300 Marchmont Dr - Staff Report and Exhibits 1-7
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
DATE: SEPTEMBER 22, 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.
RECOMMENDATION:
Approval of an annual review and request to increase school enrollment, subject to the
recommended conditions of approval.
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, &
R-1:20
South Residential Low Density Residential &
Agriculture
R-1:10, R-1:12,
& RC
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SUBJECT: 300 MARCHMONT DRIVE/U-12-002
SEPTEMBER 22, 2017
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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 and was certified by the Planning
Commission on October 6, 2014. No further environmental analysis is required for this
request.
Compliance with Conditional Use Permit U-12-002.
ACTION:
Grant the applicant’s request to increase enrollment for the 2017-2018 school year by up to 33
students.
BACKGROUND:
On September 24, 2014, September 30, 2014, and October 6, 2014, the Planning Commission
held public hearings and considered certification of a Final Environmental Impact Report (EIR)
and a request to modify a Conditional Use Permit (CUP) to increase school enrollment and
modify operations of an existing private school (Hillbrook School). On October 6, 2014, the
Planning Commission certified the EIR and approved the CUP modification.
Both the applicant, Hillbrook School/Mark Silver and Patti Elliot et. al. filed appeals of the
decision of the Planning Commission. The Town Council heard testimony and received
documentary evidence from the appellants and all interested persons on the following dates:
January 13, 2015, February 17, 2015, and March 17, 2015. On March 17, 2015, the Town
Council adopted Resolution 2015-018 denying the appeals of the decision of the Planning
Commission and approving a request to modify a CUP to incrementally increase school
enrollment and modify operations of an existing private school (Hillbrook School) subject to
modified conditions of approval (Exhibit 3).
On November 3, 2015, the Town Council held the required public hearing for an 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 the 2016-2017 school year.
East Residential Hillside Residential
& Open Space
R-1:10, R-1:12,
& RC
West Residential Low Density Residential R-1:8
& R-1:10
PAGE 3 OF 6
SUBJECT: 300 MARCHMONT DRIVE/U-12-002
SEPTEMBER 22, 2017
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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 an 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 the 2017-2018 school year.
PROJECT DESCRIPTION:
A. Location and Surrounding Neighborhood
The project is located at 300 Marchmont Drive, at the east end of Marchmont Drive, south
of Shannon Road and east of Los Gatos Boulevard.
B. Project Summary
The applicant is requesting approval of the annual review and request to increase school
enrollment by an additional 33 students for a total of 414 students, the maximum permitted
by the CUP.
C. Zoning Compliance
The zoning designation, Hillside Residential (HR), allows a school pursuant to the approved
Conditional Use Permit.
D. Conditional Use Permit
The applicant is requesting approval for the final addition of 33 students for the 2018-2019
school year as permitted by condition #15 (Exhibit 3). The applicant provided a letter of
justification (Exhibit 6) describing the actions taken to comply with their CUP as outlined
below:
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 and 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
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SUBJECT: 300 MARCHMONT DRIVE/U-12-002
SEPTEMBER 22, 2017
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Worked with the Parks and Public Works Department to ensure approval of existing and
proposed bus stops as required by condition #20 (Exhibit 3) and provided in Exhibit 5;
and
Enrolled no more than 381 students for the 2017-2018 school year as required by
condition #15 (Exhibit 3). As of August 30, 2017, there were 357 students enrolled.
ANALYSIS:
A. Traffic
The Town’s traffic consultant, W-Trans, completed a video review of the traffic count for
the fall 2017 semester on September 5, September 6, and September 7, 2017 as required by
condition #19 (Exhibit 3). A report was prepared by W-Trans comparing the video count
data with the Sensys data which is provided in Exhibit 4. As detailed in the report, on these
three days vehicle trips did not exceed the maximum of 880 daily vehicle trips. The average
number of daily vehicle trips for the period of three days was 772.
On September 5th, September 6th, and September 7th, the manual count exceeded the
Sensys data by more than the five percent; however, the manual count did not exceed
Hillbrook’s maximum allowable vehicle trips of 880. The average difference between the
manual count and Sensys data for the three-day period was 8.46 percent. W-Trans stated
that while the average difference exceeded five percent, even if the largest percentage
difference (9.43 percent) from September 5th was added to the Sensys count from each
school day, Hillbrook would still not exceed the maximum allowable number of 880 daily
trips (Exhibit 4).
