Madison, WI
Milwaukee, WI
Sheboygan, WI
MEETING MINUTES
Project:
Davies Center Redevelopment
UW Eau Claire
Pre-Planning Phase
Project No.:
07E2D
Meeting Date:
Meeting Location
Meeting Time
August 26, 2008
Davies Center, Eau Claire, WI
10:00 AM – 12:30 PM
Present:
Beth Hellwig
David Hatton
Charles Farrell
Terry Classen
Tim Luttrell
Amy Hobbs
Jeff Kosloske
Rick Gonzales
Tim Lauer
Ashraf Sadek
Reported By:
Ashraf Sadek – Bray Associates Architects, Inc.
UWEC
Burt Hill
UWEC
UWEC
DSF
UWEC
UW-System
UWEC
UWEC
Bray
hellwiba@uwec.edu
david.hatton@burthill.com
farrelcf@uwec.edu
classetl@uwec.edu
tim.luttrell@wisconsin.gov
hobbsaj@uwec.edu
jkosloske@uwsa.edu
gonzalrm@uwec.edu
lauertd@uwec.edu
sadek@brayarch.com
Purpose of Meeting: Project Steering Committee Meeting – Pre-Planning Phase
Discussion/Action
1) Introduction
a) Tim Luttrell, DSF PM, distributed the meeting agenda (see attached PDF file) and indicated
that this meeting is not the kick-off meeting to start the project. The purpose of this meeting is
to introduce the team members from Bray/Burt Hill to the UWEC Steering Committee
members.
2) AE Contract Process
a) The Project is divided into two contracts:
i) Pre-planning Contract
(1) Programming
(2) Master planning
UWEC Davies Center
August 26, 2008
(3) Site Selection
(4) Deliverables, (see attached memo by Tim Luttrell dated August 15, 2008)
(5) The final outcome will be similar to a bridging document that gives enough information
to estimate the construction cost of the project.
ii) Full Design Contract
3) Roles and Responsibilities
a) Meeting notes will be taken by the owner of the meeting; Bray will take these meeting notes
and send to all members by email.
b) Communication
i) Bray/Burt Hill will initiate the project website that will allow the team access to the
information online.
ii) Bray will issue a project directory with all team member names and contact information.
iii) UWEC requested electronic copies of CAD drawings when possible
iv) 2 copies of the final report will be needed in hard copy. No CD’s are required if the
documents are online.
v) Bray asked the team to send emails “TO” when action is needed from these people and
“CC” when it is just for information.
c) The Design team for the Pre-Planning phase will include:
i) Bray Associates Architects, Inc., Project Management
ii) Burt Hill, Programming and Architectural Design
iii) JDR Engineers, HVAC and Electrical
iv) Pierce Engineers, Structural analysis
v) Porter Khouw, Food Service (Stewart Design will work with Porter Khouw to provide local
knowledge)
vi) Native Engineering, Plumbing and Fire Protection
vii) Rettler Corporation, Civil
viii) Ken Saiki Design, Inc., Landscape Architecture
ix) Ayres Associates, Floodplain analysis (Reimbursable)
d) The UW project team will consist of the following groups:
i) Steering Committee (will make final decision)
ii) Building Committee, comprised of Leaders from the Focus Groups
iii) Student Government
iv) Focus groups
(1) Parking
(2) Food service
(3) Book store
(4) Faculty
(5) Community
(6) Campus Police
(7) IT & Security
(8) Etc… (list to be decided by the steering committee)
e) The UWEC campus will also create a project website that will link to Bray/Burt Hill website
f) Tim Luttrell is the Project Manager from DSF; Ashraf Sadek is the single point of contact from
the design team and will distribute information to all team members.
g) Dr. Beth Hellwig is the head of the steering committee
4) Design Team Presentation (see attached PDF file)
5) Steps in the Planning Process
a) Momentum will play a significant role in this process
212 EAST WASHINGTON AVENUE
 SUITE 101 
MADISON, WI 53703 
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UWEC Davies Center
August 26, 2008
b) Site selection starts in October
c) Environmental Impact Statement will need a selected site
d) Tim Luttrell explained that we need to do our due diligence to involve all interested parties in
the process in order to get the project moving forward.
