A G E N D A
CITY OF CORONADO CITY COUNCIL
WINN ROOM SUBCOMMITTEE
Wednesday, March 20, 2024
Coronado City Hall Council Chamber
1825 Strand Way
Coronado, California 92118
REGULAR MEETING – 4:00 P.M.
In compliance with the Americans with Disabilities Act (ADA), if you need special assistance to participate in a City meeting or other services offered by this City, please contact the City Clerk’s office, (619) 522 7320. Assisted listening devices are available at this meeting. Ask the City Clerk if you desire to use this device. Upon request, the agenda and documents in the agenda packet can be made available in appropriate alternative formats to persons with a disability. Notification of at least 48 hours prior to the meeting or time when services are needed will assist the City staff in assuring that reasonable arrangements can be made to provide accessibility to the meeting or service.
CALIFORNIA ENVIRONMENTAL QUALITY ACT
The California Environmental Quality Act (“CEQA”) is the state law that requires the City to evaluate and document the potential environmental consequences of discretionary decision. (See, California Public Resources Code Sections 2100021189.3; and the “CEQA Guidelines” at California Code of Regulations Title 14, Division 6, Chapter 3, Sections 1500015387). For each item that requires a CEQA determination by the City Council, there is a reference to that determination on this agenda, and more information regarding the CEQA analysis is included in the documents that accompany this agenda. To the extent that City staff determines that particular items are not subject to CEQA, there will be no indication of a CEQA action on this agenda.
REGULAR MEETING – 4:00 P.M.
1. CALL TO ORDER / ROLL CALL
2. INVOCATION AND PLEDGE OF ALLEGIANCE
3. CONSENT CALENDAR: None.
4. COMMUNICATIONS ORAL:
Each person wishing to speak before the City Council Subcommittee on matters not listed on this agenda shall approach the City Council Subcommittee, give their name, and limit comments to three (3) minutes. Members of the public may also submit written comments on the City’s website, via email or request to provide live public comment via Zoom during the meeting. Requests for live public comment must be madeatleast24hoursinadvanceofthemeetingPleasecontacttheCityClerkat City of Coronado Page 1
1. CALL TO ORDER / ROLL CALL
2. INVOCATION AND PLEDGE OF ALLEGIANCE
3. CONSENT CALENDAR: None.
4. COMMUNICATIONS ORAL:
Each person wishing to speak before the City Council Subcommittee on matters not listed on this agenda shall approach the City Council Subcommittee, give their name, and limit comments to three (3) minutes. Members of the public may also submit written comments on the City’s website, via email or request to provide live public comment via Zoom during the meeting. Requests for live public comment must be made at least 24 hours in advance of the meeting. Please contact the City Clerk at (619) 5227321 or [email protected] for more information.
5. WINN ROOM SUBCOMMITTEE:
a. Winn Room Subcommittee Spring 2024 Workplan
Recommendation: Consider feedback from December 12 Special City Council Meeting and approve Subcommittee draft workplan. b. Community Outreach Plan
Recommendation: Consider, approve or provide further direction on community outreach plan.
c. External Venues: Availability and Cost
Recommendation: Consider and accept information regarding the availability and cost of City use of external venues.
6. ADJOURNMENT
A COPY OF THE AGENDA WITH THE BACKGROUND MATERIAL IS AVAILABLE FOR PUBLIC INSPECTION IN THE OFFICE OF THE CITY CLERK AT CITY HALL, AT THE PUBLIC LIBRARY, OR ON OUR WEBSITE AT www.coronado.ca.us
Writings and documents regarding an agenda item on an open session meeting, received after official posting and distributed to the Council for consideration, will be made available for public viewing at the City Clerk’s Office at City Hall, 1825 Strand Way, during normal business hours.
Materials submitted for consideration should be forwarded to the City Clerk’s Office at [email protected].
th
City of Coronado Page 2
CITY COUNCIL WINN ROOM SUBCOMMITTEE STAFF REPORT
March 20, 2024 5a.
SPRING 2024 WINN ROOM SUBCOMMITTEE WORKPLAN
RECOMMENDATION:
Review and approve or make changes as appropriate to the proposed Spring 2024 Subcommittee Workplan.
BACKGROUND:
On December 12, 2023 the City Council held a Special City Council Meeting on the Winn Room Renovation Project. The staff report for that discussion is provided as Attachment 1. After review, public comment and discussion, the Council requested the Subcommittee to develop and return with additional information to aid in decisions about the scope of the project.
ANALYSIS:
Staff compiled the research questions posed by the City Council and developed a workplan to sequentially investigate and develop information to present back to the City Council.
