300 Marchmont Dr - Staff Report and Exhibits 1-10
PREPARED BY: JOCELYN SHOOPMAN
Associate Planner
Reviewed by: Planning Manager and Community Development Director
110 E. Main Street Los Gatos, CA 95030 ● 408-354-6874
www.losgatosca.gov
TOWN OF LOS GATOS
PLANNING COMMISSION
REPORT
MEETING DATE: 10/24/2018
ITEM NO: 3
DATE: OCTOBER 17, 2018
TO: PLANNING COMMISSION
FROM: JOEL PAULSON, COMMUNITY DEVELOPMENT DIRECTOR
SUBJECT: CONDITIONAL USE PERMIT APPLICATION U-12-002. PROJECT LOCATION:
300 MARCHMONT DRIVE. APPLICANT/PROPERTY OWNER: MARK
SILVER/HILLBROOK SCHOOL.
ANNUAL REVIEW OF AN APPROVED CONDITIONAL USE PERMIT FOR AN
EXISTING PRIVATE SCHOOL (HILLBROOK SCHOOL) ON PROPERTY ZONED
HR-1. APNS 532-10-001 AND 532-11-011.
RECOMMENDATION:
Accept this report for the annual review of the Conditional Use Permit as required by condition
#25 (Exhibit 3).
PROJECT DATA:
General Plan Designation: Hillside Residential and Low Density Residential
Zoning Designation: HR-1, Hillside Residential
Applicable Plans & Standards: General Plan
Parcel Size: 14 acres
Surrounding Area:
Existing Land Use General Plan Land Use
Designation
Zoning
North Residential Low Density Residential R-1:8, R-1:10, and R-1:20
South Residential Low Density Residential &
Agriculture
R-1:10, R-1:12, and RC
East Residential Hillside Residential
& Open Space
R-1:10, R-1:12, and RC
West Residential Low Density Residential R-1:8, and R-1:10
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SUBJECT: 300 MARCHMONT DRIVE/U-12-002
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CEQA:
An Environmental Impact Report (EIR) was certified by the Planning Commission on
October 6, 2014 and no further environmental review is required.
FINDINGS:
▪ An EIR was prepared for the Conditional Use Permit (CUP) and was certified by the Planning
Commission on October 6, 2014 and no further environmental review is required.
▪ Compliance with CUP U-12-002.
ACTION:
Accept this report for the annual review of the CUP as required by condition #25 (Exhibit 3).
BACKGROUND:
On October 6, 2014, the Planning Commission certified the EIR and a request to modify a CUP
to increase school enrollment and modify operations of Hillbrook School.
Both the applicant, Hillbrook School/Mark Silver and Patti Elliot et. al. filed appeal s of the
decision of the Planning Commission. On March 17, 2015, the Town Council adopted
Resolution 2015-018 denying the appeals of the decision of the Planning Commission and
approving the request to modify the CUP to incrementally increase school enrollment and
modify operations of Hillbrook School subject to modified conditions of approval (Exhibit 3).
On November 3, 2015, the Town Council held a public hearing for the initial six-month review of
the CUP to determine whether there was merit to increase the number of students based on
Hillbrook School’s compliance with the maximum number of daily trips. The Town Council
approved the initial review and request to increase the school enrollment by 33 students for a
maximum of 348 students for the 2016-2017 school year. On August 31, 2016, Hillbrook School
vested their CUP by increasing the number of students by an additional 23 students for the
2016-2017 school year as allowed by condition #2 (Exhibit 3).
On October 17, 2016, the Planning Commission held a public hearing for the annual review of
the CUP as required by condition #25 (Exhibit 3) to determine whether there was merit to
increase the number of students based on Hillbrook School’s compliance with the maximum
number of daily trips. The Planning Commission approved the annual review and request to
increase the school enrollment by an additional 33 students for a maximum of 381 students for
the 2017-2018 school year.
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BACKGROUND (continued):
On September 27, 2017, the Planning Commission held a public hearing for the annual review
of the CUP as required by condition #25 (Exhibit 3) to determine whether there was merit to
increase the number of students based on Hillbrook School’s compliance with the maximum
number of daily trips. The Planning Commission approved the annual review and request to
increase the school enrollment by an additional 33 students for a maximum of 414 students for
the 2018-2019 school year. Additionally, the Planning Commission provided the following
recommendations for inclusion in the 2018 annual review:
1. Urge Hillbrook School to be diligent about ascertaining the operation of the monitoring
systems and to that end to incorporate the suggestion for calibration on page 2 of the
September 27, 2017 Desk Item (Exhibit 8);
2. Urge Hillbrook School to follow the updated Data Collection Workflow from W-Trans
(Exhibit 9); and
3. Select three sporadic, non-consecutive days, including at least one sports event day, and
conduct future counts in a 24-hour day period.
PROJECT DESCRIPTION:
A. Location and Surrounding Neighborhood
The project is located at 300 Marchmont Drive (Exhibit 1), at the east end of Marchmont
Drive, south of Shannon Road and east of Los Gatos Boulevard.
B. Project Summary
Annual review of the CUP as required by condition #25 (Exhibit 3).
C. Zoning Compliance
The zoning designation, Hillside Residential (HR), allows a school pursuant to the approved
Conditional Use Permit.
DISCUSSION:
A. Conditional Use Permit Annual Review
The applicant has provided a letter of justification (Exhibit 7) describing the actions taken to
comply with the CUP as outlined below:
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DISCUSSION (continued):
• Posted a list of the School’s exception days and evening events on their publicly
accessible website as required by condition #27 (Exhibit 3); and
• Re-organized the School’s athletic program so that athletic competitions are held on
campus only three days per week, including no more than two days per week outside, as
required by condition #5 (Exhibit 3); and
• Maintained a mandatory Traffic Demand Management Plan (TDM) as required by
condition #18 (Exhibit 3); and
• Installed and monitored the traffic count monitoring system as required by condition
#19 (Exhibit 3); and
• Worked with the Parks and Public Works Department to ensure approval of existing and
proposed bus stops (Exhibit 6) as required by condition #20 (Exhibit 3); and
• Enrolled no more than 414 students for the 2018-2019 school year as required by
condition #15 (Exhibit 3). As of August 30, 2018, there were 383 students enrolled.
B. Traffic
On September 4, 2018, the Town’s traffic consultant, W-Trans, submitted the Traffic
Monitoring Report for the spring 2018 semester (Exhibit 4). The consultant completed a
video review of the traffic count for February 13, March 28, and April 19, 2018 as required
by condition #19 (Exhibit 3). On February 13, 2018, Hillbrook School held admissions
screening for kindergarten students during the morning and held two home basketball
games after school during the afternoon. On March 28, 2018, an eighth-grade play was
held in the evening, an exception day as noted by Hillbrook School’s calendar. April 19,
2018 was a typical school day with no on-campus events scheduled. As detailed in the
report, on February 13 and April 19, 2018 the vehicle trips (860 and 844, respectively) did
not exceed the maximum of 880 daily vehicle trips as required by condition #17 (Exhibit 3),
and on March 28, 2018 the vehicle trips (808) did not exceed the maximum of 960 daily
vehicle trips for an exception day as required by condition #17 (Exhibit 3).
On March 28, 2018, the video count exceeded the Sensys data by more than the five
percent, however, the video count (808 trips) did not exceed Hillbrook’s maximum
allowable vehicle trips of 960 for an exception day. The average difference between the
video count and Sensys data for the three-day period was less than one percent (0.48
percent).
During the spring 2018 semester, a house on the property (292 Marchmont Drive) directly
adjacent to Hillbrook School was undergoing construction. As would be expected, many of
the construction vehicle maneuvers were detected by Sensor A, but not Sensor B. Hillbrook
School set up lane delineators along Marchmont Drive to reduce the number of U-turn
maneuvers by the construction vehicles being detected by the Sensys
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DISCUSSION (continued):
system; however, Sensor A still continued to detect construction vehicles. Hillbrook School
staff requested that construction vehicles not park near the sensors. For this reason, the
difference between Sensor A and Sensor B was larger than five percent on multiple days;
however, Hillbrook School still did not exceed the maximum daily trip count, even with the
construction vehicle interference (Exhibit 4, page 2). The Town Traffic Engineer reviewed
the Traffic Monitoring Report and found Hillbrook School to be in compliance with
condition #17 (Exhibit 3).
On October 3, 2018, the Town’s traffic consultant, W-Trans, submitted a Traffic Monitoring
Report for the fall 2018 semester (Exhibit 5). The consultant completed a video review of
the traffic count on September 7, September 11, and September 13, 2018 as required by
condition #19 (Exhibit 3). On September 7, 2018, Hillbrook School held its All School Family
Fun Night, an exception day as noted by Hillbrook School’s calendar. September 11, 2018
was a typical school day with no on-campus events scheduled. On September 13, 2018,
Hillbrook School held its Back to School Night, an exception day as noted by Hillbrook
School’s calendar. Due to upcoming construction activities on campus, Hillbrook School is
not hosting any on-campus sporting events in the fall 2018 semester. A report was
prepared by W-Trans comparing the video count data with the Sensys data which is
provided in Exhibit 5. As detailed in the report, on September 11, 2018 the vehicle trips
(721) did not exceed the maximum of 880 daily vehicle trips as required by condition #17
(Exhibit 3) and on September 7 and September 13, 2018 the vehicle trips (753 and 711,
respectively) did not exceed the maximum of 960 daily vehicle trips for an exception day as
required by condition #17 (Exhibit 3). The average difference between the video count and
Sensys data for the three-day period was less than one percent (0.97 percent). The Town
Traffic Engineer reviewed the Traffic Monitoring Report and found Hillbrook School to be in
compliance with condition #17 (Exhibit 3).
Condition #19 of the CUP states that Hillbrook School shall be considered out of compliance
with their CUP if any mechanical readings exceed the Sensys counts by more than five
percent, and where the readings are above the maximum number of daily vehicle trips. In
the reports provided by W Trans (Exhibits 4 and 5), for both monitoring systems (video
review and Sensys counts), Hillbrook School did not exceed the maximum number of daily
trips of 880 or 960 (Exhibit 3, Condition #17) and was found to be in compliance with their
CUP. The method of calculating percentage differences between the two monitoring
systems produced a question from a member of the public (Exhibit 10). However, the
question of calculating the percentage difference between the two monitoring systems
would not result in Hillbrook School being considered to be out of compliance with their
CUP, as the maximum number of daily vehicle trips was not exceeded. The Town’s traffic
consultant, W Trans will be available at the meeting to answer any questions from the
Planning Commission.
