Building
Needs Assessment Work Group Agenda
November
17, 2022 1:00 – 3:00 pm
4610
S. Biltmore Lane, Chester Room
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).
1:00: Call to Order
1:02: Approval
of previous meeting minutes: November
3, 2022
1:05: Reports:
o City
of Madison DAT Meeting Update
o Fearing’s
– Pankratz Site Visit Report
§ 11/17/2022
Dane County Board meeting to approve ground lease assignment
§ 11/18/2022
SCLS BOT meeting – Sign all closing documents
§ 11/18-12/2/2022
Obtain Dane County Board signatures on ground lease assignment
§ 11/19/2022
Need to notify the City of Madison Alder of application for conditional use
permit – 30 day notice (DONE)
§ 12/2/2022
Deadline to close on purchase of Pankratz building
§ 12/19/2022
Submit conditional use permit
§ 2/1/2023
Submit plans to Madison Urban Design Commission
§ 2/1/2023
Plans go out for bid
§ 2/13/2023
City of Madison Plan Commission – Keller submit plans
§ 2/28/2023
Common Council
§ 3/1/2023
Open bids
§ 3/23/2023
SCLS Board approve subcontractors
§ 5/1/2023
Start construction
1:25: Discussion:
§ Floor Plan
§ Updated plans
§ Urban Design Commission
upcoming Meeting
o
‘pre planning’ meeting date & time
Remaining List of Options to Consider:
Option D: Purchase office building and continue to lease
Delivery
This would be the option if the Pankratz
bids come in over budget.
We have $7 million in financing confirmed.
Topics tabled for Upcoming meetings:
·
Schedule Admin and
Delivery meetings to discuss shared HR and filing spaces
·
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:
1)
Outline plan of how SCLS will operate during
construction post Memorial Day.
2)
Identify anything we can do in the building between
closing and Memorial Day 2023.
3)
Does SCLS own the garbage container enclosure?
4)
Data Center meeting scheduled for 11/28/2022 – give
update at next BNAW
5)
Create moving plan
6)
Get cubicles after closing, used or free
7)
W. Allington contact BNAW vendors. 5/1/2023 completion
Next Meeting:
December
1, 2022 10:00 am – 12:00 pm
·
Review Data Center meeting
·
Review updated budget
·
Review interior design
3:00: Adjournment
Parking Lot:
·
Notify Michelle Drea at the
City of Madison Assessor’s office when we purchase a site. mdrea@cityofmadison.com
·
Apply for tax exemption
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
Martha
Van Pelt SCLS Director
Kristi
Williams SCLS Board Trustee
Gary
Poulson SCLS Board Chair