Attachment 2 is a draft Spring 2024 Subcommittee Workplan that segments the topics for additional research across multiple meetings, culminating in a final community input meeting.
Future meeting dates are to be determined.
Staff requests the Subcommittee review and make changes as appropriate to the workplan.
FISCAL IMPACT:
There is no fiscal impact.
ALTERNATIVE:
The Subcommittee could provide alternate direction.
CALIFORNIA ENVIRONMENTAL QUALITY ACT:
Not Applicable.
PUBLIC NOTICE:
No notice required.
ATTACHMENTS:
1. December 12, 2023 City Council Staff Report on Winn Room Remodel Project
2. Draft Spring 2024 Winn Room Subcommittee Workplan
Submitted By: City Manager's Office / Tina Friend
City of Coronado Page 3
CITY COUNCIL STAFF REPORT
December 12, 2023 5a
CITY COUNCIL WORKSHOP: WINN ROOM RENOVATION PROJECT – CITY COUNCIL WINN
ROOM SUBCOMMITTEE REPORT
RECOMMENDATION:
Receive an update from the City Council Winn Room Subcommittee and provide feedback.
BACKGROUND:
The Winn Room at the Coronado Library is highly utilized by many organizations. Originally constructed in 1973, the Winn Room has received only minimal renovations since its construction. Community groups and other users who use the space have voiced concerns that the room is outdated and requires audiovisual and information technology upgrades, improved lighting and acoustics, and should be enlarged to accommodate more occupants for larger events. In addition, the HVAC system, roof, electrical, chairs and restrooms all require replacement or significant updating. Current seating capacity of the Winn Room is 135 within 1,680 square feet of programmable space.
Prior City Council Direction
City Council authorized an agreement with M. W. Steele Group, Inc. in January 2020 to develop a feasibility study regarding design options and associated cost estimates ranging from basic/low, middle/medium, and “visionary”/high for the Winn Room renovation.
On June 3, 2020, a community stakeholder meeting was held and they discussed the shortcomings of the existing space and the desired improvements. Recommendations for the building’s exterior design suggested that the building should:
Be in alignment with the ambiance of the community as a whole and not so visually extravagant as to overshadow the existing Library and Park context. Fit in organically with the architecture of the existing Library building and respect the historic frontage of the original Spreckels Reading Room as a key element. Create a design that not only preserves North Spreckels Park and Memorial Garden but incorporates the improved design as part of the Winn Room renovation to activate the outdoor space in a community-pleasing and functional manner.
The community stakeholder group started with five concepts and eliminated a number of options and features. On November 17, 2020, the Council approved the community stakeholder group to solicit broad-based community input via public outreach and revisit the cost estimates for opportunities to reduce the total project budget. Subsequently, on March 24, 2021, two refined concepts were presented based upon stakeholder and community outreach feedback at an open public outreach town hall meeting via Zoom. The majority supported the Option B design concept version that steps into the park.
Attachment 1
City of Coronado Page 4
On May 4, 2021, Library and Public Services & Engineering staff presented the results of the community outreach data to the City Council with a request to proceed with the schematic design phase for Option B. The City Council redirected staff to perform a needs assessment that clearly defines the types of uses and spaces needed in the community and an analysis of the community’s current meeting and performance space types and utilization.
On July 20, 2021, the Winn Room Subcommittee was created by the City Council to direct staff to create an Ad Hoc Subcommittee composed of Councilmember Heinze and Councilmember Tanaka, members from the Library and Public Services & Engineering (PSE) staff, and community stakeholders to provide guidance on a needs assessment and recommended remodel of the Winn Room; and if additional concept drawings are necessary, authorize the City Manager to contract with M. W. Steele group to create additional plans.
ANALYSIS:
The Winn Room City Council Subcommittee first convened on August 24, 2021 and has met a total of nine times. Attachment 1 summarizes the meetings and actions of the subcommittee. In December 2022, Councilmember Downey was appointed to the seat vacated by outgoing Councilmember Heinze.
The subcommittee conducted a thorough needs assessment of the Winn Room in partnership with staff, including representatives from the City Manager’s Office and Public Services & Engineering, Library Services and Recreation & Golf Services Departments. The needs assessment looked at the Winn Room and other available spaces with similar capacities to accommodate groups of 140 or more and use trends of City facilities that could accommodate those groups. The Committee recieved options for City investment to meet the current and future needs of our community.
While there are numerous public and private venues within Coronado that can accommodate groups of 140 or more, only three are within the direct control of the City: the Spreckels Center Grand Room, the Community Center Nautilus Room, and the Winn Room. A full list of public and private rental venues within Coronado is included in Attachment 3.
