Building Needs Assessment Work Group Minutes
November 17, 2022 1:00
4610 S. Biltmore Lane, Chester Room
Attend in person or virtual via BlueJeans
Present:
Corey Baumann SCLS Delivery Services Coordinator
Kerrie Goeden SCLS HR & Finance Coordinator
Deb Haeffner SCLS Consultant
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
Guests:
Devin Flanigan Keller Project Manager
David Haug Lighthouse Realty
Rob Lindstrom Keller Architect
Absent:
Jean Anderson SCLS Consulting Services Coordinator
Nan Brien SCLS Board Trustee
Call to Order by K. Goeden at 1:06
Approval of previous meeting minutes: November 3, 2022
a. Motion by J. Stewart to approve the minutes
b. Second by M. Van Pelt
c. Approved
Reports:
o City of Madison DAT Meeting Update
§ D. Flanigan: concerns with sanitary sewer line location, easements and setbacks, transformer location, utility easement, municipal sidewalk. Input from City is to try and work on solutions. Trying to save money on which solutions are chosen. To be addressed with revised plan.
§ 12/1 9:00 Keller meeting with Madison Urban Design Commission
o Fearing’s – Pankratz Site Visit Report
§ Walk through of Pankratz with D. Haug, Fearing’s and C. Ellefson.
§ Went well, took photos, one leak from ceiling noted, D. Haug contacted M. Rifkin about it. Stack of replacement ceiling tiles on site.
o Timeline Update
§ 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
Discussion:
§ Floor Plan
o R. Lindstrom shared his revised plans for the delivery addition – goal was to clear the easements.
o Delivery effected – building design now further away from Packers Avenue
o 2 new columns in sorting floor - okay
o Move stairs to other side of dock
o Equipment shop and restrooms moved
o Still 3 docks and 18 parking spaces
o Access to lift is only from outside.
o Man door from garage into Fleet manager work area and office.
o Reversed direction of garage traffic flow
o Natural daylight into garage and sorting floor
o Vans are loaded in garage; need wider door without a vestibule between sort floor & garage
o Moving bathroom over and will put in a 2nd high speed roller door from dock to the garage for loading vans
o These changes might mean not moving transformer, sidewalk or sanitary sewer line = savings
o Square footage is similar
o Will eliminate new corridor by new bathroom in garage and will create the corridor by the 2nd high speed roller door into the garage between the vans
§ Updated plans
o Working on electrical load based on HVAC
§ 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
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
8) Keller will send latest plans to K. Goeden who will send to Fearing’s
9) Devin will look into the cost of adding solar
Next Meeting:
December 1, 2022 10:00 am – 12:00 pm
· Review Data Center meeting
· Review updated budget and costs from estimator
· Review interior design - Rebecca will attend in person
· Review updates from civil, sanitary and electrical
Adjournment: 2:02pm
K. Williams motion
J. Stewart second
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