Attachment 3 - Cumulative Winn Room Committee Agenda Packets — Coronado City Council, August 20, 2024

A G E N D A
CITY OF CORONADO CITY COUNCIL
WINN ROOM SUBCOMMITTEE
Wednesday, March 20, 2024
Coronado City Hall Council Chamber
1825 Strand Way
Coronado, California 92118
REGULAR MEETING – 4:00 P.M.

In compliance with the Americans with Disabilities Act (ADA), if you need special assistance to participate in a City meeting or other services offered by this City, please contact the City Clerk’s office, (619) 522 7320. Assisted listening devices are available at this meeting. Ask the City Clerk if you desire to use this device. Upon request, the agenda and documents in the agenda packet can be made available in appropriate alternative formats to persons with a disability. Notification of at least 48 hours prior to the meeting or time when services are needed will assist the City staff in assuring that reasonable arrangements can be made to provide accessibility to the meeting or service.

CALIFORNIA ENVIRONMENTAL QUALITY ACT
The California Environmental Quality Act (“CEQA”) is the state law that requires the City to evaluate and document the potential environmental consequences of discretionary decision. (See, California Public Resources Code Sections 2100021189.3; and the “CEQA Guidelines” at California Code of Regulations Title 14, Division 6, Chapter 3, Sections 1500015387). For each item that requires a CEQA determination by the City Council, there is a reference to that determination on this agenda, and more information regarding the CEQA analysis is included in the documents that accompany this agenda. To the extent that City staff determines that particular items are not subject to CEQA, there will be no indication of a CEQA action on this agenda.

REGULAR MEETING – 4:00 P.M.

1. CALL TO ORDER / ROLL CALL

2. INVOCATION AND PLEDGE OF ALLEGIANCE

3. CONSENT CALENDAR: None.

4. COMMUNICATIONS ORAL:

Each person wishing to speak before the City Council Subcommittee on matters not listed on this agenda shall approach the City Council Subcommittee, give their name, and limit comments to three (3) minutes. Members of the public may also submit written comments on the City’s website, via email or request to provide live public comment via Zoom during the meeting. Requests for live public comment must be madeatleast24hoursinadvanceofthemeetingPleasecontacttheCityClerkat City of Coronado Page 1
Attachment 3

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].
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City of Coronado Page 2
Attachment 3

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 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
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
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
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
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
Attachment 1
City of Coronado Page 9
Attachment 3
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
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 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
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 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
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
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
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
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
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
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

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
City of Coronado Page 2
Attachment 3
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
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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Attachment 3
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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Attachment 3
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 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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Attachment 3
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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Attachment 3
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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Attachment 3
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.

City of Coronado Page 10
Attachment 3
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.

City of Coronado Page 11
Attachment 3
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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Attachment 3
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
a. Permits for nonprofit group on-going concession sales during a sports or activity season may be obtained, and require the same documents as required for fundraising events 01/01/20
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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
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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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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
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
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
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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01/01/20
City of Coronado Page 31
Attachment 3
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
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.

REMAINDER OF THE PAGE INTENTIONALLY LEFT BLANK
01/01/20
City of Coronado Page 33
Attachment 3
Attachment 1
City of Coronado Page 34
Attachment 3
Attachment 1
City of Coronado Page 35
Attachment 3
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
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:

All items listed under this section are considered to be routine and will be acted upon with one motion. There will be no separate discussion of these items unless a member of the City Council or the public so requests, in which event, the item will be considered separately in its normal sequence.
a. City Facility Scheduling Considerations – Additional Data Summary Recommendation: Receive a report responding to questions posed at the April 24, 2024 Winn Room Subcommittee meeting.
b. Approval of the Minutes of the Meeting of April 24, 2024 Recommendation: Review minutes of the April 24, 2024 meeting and order them filed
City of Coronado Page 1
Attachment 3

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
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
Attachment 3

THIS PAGE INTENTIONALLY LEFT BLANK
Attachment 3

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
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
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
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
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
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
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
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 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
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
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
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
• 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
OPTION 3
Attachment 1
City of Coronado Page 17
Attachment 3
Design Option 3: Overlay New Plan Diagram on Existing Winn Room Attachment 1
City of Coronado Page 18
Attachment 3
PARK IMPACT DESIGN OPTION 3
Attachment 1
City of Coronado Page 19
Attachment 3
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
OPTION 4
Attachment 1
City of Coronado Page 21
Attachment 3
OPTION 4
Attachment 1
City of Coronado Page 22
Attachment 3
Design Option 4: Overlay New Plan Diagram Over Existing Winn Room Attachment 1
City of Coronado Page 23
Attachment 3
PARK IMPACT DESIGN OPTION 4: WINN ROOM LARGER EXPANSION Attachment 1
City of Coronado Page 24
Attachment 3

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Attachment 3

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
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
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

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Attachment 3

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
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
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
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
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
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
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
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
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
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
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
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
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
RdtiRididblittithWiR
City of Coronado Page 1
Attachment 3
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
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.

City of Coronado Page 3
Attachment 3
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
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

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
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.

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 7
Attachment 3
Attachment 1
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)
City of Coronado Page 8
Attachment 3
Winn Room
Remodel Options
June 6, 2024
Attachment 2
City of Coronado Page 9
Attachment 3
• 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
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 2
City of Coronado Page 11
Attachment 3
OPTION 1
Attachment 2
City of Coronado Page 12
Attachment 3
• 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
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 2
City of Coronado Page 14
Attachment 3
OPTION 2
Attachment 2
City of Coronado Page 15
Attachment 3
• 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
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 2
City of Coronado Page 17
Attachment 3
OPTION 3
Attachment 2
City of Coronado Page 18
Attachment 3
OPTION 3
Attachment 2
City of Coronado Page 19
Attachment 3
Design Option 3: Overlay New Plan Diagram on Existing Winn Room Attachment 2
City of Coronado Page 20
Attachment 3
PARK IMPACT DESIGN OPTION 3
Attachment 2
City of Coronado Page 21
Attachment 3
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
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 2
City of Coronado Page 23
Attachment 3
OPTION 4
Attachment 2
City of Coronado Page 24
Attachment 3
OPTION 4
Attachment 2
City of Coronado Page 25
Attachment 3
Design Option 4: Overlay New Plan Diagram Over Existing Winn Room Attachment 2
City of Coronado Page 26
Attachment 3
PARK IMPACT DESIGN OPTION 4: WINN ROOM LARGER EXPANSION Attachment 2
City of Coronado Page 27
Attachment 3
• 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
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 2
City of Coronado Page 29
Attachment 3
* 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

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
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
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
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

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

Coronado City CouncilAugust 20, 2024

Coronado City Council
August 20, 2024