Winn Room Usage
The subcommittee looked at the usage of the Winn Room and what types of events are not able to be accommodated due to the size and Audio/Visual (A/V) limitations of the room. Attachment Attachment 1
City of Coronado Page 5
2 contains an analysis of the current Winn Room use from May 2022 – April 2023. During that period, the Winn Room hosted approximately 420 events with 15,000 total attendees (11,600 from library staff and partnership events; 3,300 from community groups). There were 12 additional library events held off-site with 4,400 total attendees due to scheduling conflicts or space constraints of the Winn Room.
Usage of Other City-Owned Venues
The needs assessment also included an analysis of current City facility rental room capacities and usage, such as the Nautilus Room, JDSC Grand Room and Boathouse. It included usage by residents and non-residents, current cost recovery of those facilities, and how greater use of alternative rooms may impact the City’s rental revenues. The full analysis is included as Attachment 4.
The analysis shows there is an opportunity to move some programming from the Winn Room to the Nautilus Room during weekdays, as long as the events are not performance-related due to the less optimal acoustic conditions present in the Nautilus Room. The JDSC Grand Room had availability on weekend evenings; however, Recreation & Golf Services staff have recently added programming on Saturdays to the Grand Room to more fully serve the 50+ and senior community.
There is also community recognition of the Library as a valued gathering space within Coronado, providing a no cost option for community groups and enrichment programming for the arts that does not currently compete with other revenue generating room facility rentals.
Winn Room Design Options
In addition to the needs assessment the subcommittee developed and analyzed Winn Room remodel options. The following options were fully explored, with cost estimates developed for each1:
Winn Room Remodel Plan Options1 Cost Estimate
(Millions)
Option 1: Interior Upgrades $3.28
Option 2: Interior Upgrades and Elevate Ceiling $4.15
Option 3: Internal Expansion $6.44
Option 4: Larger Expansion (Original Concept B) $9.72
1 A fifth option was also explored, contemplating upgrades to the Grand Room at the Spreckels Center. Project costs were estimated at $1.72 million. Upon further analysis of the increasing usage of the Spreckels Center, the desire to continue to expand programming for the senior community, and in consideration of the subcommittee’s chief purpose to explore the Winn Room remodel, the option to renovate the Grand Room is considered ancillary.
Option 1 includes significant interior upgrades within the existing Winn Room footprint of 1,680 square feet. Option 2 raises the ceiling of the Winn Room and includes the interior upgrades outlined within Option 1 with no increase in square footage. Option 3 increases the size of the Winn Room to 2,316 square feet, raises the ceiling and slightly expands the footprint of the facility. Option 4 increases the size of the Winn Room to 2,931 square feet, raises the ceiling and expands the footprint of the facility with an optional outdoor deck.
Attachment 1
City of Coronado Page 6
A full comparison of costs, amenities and features is included in Attachment 5. Estimated costs include furniture, fixtures and equipment such as A/V systems.
In addition to the overall project costs, below is a summary of costs on a per seat and per square foot basis:
Option 1
Interior
Upgrades
Option 2
Interior
Upgrades and
Elevate Ceiling
Option 3
Internal
Expansion
Option 4
Larger
Expansion
Seating Capacity
(code minimum) 135 135 180 208
Price Per Seat $24,349 $30,806 $35,799 $46,777
Square Footage
1,680 1,680 2,316 2,931
Price Per Square
Foot $1,957 $2,475 $2,782 $3,320
Acoustical Environment and Screen Visibility
A study was conducted that provided a comparative analysis of the acoustical properties and the degree of visibility for event participants for each design option. The overarching design goal for the renovation of the Winn Room is to provide a well-controlled acoustical environment that would allow for good speech intelligibility and clarity for playback sources including music, and at least a neutral acoustic environment. For musical performances, it is important to control the acoustic energy in the room with sound absorption panels without making the room too acoustically dry or dead. A copy of the acoustics and visibility study is included in Attachment 6.
In general, the Winn Room remodel options will create an environment more suitable for live presentations, performances and interactive functions and gatherings. It will be possible but not optimal for cinema events. The primary issue is the difficulty in providing theater-caliber screen size due to the room’s architecture.
The acoustical engineering consultant ranked each of the four renovation options based on their ability to meet the acoustic goals as outlined above.
