lindstrom will attend November 4 BNAW meeting in person.  Need to add BNAW work to Coordinators meetings as a regular item, first item. May need to add other BNAW folks to Coordinators meetings.

o November and December 2021 will be crunch time for us and Keller.

· Review Timeline

o Some things need to be done to the land prior to SCLS owning the land to meet various timelines dictated by the City of Madison and have the building ready for occupancy in May 2023.  Since Madison is the owner and authority of zoning, etc,  D. Flanigan feels comfortable moving forward before the final purchase.  Need CSM, surveys, geotech work, soil borings, soil delination for DNR.  This is also part of due diligence. Some of tasks are weather-dependent.  We are going into winter soon.   Get work group approval to start on 4 tasks: Topographic, Utility and Boundary Survey; Certified Survey Map; Geotechnical exploration; Preliminary Design Assistance after we have received LOI approval from the City of Madison. LOI approval should have a short turn around.  Motion by K. Goeden to approve, second by M. Van Pelt. Approved by all present. None opposed. Report out to SCLS Board in October.  D. Haug: the sooner we know things (possible bad or unfortunate items) the better – we may be able to adjust the asking price.

o D. Flanigan reviewed the master timeline.  He will send it tomorrow to SCLS.

· MUFN questions to Vicki

o D. Flanigan sent them to Vicki.  She needs the lot details for MUFN.  This information is on newest LOI. Current address is 5426 Fen Oak Drive.  This will not be the final address, it will be either Graham Place or Walton Commons Lane in future.

· Delivery Building Lease

Currently expires 11/30/22.   Baumann contacted Delta Landlord about lease extension to 6/30/2023. Waiting to hear back. SCLS HQ lease expires 5/31/2023

Topics tabled for future meetings:

· Project plans, cost and new budget

· Need to have an industrial ceiling vs closed ceiling aesthetic discussion

o Does not save money to leave open.  Open or closed involves different building issues.

· Schedule Admin and Delivery meetings to discuss shared spaces

Homework for Next Meeting: 

· Prepare Purchase and Sale Agreement (Offer to Purchase) – D. Haug

· Have attorney create/review PSA – M. Van Pelt

· Prepare for board approval of PSA at 10/28/21 board meeting

· MUFN Questions follow up with Dan Parenteau at MUFN – V. Teal Lovely

· C. Baumann follow up with Delta on lease extension

· R. Lindstrom start on design work

Next Meeting:  10/21/2021 at 1:00-3:00 p.m.

12:00:  Adjournment

Parking Lot: 

· Create staff workgroup to help select interior furnishings

· Notify Michelle Drea at the City of Madison Assessor’s office when we purchase a site.  mdrea@cityofmadison.com