Agenda packet — Coronado City Council, August 20, 2024

AMENDED AUGUST 16, 2024 8:00 AM
A G E N D A
CITY OF CORONADO CITY COUNCIL/
THE CITY OF CORONADO ACTING AS THE SUCCESSOR AGENCY TO THE COMMUNITY DEVELOPMENT AGENCY OF THE CITY OF CORONADO
Tuesday, August 20, 2024
Coronado City Hall Council Chamber
1825 Strand Way
Coronado, California 92118
CLOSED SESSION SPECIAL MEETING – 2:45 P.M.

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.

CLOSED SESSION SPECIAL MEETING – 2:45 P.M.

1. CALL TO ORDER/ROLL CALL

2. ANNOUNCEMENT OF CLOSED SESSION

3. CONFERENCE WITH LABOR NEGOTIATORS
Pursuant to Government Code section 54957.6
a. Labor Negotiations
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CLOSED SESSION SPECIAL MEETING – 2:45 P.M.

1. CALL TO ORDER/ROLL CALL

2. ANNOUNCEMENT OF CLOSED SESSION

3. CONFERENCE WITH LABOR NEGOTIATORS
Pursuant to Government Code section 54957.6
a. Labor Negotiations
Agency Designated Representative: Tina Friend, City Manager Employee Organization(s): SelfRepresented and Executive Management Employees; The American Federation of State, County, and Municipal Employees (AFSCME), Local 127; Coronado Firefighters Association (CFA); and Coronado Police Officers Association (CPOA)

4. CONFERENCE WITH LEGAL COUNSEL – ANTICIPATED LITIGATION Pursuant to Government Code section 54956.9(d)(2)
a. Two (2) of Potential Case(s)

5. COMMUNICATIONS ORAL:

Each person wishing to speak before the City Council on only matters listed on this agenda shall approach the City Council, 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 via Zoom 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.

6. ADJOURN TO CLOSED SESSION
RECONVENE AND ANNOUNCE ACTION
REGULAR MEETING – 4:00 P.M.

1. CALL TO ORDER / ROLL CALL

2. INVOCATION AND PLEDGE OF ALLEGIANCE

3. MINUTES OF CITY COUNCIL/SUCCESSOR AGENCY:
a. Approval of the Minutes of the Regular Meeting of July 16, 2024

4. CEREMONIAL PRESENTATIONS

5. CONSENT CALENDAR:

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4. CEREMONIAL PRESENTATIONS

5. 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. APPROVAL OF READING BY TITLE AND WAIVER OF READING IN FULL OF ORDINANCES ON THIS AGENDA
Recommendation: Approve the reading by title and waive the reading in full of all Ordinances on the agenda.
b. REVIEW AND APPROVE THAT THE WARRANTS, AS CERTIFIED BY THE CITY/AGENCY TREASURER, ARE ALL CORRECT, JUST, AND CONFORM TO THE APPROVED BUDGET FOR FISCAL YEAR 202425
Recommendation: Approve the Warrants as certified by the City/Agency Treasurer. c. AUTHORIZE THE CITY MANAGER TO EXECUTE A COOPERATIVE
PURCHASING SERVICE AGREEMENT WITH MANSFIELD OIL COMPANY OF GAINSVILLE, INC. FOR FUEL DELIVERY WITH RELATED SERVICES FOR A FIVEYEAR TERM
Recommendation: In accordance with Coronado Municipal Code (CMC) Section

8.04.070 A (3), award and authorize the City Manager to execute a cooperative purchasing service agreement with Mansfield Oil Company of Gainesville, Inc., for a fiveyear term for asneeded fuel delivery services.
d. DESIGNATION OF VOTING DELEGATE AT THE LEAGUE OF CALIFORNIA CITIES ANNUAL BUSINESS MEETING
Recommendation: Appoint City Manager Friend as the voting delegate for the League of California Cities Annual Business Meeting on October 18, 2024, in Long Beach and Assistant City Manager Winney as the voting alternate. e. REVIEW AND ACCEPT THE 2020, 2021, AND 2022 ANNUAL TRAFFIC

REPORTS
Recommendation: Review and accept the 2020, 2021, and 2022 Annual Traffic Reports; direct staff to complete the annual report for 2023 in coordination with the Mobility Commission, analyzing collision data by neighborhood, if feasible. f. AWARD AND AUTHORIZE A CONTRACT, APPROVE PROJECT
CONTINGENCY, CHANGE ORDERS AND ADDITIONAL BUDGET
APPROPRATION FOR THE STREET PREVENTATIVE MAINTENANCE
Recommendation: Award and authorize the City Manager to execute a contract with Engineering Construction Company, Inc. in a form approved by the City Attorney in the amount of $789,998 for construction of the Street Preventive Maintenance (Fiscal Year 202324 Annual Program) project; approve a 15% project contingency of $118,499.70; amend the FY 202425 Budget and appropriate an additional $348,047.70 for expenditure from the Highway User Tax Account (HUTA) Funds; authorize the City Manager to execute change orders within the project budget; and, find that the project is categorically exempt from environmental review under Class 1 of the state CEQA Guidelines section 15301, Existing Facilities (14 CCR 15301). g. AUTHORIZE CONTRACT, BUDGET APPROPRIATION AND LOAN
AGREEMENT FOR INSTALLATION OF FEAST AND FAREWAY HEATERS Recommendation: Award and authorize the City Manager to execute a construction contract in a form approved by the City Attorney with American Wiring, Inc., for the Feast and Fareway Outdoor Heaters project in an amount not to exceed $89,583; appropriate an additional $58,556 from Capital Fund 400; approve a total project budget of $108,556; authorize the City Manager to execute a loan agreement with FeastandFareaLLCithasecredpromissornoteinanamontpto
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of $118,499.70; amend the FY 202425 Budget and appropriate an additional $348,047.70 for expenditure from the Highway User Tax Account (HUTA) Funds; authorize the City Manager to execute change orders within the project budget; and, find that the project is categorically exempt from environmental review under Class 1 of the state CEQA Guidelines section 15301, Existing Facilities (14 CCR 15301). g. AUTHORIZE CONTRACT, BUDGET APPROPRIATION AND LOAN
AGREEMENT FOR INSTALLATION OF FEAST AND FAREWAY HEATERS Recommendation: Award and authorize the City Manager to execute a construction contract in a form approved by the City Attorney with American Wiring, Inc., for the Feast and Fareway Outdoor Heaters project in an amount not to exceed $89,583; appropriate an additional $58,556 from Capital Fund 400; approve a total project budget of $108,556; authorize the City Manager to execute a loan agreement with Feast and Fareway, LLC with a secured promissory note in an amount up to $33,556 to be repaid within three years; and find the project categorically exempt from the California Environmental Quality Act (CEQA) under Class 1 of the CEQA Guidelines (14 CCR 15301, Existing Facilities).
h. SECOND READING AND ADOPTION OF AN ORDINANCE AMENDING SECTIONS 86.34.030 (C) AND 86.42.050 (F) OF THE CORONADO MUNICIPAL CODE AND CHAPTER V SECTION B.8.5 OF THE ORANGE AVENUE
CORRIDOR SPECIFIC PLAN
Recommendation: Conduct the second reading and adopt Ordinance No. 202408 “An Ordinance of the City Council of the City of Coronado, California Amending Portions of the Coronado Municipal Code and the City’s Local Coastal Program Related to the Sixth Cycle Housing Element Update”.
i. AMENDMENTS TO FISCAL YEAR 202425 PERSONNEL AND
COMPENSATION PLAN INCORPORATING COMPENSATION ADJUSTMENTS AND CLARIFYING PUBLIC SAFETY UNIFORM ALLOWANCE AND
EDUCATIONAL INCENTIVESADOPTION OF “A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CORONADO, CALIFORNIA, AMENDING ITS FISCAL YEAR 202425 PERSONNEL AUTHORIZATION AND COMPENSATION PLAN TO INCORPORATE COMPENSATION AND BENEFIT CHANGES”
Recommendation: Adopt resolutions amending the Fiscal Year 202425 Personnel Authorization and Compensation Plan to incorporate changes in compensation and benefits, and to clarify the annual uniform allowance and educational incentive special compensation for selfrepresented public safety employees. j. REGIONAL REALIGNMENT RESPONSE GROUP FUNDS
Recommendation: Adopt “A Resolution of the City Council of the City of Coronado, California, authorizing the receipt and appropriation of 2024 Regional Realignment Response Group Funds in the amount of $5,000 provided by the Community Corrections Partnership (CCP) through the County of San Diego Sheriff’s Department.“

6. COMMUNICATIONS ORAL:

Each person wishing to speak before the City Council on matters not listed on this agenda shall approach the City Council, 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.

7. CITY MANAGER/EXECUTIVE DIRECTOR:
a. Update on Council Directed Actions and Citizen Inquiries. (Informational Item)
8PUBLICHEARINGS
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Each person wishing to speak before the City Council on matters not listed on this agenda shall approach the City Council, 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.

7. CITY MANAGER/EXECUTIVE DIRECTOR:
a. Update on Council Directed Actions and Citizen Inquiries. (Informational Item)

8. PUBLIC HEARINGS:
a. PUBLIC HEARING: CONSIDERATION OF ENVIRONMENTAL INITIAL STUDY AND REQUEST FOR AUTHORIZATION TO PROCEED WITH PREPARING A MITIGATED NEGATIVE DECLARATION FOR THE CHABAD OF CORONADO

PROJECT
Recommendation: Review the Initial Study and determine that the project description is complete, that the project would not have a potentially significant effect with proposed mitigation, and direct staff to prepare a Mitigated Negative Declaration in accordance with the California Environmental Quality Act (CEQA).

9. COMMISSION AND COMMITTEE REPORTS: None.

10. CITY COUNCIL:
a. COUNCIL REPORTS ON INTERAGENCY COMMITTEE AND BOARD
ASSIGNMENTS. (Questions allowed to clarify but no responses, discussion or action. Councilmembers are asked to limit their oral reports to three (3) minutes.)
Recommendation: None.
b. CONSIDERATION OF REAPPOINTMENT OF ONE MEMBER AND
APPOINTMENT OF ONE NEW MEMBER TO THE LIBRARY BOARD OF
TRUSTEES TO EACH SERVE THREEYEAR TERMS TO EXPIRE AUGUST 31, 2027
Recommendation: Consider the reappointment of one member and appointment of one new member to each serve threeyear terms to expire August 31, 2027, on the Library Board of Trustees.
c. CONSIDERATION OF APPOINTMENT OF ONE NEW MEMBER TO SERVE A THREEYEAR TERM ON THE DESIGN REVIEW COMMISSION
Recommendation: Consider for appointment one new member from the submitted applications to serve a threeyear term on the Design Review Commission to expire July 31, 2027.
d. WINN ROOM RENOVATION PROJECT – CITY COUNCIL WINN ROOM SUBCOMMITTEE REPORT
Recommendation: Receive a final report from the City Council Winn Room Subcommittee and provide direction on the Winn Room renovation project scope, including selection of a remodel option and amenities.
e. CORONADO GATEWAY PROJECT DEVELOPMENT AND COMPONENT

FINALIZATION
Recommendation: Provide direction on the Coronado Gateway Project components and authorize staff to finalize plans and coordinate with Caltrans for permit approval.

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expire July 31, 2027.
d. WINN ROOM RENOVATION PROJECT – CITY COUNCIL WINN ROOM SUBCOMMITTEE REPORT
Recommendation: Receive a final report from the City Council Winn Room Subcommittee and provide direction on the Winn Room renovation project scope, including selection of a remodel option and amenities.
e. CORONADO GATEWAY PROJECT DEVELOPMENT AND COMPONENT

FINALIZATION
Recommendation: Provide direction on the Coronado Gateway Project components and authorize staff to finalize plans and coordinate with Caltrans for permit approval.
f. RESOLUTION ON CROSS BORDER WATER QUALITY
Recommendation: Adopt a Resolution Asserting the Necessity to Resolve Cross Border Water Pollution and Restore Environmental Quality and Open Access to Coastal Waters.

11. CITY ATTORNEY

12. COMMUNICATIONS WRITTEN:

13. 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].

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July 16, 2024 Regular Meeting Minutes Page 1 of 9

MINUTES OF THE

REGULAR MEETING OF THE
City Council of the City of Coronado
and the
City of Coronado Acting as the Successor Agency to the Community Development Agency of the City of Coronado
Held in the Council Chamber at:
1825 Strand Way
Coronado, California 92118
Tuesday, July 16, 2024
2:45 p.m. Closed Session Special Meeting
4:00 p.m. Regular 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 Closed Session Special Meeting of the City Council was called to order at 2:45 p.m. on Tuesday, July 16, 2024, in the City Council Chamber at City Hall with Mayor Bailey presiding.

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

Present: (5) Councilmember Donovan; Councilmember Downey; Councilmember Duncan; Councilmember Tanaka;
Mayor Bailey

Absent: (0) None
Also Present: (3) City Manager/Agency Executive Director Tina Friend City Attorney/Agency Counsel Johanna N. Canlas
City Clerk/Agency Secretary Kelsea Holian

2. ANNOUNCEMENT OF CLOSED SESSION
Mayor Bailey announced closed session at 2:45 p.m.

3. CONFERENCE WITH LEGAL COUNSEL – ANTICIPATED LIGITATION Pursuant to Government Code section 54956.9(d)(2)
a. Two (2) of Potential Case(s)

4. COMMUNICATIONS – ORAL: None.

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5. ADJOURN CLOSED SESSION
Mayor Bailey announced that Closed Session adjourned at 3:40 p.m.

1. CALL TO ORDER/ROLL CALL
The Regular Meeting of the City Council was called to order at 4:01 p.m. on Tuesday, July 16, 2024, in the City Council Chamber at City Hall with Mayor Bailey presiding.

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

Present: (5) Councilmember Donovan; Councilmember Downey; Councilmember Duncan; Councilmember Tanaka;
Mayor Bailey

Absent: (0) None
Also Present: (3) City Manager/Agency Executive Director Tina Friend City Attorney/Agency Counsel Johanna N. Canlas
City Clerk/Agency Secretary Kelsea Holian

2. INVOCATION/PLEDGE OF ALLEGIANCE
Mayor Bailey led the Pledge of Allegiance.

3. MINUTES OF CITY COUNCIL/SUCCESSOR AGENCY:

A Motion to approve the minutes of the Regular Meeting of June 4, 2024 and the Regular Meeting of June 18, 2024 was made by Councilmember Tanaka and seconded by Councilmember Downey.

The motion carried by the following results:

Yes: (5) Councilmember Donovan; Councilmember Downey;
Councilmember Duncan; Councilmember Tanaka;
Mayor Bailey

4. CEREMONIAL PRESENTATIONS:
a. Proclamation: Jamie Centeno Day
b. Proclamation: Parks and Recreation Month
Mayor Bailey presented the proclamation to Stacy Berman, Recreation and Golf Services Supervisor.

5. CONSENT CALENDAR
City Manager Friend removed item 5g. from the agenda.

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Councilmember Downey provided comments regarding the annual comprehensive financial report and capital improvement projects.

Brad Gerbel provided comments regarding the annual audit.

A motion to approve the Consent Calendar with the addition of items 10b. and 10d. and the removal of items 5g. and 5j. was made by Councilmember Downey and seconded by Councilmember Donovan.

The motion carried by the following results:

Yes: (5) Councilmember Donovan; Councilmember Downey;
Councilmember Duncan; Councilmember Tanaka;
Mayor Bailey
5a. APPROVAL OF READING BY TITLE AND WAIVER OF READING IN FULL

OF ORDINANCES ON THIS AGENDA
Recommendation: Approve the reading by title and waive the reading in full of all ordinances on the agenda.

This item was approved under the Consent Calendar.
5b. REVIEW AND APPROVE THAT THE WARRANTS, AS CERTIFIED BY THE

CITY/AGENCY TREASURER, ARE ALL CORRECT, JUST, AND CONFORM TO THE APPROVED BUDGET FOR FISCAL YEAR 2023-24 AND 2024-25 Recommendation: Approve the warrants as certified by the City/Agency Treasurer.

This financial report was approved under the Consent Calendar. 5c. RESOLUTION TO EXTEND A LOCAL EMERGENCY DECLARATION DUE

TO THE DISCOVERY OF CAULERPA PROLIFERA IN THE CORONADO CAYS Recommendation: Adopt the Resolution to extend a local emergency declaration due to the discovery of Caulerpa prolifera.

Resolution 2024-44 was adopted under the Consent Calendar. 5d. ADOPTION OF "A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF

CORONADO, CALIFORNIA, AUTHORIZING THE RECEIPT AND
APPROPRIATION OF $22,363 IN FUNDS PROVIDED BY THE FISCAL YEAR 2022 STATE HOMELAND SECURITY PROGRAM (SHSP) THROUGH THE COUNTY OF SAN DIEGO"
Recommendation: Adopt “A Resolution of the City Council of the City of Coronado, California, Authorizing the Receipt and Appropriation of $22,363 in funds provided by the Fiscal Year (FY) 2022 State Homeland Security Program (SHSP) through the County of San Diego.”
Resolution 2024-45 was adopted under the Consent Calendar.

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5e. AUTHORIZE THE CITY MANAGER TO EXECUTE A CONTRACT
AMENDMENT WITH ANDRE LANDSCAPE, INC., DBA BENCHMARK
LANDSCAPE SERVICES, IN THE AMOUNT OF $892,200, EXERCISE THE FIRST RENEWAL OPTION; MODIFY THE SCOPE OF THE AGREEMENT; AND

PROVIDE AUTHORITY FOR THE CITY MANAGER TO EXECUTE FUTURE

RENEWAL OPTIONS
Recommendation: Authorize the City Manager to execute a contract amendment with Andre Landscape, Inc., dba Benchmark Landscape Services, in the amount of $892,200, exercise the first renewal option; modify the scope of the agreement; and provide authority to the City Manager to execute future renewal options.

This item was approved under the Consent Calendar.
5f. AUTHORIZE THE CITY MANAGER TO EXECUTE PROFESSIONAL
SERVICES AGREEMENTS WITH TRITON ENGINEERS INC. AND KPFF INC.

FOR MARINE ENGINEERING SERVICES FOR A THREE-YEAR TERM AND

PROVIDE AUTHORITY TO THE CITY MANAGER TO EXECUTE FUTURE

RENEWAL OPTIONS FOR YEARS FOUR AND FIVE
Recommendation: Authorize the City Manager to enter into professional services agreements with Triton Engineers, Inc. and KPFF Inc. to provide on-call consulting services for marine engineering services related to boat slips, docks, floats, and shoreline protection projects, and provide authority to the City Manager to execute future renewal options for years four and five of the agreement.

This item was approved under the Consent Calendar.
5g. UPDATE ON PUBLIC COMMENT RECEIVED REGARDING THE DRAFT

CORONADO HISTORIC CONTEXT STATEMENT AND CITYWIDE SURVEY,

AND TIER MATRIX ADJUSTMENTS
Recommendation: Accept the report, consider public comments on the Draft Coronado Historic Context Statement and Citywide Survey received during the November 2023 through June 2024 comment period, and accept the proposed tier matrix adjustments.

This item was removed from consideration.
5h. AUTHORIZATION FOR THE CITY MANAGER TO EXECUTE A MULTIYEAR EXTENSION AGREEMENT WITH DAVIS FARR, LLP, TO PROVIDE

INDEPENDENT PROFESSIONAL CERTIFIED PUBLIC ACCOUNTANT (CPA) SERVICES FOR THE FISCAL YEARS ENDING JUNE 30, 2024, 2025, 2026, AND 2027
Recommendation: Authorize the City Manager to execute a multi-year extension agreement with Davis Farr, LLP, to provide independent professional CPA services for the fiscal years ending June 30, 2024, 2025, 2026, and 2027.

This item was approved under the Consent Calendar.

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5i. ADOPTION OF “A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CORONADO, CALIFORNIA, AMENDING ITS FISCAL YEAR 2024-25

PERSONNEL AUTHORIZATION AND COMPENSATION PLAN TO
INCORPORATE COMPENSATION AND BENEFIT CHANGES”
Recommendation: Adopt “A Resolution of the City Council of the City of Coronado, California, Amending its Fiscal Year 2024-25 Personnel Authorization and Compensation Plan to incorporate Compensation and Benefit Changes” to adjust the salary for the Director of Police Services (Police Chief).

Resolution 2024-46 was adopted under the Consent Calendar. 5j. AUTHORIZE THE CITY MANAGER TO AWARD A CONTRACT TO SALEM & BIDDLE FOR CROSSING GUARD SERVICES IN AN AMOUNT NOT TO EXCEED $338,643.00 AND PROVIDE AUTHORITY TO THE CITY MANAGER

TO EXERCISE A FUTURE RENEWAL OPTION FOR YEARS FOUR AND FIVE

OF THE AGREEMENT
Rick Martinez, Police Chief, provided background on the staff report.

Mayor Bailey asked if staff was satisfied with the performance of Salem & Biddle. Chief Martinez replied in the affirmative.

Councilmember Tanaka asked if there was any change to existing coverage in the new agreement. Chief Martinez replied that there was no change to existing coverage.

Mark Warner provided comments regarding consideration of an additional crossing guard at the intersection of Sixth Avenue and Alameda Boulevard.

Councilmember Downey asked what the process would be to add an additional crossing guard to the scope of services. City Manager Friend replied that the City does have the flexibility to adjust the number and location of crossing guards and recommended that Councilmembers Downey and Tanaka discuss the matter with the school district at a future 2x2 meeting.

A motion to authorize the City Manager to award a contract to Salem & Biddle for three (3) years with two-one year renewal options for crossing guard services in the amount of $338,643.00 and exercise future renewal options for years four and five and direct staff to provide an analysis of amending the contract to include a crossing guard at Sixth Avenue and Alameda Boulevard and pursuit of additional funding options including but not limited to grants to help offset the costs of the agreement was made by Mayor Bailey and seconded by Councilmember Tanaka.

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The motion carried by the following results:

Yes: (5) Councilmember Donovan; Councilmember Downey;
Councilmember Duncan; Councilmember Tanaka;
Mayor Bailey
5k. RECEIVE AND FILE THE ANNUAL COMPREHENSIVE FINANCIAL REPORT (ACFR) FOR THE YEAR ENDING JUNE 30, 2023
Recommendation: Receive and file the City of Coronado Annual Comprehensive Financial Report for the year ending June 30, 2023.
5l. QUARTERLY CITY PROJECTS PROGRESS REPORT
Recommendation: Receive report and provide direction, as needed. 5m. AUTHORIZE THE CITY MANAGER TO AWARD CONTRACTS AND

CHANGE ORDERS FOR THE CONSTRUCTION OF THE WASTEWATER MAIN REPLACEMENT FY 16/17 PROJECT AND ASSOCIATED SUPPORT
SERVICES IN THE AMOUNT OF $4,461,278, AND ADDITIONAL
APPROPRIATION IN THE AMOUNT OF $3,230,591 FROM THE

WASTEWATER FUND
Recommendation: Authorize the City Manager to award contracts to Palm Engineering Construction Company, Inc. for an amount of $3,694,078 for the construction of the Wastewater Main Replacement FY 16/17 (Contract No. 24-COES-788) and Harris & Associates in an amount not-to-exceed $367,800 for construction management support services; approve a project contingency of $369,400; amend the FY 2024/25 Budget and appropriate an additional $3,230,591 from the Wastewater Fund (61071000-97880-17020); and, authorize the City Manager to execute change orders within the project budget.

6. COMMUNICATIONS – ORAL:

Jamie Hartnett provided comments regarding the Fourth of July event.

Dan Hunting provided comments regarding a Cays Park Master Plan reconsideration.

Jeremy Stein provided comments regarding his experience and qualifications to serve on the Design Review Board.

Brad Gerbel provided comments regarding the community grants process.

Councilmember Duncan provided comments regarding the Low Tide Ride and Stride event.

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7. CITY MANAGER/EXECUTIVE DIRECTOR:
a. Update on Council-Directed Actions and Citizen Inquiries.

Tina Friend, City Manager, provided updates regarding the Fourth of July event, the League of Wives statue dedication ceremony, and the pool reconstruction project.

8. PUBLIC HEARINGS:
8a. PC 2024-03 CONSIDERATION OF A REQUEST FOR A TWO-LOT

TENTATIVE PARCEL MAP AND DETERMINATION THAT THE PROJECT IS

CATEGORICALLY EXEMPT UNDER CALIFORNIA ENVIRONMENTAL
QUALITY ACT GUIDELINES SECTION 15332 FOR THE PROPERTY LOCATED AT 400 THIRD STREET/309 J AVENUE
Marisa Smith, Associate Planner, presented the staff report utilizing a PowerPoint.

Councilmember Downey asked for clarification regarding the address of the second parcel and driveway location.

Mayor Bailey opened the public hearing and asked if anyone wished to speak on this item. No one asked to be heard; therefore, he closed the public hearing.

A motion to adopt Resolution 2024-47 approving the Tentative Parcel Map at 400 Third Street/309 J Avenue including the findings and conditions and determine that the project is categorically exempt under Class 32 of the California Environmental Quality Act Guidelines Section 15332 (In-Fill Development) was made by Councilmember Tanaka and seconded by Councilmember Duncan.

Councilmember Downey provided comments regarding consistency of driveway locations.

The motion carried by the following results:

Yes: (5) Councilmember Donovan; Councilmember Downey;
Councilmember Duncan; Councilmember Tanaka;
Mayor Bailey
8b. INTRODUCTION OF AN ORDINANCE AMENDING SECTIONS 86.34.030 (C) AND 86.42.050 (F) OF THE CORONADO MUNICIPAL CODE AND CHAPTER V SECTION B.8.5 OF THE ORANGE AVENUE CORRIDOR

SPECIFIC PLAN
Rich Grunow, Director of Director of Community Development, Redevelopment Services and Housing, presented the staff report utilizing a PowerPoint.

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Mayor Bailey opened the public hearing and asked if anyone wished to speak on this item. No one asked to be heard; therefore, he closed the public hearing.

A motion to introduce Ordinance No. 2024-08 “An Ordinance of the City Council of the City of Coronado, California Amending Sections 86.34.030 (C) and 86.42.050 (F) of the Coronado Municipal Code and Chapter V Section B.8.5 of the Orange Avenue Corridor Specific Plan” was made by Councilmember Donovan and seconded by Councilmember Tanaka.

The motion carried by the following results:

Yes: (5) Councilmember Donovan; Councilmember Downey;
Councilmember Duncan; Councilmember Tanaka;
Mayor Bailey

9. COMMISSION AND COMMITTEE REPORTS: None.

10. CITY COUNCIL:
10a. COUNCIL REPORTS ON INTER-AGENCY COMMITTEE AND BOARD ASSIGNMENTS. (Questions allowed to clarify but no responses, discussion or action. Councilmembers are asked to limit their oral reports to three (3) minutes.)
Councilmember Downey reported on her activities relating to the National League of Cities.

Councilmember Donovan reported on the increased amount of naval activity expected to occur in the City.
10b. 2024 CORONADO COMMUNITY SURVEY REPORT
Recommendation: Receive and file the 2024 Coronado Community Survey Report.

This item was approved under the consent calendar.
10c. CROSS BORDER WATER QUALITY QUARTERLY UPDATE
Tony Winney, Assistant City Manager, presented the staff report utilizing a PowerPoint.

Councilmember Duncan provided further updates on the project. 10d. LONG-TERM CAPITAL PROJECT FUNDING AND EXPENDITURE

STRATEGY FOR COMMUNITY DEVELOPMENT AGENCY LOAN FUNDS
Recommendation: Receive a report and recommendations on the Community Development Agency Bond Funds expenditure strategy and planning for long-term capital project funding and provide direction as appropriate.

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This item was approved under the consent calendar.
10e. BOARD, COMMISSION, AND COMMITTEE ADMINISTRATION REVIEW City Manager Friend presented the staff report utilizing a PowerPoint.

Discussion ensued regarding City Council assignments to various community organizations, including the clarity of City Council assignments, the lack of written record of assignments, creation of a policy to serve on outside boards, limiting committees, establishment of a subcommittee to meet with Caltrans, division of committee assignments and the power to appoint members lying solely with the Mayor, and MTS representation.

11. CITY ATTORNEY: None.

12. COMMUNICATIONS – WRITTEN:
a. Letter of Support Regarding Assembly Bill 1597
b. Letter of Support Regarding Assembly Bill 2485
c. Letter of Opposition Regarding Assembly Bill 2560
d. Letter of Support Regarding City of Coronado Stormwater Mitigation Project e. Letter of Gratitude Regarding City of Coronado Stormwater Mitigation Project FY25 Congressionally Directed Spending Request

13. ADJOURNMENT
Mayor Bailey recessed the Regular Meeting at 5:45 p.m.

Approved: August 20, 2024
__________________________
RICHARD BAILEY, Mayor of the
City of Coronado
Attest:
____________________________
KELSEA HOLIAN, City Clerk of the
City of Coronado
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CITY COUNCIL STAFF REPORT
August 20, 2024 5c
4892-1041-0454 v1

AWARD AND AUTHORIZE THE CITY MANAGER TO EXECUTE A COOPERATIVE

PURCHASING SERVICE AGREEMENT WITH MANSFIELD OIL COMPANY OF GAINSVILLE, INC. FOR FUEL DELIVERY WITH RELATED SERVICES FOR A FIVE-YEAR TERM RECOMMENDATION:

In accordance with Coronado Municipal Code (CMC) Section 8.04.070 A (3), award and authorize the City Manager to execute a cooperative purchasing service agreement with Mansfield Oil Company of Gainesville, Inc., for a five-year term for as-needed fuel delivery services.

BACKGROUND:

The City of Coronado operates three fuel dispensing facilities located at the Public Services Yard, the Golf Maintenance Yard, and the Cays Fire Station. Each location has a gasoline and diesel dispensing facility. The tank sizes range from 250 gallons to 2,000 gallons. For over a decade, fuel was purchased through a cooperative agreement with SC Fuels, facilitated by the City of San Diego, which was typically re-bid every five years.

This year, the City of San Diego opted not to issue a cooperative solicitation and instead selected Mansfield Oil Company of Gainsville, Inc. (Mansfield) as their new fuel vendor through a Sourcewell Cooperative Purchasing Agreement. The City of San Diego informed our staff of this determination in late April and staff reviewed contracting options and extended the arrangement with SC fuels as a stop-gap measure.

ANALYSIS:

The City is in need of a new fuel provider and staff considered multiple options including conducting a full and open solicitation and use of cooperative purchasing. In accordance with CMC 8.04.070 A (3), staff recommends the use of Sourcewell contract number 121522-MNF.

Staff reviewed the terms, conditions, and pricing of the Mansfield contract compared to current and previous pricing for SC Fuels. It is in the City’s financial interest to contract with Mansfield Oil in part due to the storage capacity of the City’s fuel tanks (half are 750 gallons or smaller). It was determined that Mansfield’s pricing via the Sourcewell cooperative agreement would be cost effective and best meet the City’s operational requirements.

The contract solicitation process was reviewed by staff and was found to have accomplished the purpose and intent of competitive bidding requirements under State law and was not inconsistent or in conflict with any State statutes. Cooperative purchasing is a National and State approved tool used by government agencies to join with other jurisdictions to buy similar products. When purchasing cooperatively, a “lead agency” is the central purchaser for several jurisdictions.

Because these contracts tend to be for purchases or large quantities, the lead agencies are able to negotiate for lower unit costs through economics of scale.

FISCAL IMPACT:

Sufficient resources are programmed into each department budget as part of the annual operations/maintenance budgeting process. Future year budgets are informed by historical cost and utilization data as well as any known or anticipated price or market condition changes. Fuel City of Coronado Page 84
4892-1041-0454 v1
utilization and expenditures will be monitored and adjustments requested at mid-year, should any be warranted. Historically, the City spends between $375,000 and $400,000 annually for fuel costs. This number is dynamic based upon utilization and market pricing.

ALTERNATIVE:

The City Council may elect to reject the Cooperative Purchase Agreement with Mansfield Oil Company of Gainesville, Inc. and direct staff to issue an alternative competitive bid process for fuel delivery.

CALIFORNIA ENVIRONMENTAL QUALITY ACT:

Categorically Exempt per California Environmental Quality Act (CEQA) Guideline; Class 1, Existing Facilities.

PUBLIC NOTICE:

No notice required.

ATTACHMENTS:

1. Standard Service Agreement
Submitted By: Public Services and Engineering Department / Sean Harris City of Coronado Page 85
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2021 Standard Service Agreement Template (ACA approved 7-21-21) SD #4816-1915-4163 v1

AGREEMENT

FOR CONTRACT SERVICES FOR

CITY OF CORONADO
MANSFIELD OIL COMPANY OF GAINSVILLE, INC.

CONTRACT NO. 25-GS-FL-879
THIS AGREEMENT FOR CONTRACT SERVICES (“AGREEMENT”) is made and entered by and between the CITY OF CORONADO, a California municipal corporation, hereinafter referred to as “CITY,” and Mansfield Oil Company of Gainesville, Inc., a Georgia corporation with its principal place of business at 1025 Airport Parkway SW, Gainesville, Georgia 30501, hereinafter referred to as “CONTRACTOR.”

RECITALS
The CITY requires the services of an outside independent contractor, with a state license, to provide all labor, materials and supervision required to deliver fuel to the City at the Public Services Yard at 101 B Avenue, the Golf Maintenance Yard at 635 Glorietta Boulevard, and the Cays Fire Station at 101 Grand Caribe Causeway, all located within the City. These required services are described in detail in ATTACHMENT A: Scope of Services.