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C. Environmental Review
An EIR was previously certified by the Planning Commission on October 6, 2014 and no
further environmental review is required.
PUBLIC COMMENTS:
Written notice was sent to property owners and tenants within 500 feet of the property. Public
comments are included in Exhibit 10.
CONCLUSION AND RECOMMENDATION:
A. Conclusion
Based on the information in this report, staff has determined that Hillbrook School is in
compliance with their CUP.
B. Recommendation
Based on the analysis above, staff recommends accepting this report for the annual review
of the CUP. If the Planning Commission finds merit with the request, it should:
1. Find that no further environmental analysis is required (Exhibit 2); and
2. Find that Hillbrook School is in compliance with their CUP (Exhibit 2).
ALTERNATIVES:
Alternatively, if the Commission has concerns with the request, it can:
1. Continue the matter to a date certain with specific direction.
EXHIBITS:
1. Location Map
2. Required Findings (one page)
3. Conditional Use Permit U-12-002 (four pages)
4. Spring 2018 Traffic Monitoring Report, received on September 4, 2018 (14 pages)
5. Fall 2018 Traffic Monitoring Report, received on October 3, 2018 (nine pages)
6. Hillbrook School Bus Stops for 2018-2019 School Year (eight pages)
7. Hillbrook School Letter of Justification, received August 16, 2018 (five pages)
8. September 27, 2017 Desk Item Report (two pages)
9. W-Trans Manual Data Collection Workflow for Hillbrook School (two pages)
10. Public Comments received by 11:00 a.m., Friday, October 19, 2018
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Distribution:
Mark Silver/Hillbrook School, 300 Marchmont Drive, Los Gatos, CA 95032
Patti Elliot, 269 Marchmont Drive, Los Gatos, CA 95032 (on behalf of Elliot et al.)
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PLANNING COMMISSION – October 24, 2018
REQUIRED FINDINGS:
300 Marchmont Drive
Conditional Use Permit Application U-12-002
Annual review of an approved Conditional Use Permit for an existing private school
(Hillbrook School) on property zoned HR-1. APNS 532 -10 -001 and 532 -11 -011.
APPLICANT/PROPERTY OWNER: Hillbrook School/Mark Silver
FINDINGS
Required finding for CEQA:
■ An Environmental Impact Report (EIR) was prepared for the Conditional Use Permit and was
certified by the Planning Commission on October 6, 2014. No further environmental
analysis is required for this request.
Required findings for compliance with Conditional Use Permit (U-12-002):
■ Find that Hillbrook School is in compliance with their Conditional Use Permit.
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1
CONDITIONS OF APPROVAL – March 17, 2015
300 Marchmont Drive
Conditional Use Permit U-12-002
Environmental Impact Report EIR-13-001
Requesting approval to modify a Conditional Use Permit to increase school enrollment and
modify operations of an existing private school (Hillbrook School) on property zoned HR-1.
It has been determined that this matter may have a significant impact on the environment
and an Environmental Impact Report (EIR) has been prepared as required by the
California Environmental Quality Act (CEQA). APNs 532-10-001 and 532-11-011.
PROPERTY OWNER/APPLICANT: Hillbrook School/Mark Silver
TO THE SATISFACTION OF THE DIRECTOR OF COMMUNITY DEVELOPMENT:
Planning Division
1.APPROVAL: This application shall be completed in accordance with all of the conditions
of approval listed below.
2.EXPIRATION: The Master Plan approved May 7, 2001 (Resolution 2011-048) is vested.
The Conditional Use Permit modification will expire two years from the approval date
pursuant to Section 29.20.320 of the Town Code, unless the approval has been vested.
Pursuant to Town Code Section 29.20.335 an approval is vested when the activity approved
is commenced in a substantial, as distinguished from tentative or token, manner. For this
Conditional Use Permit, substantial shall mean any increase in student enrollment above
315.
3.USE: The approved use is a junior kindergarten (JK) through eighth (8th) grade educational
institution/private school, with ancillary after school activities, after school care, and after
school sports.
a.HOURS: STUDENTS and their families may be on campus Monday through Friday,
7:30 a.m. to 6:00 p.m., during the academic calendar year (mid-August through mid-
June).
b.EXTENDED HOURS: Up to 10 times per year, hours may be extended past 6:00 p.m.
up to 9:30 p.m. The school’s management and maintenance staff do not count towards
the 10 times per year for extended hours.
4.AFTER SCHOOL ACTIVITIES: Enrichment programs including but not limited to arts,
mechanics, engineering, and language for the school’s students are permitted, up to 6:00
p.m., Monday through Friday, mid-August through mid-June.
5.AFTER SCHOOL SPORTS AND COMPETITIONS: Any sports, competitive or not, and
other competitions with at least one participating team from this approved school are
permitted up to 6:00 p.m., Monday through Friday, mid-August through mid-June. These
competitions are permitted to occur a maximum 3 days per week, up to 2 days per week
outdoors.
6.AFTER SCHOOL CARE: Childcare for the school’s students is permitted up to 6:00 p.m.,
Monday through Friday, mid-August through mid-June.
7.VOLLEYBALL AND BASKETBALL TOURNAMENTS: A tournament is a series of
contests/matches/games between two or more schools/teams one of which must be the
approved school. Tournament hours are 7:30 a.m. to 3:30 p.m. Monday through Friday,
EXHIBIT 3
2
and Saturday. Vehicles must be off campus by 4:00 p.m. on Saturdays. These tournaments
may occur up to 2 Saturdays, mid-August through mid-June.
8. EVENING/NIGHTTIME AND WEEKEND EVENTS: Evening/nighttime events are
events that occur between 6:00 p.m. and 9:00 p.m. Evening/nighttime and weekend events
are permitted up to 10 times per academic year, mid-August through mid-June. These
events must be listed by August 1st on a publicly accessible online School Calendar.
9. OPEN HOUSE: One weekend Open House per calendar year is permitted 7:30 a.m. to 3:30
p.m. (vehicles off campus by 4:00 p.m.), Saturday only (not Sunday), mid-August through
mid-June. This event does not count as one of the 10 exception days from the maximum
number of daily vehicle trips.
10. DELIVERY HOURS: Deliveries shall only occur between 7:00 a.m. and 7:00 p.m.,
Monday through Friday.
11. SUMMER SESSION: A summer program is permitted between mid-June and mid-August
for six contiguous weeks. Summer hours are limited to 8:30 a.m. to 1:00 p.m., Monday
through Friday.
12. PROFESSIONAL DEVELOPMENT/CONFERENCES: Training for the parents of
enrolled students and/or the school’s faculty only is permitted from 7:30 a.m. to 6:00 p.m.,
unless designated as a nighttime exception, Monday through Friday, mid-August through
mid-June. No other conferences are permitted.
13. THIRD PARTY USE/RENTAL/LEASE: Third party use is allowed. A third party use is
defined as a school program run by an entity that is under a contractual partnership
agreement with the school, payments for participation in the activity are paid directly to the
school, and the school has control of the operations of the activity. Any such third party
use will be subject to all of the conditions contained in this Conditional Use Permit.
14. ADDITIONAL ACTIVITIES: Any activity that is not expressly identified in this Permit is
prohibited.
15. NUMBER OF STUDENTS: The maximum number of students shall be limited to 414
students over the life of the Conditional Use Permit with an increase over 315 students of
up to 33 in year 2016-2017, up to an additional 33 in year 2017-2018, and up to an
additional 33 in year 2018-2019. The right to add any additional students is contingent on
the school’s compliance with the traffic count requirements. The maximum number of
students during the summer session is 150.
16. INITIAL REVIEW: Six months after the date of this approval, the Town Council shall
review the school’s compliance with the maximum number of daily vehicle trips. At a
publicly noticed hearing, Town Council will consider whether there is merit to increase the
number of students from 315 based on compliance with the maximum number of daily
vehicle trips. This review shall be completed at the school’s expense.
17. MAXIMUM NUMBER OF DAILY VEHICLE TRIPS: The maximum number of daily
vehicle trips shall not exceed 880 pursuant to the following:
a. The school may designate 10 days per year that can be removed from the maximum
calculation, which shall be referred to as “exception days.”
b. Exception days shall not exceed 960 maximum daily vehicle trips.
c. Exception days must be identified on a publicly accessible online School Calendar by
August 1st.
d. The maximum number of daily vehicle trips shall not exceed 300 during the summer
session as defined in condition 11.
3
18. MANDATORY TRAFFIC DEMAND MANAGEMENT PLAN: The school shall
implement, at its expense, a Mandatory Traffic Demand Management Plan consisting of
any of the following means to limit daily vehicle trips: carpools, busing, shuttle buses,
traditional school buses, bicycling, walking management plans, or other methods submitted
by the school. The school must inform persons and entities, covered by the plan, that
pickup and drop-offs are prohibited on public streets in the immediate vicinity of the
school. The school is solely responsible for enforcement of and compliance with a
Mandatory Traffic Demand Management Plan.
19. TRAFFIC COUNT MONITORING: The school shall monitor its compliance using the
existing embedded counter and by installing tube counters as a backup. The data from the
counters will be used to determine whether the school has complied with the traffic
requirements contained in condition 17. The Town shall conduct ongoing traffic data
validation by contracting for a random manual traffic count for three days, each semester.
The data shall be compared with Sensys data (i.e, the embedded counter data) and results
provided to the Town Traffic Engineer. If the Town Traffic Engineer finds the school out
of compliance, the Town shall contract for additional data collection, with a one week
mechanical (hose) traffic count to verify the counts. The school shall be considered out of
compliance if any mechanical readings exceed the Sensys counts by more than five percent
and where the readings are above the maximum number of daily vehicle trips. If the
Sensys data continues to demonstrate ongoing non-compliance, the discrepancy shall
trigger the compliance proceedings portion of the CUP. The school is required to
reimburse the Town for all staff and contract services associated with this condition.