6) Expectations – Define a Successful Pre-Planning Process
a) Tim Luttrell asked the steering committee to identify some of their expectations.
b) Dr. Hellwig indicated, as a start, the following:
i) Communications
ii) Student involvement
iii) Video of several unions to assist focus groups to take decisions
iv) Tour other campuses unions
v) Meet “Laura” (potential student) in high school(s) and get her expectations
vi) Meet with facility custodians and address their storage needs
vii) Possibility of keeping existing building or part of it for different uses (may be student service
center)
(1) Jeff K. expressed his concern and asked for caution in dealing with additional expenses
to be spent for a project that does not have enumerated funds in the capital budget.
viii) Expressed the need to have women on the team and have their input during programming.
Amber from Burt Hill will be one of the main programmers to perform the programming
sessions on campus.
c) Tim Lauer expressed the need to use private donors for funding possibilities. UW whitewater
has a successful fund raising program.
d) Charles mentioned the possibility of using the following fund raising:
i) Naming conference rooms
ii) Names on bricks
7) Burt Hill Programming Process (See attached PDF presentation)
8) Pre-Planning Schedule and Meeting Dates
a) Schedule
i) Beginning Pre-Planning Work
ii) Draft Program submittal
iii) Draft Pre-Planning Submittal (approval, UW System/UWEC, and DSF)
iv) Final Pre-Planning document Complete
b)
Sep. 2008
Feb. 2009
March 2009
April 2009
Meeting Dates (Beth, Charles, and Ash will have a conference call for more details)
DESCRIPTION
Date
TIME
LOCATION
GROUP
Start Program
needs
Project Kick-Off
Meeting
Week of 09/22/08
8:00 AM to PM
CAMPUS
Focus Groups
09/23/08
5:30 – 6:30 PM
CAMPUS
Steering &
Building
Committee
Summary of 1st
Session
DRAFT of the
Program
(start gathering
data for site
selection)
Sneak Preview to
09/26/08
10:00 AM - NOON
CAMPUS
Week of
10/13/08
2:00 – 5:00 PM
CAMPUS
Steering
Committee
Steering
Committee
Week of
2:00 – 5:00 PM
CAMPUS
212 EAST WASHINGTON AVENUE
 SUITE 101 
MADISON, WI 53703 
P H O N E 6 0 8 . 4 4 1. 2 5 7 5 
Steering
F A X 6 0 8. 4 4 1. 2 5 8 0
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UWEC Davies Center
August 26, 2008
the Draft of
Program and
Kickoff the site
selection
Follow up meeting
10/27/08
Committee
10/28/08
5:30 – 7:30 PM
CAMPUS
Presentation
Involving local
Community
11/10/08
2:00 – 5:00 PM
CAPMUS
Presentation
including site
selection
Week of
12/09/08
2:00 – 5:00 PM
CAMPUS
Building
Committee
Steering &
Building
Committee
and Community
Steering
Committee
9) Project Budget (see attached Preliminary Project Budget)
10) Project Schedule (see attached Preliminary Project Schedule)
11) Next Step –ACTIONS
a) Ashraf; send meeting minutes to all participants
b) David Hatton, prepare detailed schedule, Student Survey sheet(s), and Narrative of what is
planned to be discussed during the programming sessions
c) Charles to book room(s) for work sessions (including A/V equipment and wall space for
display)
d) Tim Luttrell, process the A/E contracts
The above information is the interpretation of the meeting activities and comments; and should be
reviewed by all attendees. Please comment on any discrepancies and inform the writer as soon as
possible of any changes required. Date issued: August 28, 2008.
BRAY ASSOCIATES ARCHITECTS, INC.
Ashraf Sadek, PE
Principal
cc: All Present
Enclosures,
 Meeting Agenda
 Scope Description of Pre-Planning Services by Tim Luttrell dated August 15, 2008
 Preliminary Project Budget
 Preliminary Project Schedule
 Burt Hill / Bray Presentation, Dated August 26th, 2008
212 EAST WASHINGTON AVENUE
 SUITE 101 
MADISON, WI 53703 
P H O N E 6 0 8 . 4 4 1. 2 5 7 5 
F A X 6 0 8. 4 4 1. 2 5 8 0
www.brayarch.com
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