CMC Section 8.04.070 authorizesthe City Manager to award contracts through cooperative purchasing agreements. The City of Coronado is a participating agency in the Sourcewell Cooperative Purchasing group. This contract is awarded pursuant to the terms of the Sourcewell Cooperative Purchasing Agreement Number 121522-MNF, which complies with the requirements of CMC Section 8.04.070, including that the supplies, equipment, or services under this contract are available at the same or lower prices as would be available through the competitive bidding process.

CONTRACTOR warrants and represents itself as possessing the necessary experience, skills and qualifications to provide the services required by CITY and to ensure that all work is performed in a professional manner and the final product is of a high quality.

CONTRACTOR warrants and represents that it has the necessary staff to deliver the services within the time frame herein specified and is fully qualified to perform those services within the specified time frame in accordance with the highest standards of CONTRACTOR’S profession.

Attachment 1
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The Director of Public Services & Engineering shall serve as CITY’S “Contract Officer” for this AGREEMENT and has the authority to direct the CONTRACTOR, approve actions, request changes, and approve additional services. Any obligation of the CITY shall be the responsibility of the Contract Officer.

The General Services Supervisor, Public Services & Engineering Department, shall serve as CITY’S “Project Coordinator” for this AGREEMENT.

NOW THEREFORE, in consideration of these recitals and the mutual covenants contained herein, CITY and CONTRACTOR (individually “Party” and collectively “Parties”) agree as follows:

1.0 TERMS OF AGREEMENT

1.1 This AGREEMENT shall be effective on and from the day, month and year of the execution of this document by the Parties. This AGREEMENT shall be in effect for a term of five years during which time the CONTRACTOR shall commence all of the services required pursuant to this AGREEMENT within two weeks or less of commencement of this AGREEMENT pursuant to Section 1.3 herein.

1.2 This AGREEMENT is a firm, fixed-price contract for all labor and materials including, but not limited to, sale and delivery of gasoline and diesel fuels. All tasks to be performed are to be completed, or this AGREEMENT is otherwise terminated. Prices shall remain firm upon execution of this AGREEMENT.

1.3 CONTRACTOR shall commence work under this AGREEMENT within the time period specified in Section 1.1. Delivery schedule shall be provided to Contractor by City within one week of commencement of the AGREEMENT. Time is of the essence in the performance of all obligations under this AGREEMENT, and all timing requirements shall be strictly adhered to unless otherwise modified in writing by the CITY. Failure to meet the schedule contained in this AGREEMENT is a default by the CONTRACTOR.

1.4 CONTRACTOR shall, without additional compensation, correct or revise any services performed pursuant to this AGREEMENT that do not meet the specifications and/or professional standards required of the CONTRACTOR.

2.0 SCOPE OF SERVICES (ATTACHMENT A)

2.1 CONTRACTOR shall provide CITY with the services and documents described in ATTACHMENT A, which is attached hereto and incorporated herein by this reference as though fully set forth at length and is hereinafter referred to as the “SERVICES.”

2.2 The general manner in which the CONTRACTOR shall render the SERVICES is set forth in ATTACHMENT A. While CITY is, in general, concerned with the manner in which the SERVICES are rendered, under this AGREEMENT, as represented by CONTRACTOR, it is not concerned with, nor shall it direct, the specific means and methods of operations on the part of Attachment 1
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CONTRACTOR in the performance of its SERVICES under this AGREEMENT.

CONTRACTOR shall provide all labor, materials, equipment, tools and services required by and shall perform all work described in this AGREEMENT.

3.0 FEE SCHEDULE/GENERAL INFORMATION (ATTACHMENTS B AND F)

3.1 CONTRACTOR is hired to render the SERVICES and any payments made to CONTRACTOR are compensation, fully, for such services.

3.2 Payment to CONTRACTOR to render the SERVICES is set forth in ATTACHMENT B, which is attached hereto and incorporated herein by this reference as though fully set forth at length.

3.3 CONTRACTOR shall comply with all applicable Federal, State and local laws pertaining to the subject matter hereof or in any way regulating the activities undertaken by CONTRACTOR or any subcontractor hereunder.

3.4 CONTRACTOR acknowledges that this is a public works contract. CONTRACTOR represents and warrants that it is familiar with the requirements of the California Labor Code and agrees to comply at all times with relevant statutes and regulations, including, but not limited to, the fact that CONTRACTOR must pay not less than prevailing wage rates as determined by the Director of Industrial Relations for all work done under this AGREEMENT. State of California prevailing wage rates can be found on the internet at
http://www.dir.ca.gov/DLSR/PWD/Statewide.html. CONTRACTOR is responsible for determining the correct title for job classifications and determining the appropriate wage rate.

CONTRACTOR agrees to perform this AGREEMENT in accordance with ATTACHMENT F and all the obligations set forth therein.

4.0 CHANGES TO SCOPE OF WORK
CONTRACTOR shall not perform work in excess of the SERVICES without the prior written approval of the Contract Officer. All requests for extra work shall be by written change order submitted to the Contract Officer prior to the commencement of such work.

5.0 SUBCONTRACTING

5.1 Subcontracting is prohibited under this AGREEMENT.

6.0 ENTIRE AGREEMENT

6.1 This AGREEMENT and the incorporated attachments set forth the entire understanding of the Parties with respect to the subject matters herein. If there are any inconsistencies between the incorporated attachments and this AGREEMENT, the terms of this AGREEMENT control. There are no other understandings, terms or other agreements expressed or implied, oral or written, except as set forth herein. No change, alteration, or modification of the terms or conditions of this AGREEMENT, and no verbal understanding of the Parties, their officers, officials, agents, Attachment 1
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representatives, contractors, subcontractors or employees shall be valid unless agreed to in writing by both Parties.

7.0 TERMINATION OF AGREEMENT

7.1 In the event of CONTRACTOR’S failure to prosecute, deliver, or perform the SERVICES, CITY may terminate this AGREEMENT immediately by notifying CONTRACTOR by certified mail of said termination. Thereupon, CONTRACTOR shall cease work upon its receipt of such termination notice. CITY shall remain responsible to pay Contractor for all Services completed up to the time of termination.

7.2 This AGREEMENT may be terminated by the CITY, without cause, upon the giving of fifteen (15) days’ written notice to the CONTRACTOR. Prior to the fifteenth (15th) day following the giving of the notice, the CONTRACTOR shall, and deliver any requested product to the CITY.

The CONTRACTOR shall be entitled to just and equitable compensation for any satisfactory work completed. The CONTRACT OFFICER and CONTRACTOR shall endeavor to agree upon a percentage complete of the contracted work if fees are fixed, or an agreed dollar sum based on services performed if hourly, and terms of payment for services and reimbursable expenses. Each party hereby expressly waives any and all claims for damages or compensation arising under this AGREEMENT except as set forth herein.

8.0 RESERVED

9.0 COVENANT AGAINST CONTINGENT FEES

9.1 CONTRACTOR represents and warrants that it has not employed or retained any company or person, other than a bona fide employee working for CONTRACTOR, to solicit or secure this AGREEMENT, and that CONTRACTOR has not paid or agreed to pay any company or person, other than a bona fide employee, any fee, commission, percentage, brokerage fee, gift, or any other consideration contingent upon, or resulting from, the award or making of this AGREEMENT. For breach or violation of this representation and warranty, CITY shall have the right to terminate this AGREEMENT without liability or, at CITY’S sole discretion, to deduct from the AGREEMENT price or consideration, or otherwise recover the full amount of such fee, commission, percentage, brokerage fee, gift or contingent fee.

10.0 STATUS OF CONTRACTOR

10.1 CONTRACTOR shall perform the SERVICES in a manner of CONTRACTOR’S own choice, as an independent CONTRACTOR and in pursuit of CONTRACTOR’S independent calling, and not as an employee of CITY. CONTRACTOR shall be under control of CITY only as to the result to be accomplished and the personnel assigned to the project. However, CONTRACTOR shall confer with CITY prior to implementing any changes proposed to the SERVICES. Neither CONTRACTOR nor CONTRACTOR’S employees shall be entitled in any manner to any employment benefits, including but not limited to, employer paid payroll taxes, Social Security, retirement benefits, health benefits, or any other benefits, as a result of this AGREEMENT. It is the intent of the Parties that neither CONTRACTOR nor its employees are Attachment 1
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to be considered employees of CITY, whether “common law” or otherwise, and CONTRACTOR shall indemnify, defend and hold CITY harmless from any such obligations on the part of its officers, employees, representatives and agents.

11.0 ASSIGNMENT OF CONTRACT

11.1 This AGREEMENT and any portion thereof shall not be assigned or transferred, nor shall any of the CONTRACTOR’s duties be delegated or sub-contracted, without the express written consent of the CITY.

12.0 INDEMNITY – HOLD HARMLESS

12.1 To the fullest extent permitted by law, CONTRACTOR agrees that CITY and its elected and appointed boards, officials, officers, agents, employees, representatives and volunteers (individually and collectively, "CITY Indemnitees") shall have no liability to CONTRACTOR or any other person for, and CONTRACTOR shall indemnify, defend and hold harmless CITY Indemnitees from and against, any and all liabilities, claims, demands, actions, causes of action, proceedings, suits, damages, judgments, liens, levies, costs and expenses, including reasonable attorneys' fees and disbursements, (collectively "Claims") to the extent arising out of this AGREEMENT or any negligent act or omission or willful misconduct of CONTRACTOR or its officers, directors, representatives, employees, agents or subcontractors (collectively “CONTRACTOR’S PERSONNEL”) in connection with this AGREEMENT, including, but not limited to, performance of or failure to perform the SERVICES.

12.2 CONTRACTOR’s obligation herein does not extend to liability for damages for death or bodily injury to persons, injury to property, or other loss, damage or expense to the extent arising from the negligence or willful misconduct by the CITY or its elected and appointed boards, officials, officers, agents, employees, representatives or volunteers.

12.3 CONTRACTOR shall provide a defense (with counsel acceptable to CITY) to the CITY’s Indemnitees, incurred with respect to any litigation in which the CONTRACTOR is obligated to indemnify, defend and hold harmless the CITY pursuant to this AGREEMENT. CITY shall be entitled to participate in any defense provided by CONTRACTOR pursuant to this AGREEMENT.

12.4 PERS Eligibility Indemnification. In the event that any of CONTRACTOR’s PERSONNEL is determined by a court of competent jurisdiction or the California Public Employees Retirement System (PERS) to be eligible for enrollment in PERS of the CITY, CONTRACTOR shall indemnify, defend (with counsel acceptable to CITY), and hold harmless CITY for the payment of any employer and employee contributions for PERS benefits on behalf of CONTRACTOR’s PERSONNEL as well as for payment of any penalties and interest on such contributions which would otherwise be the responsibility of the CITY.

Notwithstanding any other agency, state or federal policy, rule, regulation, law or ordinance to the contrary, CONTRACTOR’s PERSONNEL providing service under this Agreement shall not qualify for or become entitled to, and hereby agree to waive any claims to, any compensation and benefit including but not limited to eligibility to enroll in PERS as an employee of CITY and Attachment 1
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entitlement to any contributions to be paid by CITY for employer contributions and/or employee contributions for PERS benefits.

12.5 Limitation of CITY Liability. The payment made to CONTRACTOR pursuant to this contract shall be the full and complete compensation to which CONTRACTOR and CONTRACTOR’s PERSONNEL are entitled for performance of any work under this contract. Neither CONTRACTOR nor CONTRACTOR’s PERSONNEL are entitled to any salary or wages, or retirement, health, leave or other fringe benefits applicable to employees of the CITY. The CITY will not make any federal or state tax withholdings on behalf of CONTRACTOR. The CITY shall not be required to pay any workers’ compensation insurance on behalf of CONTRACTOR.

12.6 Indemnification for Employee Payments. CONTRACTOR agrees to defend (with counsel acceptable to CITY), and indemnify and hold harmless the CITY for and against any obligation, claim, suit or demand for tax, retirement contribution including any contribution to the Public Employees Retirement System (PERS), social security, salary or wages, overtime payment, or workers’ compensation payment which the CITY may be required to make on behalf of CONTRACTOR or CONTRACTOR’s PERSONNEL for work done under this AGREEMENT.

CITY shall be entitled to participate in any defense provided by CONTRACTOR pursuant to this AGREEMENT.

12.7 The provisions of this Section 12 shall not be limited by any provision of insurance coverage that the CONTRACTOR may have in effect, or may be required to obtain and maintain, during the term of this AGREEMENT. The provisions of this Section 12 shall survive expiration or termination of this AGREEMENT.

12.8 City shall timely notify the CONTRACTOR of the receipt of any third-party claim, relating to the AGREEMENT, and the City shall be entitled to recover its reasonable costs incurred in providing the notification.

12.6 Responsibility For Equipment. Notwithstanding anything in this AGREEMENT to the contrary, CITY shall not be responsible nor held liable for any damage whatsoever, including, but not limited to persons or property, resulting from or arising out of the use, misuse or failure of any equipment used by CONTRACTOR or any of its agents, employees or subcontractors, even if such equipment has been furnished, rented or loaned to CONTRACTOR by CITY. Any and all equipment furnished, rented or loaned to CONTRACTOR by CITY is provided on an “as is” basis.

CITY MAKES NO REPRESENTATIONS OR WARRANTIES, EXPRESS OR IMPLIED,

REGARDING ITS EQUIPMENT, AND HEREBY EXPRESSLY DISCLAIMS ALL

WARRANTIES OF ANY KIND, INCLUDING, WITHOUT LIMITATION, ANY IMPLIED WARRANTY OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE.

The acceptance or use of any CITY equipment by CONTRACTOR or its agents, employees, or subcontractors shall be with all faults and shall be construed to mean that CONTRACTOR accepts full responsibility for and agrees to defend, indemnify and hold harmless CITY from and against any and all claims for any damage whatsoever resulting from the use, misuse or failure of such equipment. CONTRACTOR HEREBY RELEASES, WAIVES, DISCHARGES AND

CONVENANTS NOT TO SUE CITY FOR ANY AND ALL LIABILITY FROM ANY AND Attachment 1
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ALL CLAIMS RELATING TO ANY CITY EQUIPMENT, except as set forth in the following sentence. CITY acknowledges that CONTRACTOR is not the owner/operator of, nor has any ownership right, interest, or responsibility whatsoever regarding any motor fuel storage tanks, vehicles, generators, monitors, pipes, pumps, and other related equipment (the "Fuel Storage Tanks") into which CONTRACTOR is to place the Fuel Product acquired by CITY hereunder.

CITY warrants that, for so long as CONTRACTOR is delivering into the Fuel Storage Tanks, such tanks are and will be in good condition, free of leaks, possess proper caps, lids, valves, alarms, gauges, charts and other equipment as required by law, and be in compliance with all applicable rules and regulations. CITY must notify CONTRACTOR prior to a delivery if the Fuel Storage Tank is prohibited from receiving Product for any reason whatsoever. CITY acknowledges that leakage of Fuel Product from the Fuel Storage Tanks, except to the extent caused by the negligence or willful acts of CONTRACTOR or its agents or subcontractors during delivery, is a matter that is solely the responsibility of CITY. If CITY detects any leaks, CITY will promptly notify CONTRACTOR to ensure that no further Fuel Product will be deposited into such Fuel Storage Tanks until such leaks are properly repaired.

13.0 INSURANCE

13.1 CONTRACTOR shall procure and maintain for the duration of this AGREEMENT insurance against claims for injuries to persons or damages to property that may arise from or in connection with the performance of the SERVICES and the results of that work by CONTRACTOR’S PERSONNEL. Insurance shall be placed with insurers with a current A.M.

Best’s rating of no less than “A” and “VII” unless otherwise approved in writing by the CITY’s Risk Manager.

13.2 CONTRACTOR shall obtain, and during the term of this AGREEMENT shall maintain, policies of general liability, automobile liability, contractual liability and property damage insurance from an insurance company or companies authorized to be in business in the State of California, in an insurable amount of not less than one million dollars ($1,000,000) per occurrence and two million dollars ($2,000,000) aggregate or the limits specified below, whichever are greater. The insurance policies shall provide that the policies shall remain in full force during the full term of this AGREEMENT. CONTRACTOR agrees that the policies shall not be canceled, terminated, or allowed to expire or not be renewed without providing thirty (30) days prior written notice to CITY from CONTRACTOR, and shall contain a blanket waiver of subrogation.

Statements that the carrier “will endeavor” and “failure to mail such notice shall impose no obligation or liability upon the company, its agents or representatives,” will not be acceptable on insurance certificates. Maintenance of specified insurance coverage is a material element of this AGREEMENT.

13.3 Types and Amounts Required. CONTRACTOR shall maintain, at minimum, the following insurance coverage for the duration of this AGREEMENT:

13.3.1 Commercial General Liability (CGL). CONTRACTOR shall maintain CGL Insurance written on an ISO Occurrence form or equivalent providing coverage at least as broad as CG 00 01 which shall cover liability arising from any and all personal injury or property damage, including ongoing and completed operations, in the amount no less than $2,000,000.00 per Attachment 1
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occurrence and subject to an annual aggregate of $4,000,000.00. If limits apply separately to this project (CG 25 03 or 25 04) the general aggregate limit shall not apply. There shall be no endorsement or modification of the CGL limiting the scope of coverage for either insured vs. insured claims or contractual liability. All defense costs shall be outside the limits of the policy.

If CONTRACTOR maintains higher limits than the limits shown above, the CITY shall be entitled to coverage for the higher limits maintained by the CONTRACTOR. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to the CITY. Any excess or umbrella policies being used to meet the required limits of insurance will be evaluated separately and must meet the same qualifications as the CONTRACTOR’s primary policy.

13.3.2 Commercial Automobile Liability. CONSULTANT shall maintain Commercial Automobile Liability Insurance for all of the CONSULTANT's automobiles, including owned, hired and non-owned automobiles, automobile insurance written on an ISO form CA 00 01 12 90 or a later version of this form or an equivalent form providing coverage at least as broad for bodily injury and property damage for a combined single limit of no less than $1,000,000.00 per occurrence. Insurance certificate shall reflect coverage for any automobile (any auto).

13.3.3 Workers' Compensation. CONTRACTOR shall maintain Worker’s Compensation insurance for all of CONTRACTOR's PERSONNEL who are subject to this AGREEMENT and to the extent required by applicable state or federal law, a Workers' Compensation policy providing at minimum $1,000,000.00 employers' liability coverage. The CONTRACTOR shall provide an endorsement that the insurer waives the right of subrogation against the CITY and its respective elected officials, officers, employees, agents and representatives.

13.4 The CITY and its officers, officials, employees, agents, representatives and volunteersshall be named as additional insureds on the required liability policies with respect to liability arising out of work or operations performed by or on behalf of the CONTRACTOR including materials, parts, or equipment furnished in connection with such work or operations. The CITY's additional insured status must be reflected on additional insured endorsement form (20 10 1185 or 20 10 1001 and 20 37 1001), which shall be submitted to the CITY.

13.5 All policies shall contain a provision stating that the CONTRACTOR’S policies are primary insurance and that insurance (including self-retention) of the CITY or any named insured shall not be called upon to contribute to any loss, as reflected in an endorsement at least as broad as CG 20 01 04 13, which shall be submitted to the CITY. This provision shall apply regardless of any language of the policy maintained by the CONTRACTOR during the term of this AGREEMENT.

13.6 Before CONTRACTOR shall employ any person or persons in the performance of the AGREEMENT, CONTRACTOR shall procure a policy of Workers' Compensation Insurance as required by the Labor Code of the State of California or shall obtain a certificate of self-insurance from the Department of Industrial Relations.

Attachment 1
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13.7 Prior to commencement of work under this AGREEMENT, CONTRACTOR shall furnish to the Contract Officer proof of the insurance required in this section. Failure by the Contract Officer to object to the contents of the certificate and/or policy endorsement or the absence of same shall not be deemed a waiver of any and all rights held by the CITY. Failure on the part of CONTRACTOR to procure or maintain in full force the required insurance shall constitute a material breach of contract under which the CITY may exercise any rights it has in law or equity including, but not limited to, terminating this AGREEMENT pursuant to Paragraph 7.1 above.

13.8 The CITY reserves the right to review the insurance requirements of this section during the effective period of the AGREEMENT and to modify insurance coverages and their limits when deemed necessary and prudent by City's Risk Manager based upon economic conditions, recommendation of professional insurance advisors, changes in statutory law, court decisions or other relevant factors. The CONTRACTOR agrees to make any reasonable request for the deletion, revision, or modification of particular insurance policy terms, conditions, limitations, or exclusions (except where those policy provisions are established by law, or are established by regulations that are binding upon either party to the contract, or are binding upon the underwriter to the contract).

Upon request by CITY, CONTRACTOR shall exercise reasonable efforts to accomplish such changes in policy coverages and shall pay the cost thereof to the extent commercially reasonable.

If CONTRACTOR is unable to accomplish the changes in policy coverages, CONTRACTOR and CITY may terminate this Agreement pursuant to the provisions of Section 7.0.

13.9 Any deductibles or self-insured retentions are the responsibility of CONTRACTOR and must be declared to the CITY. At the CITY's option, the CONTRACTOR shall demonstrate financial capability for payment of such deductibles or self-insured retentions.

13.10 CONTRACTOR hereby grants to CITY a waiver of any right to subrogation that any insurer of said CONTRACTOR may acquire against the CITY by virtue of the payment of any loss under such insurance. This provision applies regardless of whether or not the CITY has requested or received a waiver of subrogation endorsement from the insurer.

14.0 DISPUTES

14.1 If a dispute should arise regarding the performance of this AGREEMENT, the following procedures shall be used to address the dispute:
a. If the dispute is not resolved informally, then, within five (5) working days thereafter, the CONTRACTOR shall prepare a written position statement containing the party’s full position and a recommended method of resolution and shall deliver the position statement to the CONTRACT OFFICER.
b. Within ten working (10) days of receipt of the position statement, the CONTRACT OFFICER shall prepare a response statement containing the CITY’s full position and a recommended method of resolution and shall deliver the response statement to the CONTRACTOR.

Attachment 1
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c. After the exchange of statements, if the dispute is not resolved within ten working (10) days, the CONTRACTOR and the CONTRACT OFFICER shall deliver the statements to the City Manager who shall make a determination within ten working (10) days.

14.2 If the dispute remains unresolved for ten working (10) days following the City Manager’s determination, and the parties have exhausted the procedures of this section, the parties may then seek resolution by mediation or such other remedies available to them by law or in equity.

15.0 NOTICES

15.1 Any notices to be given under this AGREEMENT, or otherwise, shall be served by certified mail.

15.2 For the purposes hereof, unless otherwise provided in writing by the Parties hereto, the address of the Parties and the proper person to receive any notice on each Party’s behalf is:

For CITY:

Services Supervisor
Public Services & Engineering Department
City of Coronado
101 B Avenue
Coronado, CA 92118
For CONTRACTOR:

Name: Legal Dept.

Title:

Name of Company: Mansfield Oil Company of Gainesville, Inc.

Address of Company: 1025 Airport Parkway SW
CITY, State Zip: Gainesville, GA 30501

15.4 CONTRACTOR represents and warrants that its employer's identification number is 58- 1091383, its seller’s permit number for petroleum product sales is No. SR S OHC 97548097, its California Prepaid Sales Tax # is SG OHC 77001538, its California State # for Diesel Fuel is DD MT 57-250227.

16.0 CONTRACTOR’S CERTIFICATION OF AWARENESS OF IMMIGRATION REFORM AND CONTROL ACT OF 1986

16.1 CONTRACTOR certifies that CONTRACTOR is aware of the requirements of the Immigration Reform and Control Act of 1986 (8 USC §§ 1101-1525) and has complied and will comply with these requirements including, but not limited to, verifying the eligibility for employment of all agents, employees, subcontractors and consultants before they perform any SERVICES under this AGREEMENT.

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17.0 GENERAL PROVISIONS

17.1 Accounting Records. CONTRACTOR shall keep records of the direct reimbursable expenses pertaining to the SERVICES and the records of all accounts between the CONTRACTOR and any subcontractors. CONTRACTOR shall keep such records on a generally recognized accounting basis. These records shall be made available to the Contract Officer, or the Contract Officer's authorized representative, at mutually convenient times, for a period of three (3) years from the completion of the SERVICES.

17.2 Contract Officer. The General Services Supervisor shall serve as the CITY’s “Contract Officer” for this AGREEMENT and has the authority to direct the CONTRACTOR, approve actions, request changes, and approve additional services within her/his authority. Any obligation of the CITY shall be the responsibility of the Contract Officer. Excepting the provisions pertaining to dispute resolution, no other person shall have any authority under this AGREEMENT unless specifically delegated in writing.

17.3 Governing Law. This AGREEMENT and all matters relating to it shall be governed by the laws of the State of California and any action brought relating to this AGREEMENT shall be held exclusively in a state court in the County of San Diego. CONTRACTOR hereby irrevocably consents to service outside the State of California and to the personal jurisdiction of and exclusive venue in the state and federal courts in the County of San Diego, California and waives any objection to such jurisdiction or venue. CONTRACTOR hereby waives the right to remove any action from San Diego County as is otherwise permitted by California Code of Civil Procedure Section 394.

17.4 Business Certificate. CONTRACTOR and its subcontractors, if any, are required to obtain and maintain a City Business Certificate during the duration of this AGREEMENT.

17.5 Compliance with Law. The CONTRACTOR shall be responsible for complying and ensuring its subcontractors comply with all local, state, and federal laws, rules, regulations, orders, policies, protocols and guidance, whether or not said laws are expressly stated or referred to herein, including, but not limited to complying with COVID-19 sanitation protocols, health orders and guidance.

17.6 RESERVED

17.7 Responsibility for Others. CONTRACTOR shall be responsible to the CITY for its services and the services of its subcontractors. CONTRACTOR shall not be responsible for the acts or omissions of other parties engaged by the CITY nor for their construction means, methods, techniques, sequences, or procedures, or their health and safety precautions and programs.

17.8. Drafting Ambiguities. The Parties agree that they are aware that they have the right to be advised by counsel with respect to the negotiations, terms and conditions of this AGREEMENT, and the decision of whether or not to seek advice of counsel with respect to this AGREEMENT is a decision that is the sole responsibility of each Party. This AGREEMENT shall not be construed Attachment 1
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in favor of or against either Party by reason of the extent to which each Party participated in the drafting of the AGREEMENT.

17.9. Conflicts between Terms. If an apparent conflict or inconsistency exists between the main body of this AGREEMENT and the Attachments, the main body of this AGREEMENT shall control. If a conflict exists between an applicable federal, state, or local law, rule, regulation, order, or code and this AGREEMENT, the law, rule, regulation, order, or code shall control. Varying degrees of stringency among the main body of this AGREEMENT, the Exhibits, and laws, rules, regulations, orders, or codes are not deemed conflicts, and the most stringent requirement shall control. Each Party shall notify the other immediately upon the identification of any apparent conflict or inconsistency concerning this AGREEMENT and shall cooperate in good faith to resolve the same.

17.10 Non-Discrimination. CONTRACTOR shall not discriminate against any employee or applicant for employment because of sex, race, color, age, religion, ancestry, national origin, disability, military or veteran status, medical condition, genetic information, gender expression, marital status, or sexual orientation. CONTRACTOR shall take affirmative action to ensure that applicants are employed and that employees are treated during employment without regard to their sex, race, color, age, religion, ancestry, national origin, disability, military or veteran status, medical condition, genetic information, gender expression, marital status, or sexual orientation and shall make reasonable accommodation to qualified individuals with disabilities or medical conditions. Such action shall include, but not be limited to the following: employment, upgrading, demotion, transfer, recruitment, or recruitment advertising, layoff or termination, rates of pay or other forms of compensation, and selection for training, including apprenticeship.

CONTRACTOR agrees to post in conspicuous places available to employees and applicants for employment any notices provided by CITY setting forth the provisions of this non-discrimination clause.

17.11 Rights Cumulative. All rights, options, and remedies of each party contained in this AGREEMENT shall be construed and held to be cumulative, and no one of the same shall be exclusive of any other, and each party shall have the right to pursue any one of all of such remedies or any other remedy or relief that may be provided by law or in equity, whether or not stated in this AGREEMENT.

17.12 Waiver. No waiver by either Party of a breach by the other Party of any of the terms, covenants, or conditions of this AGREEMENT shall be construed or held to be a waiver of any succeeding or preceding breach of the same or any other term, covenant or condition herein contained. No waiver of any default of either Party hereunder shall be implied from any omission by the other Party to take any action on account of such default if such default persists or is repeated, and no express waiver shall affect default other than as specified in said waiver.

17.13 Third Parties. No provision contained in the AGREEMENT shall create or give to third parties any claim or right of action against the CITY or CONTRACTOR or their respective officers, directors, officials, employees, representatives, contractors, subcontractors or agents.

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17.14 Survival. The provisions of the AGREEMENT that by their nature survive termination or final completion of the AGREEMENT, including all warranties, indemnities, payment obligations, and the CITY's right to audit CONTRACTOR's books and records, shall remain in full force and effect after final completion or any termination of the AGREEMENT.

17.15 Severability. In the event that any part of this AGREEMENT is found to be illegal or unenforceable under the law as it is now or hereafter in effect, either Party will be excused from performance of such portion or portions of this AGREEMENT as shall be found to be illegal or unenforceable without affecting the remaining provisions of this AGREEMENT.

17.16 Exhibits Incorporated. All Attachments/Exhibits referenced in this AGREEMENT are incorporated into the AGREEMENT by this reference.
[SIGNATURES CONTINUED ON NEXT PAGE]
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18. SIGNATURES

18.1 Each signatory and Party hereto hereby warrants and represents to the other Party that it has legal authority and capacity and direction from its principal to enter into this AGREEMENT, and that all resolutions or other actions have been taken so as to enable it to enter into this AGREEMENT.

CITY: CONTRACTOR:

By: ______________________________
Tina Friend
City Manager
By: ______________________________
Dan Luther
Vice President, Government Sales
Date: _____________________________ Date: ____________________________ By: ______________________________
David Zarfoss
Director of Pricing
Date: ____________________________
APPROVAL AS TO CONTENT:
____________________________________ ___________________ Leon P Firsht Date
Director of Public Services & Engineering
APPROVAL AS TO FORM:
____________________________________ ___________________ Johanna N. Canlas, City Attorney Date
ATTEST:
____________________________________ ___________________ Kelsea Holian, MMC, City Clerk Date
I. REQUIRED CERTIFICATES:

1. CORPORATION CERTIFICATE

2. CONTRACTOR'S CERTIFICATE REGARDING WORKERS’ COMPENSATION II. ATTACHMENTS

1. SCOPE OF SERVICES (ATTACHMENT A)
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2. FEE SCHEDULE/GENERAL INFORMATION (ATTACHMENT B);

3. CERTIFICATION that CONTRACTOR has read, understands and will comply with, “A Pollution Prevention Guide for the Construction Community” Web Address Provided (ATTACHMENT C);

5. NON-COLLUSION DECLARATION (ATTACHMENT E);

6. STATE PREVAILING WAGE (ATTACHMENT F)
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CORPORATION CERTIFICATE
I, _______________________________________________________________, certify that:

1. I am the Secretary of the Corporation named as CONTRACTOR in the foregoing AGREEMENT;

2. ___________________________________________________________ who signed said AGREEMENT on behalf of CONTRACTOR, was then _________________ ___________________________________________________________________ of said Corporation; and

3. Said AGREEMENT was duly signed for and in behalf of said Corporation by authority of its governing body and is within the scope of its corporate powers. ___________________________________________________________ (Corporate Seal)
______________________________________________________________ NOTE: APPROPRIATE NOTARIAL ACKNOWLEDGMENT OF EXECUTION MUST BE ATTACHED TO THIS FORM.

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CONTRACTOR'S CERTIFICATE REGARDING WORKERS’

COMPENSATION
Section 3700 of the California Labor Code provides in part as follows:
"Every employer except the State shall secure the payment of compensation in one or more of the following ways:

A. By being insured against liability to pay compensation to one or more insurers duly authorized to write compensation insurance in this state.

B. By securing from the Director of Industrial Relations a certificate of consent to self-insure … which may be given upon furnishing proof satisfactory to the Director of Industrial Relations of ability to self-insure and to pay any compensation that may become due to his other employees...."
I am aware of the provisions of Section 3700 of the Labor Code, which require every employer to be insured against liability for workers’ compensation or to undertake self-insurance in accordance with the provisions of that Code, and I will comply with such provisions before commencing the performance of any of the work of the foregoing AGREEMENT.

Contractor Name:

Signature:

Name:

Title:

Contractor Address:

NOTE: In accordance with Article 5, commencing at Section 1860, Chapter 1, Part 7, Division 2, of the Labor Code, the above certificate must be signed and filed with the awarding body prior to performing any work under this AGREEMENT.

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ATTACHMENT A

SCOPE OF SERVICES
I. GENERAL TERMS & CONDITIONS:

CONTRACTOR shall provide all labor, materials and supervision required to deliver gasoline and diesel to the following locations:

1. City Public Services Yard located at 101 B Ave, Coronado, CA 92118

2. City Golf Maintenance Yard located at 635 Glorietta Blvd, Coronado, CA 92118

3. Cays Fire Station located at 101 Grand Caribe Causeway, Coronado, CA 92118 CONTRACTOR shall carefully examine the work site. The execution of this AGREEMENT by the CONTRACTOR shall be considered evidence that the CONTRACTOR has investigated, and is satisfied as to, the conditions to be encountered, the character and quality of the work to be performed and materials to be furnished, and the requirements of all documents referred to in this AGREEMENT.

