Agenda packet — Coronado City Council, May 16, 2024

A G E N D A
CITY OF CORONADO CITY COUNCIL WINN ROOM SUBCOMMITTEE
Thursday, May 16, 2024
Coronado City Hall Council Chamber
1825 Strand Way
Coronado, California 92118
SPECIAL MEETING – 3:00 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.

1. CALL TO ORDER / ROLL CALL

2. INVOCATION AND PLEDGE OF ALLEGIANCE

3. CONSENT CALENDAR:

All items listed under this section are considered to be routine and will be acted upon with one motion. There will be no separate discussion of these items unless a member of the City Council or the public so requests, in which event, the item will be considered separately in its normal sequence.
a. City Facility Scheduling Considerations – Additional Data Summary Recommendation: Receive a report responding to questions posed at the April 24, 2024 Winn Room Subcommittee meeting.
b. Approval of the Minutes of the Meeting of April 24, 2024 Recommendation: Review minutes of the April 24, 2024 meeting and order them filed
City of Coronado Page 1

3. CONSENT CALENDAR:

4. COMMUNICATIONS ORAL:

Each person wishing to speak before the City Council Winn Room Subcommittee on matters not listed on this agenda shall approach the City Council Winn Room 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. GENERAL BUSINESS:
a. Winn Room Remodel and Library Park Trees
Recommendation: Receive a report on trees potentially affected by the Winn Room Remodel concepts and analysis of options for replacement and transplant. b. Winn Room Remodel Accessibility Considerations
Recommendation: Receive a report on ADA and accessibility considerations, including audio/visual support.
c. Winn Room Remodel Acoustic Properties
Recommendation: Receive a report regarding the acoustical properties of Winn Room renovation options.

6. ADJOURNMENT
Adjourn to the next meeting on June 6, 2024, at 3 p.m., in the Winn Room, Coronado Public Library.

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].

City of Coronado Page 2
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].

City of Coronado Page 3

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WINN ROOM SUBCOMMITTEE STAFF REPORT
May 16, 2024 3a

CITY FACILITY SCHEDULING CONSIDERATIONS
RECOMMENDATION:

Receive report responding to questions posed at the April 24, 2024 Winn Room Subcommittee meeting.

BACKGROUND:

At the Winn Room Subcommittee’s April 24, 2024 meeting, Committee members posed several questions during the agenda item 5a “City Facility Scheduling Considerations.” Staff were directed to return with additional information.

ANALYSIS:

The attached data summary provides responses to the Subcommittee questions.

FISCAL IMPACT:

None.

ALTERNATIVE:

The Council may request additional research.

CALIFORNIA ENVIRONMENTAL QUALITY ACT:

Not Applicable
PUBLIC NOTICE:

No notice required.

ATTACHMENTS:

1. Additional Data Summary
Submitted By: Recreation and Golf Services and Library Departments / Tim Farmer and Shaun Briley
City of Coronado Page 4
Attachment 1
Winn Room Subcommittee – City Facility Scheduling Considerations Additional Data Summary
At the April 24 Winn Room Subcommittee Meeting, the subcommittee members asked staff to provide additional information and details regarding:

1. The City’s internal use of City facilities, including which departments use the facilities and for what types of programs, how long, and how many attendees.

2. The available rental hours for each facility in addition to normal hours of operation and to include any time intervals which are shown as available but may be unavailable (for example, set-up and clean up times for facility rentals).

3. Seating capacity for each room based on a slightly larger musical group performance (group with roughly 5-10 musicians).

Recreation Facilities Internal Reservations (including Recreation programs) The table below provides the number of events between July 2023 – April 2024, the average number of attendees per event, and the average duration of each event, sorted by facility.

Internal
Reservations
# of
events Attendance Avg. Attendance/event
Avg. Duration
of event
Grand Room 7 325 46 1.9 hours
Club Room 14 442 32 3.6 hours
Nautilus Room 68 3271 48 3.6 hours
Recreation
Programs
# of
events Attendance Avg. Attendance/event
Avg. Duration
of event
Grand Room 99 2706 27 1.1 hours
Club Room 18 244 12 4.5 hours
Nautilus Room 6 243 41 3.0 hours
The 89 events shown were internal reservations that had attendees. Examples include the Employee Breakfast in December, five Beach Lifeguard trainings, Parks & Recreation Commission Meeting to discuss Cays Park, Police Chief Retirement Ceremony, Cultural Arts Commission Gallery Reception, etc.

There were 61 internal reservations to perform maintenance/repairs to the facilities (ex., A/V upgrades to Nautilus Room; Blinds repair in Nautilus Room) or to block out the facility for major events which would not allow for easy access or parking to the facility (such as the Silver Strand Half Marathon).

There were 123 Recreation programs held in Grand Room, Club Room, and Nautilus Room between July 2023 – January 2024.

Of the 99 programs held in the Grand Room, 79 programs were multi-date meaning they were held over more than just one date (for example: every Monday; or Monday – Friday during a single week).

In the 99 programs held at the Grand Room, there were 2706 participants, with an average of 27 participants per program.

City of Coronado Page 5
Attachment 1
There were 18 programs held in the Club Room, which all were multi-date programs. There were 244 participants in total, averaging 12 participants per program.

There were 6 programs held in the Nautilus Room, with 4 being multi-date programs. There were 243 participants for an average of 41 participants per program.

Winn Room Internal Reservations
In the survey period the Winn Room held 29 staff/internal uses:
• 5 uses by the Police Department (2 trainings and 3 Senior Volunteer Patrol meetings) • 1 Fire Department training
• 1 use by Community Development
• 6 uses by the Cultural Arts Commission (the Public Art Working Team, Visual Arts Committee and Arts Partners)
• 8 library staff meetings (5 meetings and 3 trainings) • 8 meetings of the Library Board of Trustees
Available Rentals Hours and Normal Hours of Operation
The table below provides the available rental hours and the normal hours of operation for each facility noted in the April 24 report.

