Building Needs Assessment Work Group Minutes

December 16, 2021 1:00 p.m. – 3:00 p.m.

Members:

Jean Anderson             SCLS Consultant

Corey Baumann          SCLS Delivery Services Coordinator

Nan Brien                    SCLS Board Trustee

Kerrie Goeden             SCLS HR & Finance Coordinator

Deb Haeffner              SCLS Building Design Consultant

Mark Ibach                  SCLS Consulting Services Coordinator

Jesse Stewart              SCLS Fleet Manager

Vicki Teal                     SCLS Technology Services Coordinator                                  

Kristi Williams             SCLS Board Trustee

Martha Van Pelt               SCLS Director

Guests:

Devin Flanigan               Keller Inc. Project Manager

Rob Lindstrom                Keller Inc. Architect

David Haug                     Lighthouse

Call to Order 1:04

Approval of previous meeting minutes:  December 02, 2021

a.         Motion by M. Ibach to approve the minutes 

b.         Second by J. Stewart

c.          Approved

Reports:

· Purchase Sale Agreement (PSA) progress for January SCLS Board Meeting

o PSA approved by City Of Madison Common Council

o D. Haug is keeping pressure on Madison attorney to keep it moving through their process.  The plan is to get it to the SCLS attorney by January 6^th for their review.

o New issue with the PSA is the adjacent land of City of Madison north of our parcel. There is a 9’-10’ elevation change so we will need to build a wall or  swale to handle water by cutting into the hill, resulting in more fill dirt.  We need the extra land for storm water management.  Might have to remove some trees for the swale.  City would give us the easement on the land for free if we agree to maintain the swale.  City would want a maintenance agreement with SCLS taking care of it.  Cost of tree removal would be ours. The swale would likely be cheaper even with the tree removal than building a wall.   2 documents would then go to the SCLS Board of Trustees; PSA and Easement application.  Easement can be signed later with no ill effect on schedule.  D. Haug, talking with Matt Mikolajewski. of Madison said the two documents would be worked on simultaneously but not placed in the original PSA .  Work on them simultaneously but separately.

o This is all to accommodate the occasional semi. *Note to research less asphalt for semi turning for cost savings. 

o Can staff negotiate the price on the PSA - because the price will only go down?  The Board approved the LOI in October and approved that contingency, allowing further negotiation on price based on soil findings.  Additional changes will probably result in a lower cost in purchase, but may increase the cost of the building later to fix.  D. Flanigan will attend January 2022 Board meeting to explain soil borings and any other contingencies – Presentation/discussion.  Not horrible impact to timeline if sign PSA in February (prefer not to delay).

· Land: Common Council Approval of LOI / PSA resolution (12/7/2021)

o See above.  LOI was approved.

· Soil Boring Progress

o Anticipate the report by the end of January

· Submission of CSM (12/20/2021)

o Keller working on submitting this with the CUP

· Submission of Conditional Use Permit Application (12/20/2021)

o Supposed to be a storm water line on Fen Oak according to City of Madison, but it does not exist.  Have to reroute water to use catch basin on Walton Commons instead.  More expensive.

o Application is to amend zoning of suburban employment to allow delivery and warehouse operations.

· Interior Design: Updates from 12/8

o The collaborative space focus group met to review needs for the huddle rooms and professional collection/lobby space

o D. Haeffner and R. Spidle will assemble flooring, paint, furniture options for the group to review.

o Meetings on January 13 and end of January 2022

o Non-carpet resilient flooring for lobby hallway, hallways to delivery, the entire outside perimeter circling the meeting room area

Discussion:

· Overall Budget

o Recent review of budget using a fine tooth comb puts the project at $6.75 million

§ $58,000 in 2022 budget for new meeting room furniture

§ Options to borrow more money, use more state aid, eliminate building features or reduce building budget, fundraising, grants, naming rights.

· Further discussion will occur on these options at Coordinators, BNAW, SCLS Board of Trustees

o N. Brien: Fireplace does not fit the function of an office/delivery building that is mostly for use by employees.  She feels it is an inappropriate use of the tax money.  K. Goeden explained that the use of the professional collection space will be expanded to members and those who use the meeting rooms.  It will be a place to meet, gather, browse the collections and read.  A fireplace feature is common in library reading rooms.  It is placed in area members will use, meeting room rental use, reading room as part of the professional collection, to create a welcome inviting space for members and possible space rental users. It’s a relatively low cost feature that will not significantly impact the budget if removed.  K. Williams:  agreed that the fireplace is inappropriate in the new building.  N. Brien: Even if used by non-staff the fireplace is not what will draw people into the building.  K. Williams asked when the budget decisions were approved by the board (2/25/2021 and 8/26/2021).  N. Brien requested that staff be surveyed on how important the fireplace is to them.

· Review Preliminary Civil Plans: Existing Conditions, Site Plan, Grading, Utilities

o D. Flanigan described the energy efficient savings program called Focus On Energy

o Possible rebates available for utilizing energy efficient features

· Interior Design Discussion

o Discussed earlier during the reports

· Next Meeting – Materials & Selections (January) 

o Keller did have samples available to view for the outside finishes of the building.

· Review Architectural: Floor Plan and possibly Elevations

o Group liked the elevation drawings presented by R. Lindstrom and the materials shared by D. Flanigan.  R. Lindstrom will refine the drawings based on the drawings he shared today.

Topics tabled for Future Meetings:

· SCLS will start looking at audio visual needs and equipment and future support

o C. Ellefson will contact local vendor Fearing to research AV equipment.  He also will contact a company called AVI for a 2^nd quote.

· 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: 

Solar partnership – M. Van Pelt

Focus on energy - D. Flanigan

Research less asphalt for semi turning area for cost savings. 

Further discussion on budget options at Coordinators, BNAW, SCLS Board of Trustees meetings

Next Meeting Date:  1/06/22 at 10:00 a.m.

Adjournment:  3:05