CONTRACTOR shall maintain compliance with the City of Coronado Municipal Code, Title 61, regarding storm water run-off system discharge regulations and requirements, California Regional Water Quality Control Board, San Diego Region Order No. R9-2013- 0001 and National Pollutant Discharge Elimination System (NPDES) No. CAS0109266, as well as the Best Management Practices (BMPs) referred to in the CITY’S Jurisdictional Runoff Management Plan (JRMP), Section 7, Industrial and Commercial, subsection 7.3.3, Updated BMP Requirements. Examples of such BMPs are described in the flyer “Clean Coastlines, City of Coronado, a Pollution Prevention Guide for the Construction Community.” This document may be read and/or downloaded from the City’s website at:
https://www.coronado.ca.us/UserFiles/Servers/Server_746006/File/government/departme nts/public%20services/stormwater/pollution%20prevention/1204577156_34118.pdf Violations of any of the requirements may lead to a civil penalty up to $10,000 per day, per violation and is considered a breach of the AGREEMENT.

CONTRACTOR performance shall present a professional image and a high standard of quality and technical competence at all times. Total responsibility for this is placed upon CONTRACTOR. If a conflict occurs between “Best Management Practice” and the specification, “Best Management Practice” shall prevail and the CITY shall be notified of any necessary changes to the specified operations/materials.

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II. CONTRACT DOCUMENTS
III. PERFORMANCE SPECIFICATIONS
A. GENERAL SPECIFICATIONS:

These specifications are intended to cover all labor, materials and supervision to provide all materials and supervision required to deliver gasoline and diesel fuel.

B. CONTRACTOR SHALL:

1. Within three (3) work days after the effective date of the AGREEMENT, prepare and submit a schedule to the Project Coordinator, showing specific day/date/time of work. Schedule is subject to preapproval by the Project Coordinator.

2. Notify the Project Coordinator prior to the scheduled day/date/time of changes for an alternate start date. Failure to meet schedule shall be deemed grounds for non-payment and/or contract termination.

C. NON-SCHEDULED/EXTRA WORK:

1. Evaluate the specific job and labor required upon arrival at the job site; develop an estimate at no cost to CITY of the expected hours, materials and job cost; and advise Project Coordinator of cost prior to proceeding with the work. CITY reserves the right to accept or refuse CONTRACTOR’S offer.

1. Proceed with the work after receipt of written authorization by Project Coordinator.

IV. PROJECT MATERIALS: Manufacturers’ names, trade names, brand names, or model numbers used in the specifications are for the purpose of describing and establishing general quality levels. Such references are not intended to be restrictive. Bids will be considered for alternative brands that meet or exceed the quality of the specifications listed for any item.

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V. GENERAL REQUIREMENTS:

A. CONTRACTOR SHALL:

1. CONTRACTOR, as well as any of its subcontractors, shall possess and maintain a current City of Coronado business certificate, professional license, and Department of Industrial Relations number.

2. Provide and maintain a telephone answering system that provides for contact during normal business hours, (8:00 a.m. to 5:00 p.m.) Monday through Friday.

3. Respond to calls within twenty-four (24) hours.

4. Abide by all applicable laws.

VI GENERAL CONDITIONS:

1. All work shall be subject to the inspection and approval by the Project Coordinator or his/her designee at the site prior to acceptance and approval for payment.

2. Workers shall be courteous to the public and CITY staff utilizing the facilities, and shall be responsive only to the request of the Project Coordinator, and shall direct all inquiries or requests to the Project Coordinator. Exception: If the specific request involves public safety or security of the specific facility, CONTRACTOR shall immediately comply with the request.

IN ADDITION TO THE SPECIFICATIONS, THE FOLLOWING SHALL APPLY:

VII. TERMS AND CONDITIONS:

1. Payment: Payment shall be net 30 days after receipt of an undisputed invoice subject to routine processing requirements. The responsibility for providing an acceptable invoice rests with the CONTRACTOR. In the event the CITY does not timely pay any invoice within 30 days of receipt of such invoice, the CITY shall be responsible to pay all accrued late fees, charges, and/or interest expenses. Should the CITY fail to pay any undisputed invoice when due, and such invoice remains unpaid ten (10) days after CITY’S receipt of written notice of such past due invoice, CONTRACTOR reserves the right to immediately suspend future fuel deliveries until all such undisputed past due invoices are paid in full.

2. Invoicing: Invoices shall be submitted no sooner than the first day of the service month being invoiced. CONTRACTOR shall mail an invoice to the following address:

Accounting Technician
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Public Services & Engineering Department
City of Coronado
1825 Strand Way
Coronado, California 92118
Invoices shall be subject to the routine processing requirements of the CITY’S Department of Administrative Services.

3. Authorized Work: Payment shall only be made to the CONTRACTOR for work authorized by this AGREEMENT.

4. Default: In case of default by the CONTRACTOR, the CITY may procure the service from other sources and may deduct costs from the unpaid balance due the CONTRACTOR. The prices paid by the CITY shall be the prevailing market price at the time such purchase is made. This is in addition to any other remedies available at law or in equity.

5. Change of Ownership: CONTRACTOR agrees that if there is a change in ownership prior to completion of this AGREEMENT, the new owners will be required under terms of sale to assume this AGREEMENT and complete it to the satisfaction of the CITY. The CITY reserves the right to approve a change in ownership.

6. CONTRACTOR Work Hours and Safety Standards: The CONTRACTOR shall ensure compliance with all safety and hourly requirements for employees, in accordance with Federal, State, and local safety and health regulations and laws.

Equipment operation will be in compliance with the CITY’s noise ordinance.

7. Material Safety Data Sheets: CONTRACTOR is required to provide Material Safety Data Sheet (MSDS) for any hazardous substances used as required by the California State Labor Code, Sections 6382 and 6390, and the Health and Safety Code of the California Administrative Code. MSDS sheets for each item shall be sent to:

General Services Supervisor
Public Services & Engineering Department
City of Coronado
1825 Strand Way
Coronado, California 92118

8. Patent/Copyright Materials: Unless otherwise expressly provided in this AGREEMENT, CONTRACTOR shall be solely responsible for clearing the right to use any patented or copyrighted materials in the performance of this AGREEMENT.

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9. Declared Emergency Purchasing: In the event of an emergency or where the CITY is declared a disaster area by the County, State or Federal Government, this AGREEMENT may be subjected to unusual usage. CONTRACTOR shall service the CITY during an emergency or declared disaster under the same terms and conditions that apply during non-disaster circumstances. The pricing quoted within shall apply to servicing the CITY’S needs regardless of the circumstances.

10. Terms and Conditions: The only terms and conditions that will be applicable to the interpretation of this AGREEMENT are those issued by the Contract Officer.

The CONTRACTOR acknowledges that CONTRACTOR has read and agrees to all terms and conditions.

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ATTACHMENT B

FEE SCHEDULE/GENERAL INFORMATION
In compliance with the Sourcewell Contract No. 121522-MNF the CONTRACTOR hereby agrees to furnish all labor, materials, equipment and supervision to perform the proposed services that are described in the below listed enclosures; and to do so in strict accordance with the provisions of this AGREEMENT.

PRICE QUOTES
II. BULK FUEL DELIVERIES
Product:
- Tank Wagon Gasoline: OPIS San Diego, CA Gross Contract Average w/CAR + $.1119 per gallon
- Tank Wagon R99 Diesel: OPIS San Diego, CA Gross Contract Average w/CAR + $.1014 per gallon
Freight Charges (exclusive of any applicable taxes):
- All Freight Charges are pass-throughs under the Sourcewell agreement. o Estimated Weighted Average Freight
▪ Tank Wagon E10 Gasoline: +.2898 per gallon
▪ Tank Wagon R99 Diesel: +.2719 per gallon
*Prices are subject to review and revision once annually. Contractor shall provide no less than thirty (30) days prior notice before any price changes go into effect.

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ATTACHMENT C

LIST OF SUBCONTRACTORS/SUBCONTRACTORS
Listed below are any and all subcontractors that the BIDDER plans to employ under this AGREEMENT. No change is allowed without the prior approval of the Contract Officer.

NAME ADDRESS PHONE DIR
PW#
License# $ Value
I hereby certify that I have read and examined Sections 3700 and 3800 of the State Labor Code. I am aware of, and will comply with, Section 3700 of the Labor Code, requiring every employer to be insured against liability for Workmen’s Compensation or to undertake self-insurance before commencing any of the work. I further certify that if I should contract or subcontract with any person, including a firm or company, to do all or any part of the work for which this BID covers, I shall assure compliance by that contractor or subcontractor with Sections 3700 and 3800 of the State Labor Code.

BIDDER NAME: ________________________________
________________________________________________ _____________________ SIGNATURE Date
________________________________________________________________________

NAME AND TITLE (PRINTED)
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ATTACHMENT D
“A POLLUTION PREVENTION GUIDE FOR THE CONSTRUCTION INDUSTRY”

BROCHURE
I certify that I have read, understand and will comply with the procedures described in “A Pollution Prevention Guide for the Construction Industry” brochure located in the attached web address:
https://www.coronado.ca.us/UserFiles/Servers/Server_746006/File/government/departments/pub lic%20services/stormwater/pollution%20prevention/1204577156_34118.pdf CONTRACTOR NAME: ___________________________________________________

SIGNATURE DATE
________________________________________________________________________

NAME AND TITLE (PRINTED
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CITY COUNCIL STAFF REPORT
August 20, 2024 5d

DESIGNATION OF VOTING DELEGATE AT THE LEAGUE OF CALIFORNIA CITIES ANNUAL

BUSINESS MEETING
RECOMMENDATION:

Appoint City Manager Friend as the voting delegate for the League of California Cities Annual Business Meeting on October 18, 2024, in Long Beach and Assistant City Manager Winney as the voting alternate.

BACKGROUND:

The League of California Cities 2024 Annual Conference will be held in Long Beach from October 16-18, 2024. A crucial component of the conference is the Annual Business Meeting, during which the membership takes action on conference resolutions. These resolutions play a significant role in guiding cities and the League to enhance the quality, responsiveness, and vitality of local government.

The Annual Business Meeting is scheduled for Friday, October 18. As per CalCities’ bylaws, a city’s voting delegate must be designated by the City Council. The delegate must be registered to attend the conference, and the voting card cannot be transferred unless it is to a City Councildesignated alternate.

ANALYSIS:

The City Council's representative to CalCities‘ San Diego Division has traditionally served as the voting delegate. The representative and alternate are unable to attend due to scheduling conflicts.

City Manager Friend and Assistant City Manager Winney are attending the 2024 Annual Conference and are willing to serve as Coronado’s voting delegate and alternate.

FISCAL IMPACT:

None.

ALTERNATIVE:

The City Council may elect to send other members to the business meeting as delegates and alternates or elect to not attend the business meeting.

CALIFORNIA ENVIRONMENTAL QUALITY ACT:

Not applicable.

PUBLIC NOTICE:

No notice required.

ATTACHMENTS:

1. Annual Conference Voting Procedures
Submitted By: City Clerk's Office / Kelsea Holian
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CITY COUNCIL STAFF REPORT
August 20, 2024 5e
REVIEW AND ACCEPT THE 2020, 2021, AND 2022 ANNUAL TRAFFIC REPORTS RECOMMENDATION:

Review and accept the 2020, 2021, and 2022 Annual Traffic Reports; direct staff to complete the annual report for 2023 in coordination with the Mobility Commission, analyzing collision data by neighborhood, if feasible.

BACKGROUND:

Section 56.03.014 of the Coronado Municipal Code states that “the City Engineer, in cooperation with the Police Department, shall annually prepare a traffic report which shall be filed with the City Council. Such a report shall contain information on traffic matters in this City as follows:

A. Traffic accident data, including the number of traffic accidents, the number of persons killed, and the number of persons injured;
B. The number of traffic accidents investigated and other pertinent data on the safety activities of the City; and
C. The plans and recommendations of the City staff for future traffic safety activities.” Completion of the annual traffic reports (reports) for 2020, 2021, and 2022 was delayed for a variety of reasons including, but not limited to, the COVID-19 pandemic, staffing and workload constraints. With the assistance of a consultant, these three reports have been drafted in a similar form and depth as prior annual traffic reports, and work on the 2023 report is underway.

On June 13, 2024, the 2020, 2021, and 2022 reports were presented to the City’s Mobility Commission. The Mobility Commission unanimously recommended the reports be modified to include recommendations “influenced by neighborhoods” and make specific recommendations for safety improvements at Bayshore Bikeway intersections before presenting them to the City Council. Staff did not receive a definition or scope of analysis for “influenced by neighborhoods”.

Overhauling the reports to incorporate the recommendation for “influenced by neighborhoods” would delay the reports until the end of the year at a minimum. With staff’s prior commitment to the City Council to deliver the reports by August, the reports continued with the review process.

On June 27, 2024, the traffic reports were presented to the City‘s Traffic Operations Committee (TOC). The TOC voted 4-0 (with the City Engineer abstaining from the vote) to recommend the reports be considered final for presentation to the City Council without reanalyzing and redrafting them per the Mobility Commission’s motion. The TOC by separate vote, approved the Mobility Commission’s request of traffic analysis "influenced by neighborhoods” to be considered for inclusion into the 2023 Annual Traffic Report and for staff to conduct an assessment of the vehicle right of way crossings with the bike path along the Silver Strand.

ANALYSIS:

The 2020, 2021, and 2022 reports are attached for review. The City’s Public Services and Engineering Department and Police Department staffs monitor accident records on a regular basis and formally report these statistics for each calendar year as required by the Municipal Code.

City of Coronado Page 116
Each report contains an Executive Summary section and more detailed sections outlining traffic volume and collision analysis. Each report found average annual traffic volumes had significantly decreased from 2019 volumes, most likely due to the COVID pandemic and subsequent changes in the work force allowing more people to work from home. The overall number of traffic collisions experienced had also decreased from 2019, most likely due to the reduction in traffic volume.

Recommendations from all three reports include the following:
• Intersection of Orange and First: replace signal head backplates with backplates featuring yellow reflective borders.
• Intersection of Orange and Fourth: recommend Caltrans review signal operations and signs, and install signal head backplates with backplates featuring yellow reflective borders.
• Intersection of Orange and B / Loma: recommend Caltrans review the intersection for pedestrian safety improvements and ADA upgrades.
• Bayshore Bikeway: consider reviewing policies related to use of the Bayshore Bikeway pertaining to speed limits, right-of-way at uncontrolled intersections, and use of atintersection and advance warning signage and pavement markings.

It is important to note that Coronado residents can contact the City at any time to request consideration of various improvements to improve safety within the right-of-way for all modes of transportation. For example, requests for the installation of stop signs, red curb zones, crosswalks, etc., can be submitted to the Engineering Division of the Public Services and Engineering Department. Written requests can be made via email or on-line through “Ask Coronado.” In most cases, such requests are analyzed by Engineering staff with findings and recommendations presented to the City’s Traffic Operations Committee.

The Traffic Operations Committee (TOC) (consisting of the Police Chief, Fire Chief, Directors of the Community Development Department and Public Services and Engineering Department, and the City Engineer) is scheduled to meet the fourth Thursday of each month to consider such requests and make recommendations to the City Council. TOC meetings are open to the public, posted at least 72 hours prior on the City webpage, with courtesy notices typically sent to residents living within 300’ of any location where improvements are being considered.

FISCAL IMPACT:

None.

ALTERNATIVE:

The City Council may direct staff to re-analyze data, edit the reports or provide other direction.

CALIFORNIA ENVIRONMENTAL QUALITY ACT:

Categorically exempt from the requirements of CEQA pursuant to State CEQA Guidelines Section 15306 regarding basic information collection, research, and analysis.

PUBLIC NOTICE:

No notice required.

ATTACHMENTS:
1) 2020 DRAFT Annual Traffic Report
2) 2021 DRAFT Annual Traffic Report
3) 2022 DRAFT Annual Traffic Report
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CITY COUNCIL STAFF REPORT
August 20, 2024 5f

AWARD AND AUTHORIZE A CONTRACT, APPROVE PROJECT CONTINGENCY, CHANGE

ORDERS AND ADDITIONAL BUDGET APPROPRATION FOR THE STREET PREVENTATIVE MAINTENANCE FY 2023-24 ANNUAL PROGRAM
RECOMMENDATION:

Award and authorize the City Manager to execute a contract with Engineering Construction Company, Inc. in a form approved by the City Attorney in the amount of $789,998 for construction of the Street Preventive Maintenance (Fiscal Year 2023-24 Annual Program) project; approve a 15% project contingency of $118,499.70; amend the FY 2024-25 Budget and appropriate an additional $348,047.70 for expenditure from the Highway User Tax Account (HUTA) Funds; authorize the City Manager to execute change orders within the project budget; and, find that the project is categorically exempt from environmental review under Class 1 of the state CEQA Guidelines section 15301, Existing Facilities (14 CCR 15301).

BACKGROUND:

This project is part of an ongoing maintenance program designed to extend the life of asphalt roadways by applying a slurry seal, a thin (approximately one-eighth of an inch thick) layer of sand and emulsified asphalt mixture that rejuvenates the existing asphalt surface. Every fiscal year, approximately one-seventh of Coronado’s streets and parking lots are rehabilitated by removing old roadway striping and pavement markings, filling cracks wider than a quarter inch, applying a Type I slurry coat, and repainting roadway striping and markings.

Additionally, alleys adjacent to treated streets will have fire lane stripes repainted in conjunction with each year’s slurry seal project. Some locations have been identified for asphalt dig-outs, curb and gutter and driveway apron removal and replacement, which are necessary to improve drainage and replace damaged asphalt and concrete.

A map of the areas included in this preventive maintenance project are included in Attachment 1 of this report. No new pavement markings were identified for this area in the City’s Active Transportation Plan or recommended by staff.

ANALYSIS:

Bids were advertised on July 11th, 2024 and opened on August 7th, 2024, with the following results:

BIDDER BID
Quality Construction and Engineering Inc. $789,998.00
Pavement Coatings Co. $957,847.00
American Asphalt South, INC. $972,146.40
YBS Construction Engineering $2,314,210.00
Staff reviewed the bid package, insurance, and bonding for Quality Construction and Engineering Inc. In accordance with the Standard Specifications for Public Works Construction, Quality Construction and Engineering Inc. was determined to be the lowest responsible and responsive City of Coronado Page 239
bidder. Public contracting laws require the City to award the contract to the lowest responsible and responsive bidder, which, in this case, is Quality Construction and Engineering Inc.

FISCAL IMPACT:

The Street Preventive Maintenance was approved as part of the FY 2023-24 Capital Improvement Program (CIP) with a total project budget of $600,000, comprising $100,000 in TransNet funds and $500,000 in HUTA funds. To date, a total of $51.25 has been spent for newspaper advertisements.

To complete the project, an additional appropriation of $348,047.70 from HUTA Funds 201/202 is necessary. As of June 30, 2024, the estimated year-end balance for both budget units was $644,672. If the additional appropriation is approved, the remaining balance will be reduced to approximately $296,624. Any remaining funds after project completion will be returned to the same accounts.

It is recommended that the project be funded as follows:

PROJECT BUDGET
TransNet Fund $100,000
HUTA Fund $500,000
(Less) Expenses to Date ($51)
Total Remaining Budget $599,949
Construction Contract Award $789,998.00
Contingency (≈15%) $118,499.70
Materials Testing (≈5%) $39,499.00
Total Project Cost Estimate $947,996.70
Additional Appropriation Required
(HUTA Fund 2013200/2023200) $348,047.70
ALTERNATIVE:

The City Council may elect to reject all bids and cancel/postpone the project.

CALIFORNIA ENVIRONMENTAL QUALITY ACT:

Categorically exempt per California Environmental Quality Act (CEQA) Guideline; Class 1, Existing Facilities.

PUBLIC NOTICE:

No notice required.

ATTACHMENTS:

1. Project Scope and Location Map - Street Preventive Maintenance Project Submitted By: Public Services and Engineering Department / Mike McCall City of Coronado Page 240
Project Scope and Location Map
Attachment 1
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Project Scope and Location Map Continued

KING LOT
600 sq/f)
Attachment 1
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Project Dig Out Locations
Length \/Vidth fill.LE Address SlurD£Zone

92.00 7.00 644.00 1001 FLORA AVE r 1

37.00 15.00 555.00 1001 FLORA AVE r 1

28.00 8.00 224.00 1003 !SABELLA AVE r 1

33.00 6.00 198.00 1020 !SABELLA AVE r 1

42.00 7.00 294.00 1023 !SABELLA AVE r 1

19.00 11.00 209.00 1027 FLORA AVE r 1

28.00 21.00 588.00 1032 FLORA AVE r 1

68.00 8.00 544.00 1033 !SABELLA AVE r 1

15.00 6.00 90.00 1033 !SABELLA AVE r 1

87.00 14.00 1218.00 1034 !SABELLA AVE r 1

23.00 7.00 161.00 1038 EAVE r 1

70.00 11.00 770.00 1050 !SABELLA AVE r 1

35.00 10.00 350.00 1070 !SABELLA AVE r 1

12.00 10.00 120.00 1100 !SABELLA AVE r 1

30.00 8.00 240.00 1100 PINE ST r 1

30.00 10.00 300.00 1101 FLORA AVE r 1

30.00 7.00 210.00 1112 CHURCHILL PL r 1

28.00 18.00 504.00 1130 FLORA AVE r 1

19.00 10.00 190.00 1133 FLORA AVE r 1

32.00 10.00 320.00 1151 STAR PARK CIRCLE r 1

22.00 25.00 550.00 1220 ALAMEDA BLVD r 1

12.00 9.00 108.00 140 ALDER ST r 1

40.00 14.00 560.00 161 CAROB \NAY r 1
141.00 12.00 1692.00 180 CAROB \NAY r 1

15.00 10.00 150.00 511 MARINA AVE r 1

20.00 3.00 60.00 519 MARINA AVE r 1

26.00 7.00 182.00 521 MARINA AVE r 1

20.00 10.00 200.00 541 MARINA AVE r 1

9.00 8.00 72.00 600 ALAMEDA BLVD r 1

15.00 9.00 135.00 600 ALAMEDA BLVD r 1

12.00 9.00 108.00 600 ALAMEDA BLVD r 1

71.00 8.00 568.00 600 CABRILLO AVE r 1

24.00 10.00 240.00 601 COUNTRY CLUB r 1

10.00 10.00 100.00 601 COUNTRY CLUB LN r 1

8.00 6.00 48.00 610 CABRILLO AVE r 1

16.00 7.00 112.00 700 BALBOA AVE r 1

25.00 6.00 150.00 720 CABRILLO AVE r 1

8.00 8.00 64.00 730 CABRILLO AVE r 1

30.00 6.00 180.00 741 BALBOA AVE r 1

42.00 10.00 420.00 820 CABRILLO AVE r 1

20.00 10.00 200.00 821 BALBOA AVE r 1

33.00 6.00 198.00 830 BALBOA AVE r 1

20.00 18.00 360.00 831 CABRILLO AVE r 1

71.00 12.00 852.00 840 BALBOA AVE r 1

15.00 6.00 90.00 850 ALAMEDA BLVD r 1

10.00 18.00 180.00 861 CABRILLO AVE r 1
ACAA 25.00 6.00 150.00 911 CORONADO AVE r 1
Attachment 1
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CITY COUNCIL STAFF REPORT
August 20, 2024 5g

AUTHORIZE CONTRACT, BUDGET APPROPRIATION AND LOAN AGREEMENT FOR

INSTALLATION OF FEAST AND FAREWAY HEATERS
RECOMMENDATION:

Award and authorize the City Manager to execute a construction contract in a form approved by the City Attorney with American Wiring, Inc., for the Feast and Fareway Outdoor Heaters project in an amount not to exceed $89,583; appropriate an additional $58,556 from Capital Fund 400; approve a total project budget of $108,556; authorize the City Manager to execute a loan agreement with Feast and Fareway, LLC with a secured promissory note in an amount up to $33,556 to be repaid within three years; and find the project categorically exempt from the California Environmental Quality Act (CEQA) under Class 1 of the CEQA Guidelines (14 CCR 15301, Existing Facilities).

BACKGROUND:

In Fiscal Year (FY) 2023-24, the City Council authorized the Feast and Fareway Outdoor Heaters project as part of the Capital Improvement Program (CIP) with a total project budget of $50,000.

The installation of the heaters would allow the restaurant to offer an improved outdoor dining experience year-round.

ANALYSIS:

Three bids were received in response to the informal Request for Bids conducted in accordance with the Coronado Municipal Code Section 8.06 and Public Contract Code 22032 (b). All qualified bidders on the City‘s California Uniform Public Construction Cost Accounting Act (CUPCAA) list were invited to bid on the project. On July 3, 2024, bids were opened with the following results:

BIDDER BID
American Wiring, Inc. $89,583.00
Willy Management LLC $148,996.00
GQ Builders, Inc. $220,649.25
The project’s scope of work includes furnishing and installing fourteen (14) electric heaters on the exterior trellis structure of the Feast and Fareway restaurant along with the electrical work necessary for their operation. The work involves adding an electrical subpanel, circuits, controls, and secure anchorage for fourteen (14) electric heaters to the existing trellis. Installation of the heaters will allow for expanded service options and greater comfort levels for patrons of the restaurant outside of the summer season.

It is recommended to award the contract to American Wiring, Inc. as they were the lowest responsive and responsible bidder.

FISCAL IMPACT:

As part of the FY 2023-24 CIP budget, $50,000 was appropriated for the Feast and Fareway Outdoor Heaters project (40070000-98987-24001). To date, a total of $9,973 has been expended, including $7,240 for preliminary electrical and structural engineering and design services, and $2,733 for permits and publication expenses. With a project balance of $40,027 remaining, an additional appropriation of $58,566, which includes a 10% contingency, is required to complete the project. City of Coronado Page 244
The City will need to appropriate an additional $58,566 from the Golf Course Fund (520020-9045), with up to $33,556 of that amount being the responsibility of Feast and Fareway, LLC, the City’s food & beverage concessionaire for Golf Course operations.

During the design phase, Feast and Fareway, LLC agreed to pay the remaining project costs based on the current estimate of $108,556, after deducting a total City contribution of $75,000.

The City is recommended to contribute more than the originally appropriated $50,000 due to a scope increase from site conditions and optimal heater design. Feast and Fareway, LLC would be responsible for up to $33,556, which they have agreed to repay over a three-year term as outlined in a pending loan agreement. The final portion that Feast and Fareway, LLC is responsible for will be determined upon project completion and will be based on the actual construction costs.

PROJECT BUDGET
City of Coronado Project Budget $50,000
DESIGN
Design Fees $7,240
Additional Expenses (printing and advertisement) $362
Building Permit Fee $2,371
Total Design Cost Estimate $9,973

CONSTRUCTION
Construction Contract Award $89,583
Contingency 10% $9,000
Total Construction Cost Estimate $98,583

TOTAL ESTIMATED PROJECT COST
Total Design Cost Estimate $9,973
Total Construction Cost Estimate $98,583
Total Estimated Project Cost $108,556
ADDITIONAL APPROPRIATION REQUIRED $58,556
City of Coronado Appropriation (Final) $25,000
Feast and Fareway Contribution (Up to) $33,556
ALTERNATIVE:

The City Council may elect to cancel the project and reject all bids.

CALIFORNIA ENVIRONMENTAL QUALITY ACT:

Categorically exempt per Section 15301 – Existing Facilities.

PUBLIC NOTICE:

No notice required.

ATTACHMENTS:

None.

Submitted By: Public Services and Engineering Department / Jackie Lu City of Coronado Page 245

CITY COUNCIL STAFF REPORT
August 20, 2024 5h
SECOND READING AND ADOPTION OF AN ORDINANCE AMENDING SECTIONS 86.34.030 (C) AND 86.42.050 (F) OF THE CORONADO MUNICIPAL CODE AND CHAPTER V SECTION B.8.5 OF THE ORANGE AVENUE CORRIDOR SPECIFIC PLAN
RECOMMENDATION:

Conduct the second reading and adopt Ordinance No. 2024-08 “An Ordinance of the City Council of the City of Coronado, California Amending Portions of the Coronado Municipal Code and the City’s Local Coastal Program Related to the Sixth Cycle Housing Element Update”.

BACKGROUND:

On April 9, 2024, City Council introduced an ordinance for municipal code amendments related to the adoption on the City’s 2021-2029 Housing Element Update (HEU). The amendments were required for the California Department of Housing and Community Development (HCD) to be able to certify the City’s HEU. Among other changes, the amendments established a minimum density of 16 dwelling units per acre in the R-4 Multiple Family Residential and the R-PCD Residential – Planned Community Development zones. HCD has subsequently informed the City that a minimum density of 20 dwelling units per acre is required.

ANALYSIS:

Government Code Section 65583.2(h) establishes required minimum residential densities for jurisdictions that are required to rezone to compensate for a shortfall of sites available to accommodate the City’s regional housing need. A recent Court of Appeal decision, Martinez v. the City of Clovis, holds that cities may use an overlay zone to satisfy their rezoning requirements; but in such cases, if the underlying zone allows residential uses, the underlying zoning must meet certain minimum density thresholds. Under this new precedent, in its June 11, 2024 letter, HCD has informed the City that Coronado that it is required to establish a minimum density of 20 dwelling units per acre throughout the R-4 (Multiple Family Residential) and R-PCD (Residential – Planned Community Development) zones rather than the 16-dwelling unit per acre density initially proposed.

Accordingly, the ordinance proposes to change the number ‘16’ to ‘20’ in three different sections of the Municipal Code. These proposed redline amendments (Attachment 3) were shared with HCD, which has concluded that once these final zoning amendments are adopted and take effect, the Housing Element will meet statutory requirements for certification.

Therefore, this ordinance is before the City Council to gain full certification of the City’s 2021-2029 HEU.

Pursuant to Government Code Sections 62854 to 62857, consideration of Municipal Code revisions to the zoning regulations requires a noticed public hearing with the Planning Commission, which was held on March 26, 2024. The Planning Commission considered upzoning to implement the HEU and recommended that the City Council deny any proposed zoning changes increasing residential density.

City of Coronado Page 246
FISCAL IMPACT:

None.

ALTERNATIVE:

The City Council may choose to not amend the Municipal Code.

CALIFORNIA ENVIRONMENTAL QUALITY ACT:

The project is exempt from the requirements of the California Environmental Quality Act pursuant to Government Code Section 65759, because the project consists of actions necessary to bring the City’s General Plan into conformance with state law under the terms of a judgment entered by the Superior Court of San Diego on November 8, 2023. As provided in Government Code Section 65759, the City has prepared an Environmental Assessment (EA), the content of which substantially conforms to the required content for a draft environmental impact report set forth in Article 9 (commencing with Section 15140) of Title 14 of the California Code of Regulations, to analyze potential environmental impacts from the project. The EA identifies mitigation measures that are required to reduce potential impacts to a less than significant level related to Biology (preconstruction nesting bird survey), Cultural Resources (archaeological and Native American monitor), Geology and Soils (fault study and geotechnical reports required prior to construction, and paleontological monitoring), Greenhouse Gas Emissions (Require project attributes to comply with the 2022 Scoping Plan design requirements, and Noise (vibration impact analysis).

The EA will be incorporated by reference into the City’s General Plan, and future development projects on Housing Element Opportunity Sites would be required to comply with these Mitigation Measures. All other impact areas are considered less than significant without mitigation.

PUBLIC NOTICE:

In lieu of the full text ordinance being published within 15 days after passage, the City Clerk published and posted the summary of the proposed ordinance on August 14, 2024, and will publish and post a summary of the ordinance 15 days after adoption.

ATTACHMENTS:

1. Ordinance No. 2024-08
Submitted By: Community Development Department / Richard Grunow City of Coronado Page 247
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CITY COUNCIL STAFF REPORT
August 20, 2024 5i
AMENDMENTS TO FISCAL YEAR 2024-25 PERSONNEL AND COMPENSATION PLAN

INCORPORATING COMPENSATION ADJUSTMENTS AND CLARIFYING PUBLIC SAFETY

UNIFORM ALLOWANCE AND EDUCATIONAL INCENTIVES
RECOMMENDATION:

Adopt resolutions amending the Fiscal Year 2024-25 Personnel Authorization and Compensation Plan to incorporate changes in compensation and benefits, and to clarify the annual uniform allowance and educational incentive special compensation for self-represented public safety employees.

BACKGROUND:

The Personnel Authorization and Compensation Plan (PACP) enumerates the number of authorized positions and classifications and the approved pay ranges for all classifications. When compensation, benefit, or classification adjustments are recommended, they are presented to the City Council for approval.

The complete PACP (Exhibit A) and the Memoranda of Understanding (MOU) for the Coronado Police Officers’ Association (CPOA), Coronado Firefighters Association’ (CFA), and American Federation of State, County and Municipal Employees (AFSCME), Local 127 can be found at:
https://www.coronado.ca.us/186/City-Employment-Salaries-Memoranda-of-Un and are available for review in the City Clerk’s office.

ANALYSIS:

When changes in compensation, benefits, or classifications are recommended to the CIty Council, there is a formal amendment of the PACP or applicable MOU. This presentation of the changes is important for CalPERS purposes and public transparency.

