Site Selection Study Report
Site Selection StudyReportfor theWarren County Arts& Culture Center10 April 2009Presented by:J. Patrick RyanChairmanLisa Barnwell WilliamsVice President635 West 7th StreetCincinnati, Ohio 45203800.883.0801
The Skystone Ryan AssignmentIn December 2008, Skystone Ryan was retained to assist Warren County Arts andCulture Center in the process of selecting the optimal site for the new Center. Afterreviewing the group's history and work to date, studying both the process and the resultsof the AMS study that considered the viability of the project, and meeting with projectleaders, we developed the following site selection process: Identify, refine and prioritize the selection criteria. During the WCACCboard meeting on 23 January 2009, we led the board through a series of exercisesthat enabled us, and the board, to confirm and weigh the factors most pertinent tosite selection. List and describe the identified site options. The list of criteria identified earlyin the process were summarized in a one-page document (Appendix A) and a listof identified sites (Appendix B) was prepared to assist study participants inevaluating the strengths and weaknesses of each site. Serious site optionssuggested as the process unfolded were added to the list as details becameavailable. Interview key community members. During the study, we interviewed42 people. Those interviewed included representatives and advocates ofidentified sites, potential tenants, board and advisory board members, and otherinterested community members. (A list of interviewees follows as Appendix C.)Those interviewed were engaged in conversation regarding their views of theselection criteria and of the various sites in light of those criteria. Site advocatesand representatives were asked to provide a detailed evaluation of their site, aswell as specific information that might assist in decisionmaking. Quantify and evaluate data and responses. Data pertaining to site options;strengths and weaknesses as identified by both site advocates and otherinterviewees; and attitudes of potential tenants and community members werereviewed and interpreted in light of the agreed-upon selection criteria. Usingfactor weighting developed in the January board meeting, the Skystone Ryanteam utilized quantitative as well as qualitative strategies to compare options. Develop recommendations and points demanding further investigation.While six potential sites were rendered not viable candidates during this siteselection process, final commitment to one of the three recommended sites isdependent upon specific details that should be resolved in formal negotiationswith the property owners and/or developers. With this in mind, we have coupledour recommendations with a list of site-specific issues that require resolutionbefore a final decision is made.1
The Warren County Arts and Culture Center ProjectThroughout 2008, under the auspices of the Warren County Port Authority, the WarrenCounty Arts and Culture Center has brought together artists, activists and citizens towork toward the establishment of a permanent home for the arts in the county. Thegroup has recruited and deployed a working board of trustees, identified a committedadvisory board, and applied for 501(c)(3) nonprofit status.A comprehensive Feasibility Study conducted by AMS Planning and Research Corp.established the need for a Center, identified both likely users and likely audiences for theCenter, and developed preliminary financial projections for both operations andconstruction. Study conclusions recommend a facility that fits the following model: A 350-seat, technically professional-quality theatreAppropriate accompanying backstage areas, including dressing rooms, set andcostume shops, etc.Front-of-house space including lobby, box office, concessions, etc.Support areas including offices and restroomsTotal building size of approximately 26,000 square feet, plus parking adequatefor a facility this sizeEstimated total cost, including site, construction and contingencies, of 12.5 - 14 millionAdditional information regarding the site requirements and potential uses and users ofthe Center is detailed in the AMS reports.It became apparent during the site selection process that, depending on the site chosen,some of these facility attributes might be altered somewhat to meet the needs of sitespecific tenants, or partners or to take advantage of special opportunities or elementsassociated with the selected site. Nonetheless, in evaluating and comparing candidatesites, we have presumed that the objective is the facility described above.2