The results, in descending order, from best to least favorable, are as follows:
Option 4: Larger Expansion
Option 3: Internal Expansion
Option 2: Interior Upgrades and elevate ceiling
Option 1: Interior Upgrades
Attachment 1
City of Coronado Page 7
Screen visibility was also analyzed to ascertain the viewing experience from the rear row. The results in descending order, from best to least favorable, are as follows:
Room Option Percentage of Screen Visibility
from rear row (staggered*)
Option 4: Larger Expansion (Concept B) 100%
Option 3: Internal Expansion 95%
Option 2: Interior Upgrades and Elevate the Ceiling 90% Option 1: Interior Upgrades 35%
*Staggered seating alternates chair alignment, allowing patrons improved sightlines in front of them.
At the December 12, 2023 Special City Council meeting, the subcommittee and staff will review the body of work accomplished by the subcommittee, including the needs assessment, existing City facility use and the four remodel options.
FISCAL IMPACT:
Cost estimates range from $3.28 – 9.72 million depending upon the plan option and associated amenities chosen for integration into the project. Costs to date for design development/architectural services and acoustics analysis are $92,158 and are budgeted in account 40070000–97320–19005. Depending upon direction from City Council, staff will ensure that any renovation project supported for the Winn Room will be coordinated with HVAC/roof repairs currently slated for the Winn Room in the Fiscal Year 2023/24 CIP to ensure that duplicative costs are minimized or eliminated.
ALTERNATIVE:
The City Council could direct staff to research additional planning options and/or provide additional direction on the renovation of the Winn Room.
CALIFORNIA ENVIRONMENTAL QUALITY ACT:
Once design options preferences have been identified, environmental review will be conducted.
PUBLIC NOTICE:
No notice required.
ATTACHMENTS:
1. Summary of Current City Council Winn Room Subcommittee Meetings
2. Winn Room Usage Summary May 2022 – April 2023
3. a. Citywide Facilities Use Data
b. Condensed Facilities Use Data
4. Recreation Room Comparison & Usage Summary May 2022 – April 2023
5. PowerPoint with Remodel Plan Options and Cost Estimates
6. Projection Screen and Acoustics Study
Submitted By: City Manager's Office / Tony Winney, Assistant City Manager Attachment 1
City of Coronado Page 8
Attachment 1
City of Coronado Page 9
1 WINN ROOM SUBCOMMITTEE SPRING 2024WORKPLAN - DRAFT
At the City Council’s December 12, 2023 Special Meeting on the Winn Room Renovation, the City Council received community feedback and posed additional issues for research and analysis. The proposed Workplan addresses these issues across a set of Subcommittee meetings.
Subcommittee
Meeting Date
Issue Implementation Status
March 20, 2024
Public Participation in
future Winn Room
Subcommittee Meetings
All future subcommittee meetings will be
open to the public with formal agendas
noticed per the Brown Act
COMPLETE. As of first meeting on
3/20/24, all meetings will be public and
noticed.
Input from prior
Subcommittee Member
Formally invite Mr. Heinze to participate and
engage with future Winn Room renovation
considerations
COMPLETE. Mr. Heinze was invited to
participate on March 20, 2024 and all
future meetings.
Public Outreach Process
Plan outreach tools to foster significant
public engagement program to include:
(1) Outreach event(s), especially on
weekend
(2) Personal interactions to address
questions, obtain feedback
Use Project Coronado website for information
and feedback solicitation
Presented March 20, 2024.
External Venues
Confirm the availability and cost of external
venues for partnership opportunities with
Lambs, Playhouse, COSA, etc. to utilize these
spaces more. Compare these costs with
Options 3 and 4.
Presented March 20, 2024
Meeting #2 TBD City Internal Room
Scheduling
What can be done with scheduling with all
City room assets (Winn, Nautilus, Boathouse,
Grand)
Show more detail about the types of current
Winn Room uses and where they could shift
(i.e. non-profit groups meetings; lectures;
Attachment 2
City of Coronado Page 10
2 musical performances; high-profile author
events).
Consider streamlining the reservation system
for non-profit groups
Fees and Costs
What considerations or changes are needed
to accomplish greater flexibility of room use
Staffing and Hours
Provide a plan for staffing management to
allow greater use of rooms other than Winn
Room. Consider expansion of hours.
Develop 5th Alternative
Explore upgrades to the Grand Room and
Winn Room Upgrades (Options 1 and 2) and
merge use of the rooms
Meeting #3
Accessibility
Explore ADA, Accessibility and Accessible
A/V options
Acoustic Properties
Explore use of drapes or other sound
attenuation to improve acoustics
Potential Tree Impacts
Conduct a safety analysis to evaluate the
health of Library Park trees.
Develop options for replacement and
transplant of any displaced trees, including
costs.