The City’s Classification and Compensation plan currently presents a total of 104 classification specifications, or job descriptions. Of the 104 classifications, 91 are subject to the City’s Civil Service Rules. The remaining 13 are unclassified Executive positions. Each of the 254.75 authorized positions in the City is allocated to a classification specification, which outlines a general statement of the level of work, objectives, examples of essential duties, and qualifications.

In August of last year, staff conducted a classification review of all administrative, technician, and analyst classifications and positions. The resulting amendments resulted in greater consistency and equity in the classifications and duties performed in these positions. As part of the City’s continued effort to review and modernize its classification structure, staff conducted a classification review of the Deputy City Clerk and non-supervisory positions under the Information Technology (IT) and Finance divisions within the Administrative Service department.

The following changes are requested as a result of the review:

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1. City Clerk’s Office - Amend classification specification and salary schedule of the Deputy City Clerk. The proposed amendment will shift towards enhanced management and administrative responsibilities for independent project work and to align the role as a capable deputy. The position will be scoped to allow for the assumption of City Clerk duties as needed for business continuity with critical records, agenda and meeting management, and legally-mandated functions.

2. Administrative Services (Information Technology) – Establish IT Analyst series a. New classification of Senior IT Analyst, replacing one (1) Information Technology Network Administrator (ITNA)
b. New classification of IT Analyst, replacing two (2) ITNAs c. New classification of Associate IT Analyst, replacing one (1) ITNA The proposed IT Analyst series will provide a set of classifications within the IT division with a broad range of professional-level technical duties and responsibilities to support the City’s information systems. The series will provide clear qualifying education, training, and experience levels of the classifications and expand the position progression to enhance recruitment, advancement, and retention opportunities.

3. Administrative Services (Finance) – Establish Accountant series a. New classification of Senior Accountant, replacing one (1) Management Analyst b. New classification of Associate Accountant, replacing one (1) Management Assistant
c. New classification of Senior Accounting Technician, replacing one (1) Accounting Technician
d. Amend classification specification and salary schedule of Payroll Specialist (1) to accurately represent the position’s essential job duties and target market median compensation.

The proposed Accountant series will provide a set of classifications with a broad range of complex and professional-level administrative, technical, and analytical duties and responsibilities in support of the City’s Finance division. The series will provide clear qualifying education, training, and experience levels of the classifications and expand the position progression to enhance recruitment, advancement, and retention opportunities.

The following changes are also requested as part of the FY 2024-25 PACP amendment.

4. Section 19. Special Project Premium Pay
The Recreation Coordinator and Recreation Supervisor classifications in the Recreation and Golf Services Department are recommended to have available $25 per day of special project pay during the time that they are assigned to be on-call and are available for work.

The proposed special project pay will help to ensure that critical operations are covered and that employees have clear guidelines and support when managing various unforeseen situations that arise outside of normal working hours. Examples include the opening/closing of various recreation facilities when a scheduled employee is unable to work, operational and safety issues that require immediate assistance, and technical issues that require prompt resolution.

Due to longer operational hours and heavy dependency on seasonal temporary employees, a consistent need exists for on-call coverage and immediate assistance. For City of Coronado Page 264
example, the Community Center and Pool are open from 5:30 A.M. to 7:00 P.M. on most days, while some of the rental programs are open until 1:00 A.M., mostly on the weekends.

If approved, one staff member will be assigned to an on-call assignment at a time and will rotate weekly among ten (10) positions under the Recreation Coordinator and Recreation Supervisor classifications.

For alignment, it is recommended to amend the Information Technology Network Administrators with new classifications of Senior IT Analyst, IT Analyst, and Associate IT Analyst for the existing special project pay of $25 per day.

5. Section 21. Uniform, Clothing, and Safety Equipment (Language inserted into the PACP) For compliance with CalPERS rules, the PACP is recommended for amendment to state the exact dollar amount of the uniform allowance being provided to the Director of Police Services, Police Captain, Police Lieutenants, Director of Fire Services, and Fire Division Chiefs. The amount is not changing from what has been provided; however, CalPERS requires that any special compensation must be defined directly in a document approved and adopted by the City Council. CalPERS expressly prohibits references to another document in lieu of disclosing the amount of the special compensation.

In addition to stating the amount of the uniform allowance for self-represented public safety employees in the PACP, for current retirees or future retirees to get CalPERS credit for uniform allowances received prior to this point, a clarifying resolution needs to be adopted (Attachment 2).

6. Section 25. Educational Incentives (Language inserted to the PACP) For compliance with CalPERS rules, the PACP is recommended for amendment to name the exact percentage amount of the educational incentive being provided to the Police Captains and Police Lieutenants. The amount is not changing from what has been provided; however, CalPERS requires that any special compensation must be defined directly in a document approved and adopted by City Council. CalPERS expressly prohibits references to another document in lieu of disclosing the amount of the special compensation.

In addition to stating the amount of the educational incentive for self-represented sworn Police employees in the PACP, for current retirees or future retirees to get CalPERS credit for educational incentives received prior to this point, a clarifying resolution needs to be adopted (Attachment 2).

The above amendments will not change the number of FTEs; as a result, the PACP will continue to reflect a total of 254.75 authorized positions.

City of Coronado Page 265
FISCAL IMPACT:

The fiscal impact of the proposed changes to the Personnel Authorization and Compensation Plan (PACP) include:

Item Department Proposed Change Fiscal Impact
1 City Clerk Deputy City Clerk $19,500
2 Administrative Services IT Analyst Series 2,900
3 Administrative Services Accountant Series 8,200
4 Recreation and Golf Services On call compensation 11,100 5 Police and Fire Services No change -
TOTAL: $41,700
If approved, the total estimated fiscal impact of $41,700 will be appropriated to the Fiscal Year 2024-25 Budget.

ALTERNATIVE:

City Council may choose not to adopt the Resolution and direct staff to take different actions.

CALIFORNIA ENVIRONMENTAL QUALITY ACT:

Not a “project” under the California Environmental Quality Act.

PUBLIC NOTICE:

No notice required.

ATTACHMENTS:

1. Resolution No. 2024-49

2. Resolution No. 2024-50
Submitted By: Administrative Services Department / John Kim City of Coronado Page 266
Attachment 1
RESOLUTION NO. 2024-49

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF

CORONADO, CALIFORNIA, AMENDING ITS FISCAL YEAR
2024-25 PERSONNEL AUTHORIZATION AND COMPENSATION

PLAN TO INCORPORATE COMPENSATION AND BENEFIT

CHANGES
WHEREAS, the City Council is desirous to update the Personnel Authorization and Compensation Plan (PACP) when approved compensation, benefit, or classification adjustments occur; and
WHEREAS, the Personnel Authorization and Compensation Plan enumerates the number of authorized positions and classification, as well as the approved pay ranges for all classifications; and
WHEREAS, the Fiscal Year 2024-25 Personnel Authorization and Compensation Plan (FY 2024-25 PACP) is attached herein as Exhibit “A”; and WHEREAS, the salary schedules and pay bands have been amended to reflect the changes previously approved by City Council action, including the Memoranda of Understanding (MOU) for the Coronado Police Officers Association (CPOA) and American Federation of State, County and Municipal Employees (AFSCME), Local 127, Resolution 2024-39 and Resolution 2024-46; and
WHEREAS, as part of the City’s ongoing effect to ensure consistency and equity to the classifications and duties performed, staff conducted classification reviews for the Deputy City Clerk and non-management positions within the Information Technology (IT) and Finance divisions of the Administrative Services Department; and WHEREAS, as a result of the classification review, City staff requests those certain reclassifications, adjustments, and new classifications be updated as detailed in Exhibit “A”; and WHEREAS, to resolve operational deficiencies and provide appropriate coverage during extended recreation program activites, City staff requests expanding special project premium pay, or on-call pay, to the permanent Recreation Department staff; and WHEREAS, the revisions to the FY 2024-25 PACP are in the City’s best interests.

NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City of Coronado as follows:

1. That the above recitations are true; and
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Attachment 1

2. That the reclassification, adjustments, new classifications, and Special Project Premium Pay for Recreation are approved and shall be reflected in the appropriate sections of the PACP; and

3. That the FY 2024-25 PACP, Exhibit “A”, is approved and adopted; and

4. That the number of positions for all departments as identified in Sections 1, 2, and 3 of the FY 2024-25 PACP will continue to reflect a total of 254.75 authorized positions.

PASSED, ADOPTED, AND APPROVED by the City Council of the City of Coronado, California, at a regular meeting thereof this twentieth day of August, 2024 by the following vote to wit:

AYES:

NAYS:

ABSTAIN:

ABSENT:

APPROVED:
____________________________________
RICHARD BAILEY, Mayor of the
City of Coronado, California
ATTEST:
__________________________________
KELSEA HOLIAN, City Clerk of the
City of Coronado, California
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Resolution 2024-49
Exhibit A
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Attachment 2
RESOLUTION NO. 2024-50

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF

CORONADO, CALIFORNIA, CLARIFYING THE ANNUAL

UNIFORM ALLOWANCE AND EDUCATIONAL INCENTIVE

SPECIAL COMPENSATION FOR SELF-REPRESENTED

PUBLIC SAFETY EMPLOYEES
WHEREAS, the California Public Employees’ Retirement System (CalPERS) requires special compensation to be duly approved and adopted by the governing body of the member agency; and
WHEREAS, CalPERS recently notified the City that the Personnel Authorization and Compensation Plan (PACP) section 21 regarding uniform allowance and educational incentive pay does not meet CalPERS requirements because it references another document in lieu of disclosing the item of special compensation; and
WHEREAS, to meet the CalPERS requirements, the PACP has been updated to state the dollar amount of the uniform allowance for self-represented public safety employees for fiscal year 2024-2025; and
WHEREAS, for future or current self-represented public safety Classic CalPERS retirees to have the uniform allowance and educational incentive pay count in their pension calculation, the last few years of special compensation need to be clarified in this resolution.

NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City of Coronado as follows:

1. That the above recitations are true; and

2. That the Director of Police Services, Police Captain, and Police Lieutenant classifications received and will receive a uniform allowance of $1,250 per year from fiscal years 2022-25; and

3. That the Director of Police Services, Police Captain, and Police Lieutenant classifications received a uniform allowance of $850 per year from fiscal years 2018- 21; and

4. That the classifications of Police Lieutenant and Police Captain holding an Advanced P.O.S.T. Certificate received and will receive an educational incentive pay of 10% of base pay per pay period from fiscal years 2022-2025; and

5. That the Director of Fire Services and Fire Division Chief classifications received and will receive a uniform allowance of $1,225 per year from fiscal years 2022-25; and City of Coronado Page 292
Attachment 2

6. That the Director of Fire Services and Fire Division Chief classifications received a uniform allowance of $825 per year from fiscal years 2018-21; and

7. That the PACP has been amended accordingly.

PASSED, ADOPTED, AND APPROVED by the City Council of the City of Coronado, California, at a regular meeting thereof this twentieth day of August, 2024 by the following vote to wit:

AYES:

NAYS:

ABSTAIN:

ABSENT:

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CITY COUNCIL STAFF REPORT
August 20, 2024 5j

REGIONAL REALIGNMENT RESPONSE GROUP FUNDS
RECOMMENDATION:

Adopt “A Resolution of the City Council of the City of Coronado, California, authorizing the receipt and appropriation of 2024 Regional Realignment Response Group Funds in the amount of $5,000 provided by the Community Corrections Partnership (CCP) through the County of San Diego Sheriff’s Department.“
BACKGROUND:

The intent of Regional Realignment Response funding is to encourage counties to develop and implement evidence-based practices and alternatives to incarceration to limit future crimes and reduce victimization.

The San Diego County Sheriff’s Department has been designated as the fiscal agent of Regional Realignment Response funds for the San Diego County region. The original Memorandum of Agreement between the County of San Diego and participating cities in the County was created in 2013 to outline the disbursement of Realignment funds. It was amended twice in 2015. The current Memorandum of Agreement covers the period from July 1, 2024, through June 30, 2025.

The Coronado Police Department participates in the Southern Region Group consisting of police officers from Chula Vista, National City, the City of San Diego, and sheriff’s deputies from San Diego County since 2014. This group has worked collaboratively throughout the Southern Region in conducting compliance checks of released offenders who are identified through intelligencebased analysis to be at a higher risk for re-offending.

ANALYSIS:

In order to receive the funds, the City must adopt a resolution accepting and appropriating the funds. The State budget for Fiscal Year 2023-2024 has allocated additional funding for this program and Coronado’s allocation is $5,000. The Police Department will use the funding to participate in overtime operations conducting compliance checks on San Diego County probationers.

FISCAL IMPACT:

The Community Corrections Partnership through the County of San Diego has been awarded funding and the City of Coronado is eligible to receive $5,000 of these funds. Staff recommends a budget adjustment of $5,000 to revenues and expenditures in the State Grants Fund 245 account within the City’s Fiscal Year 2024-25 budget. This grant must be expended by June 30, 2025.

ALTERNATIVE:

The City Council can choose to not accept the funds.

CALIFORNIA ENVIRONMENTAL QUALITY ACT:

Not a “project” under the California Environmental Quality Act.

City of Coronado Page 294
PUBLIC NOTICE:

No notice required.

ATTACHMENTS:

1. Resolution No. 2024-51
Submitted By: Police Services Department / Erica Trevino City of Coronado Page 295
Attachment 1
RESOLUTION NO. 2024-51

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF

CORONADO, CALIFORNIA, AUTHORIZING THE RECEIPT AND
APPROPRIATION OF $5,000 IN FUNDS PROVIDED BY THE 2024

REGIONAL ALIGNMENT RESPONSE GROUP THROUGH THE
COUNTY OF SAN DIEGO SHERIFF’S DEPARTMENT
WHEREAS, the Community Corrections Partnership (CCP) provides grant funds to local governments to support the Regional Realignment Response Group and its primary goal of public safety by developing and implementing a targeted, proactive, intelligence-based approach to control and counteract risks associated with realigned offenders released into San Diego County; and WHEREAS, the City of Coronado Police Department is eligible to receive a portion of these grant funds provided by the Community Corrections Partnership (CCP) through the County of San Diego Sheriff’s Department and the City Council is authorized to approve and accept the receipt of grant funds, when the funds are made available; and
WHEREAS, due to the low number of high-risk offenders residing in Coronado, Coronado Police Department personnel participate in grant funded operations sponsored by other agencies in the region.

NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Coronado as follows:

1. That the above recitations are true; and

2. That the City Council approves the receipt and appropriation of $5,000 in funds provided by the 2024 Regional Alignment Response Group through the County of San Diego Sheriff’s Department.

PASSED, ADOPTED, AND APPROVED by the City Council of the City of Coronado, California, at a regular meeting thereof this twentieth day of August 2024 by the following vote to wit:

AYES:

NAYS:

ABSTAIN:

ABSENT:

APPROVED:
____________________________________
RICHARD BAILEY, Mayor of the
City of Coronado, California
ATTEST:
__________________________________
Kelsea Holian, City Clerk of the
City of Coronado, California
City of Coronado Page 296

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CITY COUNCIL STAFF REPORT
August 20, 2024 8a
PUBLIC HEARING: CONSIDERATION OF ENVIRONMENTAL INITIAL STUDY AND

REQUEST FOR AUTHORIZATION TO PROCEED WITH PREPARING A MITIGATED

NEGATIVE DECLARATION FOR THE CHABAD OF CORONADO PROJECT RECOMMENDATION:

Review the Initial Study and determine that the project description is complete, that the project would not have a potentially significant effect with proposed mitigation, and direct staff to prepare a Mitigated Negative Declaration in accordance with the California Environmental Quality Act (CEQA).

BACKGROUND:

The City of Coronado CEQA Guidelines require that Initial Studies be considered by the City Council at a noticed public hearing. In accordance with Section 3.7 of the Guidelines, the City Council will review the Initial Study to determine:
• Whether the project description is complete and adequate; • Whether the project may have potential significant environmental impacts; and • Whether to proceed by Negative Declaration, Mitigated Negative Declaration, or Environmental Impact Report.

Staff has determined that the proposed project does not qualify for a CEQA exemption or a Negative Declaration because it may result in impacts to/from cultural resources, geology and soils, and noise, which require further analysis and mitigation to make a less than significant finding. As described in the Initial Study, all potential environmental effects of the project would be reduced to a less than significant level through the incorporation of mitigation measures.

Accordingly, the project would not require the preparation of an Environmental Impact Report.

Therefore, staff recommends the City Council direct staff to prepare a Mitigated Negative Declaration.

The proposed assembly use in the R-3 Multiple Family Residential zone requires approval of a Major Special Use Permit, Parking Plan, and Coastal Development Permit, which would be decided by the City Council after a Planning Commission recommendation in a public hearing.

Standard of Review
CEQA requires preparation of a Mitigated Negative Declaration when “…the initial study has identified potentially significant effects on the environment, but (1) revisions in the project plans or proposals made by, or agreed to by, the applicant before the proposed [Mitigated] Negative Declaration and Initial Study are released for public review would avoid or mitigate the effects to a point where clearly no significant effect on the environment would occur and (2) there is no substantial evidence in light of the whole record before the public agency that the project, as revised, may have a significant effect on the environment.” If the City Council agrees with staff’s assessment that adequate and effective mitigation measures can be incorporated into the project to avoid a potentially significant effect on the environment, they should direct staff to proceed with a Mitigated Negative Declaration.

City of Coronado Page 297
ANALYSIS:

The Chabad of Coronado project consists of demolishing two existing office buildings which total 4,874 square feet and construction of a new two story, 13,064 square foot synagogue. Vehicle parking would be provided in an underground parking garage with valet service. A total of 50 subterranean parking spaces are provided, which complies with parking requirements (46 vertically stacked vehicles, 2 compact spaces, 1 ADA van space, and 1 ADA space). Hours of operation will vary daily. Weekday activities will start no earlier than 8:00 A.M. and finish no later than 9:00 P.M. Weekend activities will start no earlier than 9:00 A.M. and finish no later than 1:00 P.M.

Development of the project would involve clearing and grubbing of the site, demolition of the existing office buildings, grading for the new structure and associated garage, and construction of the new structure. Typical construction equipment would be used, including but not limited to an excavator, drill rig, crane, and heavy trucks.

Based on the Initial Study, the proposed project may result in potentially significant impacts to/from cultural resources, geology and soils, and noise. All other issue areas were found to have either no environmental impacts or less than significant impacts.

Potential impacts to cultural resources, geology and soils, and noise have been identified as a result of the proposed project. These environmental areas have the potential to be affected and may require mitigation to achieve a “less than significant” finding.

Based upon the project description and preliminary analysis completed, staff recommends the City Council direct staff to prepare a Mitigated Negative Declaration and circulate the document for a 30-day public review and comment period. The Final Mitigated Negative Declaration would be subsequently presented to the City Council for adoption at a later date.

FISCAL IMPACT:

None. The proposed expenses associated with completing environmental review are fully borne by the applicant and funds to cover the cost of preparing the CEQA document have been provided by the applicant.

ALTERNATIVE:

The Council may direct staff to prepare an Environmental Impact Report.

CALIFORNIA ENVIRONMENTAL QUALITY ACT:

The project requires an environmental review pursuant to the California Environmental Quality Act. The CEQA process is intended to identify and publicly disclose any and all potential significant impacts that the proposed project may have on the environment. A draft Environmental Initial Study has been prepared that evaluates the potential environmental consequences of the project (Attachment 1).

PUBLIC NOTICE:

Public notice was posted at City Hall at least 10 days prior to this hearing and published in the Coronado Eagle/Journal on August 7, 2024 in accordance with the City’s CEQA Guidelines.

ATTACHMENTS:

1. Draft Initial Study
Submitted By: Community Development Department / Marisa Smith City of Coronado Page 298
City of Coronado Page 299
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Item 10a.

Councilmember Donovan
Agenda Item 10a: Report on Inter-Agency Committees, Board Assignments, and Meetings for Councilmember Mike Donovan
Period of report: July 1, 2024 to July 31, 2024

Date Activity
7/1/24 Free Summer Shuttle Kick-Off.

Met with resident Liza Butler and City Manager Tina Friend. 7/4 Participated in Coronado Fourth of July Parade.
7/8 Public forum on Recreation Fee study.
7/9 Coronado MainStreet Board of Directors meeting.
7/10 USIBWC San Diego Citizens Forum Public meeting.
7/15 Met with Girl Scouts and their leaders to discuss e-bikes. 7/16 Met with City Manager Tina Friend.

City Audit Committee meeting to review FY22/23 Audit and Annual Comprehensive Financial Report
7/17 Airport Authority Advisory Committee meeting for MTS. 7/18 San Diego Metropolitan Transit System (MTS) Board of Directors meeting. 7/23 Coronado Historical Association Annual meeting.
7/24 Ribbon Cutting Opening for Blanco Restaurant.
7/25 Coronado Cays Homeowners Association Board meeting. 7/30 Virtual meeting with Circuit representatives for update on Island Express.

City of Coronado Page 589
Item 10a.

Councilmember Downey
1 Item 10(b) Activities Report
Councilmember Carrie Downey Represented Coronado at the following events:

August 20, 2024 Coronado City Council Meeting
August 19, 2024 Navy Complexes Meeting*
August 19, 2024 Mtg with Coronado Cays HOA: General Manager Henry , Board President , Councilmember Mike Donovan, City Manager Friend, Asst. City Manager
August 17, 2024 Coronado City Pool Reopening Ceremony
August 16, 2024 1 x 1 Mtg City Manager Tina Friend
August 14,2024 Ex officio City representative to Coronado Cays Grand Caribe Task Force*
August 13, 2024 Ex officio City representative to Coronado Library Board of Trustees meeting
August 1, 2024 Attended Winn Room project subcommittee internal staff meeting with Councilmember Casey Tanaka, Asst. City Manager Tony Winney, Library Director Shaun Riley, City Architect Jackie Lu and Library staff
July 31, 2024 Represented City in National League of Cities, Environment, Energy & Natural Resources Committee Meeting*
July 16, 2024 Coronado City Council Meeting
July 15, 2024 Represented City in National League of Cities, Environment, Energy & Natural Resources Committee Meeting*
July 12, 2024 1 x 1 Mtg City Manager Tina Friend
July 10, 2024 Represented Coronado at San Diego Scottish Rights dinner honoring San Diego County Police Departments Officers of the Year.

July 10, 2024 Ex officio City representative to Coronado Cays Grand Caribe Task Force*
July 9, 2024 Ex officio City representative to Coronado Library Board smeeting* *Council directed committee or subcommittee assignments City of Coronado Page 590
Item 10a.

Councilmember Downey
2 Item 10(b) Councilmember Carrie Downey Activities Report Continued June 21, 2024 Represented City at League of Wives statute Ribbon Cutting June 18, 2024 Coronado City Council Meeting
June 17, 2024 Navy Complexes Meeting*
June 14, 2024 1 x 1 Mtg City Manager Tina Friend
June 11, 2024 Ex officio City representative to Coronado Library Board of Trustees meeting*
June 12, 2024 Attended as Exofficio City representative to Coronado Cays Grand Caribe Task Force Board of Directors Meeting *
June 6, 2024 Represented City at Winn Room Subcommittee public meeting * June 4, 2024 Coronado City Council Meeting
June 3, 2024 City launch of Island Express shuttle
City of Coronado Page 591

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AMENDED August 16, 2024 8:00 AM

CITY COUNCIL STAFF REPORT
August 20, 2024 10b

CONSIDERATION OF REAPPOINTMENT OF ONE MEMBER AND APPOINTMENT OF ONE

NEW MEMBER TO THE LIBRARY BOARD OF TRUSTEES TO EACH SERVE THREE-YEAR TERMS TO EXPIRE AUGUST 31, 2027
RECOMMENDATION:

Consider the reappointment of one member and appointment of one new member to each serve three-year terms to expire August 31, 2027, on the Library Board of Trustees.

BACKGROUND:

City of Coronado Administrative Procedure No. 204 and Council Policy limit the time an individual may serve on a board, commission, or committee to a maximum of two terms or eight years, whichever is less. City Council Policy No. 6 and No. 23 set forth the process for reappointing eligible incumbents and the competitive process to fill vacancies on City boards, commissions, and committees.

ANALYSIS:

Trustee Julie Webb was appointed to the Library Board of Trustees on February 15, 2022, and is seeking reappointment for a second three-year term.

Trustee Dan’l Steward declined reappointment and his term will expire August 31, 2024.

The following individuals have submitted applications for the City Council’s consideration:
• Eileen Hauser
• Kathleen Mathis
FISCAL IMPACT:

None.

ALTERNATIVE:

The City Council could decline to make the appointment and reappointment and direct the City Clerk to advertise for additional applicants.

CALIFORNIA ENVIRONMENTAL QUALITY ACT:

Not Applicable.

PUBLIC NOTICE:

The notice of vacancy was published in the Coronado Eagle & Journal. Notices were posted at City Hall, the Coronado Public Library, Coronado Community Center, John D. Spreckels Center, on the City's website, and in the City Manager's Weekly Update.

ATTACHMENTS:

1. Letter of Interest - Julie Webb
City of Coronado Page 592

2. Applications
Submitted By: City Clerk's Office / Kelsea Holian
City of Coronado Page 593
City of Coronado Page 594
City of Coronado Page 595
City of Coronado Page 596
City of Coronado Page 597
AN APPLICATION ON FILE IN THE CITY CLERK’S OFFICE IS A PUBLIC DOCUMENT.

August 2022

CITY OF CORONADO, CALIFORNIA

APPLICATION FOR COMMISSION, COMMITTEE, OR BOARD
The purpose of this application is to provide the Mayor and members of the City Council with background information on persons who wish to serve on a board, commission or committee of the City. Persons appointed must be citizens of the United States; an elector of the City; and must reside in the City of Coronado throughout their tenure of office. 08/14/2024
(Date of application)

KATHLEEN MATHIS
(Full Name)
Coronado, CA 92118 SAME AS HOME ADDRESS
(Home Address) (Mailing Address)
Mobile -
(Home Phone\Business Phone) (Email Address)

Retired
(Indicate business, profession or occupation)
See Resume
(Educational qualifications)
See Resume (Attached)
(Professional experience) (Resume attached if included) Library Board of Trustees
(Indicate choice of board, commission or committee)

KATHLEEN MATHIS
(Full Name)
[Agreed] If appointed, I will agree to attend the meetings as called for this commission. [Agreed] I will comply with the ethics and disclosure laws required by the City of Coronado and State law.

NOTE #1: Applicants must be United States citizens, registered to vote in the City of Coronado, and must have a residency fixed within the boundaries of the City of Coronado. All appointees must successfully pass a state mandated ethics training course biennially.

NOTE #2: This application will remain on file for one year from the date of submission.

City of Coronado Page 598
Kathleen Mathis
Coronado, California 92118
Experience
January 1977 – August 1982 Sullivan and Jones: Paralegal February 1983 -- December 1989 Hill and Baskin: Paralegal and Legal Administrator (Currently Sullivan, Hill, Rez & Engel)
As a paralegal: Organized, summarized, and filed large volume of documents/exhibits in major antitrust and bankruptcy cases. Created effective file/document retrieval systems. Updated weekly calendar and created daily “tickler” system. Responsible for court-mandated mailings to creditors in bankruptcy cases, including a case with over 10,000 creditors. Attended client meetings. Drafted court filings. Proofread and edited all legal briefs. Summarized depositions. Cite checked all cases in legal briefs. Conducted seminars for paralegals on the proper cite checking and proofreading procedures.

Wrote manual for cite checking and legal proofreading.

As a legal administrator: Responsible for hiring of all office staff, including placing advertisements, interviewing applicants, conducting reference checks, selecting candidates, and making offers of employment. Conducted new employee orientations. Maintained confidential employee personnel files. Attended partnership meetings and made recommendations regarding staffing, procedures, policies, and staff compensation. Evaluated office personnel and conducted annual performance reviews. Responsible for the administration of all employee benefits, including the firm’s 125 flexible benefit plan, health insurance, employee leave accrual, and payroll. The firm’s main contact with financial institutions. Established new accounts and monitored funds on deposit. Regulated work flow and workloads of staff. Handled the management and expansion of the firm’s physical facilities, including working directly with the building facilities personnel regarding maintenance and alterations.

Researched new technology systems and equipment leading to the leasing or purchase of necessary equipment. Approved quality and purchase of all office supplies. Managed the office economically and effectively.

September 1993 – 2017 Coronado Unified School District
September 1993 to June 2006: Physical Education Instructional Aide Responsible for daily class instruction in physical education teaching Kindergarten through Fifth Grade.

Appointed lead instructor in 1995. Created master schedule of all PE classes for Village Elementary School, curriculum schedules for 8 instructors, master lesson plans for each activity offered through the program for the use by all the instructors, and supervision plans for recess coverage. Organized and produced Fifth Grade Olympics from 1995 to 2006. Developed and taught health program for Kindergarten through Third Grade from 2001 – 2006. Implemented Curbside Host Program in 2004.

City of Coronado Page 599
June-July 2004, 2005, and 2006: Summer School Secretary at Village Elementary Processed all student registrations. Working with the principal, created class schedules and student lists for the teachers. Recorded daily student attendance through San Diego County Office of Education Student Information System. Ordered and distributed teacher supplies. Responsible for submission of certificated and classified payroll. Arranged for substitutes as needed. Provided customer service assistance to parents and first aid to students. Coordinated bus transportation.

Generated attendance and other financial reports for district office.

July 2006 – December 2012: Director of Child Care
Designed, implemented, and supervised all activities offered through the District’s before and after school child care program. Oversaw the staff and the services provided to the students at three locations. Established and maintained all files and records related to the program. Responsible for the hiring, training, supervising and evaluation of all program personnel. Counseled staff who were not meeting district standards including drafting and implementing employee assistance plans. Conducted monthly staff meetings. Monitored staff attendance and, when necessary, arranged for substitutes.

Prepared monthly payroll. Generated and maintained all financial records pertaining to the program, including monthly invoicing of parents, collection of fees, and purchasing of materials and supplies.

Produced monthly newsletter for parents. Monitored budget projections for accuracy and profitability.

Worked closely with school administration in coordination of the program and use of school facilities.

Conferred with teachers, parents, and/or staff when necessary to discuss individual student needs.

Produced and analyzed survey data. Created advertising material to market the program. Contracted with outside agencies for child care payments to benefit the parents. Attended a variety of meetings, workshops, and conferences regarding child care and early childhood education and disseminated information to staff as appropriate.

December 2012 – 2017: Director of Preschool and Child Care Services Directed, supervised, and supported the instructional and administrative needs of the program services of the preschool and child care programs for all students, including special education. Maintained overall school site operations and programs. Responsible for developing, administering, interpreting, evaluating, and maintaining the vision of the child care and preschool programs in the district.

Supervised and evaluated staff. Prepared and administered the budget. Determined allocations of funds for staff, supplies, materials, and equipment and authorized purchases. Prepared and maintained attendance, activity, planning, accounting, and personnel reports and records. Set educational standards and goals, and helped establish the policies, procedures, and programs to carry them out. Conferred with parents and staff to discuss educational activities and policies and students’ behavioral or learning problems. Taught classes and provided direct care to children. Wrote articles, manuals, and other publications, and assisted in the distribution of promotional literature about programs and facilities. Oversaw marketing of the programs. Created all monthly billing statements and monitored payments and collections. Prepared monthly payroll for district office. Responsible for the registration of all students in the preschool and child care programs. Worked with the accounting department to ensure accurate reporting to the State. Provided students and teachers with assistance in resolving any problems. Ability to forecast enrollment patterns and the need for curriculum changes.

City of Coronado Page 600
Skills
Ability to work under limited supervision; respond promptly to parent, staff, or community needs; manage difficult parent/student situations; understand basic accounting principles; communicate effectively both oral and written; creatively look for ways to improve programs and build community participation and support; work collaboratively with staff; prioritize and manage multiple projects simultaneously; and build cooperative working relationships with others and maintain them over time.

Detail oriented.

Strong work ethic.

Education
Bachelor of Arts, San Diego State University (History, with Honors), 1977 Paralegal Degree, University of San Diego (Litigation, with Honors), 1978 Associate in Science Degree, San Diego City College (Child Development, with Honors), 2012 Previous Board Memberships/Certifications
Legal Administrator Association
Coronado Design Review Board
Coronado Historical Resource Commission
Village Elementary PATT Board
Coronado Little League Board
Child Development Site Supervisor Permit
Child Development Program Director Permit
Preventative Health Practices Certification
30-Day Substitute Teaching Permit
City of Coronado Page 601

CITY COUNCIL STAFF REPORT
August 20, 2024 10c

CONSIDERATION OF APPOINTMENT OF ONE NEW MEMBER TO SERVE A THREE-YEAR

TERM ON THE DESIGN REVIEW COMMISSION
RECOMMENDATION:

Consider for appointment one new member from the submitted applications to serve a three-year term on the Design Review Commission to expire July 31, 2027.

BACKGROUND:

The City of Coronado Administrative Procedure No. 204 and Council policy limits the time an individual may serve on a board, commission, or committee to a maximum of two terms or eight years, whichever is less. City Council Policies No. 6 and No. 23 set forth the process for reappointing eligible incumbents and the competitive process to fill vacancies on City boards, commissions, and committees.

ANALYSIS:

Commissioner David Gillingham was appointed to the Design Review Commission on March 13, 2019, and reappointed on July 21, 2020. At the Regular Meeting of March 2, 2021, the City Council approved extending the terms of all board, commission, and committee members by one (1) year due to the COVID-19 pandemic. Commissioner Gillingham’s term was set to expire on July 31, 2023, but was extended to July 31, 2024.