Nautilus Room (Coronado Community Center)
Available Rental Hours Normal Hours of Operation
Monday – Friday 6:00 a.m. – 11:00
p.m.

Monday – Friday 7:00 a.m. – 7:00 p.m.

Saturday 6:00 a.m. – 11:00
p.m.

Saturday 7:00 a.m. – 5:00 p.m.

Sunday 6:00 a.m. – 11:00
p.m.

Sunday 10:00 a.m. – 4:00
p.m.

Grand Room (John D. Spreckels Center)
Available Rental Hours Normal Hours of Operation
Monday – Thursday 7:00 a.m. – 10:00
p.m.

Monday – Thursday 8:30 a.m. – 7:00 p.m.

Friday 7:00 a.m. – 10:00
p.m.

Friday 8:30 a.m. – 4:00 p.m.

Saturday 7:00 a.m. – 10:00
p.m.

Saturday 9:00 a.m. – 12:30
p.m.

Sunday 7:00 a.m. – 10:00
p.m.

Sunday CLOSED
Club Room (Boathouse)
Available Rental Hours Normal Hours of Operation
Monday – Friday 6:00 a.m. – 10:00
p.m.

Monday – Friday N/A
Saturday 6:00 a.m. – 10:00
p.m.

Saturday N/A
Sunday 6:00 a.m. – 10:00
p.m.

Sunday N/A
Winn Room (Library)
City of Coronado Page 6
Attachment 1
Available Rental Hours Normal Hours of Operation
Monday – Thursday 9:30 a.m. – 9:00 p.m. Monday – Thursday 9:30 a.m. – 9:00 p.m.

Friday 9:30 a.m. – 6:00 p.m. Friday 9:30 a.m. – 6:00 p.m.

Saturday 10:00 a.m. – 6:00
p.m.

Sunday 1:00 p.m. – 5:00 p.m. Sunday 1:00 p.m. – 5:00 p.m.

Seating Capacity for Slightly Larger Musical Group Performance The table below represents the seating capacity of each room with a standard room layout as well as the seating capacity of events with up to about 10 musical performers.

Nautilus Room (Coronado Community Center)
Seating Capacity (standard) 446 Seating Capacity (5-10 musicians) 446 Grand Room (John D. Spreckels Center)
Seating Capacity (standard) 176 Seating Capacity (5-10 musicians) 130 Club Room (Boathouse)
Seating Capacity (standard) 75 Seating Capacity (5-10 musicians) N/A* Winn Room (Library)**
Seating Capacity (standard) 135 Seating Capacity (5-10 musicians) 90 *The Club Room would not be able to support a musical performance with 5-10 musicians. **The Winn Room’s seating plan for 135 includes 8’ clearance at the front. To accommodate 10 musicians with instruments, three rows of seating is removed, a total of 45 seats, reducing the capacity from 135 to 90. Typically, performance groups of this size are moved elsewhere (e.g.

Library Park, Library Lobby).

City of Coronado Page 7
April 24, 2024 Special Meeting Minutes Page 1 of 4

MINUTES OF THE

SPECIAL MEETING OF THE
City of Coronado
Winn Room Subcommittee
Held in the Council Chamber at:
1825 Strand Way
Coronado, California 92118
Wednesday, April 24, 2024
3:00 p.m. Special Meeting
Note: The order in which items appear in the minutes is not necessarily the order in which they were discussed in the meeting.

1. CALL TO ORDER/ROLL CALL
The Special Meeting of the Winn Room Subcommittee was called to order at 3:00 p.m. on Wednesday, April 24, 2024, in the City Council Chamber at City Hall with Chair Tanaka presiding.

A quorum of members was present to conduct a meeting by the following results:

Present: (2) Councilmember Downey; Subcommittee Chair
Tanaka

Absent: (0) None
Also Present: (6) City Manager/Agency Executive Director Tina Friend Director of Library Services Shaun Briley
Director of Recreation and Golf Services Tim Farmer
City Clerk/Agency Secretary Kelsea Holian

2. INVOCATION/PLEDGE OF ALLEGIANCE
Chair Tanaka led the Pledge of Allegiance.

3. MINUTES:

A motion to approve the minutes of the Special Meeting of March 20, 2024, with corrections was made by Councilmember Downey and seconded by Chair Tanaka.

The motion carried by the following results:

Yes: (2) Councilmember Downey; Chair Tanaka;
City of Coronado Page 8
April 24, 2024 Special Meeting Minutes Page 2 of 4

4. COMMUNICATIONS – ORAL: None.

5. WINN ROOM SUBCOMMITTEE:
5a. Winn Room Subcommittee Spring 2024 Workplan
Shaun Briley, Director of Library Services, and Tim Farmer, Director of Recreation and Golf Services, jointly presented the staff report utilizing PowerPoint.

Chair Tanaka highlighted that the City Council had asked staff to explore the possibility of using the John D. Spreckels Center Grand Room as is, and to evaluate the financial implications of any potential upgrades.

Councilmember Downey asked for more specificity regarding displacement of recreation program participants in the Subcommittee’s report to Council.

Councilmember Downey noted that even with the largest remodel, the City would likely require using the Coronado School of Arts (CoSA) venue for well-attended author events.

Mr. Briley explained that although events at CoSA have drawn over 500 attendees, a successful author event is around 200 attendees. If held in the Winn Room, such events would likely reach capacity, but would not necessarily lead to utilizing the CoSA venue.

City Manager Tina Friend asked Mr. Briley to detail the financial operations of author events. Mr. Briley elaborated that authors and publishers usually do not pay for venue use during book signings, and venues often vie to host popular authors.