The Site Selection CriteriaAt the WCACC February board meeting, the Skystone Ryan team led the board in twoexercises designed to evaluate and prioritize site selection criteria. The first exercisewas designed to identify which criteria are considered valuable; the second, to prioritizeamong the valued criteria. (The numerical results of the board exercise follow asAppendix D.)At the conclusion of the exercises, four criteria were determined to be essential,regardless of site:1.2.3.4.The available site is at least three (3) acres.The site can accommodate at least a 26,000 square foot facility.The site is in a safe area.There is ready access to parking, either on site or adjacent.Ultimately, 11 additional criteria were ranked in the following order:1.2.3.4.5.6.7.8.9.10.11.It is easily accessible for the probable audiences to be served, their size andtheir locales.The relative cost of the sites including land development, construction orrenovation, and related costs.Proximity to other businesses, dining facilities and public attractions.Opportunities and space for possible future expansion.The site is particularly attractive to one or more likely tenants/users.Financial incentives are uniquely available for this site.The site is easily accessed from the Interstates and other principalthoroughfares.The site is easily accessed by public transportation and for pedestrian traffic.The site has historic preservation appeal.The land and the building must be owned by the Center.Time required to complete the project, from site selection and acquisitionthrough facility opening.Individuals interviewed during the study largely reflected these values.3
The Community InterviewsThe 42 individuals interviewed by the Skystone Ryan team represent the followingconstituencies (several are in more than one category): 9 board members5 advisory board members13 potential tenants/users (note: 11 members of Lebanon Theatre Company wereincluded in a single interview, but counted as one voice)8 site advocates12 community representativesThe interviewees' remarks demonstrate a wide variety of opinions about what makes foran optimal site:A “neutral” site – not in Lebanon or Mason.Proximity to population center – one-third of county residents are within a 10-mileradius of Mason.Local arts groups will not be able to use the Center if the location causes them to losetheir audience.South County is where the people are, so that’s important.The cost of both construction and operation will impact tenant organizations.The Center has to meet tenants’ needs. The site is one aspect of that, but size, the kindsof space included, and the cost to users will matter more, because if tenants can’t use thebuilding, nothing else matters.Timing—we want to get this open to the public tomorrow, if possible.Easy to get to. Must be centrally located.Centrally located, the closer to I-75 the better.Easily accessible.Expandability of building, accessibility and safe neighborhood.Opportunities for future expansion that might include visual arts.Convenience – access to parking is vital.4
Opportunities for future expansion – I envision eventual expansion, so don’t get landlocked.Tourist access. I-71 corridor/Kings Island draws overnight guests who would loveevening arts activities.Tenant groups have to be able to draw their current audiences, plus new ones.Operating cost advantages, like a built-in or “anchor” tenant.Desirability to the largest & most diverse group of tenants.Shared services such as parking, landscaping, etc.Roads leading to the site should be easy to drive on.No one in the south part of the county will go if it’s central or north.If the Center is not in an appropriate environment, near restaurants, etc., people won’tgo.5
The Sites ConsideredDuring the course of the study, the Skystone Ryan team considered the following sites: Armco Park Bishop Fenwick High School Countryside YMCA Kingswood Park Mars Hill Academy Otterbein Homes San Mar Gale Warren County Fairgrounds Warren County Government CenterThe descriptions of these sites used during the interviews and a county map showing thelocation of each site follows as Appendix B and E.Interviewees suggested any number of other options, including various properties withinthe county that are currently available for sale. Within the scope of this assignment,none of these additional properties could be determined to have the essentials: ready availability without significant restrictions general concurrence with the board-determined criteria donated land, or similar financial advantage.The following sites were deemed non-viable by their owners or representatives: MarsHill Academy, San Mar Gale, Warren County Fairgrounds and Warren CountyGovernment Center. The remaining five options—Armco Park, Bishop Fenwick HighSchool, Countryside YMCA, Kingswood Park, and Otterbein Homes—were evaluatedby the Skystone Ryan team using a point system based upon the selection criteria, thesite advocate's assessment of each site's strengths and weaknesses, and the opinions andobservations of interviewees. Based on this evaluation system, there are threerecommended sites and two that are not recommended.Bishop Fenwick High School received 63 points. While Bishop Fenwick is veryaccessible from I-75 and the northern parts of Warren County, it is less convenient toI-71 and to the population centers of Mason and Lebanon, and thus, to the potentialtenants located in those areas. Although the school’s willingness to participate in theconstruction and fundraising process is attractive, the site is less likely than other optionsto meet WCACC’s needs in the long term, as future expansion would be problematic.Armco Park received 61 points. The Park’s location near Otterbein Homes offers thesame advantages and the same disadvantages as the Otterbein site, but Armco Parkappears likely to be a more costly option, based on the fact that no site work or analysishas already been completed, no development partnerships appear to be available for thissite, and no financial incentives or targeted funding streams are apparent. Intervieweeswere, overall, unenthusiastic about this potential use of the newly-acquired park land.6
