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MEMORANDUM <br />Messrs. Fields, Cox, McGinley <br /> <br />January 31~ 1980 <br /> <br />-3- <br /> <br />At least preliminary architectural work should be done as soon <br />as possible, based on agreed upon uses for 'the structure to be <br />built. This should include a review of the scil strata to ensure <br />that the building can be supported at the site proposed; it should <br />include a preliminary layout of the.space and use of space antici- <br />pated; it should include a preliminary site-plan based on at least <br />initial decisions about placement~of roads, parking lots, the <br />Rum River bridge, 'etc. <br /> <br />This really means that the local decisions about what the project <br />should be, when and if it is constructed, must be refined beyond <br />the materials prepared to date (see attached Memo). <br /> <br />A decision needs to be made as to which governmental Unit is, in <br />fact, sponsoring and constructing the building and whether or not <br />any joint agreements are anticipated. <br /> <br />The architectural work needs to be performed to a level which places <br />a fair amount of certainty on the construction cost of the structure <br />proposed. Once an application is made, based on a specific cost, <br />it is extremely difficult to get additional funding to cover any <br />unanticipated costs. A grant application for public works is in <br />the best form if the architectural work has reached the point where <br />specifications for bidding can be prepared and ready for bidding <br />within thirty to sixty days following grant approval. <br /> <br />If the decision is made to proceed with preliminary architectural <br />work, the sponsoring governmental agency should expend its first <br />funds on that process, and the next action to be taken would be to <br />select an architect and to instruct him to proceed. If any kind of <br />building committee is to be involved, it should be selected and <br />should confer with the interested governmental units as well as <br />with the architect in order to give direction to the architectural <br />process. I would recommend that a staff person from the sponsoring <br />unit be made responsible for calling meetings, setting agendas, and <br />conferring with the selected architect in order to keep the project <br />on a timetable and to facilitate reporting to the political bodies <br />that are interested on a timely basis. <br /> <br />BES/vf <br /> <br />Respectfully submitted <br /> <br />Bernard E. Steffen / / <br /> // <br /> <br /> <br />