Pursuant to Administrative Procedure No. 204 and City Council Policies No. 6 and No. 23, Commissioner Gillingham is ineligible for reappointment as an additional three-year term would result in serving over eight years.

The following individuals have submitted applications for the City Council’s consideration (listed alphabetically by last name):
• Michael Crews
• Jeremy Stein
• Ramon Ybarra
FISCAL IMPACT:

None.

ALTERNATIVE:

The City Council could decline to make the appointment and direct the City Clerk to advertise for additional applicants.

CALIFORNIA ENVIRONMENTAL QUALITY ACT:

Not applicable.

PUBLIC NOTICE:

City of Coronado Page 602
The notice of vacancy was published in the Coronado Eagle & Journal. Notices were posted at City Hall, the Coronado Public Library, Coronado Community Center, John D. Spreckels Center, on the City's website, and in the City Manager's Weekly Update.

ATTACHMENTS:

1. Applications
Submitted By: City Clerk's Office / Kelsea Holian
City of Coronado Page 603
AN APPLICATION ON FILE IN THE CITY CLERK’S OFFICE IS A PUBLIC DOCUMENT.

August 2022

CITY OF CORONADO, CALIFORNIA

Real Estate Developer
(Indicate business, profession or occupation)
40 years experience with over 5000 homes built
(Educational qualifications)
Owner of Michael Crews Development building homes in California, Arizona, Utah, Idaho, Seattle, Oregon and President of Brook Forest Mitigation Bank in Valley Center (Professional experience) (Resume attached if included) Design Review Commission
(Indicate choice of board, commission or committee)
Michael Crews
(Full Name)
[Agreed] If appointed, I will agree to attend the meetings as called for this commission. [Agreed] I will comply with the ethics and disclosure laws required by the City of Coronado and State law.

NOTE #2: This application will remain on file for one year from the date of submission.

Attachment 1
City of Coronado Page 604
City of Coronado Page 605
City of Coronado Page 606
City of Coronado Page 607
City of Coronado Page 608
City of Coronado Page 609
City of Coronado Page 610
City of Coronado Page 611
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CITY COUNCIL STAFF REPORT
August 20, 2024 10d
WINN ROOM RENOVATION PROJECT – CITY COUNCIL WINN ROOM SUBCOMMITTEE REPORT
RECOMMENDATION:

Receive a final report from the City Council’s Winn Room Subcommittee and consider the Winn Room renovation project, including selection of a remodel option and amenities, and direct staff to initiate design work and environmental review, or provide other direction as appropriate.

BACKGROUND:

The Winn Room at the Coronado Library is the City’s flagship public space for library programming, community events, and local, non-profit and community group use. Built in 1973, the Winn Room has received minimal renovations since its construction. In 2005, the kitchen was built (replacing a kitchenette), the restrooms expanded, blinds, coffee cart door, A/V, projector and screen and track lighting installed, and the existing stacking chairs and tables purchased. In 2011, the carpet was removed and the flooring replaced. In 2015, a wireless microphone, projector and screen were installed on the Orange Avenue side of the room. In its present state, the Winn Room’s dated audio/visual and information technology systems, subpar lighting and acoustics, and worn interior finishes diminish its functionality for users. In addition, the HVAC system, roof, electrical, furnishings, and adjacent restrooms all require replacement or significant updating. Some room users have encouraged the expansion of the space to accommodate larger events. Current seating capacity of the Winn Room is 135 within 1,680 square feet of programmable space.

In 2021, the City Council established a subcommittee to explore options for the remodel of the Winn Room. The Winn Room Subcommittee (with members Councilmember Tanaka and thenCouncilmember Heinze) first convened on August 24, 2021. Councilmember Downey was appointed to the seat vacated by Councilmember Heinze in December 2022. The Subcommittee met nine times up to November 2023, conducting a needs assessment, evaluating external venue options and refining remodel options. On December 12, 2023, the Subcommittee presented its report to the City Council (found in Attachment 3). At the conclusion of the discussion, the City Council directed the Subcommittee to reconvene and address a set of additional questions.

The Winn Room Subcommittee developed a workplan (Attachment 2) to accomplish the additional scope and met four times in the Spring of 2024. All meetings were noticed and open to the public, and members of the public, including former Councilmember Heinze, were invited to participate. To ensure robust community engagement, the Subcommittee directed staff to use the City’s website, social media and printed materials to promote participation in the Winn Room Subcommittee meetings. Direct emails were sent to community groups previously involved in the Winn Room Renovation project as well as frequent user groups of the Winn Room.

This report summarizes the Subcommittee’s work and presents the refined Winn Room remodel options for City Council deliberation and direction.

City of Coronado Page 613
For a summary of the Winn Room Remodel Options:

OPTION 1: Interior Upgrades
Remodel of interior finishes and new audio/visual systems. Room size remains the same at 1,680 square feet.

OPTION 2: Interior Upgrades + Elevated Ceiling
Remodel of interior finishes and new audio/visual systems and raising the drop ceiling for improved sightlines. Room size remains the same at 1,680 square feet.

OPTION 3: Internal Expansion
Reconfigures and increases the size of the Winn Room to 2,316 square feet with the elevated ceiling, interior remodel and new audio/visual systems.

OPTION 4: Larger Expansion
Reconfigures and increases the size of the Winn Room to 2,931 square feet, with an optional deck extending into Library Park, adds a lobby, with the elevated ceiling, interior remodel and new audio/visual systems.

ALTERNATE / OPTION 5: Merged Use of Winn Room / Grand Room Provides for upgrades to audio/visual systems in Grand Room. Removes the Grand Room center partition. Would pair with Council-selected remodel of Winn Room (Options 1 or 2).

A full comparison of costs, amenities and features is included in Attachment 1. Estimated costs include furniture, fixtures, and equipment such as A/V systems.

ANALYSIS:

In the December 2023 City Council discussion of Winn Room remodel options, the Council directed additional research on five key topics:
(1) External venues as alternates for events exceeding the capacity of the Winn Room and their costs and scheduling considerations;
(2) Other City facilities as alternates to the Winn Room and their scheduling considerations; (3) Accessibility of the remodel options;
(4) Impacts of the remodel options to Library Park trees; and (5) Acoustic considerations.

As detailed in the workplan (Attachment 2), the Subcommittee addressed each topic. The staff reports and minutes for each meeting are included in Attachment 3. The following discussion summarizes the primary findings for each topic.

March 20, 2024 Meeting: Outside Venues
The Subcommittee heard information regarding outside venues that might accommodate events expected to exceed the Winn Room’s capacity.

From May 2022 to March 2024, there were 11 events that exceeded the Winn Room capacity.

Three were moved to the Nautilus Room, Grand Room or Hotel del Coronado, and 8 were hosted at the Coronado School of Performing Arts (CoSA) auditorium, using the City/CUSD City of Coronado Page 614
Joint Use Agreement. The majority of events that currently exceed the Winn Room’s capacity were speaker events, not musical performances.

Finding:

CoSA is recommended as the best external alternate space for large Library events. With a capacity of 570, auditorium-style seating, a performance-oriented acoustic environment, close proximity to the Library, and an existing Joint Use Agreement with the School District that the City can exercise for free use subject to availability, CoSA is considered the first priority for external alternate space.

April 24, 2024 Meeting: City Facility Scheduling, Costs, Staffing, and John D Spreckels Center Grand Room
The City Council requested a deeper look at the City’s internal meeting room resources as Winn Room alternates, including the concept of a merged use with the John D Spreckels Center Grand Room, whether City facilities would benefit from a single reservation system, and other staffing and scheduling considerations.

Findings:
• The Nautilus Room is the best internal alternative to the Winn Room and is most suited for speaker events. The room lacks quality acoustics and is not suited for musical performances. The combined Nautilus Room can seat 446.
• The Grand Room has acoustical limitations, and the space is used primarily as a multipurpose room. Outside of audio equipment upgrades, impactful treatments to improve the acoustics of the room would require material changes to the functionality of the room. For instance, the room divider causes negative audio and visual impacts, yet is vital to the successful operations of the room as a multipurpose space.
• Staff explored the benefits and costs to manage all City facilities under a single reservation system. The Library and Recreation facilities have unique missions and fee directives for their facilities. Each department’s reservation platform is tailored for their mission and have different functionality and scale. There have been few instances of reservation requests across departments. Accordingly, any marginal benefit of having one single reservation system was outweighed by the cost, logistics and time entailed in merging. For internal room sharing, with the two instances where a reservation moved from one department’s facility to the other (Library events moved to Nautilus and Grand Rooms), Library and Recreation staff effectively managed that transition with minimal effort. Library events may use Recreation facilities at no cost. • All eligible public reservation requests for City facilities have been accommodated, and at the facilities initially requested. There are no documented instances of nonprofit organization reservation requests not being accommodated due to size or availability for either the Winn Room or Recreation facilities. There have been anecdotal reports that members of the community using the online booking system for the Library have not been able to schedule their non-profit event at the time initially requested.
• Recreation allows the rental of its facilities outside of normal operating hours. The reserving entities pays for staff presence during the event. The Library has accommodated some reservations slightly before or after operating hours so long as staff are present in the building.

City of Coronado Page 615
• Staff did not report a significant or ongoing demand for additional access to facilities that would necessitate increasing hours and staffing.

May 16, 2024 Meeting: Accessibility, and Acoustic Properties and Potential Tree Impacts Accessibility Considerations
The Winn Room Subcommittee examined the physical and audio/visual accessibility for each of the remodel options. For audio, the City maintains portable audio systems for attendees with hearing impairment, which would be available in any of the remodel options. Sightlines to screens, for access to subtitle or close captioning text, was a major consideration in evaluation of the remodel options. All but Option 1 (Interior Upgrade) resulted in much improved screen visibility, as measured from the back row.

Findings:

All remodel options were fully evaluated and will meet Americans with Disability Act and California Building Code requirements for physical and audio accessibility and all but Option 1 results in improved screen visibility, as measured from the back row.

Acoustic Properties
The acoustical consultant ranked each of the five 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
• Option 5: JDSC Grand Room A/V Upgrades
The relatively low ranking of the Grand Room is due to the existing room divider wall, which has an upper header that creates a significant sound barrier for the rest of the space. If removed, subdividing the room for concurrent events would no longer be possible, reducing the flexibility of the space at JDSC.

Finding:

Room configuration inherently impacts acoustics and the remodel options are ranked as shown above. With any option, the City can design and add sound dampening or enhancing tiles, treatments and window drapes to improve acoustics.

Potential Tree Impacts
Two remodel options (3 and 4) will impact trees in Library Park.

Design Option 3 (Internal Expansion) would require the removal and/or transplant of one tree, 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 tree resides.

Design Option 4 (Larger Expansion) would require the removal and/or transplant of five trees, with the room footprint as currently drawn. The trees are an Evergreen Coral, two New Zealand City of Coronado Page 616
Christmas, a Canary Island Pine, and a Cajeput/Melaleuca tree. The proximity of the expansion would directly impact the nearby trees’ root systems and encroach on their canopies.

An expanded discussion of transplant locations and recommendations, selection of replacement trees and costs can be found in the May 16, 2024 Subcommittee staff report (found in Attachment 4).

June 6, 2024 Meeting: Public Input on Design Options
Each Winn Room Subcommittee meeting was well attended with 20-30 participants and public comments received throughout the topical discussions. The June 6, 2024 meeting was solely dedicated to hearing public input. An overview of the remodel options and large-scale graphic story boards were stationed around the Nautilus Room for review by community members. Members of the public were then asked to comment on each of the five options as well as provide general comments. A copy of the meeting minutes with a summary of public comment is included in Attachment 3.

Library Board of Trustees
In its regular meeting of July 9, 2024, the Library Board of Trustees considered the Winn Room remodel options to formulate a recommendation for the City Council. There was Board discussion on a wide variety of topics including cost, trees, public and private funding sources, space for community building, community growth, ADA compliance, and restrooms.

The Library Board voted on three different motions:
• With a 3-2 vote, the Library Board recommended City Council adoption of Option 4. • With a 5-0 vote, the Library Board informs the City Council it does not support Options 1, 2 or 5. • Failing with a 2-3 vote, a third motion recommended City Council adoption of Option 3.

A copy of the Library Board meeting minutes can be found in Attachment 4.

FISCAL IMPACT:

Cost estimates range from $3.3 – $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 acoustical analysis are $99,997 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 2024-25 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 a project has been defined, the City will conduct environmental review.

City of Coronado Page 617
PUBLIC NOTICE:

No public notice is required.

ATTACHMENTS:

1. Winn Room Remodel Options as Presented June 6, 2024

2. Winn Room Subcommittee Spring 2024 Workplan

3. Winn Room Subcommittee Reports and Minutes: March 20 - June 6, 2024

4. Library Board of Trustees Meeting Minutes July 9, 2024 (draft) Submitted By: City Manager’s Office on behalf of the Winn Room Subcommittee City of Coronado Page 618
Winn Room
Remodel Options
June 6, 2024
Attachment 1
City of Coronado Page 619
• WINN ROOM INTERIOR DIMENSIONS: 47’-4” X 35’-5”
• SEATING AREA: 1,680 Square Feet
• STAGGERED SEATS: 135
SEAT DIMENSION: 20-1/8” WIDE x 22-3/8” DEEP
16-1/4" CODE MIN. BETWEEN SEATS
NO CENTER AISLE; 13 or 14 seats per row
• CEILING HEIGHT: 9’-11”
• SCREEN DIMENSIONS: 7’ X 12’
• OPTIMAL/MARGINAL/NOT RECOMMENDED SEATS: 129 / 6 / 0
▪ 35% OF SCREEN HEIGHT VISIBLE FROM BACK ROW

VISIBILITY STAGGERED SEATS
OPTION 1: WINN ROOM INTERIOR UPGRADES within EXISTING FOOTPRINT Attachment 1
City of Coronado Page 620
OPTION 1: WINN ROOM INTERIOR UPGRADES within EXISTING FOOTPRINT

SCOPE OF PROJECT
• DCI Compliant AV equipment & associated electrical work • Modern AV equipment to switch views and speakers
• Entry door replace with small lobby vestibule
• Kitchen expansion: wall, sound insulation, cabinets, appliances, plumbing
• Floors: Luxury Vinyl Tile (LVT), Vinyl Composition Tiles (VCT), Tile • Wall: Paint
• Ceiling: Acoustic ceiling tiles, gypsum board, acoustic panels • Windows: Blinds and motorized black out shades
• Electrical service distribution
• Light fixtures and light conztrols
• Fire alarm & tel/data adjustments
• Mechanical: Kitchen hood, exhaust, ducts, registers and AV Room 1 split system
• Roof repair for penetrations
• No ADA upgrades
• No restroom work
• Escalation assumed for 4 months of construction starting Nov 2025 (excluding material lead time)
WHAT DO WE GAIN?
• AV improvements will give capability to:
✓ Enable quality recording and broadcast, Zoom,
YouTube, events, etc.
✓ Project speaker onscreen
✓ Show movie premieres, but with limited visibility
• Enhanced acoustics and lighting
• Kitchen with catering capability & demonstration class offerings
WHAT ARE DRAWBACKS?
• Seating capacity is limited to same as existing (135 max) • Acoustical improvements are limited to existing box wall configuration
• Restrooms are not remodeled
• Poor sight lines
• Storage space limited
Cost Estimate: $3,287,100
* All values represent estimated project costs.

Attachment 1
City of Coronado Page 621
OPTION 1
Attachment 1
City of Coronado Page 622
• WINN ROOM DIMENSIONS: 47’-4” X 35’-5”
• SEATING AREA: 1680 Square Feet (SF)
• STAGGERED SEATS: 135
SEAT DIMENSION: 20’1/8” WIDE x 22-3/8” DEEP
16-1/4" CODE MIN. BETWEEN SEATS
NO CENTER AISLE; 13 or 14 seats per row
• CEILING HEIGHT: 13-8”
• SCREEN DIMENSIONS: 7’ X 12’
• OBSTRUCTION: 13’-0” AFF
• OPTIMAL/MARGINAL/NOT RECOMMENDED: 129 / 6 / 0

VISIBILITY STAGGERED SEATS
OPTION 2: WINN ROOM INTERIOR UPGRADES IN OPTION 1 and ELEVATE CEILING ▪ 90% OF SCREEN HEIGHT VISIBLE FROM BACK ROW
Attachment 1
City of Coronado Page 623
OPTION 2: WINN ROOM INTERIOR UPGRADES IN OPTION 1 and ELEVATE CEILING

SCOPE OF PROJECT
• All items in Option 1
• Remove existing ceiling to structure above
• Reroute above ceiling utilities and replace aesthetically to maintain higher ceiling: refinish ceiling, lights,
mechanical, fire sprinkler, fire alarm etc.
• Windows with motorized blackout shades
• Escalation assumed for 8 months of construction
starting Nov 2025 (excluding material lead time)
WHAT DO WE GAIN?
• All items in Option 1
• Improved audience sight lines and greater room volume that makes room appear larger
• Improved acoustics from Option 1
WHAT ARE DRAWBACKS?
• Seating capacity limited to same as existing (135 max) • Restrooms are not remodeled
• Storage space limited
* All values represent estimated project costs.

Cost Estimate: $4,158,800
Attachment 1
City of Coronado Page 624
OPTION 2
Attachment 1
City of Coronado Page 625
• 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 626
OPTION 3: WINN ROOM INTERNAL EXPANSION

SCOPE OF PROJECT
• Increases seating capacity of Winn Room
• AV Equipment Upgrade
• Motorized blackout shades
• Circulation and room adjacencies not ideal as
Option 4
• Escalation assumed for 12 months of construction
starting Nov 2025 (excluding material lead time)
WHAT DO WE GAIN?
• Designed to maintain most of the existing footprint with no northerly incursion into the park
• Increases seating capacity for signature events and to attract high caliber authors and performers
• Fills a gap in meeting space inventory in Coronado currently under 200 or over 600+ • Optimizes space for multiple uses and adds rooms to improve functions • Improves space utilization by capturing dead space between current WR and staff offices; one tree must be removed but less trees impacted than Option 4 • Multi-purpose room located at library vs two locations; staff operational efficiency • Good sight lines with limited poor seats
• AV improvements will give capability to:
✓ Enable quality recording and broadcast, Zoom, YouTube, etc. ✓ Project speaker onscreen
✓ Show movie premieres
• Enhanced acoustics and lighting
WHAT ARE DRAWBACKS?
• Costly
• No foyer so no sense of entry and indoor waiting area • Kitchen no longer adjacent to foyer
• No deck for events in the park for events like Shakespeare or performances in the park, outdoor dining, musicals, outdoor classes
Cost Estimate: $6,444,000
* All values represent estimated project costs.

Attachment 1
City of Coronado Page 627
OPTION 3
Attachment 1
City of Coronado Page 628
OPTION 3
Attachment 1
City of Coronado Page 629
Design Option 3: Overlay New Plan Diagram on Existing Winn Room Attachment 1
City of Coronado Page 630
PARK IMPACT DESIGN OPTION 3
Attachment 1
City of Coronado Page 631
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 632
OPTION 4: WINN ROOM LARGER EXPANSION

SCOPE OF PROJECT
• Doubles size and seating capacity of Winn Room
• Provides ideal layout and circulation for programs
• AV Equipment Upgrade
• Motorized blackout shades
• Escalation assumed for 12 months of construction
starting Nov 2025 (excluding material lead time)
WHAT DO WE GAIN?
• Interior-exterior connection with the park; designed as a theater in the park • Adds foyer for sense of entry with waiting area
• Doubles seating capacity to greater than 200 to attract higher quality performances
• Gives Coronado a space designed for the performing arts • Fills a gap in meeting space inventory in Coronado currently under 200 or over 600+
• Optimizes space for multiple uses and adds rooms to improve functions • Improves space utilization by capturing dead space between current WR and staff offices
• Optional deck for events in the park which we do not currently have i.e.

Shakespeare or performances in the park, outdoor dining, musicals, outdoor classes
• Multi-purpose room located at library vs two locations; staff operational efficiency
• Good sight lines; zero poor seats
• AV improvements will give capability to:
✓ Enable quality recording and broadcast, Zoom, YouTube, etc. ✓ Project speaker onscreen
✓ Show movie premieres
• Enhanced acoustics and lighting
• Kitchen with flexible access from both Foyer and WR
WHAT ARE DRAWBACKS?
• Most costly
• Trees impacted but deck area may be redesigned to work around some of trees Cost Estimate: $9,729,600
* All values represent estimated project costs.

Attachment 1
City of Coronado Page 633
OPTION 4
Attachment 1
City of Coronado Page 634
OPTION 4
Attachment 1
City of Coronado Page 635
Design Option 4: Overlay New Plan Diagram Over Existing Winn Room Attachment 1
City of Coronado Page 636
PARK IMPACT DESIGN OPTION 4: WINN ROOM LARGER EXPANSION Attachment 1
City of Coronado Page 637
• JDSC GRAND ROOM DIMENSIONS: 49’-10” x 39’-6”
• SEATING AREA: 1,966 Square Feet (SF)
• STAGGERED SEATS: 171
SEAT DIMENSION: 20-1/8” WIDE x 22-3/8” DEEP
17-1/2" BETWEEN SEATS
NO CENTER AISLE;15 and 16 seats per row
• CEILING HEIGHT: Varies, 18’-9” at center of room
• SCREEN DIMENSIONS: 7” x 12’
• OBSTRUCTION: 9’-6” AFF
• OPTIMAL/MARGINAL/NOT RECOMMENDED: 154 / 17 / 0
JDSC ALTERNATE OPTION: GRAND ROOM AUDIO VISUAL UPGRADES VISIBILITY STAGGERED SEATS:
▪ 100% OF SCREEN HEIGHT VISIBLE FROM BACK ROW
Attachment 1
City of Coronado Page 638
JDSC ALTERNATE OPTION: GRAND ROOM AUDIO VISUAL UPGRADES

SCOPE OF PROJECT
• AV Equipment Upgrade
• Motorized blackout shades
• Escalation assumed for 3 months of construction starting Nov 2025 (excluding material lead time)
WHAT DO WE GAIN?
• AV improvements will give capability to:
✓ Enable quality recording and broadcast, Zoom,
YouTube, events, etc.
✓ Project speaker onscreen
✓ Show movie premieres
• Provides larger audience capacity than existing WR (171 vs 135) WHAT ARE DRAWBACKS?
• No other improvements (acoustics for example) in the room besides upgrading the AV equipment and its associated electrical/data work • Audience gain is only 36 people
• Does not address deferred Winn Room issues.
• Issues of shared facility between Library and JDSC.

Cost Estimate: $1,721,400
* All values represent estimated project costs.

Attachment 1
City of Coronado Page 639
* Based upon Salas O’Brien, Acoustic/Audio Visual Consultant, Report Comparative Features Summary
OPTION 1 OPTION 2 OPTION 3 OPTION 4 Alternate Option
WR Existing
WR Elevated
Ceiling WR Internal WR Larger JDSC Grand Rm
Interior Upgrade + Option 1 Expansion Expansion AV Upgrade Dimensions 47'-4" x 35'-6" 47'-4" x 35'-6" 47'-4" x 49'-9" 50'-1" x 62'-7" 49'-10" x 39'-6" Area 1680 SF 1680 SF 2316 SF 2931 SF 1966 SF
Seating Capacity
(240 code max occupancy)
135 using code min
row depth
135 using code min
row depth
180 using code min
row depth
208 using code min
row depth
171 using code min
row depth
Varies Varies
20'-0" to 13'-8" 18’-9” at center of room
Acoustics/Visual
Performance Ranking by
Consultant
1 worst to 5 best 2 3 3 4 1
Screen Dimension (HxW) * 7’ x 12' 7’ x 12' 7'x12' 9'x 16' 7'x 12' Percent of Screen Visible
from Back Row
Staggered Seats 35% 90% 95% 100% 100%
Total Project Cost Estimate
(incl soft costs) $3,287,100 $4,158,800 $6,443,900 $9,729,600 $1,721,400 Price per Seat (Code Min.) $24,349 $30,806 $35,799 $46,777 $10,067 Price per Square Foot $1,957 $2,475 $2,782 $3,320 $876
13'-8" 13'-8" Ceiling Height 9'-11"
Attachment 1
City of Coronado Page 640
Attachment 2
1 WINN ROOM SUBCOMMITTEE SPRING 2024 WORKPLAN
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 Workplan addresses these issues across a set of Subcommittee meetings.

Subcommittee
Meeting Date
Issue Implementation Status
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
COMPLETE: Presented March 20,
2024. Meeting #1:

March 20, 2024
Council
Chambers
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.

COMPLETE: Presented March 20,
2024.

Meeting #2:

April 24, 2024
Council
Chambers
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;
COMPLETE: Presented on April 24,
2024.

City of Coronado Page 641
Attachment 2
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.
(cont.)
Meeting #2:

April 24, 2024
Council
Chambers
Develop 5th Alternative
Explore upgrades to the Grand Room and
Winn Room Upgrades (Options 1 and 2)
and merge use of the rooms
COMPLETE: Presented on April 24,
2024.

Accessibility
Explore ADA, Accessibility and Accessible
A/V options
Acoustic Properties
Explore use of drapes or other sound
attenuation to improve acoustics Meeting #3:

May 16, 2024
Council
Chambers
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.

COMPLETE: Presented on May 16,
2024.

Public Input on Options Present and discuss options and receive in person feedback Meeting #4:

June 6, 2024
Nautilus Room Refine Project Objectives Define the intended purpose of the Winn Room and goal of remodel (50 year project)
COMPLETE: Public input received
June 6, 2024.

City of Coronado Page 642
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.

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
Attachment 3
City of Coronado Page 643

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
Attachment 3
City of Coronado Page 644

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
Attachment 3
City of Coronado Page 645

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
Attachment 3
City of Coronado Page 646
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
Attachment 3
City of Coronado Page 647
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
Attachment 3
City of Coronado Page 648
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
Attachment 3
City of Coronado Page 649
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 3
City of Coronado Page 650
Attachment 1
City of Coronado Page 9
Attachment 3
City of Coronado Page 651
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
Attachment 3
City of Coronado Page 652
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
Attachment 3
City of Coronado Page 653

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
Attachment 3
City of Coronado Page 654
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
Attachment 3
City of Coronado Page 655

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
Attachment 3
City of Coronado Page 656
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
Attachment 3
City of Coronado Page 657
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
Attachment 3
City of Coronado Page 658
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
Attachment 3
City of Coronado Page 659
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
Attachment 3
City of Coronado Page 660
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
Attachment 3
City of Coronado Page 661
A G E N D A
CITY OF CORONADO CITY COUNCIL
WINN ROOM SUBCOMMITTEE
Wednesday, April 24, 2024
Coronado City Hall Council Chamber
1825 Strand Way
Coronado, California 92118
SPECIAL MEETING – 3:00 P.M.

1. CALL TO ORDER / ROLL CALL

2. INVOCATION AND PLEDGE OF ALLEGIANCE

3. MINUTES OF THE SUBCOMMITTEE:
a. Approval of the Minutes of the Special Meeting of March 20, 2024

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 City of Coronado Page 1
Attachment 3
City of Coronado Page 662

2. INVOCATION AND PLEDGE OF ALLEGIANCE

3. MINUTES OF THE SUBCOMMITTEE:
a. Approval of the Minutes of the Special Meeting of March 20, 2024

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. City Facility Scheduling Considerations
Recommendation: Receive a report on City facilities including an inventory of facilities, how facilities are used, methods of scheduling, clarification of reservation systems, hours and staffing, facility use fees and costs, and consideration of a 5 remodel option merging uses of the John D. Spreckels Center Grand Room and Winn Room, and provide direction as appropriate.

Materials submitted for consideration should be forwarded to the City Clerk’s Office at [email protected].
th
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March 20, 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, March 20, 2024
4:00 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 4:02 p.m. on Wednesday, March 20, 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: (3) City Manager/Agency Executive Director Tina Friend Assistant City Manager Tony Winney
Director of Library Services Shaun Briley
Director of Public Services and Engineering Leon
Firsht
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. CONSENT CALENDAR: None.

4. COMMUNICATIONS – ORAL:

Chair Tanaka provided background on the history of the Subcommittee.

Councilmember Downey provided comments regarding the purpose of the proposed City of Coronado Page 3
Attachment 3
City of Coronado Page 664
March 20, 2024 Special Meeting Minutes Page 2 of 4
renovations, including the need for an upgraded audiovisual system.

5. WINN ROOM SUBCOMMITTEE:
5a. Winn Room Subcommittee Spring 2024 Workplan
Tina Friend, City Manager, presented the staff report utilizing PowerPoint.

Councilmember Downy asked if staff had determined a timeline for the Subcommittee.

City Manager Friend replied that meetings will be scheduled every three to four weeks.

Julie Webb provided comments regarding additional outreach to the community.

Harold Myers provided comments regarding the average number of attendees at events in the Winn Room.

Phil Garn provided comments regarding difficulties scheduling the Winn Room, competing events, visibility of films in the room, and inability to partition the room for smaller groups.

Merridee Brook provided comments regarding updating the audiovisual system, compliance with the Americans with Disabilities Act, and impact on the Coronado Island Film Festival.

Doug St. Denis provided comments regarding the impact of renovations utilizing the Winn Room and expressed the need for a medium-sized venue in Coronado.

Grant Talford provided comments regarding the high attendance of music events in the Winn Room.

Dawn Richards provided comments regarding events limited by venue capacity and libraries as community hubs instead of book repositories.

Lei Udell provided comments regarding the availability of other City venues.

Morgan Miller provided comments regarding the capacity of the Winn Room.

Deborah Kaller provided comments regarding the importance of timeliness for the project.

Chair Tanaka provided background on the history and purpose of the Winn Room Subcommittee.

Chair Tanaka and Councilmember Downey indicated their acceptance of staff’s proposed workplan.

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March 20, 2024 Special Meeting Minutes Page 3 of 4
5b. Community Outreach Plan
Tony Winney, Assistant City Manager, presented the staff report utilizing PowerPoint.

Chair Tanaka asked if the City had an email notification list for the groups that utilized the Winn Room. Mr. Winney responded in the affirmative.

Councilmember Downey asked staff to verify that all active groups were included on the list.

Suzanne Rivers asked how individuals may join the email notification list. Mr. Winney asked Ms. Rivers to contact him via the email address on the PowerPoint or the Project Coronado website.

Harold Myers provided comments regarding hosting a Subcommittee meeting in the Winn Room.

Councilmember Downey noted that the Subcommittee meeting was held in the Council Chamber to facilitate video recording of the meeting and that videos would be posted to the City website.

Dot Harms asked if the Winn Room remodel could be brought to the public as a ballot measure.

Discussion ensued regarding various outreach strategies. Consensus was met on the use of Quick-Response (QR) codes, engaging with news media, conducting the final Subcommittee meeting as a public workshop, emphasizing the significance of public input throughout the process, and deciding against the use of online surveys. 5c. External Venues: Availability and Cost
Assistant City Manager Tony Winney presented the staff report utilizing PowerPoint.

Councilmember Tanaka noted that although the Coronado Union School District Black Box Theater has the same seating capacity as the Winn Room, its layout facilitates events that the Winn Room cannot accommodate.

Councilmember Downey highlighted superior audio/visual system and flexible seating arrangements of the Black Box Theater. Shaun Briley, Library Services Director, noted that the library has utilized the Black Box Theater previously for various events.

Councilmember Tanaka asked Mr. Briley how often the Library hosted musical events.

Mr. Briley noted that there are a few events a year in the Winn Room or in the Library lobby after business hours.

Dawn Richards provided comments regarding the cost to non-profit groups to host events at non-City venues.

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March 20, 2024 Special Meeting Minutes Page 4 of 4
Morgan Miller provided comments regarding the rental cost and insurance cost for nonprofit organizations.

Harold Myers asked why the Winn Room is a free venue. Mr. Briley explained that libraries are state funded to host events, provided they are free to the public, and offering the room at no cost enables the library to run more programs. Councilmember Downey remarked that due to the scarcity of other free rental spaces in Coronado, the Winn Room experiences significant usage.

Jean Seager provided comments regarding that the Winn Room is open to the entire public, whereas a private room rental might not offer the same level of accessibility.

Merridee Brook provided comments regarding the limitations of various external venues.

City Manager Friend provided background on the various other projects in the City that could impact the Winn Room, including the recreational fee study and facility use policy.

Councilmember Downey noted that the public calendar of the Winn Room does not show all the reservations for the space, and that bookings by non-profit organizations are not included on the public calendar.

13. ADJOURNMENT
Chair Tanaka adjourned the Special Meeting at 5:35 p.m.

Approved: April 24, 2024
__________________________
CASEY TANAKA, Chair of the
Winn Room Subcommittee
Attest:
____________________________
KELSEA HOLIAN, City Clerk of the
City of Coronado
City of Coronado Page 6
Attachment 3
City of Coronado Page 667

CITY COUNCIL WINN ROOM SUBCOMMITTEE STAFF REPORT
April 24, 2024 5a

CITY FACILITY SCHEDULIGN CONSIDERATIONS
RECOMMENDATION:

Receive a report on City facilities including an inventory of facilities, how facilities are used, methods of scheduling, clarification of reservation systems, hours and staffing, facility use fees and costs, and a 5th remodel option that merges the capital investment and use of the Winn Room and the Grand Room at the John D Spreckels Center, and provide direction as appropriate.

BACKGROUND:

At the December 12, 2023 City Council meeting, City staff provided data and information on the City’s internal room assets, primarily the Nautilus Room at the Community Center, the Grand Room at the Spreckels Center, and the Club Room at the Boathouse.