Meeting #4
Public Input on Options Present and discuss options and receive in person feedback
Refine Project Objectives Define the intended purpose of the Winn Room and goal of remodel (50 year project)
Attachment 2
City of Coronado Page 11
CITY COUNCIL WINN ROOM SUBCOMMITTEE STAFF REPORT
March 20, 2024 5b.
WINN ROOM SUBCOMMITTEE COMMUNITY OUTREACH PLAN
RECOMMENDATION:
Review and revise as appropriate the draft Community Outreach Plan and direct staff to implement the plan to support inclusion and robust feedback in the Winn Room remodel project.
BACKGROUND:
The City Council met on December 12, 2023 and provided direction to staff to invite the public to future Winn Room Subcommittee meetings and engage in community outreach to ensure the public has the opportunity to participate and provide feedback to the Subcommittee on the scope of the project.
ANALYSIS:
To ensure effective outreach, staff has outlined specific public outreach methods, including those that have already been utilized on the project and additional potential outreach. Staff seeks feedback from the Subcommittee members on the methods to be employed.
Staff has already set up a Project Coronado website for the Winn Room to enable easy access to project information and email sign-ups. This includes:
Project Coronado Website and E-Notices
• Provide updates on project website and through e-updates (subscription sign up). • Custom contact email [email protected].
Targeted Emailing Lists
• The City has developed a targeted email list of community groups that regularly utilize the Winn Room. Staff sent email invitations to those groups notifying them of the Subcommittee’s meeting and will include them on any future meeting notices.
Staff would also continue to use City manager updates (E-blast and video), and social media to get word out to the public on engagement opportunities.
In addition to the aforementioned outreach methods, staff could implement the following:
Online Surveying
• Provide online form available to public to submit direct feedback on Winn Room project.
Outreach Materials with QR Codes
• Create QR code for Project Coronado website. Place QR Codes on posters and flyers to direct public to website and provide feedback.
News Media
• Select placement of advertisements in local newspapers preceding Winn Room Subcommittee meetings.
City of Coronado Page 12
Public Workshop
• Staff could organize a public workshop to share the various plan options with the public and garner in person feedback on the options. The meeting could take place within the Winn Room and could be offered on the weekend.
FISCAL IMPACT:
Sufficient funding exists within the Public Communications budget within the City Manager’s Office to execute outreach as outlined within the report.
ALTERNATIVE:
The Subcommittee could choose to not conduct public outreach for the Winn Room project, or direct staff to conduct a combination of various methods as described.
CALIFORNIA ENVIRONMENTAL QUALITY ACT:
Not Applicable.
PUBLIC NOTICE:
No notice required.
ATTACHMENTS:
None.
Submitted By: City Manager's Office / Tony Winney
City of Coronado Page 13
CITY COUNCIL WINN ROOM SUBCOMMITTEE STAFF REPORT
March 20, 2024 5c.
WINN ROOM RENOVATION PROJECT – AVAILABILITY OF OUTSIDE VENUES RECOMMENDATION:
Receive report on availability and cost of select outside venues within the community.
BACKGROUND:
The City Council met on December 12, 2023 and provided direction to confirm the availability and cost of select external venues for partnership opportunities to offset events currently taking place in the Winn Room. Those venues include Lamb’s Players Theatre, Coronado Village Theater, Coronado Playhouse, and the Coronado School of the Arts (CoSA) Performing Arts Center.
ANALYSIS:
At the December 12, 2023 City Council meeting, City staff provided data on all of the publicly available meeting spaces within the City of Coronado, including City facilities, churches, commercial/non-profit venues, schools and hotels. Staff provided a full listing of facilities and venues to City Council which is included as Attachment 1.
Based on the list provided at that meeting, City Council then asked staff to gather additional information on outside venues that are not within the City’s direct control, specifically on Lamb’s Players Theatre, Coronado Village Theater, Coronado Playhouse, and the Coronado School of the Arts (CoSA) Performing Arts Center. Staff further explored the availability of those facilities, associated rental costs and the ability of those venues to accommodate events based on their current operations.
A summary of each outside venue, listed by seating capacity, follows.
Coronado Playhouse
Coronado’s oldest established community theater located at 1145 Strand Way.
Capacity seating without tables: 96.
Availability: Very limited.
The City’s current agreement with the Playhouse allows the City up to three (3) week-long periods available per year for City use with flexibility to schedule other City events when it’s not being used by the Playhouse. This limits the availability of this space as an alternative venue to the Winn Room. Currently, the Recreation and Golf Services Department utilizes the Playhouse for programming space approximately 12 times a year.
The Coronado Playhouse performance schedule is online through December 2024. Their shows are Thursday, Friday and Saturday nights and Saturday and Sunday matinees. Rentals have to work around rehearsals and set designs.