Hillbrook School may designate 10 days per year that can be removed from the maximum
number of allowable daily vehicle trips and are referred to as “exception days” in condition
#17 (Exhibit 3). Exception days shall not exceed 960 maximum daily vehicle trip s as allowed
by condition #17 (Exhibit 3). As discussed in the report by W-Trans, September 8, 2017 of
the fall 2017 semester had been identified as an exception day on Hillbrook’s school
calendar. September 8, 2017 had 712 vehicle trips, which is under both the number of
maximum allowable daily vehicle trips for an exception day and the maximum allowable
daily vehicle trips for a non-exception day.
By increasing the number of students above 315 in August of 2016, Hillbrook School vested
the CUP and was also required to install tube counters as a backup to the existing
embedded counters (condition #19, Exhibit 3). The tube counters are located in both the
entrance and exit lanes just outside Hillbrook School’s gate. The tube counters count the
total number of trips, both entrance and exit trips. In August of 2017, W-Trans completed a
site visit to Hillbrook School to confirm that the tube counters were not visually damaged
and confirm that they were working properly.
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SUBJECT: 300 MARCHMONT DRIVE/U-12-002
SEPTEMBER 22, 2017
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On July 13, 2017, the Exit A sensor as part of the Sensys count system went offline and was
identified by W-Trans during their monthly data download in August of 2017. The sensor
was offline for approximately two months, brought back online on September 12, 2017, and
verified to be functioning properly by W-Trans.
B. Environmental Review
An Environmental Impact Report (EIR) was 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.
CONCLUSION:
A. Summary
Staff recommends that the Planning Commission take the actions in the recommendation
section below to grant approval of an annual review and request to increase School
enrollment by an additional 33 students for a maximum of 414 students for the 2018-2019
school year as Hillbrook School is in compliance with their CUP.
B. Recommendation
Based on the analysis above, staff recommends approval of the annual review and request
for additional students. 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 Conditional Use Permit (Exhibit 2).
C. Alternatives
Alternatively, the Commission can:
1. Continue the matter to a date certain with specific direction; or
2. Deny the request.
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SUBJECT: 300 MARCHMONT DRIVE/U-12-002
SEPTEMBER 22, 2017
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EXHIBITS:
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
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 a l.)
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PLANNING COMMISSION – September 27, 2017
REQUIRED FINDINGS:
300 Marchmont Drive
Conditional Use Permit Application U-12-002
Annual review of a Conditional Use Permit modification to increase school
enrollment of 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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EXHIBIT 2
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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 (8h) 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,
1
EXHIBIT 3
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.
2
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.
3
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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Memorandum
Date: September 18, 2017
To: Mr.Jessy Pu
Traffic Engineer -Town oflos Gatos
Project: LGA004-2
From: Mark Spencer
mspencer@w-trans .com
Nick Bleich
nbieich@w-trans.com
Subject: Hillbrook School Monitoring for Planning Commission -Fall 2017
W-Trans has initiated the 2017 -2018 traffic monitoring of Hlllbrook School in Los Gatos. We have verified the
functionality of the Sensys system and HlllbrookSchool has ensured thatthe backup pneumatictube counters are
functioning property. On July 13, 2017, the Exit A sensor as part of the Sensys count system went offllne. The down
sensor was discovered by W-Trans during the monthly data download In August 2017. W-Trans contacted the
school to Inquire about the down sensor. Hillbrook School conflrmed that they were aware of the down sensor
and were actively monitoring the remaining sensor and working with Sensys to fix the problem. The Exit A sensor
was brought back on line on September 12, 2017 and is currently functioning properly.
W-Trans recently conducted thr~ay video counts (12 hours per count), manually counted from the video
recording, at the location of the Sensys counters on September Slh, 6m, and Jlh from 7:00 a.m. to 7:00 p.m. In order
to capture the new trips generated by the Increase In enrollment at Hlllbrook School. The purpose of this memo
Is to summarize the results of the three-day counts and compare the data to Sensys data for the same time period.