20. BUS STOPS: The school may continue to use bus stop locations negotiated with private
businesses. Any existing or new bus stop must be approved by the Los Gatos Parks and
Public Works Department as a suitable and safe place for a bus stop.
21. PARKING: All parking shall be accommodated onsite.
22. PICK-UP AND DROP-OFF AREA: A pick-up and drop-off area shall be maintained on
school grounds.
23. EMERGENCY ACCESS ROAD: The emergency access road to Ann Arbor Drive shall
not be opened up at any time to public or school use. The road may be opened for
construction access only if it is part of an approved construction plan for an Architecture
and Site application.
24. CURFEW AND NOISE: The school shall comply with the Town Code governing curfew
and noise levels with the exception of one amplified DJ event, mid-August through mid-
June (not summer).
25. ONGOING COMPLIANCE REVIEW: Upon completion of the six-month initial review
set forth in condition 16, the Planning Commission shall conduct an annual review to
determine if the school is in compliance with this Conditional Use Permit. If, at any
reviews, the Planning Commission finds that the school is in violation of this Conditional
Use Permit or that new or more effective data collection methods are available to compute
traffic counts, then the Conditional Use Permit may be modified and/or revoked as allowed
under the Town Code. Compliance review shall be completed at the school’s expense.
26. PENALTIES FOR EXCEEDANCES OF THE MAXIMUM DAILY TRIP CAP:
a. If the Town’s Traffic Consultant’s review of the trip cap monthly monitoring reports
reveals that the number of trips exceeds the maximum daily trip cap, the applicant shall
pay a penalty of $1,000 per day and $100 per excess trip.
4
b. If the Town’s Traffic Consultant’s review of the trip cap monthly monitoring reports
reveals that the number of trips exceeds the maximum daily trip cap for a second
consecutive monitoring period, the applicant shall pay a penalty of $2,500 per day and
$250 per excess trip.
c. If the Town’s Traffic Consultant’s review of the trip cap monthly monitoring reports
reveals that the number of trips exceeds the maximum daily trip cap for a third
consecutive monitoring period, the applicant shall pay a penalty of $5,000 per day and
$500 per excess trip.
d. Penalty money shall be paid to the Town and used towards neighborhood
traffic/pedestrian improvements as approved by the Town’s Parks and Public Works
Director.
e. The school is not subject to fines in the first six months after the date of this approval.
27. NEIGHBORHOOD COORDINATION: The school shall post a schedule of events on a
website accessible to the public at the beginning of every academic calendar year.
28. GYMNASIUM DOORS AND WINDOWS: The loading doors on the Ann Arbor side shall
be closed at all times whenever activities are being held inside the gymnasium. The other
doors and windows in the gymnasium shall be allowed to remain open during activities.
29. SQUARE FOOTAGE: The maximum structural square footage is 55,715 square feet as
approved by the Master Plan on May 7, 2001 (Resolution 2011-048). The existing campus
is currently 52,683 square feet and an additional 3,032 square feet is permitted in the
library and cafeteria/art classrooms with an approved Architecture and Site application.
30. BUILDING FOOTPRINTS: The footprints of the future buildings may be required to be
modified during the Architecture and Site approval process to reduce tree impacts.
31. TOWN INDEMNITY: Applicants are notified that Town Code Section 1.10.115 requires
that any applicant who receives a permit or entitlement from the Town shall defend,
indemnify, and hold harmless the Town and its officials in any action brought by a third
party to overturn, set aside, or void the permit or entitlement. This requirement is a
condition of approval of all such permits and entitlements whether or not expressly set
forth in the approval, and may be secured to the satisfaction of the Town Attorney.
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EXHIBIT 4
505 17th Street, 2nd Floor Oakland, CA 94612 510.444.2600 w-trans.com
SANTA ROSA • OAKLAND • SAN JOSE
Memorandum
Date: October 3, 2018 Project: LGA004-5
To: Mr. Jessy Pu
Traffic Engineer - Town of Los Gatos
From: Mark Spencer
mspencer@w-trans.com
Nick Bleich
nbieich@w-trans.com
Subject: Hillbrook School Monitoring for Planning Commission – Fall 2018
W-Trans has initiated the 2018 – 2019 traffic monitoring of Hillbrook School in Los Gatos. We have verified the
functionality of the Sensys system and Hillbrook School has ensured that the backup pneumatic tube counters are
functioning properly. In July 2018, W-Trans confirmed with Hillbrook School that Sensys counters were calibrated
and measured to be in proper working condition. Sensys staff performed a validation of the count system and
concluded that the daily counts are showing between 97% and 99.75% accuracy. The Sensys sensors are self-
calibrating and self-tuning and are upgraded remotely as new software is released.
W-Trans recently conducted three-day video counts (24 hours per count), manually counted from the video
recording, at the location of the Sensys counters on September 7th, 11th, and 13th. The purpose of this memo is to
summarize the results of the manual counts and compare the data to Sensys data for the same time period. The
average difference between the video counts and the Sensys counts is 0.97% and on no day was the difference
between the video counts and the Sensys counts greater than four-percent, less than the five-percent threshold
outlined in the Conditional Use Permit. The number of trips did not exceed the Conditional Use Permit maximum
number of trips during the data collection period.
Existing Conditions
The Hillbrook School is located at 300 Marchmont Drive in the Town of Los Gatos. According to Condition 17 of
the School’s Conditional Use Permit, “the maximum number of daily vehicle trips shall not exceed 880.” The
School can identify up to 10 exception days where they are permitted to exceed the maximum number of daily
trips, however, the total number of trips on these exception days shall not exceed 960. During the summer
trimester “the maximum number of daily vehicle trips shall not exceed 300.” The school maintains two Sensys
magnetometer traffic counters embedded in the pavement of the exit lane outside the school’s gate,
approximately 20 feet apart. These magnetometers (Sensys counters) are calibrated to detect the presence of
vehicles and motorcycles but not bicycles or other non-motorized means of transportation. Hillbrook School has
only one vehicular access point, and because of this it is assumed that all exit trips also made an entrance trip
through this location. For reporting purposes, the maximum of either Exit A or Exit B is used to determine the
number of daily trips.
The Conditional Use Permit also outlines the requirements of manual data collection in Condition 19 and “the
school shall be considered out of compliance if any mechanical readings exceed the Sensys counts by more than
five percent and where the readings are above the maximum number of daily vehicle trips.”
EXHIBIT 5
Mr. Jessy Pu Page 2 October 3, 2018
A permanent backup pneumatic tube counter, a MetroCount MC56000 Vehicle Classifier System, is located in both
the entrance and exit lanes just outside of the School’s gate. Pneumatic tube systems utilize rubber tubes placed
across traffic lanes in specific configurations. When a vehicle travels over the tube the air pressure in the tube is
compressed and this compression triggers an event recording. The system is programed to classify vehicles based
on the distance between the front and rear axle. The School’s MetroCount system counts the total number of trips,
both entrance and exit trips.
24-hour Manual Counts and Observations
For the 2018 Fall Trimester, traffic counts were obtained on Marchmont Drive on September 7th, September 11th,
and September 13th. These dates were selected to cover a variety of on-campus activities. On Friday September
7th, Hillbrook School had their All School Family Fun Night, an exception day as noted by Hillbrook School at the
beginning of the school year. Tuesday September 11th was a typical school day with no on-campus events
scheduled. Thursday September 13th was Back to School Night and an exception day. Hillbrook School is not
hosting any on-campus sporting events this school year due to construction activities. Due to the lack of
scheduled on-campus sporting events, traffic counts were collected on a second exception day in lieu of a sporting
event. This deviation from the count plan was discussed with and approved by Town staff.
The traffic counts based on video taken by W-Trans represent the total sum of entrance and exit trips for 24-hours,
broken down into 15-minute intervals. The Sensys counts represent the exit trips for the same 24-hour period. In
order to convert exit trips to both entrance and exit trips, the maximum count from either Exit A or Exit B was
determined and then doubled (assuming one trip in is equivalent to one trip out). The data from the Exit A sensor
was higher than the data from the Exit B sensor on all three days; therefore, the Sensys counts compared to the
video counts on those days are the doubled counts from the Exit A sensor. The raw Sensys data and video counts
are attached. The manual counts were then compared to the Sensys data for the same time period in Table 1.
Table 1 – Summary of 24-Hour Counts for Fall Trimester 2018
Date Day of the Week Counts
(# of Vehicles)
Summary of Counts
Video Sensys Percent Difference Difference in Trips
09/07/18 Friday 753 782 3.78% 29
09/11/18 Tuesday 721 694 3.82% 27
09/13/18 Thursday 711 688 3.28% 23
Average 728 721 0.97% 7
The manually counted video counts were reviewed to ensure accuracy. The average difference, overall and on
each day, was less than five percent and should be considered acceptable within the margin of error. Additionally,
none of the data points exceeded the Conditional Use Permit daily trip caps.
Conclusions
The video counts and the Sensys counts, on average, were 0.97% different. The difference between the video
counts and the Sensys counts was less than four-percent on each day. Additionally, the total number of trips
did not exceed the Conditional Use Permit maximum number of trips.
The Sensys system and MetroCount backup system are functioning properly, as of September 18, 2018.
Mr. Jessy Pu Page 3 October 3, 2018
During the two weeks of the Fall Trimester, Hillbrook School has not exceeded the maximum number of daily
trips (880) even on one exception day. Attached, in Table 2, is the daily summary of Sensys counts through
September 18, 2018.