CUSD Black Box Theatre at Coronado High School
City of Coronado Page 14
CUSD performance space located at 650 D Avenue.
Theatre capacity: 120 seated. Stage and A/V technology available.
Availability: Limited.
Coronado High School black box theater is available for rent through the Facilitron Rental Portal. Availability is subject to school usage. Rental rate is approximately $25 per hour plus additional charges for chairs, technology, and staffing. Reduced rate available depending on organization and event. A four-hour event for a nonprofit organization would cost approximately $271.
Coronado Vintage Village Theater
Privately owned movie theater located at 840 Orange Avenue.
Main auditorium seats 215 people. The stage is big enough for a small gathering of people.
Availability: Limited.
Showtime schedules have decreased since the pandemic and many afternoons on weekdays are open. Weekends are more of a challenge for rental, but weekend mornings are often available. Exclusive use of the entire venue would be more expensive. A four-hour event for the main auditorium would cost $1,500.
Lamb’s Players Theatre
Coronado’s local professional theater located at 1142 Orange Avenue.
Main Theatre capacity is 350 seats. Stage is available. Onsite A/V is available.
Availability: Very limited.
It is difficult to estimate the cost of hosting a four-hour event with Lamb’s robust production and rehearsal schedules the theatre availability is very limited. However, they are willing to discuss potential one-off usages if the event fits within their performance schedules. Costs of rental would vary, based on day of the week, nature of event and technical support needed. Events may have to work around rehearsals and set designs. Due to the inconsistent availability of this venue, it would not be a reliable optional venue.
Coronado Performing Arts Center Mainstage at Coronado High School Coronado School of the Arts (CoSA) is a public arts conservatory serving grades 9 through 12 located at 650 D Avenue.
Capacity: 570 seats. Stage and A/V technology available.
Availability: Currently limited, with potential to add additional programming dates.
CoSA is the only publicly owned state-of-the are theatre facility in Coronado. The facility is the primary venue for the Coronado School of the Arts and has a robust schedule of programming.
The district rents the facility based on excess availability after student usage is accommodated and uses an online scheduling program, Facilitron, to facilitate rentals. A four-hour event for a organization to rent the mainstage for four hours would cost approximately $850.
The City of Coronado has a Memorandum of Understanding with the Coronado Unified School District that allows free usage of CUSD facilities which include the Black Box Theatre and the Mainstage Theatre. The agreement allows the City to reserve facilities if they are not being used for student events. Since 2022, the City has reserved the Mainstage approximately 10 - 12 times a year for events sponsored by both the Coronado Public Library, the Cultural Arts Commission, and the City of Coronado.
City of Coronado Page 15
Additional uses of CoSA include the Coronado Community Band that hold three weekly practices and the Coronado Island Film Festival (CIFF) that uses the Mainstage facility annually during the Film Festival in November for approximately three days.
CUSD has expressed a willingness to accommodate additional City and non-profit large events, but has stated that CUSD use takes precedence when allocating use of the venue.
Events Exceeding Winn Room Capacity
There were approximately 11 events since May 2022 that exceeded the Winn Room’s current capacity that required them to be moved to another facility. All were moved to CoSA, with the exception of two: Lisa See to the Nautilus Room and Geena Davis to the Hotel del Coronado. A listing of the displaced events is included in Attachment 2. All 11 events were spoken word events, rather than musical performances which typically take place at CoSA due to the superior acoustic quality of the auditorium.
Five of the larger events could have been accommodated by Winn Room Option 3 and six could have been accommodated by Winn Room Option 4. Five of the events exceeded the capacity of the Winn Room, regardless of the scope of the renovation proposed.
A summary of the capacities and cost of each Winn Room renovation option is listed below*:
Option 1
Interior
Upgrades
Option 2
Interior
Upgrades and
Elevate Ceiling
Option 3
Internal
Expansion
Option 4
Larger
Expansion
Seating Capacity
(code minimum) 135 135 180 208
Total Project
Cost $3.28 M $4.15 M $6.44 M $9.72 M
* Option 1 includes significant interior upgrades within the existing Winn Room footprint of 1,680 square feet. Option 2 raises the ceiling of the Winn Room and includes the interior upgrades outlined within Option 1 with no increase in square footage. Option 3 increases the size of the Winn Room to 2,316 square feet, raises the ceiling and slightly expands the footprint of the facility.
Option 4 increases the size of the Winn Room to 2,931 square feet, raises the ceiling and expands the footprint of the facility with an optional outdoor deck.