Councilmember Downey noted concerns about a recent author event where a non-local bookstore handled book sales, inquiring whether local bookstores could be given priority.

Mr. Briley indicated that publishers prefer larger retailers over local options due to higher sales volumes elsewhere in the San Diego area.

Chair Tanaka noted the City’s preference for hosting public events at no cost but expressed concerns about external entities profiting from free room rentals. He suggested creating a policy to limit or prohibit sales at events utilizing the Winn Room, with exceptions for author events. Mr. Briley stated that the library already prohibits sales, except during author and music events.

Councilmember Downey highlighted issues with the Recreation and Golf Services reservation system, which does not automatically offer non-profit rates as the Winn Room reservation system does. Mr. Farmer explained that staff must manually verify eligibility to ensure the correct rates are applied, as the fee policy varies across seven rate classifications.

Discussion ensued regarding adding additional details in the report about the operating hours of facilities and their availability for events,
whether the Club Room booking hours were listed in the CivicRec reservation system, City of Coronado Page 9
April 24, 2024 Special Meeting Minutes Page 3 of 4
and requesting staff to investigate ways to improve the acoustics of the John D. Spreckels Center Grand Room without removing the room divider, and with minimal investment.

Dawn Richards provided comments regarding the seat capacity limitations on performers and availability of the Winn Room.

Marvin Heinze provided comments regarding a landing page for all City venues and enhancing utilization of the Coronado School of Arts (CoSA) venue.

Sharon Hall provided comments regarding availability limitations of the CoSA venue and City non-library venues for library events.

Carl Luna, President of Friends of the Library, provided comments regarding utilization of outside venues by the library and requested long term Memorandum of Understanding (MOUs) that would ensure availability of other venues.

Phil Garn, Coronado Island Film Festival, provided comments regarding the long-term investment of updating the Winn Room and limitations of the current audio/visual system.

Councilmember Downey asked for information on what internal venue uses are and how it affects the availability of rooms.

City Manager Friend noted that the next Subcommittee meeting will be held on May 16 discussing accessibility, acoustic properties, and environmental impact of expansion of the Winn Room, including relocation or replacement of trees.

Chair Tanaka noted that the maximum seating capacity can be reduced if a performer required a stage or large floor space for events and asked staff to investigate what a room capacity would look like with a modestly sized music performance.

City of Coronado Page 10
April 24, 2024 Special Meeting Minutes Page 4 of 4

13. ADJOURNMENT
Chair Tanaka adjourned the Special Meeting at 4:09 p.m.

Approved: May 16, 2024
__________________________
CASEY TANAKA, Chair of the
Winn Room Subcommittee
Attest:
____________________________
KELSEA HOLIAN, City Clerk of the
City of Coronado
City of Coronado Page 11

CITY COUNCIL WINN ROOM SUBCOMMITTEE STAFF REPORT
May 16, 2024 5a

WINN ROOM REMODEL AND LIBRARY PARK TREES
RECOMMENDATION:

Receive a report on trees potentially affected by the Winn Room Remodel concepts and analysis of options for replacement and transplant.

BACKGROUND:

At the City Council’s December 12, 2023 discussion of Winn Room remodel options, the Council requested additional information regarding the impact to nearby trees for each of the conceptual design options. The Winn Room Subcommittee requested information regarding options to replace or transplant any displaced trees, including costs.

ANALYSIS:

Of the four Winn Room remodel options, two were found to directly impact City trees to the point of extensive root mitigation and/or the need to completely remove the trees.

Trees must be given ample space for their canopies to spread and root system to absorb water.

The threshold for root mitigation, according to International Society of Arboriculture, is six times the diameter of the tree trunk. Staff researched replacement and transplant options for trees affected by the two Winn Room concepts.

Option Three, the “Internal Expansion” would require the removal and or transplant of one tree:

Tree 5, a Canary Island Pine. Removal or transplant would be necessary because this concept expands the Winn room to fill the existing gap between the two buildings in which the Pine resides.

City of Coronado Page 12
Option Four, the “Larger Expansion” would require the removal and or transplant of five trees: an Evergreen Coral, two New Zealand Christmas, a Canary Island Pine, and a Cajeput/Melaleuca tree. The proximity of the expansion would directly impact the nearby trees’ root system and encroach on their canopies.

All impacted trees were evaluated in August of 2021 and were rated as low risk and in fair to good health. The lean on Tree 4, the Cajeput/Melaleuca, does not make it an ideal transplant candidate and would be best to get replaced or substituted with a species from the Approved Street Tree List. Replacement would also be a better option for Tree 1, the Evergreen Coral, that has a history of losing branches.

Transplanting trees are only guaranteed at the first stage by the contractor, but the long-term survivability of the transplanted tree is based on ongoing maintenance by City staff. Maintenance and care encompass hand watering, providing nutrients, checking the guying system for stability, inspection for disease, monitoring during rain and heavy winds, Arborist evaluations for progress, and pest management. The prices in the Fiscal Impact section below are only to relocate the trees within proximate City property, which would include the Library and Spreckels Center property. Extra costs would incur if trees were to get transported to a different location. There are three vacant sites in front of the Spreckels Center, which can accommodate the transplanted trees. The remaining two trees would need a different location outside of the existing property to accommodate the large sized tree box.

Replacement of the five impacted trees would come in the size of a thirty-six inch to forty-eightinch box trees handpicked by City staff for quality and structural integrity. Replacements would be planted in three vacant tree sites in front of Spreckels Center near Orange Ave and or at a City City of Coronado Page 13
park where new trees could be given ample canopy space. The remaining two trees would need to be relocated to a different site and/or planted in the parkway on Sixth St and D Ave.

FISCAL IMPACT:

The replacement and transplant costs for each tree are detailed in the following table.