Overall, the Sensys counts are lower than the video counts. The average difference between the video counts and
the Sensys counts is 8.46%. The number of trips did not exceed the Conditional Use Permit maximum number of
trips during the data collection period.
Existing Conditions
The Hlllbrook 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 vehide trips shall not exceed sso.· The School
has identified 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. The school maintains two Sensys
magnetometer traffic counters embedded in the pavement of the exit lane outside the school's gate,
approximately 10 feet apart. These magnetometers (Sensys counters) are callbrated to detect the presence of
vehicles and motorcycles but not bicycles or other non-motorized means of transportation. Hlllbrook 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.
A permanent backup pneumatic tube counter, a MetroCount MC56000Vehicle 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 classtfy vehicles based
505 17111 Stree t 2nd Fl oor Oakla nd, CA 94612 510.444.2600 w-trans.com
SANTAROSA•OAKLAND•SANJOSE
EXHIBIT 4:
Mr.Jessy Pu Page2 September 18, 2017
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.
In August 2017, W-Trans performed a site visit and confirmed that the MetroCount system is not visually damaged
and the school confirmed they are functioning properly. While the Sensys system can be accessed remotely
on line, the MetroCount system is local to the School's network. The School has agreed to actively provide W-Trans
with backup data directly from the MetroCount system when data from both Sensys Exit A and Exit B sensors is
unavailable.
12-hour Manual Counts and Observations
Traffic counts were obtained on Marchmont Drive September 5th, 6m, and 7111 from 7:00 a.m. to 7'1XJ p.m . These
days represent typical school days, there were no large school events or fieldtrips scheduled during the counts.
The manual counts were then compared to the Sensys data for the same time period in Table 1.
Date Day of the Week Counts Summary of Counts
(#of Vehicles)
Video Sensys Percent Difference Difference In Trips
09/05/17 Tuesday 811 738 9.43% 73
09/06/17 Wednesday 710 658 7.60% 52
09/07/17 Thursday 794 731 8.26% 63
Average 772 709 8.46% 63
Note: Bold Red = value exceeds conditional use permit threshold
The video counts conducted by W-Trans were manually counted and reviewed to ensure accuracy. The video
counts were higher than the Sensys counts, and on all three days the difference larger than five percent. The
average difference, overall, was larger than five percent. If the largest percent difference (9.43%) were added to
the Sensys count from each school day during the 2017 Fall Trimester, Hillbrook School still would not exceed the
maximum number of daily trips.
The video counts represent entrance and exit trips from 7:00 a.m . to 7:00 p .m ., broken down into 15 minute
intervals. The Sensys counts represent the exit trips 7'1XJ a.m. to 7:00 p.m. Previously, In order to convert exit trips
to both entra nee and exit trips, the maximum count from either Exit A or Exit B was determined and then doubled
(assuming one trip in equal one trip out). In this case, with Exit A offline, the count from Exit B was doubled to
convert exit trips to both entrance and exit trips. Since the counts were for a defined time period, ending at 7:00
p.m. a vehicle could be counted In the video counts as an entrance trip, but may have remained on campus
beyond the end of the count period. The Sensys counts rely on exit trips to calculate total trips and a vehicle
remaining on campus beyond the end of the count period would not be counted by the Sensys system.
Conclusions
• The video counts and the Sensys counts, on average, were 8.46% different. However, the total number of
trips for the video counts did not exceed the Conditional Use Permit maximum number of trips.
• For reference, if 9.43% more trips, the largest difference between the video counts and the Sensys counts,
were added to each school day during the Fall Trimester since the enrolment was increased, the daily number
of trips would not exceed the Conditional Use Permit maximum number of trips.
Mr.Jessy Pu Page3 September 18, 2017
• The Sensys system and MetroCount backup system are functioning property, as of September 13, 2017. The
Exit A sensor was brought back online on September 12, 2017 after bei ng offline for approxi mately two
months.
• 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 12, 2017.
Recommendation
• Hillbrook School should work with Sensys to recalibrate and evaluate the data collection system. The
recalibration will be verified during the routine Spring Trimester manual data collection. Hillbrook School
should submit the results of the Sensys recalibration to W-Trans for inclusfon In the Fall Trimester report.