MES/nfb/LGA004-5.M5
Attachments: Fall Trimester Video Count Summary
Sensys Data Download for Comparison
Table 2 – Daily Sensys Count Summary
Date Day of the Week Sensys Counts
(# of Vehicles)
Summary of Sensys Counts Notes
Exit A Exit B Percent
Difference
Daily Trips
08/29/18 Wednesday 220 220 0.0% 440
08/30/18 Thursday 297 287 3.4% 594
08/31/18 Friday 323 305 5.7% 646
09/01/18 Saturday 15 18 18.2% 36
09/02/18 Sunday 18 17 5.7% 36
09/03/18 Monday 20 21 4.9% 42
09/04/18 Tuesday 352 338 4.1% 704
09/05/18 Wednesday 310 303 2.3% 620
09/06/18 Thursday 321 316 1.6% 642
09/07/18 Friday 391 368 6.1% 782 Exception Day
09/08/18 Saturday 27 23 16.0% 54
09/09/18 Sunday 18 21 15.4% 42
09/10/18 Monday 317 305 3.9% 634
09/11/18 Tuesday 347 340 2.0% 694
09/12/18 Wednesday 285 270 5.4% 570
09/13/18 Thursday 344 336 2.4% 688 Exception Day
09/14/18 Friday 328 307 6.6% 656
09/15/18 Saturday 14 13 7.4% 28
09/16/18 Sunday 21 16 27.0% 42
09/17/18 Monday 336 327 2.7% 672
09/18/18 Tuesday 358 343 4.3% 716
Note: Green Text = value below conditional use permit threshold
Time In Out Time In Out
0:00 0 0 0:00 0 0
0:15 0 0 0:15 0 0
0:30 0 0 0:30 0 0
0:45 0 0 0:45 0 0
1:00 0 0 1:00 0 0
1:15 0 0 1:15 0 0
1:30 0 0 1:30 0 0
1:45 0 0 1:45 0 0
2:00 0 0 2:00 0 0
2:15 0 0 2:15 0 0
2:30 0 0 2:30 0 0
2:45 0 0 2:45 0 0
3:00 0 0 3:00 0 0
3:15 0 0 3:15 0 0
3:30 0 0 3:30 0 0
3:45 0 0 3:45 0 0
4:00 0 0 4:00 0 0
4:15 1 1 4:15 0 0
4:30 0 0 4:30 0 0
4:45 0 0 4:45 0 0
5:00 0 0 5:00 0 0
5:15 0 0 5:15 0 0
5:30 1 0 5:30 0 0
5:45 2 0 5:45 0 0
6:00 1 0 6:00 0 0
6:15 2 0 6:15 0 0
6:30 2 1 6:30 0 0
6:45 1 0 6:45 0 0
7:00 3 0 7:00 1 1
7:15 16 0 7:15 1 0
7:30 20 5 7:30 0 1
7:45 65 34 7:45 4 1
8:00 11 34 8:00 0 3
8:15 3 5 8:15 0 0
8:30 3 3 8:30 0 0
8:45 1 5 8:45 0 0
9:00 1 0 9:00 0 0
9:15 5 1 9:15 0 0
9:30 1 1 9:30 0 0
9:45 2 2 9:45 0 0
10:00 0 3 10:00 0 0
10:15 2 1 10:15 1 0
10:30 2 2 10:30 1 1
10:45 2 4 10:45 0 0
11:00 3 4 11:00 1 0
11:15 1 2 11:15 0 1
11:30 6 3 11:30 2 0
11:45 1 2 11:45 0 0
12:00 3 1 12:00 0 0
12:15 1 3 12:15 0 0
12:30 2 2 12:30 0 0
12:45 4 3 12:45 0 0
13:00 1 2 13:00 0 1
13:15 2 1 13:15 0 0
13:30 1 0 13:30 0 0
13:45 1 1 13:45 0 0
14:00 4 0 14:00 1 0
14:15 3 3 14:15 0 0
14:30 10 2 14:30 3 0
14:45 29 6 14:45 0 0
15:00 25 56 15:00 1 2
15:15 3 7 15:15 0 2
15:30 6 17 15:30 1 0
15:45 7 9 15:45 1 1
16:00 3 6 16:00 0 2
16:15 5 0 16:15 0 0
16:30 1 3 16:30 0 0
16:45 6 2 16:45 2 0
17:00 13 2 17:00 1 3
17:15 9 1 17:15 2 3
17:30 4 0 17:30 1 1
17:45 9 3 17:45 1 1
18:00 8 2 18:00 2 1
18:15 1 2 18:15 1 2
18:30 4 0 18:30 2 1
18:45 0 2 18:45 1 2
19:00 0 0 19:00 2 1
19:15 3 2 19:15 1 2
19:30 3 5 19:30 2 1
19:45 4 17 19:45 1 2
20:00 1 30 20:00 4 1
20:15 0 13 20:15 1 2
20:30 0 4 20:30 1 1
20:45 0 2 20:45 0 0
21:00 0 10 21:00 0 2
21:15 0 2 21:15 0 0
21:30 0 0 21:30 0 0
21:45 0 0 21:45 0 0
22:00 0 0 22:00 0 0
22:15 0 0 22:15 0 0
22:30 0 0 22:30 0 0
22:45 0 0 22:45 0 0
23:00 0 0 23:00 0 0
23:15 0 0 23:15 0 0
23:30 0 0 23:30 0 0
23:45 0 0 23:45 0 0
Total 334 334 Total 43 42
Hillbrook School Driveway In and Out
Friday, September 7, 2018
Lights Heavies
753 Total Trips
Time In Out Time In Out
0:00 0 0 0:00 0 0
0:15 0 0 0:15 0 0
0:30 0 0 0:30 0 0
0:45 0 0 0:45 0 0
1:00 0 0 1:00 0 0
1:15 0 0 1:15 0 0
1:30 0 0 1:30 0 0
1:45 0 0 1:45 0 0
2:00 0 0 2:00 0 0
2:15 0 0 2:15 0 0
2:30 0 0 2:30 0 0
2:45 0 0 2:45 0 0
3:00 0 0 3:00 0 0
3:15 0 0 3:15 0 0
3:30 0 0 3:30 0 0
3:45 0 0 3:45 0 0
4:00 1 0 4:00 0 0
4:15 0 1 4:15 0 0
4:30 0 0 4:30 0 0
4:45 1 1 4:45 0 0
5:00 0 0 5:00 0 0
5:15 1 0 5:15 0 0
5:30 0 0 5:30 0 0
5:45 1 0 5:45 0 0
6:00 2 0 6:00 0 0
6:15 5 0 6:15 0 0
6:30 3 0 6:30 0 0
6:45 6 1 6:45 0 0
7:00 7 1 7:00 0 0
7:15 23 1 7:15 0 0
7:30 27 3 7:30 0 0
7:45 61 28 7:45 4 3
8:00 27 33 8:00 0 1
8:15 6 10 8:15 0 0
8:30 4 2 8:30 0 0
8:45 6 3 8:45 0 0
9:00 2 3 9:00 0 0
9:15 1 2 9:15 0 0
9:30 2 1 9:30 0 0
9:45 2 16 9:45 2 0
10:00 0 3 10:00 2 2
10:15 2 8 10:15 0 0
10:30 1 0 10:30 0 1
10:45 3 0 10:45 1 1
11:00 3 1 11:00 0 1
11:15 1 1 11:15 0 0
11:30 1 1 11:30 0 0
11:45 1 3 11:45 0 0
12:00 0 1 12:00 0 0
12:15 1 1 12:15 0 0
12:30 1 3 12:30 1 0
12:45 4 3 12:45 0 1
13:00 1 8 13:00 0 0
13:15 1 0 13:15 0 0
13:30 2 2 13:30 0 0
13:45 1 2 13:45 0 1
14:00 2 2 14:00 1 1
14:15 4 1 14:15 0 0
14:30 9 3 14:30 3 0
14:45 40 8 14:45 1 0
15:00 23 67 15:00 0 4
15:15 5 7 15:15 0 0
15:30 4 10 15:30 1 0
15:45 6 14 15:45 0 1
16:00 3 16 16:00 0 0
16:15 10 8 16:15 1 1
16:30 12 23 16:30 0 0
16:45 5 16 16:45 1 1
17:00 3 8 17:00 0 0
17:15 0 4 17:15 1 1
17:30 2 4 17:30 0 0
17:45 2 4 17:45 0 0
18:00 0 0 18:00 0 0
18:15 0 0 18:15 0 0
18:30 0 1 18:30 0 0
18:45 0 0 18:45 0 0
19:00 0 0 19:00 0 0
19:15 0 0 19:15 0 0
19:30 0 0 19:30 0 0
19:45 0 0 19:45 0 0
20:00 0 0 20:00 0 0
20:15 0 0 20:15 0 0
20:30 0 2 20:30 0 0
20:45 0 0 20:45 0 0
21:00 0 0 21:00 0 0
21:15 0 0 21:15 0 0
21:30 0 0 21:30 0 0
21:45 0 0 21:45 0 0
22:00 0 0 22:00 0 0
22:15 0 0 22:15 0 0
22:30 0 0 22:30 0 0
22:45 0 0 22:45 0 0
23:00 0 0 23:00 0 0
23:15 0 0 23:15 0 0
23:30 0 0 23:30 0 0
23:45 0 0 23:45 0 0
Total 341 341 Total 19 20
Hillbrook School Driveway In and Out
Tuesday, September 11, 2018
IDAX Data Solutions
Lights Heavies
721 Total Trips
Time In Out Time In Out
0:00 0 0 0:00 0 0
0:15 0 0 0:15 0 0
0:30 0 0 0:30 0 0
0:45 0 0 0:45 0 0
1:00 0 0 1:00 0 0
1:15 0 0 1:15 0 0
1:30 0 0 1:30 0 0
1:45 1 1 1:45 0 0
2:00 1 0 2:00 0 0
2:15 0 0 2:15 0 0
2:30 0 0 2:30 0 0
2:45 0 0 2:45 0 0
3:00 0 0 3:00 0 0
3:15 0 0 3:15 0 0
3:30 0 0 3:30 0 0
3:45 0 0 3:45 0 0
4:00 0 0 4:00 0 0
4:15 0 0 4:15 0 0
4:30 0 0 4:30 0 0
4:45 0 0 4:45 0 0
5:00 0 0 5:00 0 0
5:15 0 0 5:15 0 0
5:30 0 0 5:30 0 0
5:45 2 0 5:45 0 0
6:00 2 0 6:00 0 0
6:15 2 0 6:15 0 0
6:30 3 0 6:30 0 0
6:45 1 1 6:45 0 0
7:00 5 1 7:00 0 0
7:15 15 2 7:15 0 0
7:30 13 3 7:30 0 0
7:45 57 27 7:45 4 1
8:00 24 30 8:00 0 3
8:15 4 13 8:15 0 0
8:30 2 3 8:30 0 0
8:45 4 5 8:45 0 0
9:00 3 2 9:00 2 2
9:15 0 0 9:15 1 0
9:30 0 1 9:30 0 1
9:45 1 0 9:45 1 1
10:00 1 2 10:00 0 0