The Recommended Sites and Points for Further Investigation1. Kingswood Park (79 points). Located along I-71 between Irwin-Simpson andSocialville-Foster Roads, Kingswood Park is a 110-acre former golf course nowowned by Deerfield Township. The township is committed to maintaining the site asa community resource, and is very interested in partnering in the development of thearts and culture center. Readily accessible from two I-71 exits, the site is near a hostof entertainment, dining and shopping options.Kingswood Park conforms closely to the criteria defined for WCACC, and offers ahost of advantages. Its location, in the southern part of the county, is readilyaccessible to the county's largest population centers, yet its location just off I-71makes it easy to reach from the north. It is in close proximity to the restaurants andretail establishments on Mason-Montgomery Road, 741, and Fields Ertel, as well asto the tourist centers at Kings Island, The Beach, and the Lindner Family TennisCenter. Though it is situated between two highway exits, it is not currently asaccessible as it might seem because of traffic issues; a reworking of the highwayexits and access roads is reported to be planned for 2009-2010.Deerfield Township and the developer with whom the Township is working on thissite are eager to participate in making WCACC the centerpiece of a multi-functioncenter to include restaurants, retail, business and parking on an attractive campuslike site. The participation of the Township and the developer is potentially veryadvantageous to WCACC not only by way of shared parking and greenspace but alsothrough potential contributions of both money and services, project managementsupport during construction, assistance in recruiting tenants, facility management,etc.Regarding tenants, while we recognize that some potential tenants from further northin the county may not find this location as convenient as others, tenant organizationsfrom the southern part of the county will likely find it very attractive. In addition,development within the context of the multi-purpose campus may provideopportunities for ancillary spaces, such as galleries, dance studios, set and costumestorage, etc., that the arts center alone would, by virtue of both cost and squarefootage, be taxed to provide.There are, of course, a multiplicity of issues and questions that must be addressedthrough negotiation and due diligence. Key questions for the Kingswood Park siteare: Specific land use provisions: Would WCACC own the land? Long-term lease?Overview of relationship and decision-making processes between WCACC,Deerfield Township, the developer, and the businesses or other entities to belocated on the Kingswood siteSpecifics of parking plans, including any limitations as to number of spaces, timeof day, etc.7
Specifics of planned changes to access roadsPotential timing: When does the Township envision groundbreaking?Township/Developer interest, if any, in the details of the Center components,e.g., gallery space, education areas, number of theatre seats, etc.2. Otterbein Homes (78 points) is located at 585 North State Route 741, west ofdowntown Lebanon. As part of Otterbein’s long term growth strategy, theorganization is interested in providing the historic Bethany Hall building forrepurposing as the Warren County Arts and Culture Center. Otterbein’s leadersenvision the new Center serving as the centerpiece of a growing “town square” thatwould eventually include dining, retail, parking and multi-age residences.The opportunity to transform the historic Bethany Hall building into an arts magnetfor the central county is attractive in many ways. While it is about three miles fromthe nearest I-75 exit and further from I-71, Otterbein's location near the intersectionof 741 and 63 is easily accessible from most parts of the county. In addition, morethan any of the other sites, Otterbein is not perceived as “belonging” to anymunicipality; it is a neutral location, and as such should be immune from much ofthe north/south, Mason/Lebanon, 75/71 tension that WCACC faces.The Otterbein site suffers, however, from lack of proximity to restaurants, retail, andother entertainment options. It is difficult for many community members to imagineOtterbein as a destination for a special evening out. Otterbein Homes' plans for atown center, mixed-age housing, and, in