ESTIMATED REPLACEMENT COSTS (48 inch box)
Tree 1 – Evergreen Coral $19,500
Tree 2 - New Zealand Christmas $16,000
Tree 3 – New Zealand Christmas $16,000
Tree 4 – Cajeput / Melaleuca $12,500
Tree 5 – Canary Island Pine $16,000
Irrigation and Sod repairs $500
Total Estimated Replacement Cost $80,500

ESTIMATED TRANSPLANT COST
Tree 1 – Evergreen Coral $30,000
Tree 2 – New Zealand Christmas $17,000
Tree 3 – New Zealand Christmas $20,000
Tree 4 – Cajeput / Melaleuca $6,500
Tree 5 – Canary Island Pine $30,000
Maintenance and Care Cost (4 years) $47,000
Irrigation and Sod repairs $1,200
Total Estimated Transplant and Maintenance Cost $151,700 Remodel Option 4, the Larger Expansion, would cost $80,500 to $151,700 to replace or transplant the five affected trees including maintenance, care, irrigation, and sod repair costs.

Remodel Option 3, the Internal Expansion, would cost $16,000 to $30,000 to replace or transplant one affected tree, plus approximately $500 to $9,640 in maintenance, care, irrigation and sod repair costs.

ALTERNATIVE:

The Council may request additional research.

CALIFORNIA ENVIRONMENTAL QUALITY ACT:

Not Applicable
PUBLIC NOTICE:

No notice required.

ATTACHMENTS:

1. Concepts 3 “Internal Expansion” and 4 “Larger Expansion” Design and Park Overlays Submitted By: Public Services and Engineering Department / Arturo Valdivia City of Coronado Page 14
1 Option 3 “Internal Expansion”
1 tree affected
Option 4 “Larger Expansion”
5 trees affected
Winn Room
Remodel
Options with
Tree Impacts
Attachment 1
City of Coronado Page 15
• WINN ROOM DIMENSIONS: 47’-4” x 49’-9” (at widest points) • SEATING AREA: 2,316 Square Feet (SF) • STAGGERED SEATS: 180 SEAT DIMENSION: 20’1/8” WIDE x 22-3/8” DEEP
19-3/4” CODE MIN. BETWEEN SEATS
NO CENTER AISLE; 20 seats per row
• CEILING HEIGHT: 13’-8”
• SCREEN DIMENSIONS: 7’ X 12’ • OPTIMAL/MARGINAL/NOT RECOMMENDED SEATS: 155 / 25 / 0 VISIBILITY STAGGERED SEATS:  95% OF SCREEN HEIGHT VISIBLE FROM BACK ROW OPTION 3: WINN ROOM INTERNAL EXPANSION
Attachment 1
City of Coronado Page 16
OPTION 3
Attachment 1
City of Coronado Page 17
Design Option 3: Overlay New Plan Diagram on Existing Winn Room Attachment 1
City of Coronado Page 18
PARK IMPACT DESIGN OPTION 3
Attachment 1
City of Coronado Page 19
OPTION 4: WINN ROOM LARGER EXPANSION
• WINN ROOM DIMENSIONS: 50’-1” x 62’-7” (at widest points) • SEATING AREA: 2,931 Square Feet (SF) • STAGGERED SEATS: 208 SEAT DIMENSION: 20-1/8” WIDE x 22-3/8” DEEP
18” BETWEEN SEATS
• CENTER AISLE improves circulation;
7 to 16 seats per row
• CEILING HEIGHT: Varies from 20’-0” to 13’-8”
• SCREEN DIMENSIONS: 9’ X 16’ • OPTIMAL/MARGINAL/NOT RECOMMENDED SEATS: 182 / 26 / 0 VISIBILITY STAGGERED SEATS:  100% OF SCREEN HEIGHT VISIBLE FROM BACK ROW Attachment 1
City of Coronado Page 20
OPTION 4
Attachment 1
City of Coronado Page 21
OPTION 4
Attachment 1
City of Coronado Page 22
Design Option 4: Overlay New Plan Diagram Over Existing Winn Room Attachment 1
City of Coronado Page 23
PARK IMPACT DESIGN OPTION 4: WINN ROOM LARGER EXPANSION Attachment 1
City of Coronado Page 24

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WINN ROOM SUBCOMMITTEE STAFF REPORT
May 16, 2024 5b

WINN ROOM REMODEL ACCESSIBILITY CONSIDERATIONS
RECOMMENDATION:

Receive report regarding accessibility considerations with the Winn Room, including audio/visual support.

BACKGROUND:

On December 12, 2023, the City Council held a Special City Council meeting on the Winn Room Renovation Project. After review, public comment, and discussion, the Council requested additional information regarding the accessibility requirements for each of the conceptual design options.

ANALYSIS:

At the December 12, 2023 City Council meeting, City staff provided concept plans and visual representations of four potential design solutions for the Winn Room. In addition, an alternative option focusing solely on upgrading the audio-visual setup at the John D. Spreckels Center (JDSC) was presented.

The City of Coronado maintains a strong commitment and history of providing accessible services to the community and the public. To ensure compliance, all design options will conform to the provisions described in the current adopted editions of the California Building Code (CBC) applicable to state and local governments as well as the prevailing 2010 American with Disabilities Act (ADA) federal civil rights law. In the event of conflicting requirements, the most stringent policy will be applied.

Staff researched the accessibility requirements classified under “alterations” according to the CBC and ADA for Options 1 and 2 while Options 3 and 4 were assessed under the scope of “new addition construction.”
Attachment 1 describes the accessibility obligations for each design option.