10:15 2 1 10:15 0 0
10:30 2 4 10:30 1 0
10:45 0 1 10:45 0 0
11:00 2 0 11:00 0 1
11:15 2 0 11:15 0 0
11:30 2 3 11:30 0 0
11:45 0 1 11:45 0 0
12:00 2 1 12:00 1 0
12:15 2 2 12:15 0 0
12:30 3 2 12:30 0 0
12:45 3 1 12:45 0 0
13:00 1 2 13:00 0 0
13:15 2 3 13:15 0 0
13:30 0 3 13:30 0 0
13:45 0 0 13:45 0 0
14:00 1 0 14:00 0 0
14:15 5 0 14:15 2 0
14:30 12 3 14:30 2 0
14:45 24 9 14:45 0 0
15:00 27 57 15:00 0 4
15:15 9 13 15:15 0 0
15:30 0 3 15:30 1 0
15:45 7 3 15:45 0 1
16:00 3 4 16:00 1 0
16:15 4 3 16:15 0 1
16:30 0 2 16:30 0 0
16:45 4 5 16:45 1 1
17:00 3 1 17:00 3 2
17:15 3 2 17:15 1 2
17:30 8 6 17:30 1 1
17:45 7 0 17:45 2 1
18:00 11 2 18:00 1 2
18:15 5 2 18:15 2 1
18:30 2 0 18:30 1 2
18:45 3 3 18:45 2 2
19:00 1 2 19:00 2 1
19:15 5 12 19:15 2 2
19:30 0 7 19:30 1 1
19:45 0 4 19:45 1 2
20:00 1 7 20:00 2 2
20:15 1 6 20:15 1 1
20:30 0 5 20:30 1 1
20:45 2 5 20:45 1 1
21:00 1 24 21:00 1 1
21:15 0 4 21:15 1 1
21:30 0 2 21:30 0 0
21:45 0 0 21:45 0 0
22:00 0 0 22:00 0 0
22:15 0 0 22:15 0 0
22:30 0 2 22:30 0 0
22:45 0 0 22:45 0 0
23:00 0 0 23:00 0 0
23:15 0 0 23:15 0 0
23:30 0 0 23:30 0 0
23:45 0 0 23:45 0 0
Total 313 313 Total 43 42
Hillbrook School Driveway In and Out
Thursday, September 13, 2018
IDAX Data Solutions
Lights Heavies
711 Total Trips
Time (Beginning of
Interval)
Occup
(%) Volume
Median
Speed
(mph)
Avg Speed
(mph)
09/07/2018 00:00 0 0 n/a n/a
09/07/2018 00:15 0 0 n/a n/a
09/07/2018 00:30 0 0 n/a n/a
09/07/2018 00:45 0 0 n/a n/a
09/07/2018 01:00 0 0 n/a n/a
09/07/2018 01:15 0 0 n/a n/a
09/07/2018 01:30 0 0 n/a n/a
09/07/2018 01:45 0 0 n/a n/a
09/07/2018 02:00 0 0 n/a n/a
09/07/2018 02:15 0 0 n/a n/a
09/07/2018 02:30 0 0 n/a n/a
09/07/2018 02:45 0 0 n/a n/a
09/07/2018 03:00 0 0 n/a n/a
09/07/2018 03:15 0 0 n/a n/a
09/07/2018 03:30 0 0 n/a n/a
09/07/2018 03:45 0 0 n/a n/a
09/07/2018 04:00 0 0 n/a n/a
09/07/2018 04:15 0.14 1 n/a n/a
09/07/2018 04:30 0 0 n/a n/a
09/07/2018 04:45 0 0 n/a n/a
09/07/2018 05:00 0 0 n/a n/a
09/07/2018 05:15 0 0 n/a n/a
09/07/2018 05:30 0 0 n/a n/a
09/07/2018 05:45 0 0 n/a n/a
09/07/2018 06:00 0 0 n/a n/a
09/07/2018 06:15 0 0 n/a n/a
09/07/2018 06:30 0.08 1 n/a n/a
09/07/2018 06:45 0 0 n/a n/a
09/07/2018 07:00 0.64 2 n/a n/a
09/07/2018 07:15 0 0 n/a n/a
09/07/2018 07:30 0.73 6 n/a n/a
09/07/2018 07:45 7.05 35 n/a n/a
09/07/2018 08:00 5 40 n/a n/a
09/07/2018 08:15 0.94 8 n/a n/a
09/07/2018 08:30 0.37 3 n/a n/a
09/07/2018 08:45 0.37 4 n/a n/a
09/07/2018 09:00 0 0 n/a n/a
09/07/2018 09:15 0.13 1 n/a n/a
09/07/2018 09:30 0.13 1 n/a n/a
09/07/2018 09:45 0.44 3 n/a n/a
09/07/2018 10:00 0.22 4 n/a n/a
09/07/2018 10:15 0.11 1 n/a n/a
09/07/2018 10:30 0.54 5 n/a n/a
09/07/2018 10:45 0.57 4 n/a n/a
09/07/2018 11:00 0.79 6 n/a n/a
09/07/2018 11:15 0.26 5 n/a n/a
09/07/2018 11:30 0.39 3 n/a n/a
09/07/2018 11:45 0.26 2 n/a n/a
09/07/2018 12:00 0.12 1 n/a n/a
09/07/2018 12:15 0.07 1 n/a n/a
09/07/2018 12:30 0.40 4 n/a n/a
09/07/2018 12:45 0.32 3 n/a n/a
09/07/2018 13:00 0.31 2 n/a n/a
09/07/2018 13:15 0.07 1 n/a n/a
09/07/2018 13:30 0 0 n/a n/a
09/07/2018 13:45 0 0 n/a n/a
09/07/2018 14:00 0 0 n/a n/a
09/07/2018 14:15 0.24 2 n/a n/a
09/07/2018 14:30 0.41 2 n/a n/a
09/07/2018 14:45 0.45 4 n/a n/a
09/07/2018 15:00 7.50 65 n/a n/a
09/07/2018 15:15 1.60 9 n/a n/a
09/07/2018 15:30 1.21 14 n/a n/a
09/07/2018 15:45 1.86 10 n/a n/a
09/07/2018 16:00 1.91 11 n/a n/a
09/07/2018 16:15 0 0 n/a n/a
09/07/2018 16:30 1.05 4 n/a n/a
09/07/2018 16:45 0.19 2 n/a n/a
09/07/2018 17:00 1.53 6 n/a n/a
09/07/2018 17:15 1.58 3 n/a n/a
09/07/2018 17:30 0.92 3 n/a n/a
09/07/2018 17:45 0.72 4 n/a n/a
09/07/2018 18:00 0.54 3 n/a n/a
09/07/2018 18:15 1.16 4 n/a n/a
09/07/2018 18:30 0.50 1 n/a n/a
09/07/2018 18:45 0.81 2 n/a n/a
09/07/2018 19:00 1.07 3 n/a n/a
09/07/2018 19:15 1.24 5 n/a n/a
09/07/2018 19:30 1.01 6 n/a n/a
09/07/2018 19:45 3.51 18 n/a n/a
09/07/2018 20:00 5.24 28 n/a n/a
09/07/2018 20:15 3.50 17 n/a n/a
09/07/2018 20:30 1.20 6 n/a n/a
09/07/2018 20:45 0.08 2 n/a n/a
09/07/2018 21:00 1.33 9 n/a n/a
09/07/2018 21:15 0.74 0 n/a n/a
09/07/2018 21:30 2.69 1 n/a n/a
09/07/2018 21:45 0 0 n/a n/a
09/07/2018 22:00 0 0 n/a n/a
09/07/2018 22:15 0 0 n/a n/a
09/07/2018 22:30 0 0 n/a n/a
09/07/2018 22:45 0 0 n/a n/a
09/07/2018 23:00 0 0 n/a n/a
09/07/2018 23:15 0 0 n/a n/a
09/07/2018 23:30 0 0 n/a n/a
09/07/2018 23:45 0 0 n/a n/a
Grand Total 0.69 391 --- n/a
Results for Sensor Zone 'ExitA' in AP: 'APEG 9545'
Start Date: 09/07/2018 00:00 PDT
End Date: 09/08/2018 00:00 PDT
Reporting interval: 15 minutes, Speed Average: Averaged by car
782 Total Trips
Time (Beginning of
Interval)
Occup
(%) Volume
Median
Speed
(mph)
Avg Speed
(mph)
09/11/2018 00:00 0 0 n/a n/a
09/11/2018 00:15 0 0 n/a n/a
09/11/2018 00:30 0 0 n/a n/a
09/11/2018 00:45 0 0 n/a n/a
09/11/2018 01:00 0 0 n/a n/a
09/11/2018 01:15 0 0 n/a n/a
09/11/2018 01:30 0 0 n/a n/a
09/11/2018 01:45 0 0 n/a n/a
09/11/2018 02:00 0 0 n/a n/a
09/11/2018 02:15 0 0 n/a n/a
09/11/2018 02:30 0 0 n/a n/a
09/11/2018 02:45 0 0 n/a n/a
09/11/2018 03:00 0 0 n/a n/a
09/11/2018 03:15 0 0 n/a n/a
09/11/2018 03:30 0 0 n/a n/a
09/11/2018 03:45 0 0 n/a n/a
09/11/2018 04:00 0 0 n/a n/a
09/11/2018 04:15 0.12 1 n/a n/a
09/11/2018 04:30 0 0 n/a n/a
09/11/2018 04:45 0.13 1 n/a n/a
09/11/2018 05:00 0 0 n/a n/a
09/11/2018 05:15 0 0 n/a n/a
09/11/2018 05:30 0 0 n/a n/a
09/11/2018 05:45 0 0 n/a n/a
09/11/2018 06:00 0 0 n/a n/a
09/11/2018 06:15 0 0 n/a n/a
09/11/2018 06:30 0 0 n/a n/a
09/11/2018 06:45 0.06 1 n/a n/a
09/11/2018 07:00 0.14 1 n/a n/a
09/11/2018 07:15 0.07 1 n/a n/a
09/11/2018 07:30 0.28 3 n/a n/a
09/11/2018 07:45 5.02 31 n/a n/a
09/11/2018 08:00 3.47 32 n/a n/a
09/11/2018 08:15 1.12 10 n/a n/a
09/11/2018 08:30 0.26 2 n/a n/a
09/11/2018 08:45 0.14 2 n/a n/a
09/11/2018 09:00 0.10 1 n/a n/a
09/11/2018 09:15 0.16 2 n/a n/a
09/11/2018 09:30 0.11 1 n/a n/a
09/11/2018 09:45 1.25 15 n/a n/a
09/11/2018 10:00 0.36 5 n/a n/a