The City Council directed staff to provide additional information on: how the Library and Recreation Departments manage the use and scheduling of City facilities and coordinate the utilization of the Nautilus Room or the Grand Room for requests not able to be accommodated at the Winn Room; the operational hours and staffing of various City facilities that may limit uses of City rooms; the fees and charges to use various City facilities; and possibility of capital investment in the Grand Room and Winn Room to develop a 5th remodel option that merges the use of the rooms.

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

ANALYSIS:

A summary of each internal room asset, including capacities, typical uses, and fee considerations is listed below in Table A.

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City of Coronado Page 668
Table A – Summary of Room Characteristics
ROOM Nautilus Room Grand Room @
JDSC
Club Room @
Boathouse
Winn Room
Managed By: Recreation Recreation Recreation Library
Size 4,950 sq. ft. 1,916 sq. ft. 1,200 sq. ft. 1,680 sq. ft.

Seating
Capacity*
446 seating
capacity
176 seating
capacity
75 seating
capacity
135 seating
capacity
Primary / Typical
Uses
Rentals / Weddings
/ Recreation
Programs
50+ Recreation
Programs /
Rentals
Youth Recreation
Programs /
Rentals
Library
Programs
and Events /
Cultural and
Educational
Events /
Nonprofit
Rentals
Fee
Considerations
Fees Charged Per
Fee Schedule
Fees Charged
Per Fee
Schedule
Fees Charged
Per Fee Schedule
Free for all
uses
*Maximum occupancy (per building code) exceeds seating capacity The seating capacity figures represent the diligent efforts of staff, informed by experience, to ascertain how many users typically fit within the rooms based upon the size of the chairs, the spacing of the chairs, the arrangements of the room, inclusion of a stage, aisle space, and screen visibility for attendees.

DETAILED ROOM ANALYSIS:

Nautilus Room at the Community Center
The Nautilus Room, often referred to as the Banquet Room, is the largest internal City room asset at 4,950 square feet. The Nautilus Room is managed by the Recreation & Golf Services Department and is typically utilized for weekend weddings and rentals (birthday parties, celebrations of life, baby showers, etc.), but is also utilized progressively more during the weekday afternoons for Recreation programs, particularly for youth. The current availability of the Nautilus Room is very limited due to pre-booked reservations, but any time not blocked off for Recreation programs, or currently booked, would be available for reservations.

It has been noted the acoustics of the Nautilus Room are not conducive to live music performances but are adequate for speaking engagements. Glass windows along the east and north wall, and a header for the moveable wall in the center of the room provide significant challenges to improve acoustics for a suitable performance space without a significant capital investment and detriment to the primary uses of the room.

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Parking:

Parking at the Nautilus Room consists of shared spaces for the Community Center and City Hall, as well as street parking along Silver Strand Boulevard. During the weekdays, parking is impacted due to other uses around the Community Center and City Hall but is mostly available during the evenings and weekends. The total number of spaces in front of the Community Center equal 47 spaces and 4 handicap spaces. The total number of parking spaces in front of Glorietta Promenade and up until the entrance to City Hall is 46 spaces and 2 handicap spaces.

Library events at the Nautilus Room:

The Library moved one event to the Nautilus Room in the previous year.

Non-profit events at the Nautilus Room:

The Nautilus Room had 67 non-profit bookings between May 2022 and April 2023.

Pros as a Winn Room Alternate:
• With a seating capacity of almost 450 seats, the Nautilus Room is the best internal alternative for Library events which exceed the Winn Room capacity.

Cons as a Winn Room Alternate:
• The Nautilus Room is not located near the Library and there may be location confusion with Library event customers.
• Logistical hurdles for Library staff staging an event at a venue away from the Library.

Grand Room at the John D Spreckels Center
The Grand Room, located at the John D Spreckels Center (JDSC) adjacent to the Library, is 1,916 square feet in size. The JDSC was constructed in 2017 and is managed by the Recreation & Golf Services Department. A JDSC Operations Plan was approved by City Council in 2016 which spells out purpose and objectives of the facility:
• Program an activity and social-based center that is welcoming to the public at large, Coronado Senior Association, and Coronado Lawn Bowling Club. • Provide a location that caters to the 50+ age group.
• Increase the percentage of adults 50+ that use the facility. • Utilize the 4,500 plus hours per year the facility is available for programming and/or renting.
• To offer a self-supporting rental program.
• To support the Coronado Senior Association and Coronado Lawn Bowling Association.

The Grand Room has been increasingly utilized for Recreation programming and events for adults aged 50+ and most of the booking availability for the room is nights and weekend afternoons and evenings.

It has been noted the acoustics of the Grand Room are not conducive to live music performances due to glass windows along the east and west walls, hard flooring, and a header for the moveable wall in the center of the room. To improve acoustics in the room, a significant capital investment is required, including the removal of the moveable wall and header and acoustic treatments to the walls. The removal of the moveable wall would significantly impact the operations of the multipurpose functionality of the room, including displacing several Recreation programs on a weekly basis.

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City of Coronado Page 670
Parking:

The Grand Room at the John D Spreckels Center has parking limitations as there are no dedicated parking spaces for the facility.

Library events at the Grand Room:

The Library moved one event to the Grand Room the previous year.

Non-profit events at the Grand Room:

The JDSC Grand Room had 5 non-profit bookings between May 2022 and April 2023.

Pros as a Winn Room Alternate:
• The Grand Room is the most convenient City location to relocate a Library event due to the proximity of the JDSC to the Library.
• The Grand Room has a seating capacity of 176, providing a slightly larger space for hosting events (+41 seats).

Cons as a Winn Room Alternate:
• The Grand Room’s seating capacity of 176 does not provide significant additional space to accommodate Library programs or events that cannot be accommodated in the Winn Room due to capacity.
• There are only 140 chairs available at the Grand Room, requiring additional chairs to be transported to the center to achieve the capacity.
• Several Recreation programs in the Grand Room routinely have over 50 attendees, or are partnership programs with other groups, such as the Coronado Senior Association or Sharp Hospital. Displacing attendees who have signed up for a program at a specific facility for a Library event may cause apprehension in the future for participants to register for the programs.
• The Grand Room has a room divider that is used to separate the Grand Room into two smaller rooms. The room divider significantly reduces the room’s acoustic quality and was recommended for removal in a capital improvement project if the objective is to improve the acoustic performance to host a greater range of events. However, the room divider is critical to the successful operation of the Center. Often, incompatible uses need to be scheduled in the Grand Room, and the room divider provides a physical separation to allow both uses to take place simultaneously. Accordingly, the room acoustics cannot be improved as recommended without reducing functionality and use.

Club Room at the Boathouse
The Club Room is a 1,200 square foot venue with unrivaled views of Glorietta Bay. The Club Room is managed by the Recreation & Golf Services Department and serves as the primary location for summer camps, programming for young adults with disabilities, and some smaller youth Recreation programs. The Club Room availability during the summer season is limited to weekends only, but during other seasons, is often available several weekdays and evenings, along with weekends. The current availability of the Club Room is limited due to pre-booked reservations, but any time not blocked off for Recreation programs, or currently booked, would be available for reservations.

The acoustics of the Club Room have not been evaluated, but due to its materials that are similar to the Grand Room such as hard vinyl tile flooring and a glass wall, musical performances are likely to not achieve high quality sound.

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Parking:

The Club Room has 15 dedicated parking spaces, as well as additional parking along Glorietta Bay Park and street parking along Silver Strand Blvd.

Library use at the Club Room:

No Library events were moved to the Club Room in the previous year.

Non-profit events at the Club Room:

The Club Room had 5 non-profit bookings between May 2022 and April 2023.

Pros as a Winn Room Alternate:
• Dedicated parking spaces allow participants at smaller events not to search for parking.

Cons as a Winn Room Alternate:
• Smaller than the Winn Room, the Club Room has a seating capacity of only 75 seats, which does not provide enough additional space to accommodate Library programs or events that cannot be accommodated in the Winn Room due to capacity. • The Club Room is not located near the Library and there may be location confusion with Library event customers.

Winn Room at the Library
The Winn Room at the Library is 1,680 square feet in size, is managed by the Library Department and is highly utilized by many community organizations, including the Library, for events and programs.

Parking:

The Library has the same parking limitations as the John D Spreckels Center with no dedicated parking spaces for the facility.

Non-Profit events:

The Winn Room had 69 non-profit bookings between May 2022 and April 2023. • No non-profit events were relocated due to size considerations. • The Library did not receive any non-profit requests that were anticipated to be too large for the Winn Room.
• The Library has not received any correspondence concerning non-profit events that did not book the Winn Room due to size constraints.
• There have been anecdotal reports that members of the community using the online booking system for the Library have not been able to schedule their non-profit event at the time they want.

Pros of Winn Room:
• The Winn Room is in the Library and the natural location for Library events. • Programs that the Library schedules can be accommodated in the number of Library spaces available, which include the Winn Room, Ruby Room, and Historic Spreckels Reading Room.
• All events relocated to an outside venue have been relocated due to seating capacity or acoustic considerations, as opposed to scheduling considerations.

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Cons of Winn Room:
• Outdated space with poor condition of the flooring, wiring, A/V, and acoustics. • Poor visibility due to the low ceiling height.
• Between May 2022 and April 2023, 15 events held in the Winn Room were at capacity including 4 events that were standing room only.
• Staff have reported it is not uncommon for participants to leave or not to enter signature events due to crowding.
• Between May 2022 and April 2023, 9 events were relocated to the Library grass lawn for seating capacity reasons (typically larger children’s events or musical groups where the performers would occupy a lot of the available seating capacity in the Winn Room). • Some events have historically been relocated to the Library lobby for acoustics reasons. • Seating capacity for greater than 200 is a recognized regional threshold to accommodate higher profile library events. With a seating capacity of 135 at the Winn Room, several events each year must be relocated to an alternate location offsite, listed below in Table B.

Table B - Larger Events Moved Offsite from Winn Room 5/2022 – December 2023 Event Date Location Attendance Hours
Taylor Baldwin Kiland &
Judy Silverstein Gray 8/2/2023 CoSA 140 4
Jack Gray 5/9/2023 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
Coronado School of the Arts (CoSA)
While this is a report on internal City facilities, it is worth noting that the first priority for Library staff when looking for an outside venue is to check the availability of CoSA. The City of Coronado and Coronado Unified School District have a Joint Use Agreement that provides the City access to the CoSA auditorium. Of the eleven events moved offsite listed in Table B, eight were at CoSA, one at the Nautilus Room, and one at the Grand Room. Requests to use CoSA are made by staff using the school’s online booking software, Facilitron.

Pros as Winn Room Alternate:
• Geographic proximity next door to the Library.
• Good acoustics and visibility properties.
• Fixed seating for minimal set up considerations.
• Seating capacity up to 570.

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Cons as Winn Room Alternate:
• Not controlled by City of Coronado.
• The parameters for use of CoSA need to be more well-defined in the Joint Use Agreement. • Coronado School District programs take priority over all use. • School policy or personnel subject to change and therefore lack of consistency.

COORDINATION OF ROOMS/SCHEDULING SOFTWARE:

The next area of consideration is the Recreation & Golf Services and Library Departments facility reservation systems and coordination and if improvements are possible.

The mission of the Coronado Public Library is to meet the informational, recreational, and cultural needs of the community and to actively promote reading, life-long learning, and the pursuit of knowledge.

The mission of the Coronado Recreation & Golf Services Department is to promote community, health, and safety while building a culture of excellence.

Both departments seek to develop the holistic well-being of individuals in the community, yet the programs and strategies employed by each department are unique. The Library seeks to provide program offerings which tend to be more educational, along with nonprofit community gatherings and meeting space typically open to the public, whereas Recreation seeks to provide more fitness, enrichment, and social opportunities, along with facility use geared towards exclusive use.

The Recreation & Golf Services Department launched a new registration and reservation software program within the previous year called CivicRec, replacing the previous system, PerfectMind, which was widely criticized as a confusing and complicated system. CivicRec is an enterprise system for the Recreation & Golf Services Department and allows the department to manage all user accounts, track accounting for all user transactions, process point of sale transactions, provide an online catalog of Recreation program offerings including registration options, and allow for facility management, including facility reservations. The public-facing calendar module of the CivicRec program shows availability for facilities but does not show the details of any bookings.

For a member of the public or nonprofit organization to reserve a Recreation facility, they must first create an account on CivicRec to submit a request on the system for the specific room, date, and time. To search availability, an account is not required. The reservation request must be accompanied by a $25 application fee. Once the reservation is submitted online, a staff member of the Recreation & Golf Services Department will respond to the inquiry within 1 business day to begin discussions on details and additional potential requirements needed for the reservation, including insurance and security deposits.

Residents and Library staff booking any library space, including the Winn Room, use a software known as Library Market. No fee is required to make a reservation. Library Market has the ability to validate for library cardholders and prefill patron information during program registration. It allows for event sign up, automatically emails reminders to participants, maintains and automatically manages a waitlist, ensuring reliable communication with customers while reducing staff time. Room set up options and available equipment can be selected by the customer online.

Library Market offers integrated room and time management tools for event planning for both staff and public and is used as a promotional tool for events.

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CivicRec and Library Market are meeting the needs of their respective departments and there are no plans for change based upon operational need.

There are very few occasions per year on which an event would not be able to be accommodated at the facility originally requested. Known instances (two) where events were moved into different facilities are Library events that were too large to fit into the Winn Room. Accordingly, there have been very few examples of cross-departmental coordination to accommodate an event.

With the booking options for both Recreation and Library rooms available online, staff from either department can check availability online. If additional questions arise, or if the booking needs to be made imminently, then staff from one department will contact an appropriate staff member from the other department for clarification or to place an administrative hold. The examples involved the Library Director coordinating requests with the Director of Recreation & Golf Services Department; however, line-level staff can be trained and empowered to work collaboratively to accommodate these requests.

FACILITY HOURS AND STAFFING:

The Coronado Public Library is currently open to the public during the following hours:

Monday – Thursday: 9:30 a.m. – 9:00 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.

The Coronado Community Center (location of Nautilus Room) is currently open to the public during the following hours:

Monday – Friday: 7:00 a.m. – 7:00 p.m.

Saturday: 7:00 a.m. – 5:00 p.m.

Sunday: 10:00 a.m. – 4:00 p.m.

The John D Spreckels Center (location of Grand Room) is currently open to the public during the following hours:

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

Friday: 8:30 a.m. – 4:00 p.m.

Saturday: 9:00 a.m. – 12:30 p.m.

Sunday: CLOSED
The Club Room at the Boathouse is not open as a drop-in facility, therefore only open when programmed for Recreation activities or when reserved.

The hours of operation for the Recreation facilities do not restrict use; however, any use outside of normal hours of operation will require the scheduling of staff, which include staffing charges for the user. Additionally, to provide exceptional customer service, Recreation facility fees are inclusive of staffing to help facilitate the set-up and successful operation of the rental.

The City Council inquired if the City should consider expanding hours of facilities and adding staff support to provide more options for reservable space. As all reservation requests for City facilities have been accommodated, and at the facilities initially requested, staff do not find there is a demonstrated needs for an increase in facility hours and staffing. There has been limited anecdotal information that some reserving parties were not able to reserve the date and time wished for, but with a first-come, first-serve reservation system, full availability cannot be guaranteed, and all reservation requests were accommodated on other dates/times.

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FEE POLICIES:

Recreation
The City Council-approved Recreation Services Facility Use Fees and Policies document (attached) provides definitions of user classifications, regulations and requirements of facility use, and specific fees for each facility/classification in the Recreation & Golf Services Department inventory.

Reservation lead times are more accessible for residents and most nonprofit organizations at 24 months, opposed to 14 months for non-resident and commercial users.

Total non-profit revenue for the Recreation and Golf Services Department during the survey period was $15,424.

All City of Coronado events and programs, including Library-sponsored events, have no fees associated with the use; however, if any event requires staffing after normal hours of operation, the additional staff time will be noted for future reference to account for the true cost of providing the service to the community.

Coronado special interest groups with at least 75% Coronado members may use the Club Room Classroom, the Grand Room, the Abalone Room, or the Sand Dollar Room at no charge, with a limit of 4 uses per year. Additional conditions include a 3-hour maximum rental, use limited to Mondays – Thursdays, and a clear identification of public benefit. This benefit does not apply to the Nautilus Room.

The Recreation & Golf Services Department is currently drafting a revision of the Facility Use Fees and Policies document for clarity, consistency, and fairness to be presented to City Council in Summer 2024.

Library
The Coronado Public Library was established under the California Education Code, which states under section 18960: “Every library established pursuant to this chapter shall be forever free to the inhabitants and nonresident taxpayers of the municipality”.

Library and library sponsored events are free services as part of the organization’s commitment to free access to information and ideas for all users. Free use for all other eligible users of the room is a longstanding Library Board policy for the Winn Room. Policy 12 of the Library Board of Trustees states: “The Library does not charge a fee for use of the Winn Room”.

Library Board policy also states that the room may not be used except for non-profit community benefit uses.

FINDINGS:

Upon evaluation of all aspects of the City facilities, including fee considerations, availability, current primary uses, and documented needs, staff developed key findings which are summarized below.

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Winn Room Alternates
• CoSA is recommended as the best alternate space for Library events that are expected to exceed Winn Room capacity. With a capacity of 570, auditorium style seating, a performance-oriented acoustic environment and close proximity to the Library, CoSA is considered the first priority for alternate space.
• Due to the many positive benefits of utilizing CoSA as the first priority for an alternate facility for signature Library events, the City could consider a refinement of the Joint Use Agreement with Coronado Unified School District to provide more reliable access and streamlined booking of the facility.
• The Nautilus Room is the best internal alternate to the Winn Room and is most suited for speaker, not musical performance, events.
• The Club Room does not provide enough seating to be an alternate facility for the Winn Room and should not be considered as a viable option.
5 th Remodel Option (Grand Room / Winn Room Merged Uses) • The Grand Room has acoustical limitations, and the space is used primarily as a multipurpose room. Any treatments to improve the acoustics of the room, outside of minor audio and visual equipment upgrades, would require material changes to the functionality of the room. The room divider has been noted to cause negative audio and visual impacts for performances or film screenings. The room divider is vital to the successful operations of the room as a multipurpose space.
• Project costs for improving the Grand Room Audio/Visual equipment and including motorized blackout shades are estimated at $1.72 million, which do not include the removal of the moveable wall and divider. The benefits gained from Grand Room upgrades include slightly improved experience over the Winn Room for sightlines and a marginal gain in seating over the Winn Room. The drawbacks of investing in the Grand Room Audio/Visual equipment are there are no additional acoustic improvements, it does not address the Winn Room deferred issues, the room still does not meet a seating capacity threshold of 200.
• Given the limited amount of seating capacity gained and acoustical challenges unless the Grand Room functionality is modified with detrimental impacts, staff would not recommend the 5th remodel option of merging the uses of the two rooms.

Nonprofit Organizations Accommodated
• There are no documented instances of nonprofit organization reservation requests not being accommodated due to size or clarity in availability for either the Winn Room or Recreation facilities.

Library and Recreation Facility Scheduling Software
• Recreation and the Library have unique missions and fee directives for their facilities. Each department’s reservation platform is tailored for their mission and have different functionality and scale. Both reservation systems have transparent portals that allow for online viewing of facility availability.
• Staff considered whether a merger of reservation systems was warranted. Given the widely varying demands for functionality, the marginal benefit of having one reservation system was vastly outweighed by the cost, logistics and time entailed in merging. At this time, moving to a single platform is not warranted.
• To facilitate additional transparency and ease of access, however, the City could create a reservation landing page on the City’s website to direct any potential requester for facility reservations to Recreation facilities and Library facilities.

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Library and Recreation Facility Coordination
• The current Council-authorized Fee Policy for Recreation facilities allows for Library events, as City-sponsored events, to utilize Recreation facilities at no cost. • In the two instances where a reservation moved from one department’s facility to the other (library events moved to Nautilus and Grand Rooms), Library and Recreation staff effectively managed that transition with minimal effort. Additional training for line-level staff will continue to provide successful coordination. No system or process changes are recommended.

Facility Hours and Staffing
• All reservation requests for City facilities have been accommodated, and at the facilities initially requested.
• There have been anecdotal reports that members of the community using the online booking system for the Library have not been able to schedule their non-profit event at the time they want.
• Recreation allows rental of its facilities outside of normal operating hours. The reserving entities pays for staff presence during the event.
• The Library has accommodated some reservations slightly before or after operating hours so long as staff are present in the building.
• Staff do not find there is significant and ongoing demand for additional access to facilities that would necessitate increasing hours and staffing.

ATTACHMENTS:

1. Recreation Services Facility Use Fees and Policies
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Attachment A

CITY OF CORONADO RECREATION SERVICES

FACILITY USE FEES AND POLICIES
SECTION ONE: DEFINITIONS

1. Residency
a. Resident Individual:
• A Coronado resident owns property in Coronado, or
• A Coronado resident lives in Coronado at least 6 months of the year b. Resident Organization or Team:
• Organization/club name must state the City of Coronado as the principal place of business. The organization/club’s current roster must have 75% of its membership living in Coronado as of January 1st, April 1st, July 1st, and October 1st of thecurrent calendar year
• Youth Teams must have 95% of their current members within the age group of 1 –18 years of age
• Nonprofit groups must provide evidence of current 501(c)(3) tax status with the California Secretary of State
c. Proof of Residency:
• In order to receive resident benefits, the resident must complete the application, prove residency, and be an immediate family member of the event honoree (i.e. bride, groom, graduate)
• To qualify for resident benefits, Coronado residents must show proof of residency by providing a government-issued photo ID plus one of the following documents, showing name of applicant and Coronado address:
o Current property tax papers (original or photocopy withapplicant’s/participant’s name)
o Current utility/telephone bill
o Current rental receipt/lease
o Imprinted address on check (not acceptable if handwritten or P.O. Box) o Military orders/housing assignment in applicant’s/participant’s name o Business owners who can provide both proof of ownership and property tax payment
o Note: A copy of the document used for proof of residency must accompany application. Once residency has been established, verification is required only once per year.

2. Age/Family
a. Immediate Family: a spouse, parent, grandparent or child living in the same household.

Family passes are good for up to five (5) members of the immediate family, not toexceed two (2) adults.
b. Youth: any person under the age of eighteen (18)
c. Adult: any person age eighteen (18) to fifty-four (54) years old d. Senior: any person age fifty-five (55) or over
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SECTION TWO: CLASSIFICATION OF USERS
Any group utilizing City of Coronado facilities will be classified in one of the following categories for the purpose of determining fees. With the exception of City uses, which have first priority, all other applications are considered on a first-come, first-served basis for available space. Coronado residents and resident groups have a 24-month booking window; all other users have a 14 month window. All use must be compatible with the intended use of the facility.

Reservation lead times are 24 months for Group A, B, C, D and E, and 14 months for Groups F and G.

Classification A – City of Coronado:

Events organized and conducted by the City of Coronado or events co-sponsored by the City of Coronado. No fee is associated with Group A events regardless of facility locations.

Examples: City meetings, recreation classes, and City-sponsored special events such as Breakfast with Santa, Commissioners Dinner
Classification B – Coronado Public Schools:

Official academic and athletic activities of the students, as part of the school curriculum or sanctioned interscholastic athletic events and practices (exclusive of activities generating funds). A fundraising component within an activity would change the classification to a C or D user.

Examples: High School Water Polo or Swim team, physical education instruction, High School Lacrosse and Soccer teams (as clarification, this would not include ASB activities, dances, booster club meetings, PTO or staff meetings)
Classification C – Resident Nonprofit Youth Organizations:

These are locally organized not-for-profit youth groups whose membership is comprised of at least 75% City residents under age 18 years.

Examples: Coronado-based youth sports groups, Boy Scouts and Girl Scouts in Coronado, Coronado Aquatics Club, Coronado Little League
Classification D - Resident Nonprofit Recreational, Educational, Service, or Civic Community Groups and Public Agencies:

These are Coronado-based not-for-profit civic, social, or service organizations (identified with a 501(c)(3) tax status), social welfare agencies or organizations, as well as other governmental agencies. Group membership must be comprised of at least 75% City of Coronado residents.

Also in this category are recognizable charitable agencies serving the greater San Diego County Region, who can document a specific benefit to the Coronado community or Coronado citizens.

Examples: Coronado Rotary Club, Coronado Unified School District (other than actual athletic or academic events), board of directors of Coronado-based youth sport organizations, Port District, SANDAG, Coronado Chamber of Commerce, Historical Association, community forums, Coronado Hospital, County agencies, Islander Sports Foundation, Coronado Tennis Association, public school districts, Children’s Hospital, American Red Cross, Crown Club.

Classification E – Resident Individual, Resident Business Organizations, Resident Nonprofit Special Interest Groups, and Nonresident nonprofit organizations with a proven benefit to the San Diego region:

These are resident religious or political groups, private educational organizations, resident private parties, special interest clubs, homeowners associations, etc., including groups who may not be Coronado based by title or address, but whose participation is made up of 75% or more Coronado residents (documentation will be required). Also in this category are 01/01/20
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recognizable charitable agencies serving the greater San Diego County Region who can document a specific benefit to the region including Coronado.

Examples: Coronado resident private parties, family gatherings and weddings; Coronado Churches; Coronado Cays Homeowners Association; League of Women Voters; private school functions; club meetings (Square Dance Club, Stamp Collectors, etc.) Classification F – Nonresident Organizations, Nonresident Individuals:

These are youth organizations and nonprofit civic, service, and social organizations that are not Coronado-based; nonresident private groups.

Examples: Imperial Beach Boys and Girls Club, National City Kiwanis Club, nonresident private parties and weddings
Classification G – Commercial Use:

Businesses, commercial organizations or users who do not fit into other classifications.

Examples: Profit-making organizations, seminars, trade shows, film companies, company training
SECTION THREE: FUNDRAISING/SALES ACTIVITIES

1. Fundraising and Sales on City Properties
a. When using City facilities the collection of funds (admission fees, dues, membership fees) is normally limited to covering minimal essential expenses of the organization. If merchandise sales, concession sales, auctions, ticket sales, or donation collections occur, the event is defined as a fundraising event or a commercial activity. b. A fundraising event is a facility use by youth or adult groups to raise funds for recreation, education, and welfare programs by Community groups whose activities and programs are of a character building nature, recreational nature, or whose primary purpose is service to the community as a whole
c. All other events involving merchandise sales or collection of funds are defined as commercial events
d. An “event”, for the purposes of fundraising fee assessment, is not to exceed 5 consecutive days or 2 consecutive weekends consisting of no more than 5 days (example, Sat, Sun, Fri, Sat, Sun)

2. Nonprofit Fundraising
a. All groups applying for permission to conduct a fundraising activity must provide the following (in addition to standard permit requirements):
• Obtain a no-fee City of Coronado Business License
• Provide proof of exempt status from the Internal Revenue Service and the Franchise Tax Board (501(c)(3) tax status)
• Provide a current financial statement
• Provide a current list of the Board of Directors
b. Any commercial vendors solicited by the permitted organization must obtain a City of Coronado Business License. The number of vendors may be limited, per the discretion of the Director of Recreation and Golf Services, or designee c. County of San Diego Health Department clearance is required for food concessions offering anything other than pre-packaged items
d. Alcoholic Beverage Control Board license/permits are required for any alcoholic beverage sales

3. Concession Sales
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b. A “season” is defined as a period of consecutive days, weeks or months, not exceeding a period of 4 months
c. Consecutive season permits may be obtained, with the required payment of fees for each “season”

4. Commercial Sales
a. Commercial Uses, including the collection of any funds or the sale of any item on City property, must provide the following, in addition to all standard facility use permit requirements:
• City of Coronado Business License for the permitted group as well as any other commercial vendor
• San Diego County Health Permit (for food sales)
• Alcoholic Beverage Control Board license/permits for alcoholic beverage sales SECTION FOUR: USE REGULATIONS AND REQUIREMENTS

1. Users Requirements
a. All users will provide:
• A $25 nonrefundable reservation fee at time of submitting application • Security/cleaning deposit
• Certificate of Insurance ($1,000,000) with an Additional Insured Endorsement • Proof of residency/proof of 501(c)(3) tax status for resident or nonprofit classifications
b. Banquet room users will arrange for their own caterer or food service. Caterer must meet requirements established, including an orientation with Community Center Staff. A list of approved caterers will be provided by staff.
c. Caterers will provide the following:
• City of Coronado Business License
• County of San Diego Health Permit
• Certificate of Insurance
• Orientation for kitchen procedures/clean-up
• Signed agreement with City of Coronado
d. Cancellation fee equal to damage/security deposit ($200) for any event cancelled after it is booked or firmed

2. Permission to Serve Alcohol
a. Alcohol will be permitted only at the Community Center Banquet Room, Banquet Room Patio and Playhouse; Coronado Club Room and Boathouse; and John D. Spreckels Center Grand Room
• Additional cleaning/security deposit will apply
• User may pay for cost of security guards, City of Coronado Police Officers, or Reserve Officers
• User shall obtain required permits from Alcoholic Beverage Control Board and meet all requirements established in the permit

3. Official School Events
a. Permits for facility use for the conduct of Coronado Unified School District academic or athletic activities must be authorized by the school Principal, verifying official academic use or official interscholastic athletic league play

4. Events for Youth Honorees
a. Events for honorees under the age of 21 (e.g., birthday, graduation, Quinceañera, Bar Mitzvah) may have additional requirements, and will be permitted for Coronado residents only
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b. Honoree must be a child, grandchild, or great grandchild of a Coronado resident c. Events must conclude by 10:00 p.m.
d. Security personnel may include one or more (depending on number of attendees) City of Coronado Police officers or Reserve officers at permittee’s expense e. Alcohol is not allowed
f. Security deposit will be increased by 50%

5. Coronado Self-Interest Groups
a. Coronado special interest groups with at least 75% Coronado members may use Recreation facility meeting rooms (Abalone, Sand Dollar, Club Room Classroom) at no charge:
• Limit of four (4) uses per year
• Three (3) hour maximum
• Use limited to Mondays through Thursdays
• Clear identification of public benefit

6. Storage Facilities
a. Storage Lockers will be available to Coronado groups only, and will be allocated for a specific term (annually). Lockers will be allocated through a draw system if demand exceeds availability. Inspection and “permissible items” policy may bedeveloped. b. Boat Storage will be allocated for a specific term (annual); no tenure is guaranteed. Storage areas may be allocated on a draw system if demand exceeds availability.