Ability of Select Outside Venues to Accommodate Large Events Based on the sizes of the larger events historically displaced from the Winn Room, only the Village Theater and CoSA have potential availability, access, and capacity to accommodate those types of events. Further discussions would need to take place with both organizations to determine the true ability to partner with the City to accommodate larger community events within a reasonable budget.
RECOMMNEDATION:
Receive the report and provide direction to staff on these facilities or others in the community that might merit additional exploration.
FISCAL IMPACT:
None.
City of Coronado Page 16
ALTERNATIVE:
None.
CALIFORNIA ENVIRONMENTAL QUALITY ACT:
Not Applicable.
PUBLIC NOTICE:
No notice required.
ATTACHMENTS:
Attachment 1 – Citywide Facilities Use Data
Attachment 2 – Larger Events Displaced from Winn Room
Submitted By: City Manager's Office / Tony Winney
City of Coronado Page 17
Facility Name/Managed By Address Managed/Owned
Max Seating
Capacity
Square
Footage Stage
Built in
Screen Availability / Hours
Min Booking
Leadtime 2019 Usage Per Hour
Donate to
non-profits?
City Facilities
The Winn Room | Library 640 Orange Avenue City of Coronado/Public Library 135 1,680 N Y Library Hours, limited by some library events High Free Yes The Ruby Room | Library 640 Orange Avenue City of Coronado/Public Library 28 513 N N Library Hours, often in use for childrens library progams High Free Yes The Library Conference Room | Library 640 Orange Avenue City of Coronado/Public Library 12 306 N Y Library Hours Moderate Free Yes Coronado Playhouse | Recreation 1845 Strand Way City of Coronado/Recreation 96 1,700 Y N Not normally available N/A High $225-$650 Reduced Cost The Nautilus Room | Recreation 1845 Strand Way City of Coronado/Recreation 446 4,950 Y Y All days and evenings till 11pm 14M (NR)/ 24M (R) High $75 - 500 Reduced Cost Rec Center Activity Rooms | Rec 1845 Strand Way City of Coronado/Recreation 40 1,500 N N Evenings and weekends 14M (NR)/ 24M (R) High $10-50 Reduced Cost Boathouse Clubroom | Recreation 1985 Strand Way City of Coronado/Recreation 84 1,200 N N Most days and evenings, some City usage 14M (NR)/ 24M (R) High $50-225 Reduced Cost Spreckels Center Grand Room | Recreation 1019 Seventh Street City of Coronado/Recreation 176 1,966 N Y Evenings and weekends, some weekdays avail 14M (NR)/ 24M (R) Low $75-410 Reduced Cost Feast & Fairway (Coronado Golf Course) | Recreation 2000 Visalia Row City of Coronado/Recreation 175 w/tables 3,225 N N All days/weekends, to 2am 24M High Varies Case by case Coronado Tennis Club Room | Recreation 1501 Glorietta Blvd. City of Coronado/Recreation 25 600 N N All days/evenings 14M (NR)/ 24M (R) Low $25-60 Reduced Cost Churches
Sacred Heart 655 C Avenue Catholic Diocese of San Diego 400 6am-9pm when not in use by church Expensive Case by case St. Paul's United Methodist 700 D Ave St. Paul's Methodist 200 6am -9pm when not in use by church Expensive Case by case Commercial / Non-profit Venues
Lamb's Player's Theatre 1142 Orange Ave Lamb's Player Theatre 350 Y 6am - 11:30pm Varies by season High Expensive Case by Case Vintage Village Theater 820 Orange Ave Vintage Cinema 215 Y Y 6am - 11:30pm Varies by season High Expensive Case by Case Coronado Historical Association Lecture Hall 1100 Orange Ave CHA 90 Most days/evenings Varies by season Moderate $75-100 Yes Coronado Yacht Club 1631 Strand Way Coronado Yacht Club 175 ~2,000 N N Members only, Not avail Weds/Fri evenings, weekend
varies by day Varies by season High $150-1000 Case by Case Coronado Cays Yacht Club 30 Caribe Cay Blvd Coronado Cays Yacht Club Residents Only Varies by season Grand Caribe Room (Cays) Multiple Cays HOA 150 All days until 10pm Varies by season Sharp Coronado - Sandermann Education Center 265 Soledad Place Sharp Coronado 40 Most days/evenings; some use by Sharp Varies by season Moderate $ Case by case 100 Masonic Lodge 529 Orange Ave Masons Varies by season High $ Reduced cost 200 Schools