The City Council was also interested in audio/visual accessibility support. The City maintains portable audio systems for attendees with hearing impairment, which would be available for any of the remodel options. Sightlines to screens, in consideration of access to subtitle or close captioning text, was a major consideration in evaluation of the remodel options. All but Option 1 resulted in much improved screen visibility, as measured from the back row:
▪ Option 1: 35% of screen height visible from back row
▪ Option 2: 90% of screen height visible from back row
▪ Option 3: 95% of screen height visible from back row
▪ Option 4: 100% of screen height visible from back row City of Coronado Page 25
FISCAL IMPACT:

The Barrie & Company, Inc., prepared a preliminary construction budget in October 2023 inclusive of accessibility considerations using the following assumptions. For Options 1 and 2, encompassing interior renovations exclusively, the budget included all accessible elements from the primary entrance to the area of alteration, Winn Room assembly space. This includes the entry/exit door, restrooms, drinking fountain (already compliant), fire alarm, and signs. All exterior work and broader accessibility improvements for the entire library were excluded. At the discretion of the Building Official, the City might be mandated to undertake additional access compliance scope (exterior work) up to 20% of the adjusted alteration cost as identified in Attachment 1. For Options 3 and 4 involving the expansion of the current building as an addition, the budget included full compliance with accessibility standards for the primary path of travel. This encompasses work from accessible parking spaces or public right of way to the area of alteration.

ALTERNATIVE:

The Council may request additional research.

CALIFORNIA ENVIRONMENTAL QUALITY ACT:

Not Applicable
PUBLIC NOTICE:

No notice required.

ATTACHMENTS:

1. Accessibility Summary Table
Submitted By: Public Services and Engineering Department / Jackie Lu City of Coronado Page 26
ACCESSIBILITY SUMMARY Attachment 1
OPTION 1 OPTION 2 OPTION 3 OPTION 4 Alternate
WR Existing Option
WR Elevated
Ceiling WR Internal WR Larger
JDSC Grand
Rm
Interior
Upgrade
+ Option 1 Expansion Expansion AV Upgrade
Priority Priority 1: 2: Approach Access & Entry Yes* Yes* Yes Yes Yes* to Goods & Services (Assembly Area &
Seating) Yes* Yes* Yes Yes Yes*
Priority 3: Toilet Rooms - At
least 1 each wheelchair
accessible toilet compartment,
urinal, lavatory, mirror,
accessories
Yes* Yes* Yes Yes Yes*
Priority 4: Additional Access
(Drinking Fountain, Phones,
Signs, Fire Alarm…)
Yes*, but signs
require adding
braille
Yes* but signs
require adding
braille Yes Yes Yes*
Assistive Listening
Requirements CBC 11B-219 Yes Yes Yes Yes Yes*
¨ Req'd in Assembly Areas,
Conference, and Meeting Rms Yes Yes Yes Yes Yes*
¨ Minimum No.of Receivers =
4% of the total number of
seats but in no case < 2 .04 x 135 = 5 .04 x 135 = 5 .04 x 180 = 7 .04 x 208 = 8 Existing TBD
.04 x 171 = 7
¨ 25% Min. Receivers
provided but not < 2 shall be
hearing aid compatible.
.25 x 5 = 1.25 so
2 .25 x 5 = 1.25 so
2 .25 x 7 = 1.75 so
2 .25 x 8 = 2
Existing TBD
.25 x 7 = 1.75 so
2 ¨ CBC 11B-706 specific
device requirements i.e.sound
pressure levels, signal to noise
ratio, peak clicking level,… Yes Yes Yes Yes Existing TBD Visual Impairment: Signs
w/braille, contrasting color,
matte finish, pictograms…
Yes*, but some
signs will require
braille
Yes*, but some
signs will require
braille Yes Yes Yes*
Disproportionality:

CBC 11B-202.4 Exception 8.

Alterations to provide
accessible path of travel to the
altered area will be deemed
disproportionate when the cost
exceeds 20% of the alteration
cost to the primary function
area.

May require
improvements
up to 20% of the
adjusted
construction
cost, $405,700.

But ultimately, it
will be at the
discretion of
Bldg Official.

May require
improvements
up to 20% of the
adjusted
construction
cost, $534,200.

But ultimately, it
will be at
discretion of
Bldg Official.

Not Applicable
Full Compliance
Required
Not Applicable
Full Compliance
Required
Not Applicable
Equipment
Installation:

Electrical Permit
Only
* Existing
City of Coronado Page 27

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WINN ROOM SUBCOMMITTEE STAFF REPORT
May 16, 2024 5c

WINN ROOM REMODEL ACOUSTIC PROPERTIES
RECOMMENDATION:

Receive report regarding the acoustical properties of Winn Room renovation options.

BACKGROUND:

On December 12, 2023, the City Council held a Special City Council meeting on the Winn Room Renovation Project. City staff provided concept plans and visual representations of four potential design solutions for the Library Winn Room which included general acoustic information from a study prepared by an acoustical consultant from the firm, Salas O’Brien. The study is provided as Attachment 1. After review, public comment, and discussion, the City Council requested additional information regarding the possible acoustic treatments available for each of the conceptual design options, including the acoustical properties of the JDSC Grand Room and the expenses associated with the removal of the room divider header.

This report addresses these queries in furtherance of the Winn Room Subcommittee’s Spring 2024 Workplan.

ANALYSIS:

The design goal as described by the City’s acoustical engineering consultant, Salas O’Brien, 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, the report emphasizes the importance of controlling the acoustic energy in the room using sound absorption materials to achieve a balance between preventing excessive reverberation (echoes) and avoiding an overly dry or dead acoustic environment.

The acoustical consultant ranked each of the four design solutions in descending order from best to least favorable as follows:

Option 4: Larger Expansion
Option 3: Internal Expansion
Option 2: Interior Upgrades and elevate ceiling
Option 1: Interior Upgrades
The ranking above reflects the inclusion of acoustical treatments to the walls and ceilings of each room concept. Attachment 2 summarizes the acoustics ranking of each option and details the recommended sound attenuation measures for the walls, ceiling and floors, from acoustic drapes and panels to sound insulation systems.