7. Jump House
a. Jump House companies must have a current Coronado Business License and a certificate of liability insurance with an Additional Insured Endorsement, setup diagram, and location map

8. John D. Spreckels Center and Bowling Green
a. Use of the Grand Room:
• Applications for use of the Grand Room are required at least 30 days prior to the date of the event
• Coronado Senior Association and Coronado Lawn Bowling Club can submit applications 24 months in advance
• Residents can submit applications 18 months in advance • Nonresidents can submit applications 14 months in advance • The kitchen can be used for a fee of $50
b. Use of the activity rooms:
• Applications for use of the activity rooms are required at least 30 days prior to the date of the event
• Coronado Senior Association and Coronado Lawn Bowling Club can submit applications 12 months in advance
• Residents can submit applications 6 months in advance • Nonresidents can submit applications 3 months in advance c. Use of the catering kitchen:
•
•
•
Requires a use fee of $100
Person using the kitchen must provide a certificate of liability insurance Caterer must submit a completed Catering Agreement
• Caterer in charge must possess a current County of San Diego Health Permit • Caterer must possess a current Coronado Business License • Caterer must possess a current Food Handlers Card
d. Rules for Coronado Special Interest Groups such as homeowners associations, flower associations, and scouts:
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• Groups must be comprised of 75% Coronado residents
• Groups can use free of charge up to four (4) times a calendar year • Three (3) hour maximum
• Use is limited to Mondays through Thursdays
• Clear identification of public benefit
• Event must be free and not include any sales
e. A $25 non-refundable application fee is due with the application for the Grand Room f. A refundable security/cleaning deposit of $100 is due within 30 days of application, but no less than 30 days prior to the event
g. Cancellations:
• Events canceled more than 90 days in advance receive a full refund • Events canceled 30 - 89 days in advance pays $100 cancellationfee • Events canceled less than 30 days in advance pays $100 cancellation fee and half (1/2) the rental fee
h. Liability insurance in the amount of $1,000,000 is required for all rentals. The insurance policy will list as additional insured the City of Coronado, its elected and appointed officers, officials, agents, employees and volunteers, and state the date and address of the event. In addition, an Additional Insured Endorsement page must be submitted. i. Use of the catering kitchen:
• Requires a use fee of $100
• Person using the kitchen must provide a certificate of liability insurance • Caterer must submit a completed Catering Agreement
• Caterer in charge must possess a current San Diego County Health Permit • Caterer must possess a current Coronado Business License • Caterer must possess a current Food Handlers Card

9. Limitations/Conditions of Use
a. Regular recurrent or long term use will be limited (e.g., resident nonprofit organizations and clubs scheduling weekly or monthly meetings). Long term use will be evaluated annually. Continuation of extended regular use will be evaluated against the requests for facility use by other community organizations. Commercial Use is not intended to be long term or recurrent, with frequency.
b. All organized use of City Park facilities that is specific to a particular time or location in a park requires a use permit, regardless of the size of the event c. Facility use that requires extra services, equipment setup, or staff supervision may be charged fees for extra staff services at $50.00 per hour or portion thereof

10. Permits Issued by Recreation and Golf Services for Private Beach Weddings and Private Events
a. Permits are required for any event on the beach where equipment will be brought in, regardless of the size of the group

11. “Equipment” is defined as any item or appurtenance, used to define a site or event, or to facilitate a private gathering of people to include, but not be limited to: chairs, tables, canopies, arches or arbors, stanchions, decorations, containers, podiums, audio systems, tents, umbrellas, aisle runners or floor coverings, flags, streamers, stages, fencing, and the like. Excluded from the definition of “equipment” is any item or appurtenance that is commonly understood as traditional beach gear of an individual, family, or small group of persons for a typical day at the beach (such as beach chairs, umbrellas, towels, coolers, small pop-up canopies, game equipment).
a. Beach locations available for events are restricted as follows:
• One permit only per site per day
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• No permits will be issued for the following holidays or holiday weekends: Memorial Day, Independence Day, and Labor Day
• No events will be permitted in the natural sand dune area between the beach maintenance building and the North Beach restrooms
• No permits will be issued for Central Beach on Saturdays and Sundays between May 1 and September 30, and on Easter weekend
• Permits for weddings at Central Beach are limited to events for 50 or fewer persons b. Beach event areas are defined on the Coronado Beach Map and are described as follows:
• South Beach is defined as south of Avenida Del Sol and the Hotel del Coronado to the Naval Amphibious Base
• Central Beach is defined as south of the Main Tower to the head of the Paseo Del Mar at the intersection of Ocean Boulevard and RH Dana Place • North Beach is defined as the Main Tower north to Naval Air Station North Island • Restricted areas include:
• In front of the Hotel del Coronado
• In the sand dunes between the beach maintenance building and the North Beach restrooms
• In the lifeguard vehicle drive zone between the dunes and the rip rap • Any blockage of the beach and emergency vehicle access points c. Additional Beach Special Event restrictions include:
• No alcohol
• No catering
• No electrical
• No generators
• No portable restrooms
• No rice or birdseed
• No helium balloons
• Amplification is limited to a battery-powered sound pack for voice and music • If rose petals or similar items are used, all debris must be completely removed from the grass or sand
• Location must be left as clean as it was found
d. Loading zones for each beach event location are established as follows:
• North Beach: loading zone on the south side of the beach entrance adjacent to the North Beach restrooms
• Central Beach: striped “traffic island” on Ocean Boulevard at RH Dana Place between Ocean Boulevard and the parking access side roadway
• South Beach: 20-minute yellow curb loading zone painted between the Hotel Del Paseo Del Mar driveway red curb and the beach emergency vehicle access driveway red curb on Avenida Del Sol
e. Loading zone permits and restrictions:
• Date and time-specific permits will be issued to the special event permit holder for each vendor providing services
• Commercial vehicles will be limited to 20-minute parking within the designated loading zone
• Vehicle size will be limited to a maximum length of 30 feet • Vehicle driver will place cones at the rear of the vehicle, and at the end of the equipment loading zone beyond a ramp or lift gate, to identify and call attention to the potential hazards of the loading area
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• Commercial vehicles will provide a “spotter” to keep the loading area clear of pedestrians
• Once loading is complete, the vehicle must be moved from the loading zone and parked elsewhere, away from the impacted beach or park areas, within established commercial vehicle parking codes
f. A Recreation and Golf Services Department employee(s) will be assigned as an event liaison for all beach events, from the application process through day-of-the-event, including review, supervision, and enforcement of restrictions for event setup, parking, equipment deliveries, noise restrictions, and clean-up. Enforcement efforts will be supported by police officers when required. Staff services will include:
• Assistance through site and date selection and permit application process • Orientation with permit holder to review procedures, parking and loading restrictions, vendor requirements, site preservation and safety information, site and equipment restrictions, and site decoration and enhancement suggestions, and to walk the actual event site
• Designation of event sites early in the morning with sandwich sign boards indicating the type of event, time range, and permit number or permit holder’s name • Issuance of limited time “Commercial Permit Parking” loading permits to each event vendor indicating the date and time of authorization, approved location, safety procedures, and related parking restrictions and information • Onsite supervision and monitoring of equipment loading and setup at approved event site
• Event follow-up
g. Fees will be assessed to pay for staff services provided to facilitate beach events SECTION FIVE: FACILITY RENTAL/GROUP USE FEES
Rooms and Equipment
Room Group (see policy for description)
Hourly Rate
Cleaning/Damage
Deposit
Name A B C D E F G Room Alcohol (+)
Activity Room Kitchen
(flat fee) None $10 $10 $10 $10 $25 $50 $100
$100
N/A
Activity/Craft Room None None None N/A
None None
$10 $16 $25
$25
$50
Activity/Meeting Room $50
Club Room
None
None
None
$10
$50
N/A
$16
$99
N/A
$100
$100
N/A
N/A
$300
N/A
$50 $50 $137 $225
Club Room Classroom N/A N/A N/A
$35
N/A
$50 Club Room Kitchen
(flat fee) None
None
None
$20
$10
$20
$10
$20
$15
$35
$16
$100
$100
$50
N/A
No food
or drink Dance Studio $25
N/A
$50
N/A Storage Lockers
(group use only) 15/mo 15/mo 15/mo 20/mo N/A
Club Room Additional Set-up: $50/hour for all users.

Audio-Visual Equipment fee is $100 Flat Fee for all users.

Coronado Special Interest groups with at least 75% Coronado members may use Recreation facility meeting rooms (Abalone, Sand Dollar, Club Room Classroom) at no charge up to four (4) 01/01/20
City of Coronado Page 26
Attachment 3
City of Coronado Page 687
Attachment 1
times per year. This use is limited to Monday through Thursday, with a three (3) hour maximum use per time. Clear identification of public benefit must be proven.

Coronado Special Interest groups with at least 75% Coronado members may use the Club Room classroom at no charge. This use is limited to Monday through Thursday, between September 1 of one year through May 31 of the following year. Clear identification of public benefit must be proven. These rentals are intended to be used for meetings, and are not for the purpose of events and/or fundraising.

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Attachment 3
City of Coronado Page 688
Attachment 1
Rooms and Equipment
Room
Name
User Group (see policy for description)
All fees are hourly fees unless indicated otherwise
Cleaning/Damage
Deposit
Room Alcohol (+)
Maximum
A B C D E F G Allowed
The following rooms require a two (2) hour minimum rental reservation time.

Additional fees are charged on Weekends and Saturdays. See Weekend Table below. **Banquet room rental on Saturday must be a full room rental (no half room rentals allowed).

Equipment Drop-off is $25 per hour.
(+)Alcohol use deposits are in addition to room cleaning deposit.

Nautilus Room None $75 $75 $75 $250 $425 $500 $200 $300 250 Patio Half Nautilus Room A** None $63
$40
$63
$40
$63
$40
$175
$150
$250
$200
$313
$250
$200
$200
$300
$300
125
Triton Room B** None 125
None
Community Playhouse
(6 hour block) $225 $225 $225 $450 $525 $650 $200 $300 104 Charges for technical staff are additional.

No food
or drink Gymnasium None
None
$25
$50
$25
$50
$40
$50
$60
$50
$100
$50
$200
$50
$200
$100
600
Kitchen (with Theater or
Banquet Room rental only) –
Flat Rate
$100 N/A
Fund Raising activity
associated with facility use
(flat fee per event) paid in
addition to room/facility fees
None N/A $100 $150 $200 $300 $500 N/A N/A
Banquet Room Additional
Set-up Time None
None
$75 $75 $75 $75 $100
$100
$100
$100
N/A
N/A
N/A
N/A Audio-visual Equipment
(flat fee) $100 $100 $100 $100
Equipment Drop Off
(per hour) None $25 $25 $25 $25 $25 $25 N/A N/A
Banquet Room Weekend Fees (Friday 3pm to Sunday midnight) require a five (5) hour minimum rental reservation
Room User Group (see policy for description)
All fees are hourly fees unless indicated otherwise
Cleaning/Damage
Deposit
Maximum
Name A B C D E F G Room
$200
$200
$200
Alcohol (+) Allowed
Nautilus Room None $75 250
$63
$40
$75
$63
$40
$75
$63
$40
$300
$200
$150
$463
$299
$218
$500
$313
$250
$300
Patio Half Nautilus Room A** None $300 125
Triton Room B** None
None
$300 125
Saturday Premium Fee
(per hour) $50 $50 $50 $50 $50 $50 N/A N/A
Banquet Room Weekday Fees (ending before 5pm)
Room User Group (see policy for description)
All fees are hourly fees unless indicated otherwise
Cleaning/Damage
Deposit
Maximum
Name A B C D E F G Room
$200
$200
$200
Alcohol (+) Allowed
Nautilus Room None $75 250
$63
$40
$75
$63
$75
$63
$40
$250
$175
$150
$272
$190
$172
$250
$175
$150
$300
Patio Half Nautilus Room A** None $300 125
Triton Room B** None $40 $300 125
01/01/20
City of Coronado Page 28
Attachment 3
City of Coronado Page 689
Attachment 1
Athletic Facilities
Room
Name
Group (see policy for description) Cleaning/Damage
A B C D E F G Deposit
Boathouse Vessel StorageOutside$35/mo $35/mo $35/mo $35/mo $35/mo $385/yr $385/yr $385/yr $385/yr $385/yr None N/A $250
$250
Boathouse Vessel StorageInside
Single Shell
$50/mo $50/mo $50/mo $50/mo $50/mo
$550/yr $550/yr $550/yr $550/yr $550/yr None N/A
Boathouse Vessel StorageInside
Double Shell
$50/mo $50/mo $50/mo $50/mo $50/mo
$550/yr $550/yr $550/yr $550/yr $550/yr None
None
None
N/A
$200
$15/hr
$250
Cays Park (flat fee/day) None $50
None
None
None
None None N/A
Cays Tennis Courts
(reserved use)
$5/2
hrs
$15/2
hrs $10/hr $50
Coronado Tennis Center courts
(reserved use)
$5/2
hrs
$15/2
hrs None None None $10/hr $15/hr $50
High School Tennis Courts
(reserved use) $5/2
hrs
$15/2
hrs None
None
None
None
None
None
None
None
None
$25
None
None
$35
$10/hr
$10/hr
$35
$15/hr
$15/hr
$35
$50
$50 Library Tennis Courts
(reserved use)
$5/2
hrs
$15/2
hrs
**Coronado Tennis Center
Clubhouse/Hr
$100
$300 w/alcohol $35
$25
$25
$25
$35
$25
$25
$25
**Coronado Tennis Center
Kitchen $25 $25 $25 $50
**Coronado Tennis Center
Patio/Hr
$50 None
$25
$25 $25 $25 $300 w/alcohol
**Coronado Tennis Center
Barbecue $25 $25 $25 $50
Dance Studio
(per Hour) None
None
None
$10
$25
$10*
$25*
None
$15
$40
$16
$60
$25
$100
N/A
$50
$200
$200
$100
$200
$50
Gymnasium
(Per Hour)
Sunset Park (flat fee/day)
(under special conditions) None None None
Fund Raising activity
associated with facility use (flat
fee per event) paid in addition
to room/facility fee
None N/A $100 $150 $200 $300 $500 N/A
Concessions Permit
Per Sport Season (Maximum
season length is 4 months)
None N/A $100 $150 $200 $300 N/A $200
*These fees are levied if staff is specific to use, or if facility use is exclusive, or exceeds subsidy cap
**Use which occurs after staffed hours will include an additional staffing fee of $50 per hour 01/01/20
City of Coronado Page 29
Attachment 3
City of Coronado Page 690
Attachment 1
Parks
Group (see policy for description)
All Fees are flat fees unless indicated otherwise
Cleaning/
Damage
Deposit
Jump
House
Allowed
Room Maximum
Name A B C D E F G Allowed
Bayview Park None None None None $50 $100 $200 $100
$100
No
No
30 Beach - Central
Beach - North
Beach - South
Centennial Park
None None None None **$50 **$100 $200
None None None None **$50 **$100 $200
None None None None **$50 **$100 $200
None None None None **$150 **$250 $350
300
$100
$100
$200
$100
$100
No
No
300
300
100
200
100
No
Coronado Cays Park None None None None $50
$50
$100
$100
$200
$200
Yes
Glorietta Bay Park None None None None Yes
None None None None Glorietta Bay
Promenade $200 $200 $350 $200 No 200
Mathewson Park
(Pomona) None None None None
None None None None
None None None None
$25
$25
$50
$50
NA
NA
$100
$100
$100
Yes
Yes
Yes
75 North Cays Park 75
Spreckels Park $50* $100 $200 200 (without gazebo)
Spreckels Park
(with gazebo) None None None None
None None None None
None None None None
$100
$50
$200
$100
NA
$300
$200
NA
$200
$100
$100
Yes
No
No
200
Star Park 75
Sunset Park
(resident use only) $50 100
Jump House
(additional deposit
required)
None None None None None None None $200 N/A N/A
Fund Raising
activity associated
with facility use
(flat fee per event) None N/A $100 $150 $200 $300 $500 N/A N/A paid in addition to
room/facility fees
• Flat fees are applied per day
**Centennial Park, Beach Weddings and Private Events (Classifications E and F) Number of
Participants
25 or less with
equipment
Number of
Vendors
Staff
Services Fee
Estimated
Staff Hours
Jump
House
Maximum
Allowed Cleaning/Damage
Up to 3 $150 3 – 5 $500 No 25
26 – 99
100 – 199
200 – 300
Up to 6
Up to 8
Up to 10
$400
$700
6 – 10
11 – 15
16 – 20
$500
$500
$500
No
No
No
99 199
$1,000 300
• Application fee of $25 due with application and is nonrefundable • Certificate of liability insurance is required. $114 for up to 99 people; $148 for 100 ormore people. Price is subject to change.
• Fee is based on whichever category is larger, number of participants or number of vendors • Maximum attendance allowed at Centennial Park is 100
01/01/20
City of Coronado Page 30
Attachment 3
City of Coronado Page 691
Attachment 1
JOHN D. SPRECKELS CENTER AND BOWLING GREEN

USE FEES
Room
Name
User Group (see policy for description)
All fees are hourly fees unless indicated
otherwise
Cleaning/Damage
Deposit
Maximum
A B C D E F G Room Alcohol Allowed
(+)
Activity Room None $10
$75
$10
$75
$10 $16 $25 $50 $100 N/A 30
Grand Room None
None
$75 $107 $179 $360 $100
$40 $60 $100 $200 $100
$300
$300
120
Half Grand
Room $40
$50
$40
$50
60 Grand Room
Kitchen (flat
fee)
None $50 $50 $50 $50 N/A N/A N/A
Multi-Purpose Room Additional Setup: $50/hour for all users.

Audio-Visual Equipment fee is $100 flat fee.

Monday – Thursday 2 Hour Minimum Rental
Security Guard Required for all events; $35/hour
Weekend Friday – Sunday Rentals
Room User Group (see policy for description)
All fees are hourly fees unless indicated
otherwise
Cleaning/Damage
Deposit
Maximum
Name A B C D E F G Room Alcohol
(+)
Allowed
Grand Room None $125 $125 $125 $125 $211 $410 $100 $300 120 Grand Room
Kitchen (flat
fee)
None $50 $50 $50 $50 $50 $50 N/A N/A N/A
Multi-Purpose Room Additional Setup: $50/hour for all users.

Audio-Visual Equipment fee is $100 flat fee.

Friday – Sunday Full Room Rental only
Security Guard Required for all events;$35/hour

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Attachment 3
City of Coronado Page 692
Attachment 1
SECTION SIX: FACILITY ACTIVITY/INDIVIDUAL USE FEES
Daily Use Fees
Climbing Community Shower Pool
3 3
5 7
Fitness Gym Wall
7 Center All* Skatepark
Youth
Senior
Adult
Nonresident Youth
Nonresident Senior
Nonresident Adult
Resident Family
(up to 5 people)
4 5
6 7
9 1
2 2
3 5
5 9 5
5 5
5 5
5 5
5 5
5 5
5 8 12
14 16
18 21
40 10
12 12
12 7
11 10
* CC All includes Pool, Fitness Room, Gym, and Climbing Wall Community
Pass Fees for
Residents
Climbing
Wall
Center
All
50 70
85 160
Citywide
Pool Fitness Gym Skatepark All Use
12 15
Youth Monthly
Adult Monthly
Senior Monthly
Family Monthly
Youth Annual*
Adult Annual*
Senior Annual*
Family Summer
Pass**
24 40
24 30
30 35 20
60 240
400
240
340
330
400
50 150
150
60 60
515
750
100 950
671
* Includes Fitness Center for adults, seniors, and youths aged 15+ ** Valid Memorial Day Weekend – Labor Day; valid for immediate family, defined as spouse, parent, grandparent, or child living in the same household (maximum of five [5) on pass, not to exceed two [2] adults) Community
Pass Fees for
Nonresidents
Youth Monthly
Adult Monthly
Senior Monthly
Youth Annual
Adult Annual
Senior Annual
Climbing
Wall
Center
All*
100
135
165
Citywide
Pool Fitness Gym Skatepark All Use**
25 35
56 88
50 50
56 60 40
560
880
560
550
550
650
300
300
300
60 60
100
* Community Center All includes Pool, Fitness Room, Gym, and Climbing Wall ** Citywide All Use includes Pool, Fitness Room, Gym, Climbing Wall, and Skatepark Pool Punch Pass Fees
30 Use Punch
Youth
Resident Nonresident
60 90
120
120
210
300
Senior
Adult
01/01/20
City of Coronado Page 32
Attachment 3
City of Coronado Page 693
Attachment 1
Vessel Rental Fees
1 HR. 2 HRS. 4 HRS. Day
Single Kayak
Tandem Kayak
20 30
30 40
55 70
75 90
Stand Up Paddle Board
Single Rowing Shell
Vessel Rental Deposit
Lifejacket Rental
25 35
100
35 45
100
10 60
75 100
80 95
100
Vessel Rental Memberships
Annual Membership (single)
Annual Membership (family)
Paddler’s Punch Pass (8 punch)
Paddler’s Punch Pass Advanced (8 punch)
Learn to Row Pass
Annual Paddler’s Pass (single)
Quarterly Paddler’s Pass (single)
SUP Fitness Punch Pass (10 punch)
Youth Independent Paddler’s Pass
25 35
100
150
200R/220NR
450
112.50
200R/220NR
100
SECTION SEVEN: AQUATIC RENTAL FEES
• Effective June 1, 2010, Aquatic pool rentals will no longer be based on classification • Long Term rentals refer to rentals of at least (six) 6 consecutive months • Pool rentals include 1 (one) lifeguard. Additional lifeguards will be billed separately.

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Attachment 1
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Attachment 1
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City of Coronado Page 696
Attachment 1
SECTION EIGHT: RECREATION CLASS AND PROGRAM FEES

1. Class Fees:
a. Fees will be set by the Director of Recreation and Golf Services Department with approval by the City Manager, to effect, on average for all classes conducted, full direct cost recovery (salaries, material, and transportation), plus up to fifty percent (50%) for administrative cost. In addition, nonresidents will pay a minimum surcharge of$5.00. b. A 10% discount will be given to families who register and pay for more than one class at a time providing the total class fees exceed $100
c. An additional fee will be charged for children not picked up at the time a class is scheduled to end. The fee will be set by the Director of Recreation and Golf Services with approval of the City Manager.

2. Other Programs and Activities: other activities and events may be conducted by the Recreation and Golf Services Department without charge or with partial cost recovery. They include park play days, school lunch programs, after school programs, and special one day events. The decision as to which activities fall into this category will be made by the Director, Recreation and Golf Services, with approval of the City Manager.

SECTION NINE: APPLICATION AND ADJUSTMENT OF FEES

1.On July 1 of each year, beginning in 2006, Recreation Facility and Program Fees may be adjusted by a percentage determined by the cost difference in year-to-year operations expenses

2.The fees established in the Facility Use Fee Policy will be the fees that are applied unless a separate Agreement for Use is negotiated with the City Council

3.Exceptions to the Facility Use Policy will be presented to the City Council for review and approval (e.g., serving of alcohol at facilities other than those designated) 01/01/20
City of Coronado Page 36
Attachment 3
City of Coronado Page 697
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.

1. CALL TO ORDER / ROLL CALL

2. INVOCATION AND PLEDGE OF ALLEGIANCE

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
Attachment 3
City of Coronado Page 699
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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City of Coronado Page 700

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City of Coronado Page 701

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 3
City of Coronado Page 702
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 3
City of Coronado Page 703
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 3
City of Coronado Page 704
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
Attachment 3
City of Coronado Page 705
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
Attachment 3
City of Coronado Page 706
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
Attachment 3
City of Coronado Page 707
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
Attachment 3
City of Coronado Page 708
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
Attachment 3
City of Coronado Page 709

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
Attachment 3
City of Coronado Page 710
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
Attachment 3
City of Coronado Page 711
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
Attachment 3
City of Coronado Page 712
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
Attachment 3
City of Coronado Page 713
• 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
Attachment 3
City of Coronado Page 714
OPTION 3
Attachment 1
City of Coronado Page 17
Attachment 3
City of Coronado Page 715
Design Option 3: Overlay New Plan Diagram on Existing Winn Room Attachment 1
City of Coronado Page 18
Attachment 3
City of Coronado Page 716
PARK IMPACT DESIGN OPTION 3
Attachment 1
City of Coronado Page 19
Attachment 3
City of Coronado Page 717
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
Attachment 3
City of Coronado Page 718
OPTION 4
Attachment 1
City of Coronado Page 21
Attachment 3
City of Coronado Page 719
OPTION 4
Attachment 1
City of Coronado Page 22
Attachment 3
City of Coronado Page 720
Design Option 4: Overlay New Plan Diagram Over Existing Winn Room Attachment 1
City of Coronado Page 23
Attachment 3
City of Coronado Page 721
PARK IMPACT DESIGN OPTION 4: WINN ROOM LARGER EXPANSION Attachment 1
City of Coronado Page 24
Attachment 3
City of Coronado Page 722

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Attachment 3
City of Coronado Page 723

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
Attachment 3
City of Coronado Page 724
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
Attachment 3
City of Coronado Page 725
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 1: Priority 2: Approach & Entry Yes* Yes* Yes Yes Yes* Access 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
Attachment 3
City of Coronado Page 726

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Attachment 3
City of Coronado Page 727

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.

City of Coronado Page 28
Attachment 3
City of Coronado Page 728
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
Attachment 3
City of Coronado Page 729
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
City of Coronado Page 30
Attachment 3
City of Coronado Page 730
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
City of Coronado Page 31
Attachment 3
City of Coronado Page 731
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
City of Coronado Page 32
Attachment 3
City of Coronado Page 732
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
City of Coronado Page 33
Attachment 3
City of Coronado Page 733
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
City of Coronado Page 34
Attachment 3
City of Coronado Page 734
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
City of Coronado Page 35
Attachment 3
City of Coronado Page 735
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
City of Coronado Page 36
Attachment 3
City of Coronado Page 736
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
City of Coronado Page 37
Attachment 3
City of Coronado Page 737
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
City of Coronado Page 38
Attachment 3
City of Coronado Page 738
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
Attachment 3
City of Coronado Page 739
A G E N D A
CITY OF CORONADO CITY COUNCIL WINN ROOM SUBCOMMITTEE
Thursday, June 06, 2024
Nautilus Room, Coronado Community Center
1845 Strand Way
Coronado, California 92118
SPECIAL MEETING – 3:00 P.M.

1. INVOCATION AND PLEDGE OF ALLEGIANCE

2. MINUTES OF CITY COUNCIL/SUCCESSOR AGENCY:
a. Approval of the Minutes of the Special Meeting of May 16, 2024

3. COMMUNICATIONS ORAL:

Each person wishing to speak before the Winn Room Subcommittee on matters not listed on this agenda shall approach the 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 or via email. Please contact the City Clerk at (619) 5227321 or [email protected] for more information.

4. GENERAL BUSINESS:
a. PUBLIC INPUT ON WINN ROOM REMODEL OPTIONS AND PROJECT

OBJECTIVES
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City of Coronado Page 1
Attachment 3
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ppoaoteutesoteSpecaeetgoay6,0

3. COMMUNICATIONS ORAL:

4. GENERAL BUSINESS:
a. PUBLIC INPUT ON WINN ROOM REMODEL OPTIONS AND PROJECT

OBJECTIVES
Recommendation: Receive and consider public testimony on the Winn Room remodel options and project objectives.

5. 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].

City of Coronado Page 2
Attachment 3
City of Coronado Page 741
May 16, 2024 Special Meeting Minutes Page 1 of 3

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
Thursday, May 16, 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 Thursday, May 16, 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

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

3. CONSENT CALENDAR:
a. City Facility Scheduling Considerations – Additional Data Summary Recommendation: Receive a report responding to questions posted 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.

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Attachment 3
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May 16, 2024 Special Meeting Minutes Page 2 of 3
The Consent Calendar was approved by consensus.

4. COMMUNICATIONS – ORAL:

Shannon Player provided comments regarding the need for expansion of the Winn Room, citing the proximity of other venues that can hold events.

Dan Hunting provided comments regarding possible private funding sources for the project and spoke in support of option 4.

5. WINN ROOM SUBCOMMITTEE:
5a. Winn Room Remodel and Library Park Trees
Art Valdivia, Parks, Beach, and Urban Forestry Supervisor, presented the staff report utilizing PowerPoint.

Chair Tanaka asked if the small decorative palms would be removed in addition to the larger trees. Mr. Valdivia responded in the affirmative. Chair Tanaka requested that all trees and shrubbery be included in the report to City Council.

Councilmember Downey asked if the trees would be required removal if the room was expanded but the proposed deck was not included. Mr. Valdivia responded in the affirmative, citing the proximity of the tree to the expanded wall area.

Discussion ensued between Councilmember Downey and Mr. Valdivia regarding the relocation of trees to Spreckels Park, the location of the guide wires and impact on events in Spreckels Park, locations of possible replacement trees versus the viability of transplanting trees.

Shannon Player provided comments regarding the infeasibility of transplanting the trees.

Mary Beth Milliken provided comments regarding the impact of removing trees from the City’s urban canopy.

Dawn Richards provided comments regarding her support for expanding the Winn and planting mature trees elsewhere to offset the loss.

Phil Garn provided comments regarding the need to update the outdated library facility, noting that the 58% tree survival rate from the contractor is poor.

Jeanne Seager provided comments regarding expansion of the Winn Room being far more important than keeping five trees.

Doug St. Denis provided comments regarding her strong support for a more visionary approach beyond just remodeling the Winn Room.

City of Coronado Page 4
Attachment 3
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May 16, 2024 Special Meeting Minutes Page 3 of 3
Dan Hunting provided comments regarding the non-native, invasive trees in Coronado's public spaces, contrasting with the area's native coastal dune system having no trees.

Dan'l Steward provided comments cautioning care if replacing trees, citing poor outcomes with some recently planted replacement eucalyptus trees. 5b. Winn Room Remodel Accessibility Considerations
Jackie Lu, Principal Architect, presented the staff report utilizing PowerPoint.

Discussion ensued regarding current accessibility limitations and length of travel for each of the proposed options, and changes in building code and accessibility requirements after the design and building of the current Winn Room.

Deb Kaller provided comments regarding current accessibility limitations of the Winn Room.
5c. Winn Room Remodel Acoustic Properties
Jackie Lu, Principal Architect, presented the staff report utilizing PowerPoint.

Dawn Richards provided comments regarding the Spreckels Center’s focus on recreation programming and possible conflicts utilizing that room for library events.

13. ADJOURNMENT
Chair Tanaka adjourned the Special Meeting at 4:19 p.m.

Approved: June 6, 2024
__________________________
CASEY TANAKA, Chair of the
Winn Room Subcommittee
Attest:
____________________________
KELSEA HOLIAN, City Clerk of the
City of Coronado
City of Coronado Page 5
Attachment 3
City of Coronado Page 744

WINN ROOM SUBCOMMITTEE STAFF REPORT
June 6, 2024 4a

PUBLIC INPUT ON WINN ROOM REMODEL OPTIONS AND PROJECT OBJECTIVES RECOMMENDATION:

Receive and consider public testimony on the Winn Room remodel options and project objectives.

BACKGROUND:

On December 12, 2023 the Coronado City Council held a Special Meeting on the Winn Room Renovation Project. After review, public comment and discussion, the Council requested the Winn Room Subcommittee to reconvene, study and return with additional information. The Winn Room Subcommittee developed a workplan (attached) spanning four meetings through the Spring of 2024 to respond to the Council’s questions. The Subcommittee convened on March 20, April 24 and May 16 and considered the substantive topics outlined in the workplan.

ANALYSIS:

The remaining workplan item is a meeting dedicated to receiving public input on the Winn Room remodel options and project objectives.

The June 6th meeting will open and provide an opportunity for attendees to review graphics of the Winn Room remodel options and then offer testimony to the Subcommittee. These comments will be compiled and presented to the City Council as part of the Subcommittee’s final report.

FISCAL IMPACT:

There is no fiscal impact.

ALTERNATIVE:

The Subcommittee may request additional information.

CALIFORNIA ENVIRONMENTAL QUALITY ACT:

Not Applicable.

PUBLIC NOTICE:

No notice required.

ATTACHMENTS:

1. Winn Room Subcommittee Spring 2024 Workplan

2. Winn Room Remodel Options
Submitted By: City Manager’s Office / Tina Friend
City of Coronado Page 6
Attachment 3
City of Coronado Page 745
Attachment 1
1 WINN ROOM SUBCOMMITTEE SPRING 2024 WORKPLAN
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 Workplan addresses these issues across a set of Subcommittee meetings.

COMPLETE: Presented March 20,
2024.

Meeting #2:

City of Coronado Page 7
Attachment 3
City of Coronado Page 746
Attachment 1
2 musical performances; high-profile author
events).

April 24, 2024
Council
Chambers
Develop 5th Alternative
Explore upgrades to the Grand Room and
Winn Room Upgrades (Options 1 and 2)
and merge use of the rooms
COMPLETE: Presented on April 24,
2024.

Accessibility
Explore ADA, Accessibility and Accessible
A/V options
Acoustic Properties
Explore use of drapes or other sound
attenuation to improve acoustics Meeting #3:

May 16, 2024
Council
Chambers
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.

COMPLETE: Presented on May 16,
2024.

Public Input on Options Present and discuss options and receive in person feedback Meeting #4:

June 6, 2024
Nautilus Room Refine Project Objectives Define the intended purpose of the Winn Room and goal of remodel (50 year project)
City of Coronado Page 8
Attachment 3
City of Coronado Page 747
Winn Room
Remodel Options
June 6, 2024
Attachment 2
City of Coronado Page 9
Attachment 3
City of Coronado Page 748
• WINN ROOM INTERIOR DIMENSIONS: 47’-4” X 35’-5”
• SEATING AREA: 1,680 Square Feet
• STAGGERED SEATS: 135
SEAT DIMENSION: 20-1/8” WIDE x 22-3/8” DEEP
16-1/4" CODE MIN. BETWEEN SEATS
NO CENTER AISLE; 13 or 14 seats per row
• CEILING HEIGHT: 9’-11”
• SCREEN DIMENSIONS: 7’ X 12’
• OPTIMAL/MARGINAL/NOT RECOMMENDED SEATS: 129 / 6 / 0
▪ 35% OF SCREEN HEIGHT VISIBLE FROM BACK ROW

VISIBILITY STAGGERED SEATS
OPTION 1: WINN ROOM INTERIOR UPGRADES within EXISTING FOOTPRINT Attachment 2
City of Coronado Page 10
Attachment 3
City of Coronado Page 749
OPTION 1: WINN ROOM INTERIOR UPGRADES within EXISTING FOOTPRINT

Attachment 2
City of Coronado Page 11
Attachment 3
City of Coronado Page 750
OPTION 1
Attachment 2
City of Coronado Page 12
Attachment 3
City of Coronado Page 751
• WINN ROOM DIMENSIONS: 47’-4” X 35’-5”
• SEATING AREA: 1680 Square Feet (SF)
• STAGGERED SEATS: 135
SEAT DIMENSION: 20’1/8” WIDE x 22-3/8” DEEP
16-1/4" CODE MIN. BETWEEN SEATS
NO CENTER AISLE; 13 or 14 seats per row
• CEILING HEIGHT: 13-8”
• SCREEN DIMENSIONS: 7’ X 12’
• OBSTRUCTION: 13’-0” AFF
• OPTIMAL/MARGINAL/NOT RECOMMENDED: 129 / 6 / 0

VISIBILITY STAGGERED SEATS
OPTION 2: WINN ROOM INTERIOR UPGRADES IN OPTION 1 and ELEVATE CEILING ▪ 90% OF SCREEN HEIGHT VISIBLE FROM BACK ROW
Attachment 2
City of Coronado Page 13
Attachment 3
City of Coronado Page 752
OPTION 2: WINN ROOM INTERIOR UPGRADES IN OPTION 1 and ELEVATE CEILING

Cost Estimate: $4,158,800
Attachment 2
City of Coronado Page 14
Attachment 3
City of Coronado Page 753
OPTION 2
Attachment 2
City of Coronado Page 15
Attachment 3
City of Coronado Page 754
• 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 2
City of Coronado Page 16
Attachment 3
City of Coronado Page 755
OPTION 3: WINN ROOM INTERNAL EXPANSION

Attachment 2
City of Coronado Page 17
Attachment 3
City of Coronado Page 756
OPTION 3
Attachment 2
City of Coronado Page 18
Attachment 3
City of Coronado Page 757
OPTION 3
Attachment 2
City of Coronado Page 19
Attachment 3
City of Coronado Page 758
Design Option 3: Overlay New Plan Diagram on Existing Winn Room Attachment 2
City of Coronado Page 20
Attachment 3
City of Coronado Page 759
PARK IMPACT DESIGN OPTION 3
Attachment 2
City of Coronado Page 21
Attachment 3
City of Coronado Page 760
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 2
City of Coronado Page 22
Attachment 3
City of Coronado Page 761
OPTION 4: WINN ROOM LARGER EXPANSION

Attachment 2
City of Coronado Page 23
Attachment 3
City of Coronado Page 762
OPTION 4
Attachment 2
City of Coronado Page 24
Attachment 3
City of Coronado Page 763
OPTION 4
Attachment 2
City of Coronado Page 25
Attachment 3
City of Coronado Page 764
Design Option 4: Overlay New Plan Diagram Over Existing Winn Room Attachment 2
City of Coronado Page 26
Attachment 3
City of Coronado Page 765
PARK IMPACT DESIGN OPTION 4: WINN ROOM LARGER EXPANSION Attachment 2
City of Coronado Page 27
Attachment 3
City of Coronado Page 766
• JDSC GRAND ROOM DIMENSIONS: 49’-10” x 39’-6”
• SEATING AREA: 1,966 Square Feet (SF)
• STAGGERED SEATS: 171
SEAT DIMENSION: 20-1/8” WIDE x 22-3/8” DEEP
17-1/2" BETWEEN SEATS
NO CENTER AISLE;15 and 16 seats per row
• CEILING HEIGHT: Varies, 18’-9” at center of room
• SCREEN DIMENSIONS: 7” x 12’
• OBSTRUCTION: 9’-6” AFF
• OPTIMAL/MARGINAL/NOT RECOMMENDED: 154 / 17 / 0
JDSC ALTERNATE OPTION: GRAND ROOM AUDIO VISUAL UPGRADES VISIBILITY STAGGERED SEATS:
▪ 100% OF SCREEN HEIGHT VISIBLE FROM BACK ROW
Attachment 2
City of Coronado Page 28
Attachment 3
City of Coronado Page 767
JDSC ALTERNATE OPTION: GRAND ROOM AUDIO VISUAL UPGRADES

Cost Estimate: $1,721,400
* All values represent estimated project costs.