MES/nfb/LGA004-2.M6
Attachments: Fall Trimester Video Count Summary
Sensys Data Download for Comparison
Mr.Jessy Pu Page4 September 18, 2017
Date Day of the Week Sensys Counts Summary of Se nsys Counts Notes
(#of Vehldes)
Exit A ExltB Percent Dally Trips
Difference
08/30/17 Wednesday 0 272 544 Exit A Sensor Down
08/31/17 Thursday 0 339 678 Exit A Sensor Down
09/01/17 Friday 0 343 686 Exit A Sensor Down
09102117 Saturday 0 21 42 Exit A Sensor Down
09/03117 Sunday 0 13 26 Exit A Sensor Down
09/04/17 Monday 0 24 Labor Day-Exit A
48 Sensor Down
09/05/17 Tuesday 0 375 750 Exit A Sensor Down
09/06/17 Wednesday 0 338 676 Exit A Sensor Down
09/07/17 Thursday 0 372 744 Exit A Sensor Down
09/08/17 Friday 0 356 712 Exception Day-
Exit A Sensor Down
09/09/17 Saturday 0 14 28 Exit A Sensor Down
09/10117 Sunday 0 18 36 Exit A Sensor Down
09/11/17 Monday 0 287 574 Exit A Sensor Down
09/12/17 Tuesday 245 348 696 Exit A Sensor Down
Note: Green Text= value below conditional use permit threshold
Day: TIH!Mlay
o.te: 9/5/"lDl.7
Pnpered by NDS/AlD
VOLUME
Marchmont Or bet Karen Ct & the school gate
City: Los Gatos
PrDJICt#: CA17_7690_001
1 OA!L "f TOTALS I roud
1111
00:00 0 0 U: l 3
00:15 0 0 U:15 0 1
00:30 0 0 12:30 1 0
00:45 0 0 12:45 3 5 0 9
01:00 0 0 0 13:00 0 2 2
01:15 0 0 0 13:15 0 0 0
01:30 0 0 0 13:30 3 3 6
01:45 0 0 0 13:45 5 2 7 4 12
02:00 0 0 0 14:00 4 4 8
02!15 0 0 0 14:15 6 2 8
02:30 0 0 0 14:30 27 11 38
02:45 0 0 0 14:45 7 74 15 2 52 1C6
03:00 0 0 0 15:00 23 46 69
03:15 0 0 0 15:15 5 32 37
03:30 0 0 0 15:30 6 12 18
03:45 0 0 0 15:45 3 37 7 91 10 134
04:00 0 0 0 16. s 10 1S
04:15 0 0 0 16:15 4 8 12
04:30 0 0 0 16:30 23 12 35
04:45 0 0 16:45 2 54 41 7 63 125
05:00 0 0 17:00 8 26 34
05:15 0 0 17:15 6 11 17
05:30 0 0 17:30 5 8 13
05:45 0 0 17• 19 2 47 2 66
06:00 0 0 0 :00 1 1 2
06:15 0 0 D 18:15 1 1 2
06:30 0 0 0 18:30 1 1 2
06:45 0 0 0 18:45 3 0 0 6
07:00 8 1 9 19:00 0 0 0
07:15 18 1 19 19:15 0 0 0
07:30 41 7 48 19:30 0 0 0
07:45 65 132 23 32 88 164 19:45 0 0 0
08:00 31 29 60 20:00 0 0 0
08:15 10 29 39 20:15 0 0 0
08:30 8 20 28 20:30 0 0 0
08:45 3 2 80 132 20:45 0 0
09:00 1 7 8 21:00 0 0 0
09:15 2 1 3 21:15 0 0 0
09:30 2 5 7 21:30 0 0 0
Oii:45 1 6 10 23 11 29 21:45 0 0 0
10:00 3 4 1 ·oo 0 0 0
10:15 l 0 1 22:15 0 0 0
10:30 2 1 3 ZZ:30 0 0 0
10:45 3 8 17 22:45 0 0
11:00 1 0 21:00 0 0 0
11:15 1 3 23:15 0 0 0
11:30 0 1 23:30 0 0 0
11:45 2 3 7 11 23:45 0
TOTALS 203 150 353 TOTALS 197 ~61 459
SPUT" s7 5" 42.5" 43.5" SPLIT" 43.0% 570% 56.5"
DAILY TOTALS ~
/111...-CNour 07:15 07:45 117-.JO PMP ... Hour 14:15 14'45 :IA•IO