It is important to note that Options 1-4 and the JDSC room alternative contemplates small to intermediate sized musical groups. Given the core architecture of the Winn Room and Grand Room that will not be changed under any remodel Option, larger musical performances would not be acoustically suitable for these spaces.

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3 8
8 6
FISCAL IMPACT:

A cost estimator, Barrie & Company, Inc., provided a preliminary construction budget in October 2023 for the acoustic enhancements that range from approximately $130,000 to $160,000 for Options 1 through 4 and the JDSC Grand Room. The estimates are based upon the information provided in the table in Attachment 2.

ALTERNATIVE:

The Subcommittee may request additional research.

CALIFORNIA ENVIRONMENTAL QUALITY ACT:

Not Applicable.

PUBLIC NOTICE:

No notice required.

ATTACHMENTS:

1. Projection Screen and Acoustics Evaluation by Salas O’Brien dated November 20, 2023

2. Acoustics Summary Table
Submitted By: Public Services and Engineering Department / Jackie Lu City of Coronado Page 29
Winn Room salasobrien.com
Projection Screen &
Acoustics Evaluation

WINN ROOM, CORONADO, CA
UPDATE NOVEMBER 20, 2023

INTRODUCTION
The City of Coronado is considering five different options for the remodel or renovation of the Winn Room. The purpose of this report is to provide analysis and comparison between the different options with regard to acoustics and projection screens. The scope of this report is to provide the following information:

Acoustic recommendations for each of the 5 current room configuration options to determine the materials, quantities and costs involved in order to make a comparison.

Sightline studies and screen sizing analysis for each of the 5 current room options.

This version of the report has been modified from previous versions in that the option numbers and descriptions have changed. The new options are listed in order of overall project cost with #1 being the least expensive and option #4 being the most expensive.

ACOUSTICAL CONSIDERATIONS AND EVALUATION
The Winn Room is planned for presentations, speaking engagements, and a wide range of music performance styles that fall into two primary categories. The first performance style would be music that is played through a PA system such as high-quality musical events of various genres. This style would rely on the sound system to provide sound coverage to the seats. However, poor room acoustics (which are typically caused by excessive reverberation and reflections) will reduce the sound quality, even with a good system. The other type of performance would not use a PA system to reinforce the sound. This could be a small instrumental ensemble, a vocal choir, medium size orchestra, local community or school orchestra or concert band, or other similar un-amplified performance.

The biggest challenge with any of these types of performances is that music will produce a relatively high level of acoustic energy that needs to be controlled or managed. Because all the options for this Attachment 1
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Winn Room | salasobrien.com 2
room are small when compared to a typical music venue, sound will tend to be loud in this space. In general, the larger the physical volume of the room, the better it can help manage that acoustic energy.

The design goal for this room would be 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. From a music performance standpoint, it will be important to control the acoustic energy in the room with some sound absorption without making the room too acoustically dry or dead.

Option #1: Winn Room Interior Upgrade within the Existing Footprint. This option is the basis from which each other option will be evaluated. This option is the smallest in terms of acoustic volume (ceiling height) and, because of this attribute, will be the most difficult. This option would ideally have some amount of sound absorption on the walls and ceiling to control reflections and reverberation.

However, this option is mostly windows that will reflect sound.

When looking at this option, most of the walls are glass or have doors in the walls. As such, there are no practical opportunities to provide sound absorption panels on the walls. For the ceiling, we would recommend some amount of sound absorption if possible. We recommend, at a minimum, an acoustical tile ceiling with high NRC (Noise Reduction Coefficient) ceiling panels.

Option #2: Winn Room Interior Upgrades and Elevate Ceiling. This design option will have an increased volume (higher ceiling) and therefore a slight increase in the amount of reverberation in the space in addition to the larger acoustic volume. Windows are larger so there will be more reflections.

This larger volume room will provide improved acoustics for some music performances but will come with some challenges. As with option #1, the small footprint of the room will significantly limit the size of the performance group.

Most of the walls are glass or have doors in the walls. However, because of the raised ceiling height, there will be drywall finished walls along the left side of the room above the doors where a strip of 4’x4’ acoustical panels can be installed. We recommend a total of 10 panels creating a 40’ long band of 160 sf of 2” thick fabric wrapped sound absorbing panels be installed on this wall.

Approximate materials only cost (not including installation labor) for this option would be $5,000.

For the ceiling in this space, we recommend a minimum of high NRC acoustical tile. A step up from acoustic tile could include a ceiling cloud system, a perforated metal or wood slat ceiling system with sound absorption above the perforated metal or slats.

Option #3: Winn Room Internal Expansion: This design option is another large room that will require additional sound absorption materials to control reverberation and reflections. Of the 5 options, this one is the second-best option due to the room size although the footprint size and ceiling height is not quite as high as option #4.

Attachment 1
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Winn Room | salasobrien.com 3
Approximate materials only cost (not including installation labor) for this option would be $5,000.

Option #4: Winn Room Larger Expansion. This design option is a much larger room with much higher ceilings and a greater amount of glass. This room will be the most reverberant of all options but can still perform well (acoustically) as long as sound absorption products are designed in conjunction with the architecture and installed in the ceiling and on the walls. The higher ceiling and windows will make the room feel open and should work the best of all options for acoustic performance such as a string or wind ensemble, or vocal group.

Due to the large number of windows on the right side and rear walls, it appears that only the left wall is an option for sound absorption panels. The drywall wall surfaces could provide up to approximately 384 square feet of acoustical panels that can be installed on the left side wall.