09/11/2018 10:15 0.73 8 n/a n/a
09/11/2018 10:30 0.35 2 n/a n/a
09/11/2018 10:45 0.41 1 n/a n/a
09/11/2018 11:00 0.24 3 n/a n/a
09/11/2018 11:15 0.12 1 n/a n/a
09/11/2018 11:30 0.11 1 n/a n/a
09/11/2018 11:45 0.28 3 n/a n/a
09/11/2018 12:00 0.06 1 n/a n/a
09/11/2018 12:15 0.14 1 n/a n/a
09/11/2018 12:30 0.31 3 n/a n/a
09/11/2018 12:45 1 4 n/a n/a
09/11/2018 13:00 0.61 6 n/a n/a
09/11/2018 13:15 0 0 n/a n/a
09/11/2018 13:30 0.50 3 n/a n/a
09/11/2018 13:45 0.17 1 n/a n/a
09/11/2018 14:00 0.21 2 n/a n/a
09/11/2018 14:15 0.15 1 n/a n/a
09/11/2018 14:30 0.25 3 n/a n/a
09/11/2018 14:45 0.96 8 n/a n/a
09/11/2018 15:00 9.37 71 n/a n/a
09/11/2018 15:15 0.51 5 n/a n/a
09/11/2018 15:30 0.98 8 n/a n/a
09/11/2018 15:45 1.72 14 n/a n/a
09/11/2018 16:00 1.42 17 n/a n/a
09/11/2018 16:15 1.16 7 n/a n/a
09/11/2018 16:30 2.95 25 n/a n/a
09/11/2018 16:45 1.73 17 n/a n/a
09/11/2018 17:00 0.45 5 n/a n/a
09/11/2018 17:15 0.78 5 n/a n/a
09/11/2018 17:30 0.28 4 n/a n/a
09/11/2018 17:45 5.77 3 n/a n/a
09/11/2018 18:00 0 0 n/a n/a
09/11/2018 18:15 0 0 n/a n/a
09/11/2018 18:30 0.10 1 n/a n/a
09/11/2018 18:45 0 0 n/a n/a
09/11/2018 19:00 0 0 n/a n/a
09/11/2018 19:15 0 0 n/a n/a
09/11/2018 19:30 0 0 n/a n/a
09/11/2018 19:45 0 0 n/a n/a
09/11/2018 20:00 0.21 1 n/a n/a
09/11/2018 20:15 0 0 n/a n/a
09/11/2018 20:30 2.76 1 n/a n/a
09/11/2018 20:45 0 0 n/a n/a
09/11/2018 21:00 0 0 n/a n/a
09/11/2018 21:15 0 0 n/a n/a
09/11/2018 21:30 0.56 2 n/a n/a
09/11/2018 21:45 0 0 n/a n/a
09/11/2018 22:00 0 0 n/a n/a
09/11/2018 22:15 0 0 n/a n/a
09/11/2018 22:30 0 0 n/a n/a
09/11/2018 22:45 0 0 n/a n/a
09/11/2018 23:00 0 0 n/a n/a
09/11/2018 23:15 0 0 n/a n/a
09/11/2018 23:30 0 0 n/a n/a
09/11/2018 23:45 0 0 n/a n/a
Grand Total 0.52 347 --- n/a
Results for Sensor Zone 'ExitA' in AP: 'APEG 9545'
Start Date: 09/11/2018 00:00 PDT
End Date: 09/12/2018 00:00 PDT
Reporting interval: 15 minutes, Speed Average: Averaged by car
694 Total Trips
Time (Beginning of
Interval)
Occup
(%) Volume
Median
Speed
(mph)
Avg Speed
(mph)
09/13/2018 00:00 0 0 n/a n/a
09/13/2018 00:15 0 0 n/a n/a
09/13/2018 00:30 0 0 n/a n/a
09/13/2018 00:45 0 0 n/a n/a
09/13/2018 01:00 0 0 n/a n/a
09/13/2018 01:15 0 0 n/a n/a
09/13/2018 01:30 0 0 n/a n/a
09/13/2018 01:45 0.99 2 n/a n/a
09/13/2018 02:00 0.17 1 n/a n/a
09/13/2018 02:15 0 0 n/a n/a
09/13/2018 02:30 0 0 n/a n/a
09/13/2018 02:45 0 0 n/a n/a
09/13/2018 03:00 0 0 n/a n/a
09/13/2018 03:15 0 0 n/a n/a
09/13/2018 03:30 0 0 n/a n/a
09/13/2018 03:45 0 0 n/a n/a
09/13/2018 04:00 0 0 n/a n/a
09/13/2018 04:15 0 0 n/a n/a
09/13/2018 04:30 0 0 n/a n/a
09/13/2018 04:45 0 0 n/a n/a
09/13/2018 05:00 0 0 n/a n/a
09/13/2018 05:15 0 0 n/a n/a
09/13/2018 05:30 0 0 n/a n/a
09/13/2018 05:45 0 0 n/a n/a
09/13/2018 06:00 0 0 n/a n/a
09/13/2018 06:15 0 0 n/a n/a
09/13/2018 06:30 0 0 n/a n/a
09/13/2018 06:45 0.07 1 n/a n/a
09/13/2018 07:00 0.11 1 n/a n/a
09/13/2018 07:15 0.17 2 n/a n/a
09/13/2018 07:30 0.25 3 n/a n/a
09/13/2018 07:45 4.25 31 n/a n/a
09/13/2018 08:00 5.10 34 n/a n/a
09/13/2018 08:15 1.36 15 n/a n/a
09/13/2018 08:30 0.33 3 n/a n/a
09/13/2018 08:45 0.61 5 n/a n/a
09/13/2018 09:00 0.76 4 n/a n/a
09/13/2018 09:15 0 0 n/a n/a
09/13/2018 09:30 0.37 1 n/a n/a
09/13/2018 09:45 0.11 2 n/a n/a
09/13/2018 10:00 0.20 2 n/a n/a
09/13/2018 10:15 0.09 1 n/a n/a
09/13/2018 10:30 0.49 4 n/a n/a
09/13/2018 10:45 0.65 2 n/a n/a
09/13/2018 11:00 0.83 4 n/a n/a
09/13/2018 11:15 0 0 n/a n/a
09/13/2018 11:30 0.53 4 n/a n/a
09/13/2018 11:45 0 0 n/a n/a
09/13/2018 12:00 0.09 3 n/a n/a
09/13/2018 12:15 0.24 2 n/a n/a
09/13/2018 12:30 0.32 2 n/a n/a
09/13/2018 12:45 0.15 1 n/a n/a
09/13/2018 13:00 0.21 2 n/a n/a
09/13/2018 13:15 0.52 4 n/a n/a
09/13/2018 13:30 0.26 3 n/a n/a
09/13/2018 13:45 0 0 n/a n/a
09/13/2018 14:00 0 0 n/a n/a
09/13/2018 14:15 0 0 n/a n/a
09/13/2018 14:30 0.36 3 n/a n/a
09/13/2018 14:45 1.45 9 n/a n/a
09/13/2018 15:00 9.28 68 n/a n/a
09/13/2018 15:15 0.80 10 n/a n/a
09/13/2018 15:30 0.30 3 n/a n/a
09/13/2018 15:45 0.38 2 n/a n/a
09/13/2018 16:00 0.50 4 n/a n/a
09/13/2018 16:15 0.55 3 n/a n/a
09/13/2018 16:30 0.27 3 n/a n/a
09/13/2018 16:45 0.70 5 n/a n/a
09/13/2018 17:00 0.74 3 n/a n/a
09/13/2018 17:15 0.78 4 n/a n/a
09/13/2018 17:30 1.40 6 n/a n/a
09/13/2018 17:45 0.33 1 n/a n/a
09/13/2018 18:00 1.19 3 n/a n/a
09/13/2018 18:15 0.69 3 n/a n/a
09/13/2018 18:30 0.75 2 n/a n/a
09/13/2018 18:45 0.70 3 n/a n/a
09/13/2018 19:00 0.40 4 n/a n/a
09/13/2018 19:15 1.44 10 n/a n/a
09/13/2018 19:30 0.93 5 n/a n/a
09/13/2018 19:45 1.19 6 n/a n/a
09/13/2018 20:00 1.99 8 n/a n/a
09/13/2018 20:15 0.81 5 n/a n/a
09/13/2018 20:30 1.34 4 n/a n/a
09/13/2018 20:45 0.67 5 n/a n/a
09/13/2018 21:00 1.62 15 n/a n/a
09/13/2018 21:15 0.56 4 n/a n/a
09/13/2018 21:30 1.22 2 n/a n/a
09/13/2018 21:45 0 0 n/a n/a
09/13/2018 22:00 0 0 n/a n/a
09/13/2018 22:15 0 0 n/a n/a
09/13/2018 22:30 0.58 2 n/a n/a
09/13/2018 22:45 0 0 n/a n/a
09/13/2018 23:00 0 0 n/a n/a
09/13/2018 23:15 0 0 n/a n/a
09/13/2018 23:30 0 0 n/a n/a
09/13/2018 23:45 0 0 n/a n/a
Grand Total 0.55 344 --- n/a
Results for Sensor Zone 'ExitA' in AP: 'APEG 9545'
Start Date: 09/13/2018 00:00 PDT
End Date: 09/14/2018 00:00 PDT
Reporting interval: 15 minutes, Speed Average: Averaged by car
688 Total Trips
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Hillbrook School Bus Routes 2018-19
San Jose AM Route Bus Stops
Arrives at: 7:05 AM
1309 Willow Street, San Jose, 95125
VTA stop
Arrives at: 7:10 AM
Meridian & Hamilton
(VTA stop in front of Walgreens)
Arrives at: 7:18 AM
3053 Meridian Ave, San Jose, 95124
Front of Wells Fargo parking lot
Arrives at: 7:23 AM
Meridian & Corte De Callas
VTA bus across the street from Lunardi’s
Arrives at: 7:33 AM
14184 Blossom Hill Rd, Los Gatos, 95032
Blossom Hill Square Shopping Center (behind US Bank)*
Arrives at: 7:45 AM
16445 Shannon Road, Los Gatos, 95032 (Blossom Hill Park
AM bus on this route reaches Hillbrook at 7:50 AM.