AM .... Volume 155 101 :U5 PMPlcVolil• 9~ 105 m
Pie Hr Ftc:tor 0.596 0.871 U6I Pk HrFectar 0.1528 0.571 0.710
7-9\lalume 1M 112 Z!lli 4-1\IDlume 73 1111 191
7 -9 Pl!N Hour C7:15 07·45 07,30 4·11'n11Hour 16:3C 16:30 16;30
7 ·9PkVolume 155 101 2S5 4 ·6Plc,,._ 59 90 149
Plclfl'Factol' 0.596 0 .871 Ull Pie Hr Fedor 0.641 0.549 0..511
Day: Wednesday
Date: 9/6/2017
.._ ...... ,llDS/11111
VOLUME
Marchmont Dr bet Karen Ct & the school gate
City: Los Gatos
Project#: CA17_7690_001
DAILY TOTALS ~
ou:oo 0 ('; 0 :00 l 1
00:15 0 0 0 12:15 1 3
00:30 0 0 0 12:30 1 2
00:45 0 0 0 12:45 5 2 s 4 10
01:00 0 0 0 :00 1 6
01:15 0 0 0 13:15 2 3
01:30 0 0 0 13:30 1 1
01l4 0 0 0 13:45 9 0 4 3
02:00 0 0 0 14:00 5 2 7
02:15 0 ·o 0 14:15 5 3 8
02:30 0 0 0 14:30 29 2 31
02:45 0 0 0 14:45 26 65 24 31 50 96
03:00 0 0 0 15:00 25 40 65
03:15 0 0 0 15:15 8 26 34
03:30 0 0 0 15:30 7 8 15
03 0 0 0 15:45 2 42 7 81 9 2
04:00 0 0 0 16:00 7 14 21
04:15 0 0 0 16:15 7 11 18
04:30 0 0 0 16:30 10 15 25
04:45 0 0 0 16:45 34 30 70 40 104
05:00 0 0 0 17:00 5 17 22
05:15 0 0 0 17:15 5 13 18
05:30 0 0 0 17:30 3 6 9
05:45 0 0 0 17:45 3 16 5 41 8 7
06:00 0 0 0 18:00 1 4 5
06:15 0 0 0 18:15 0 0 0
06:30 0 0 0 18:30 0 0 0
06 0 0 11:45 1 0 4 0
07:00 5 0 s 19:00 0 0 0
07:15 20 0 20 19:15 0 0 0
07:30 34 1 41 19:30 0 0 0
07:45 61 36 43 97 163 19:45 0 0 0
08:00 27 21 48 :00 0 0 0
08:15 8 5 13 20:15 0 0 0
08:30 6 8 14 20:30 0 0 0
08:45 1 42 1 5 2 77 20:45 0 0 0
09:00 1 3 4 21:00 0 0 0
09:15 0 9 9 21:15 0 0 0
09:30 1 8 9 21:30 0 0 0
09• 4 6 6 26 10 32 21:45 0 0
10:00 2 8 10 ll:OO 0 0 0
10:15 3 3 6 22:15 0 0 0
10:30 2 1 3 22:30 0 0 0
10:45 0 7 0 12 0 19 22:45 0 0 0
11:00 1 3 4 :00 0 0 0
11:15 1 0 1 23:15 0 0 0
11:30 1 2 3 23:30 0 0 0
11• 1 4 2 7 3 11 :45 0 0
TOTAlS 179 123 302 TOTALS 172 236 408
SPLIT" 59.3" 40.7% 42.5" 5PUT" 42.2% 578% 57.5"
DAILY TOTALS -~
AM,_ltHour 07:15 07'45 07:15 PMPaltHour 14:!!0 14·45 1A:90
AM Pie Volume 142 70 205 PMl'ltVolu-88 98 1tO
Pit Hr FeCIDr 0.582 0.486 0.531 PkHrF1C1Dr 0.759 0.613 0.692
7·!1Volume 162 78 2All 4-6Volume so 111 151
7-!IPukHour 07:15 07:45 D7:15 4-IPHkHour 16!00 16:30 11,15
7 • 9 "'Vollme 142 70 206 4 -'Pit Vollme 34 75 105
Pie Hr Ftctor 0.582 OA86 G.531 PltHrFIClDr o.aso 0.625 0-'5'
D1y: Thursday
Dlte: 9/7/2017
,.,,..... lly NOS/ATD
VOLUME
Marchmont Dr bet Karen Ct & the school gate
City: Los GatOI
Pnlject#: CA17_7690_001
DAILY TOTALS -~
00:00 0 0 2 S'
00:15 D 0 ~2:15 1 3
00:30 D 0 12:30 0 0
00:45 0 0 12:45 4 7 5 4 12
01:00 0 0 0 !!:00 1 4 s
01:15 0 0 0 13:15 4 0 4
01:30 0 0 0 11:30 0 3 3