Approximate materials only cost (not including installation labor and materials) for this option would be $11,000. For the ceiling in this space, we would recommend a minimum of high NRC acoustical tile. A step up from acoustic tile could include a ceiling cloud system, a perforated metal or wood slat ceiling system with sound absorption above the perforated metal or slats.

Option Alternate: John D. Spreckels Center (JDSC) Grand Room Audio Visual Upgrades. This option has a slightly larger footprint (with a much higher ceiling) and will require a similar approach to installing sound absorption to control reverberation and reflections. Because this room is larger, it will require more sound absorption. The obstruction of the room dividing wall header that splits the room into two spaces will make this space extremely problematic for any type of acoustical music performance. Because of this item, this is the worst room of the 5 options.

When looking at this option, there appears to be a mixture of drywall walls and glass. The drywall wall surfaces could provide up to approximately 544 square feet of acoustical panels that can be installed on the side walls (128 sf each side) and 288 sf on the back wall. Approximate materials only cost (not including installation labor) for this option would be $15,000. For the ceiling in this space, we would recommend a minimum of high NRC acoustical tile. A step up from acoustic tile could include a ceiling cloud system, a perforated metal or wood slat ceiling system with sound absorption above the perforated metal or slats.

The following is a subjective rating for each of the rooms in their current designs, considering their acoustical performance on a scale of 1 to 5, with 5 being the ideal is:
• Option #4 – Larger Expansion: 4
• Option #3 – Internal Expansion: 3
• Option #2 – Elevate Ceiling: 3
• Option #1 – Interior Upgrades: 2
• Alternate Option – Grand Room AV Upgrades: 1
Attachment 1
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Winn Room | salasobrien.com 4

PROJECTION OR LED SCREEN SIZE COMPARISON AND EVALUATION Display Type
For a room that is intended to support a wide variety of community type functions, there are generally two types of video screens that can be used for video support of functions in the room. Those two types are Front Projection and Direct View LED. The aspects and pros/cons of each of these video display formats are as follows:
• Front Projection
• Uses a video projector, generally mounted from the ceiling or in the back of the room, and a fixed or motorized roll-down fabric screen material. • Provides very poor contrast when there is any ambient light from either exterior windows or interior lighting. The front projection screen cannot discriminate between ambient light and light from the projector, so all light is reflected off the screen. The best contrast attainable (image black color) is when the projector is turned off and any ambient light is on the screen. Front projection is generally used in environments where light can be highly controlled (such as a movie theater). • The projector that is mounted from the ceiling or on the back wall will typically have a noisy fan and may be disruptive.
• Depending on screen mounting height and projector location, someone could walk across the stage and shadow the image on the screen. Front projection is not conducive for use as a backdrop.
• Depending on projector brightness, lens configuration and resolution, the projector/screen combination is generally lower cost than direct view LED. • Direct View LED
• Uses a grid of LED panels mounted from the floor, attached to the front wall or suspended from structure.
• Viewing distances determine the optimum pixel pitch (distance between LED image pixels). For this application, a 2.5mm (or smaller) pixel pitch is recommended. • Provides rich colors and high light output, even in high ambient lighting conditions. • Provides excellent image contrast.
• Uses more power and generates more heat than front projection. • Is generally more expensive than front projection, as much as 2-3 times the cost.

Given the different room design options, all with extensive glass (and ambient light), direct view LED is the preferred display technology.

The following list of approximate sell pricing can be used as a budget for equipment only, not including infrastructure, installation labor, materials, tax, etc.

Attachment 1
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Winn Room | salasobrien.com 5
• 7’x12’ Projection – Approximately $30k (Options 1,2,3, Alternate) • 9’x16’ Projection – Approximately $35k (Option 4)
• 7’x12’ LED – Approximately $60k (Options 1,2,3, Alternate) • ‘9x16’ LED – Approximately $100k (Option 4)
Aspect ratio
There are many different screen formats used depending on what type of content is going to be displayed most often. For the majority of uses, a standard 16:9 High Definition aspect ratio is the most common for the majority of content that will be displayed. It is the standard aspect ratio for virtually all TVs that are produced today. Another format is 16:10 which conforms more closely to an earlier standard computer video graphics card and display resolution, but is not as common as HD. Also, there are various types of cinema formats, the most common of which is 2.35:1 but these screen aspect ratios are rarely used outside of movie theaters or other specialized video format functions. For the purpose of this comparison, a 16:9 aspect ratio will be used.

Screen Size
Optimum screen size is a function of many factors, most notable of which are the viewing distances and the nature of the content to be displayed. For example, viewing spreadsheets or small text PowerPoint presentations generally require larger screen size and higher resolution than full motion video.

For the purpose of this study, the standard viewing design criteria that is used is to have the screen image height be no less than 1/6 the distance to the furthest viewing seat. The following screen sizes for each room option will be used:

Furthest Optimal Screen
Option Viewer Size (rounded)
#1 40 7x12
#2 40 7x12
#3 41 7x12
#4 56 9x16
Alternate 41 7x12
Mounting Height
The mounting height of a screen is dependent on the information displayed and how much of the screen needs to be viewable to the worst seats. A screen mounted higher on the wall will provide better viewing for the seats in the rear of the room that has flat floor seating.

The main reason to mount a screen lower on the wall is if it is to be used as a scenic backdrop for activities on the stage. However, because of the flat floor seating and multiple uses for this room, a higher mounted screen will be the basis of the design for this evaluation.

Attachment 1
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Winn Room | salasobrien.com 6
When looking at the screen from the back row of each room option, a significant portion of the lower part of the screen might be obstructed for viewers unless the screen is raised. As such, our recommendation is to mount the screen sufficiently high to provide adequate viewing for all seats.

Evaluation
The following descriptions assume the screen sizes per the chart above.