Attachment 2
City of Coronado Page 29
Attachment 3
City of Coronado Page 768
* Based upon Salas O’Brien, Acoustic/Audio Visual Consultant, Report Comparative Features Summary
OPTION 1 OPTION 2 OPTION 3 OPTION 4 Alternate Option
WR Existing
WR Elevated
Ceiling WR Internal WR Larger JDSC Grand Rm
Interior Upgrade + Option 1 Expansion Expansion AV Upgrade Dimensions 47'-4" x 35'-6" 47'-4" x 35'-6" 47'-4" x 49'-9" 50'-1" x 62'-7" 49'-10" x 39'-6" Area 1680 SF 1680 SF 2316 SF 2931 SF 1966 SF
Seating Capacity
(240 code max occupancy)
135 using code min
row depth
135 using code min
row depth
180 using code min
row depth
208 using code min
row depth
171 using code min
row depth
Varies Varies
20'-0" to 13'-8" 18’-9” at center of room
Acoustics/Visual
Performance Ranking by
Consultant
1 worst to 5 best 2 3 3 4 1
Screen Dimension (HxW) * 7’ x 12' 7’ x 12' 7'x12' 9'x 16' 7'x 12' Percent of Screen Visible
from Back Row
Staggered Seats 35% 90% 95% 100% 100%
Total Project Cost Estimate
(incl soft costs) $3,287,100 $4,158,800 $6,443,900 $9,729,600 $1,721,400 Price per Seat (Code Min.) $24,349 $30,806 $35,799 $46,777 $10,067 Price per Square Foot $1,957 $2,475 $2,782 $3,320 $876
13'-8" 13'-8" Ceiling Height 9'-11"
Attachment 2
City of Coronado Page 30
Attachment 3
City of Coronado Page 769

MINUTES OF THE

SPECIAL MEETING OF THE
City of Coronado
Winn Room Subcommittee
Held in the Nautilus Room at:

Coronado Community Center
1845 Strand Way
Coronado, California 92118
Thursday, June 6, 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. INVOCATOIN AND PLEDGE OF ALLEGIANCE
The Special Meeting of the Winn Room Subcommittee was called to order at 3:01 p.m. on Thursday, June 6, 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: (2) City Manager/Agency Executive Director Tina Friend City Clerk/Agency Secretary Kelsea Holian
Chair Tanaka led the Pledge of Allegiance.

2. MINUTES:

A motion to approve the minutes of the Special Meeting of May 16, 2024, was made by Councilmember Downey and seconded by Chair Tanaka.

The motion carried by the following results:

Yes: (2) Councilmember Downey; Chair Tanaka;

3. COMMUNICATIONS – ORAL: None.

4. WINN ROOM SUBCOMMITTEE:

Attachment 3
City of Coronado Page 770
4a. PUBLIC INPUT ON WINN ROOM REMODEL OPTIONS AND PROJECT

OBJECTIVES
Chair Tanaka introduced the agenda item and informed attendees that the meeting would recess to allow time for review of the proposed options, followed by a reconvening to discuss each option.

Chair Tanaka called for a recess at 3:05 p.m. The Winn Room Subcommittee reconvened at 3:17 p.m.

Option 1: Winn Room Interior Upgrades within Existing Format Chair Tanaka opened the floor for public comment. No comments were made, and the item was subsequently closed.

Option 2: Winn Room Interior Upgrades in Option 1 and Elevate Ceiling Pam Schutz provided comments regarding the cost of the project and the parking improvements required to facilitate a larger number of attendees.

Harold Myers provided comments regarding the purpose of the Winn Room as a community room, the free use of the room, and City Council Resolution 8029 regarding the historic review of the park adjacent to the library.

Francette Roeder provided comments regarding charging non-residents for the use of the Winn Room if the Council selects Option 3 or Option 4.

Marilyn Field provided comments regarding parking concerns and the potential removal of trees as proposed in Option 4.

Amy Youngblood provided comments regarding maintaining the footprint of the current Winn Room and keeping the room free and accessible.

Helen Kupka provided comments regarding the cost of Option 2, citing the lack of significant change for the cost.

Frank Spitzer provided comments in support of Options 1 and 2, expressing concern over the high costs of Options 3 and 4.

Option 3: Winn Room Internal Expansion
Chair Tanaka opened the floor for public comment. No comments were made, and the item was subsequently closed.

Option 4: Winn Room Larger Expansion
Dawn Richards provided comments regarding the need for a performing arts center, the Attachment 3
City of Coronado Page 771
cost of other City projects, the community hub aspect of the library, the minimal impact of tree removal, and the possibility of relocating trees elsewhere in the City.

Mitzi Garahan spoke in support of Option 4 and provided comments regarding the need for more seating and accessibility options, as well as the importance of creating a space that future generations can enjoy, both indoors and outdoors.

John Moutes spoke in support of Option 4, mentioning the backing of the Coronado Philharmonia Orchestra, the broad impact of the issue on the entire City, and the overall improvement to the community. He also noted conflicts with the high school's control over the Black Box Theater.

Councilmember Downey inquired whether the Philharmonia could accommodate all of their performances in the Winn Room and asked about the size of the orchestra. Mr.

Moutes responded that the largest performances could not fit in the Winn Room and noted that most performances involve 3-5 chamber musicians, with a maximum of 8.

Phil Garn provided comments regarding the opportunity to enhance public space, create a community hub, and ensure alignment with other city upgrades.

Janice Lawrenburg provided comments regarding the need for enhanced audio/visual capabilities, improved seating, and the growing needs of the City, expressing support for the inclusion of patio space.

Doug St. Denis provided comments describing the current state of the Winn Room as lacking, stating that Options 1 and 2 do not meet the City's needs and that Option 3 is insufficient.

Jeanne Seager provided comments on behalf of the Friends of the Library, noting the inadequate space for events, the need for future planning, and expressed support for Option 4.

Angela Coulbertson provided comments regarding the financial implications of Option 4 and inquired whether there is a donor to help fundraise for the project.

Meridee Brook spoke in support of Option 4, emphasizing its comprehensive benefits and its positive impact on the creative arts community and events, highlighting the importance of investing in the community.

Sarah Kelly provided comments expressing support for design options that preserve the mature tree canopy and noted the cost and potential loss of trees associated with Option

4. Helen Kupka spoke in support of Option 4, citing the current condition of the Winn Room and the drawbacks of Options 1 and 2, such as heat amplification from glass walls and limited air conditioning. She also supported the inclusion of an outside patio for gathering spaces and indoor/outdoor performances.

Attachment 3
City of Coronado Page 772
Carl Luna provided comments in support of the overall process, expressing anticipation for the report and requesting that final deliberation be postponed until the fall, citing the presence of out-of-town residents during the summer.

Option 5: John D. Spreckels Center Grand Room Audio Visual Upgrades Dawn Richards provided comments regarding the Grand Room not being staffed on weekend evenings, the insufficient space for events, especially seated ones, the impact of heavy use by recreation activities, the high school’s influence on the availability of the space due to their events, and the limited availability for external events.

Jeanne Seager provided comments regarding the John D. Spreckels Center being ranked poorly for audio/visual capabilities by the Audio/Visual consultant.

Chair Tanaka reopened the meeting for general public comment.

Meridee Brook spoke in support of Option 4, emphasizing that 200 seats would be the ideal number for performances. She highlighted the need for Option 4 and noted that the black box theater with 500 seats is not always necessary, making Option 4 a balanced choice for more versatile creative use.

Dawn Richards provided a final recap, mentioning the difficulties in booking, noting that the Nautilus Room at the Community Center is not well-suited for musical performances, and stressing the need for ADA compliance.

Doug St. Denis provided comments on the limitations for hosting author events due to the Winn Room’s current seating capacity.

Bonnie Harm asked if the Winn Room is free to use and expressed support for Option 4, citing that the City has sufficient funds to undertake the project.

Phil Garn provided comments on construction costs and the negative consequences of delaying the project, noting that it would have been less expensive in 2021. He suggested finding funding through Transient Occupancy Tax (TOT) and property taxes, emphasizing the importance of creating a multifunctional community room.

Norma Ashworth provided comments on parking concerns, particularly regarding the potential inundation of the 600 block of Orange Avenue during events. She noted that increasing the number of seats would bring more people and more vehicles, exacerbating the parking issues.

Attachment 3
City of Coronado Page 773

5. ADJOURNMENT
Chair Tanaka adjourned the Special Meeting at 4:30 p.m.

FINAL MEETING OF WINN

ROOM SUBCOMMITTEE
__________________________
CASEY TANAKA, Chair of the
Winn Room Subcommittee
Attest:
____________________________
KELSEA HOLIAN, City Clerk of the
City of Coronado
Attachment 3
City of Coronado Page 774
Attachment 4
1 LIBRARY BOARD OF TRUSTEES

MEETING MINUTES
Regular Meeting July 9, 2024
The regular meeting of the Library Board of Trustees was called to order at 3:00 p.m., on July 9, 2024, in the Winn Room of the Coronado Public Library, 640 Orange Avenue, Coronado, by President Webb.

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 / ROLLCALL/ PLEDGE OF ALLEGIANCE
MEMBERS PRESENT: Trustees Hall, Little, Steward, Strouse, Webb MEMBERS ABSENT: None
STAFF PRESENT: Carrie Downey, City Councilmember
Shaun Briley, Library Services Director
Beth Skelly, Administrative Coordinator
OTHERS PRESENT: Carl Luna, Friends of the Library President

2. APPROVAL OF MINUTES

BOARD ACTION
MOTION BY TRUSTEE LITTLE TO APPROVE THE MINUTES OF THE JUNE 11, 2024, MEETING. SECOND BY TRUSTEE HALL.

AYES: Hall, Little, Steward, Strouse, Webb
NAYES: None
ABSENT: None
ABSTAIN: None
DISQUALIFIED: None

3. ORAL COMMUNICATIONS
None.

4. CONSENT CALENDAR

BOARD ACTION
MOTION BY TRUSTEE HALL TO APPROVE THE CONSENT CALENDAR. SECOND BY TRUSTEE WEBB.

City of Coronado Page 775
Attachment 4
2 AYES: Hall, Little, Steward, Strouse, Webb
NAYES: None
ABSENT: None
ABSTAIN: None
DISQUALIFIED: None

5. DIRECTOR'S / STAFF LIAISON'S REPORT
a. Library Director Shaun Briley.

1. Janitorial Services. Director Briley discussed the scope of work in the current janitorial contract, which is managed by the Public Services Department. Library staff will contact Public Services staff to follow up on items that need attention. There was Board discussion regarding contract enforcement, compliance, and contract renewal.

2. Security Cameras. Director Briley discussed the City’s retention policy for security camera footage, and Coronado Police Department access to live feeds and stored footage. There was Board discussion regarding staff access, access procedures, and camera locations.

6. NEW BUSINESS / ACTION ITEMS / PUBLIC HEARINGS
a. City Councilmember Report
City Councilmember Downey reminded the Board that the Winn Room subcommittee will not be making a specific recommendation to the City Council. b. Friends of the Library (FOL) Report.

Friends President Carl Luna stated the Friends did not have a board meeting in July. They are beginning work on a strategic plan. The FOL board meeting in September will focus on increasing community engagement.
c. Winn Room Renovation Project.

Each Trustee shared their opinions on the Winn Room Renovation options and stated their preferred option. There was Board discussion on a wide variety of topics including cost, trees, misinformation, public and private funding sources, advocacy, space for community building, community growth, ADA compliance, and restrooms.

BOARD ACTION

MOTION BY TRUSTEE WEBB THAT THE LIBRARY BOARD OF TRUSTEES

RECOMMENDS TO THE CITY COUNCIL ADOPTION OF WINN ROOM EXPANSION OPTION 4. SECOND BY TRUSTEE HALL.

AYES: Hall, Steward, Strouse
NAYES: Little, Webb
ABSENT: None
ABSTAIN: None
DISQUALIFIED: None
City of Coronado Page 776
Attachment 4
3 BOARD ACTION

MOTION BY TRUSTEE WEBB THAT THE BOARD INFORMS THE CITY COUNCIL THAT WINN ROOM EXPANSION OPTIONS 1, 2 AND 5 ARE NOT SUPPORTED BY THE LIBRARY BOARD OF TRUSTEES. SECOND BY TRUSTEE LITTLE.

AYES: Hall, Little, Steward, Strouse, Webb
NAYES: None
ABSENT: None
ABSTAIN: None
DISQUALIFIED: None

BOARD ACTION

MOTION BY TRUSTEE LITTLE THAT THE LIBRARY BOARD OF TRUSTEES

RECOMMENDS TO THE CITY COUNCIL ADOPTION OF WINN ROOM EXPANSION OPTION 3. SECOND BY TRUSTEE WEBB.

AYES: Little, Webb
NAYES: Hall, Steward, Strouse
ABSENT: None
ABSTAIN: None
DISQUALIFIED: None
Trustee Webb will present the findings of the Board to the City Council during Oral Communications when the Winn Room Renovation Project appears on the agenda. She will prepare a draft of her comments for the Board to review at their next meeting. d. Revised Policy 12.

Trustee Little recommended adding the phrase “as referenced in Item V, A, 10 (Winn Room Use Liability Insurance)” to the end of Item IV, B (Rules and Regulations of Use), so that it would read,
Non-Sponsored uses of the Winn Room will be required to obtain liability insurance, as referenced in Item V, A, 10 (Winn Room Use Liability Insurance).

BOARD ACTION
MOTION BY TRUSTEE LITTLE TO APPROVE POLICY 12 AS WRITTEN WITH THE ADDITION OF THE AFOREMENTIONED LANGUAGE TO ITEM IV, B. SECOND BY TRUSTEE STEWARD.

AYES: Hall, Little, Steward, Strouse, Webb
NAYES: None
ABSENT: None
ABSTAIN: None
DISQUALIFIED: None

7. COMMUNICATIONS – WRITTEN
Library Board of Trustees Policy 12 (Meeting Room Use) is attached.

City of Coronado Page 777
Attachment 4
4 8. FUTURE AGENDA ITEMS
The following items were suggested for future agendas: Winn Room renovation project, Bylaw I (Name & Object), Bylaw VI (Budget & Fiscal), and the State of the Library.

9. ADJOURNMENT
The meeting was adjourned at 4:36 p.m.

Julie E. Webb, President, Coronado Library Board of Trustees Todd Little, Executive Secretary, Coronado Library Board of Trustees City of Coronado Page 778

CITY COUNCIL STAFF REPORT
August 20, 2024 10e

CORONADO GATEWAY PROJECT DEVELOPMENT AND COMPONENT FINALIZATION RECOMMENDATION:

Provide direction on the Coronado Gateway Project components and authorize staff to finalize plans and coordinate with Caltrans for permit approval.

BACKGROUND:

The City has been engaged in efforts to improve the area surrounding the bridge toll plaza for several years. In 2018, a Preliminary Environmental Analysis Report (PEER) and a Historic Resource Compliance Report (HRCR) were completed, along with a project plan set that was submitted to Caltrans for review. The submitted plans included the following components:
• Removal of the toll booth islands;
• Removal of the adjacent trees;
• Shifting the travel lanes to the center;
• Removal of the northernmost lane (to be landscaped);
• Reconfiguration of the parking lot; and
• Updating the storage yard area.

After review, Caltrans advised that the project as submitted would require an Environmental Impact Report (EIR) and an executed Cooperative Agreement. Their recommendation was to submit a project that would not have an adverse effect on the State Highway. To assist the City in future plan development, Caltrans provided a summary of components (Attachment 1) that would not have an “adverse effect on cultural resources” and identified proposed components that were deemed to have an adverse effect.

ANALYSIS:

Taking into consideration Caltrans’ recommendation, a new concept plan (Attachment 2) has been developed which includes only components that will not have an “adverse effect” on the existing toll plaza improvements.

This new Coronado Gateway Plan would have the following key components, as illustrated in Attachment 2:

1. Install a new “Welcome to Coronado” sign on the existing Caltrans notification sign at the beginning of the Toll Plaza landscaping;

2. Install a new “Coronado Island” sign on top of the wing structure, designed to be removable and appropriately sized for the resource;

3. Paint the wing structure to match the existing color scheme;

4. Protect the existing toll booth island in place and fill the area where the toll booth was removed with concrete dividers;

5. Implement alternative traffic control measures, such as traffic delineators or decorative paving;

6. Install up-lighting on the existing and proposed vegetation/trees; City of Coronado Page 779

7. Replace existing light standards with 1969-era “cobra head” light standards;

8. Develop a landscape plan consistent with the historic theme, including pruning existing trees, removing dead trees, replacing them with gold medallion trees, and creating a landscaping management plan; and

9. Remove the existing plastic vines and shrubs from the screening fence, and plant similar species near the Caltrans storage parking lot to screen vehicles and equipment.

Update and modernize the storage area gates.

Staff seeks City Council feedback and direction on which of the components above to incorporate and potentially any of the ”adverse effect” components the City previously submitted for review.

FISCAL IMPACT:

None. The project has adequate appropriations through the Toll Fund. No additional funds are required as part of this request.

ALTERNATIVE:

The City Council may elect to decline the proposed concept plan and provide further direction to staff.

CALIFORNIA ENVIRONMENTAL QUALITY ACT:

There is no determination at this time. Caltrans will review and approve the final determination once the components to be incorporated into the project have been selected and designed.

PUBLIC NOTICE:

No notice required.

ATTACHMENTS:

1. Caltrans Summary

2. Concept Plan
Submitted By: Public Services and Engineering Department / Mike McCall City of Coronado Page 780
March 18, 2018
Coronado Gateway Attachment 1
Alternate project activities
1 of 7
It is Caltrans policy to avoid adverse effects on cultural resources whenever possible.

Goal: No Adverse Effect pursuant to PRC § 5024 Memorandum of Understanding

THE RESOURCE
The San Diego-Coronado Bay Bridge Toll Plaza is eligible for the National Register of Historic Places (NRHP) under Criterion C as part of the San Diego-Coronado Bay Bridge Historic District. The Toll Plaza period of significance is 1969, when the bridge construction was completed. The following thirteen resources, which are all State-owned, contribute to the NRHP-eligible District:
- San Diego-Coronado Bay Bridge
- Caltrans Building
- Caltrans Building Parking Lot
- Toll Plaza Zipper
- San Diego-Coronado Bay Bridge Toll Collection Structure (Wing) - Storage Yard
- Landscape Elements (5 Planting Areas)
- Flagpoles (2)
The bridge and Caltrans building are individually significant, but the remaining elements of the district (wing, zipper, and associated landscape elements and small-scale features) are not individually significant for their type, period, or method of construction. These elements are only significant in concert with each other; were too many of these elements to lose their integrity, the significance of the remaining elements would be degraded.

This Historic District is significant under NRHP Criterion C as embodying the distinctive characteristics of a construction type (toll plaza architecture) and period (1955-1970) at the state level. The district is the last surviving example of a representative Caltrans toll bridge complex.

City of Coronado Page 781
March 18, 2018
Coronado Gateway Attachment 1
Alternate project activities
2 of 7
Project components that avoid adverse effects:
- Installing a new “Coronado” sign at the end of the bridge within the landscaped median - Installing a “Coronado” sign on the wing structure. This sign must be removable and the font/size must be appropriate to the resource.
- Removing the unused overhead traffic sign from the northbound shoulder - Painting the wing structure. Colors must match existing. - Repairing the lane lights on the wing structure.
- Repair existing up-lighting surrounding the Caltrans building and beneath the Wing - Installing up-lighting on the vegetation/trees
- Replacing light standards with 1969-era light standards - Painting the existing CHP building, and completing any in-kind repairs. Colors must match existing.
- Reconfiguring or restriping parking spaces or traffic flow within the existing parking area. - Adding water quality/ sustainability elements (such as permeable surfaces) that do not visually detract from the Modern architectural design.
- Decorative paving: no modifications to the curb or original design is permitted. Patterns, colors, and textures must be visually compatible with the toll plaza design - Landscaping:
o Develop a landscape plan that would be consistent with the existing historic theme o Pruning/trimming existing trees and shrubs for health of landscaping and/or installing period-of-significance (1969) vegetation when removal is required ▪ Canary island pines shall remain
▪ Indian Laurel/ ficus trees will be pruned and if needed, replaced with gold medallion trees
▪ Existing unhealthy lantana groundcover and Indian hawthorn shrubs will be replaced with a different variety of the same respective species that may be more successful at these locations, but will evoke the same theme ▪ Brazilian pepper trees, Algerian ivy, and ice plant on the outer slopes will be removed and replaced with native grass mix, senecio, and lantana groundcover ▪ Succulents and Euphorbias may be planted in several small areas serving as an accent or a focal point (Median planters and slope adjacent to outside toll lane) ▪ Vines and shrubs similar to existing species within the toll plaza landscape will planted near the Caltrans storage parking lot to screen vehicles and equipment.

Existing vines and shrubs on the screening fence will be removed.

City of Coronado Page 782
March 18, 2018
Coronado Gateway Attachment 1
Alternate project activities
3 of 7
o Develop a City management plan for the landscaping
- Replacing the fencing surrounding the storage area
- Installing alternative traffic control elements or street signage such as traffic delineators and removing the orange barrels. All traffic control concepts must be approved by Caltrans Traffic Division.
- Shifting the lanes further under the wing without replacing that area/lanes with landscaping.

The pavement needs to retain its transportation function and can serve as a shoulder. All traffic control concepts must be approved by Caltrans Traffic Division. - Toll booth restoration, including replacement of at least one of the original toll booths back to its original location under the Wing Structure
Project components that would cause adverse effects:
- Removing the remaining historic fabric of the toll booths. - Removing the original design and historic fabric for the maintenance storage area, the parking lot, and the landscaped median area adjacent to the zipper machine - Removing landscaping and replacing with other vegetation. The wholesale change of the existing landscaping from its historic consistency to entirely new landscaping - Removing any travel lanes and replacing that area with landscaping. - Ornate decorative paving on the lanes.

City of Coronado Page 783
March 18, 2018
Coronado Gateway Attachment 1
Alternate project activities
4 of 7
City of Coronado Page 784
March 18, 2018
Coronado Gateway Attachment 1
Alternate project activities
5 of 7
View Point 1
Installing a new “Coronado” sign at the end of the bridge within the landscaped median Existing Source: Evan Torres, Caltrans, March 2018.

Proposed
Source: Evan Torres, Caltrans, March 2018.

City of Coronado Page 785
March 18, 2018
Coronado Gateway Attachment 1
Alternate project activities
6 of 7
View Point 2
Installing a new “Coronado” sign on the Wing Structure, landscaping improvements, and storing original traffic control elements Existing Conditions
Source: Evan Torres, Caltrans, March 2018.

City of Coronado Proposal Caltrans Proposal
Source: Evan Torres, Caltrans, March 2018.

City of Coronado Page 786
March 18, 2018
Coronado Gateway Attachment 1
Alternate project activities
7 of 7
View Point 3
Storage area screening improvement options Existing
Source: Evan Torres, Caltrans, March 2018.

Proposed
Source: Evan Torres, Caltrans, March 2018.

City of Coronado Page 787
Attachment 2
City of Coronado Page 788

CITY COUNCIL STAFF REPORT
August 20, 2024 10f

RESOLUTION ON CROSS BORDER WATER QUALITY
RECOMMENDATION:

Adopt a Resolution Asserting the Necessity to Resolve Cross Border Water Pollution and Restore Environmental Quality and Open Access to Coastal Waters.

BACKGROUND:

The City of Tijuana’s regional wastewater infrastructure is decades old, has inadequate capacity to treat and convey wastewater and suffers from repeated breaks and system failures. These failures lead to spillage and wastewater discharge into the Tijuana River, its tributaries and outfall into the Pacific Ocean, polluting the ocean waters off Imperial Beach, Coronado and beyond. The City of Coronado has been tirelessly advocating for wastewater treatment solutions since 2016, along with other regional partners.

On July 16, 2024 the City Council received an update on its collective activities and progress over the past quarter from through June 2024. At that meeting, the City Council expressed a desire to adopt a statement of the priority and urgency of resolving cross-border water pollution.

Updates on the issue are regularly posted on the Cross Border Water Pollution project website at: https://www.projectcoronado.org/cross-border-water-pollution.

ANALYSIS:

Significant progress has been made in the past two years by the governments of the United States and Mexico to allocate additional funding to solve the ongoing impacts of cross border water pollution; however, more funding is needed to properly fund all of the identified sewage infrastructure projects; however, a sense of urgency needs to be maintained to ensure that both governments fully deliver on their promises to complete the infrastructure projects as quickly as possible.

The County of San Diego, and cities of Imperial Beach and San Diego previously have adopted declarations of emergency to help relay the importance of providing immediate solutions to cross border water quality and the lack of sewage infrastructure in Mexico impacting local waters. The City of Coronado is authorized under the California Emergency Services Act, including Government Code Section 8630 and the Coronado Municipal Code Chapter 2.50 to proclaim the existence or threat of a local emergency through a declaration adopted by City Council. A declaration can be made under the Municipal Code in the event “a great public crisis, disaster, riot, catastrophe, or similar public emergency which is menacing life and property” exists.

The purpose of a declaration of emergency is to enable the City to respond and recover quickly from a disaster, and provides a waiver of City procurement regulations, authority to promulgate local emergency orders and regulations, and enact extraordinary police powers when necessary.

It can also assist the City in applying for grants to help alleviate a disaster.

City of Coronado Page 789
Once enacted, a declaration of emergency by the City statutorily requires the City Council to review the need for continuing the local emergency at least once every 60 days until the governing body terminates the local emergency. This creates an ongoing statutory requirement for the City to review the conditions and justify the ongoing declaration.

In the case of the cross-border water pollution crisis, enactment of a declaration of emergency by the City will not provide additional flexibility or regulatory authority that will assist in the resolution of the crisis as the deficient sewage infrastructure is not locally controlled and must be funded and repaired by the US and Mexican federal governments.

However, given the magnitude of the issue and the City Council’s steadfast commitment and efforts towards its resolution, the City Council wished to set forth a public statement confirming the priority and ongoing efforts. If adopted, the resolution will be shared with regional partners and presented in advocacy efforts when meeting with federal officials to convey Coronado’s ongoing commitment to resolving this crisis.

FISCAL IMPACT:

None.

ALTERNATIVE:

The City Council could choose to not adopt the resolution or direct staff to amend the resolution.

CALIFORNIA ENVIRONMENTAL QUALITY ACT:

Not applicable.

PUBLIC NOTICE:

No notice required.

ATTACHMENTS:

1. Resolution 2024-48
Submitted By: City Manager's Office / Tony Winney
City of Coronado Page 790
Attachment 1
RESOLUTION NO. 2024-48

A RESOLUTION OF THE CITY COUNCIL OF THE

CITY OF CORONADO, CALIFORNIA, ASSERTING

THE NECESSITY TO RESOLVE CROSS BORDER

WATER POLLUTION AND RESTORE

ENVIRONMENTAL QUALITY AND ACCESS TO

COASTAL WATERS
WHEREAS, the cross border flows of untreated wastewater from the Tijuana River and the inoperative San Antonio de los Buenos Wastewater Treatment Plant constitute an environmental catastrophe and through this pollution of ocean waters, adversely impacts the lives of residents and visitors in the South Bay region, including the City of Coronado; and WHEREAS, impaired water quality and the closure of South Bay beaches, and Coronado beaches carries far-reaching negative consequences, and it is imperative that this international problem be addressed swiftly to restore clean coastal waters for our environment and wildlife and provide safe access to our residents and visitors; and
WHEREAS, contaminated flows are directed through treatment plants under the jurisdictions of the U.S. and Mexico federal governments which have failing and aging infrastructure. The U.S. International Boundary and Water Commission (IBWC) operates the South Bay International Wastewater Treatment Plant (SBIWTP), and additional funding is needed to improve and expand the plant, along with improvements to the San Antonio de los Buenos Wastewater Treatment Plant in Mexico and canyon collection systems on both sides of the border; and
WHEREAS, it is estimated that the total costs for the necessary sewer infrastructure improvements could exceed $1 billion for projects in the United States and Mexico; and WHEREAS, the City of Coronado has been tirelessly advocating for wastewater treatment solutions and additional funding since 2016, working closely with other regional partners and Coronado’s state and federal delegation and obtaining the services of a Washington D.C.-based advocacy firm to amplify Coronado’s position and effectiveness; and WHEREAS, for several years, the City Council designated Councilmembers to advance advocacy and education work on the cross-border pollution and recently authorized a formal City Council Ad Hoc Committee on Cross Border Water Quality on April 2, 2023 and reauthorized the Committee on February 6, 2024; and
City of Coronado Page 791
Attachment 1
WHEREAS, the City Council authorized a Councilmember representative to the National League of Cities’ (NLC) Energy, Environment and Natural Resources Committee, and advocated for the adoption of an NLC resolution in support of infrastructure projects to address transboundary water pollution, which is part of the NCL’s 2024 platform on behalf of cities nationwide; and
WHEREAS, a Coronado Councilmember was appointed to the IBWC Citizen’s Advisory Board to facilitate the exchange of information between the IBWC and members of the public, government agencies, and other interested stakeholders and ensure Coronado’s voice is strong in the dialogue; and
WHEREAS, Councilmembers and City staff remain active and engaged in tracking and advocating for positive outcomes, holding frequent and ongoing meetings and traveling to Mexico and Washington, D.C. to personally bring the urgent case for action to representatives from the U.S. Congress, Environmental Protection Agency, U.S State Department and Mexican government to advocate for additional funding of sewage infrastructure and exchange information on the status of previously appropriated projects; and WHEREAS, the City Council’s continued engagement with a variety of stakeholders and the collective efforts of the South Bay and San Diego area are delivering results such as the tranches of federal funding for IBWC water quality construction projects and demonstrable action in Mexico with its rehabilitation of the San Antonio de los Buenos Wastewater Treatment Plant, which is slated for completion in September 2024 and will restore daily treatment to over 20 million gallons of wastewater; and
WHEREAS, the City is dedicated to clean beaches, clean water and a healthy environment for its residents and visitors and urges the fastest possible timeline for the completion of the U.S. and Mexican water quality construction projects as well as the ongoing prioritization by the U.S. Congress to fund construction projects and establish sufficient ongoing maintenance for the future;
WHEREAS, the City Council finds the collective efforts of the local, state, federal and Mexican governments must be persistent in their drive for solutions and maintain water quality at the forefront of legislative priorities, and the City of Coronado will continue its focused attention through to the resolution of this crisis.

NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Coronado as follows:

1. That the above recitations are true.

2. The City of Coronado finds that urgent action and additional funding is needed from the City of Coronado Page 792
Attachment 1
Federal Government to immediately repair and augment the sewer infrastructure in the United States and Mexico to stop further cross border water pollution and protect the health of residents, wildlife, and the environment within South Bay and Baja California.

PASSED, ADOPTED, AND APPROVED by the City Council of the City of Coronado, California, at a regular meeting thereof this Twentieth day of August 2024 by the following vote to wit:

AYES:

NAYS:

ABSTAIN:

ABSENT:

APPROVED:

RICHARD BAILEY, Mayor of the
City of Coronado, California
ATTEST:

KELSEA HOLIAN, City Clerk of the
City of Coronado, California
City of Coronado Page 793

Coronado City CouncilAugust 20, 2024

Coronado City Council
August 20, 2024