EXHIBIT 6
Hillbrook School Bus Routes 2018-19
San Jose PM Route Bus Stops
PM bus on this route departs Hillbrook at 3:10 PM
Arrives at: 3:15 PM
16370 Shannon Road, Los Gatos, 95032
Blossom Hill Park
Arrives at: 3:23 PM
14184 Blossom Hill Rd., Los Gatos, 95032
Blossom Hill Square Shopping Center (behind US Bank)*
Arrives at: 3:38 PM
4650 Meridian Ave, San Jose, 95124
Lunardi’s (parking lot near Meridian Ave)
Arrives at: 3:45 PM
3053 Meridian Ave, San Jose, 95124
(Front of Wells Fargo parking lot)
Arrives at: 3:50 PM
1580 Hamilton Ave, San Jose, 95125
Meridian Shopping Center-near Rite Aid Sign
Arrives at: 3:55 PM
1309 Willow Street, San Jose, 95125
(VTA stop)
Hillbrook School Bus Routes 2018-19
Los Altos AM Route Bus Stops
Arrives at: 7:05 AM
1975 Grant Rd., Los Altos, 94024
Woodland Branch Library
Arrives at: 7:20 AM
12988 Saratoga Sunnyvale Rd Suite A., Saratoga, 95070
Argonaut Shopping Center (near Union Bank)
Arrives at: 7:25 AM
20390 Park Place, Saratoga, 95070
Village School of Saratoga
Arrives at: 7:30 AM
18840 Saratoga-Los Gatos Rd., Los Gatos, 95030
La Hacienda Inn
Arrives at: 7:40 AM
16880 Kennedy Rd. at Gem Ave., Los Gatos 95032
AM bus on this route arrives at Hillbrook at 7:50 AM.
Los Altos PM Route Bus Stops
PM bus departs Hillbrook at 3:10 PM.
Arrives at: 3:25 PM
18840 Saratoga-Los Gatos Rd., Los Gatos, 95030
La Hacienda Inn
Arrives at: 3:30 PM
Hillbrook School Bus Routes 2018-19
20390 Park Place, Saratoga, 95070
Village School of Saratoga
Arrives at: 3:35 PM
12988 Saratoga Sunnyvale Rd Suite A., Saratoga, 95070
Argonaut Shopping Center (near Union Bank)
Arrives at: 3:50 PM
1975 Grant Rd., Los Altos, 94024
Woodland Branch Library
Hillbrook School Bus Routes 2018-19
Saratoga AM Bus Stops
Arrives at 7:15 AM
18925 Bell Grove Circle, at Saratoga Ave., Saratoga, 95070
Arrives at: 7:25 AM
14107 Winchester Blvd., Los Gatos 95030
Vasona Station (Aldo’s parking lot)
Arrives at: 7:30 AM
15861 Winchester Blvd, at Via Sereno (VTA stop), Monte Sereno, 95030*
Arrives at: 7:35 AM
276 N Santa Cruz Ave., Los Gatos, 95030
Public Parking Lot behind Manresa Bread
AM bus on this route arrives at Hillbrook at 7:50 AM.
Saratoga PM Route Bus Stops
PM bus on this route departs Hillbrook at 3:10 PM.
Arrives at: 3:15 PM
Kennedy Rd./Ferris Ave., Los Gatos
Arrives at 3:25 PM
140 Saratoga Los Gatos Rd Los Gatos, 95032
(near Chase Bank & Coldwell Banker back parking) Public Parking Lot*
Arrives at 3:30 PM
17480 Shelburne Way, Los Gatos, 95030*
(across the street from Los Gatos Dog & Cat Hospital)
Hillbrook School Bus Routes 2018-19
Arrives at: 3:40 PM
14107 Winchester Blvd., Los Gatos 95030
Vasona Station (Aldo’s parking lot)
Arrives at 3:50 PM
18925 Bell Grove Circle & Saratoga Ave., Saratoga, 95070
Hillbrook School Bus Routes 2018-19
Los Gatos AM Bus Stops*
Arrives at 7:25 AM
15549 Union Ave Los Gatos, 95032
Safeway Parking Lot (near Starbucks)
Arrives at 7:40 AM
15545 Los Gatos Blvd., Los Gatos (FedEx Kinkos parking lot)
Los Gatos PM Bus Stops
PM bus on this route departs Hillbrook at 3:10 PM
Arrives at 3:15 PM
Shir Hadash
20 Cherry Blossom Ln. Los Gatos, 95032
Arrives at 3:30 PM
15549 Union Ave. Los Gatos, 95032
Safeway Parking Lot (near Starbucks)
Hillbrook School Bus Routes 2018-19
Late Afternoon Shuttle Stops*
Late Afternoon Courtesy Shuttles for students participating in Afterschool Athletics and Enrichment
classes.
Departs Hillbrook 3:50 PM 4:20 PM 4:50 PM 5:20 PM
Shir Hadash 3:55 PM 4:25 PM 4:55 PM 5:25 PM
Miles Ave 4:05 PM 4:35 PM 5:05 PM 5:35 PM
Los Gatos Library 4:10 PM 4:40 PM 5:10 PM 5:40 PM
Shir Hadash
20 Cherry Blossom Lane, Los Gatos, 95032
Miles Ave, Los Gatos, 95030
(Parking lot next to Balzer Field)
Los Gatos Library
100 Villa Ave, Los Gatos, 95030
Dear Commissioners,
The following is our annual update to the Planning Commission. This update details our compliance with
the conditional use permit. As the Planning Commission is aware, the Town Council approved a new CUP
for the school in March 2015. Since that approval more than three years ago, the school has been in full
compliance.
We feel Hillbrook remains fully in compliance with the new CUP. In particular, the school has:
●posted the exception days and a list of the evening events for the 2018-19 school year
on our publicly accessible neighborhood section of our website as of August 1, 2017.
(http://www.hillbrook.org/Page/The-Power-of-Hillbrook/A-Joyful-Community/Our-Neig
hborhood). See below for full list of exception days and events.
●reorganized our athletic program so that we only have athletic contests on campus
three days a week and only two days outside
●maintained a robust and mandatory Traffic Demand Management plan (TDM plan).
Highlights of the plan can be found on our website
(http://www.hillbrook.org/page/student-life/transportation).
●Installed and continued to monitor the traffic count monitoring system as approved by
the Town of Los Gatos.
●Worked with the Los Gatos Parks & Public Works department to ensure approval of any
new bus stops as explained in the CUP.
●Enrolled no more than the 414 maximum number of students for the 2018-19 school
year. As of the first day of school, August 30, we have 383 students enrolled.
●Reduced our summer programs to be in compliance with the requirements described in
the CUP.
Over the last few years, we have implemented measures to manage our traffic and to ensure our
compliance with the CUP. We have an extensive Traffic Demand Management Plan (TDM plan), that
includes:
●A clear expectation of all families that they bike, walk, shuttle, or carpool to school each day.
●A Transportation Coordinator who oversees our TDM and ensures that families understand the
expectations and are given support in meeting the requirements.
●Four shuttles that bring students to and from school each day. For the 2017-18 school year, we
averaged 142 students taking the shuttle in the morning and 122 students taking the shuttle in
the afternoon, an increase over the previous year. Overall, 40 percent of students are
consistently using the shuttles.
●An active carpooling program, that includes online maps that help families identify carpool
buddies. The Transportation Coordinator supports families looking for carpool matches. In
addition, we have formed a partnership with Zum to support carpooling.
●Marching Mondays where large groups of students and parents walk to school together from
Blossom Hill Park. This weekly event encourages walking and has led to more regular walkers
and bikers to school.
EXHIBIT 7
●A traffic and safety monitor who provides a daily presence in the neighborhood as well as
extensive signage that reminds people to drive slowly through the neighborhood (25 mph on
Lower Marchmont and 15 mph on Upper Marchmont).
●Active participation in Safe Routes to School. Hillbrook is the only private school in Los Gatos
that is an active member of this important organization.
●Various measures to encourage employee carpooling and alternative transportation options,
including financial incentives for using alternative forms of transportation.
The following are the exception days for the 2018-19 school year (days in which the school can have up
to 480 cars exiting campus):
Family Fun Night* - September 7, 2018
Back To School Night* - September 13, 2018
Winter Concert* - December 19, 2018
Middle School Open House - January 16, 2019
JK/K Open House - January 23, 2019
8th Grade Musical* - March 27, 2019
8th Grade Musical* - March 28, 2019
1st-4th Spring Concert - April 26, 2019
Alumni Celebration* - May 10, 2019
JK/K Family Celebration - May 17, 2019
The following are the evening & weekend events for the 2018-19 school year:
Family Fun Night - September 7, 2018
Back To School Night - September 13, 2018
Fall Open House - November 3, 2018
Winter Concert - December 19, 2018
8th Grade Musical - March 27, 2019
8th Grade Musical - March 28, 2019
Alumni Celebration - May 10, 2019
5th Grade Living History Celebration - May 23, 2019
8th Grade Recognition Ceremony - June 3, 2019
The Planning Commission will see when it reviews our traffic from the 2017-18 school year that we are
successfully meeting the expectation of the daily cap of 880 cars (or 440 cars exiting campus). We had
no violations of the daily cap during the 2017-18 school year.
In addition, we have worked to meet the expectations set out by the Planning Commission at last year’s
meeting to ascertain the operation of the monitoring systems in coordination with Sensys. We
connected with Sensys to conduct our own review of the data, conducting video counts with our own
equipment and comparing those counts to the Sensys data. We shared those results with the Sensys
team and they affirmed that the system was working properly. We also communicated with W-Trans
what we had done with Sensys.
