Board of Directors Regular Meeting Agenda


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Meeting Date: 10/20/2016  

Receive, consider and act upon a final agreement with Gensler for a Cultural Arts Feasibility Study and acceptance of partner funding in connection therewith C-2016-0065;
Funding is available in the Economic Development Reserve, approved in 2015 as a 2016 Budget Initiative and designated in the Events Admission Tax line item.
At the August 18, 2016, Board of Directors meeting, the Board of Directors authorized the President/General Manager to enter into final contract negotiations with Gensler to conduct The Woodlands Township Cultural Arts Feasibility Study in accordance with the RFP and Gensler’s proposal as presented to the Committee, and to bring the final agreement back to the Township Board for approval.
At the September 28, 2016, Board of Directors meeting, the Township Board tabled the approval of the final agreement with Gensler pending recommended changes to the contract verbiage (C-2016-0065) related to ensuring that the study will be completely unbiased and conducted in such a way that the Township will have full understanding of the type of cultural arts facility that would be best supported by The Woodlands Township, if any. For the purposes of discussion and on the agreement, the term “cultural arts” is broadly used to encompass museums, exhibition space or elements of the performing arts. The revised agreement is attached.
In summary, there are two phases to the study: Phase I – Needs Assessment. At the completion of Phase 1, the Township Board will approve the commencement of Phase II – Management/Business Plan and Financial Pro Forma (if necessary).
During Phase I, Gensler, with assistance from Webb Management, will review previous studies, conduct current market analyses and trends to determine viability, will conduct meetings and interviews to gather information from community members and stakeholders, consider potential locations, and will present the results of their findings.
Phase II, which includes physical and business planning, will begin at the completion of Phase I and at the direction of The Woodlands Township, depending upon the findings in Phase I. Cost for Phase I is $40,000. Phase II begins upon the Township’s direction to proceed with a cost of $58,500. 
Community partners are being sought for funding for the study, including The Cynthia Woods Mitchell Pavilion, which has already committed to fund 25 percent of the study, not to exceed $25,000. Lone Star College has been approached, but staff had not received confirmation as of Friday, October 14, 2016.
Once the agreement is approved, staff will begin work with Gensler to set up an interview schedule with members of the Township Board of Directors as well as members of the community who may have an interest in the project. The interviews will be compiled as part of Phase 1.
Please see attachments.
Authorize the President/General Manager to execute the Letter of Agreement with Gensler to begin the Cultural Arts Feasibility Study for The Woodlands Township at a cost not to exceed $98,500, and to accept partner funding as outlined above.
STC Feasibility
Email from the Pavilion


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