Coronado Performing Arts Center 650 D Ave Coronado Unified School District 570 2,957 Y Y Weekdays 3-9 and Weekends when not in use by CUSD 2 Weeks High $ Reduced cost 200 CHS Blackbox 650 D Ave Coronado Unified School District 120 N Y Weekdays 3-9 and Weekends when not in use by CUSD 2 Weeks $ Reduced cost 100 CHS Multi-Purpose Room 650 D Ave Coronado Unified School District 452 3 ,312 N Y Weekdays 3-9 and Weekends when not in use by CUSD 2 Weeks Moderate $ Reduced cost 82 CHS Gym 650 D Ave Coronado Unified School District 10,624 N N Weekdays 3-9 and Weekends when not in use by CUSD 2 Weeks $ Reduced cost 280 CMS Granzer Hall 550 F Ave Coronado Unified School District 595 6,154 Y Y Weekdays 3-9 and Weekends when not in use by CUSD 2 Weeks High $ Reduced cost 82 Village Hall 600 Sixth St Coronado Unified School District 678 5,777 Y Y Weekdays 3-9 and Weekends when not in use by CUSD 2 Weeks Reduced cost Strand Hall 1350 Leyte Rd Coronado Unified School District 7,620 Y Y Weekdays 3-9 and Weekends when not in use by CUSD 2 Weeks Reduced cost Board Room 201 Sixth St Coronado Unified School District 1 ,650 N N Weekdays 5-9 and Weekends when not in use by CUSD 2 Weeks Reduced cost Hotels
1906 Lodge Banquet Space 1060 Adella Ave 1906 Lodge 20 348 N N All days/weekends 11am-8pm Varies by season Moderate Case by case 1906 Lodge Meeting Space 1061 Adella Ave 1906 Lodge 34 420 N Y All days/weekends 11am-8pm Varies by season Moderate Case by case Loews-Avalon Room 4000 Coronado Bay Road Loews Hotels 160 3,000 All days/weekends Varies by season Expensive No Loews-Constellation Ballroom 4000 Coronado Bay Road Loews Hotels 500 5,162 All days/weekends Varies by season Expensive No Loews Commodore Ballroom 4000 Coronado Bay Road Loews Hotels 1500 13,764 All days/weekends Varies by season Expensive No Loews-Medium Rooms (2) 4000 Coronado Bay Road Loews Hotels 100 1,044 All days/weekends Varies by season Expensive No Loews-Small Rooms (3) 4000 Coronado Bay Road Loews Hotels 30 800 All days/weekends Varies by season Expensive No Hotel del Coronado-Coronet Room 1500 Orange Ave Hilton 182 3,705 N N All days/weekends Varies by season Expensive No Hotel del Coronado-Carousel Room 1500 Orange Ave Hilton 300 6 ,241 N N All days/weekends Varies by season Expensive No Hotel del Coronado- Ocean Ballroom 1500 Orange Ave Hilton 950 12,600 Y N All days/weekends Varies by season Expensive No Hotel del Coronado-Crown Room 1500 Orange Ave Hilton 1088 9 ,300 N N All days/weekends Varies by season Expensive No Hotel del Coronado-Medium Rooms (6) 1500 Orange Ave Hilton 150 1,600 N N All days/weekends Varies by season Expensive No Hotel del Coronado-Small Rooms (5) 1500 Orange Ave Hilton 50 400 N N All days/weekends Varies by season Expensive No Marriott-Tidelands Ballroom 2000 Second Street Marriott 150 1 ,680 All days/weekends Varies by season Expensive No Marriott- Coronado Ballroom 2000 Second Street Marriott 800 7 ,455 All days/weekends Varies by season Expensive No Marriott-Small Rooms (9) 2000 Second Street Marriott 50 700 All days/weekends Varies by season Expensive No El Cordova Conference Room 1351 Orange Ave El Cordova 30 700 N Y All days/weekends 11am-8pm Varies by season Vaires Case by case Attachment 1
City of Coronado Page 18
Event Date Location Attendance Hours
Taylor Baldwin Kiland &
Judy Silverstein Gray 8/2/2023 COSA 140 4
Jack Carr 5/9/2022 Grand Room 142 3
Shipli Gowda 10/8/2023 COSA 150 4
Gill Sotu 10/8/2022 COSA 150 4
Lisa See 6/8/2023 Nautilus Room 155 3
Neal Allen 12/13/2022 COSA 208 4
Geena Davis 11/12/2022 Hotel del Coronado 220 4
Bonnie Garmus 2/24/2023 COSA 520 4
Kristin Hannah 3/15/2023 COSA 570 4
Admiral McRaven 8/2/2023 COSA 570 4
Michael Connelly 11/8/2023 COSA 570 4
Median 4.0
Larger Events Moved from Winn Room 5/2/2022 - Present
Attachment 2
City of Coronado Page 19