01:45 0 0 0 13:45 2 7 2 9 4 16
02:00 0 0 0 14:00 1 2 3
02:15 0 0 0 14:15 4 4 8
02:30 0 0 0 14:30 25 4 29
O:blS 0 0 0 14:45 38 68 4 34 62 102
03:00 0 0 0 15:00 19 45 64
03:15 0 0 0 15:15 9 29 38
OJ:JO 0 0 0 15:30 5 6 11
03:45 0 0 0 15:45 4 37 15 5 19 132
04:00 0 0 0 16:00 7 15 22
04:15 0 0 0 16:15 13 14 27
04:30 0 0 0 16:30 18 13 31
04:45 0 0 16:45 14 52 36 78 so 130
05:00 0 0 0 17:00 6 15 21
05:15 0 0 . 0 17:15 7 11 1B
05:30 0 0 u 17:30 s 6 11
05:45 0 0 0 7:45 1 19 38 7 57
06:00 D 0 0 11:00 0 1 1
06:15 0 0 0 18:15 0 1 1
06:30 0 0 0 18:30 0 0 0
06:45 0 0 18:45 1 1 3 2 4
07:00 7 0 7 19:00 0 0 0
07:15 21 0 21 19:15 0 0 0
07:30 34 9 43 19:30 0 0 0
07:45 ff7 149 36 45 123 194 19:45 0 0 0
Ol:OO 19 37 56 20:00 0 0 0
08:15 8 · 8 16 20:15 0 0 0
08:30 3 7 10 ZO:JO 0 0 0
08:45 2 32 53 3 85 20:45 0 0 0
09:00 3 11 14 21:00 0 0 0
09:15 3 8 11 21:15 0 0 0
09:30 3 6 9 21:30 0 0 0
09:45 2 11 4 29 6 40 21:45 0 0
10:00 3 5 8 22:00 0 0 0
10:15 0 2 2 22:15 0 0 0
10:30 0 2 2 22:30 0 0 0
10l45 3 6 1 10 4 16 22:45 0 0
11:00 0 2 2 23:00 0 0 0
11:15 1 0 1 aa:15 0 0 0
11:30 1 1 2 23:30 0 0 0
11:45 1 3 0 1 6 23:45 0 0
TOTALS :zm. 140 341 TOTAlS 191 262 453
SPLIT" 56 !1% 411" 419" SPUT" 422% 57.8% 57.1"
DAILY TOTALS ~
AM ..... Hour 07-15 07:30 01'15 PMPHllllO.-""° 14'45 U:!D
AMPltVolmne 161 90 M! PM Pit Volllnte 91 1C4 1i3
l'l<HrFador CMa 0.60ll UM PltHrfmar 0.5!19 0578 0.754
7-9Volu-lJll 98 279 4-6Valu111e 71 11' 117
7-!IPaltH~ilr 07,l.') 07'30 17:15 4-&PHkllour 15,00 ur.oo 16'00
7 -II Pk Volume 161 90 m 4 -6 Pit Volume 52 71 13G
Pk Hr Fllctor 0.4&3 0.608 CUM Pit Hr factor 0.722 0.542 0.650
Results for Sensor Zone 'Exits' In Sensor Zone Group : 'Hillbrook School Exit'
start Date: 09/05/2017 00:00 PDT
End Date: 09/08/2017 00:00 PDT
I I • I I '" :..1 .. • I -4 I • t
-Median
Time (Beginning of Occup Speed Avg Speed
i!r:!_te~iil) (0/o ) Volume (mph) (mph)
Hillbrook School Approved Bus Stops:
Hillbrook School provided the Town with a list of the planned bus stops for the school's
Transportation Demand Management (TOM) program for the upcoming 2017-2018 school
year. Hillbrook School's proposed bus stops in Los Gatos are:
• Blosso m Hill Square (14184 Blossom Hill Road)
• Blossom Hill Park
• Shelburne Way
• Saratoga Los Gatos Road (at La Hacienda Inn}
• Parking Lot 1 (near Manresa Bread)
• North Parking Lot
• Vasona Station
• Kennedy Road at Gem Avenue
In addition, Hillbrook School is providing a shuttle that will run between Hillbrook School, Miles
Avenue, the Los Gatos Library, and Shir Hadash multiple times before and after school.