fact, a full-scale new community wouldaddress this concern, but the time frame is uncertain. If WCACC is the first steptoward that new community, there is a real possibility that the Center could standalone in relative isolation for more than a few years. It is worth noting that evenwith no change in Otterbein Homes' configuration or demographic makeup,Otterbein residents could provide a “resident” audience for many WCACCproductions.Finally, the repurposing of Bethany Hall has both positive and negative aspects, andinterviewees were very divided in their opinions. On the plus side, many perceivethe preservation of the historic building to be a virtue in its own right, one that mightdraw funding from both governmental and private sources. Preliminary plansdeveloped for Otterbein Homes by the architectural firm Westlake Reed Leskoskysuggest that the building can effectively meet the Center's needs at a verycompetitive cost. Many knowledgeable interviewees were skeptical, however,pointing out that when dealing with an older building, there are likely to be costlysurprises surrounding construction, foundation and site. Others were concernedabout the space limitations implied by the historic building, noting that even if thetheatre itself is outstanding, skimping on backstage, storage, and education areaswould limit the Center's appeal to potential tenants.8
Key questions to pursue regarding the Otterbein option include: A close look at the proposed architectural plans, with special consideration fornon-theatre areas and long-term flexibilityA close look at the costs and contingencies of the proposed plansThe nature and level of possible participation from Otterbein Homes, includingboth monetary and management supportInvestigation of public and private sources of historic preservation funding,noting not only the amount of funding likely to be available but all relevantcriteria and restrictionsRealistic timetable for the construction of the dining, retail, and parking aspectsof the “town square”3. Countryside YMCA (77 points) is located at 1699 Deerfield Road, betweenLebanon and I-71. As a consequence of a land agreement made with the Stollefamily, the YMCA is committed to providing three acres (of the 125-acre parcelowned by the YMCA) a no-cost, long-term lease for the construction of a newtheatre. The Countryside YMCA would expect to provide shared parking, and isinterested in collaborative opportunities that might allow the Y and others to utilizethe theatre for some activities.The Countryside YMCA offers a unique opportunity for the WCACC to be a part ofa dynamic, multi-purpose campus of family activities. While the Y's location inLebanon is less neutral than optimal, its proximity to I-71 makes it very accessiblefrom both south and north. In addition, the Center would be highly visible andaccessible to the Y's 25,000 members, who come from all over the county. There areno dining or entertainment options immediately adjacent to the Y (though the area isdeveloping rapidly), but there are many within a few minutes drive, both along I-71and in Lebanon.A particular advantage of the YMCA site is the likelihood of joint programmingand/or shared usage with the Y itself and with Antioch: The Church of the Y. The Yhas an acute need for performance space for dance, children's theatre, and other artsrelated aspects of their programming, and is eager to explore joint ventures. (The Yis likely to be a tenant of the Center at some level regardless of location, but jointprogramming options would obviously be much greater with a shared site.) Inaddition, Antioch Church currently meets in the Y. It is growing rapidly and seekingan appropriate space for Sunday morning services and occasional other activities.The church might be a very financially-advantageous anchor tenant, especiallyduring the Center's first few years, although it would be important to ensure that itsparticipation would not limit the facility's use by other organizations, either becauseof time constraints or because of church-imposed concerns about content or otherartistic freedom issues.9
There are at least two parcels of land currently owned by the Y that might beavailable for the Center. Either would likely be acceptable, but as they differ inaccess, proximity to parking, and proximity to the main YMCA building, each wouldhave different advantages and disadvantages. Thus the selection of the specificparcel would have to be made thoughtfully and carefully.The key questions to be explored regarding the Countryside YMCA site are: The details of the YMCA/Stolle family/Lebanon Theatre Company agreement, toensure that WCACC’s proposal will be an acceptable alternative for all parties,and that
Apr 10, 2009 · The Site Selection Criteria At the WCACC February board meeting, the Skystone Ryan team led the board in two exercises designed to evaluate and prioritize site selection criteria. The first exercise was designed to identify which criteria are considered valuable; the second,
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