Option #1: to provide the optimum screen size for the viewing distance, this option would require the bottom of the screen to be mounted 3’ above the floor due to the ceiling height. This would result in very poor visibility to most of the screen image. Approximately 65% of the screen image will be blocked from viewing from the rear row. The alternative would be to put in a smaller screen which would reduce the image size and result in poor viewing of the screen image from the back of the room.

Option #2: to provide the optimum screen size for the viewing distance, this option would require the bottom of the screen to be mounted 6’ above the floor. This would result in good image visibility to most of the screen image from all seats and allow a presenter to walk across the front of the room without obstructing the screen.

Attachment 1
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Winn Room | salasobrien.com 7
Option #3: to provide the optimum screen size for the viewing distance, this option would require the bottom of the screen to be mounted 6’ above the floor. This would result in good image visibility to the majority of the screen image from all seats and allow a presenter to walk across the front of the room without obstructing the screen.

Option #4: to provide the optimum screen size for the viewing distance, this option would require the bottom of the screen to be mounted 6’ above the floor. This would result in good image visibility to the majority of the screen image from all seats and allow a presenter to walk across the front of the room without obstructing the screen. The further viewing distance of this room would require a 9’x16’ screen for good viewing from the furthest seat because of the longer viewing distance.

Attachment 1
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Winn Room | salasobrien.com 8
Option Alternate: to provide the optimum screen size for the viewing distance, this option would require the bottom of the screen to be mounted 6’ above the floor. This would result in good image visibility to the majority of the screen image from all seats and allow a presenter to walk across the front of the room without obstructing the screen.

An adequate viewing experience can be achieved when using Direct View LED (instead of projection) on any of the options #2-#4. Due to the low ceiling height and extremely poor viewing of Option #1, this room design option is not recommended.

The main drawback of Option Alternate is the presence of the glass wall header in the middle of the room which negatively impacts the room's functionality. Removing this element would significantly improve the room's suitability for various purposes but would eliminate the ability to split the one large room into two smaller rooms.

SUBJECTIVE EVALUATION OF THE WINN ROOM OPTIONS
A subjective rating for each of the rooms in their current designs, considering their suitability for meetings or small musical performances on a scale of 1 to 5, with 5 being the ideal is:
• Option #4 – Larger Expansion: 4
• Option #3 – Internal Expansion: 3
• Option #2 – Elevate Ceiling: 3
• Option #1 – Interior Upgrades: 2
• Alternate Option – Grand Room AV Upgrades: 1
Attachment 1
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Winn Room | salasobrien.com 9

EVALUATION OF CINEMA USES FOR THE WINN ROOM
The following is an evaluation of the attributes of a Cinema Movie Theater when compared to the various Winn Room design options for the uses of cinema presentations:

Attribute Cinema Winn Room Options
Screen Fills the entire front width of the
room
Covers half of the front width of the
room
Sightlines Stadium seating for optimal viewing Flat floor with obstructed viewing Ambient
Light
No ambient light Ambient light from windows
Acoustics Completely absorptive room Minimal sound absorption The Winn Room is more suitable for live presentations to a group and interactive functions and gatherings compared to cinema. The primary issue is the screen size, as the architecture and budget constraints limit its size.

OTHER CONSIDERATIONS
In addition to the acoustics of the space and screen size and image type, there are additional considerations that will need to be addressed once a design option is selected. A partial list of these items include:

Stage lighting positions for front and back light
Lighting control of both stage and house lighting
Sound control (mixing console) equipment and operator location and accommodation Stage storage, if a portable stage is used
ADA access to the stage
Structural and architectural accommodation for the video screen and speaker systems Space, infrastructure, power, and cooling requirements for AV equipment All of these items will need to be addressed during the design phase of the project. -END OF REPORTAttachment 1
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ACOUSTIC PROPERTIES SUMMARY Attachment 2
OPTION 1 OPTION 2 OPTION 3 OPTION 4 Alternate Option
WR Existing

Ceiling WR Internal WR Larger JDSC Grand Rm
Interior Upgrade + Option 1 Expansion Expansion AV Upgrade Acoustics Ranking by Consultant
1 least favorable to 5 best 2 3 3 4 1
Walls
♦Acoustic Panels
.75 to .95 NRC rating
None since all walls
have windows or
door openings
10 - 4'x4' panels
160 SF 40 ft long
2" thick
10 - 4'x4' panels
160 SF 40 ft long
2" thick
Panel size varies
384 SF
(west side wall only)
544 SF
(128 SF each side +
288 SF back wall)
♦Acoustic Drapes
(assumes full height)
.70 to .95 NRC ratng 2440 SF 3360 SF 3980 SF 4250 SF 5300 SF ♦Motorized Double Blackout
Shades:one side blackout
& other side solar, .6 NRC rating 1116 SF 1414 SF 1200 SF 1000 SF 2300 SF Ceiling
♦High NRC Acoustic Ceiling Tile
.80 to .95 NRC rating 1680 SF 1680 SF 2320 SF 2931 SF Not Applicable ♦Ceiling Clouds
NRC varies depending upon
configuration 24 EA 32 EA 25 EA 32 EA 12 EA
♦Perforated Metal or
Wood Slat System & sound
insulation above
.75 to .95 NRC rating 1680 SF 1680 SF 2320 SF 2931 SF
1966 SF
Existing linear wood
panelized system
Floor
Luxury Vinyl Tile (LVT)
.03 to.05 NRC rating 1680 SF 1680 SF 2320 SF 2931 SF 1966 SF Existing * Budget Options 1 thru 4 ranges between $130k to $160k (Barrie & Co. October 26, 2023 cost estimate).

JDSC budget is approximately $160k including removing the divider header.

Range difference is minimal relative to overall project cost City of Coronado Page 39

Coronado City CouncilMay 16, 2024

Coronado City Council
May 16, 2024