FPD
I am a member at Sleepy Hollow and involved in the project. One that when complete, I believe will be very well received in the GCA-golf archie snob community
In my opinion, at this point the most important thing the board and commitee can do is actually figure out what the objective of the project is. The "Pat Mucci Mission Statement"
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I would not speak to anybody or let anybody on to the property that has not been pre-screened by the commitee. Of course, part of the problem is that most commitee's have no clue how to go through this process. They usually hire the guy who did the crap work down the street upon the recommendation of a greens chairman who is either too embarrassed or too clueless to understand the shoddy work. Nobody likes to admit >$1 dollar mistakes.
There are a few clubs in the area that did full and complete restorations on their clubs and were so "happy" they hired other architects to do additional work very soon after.
If you do the initial due diligence properly, the chance the project will succeed rises exponentially. In fact, your choice wil be the most important factor in a successful project. I would not invite anyone to the property that you are not prepared to hire.
You and the architect may not share the same "vision" but you will be better prepared if you determine your "vision" without outside interference and then bring in a few of the well respected names capable of doing the job and see if it makes sense to move forward.
I am not sure what "getting bids" means but I suspectmost of the guys you have pre-screened are in the same ballpark. If getting bids mean hiring a contractor seperately? Don't do it, do you want a shaper who's last job was the berm around the Walmart parking lot? Let the Architect nicely tell you who he likes to work with.
Lot's of material on this board, try to get the decision makers up to speed before ANY decisions are made.