EXHIBIT 5
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Dear Commissioners,
We respectfully request that the Planning Commission confirm Hillbrook School's right to enroll the third
and final tranche of 33 students as defined in our CUP. As the Planning Commission is aware, the Town
Council approved a new CUP for the school in March 2015 and approved our right to add the first
tranche of 33 students for the 2016-17 school year at a Town Council meeting on November 3, 2015.
The Planning Commission then met last October and approved our right to add a second tranche of 33
students for the 2017-18 school year.
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 2017-18 school year
on our publicly accessible neighborhood section of our website as of August 1, 2017.
(http;/lwww.hlllbrook.org/Paseflbe-Power-of-Hjllbrook/A-Jovful-Commun jty/Oyr-Nejg
.b.J!Prhood). 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 (TOM plan).
Highlights of the plan can be found on our website
(htto://www.hillbrook.org/oage/student-ljfe/transoortatjon).
• 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 381 maximum number of students for the 2017-18 school
year. As of the first day of school, August 30, we have 357 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 {TOM plan), that
includes:
• A clear expectation of all families that they bike, walk, shuttle, or carpool to school each day.
e A Transportation Coordinator who oversees our TOM 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 2016-17 school year, we
averaged 137 students taking the shuttle In the morning, and 116 students taking the ~huttle in
the afternoon, a marked increase over the previous years averages of 101 and 93 respectively.
Overall, more than 40 percent of students are consistently using the shuttles.
• An active carpooling program, that includes on line maps that help families identify carpool
buddies. The Transportation Coordinator supports families looking for carpool matches. In
addition, we have formed a new partnership this year with Zum to support carpooling.
EXHIBIT 6
• 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.
• 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 2017-18 school year (days in which the school can have up
to 480 cars exiting campus):
Family Fun Night* -September 8, 2017
Back To School Night* -September 14, 2017
Winter Concert* -December 19, 2017
Middle School Open House -January 17, 2018
JK/K Open House -January 24, 2018
8th Grade Musical* -March 28, 2018
8th Grade Musical* -March 29, 2018
1st-4th Spring Concert -April 27, 2018
JK/K Celebration, Alumni Celebration* -May 11, 2018
Greek Play -May 25, 2018
The following are the evening events for the 2017-18 school year:
Family Fun Night -September 8, 2017
Back To School Night -September 14, 2017
Fall Open House -November 4, 2017
Winter Concert -December 19, 2017
8th Grade Musical -March 28, 2018
8th Grade Musical -March 29, 2018
Alumni Celebration -May 11, 2018
5th Grade Living History Celebration -May 24, 2018
8th Grade Recognition Ceremony -June 4, 2018
The Planning Commission will see when it reviews our traffic from the 2016-17 school year that we have
continued to improve our counts and 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 2016-17 school
year.
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 look forward to the annual compliance review meeting conducted by the Planning Commission as
described in the CUP. We would respectfully request that this .meeting take place in September so that
we are able to adequately prepare for the admission cycle for the 2018-19 school year.
We have worked hard to prepare for the successful implementation ofthis 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. We appreciate your time and consideration.
Sincerely,
Mark Silver
Head of School
Chuck Hammers
Chair, Board of Trustees
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PUBLIC COMMENT
Public comments received by 11:00 a.m., Thursday, September 21, 2017
NONE
EXHIBIT 7
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