We feel confident that the measures we have implemented these past few years will ensure we remain
in compliance with the traffic conditions as we increase our enrollment this year.
We have worked hard to prepare for the successful implementation of this new CUP, and we continue to
make a concerted effort to be a positive member of the greater Marchmont neighborhood and the Los
Gatos community.
Sincerely,
Mark Silver Chuck Hammers
Head of School Chair, Board of Trustees
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PREPARED BY: JOCELYN PUGA
Associate Planner
Reviewed by: Planning Manager and Community Development Director
110 E. Main Street Los Gatos, CA 95030 ● 408-354-6874
www.losgatosca.gov
TOWN OF LOS GATOS
PLANNING COMMISSION
REPORT
MEETING DATE: 09/27/2017
ITEM NO: 2
DESK ITEM
DATE: SEPTEMBER 27, 2017
TO: PLANNING COMMISSION
FROM: JOEL PAULSON, COMMUNITY DEVELOPMENT DIRECTOR
SUBJECT: CONDITIONAL USE PERMIT APPLICATION U-12-002. PROJECT LOCATION:
300 MARCHMONT DRIVE. APPLICANT/PROPERTY OWNER: MARK
SILVER/HILLBROOK SCHOOL.
ANNUAL REVIEW OF AN APPROVED CONDITIONAL USE PERMIT
MODIFICATION TO INCREASE SCHOOL ENROLLMENT FOR AN EXISTING
PRIVATE SCHOOL (HILLBROOK SCHOOL) ON PROPERTY ZONED HR-1.
APNS 532-10-001 AND 532-11-011.
REMARKS:
Exhibit 8 includes public comments received between 11:01 a.m., Thursday, September 21,
2017 and 11:00 a.m., Wednesday, September 27, 2017.
In response to some of the public comments received, Parks and Public Works staff have
prepared the following responses:
Spring Manual Count
1.As a result of an error, the required three-day manual counts for the Spring 2016 semester
were not counted. W-Trans has prepared a memorandum outlining the monitoring process
for the current 2017-2018 school year and implementation for the future school years. The
process proposed by W-Trans builds in additional layers of oversight control to ensure all
data collection and reports are completed and submitted on time (Exhibit 9).
Manual Count versus Sensys Data
1.Based on past and present data, the Sensys counters appear to be undercounting most of
the time when compared to manual counts and the difference appears to be increasing.
EXHIBIT 8
PAGE 2 OF 2
SUBJECT: 300 MARCHMONT DRIVE/U-12-002
DATE: SEPTEMBER 27, 2017
N:\DEV\PC REPORTS\2017\Marchmont 300 DESK.docx 9/27/2017 11:27 AM
This is possibly due to lack of maintenance calibration. The 2017 Fall semester monitoring
report prepared by W-Trans recommended that the Sensys sensors be calibrated for the
2018 trimester. Staff recommends that Hillbrook work with Sensys to re-calibrate the
sensors at the beginning of each semester and that the results be submitted to W-Trans for
inclusion in the semester reports.
Sensys Data Collection
1.The Sensys data collection system has redundant sensors, both Sensors A and B track
vehicles exiting Hillbrook school. The back-up tube data would be required for evaluation if
both Sensor A and Sensor B were to go off-line at the same time.
2.W-Trans contacted Hillbrook School when it was discovered that Sensor A was not working.
Hillbrook School was aware that the sensor was down and had contacted Sensys. Based on
information provided by Hillbrook staff, the Sensys contact for Hillbrook was on an
extended leave and the School was not able to get the next Sensys engineer to trouble
shoot and repair the sensor in a timely manner. The sensor went off-line on July 13, 2017.
A new sensor was installed and brought on-line on September 12, 2017. With the
implementation of Town staff’s recommendation of maintenance calibration at the
beginning of each semester, it provides an opportunity for W-Trans to identify a failing
sensor before it goes off-line.
EXHIBITS:
Previously received with September 27, 2017 Staff Report:
1.Location Map
2.Required Findings (one page)
3.Conditional Use Permit U-12-002 (four pages)
4.Traffic Consultant’s Report, received on September 18, 2017 (eight pages)
5.Hillbrook School Bus Stops for 2017-2018 School Year (one page)
6.Hillbrook School Letter of Justification, received August 24, 2017 (three pages)
7.Public Comments received by 11:00 a.m., Thursday, September 21, 2017
Received with this Desk Item:
8.Public Comments received between 11:01 a.m., Thursday, September 21, 2017 and 11:00
a.m., Wednesday, September 27, 2017
9.W-Trans Manual Data Collection Workflow for Hillbrook School, received August 24, 2017
(two pages)
Memorandum
Date: August 24, 2017
Ms. Lisa Peterson
Town Engineer
Town of Los Gatos
41 Miles Avenue
Projed: LGA004-2
To:
Los Gatos, CA 95030
From: Mark Spencer mspencer@w-trans.com
Nick Bleich nblelch@w-trans.com
Subject: Manual Data Collectlon Workflow for Hillbrook School Monitoring 2017-2018 School Year
In response to our failure to collect one of the three required 3-day manual counts (12 hours per day) during the
2016-2017 monitoring cycle, W-Trans has prepared this memorandum to outline the data collection process for
the Hlllbrook School Conditional Use Permit monitoring for the 2017-2018 school year. This process bullds in
additional layers of oversight (at no additional cost to the Town of Los Gatos) to ensure that all data collection
methods (Sensys, tube data and video count/manual data) are completed and submitted on time.
Updated Data Collection Workflow
1.Before Hillbrook School Year 2017-2018 (August 2017) set calendar reminders for the beginning of each
trimester to schedule data collection with National Data & Surveying (NDS) Services
a.Calendar reminders will be sent to the following staff for redundancy
i.Principal - Mark Spencer
ii.Project Engineer - Nick Bleich
iii.Data Collection Lead at W-Trans -Hannah Yung
b.An additional reminder will be set for two weeks into each trimester for additional redundancy
2.First day of each Hiilbrook School Trimester (Fall, Spring, Summer)
a.Project engineer wlll select dates for data collection, during the first six weeks of the trimester
b.Data collection lead will contact NOS to confirm availability for data collection
c.Data collection dates will be confirmed and added to both the project engineer's and principal's
calendars
3.Week of scheduled data collection
a.Data collection lead to follow up with NOS confirming planned data collection
b.Project engineer to make site visit during data collection to note any atypical conditions at the
Hlllbrook School Driveway
c.Data collectlon lead at the end of the week to follow up with NOS to confirm data collection and
identify an issues in data collection
4.Upon receipt of data from NOS
a.Project engineer will review data for completeness and contact NOS if data is missing
b.Project engineer will download Sensys Data for the same 12 hour period as the manual counts
and request the backup counter data from Hillbrook School
c.Project engineer will compare all three available data sources and summarize in letter report to
transmitto Town staff within two weeks of the manual counts
S.If the manual counts exceed the Sensys counts by more than five percent and where the readings are
above the allowed maximum number of daily trips
505171h Street 2nc1 Floor Oakland, CA 94612 610.444.2600 w-trens.com
SANTAROSA•OAKLAND•SANJOSE Exa:IBIT9
Ms. Lisa Peterson Page2 August 24, 2017
a. Project engineer will work with data collection lead at W-Trans to schedule one-week (seven
days) of mechanical hose counts
b. Data collection lead will contact NOS to schedule mechanical hose counts prior to the end of the
current trimester
6. Upon receipt of mechanical hose counts from NOS
a. Project engineer will review data for completeness and contact NOS if data is missing
b . Project engineer will download Sensys Data for the same one week period as the mechanical
hose counts and request the backup counter data from H.illbrook School
c. Project engineer will compare all three available data sources and summarize in letter report to
transmit to Town staff within two weeks of the manual counts
2017 -2018 School Year Monitoring Tasks and Tlmellne
D August Data Download - First week of September send to Town
D September Data Download -First week of October send to Town
D Fall Trimester Manual Data Collection -Collect data second week of October
D Fall Trimester Site Visit -During manual data collection
D Fall Trimester Data Collection Summary Memo -Send to Town within two weeks of receiving data from
NOS (data processing takes approximately one week)
D October Data Download - First week of November send to Town
D Fall Trimester Out-of-Compliance Counts (if necessary)
D Fall Trimester Out-of-Compliance Count Summary Memo (if necessary) -Send to Town within two weeks
of rece iving data from NOS (data processing takes approximately one week)
D November Data Download - First week of December send to Town
D December Data Download - First week of January send to Town
D Fall Trimester Summary Memo -Send to Town by the third week of January
D January Data Download -First week of February send to Town
D Spring Trimester Manual Data -Collect data third week of February
D Spring Trimester Site Visit -During manual data collection
D Spring Trimester Data Collection Summary Memo -Send to Town within two weeks of receivi ng data
from NOS (data processing takes approx imately one week)
D February Data Download -First week of March send to Town
D Spring Trimester Out-of-Compliance Counts (if necessary)
D Spring Trimester Out-of-Compliance Count Summary Memo (if necessary) -Send to Town within two
weeks of receiving data from NOS (data processing takes approximately one week)
D March Data Download -First week of April send to Town
D April Data Download - Frist week of May send to Town
D May Data Download -First week of June send to Town
D Spri ng Tri mester Summary Memo -Send to Town two weeks after the last day of school (approximately
last week of June)
D June Data Download -First week of July send to Town
D Summer Trimester Manual Data Collection -Collect data second week of July
D Summer Trimester Site Visit -During manual data collection
D Summer Trimester Data Collection Summary Memo -Send to Town within two weeks of receiving data
from NOS (data processing takes approximately one week
D July Data Download -First week of August send to Town
D Summer Trimester Out-of-Compliance Counts (If necessary)
D Summer Trimester Out-of-Compliance Count Summary Memo (if necessary) -Send to Town within two
weeks of receiving data from NOS (data processing takes approximately one week)
D Annual Summary Memo (Entire School Year) -Send to Town third week of August, approximately one
week p rior to start of 2018 -2019 school year
MES/nfb/LGA004-2.M4