Item 02 - 300 Marchmont Dr - Desk Item & Exhibits 7-8•
TOWNOFLOSGATOS
PLANNI NG COMMISSION STAFF REPORT
Meeting Date: October 17, 2016
Of U'
ITEM NO: 2
DESK ITEM
PREPARED BY:
APPLICATION NO:
LOCATION:
APPLICANT/
PROPERTY OWNER:
Jocelyn Puga, Associate Planner
jpuga@losgatosca.gov
Conditional Use Permit U-12-002
300 Marchmont Drive (at the east end ofMarchmont Drive ,
south of Shannon Road and east of Los Gatos Boulevard)
Mark Silver/Hillbrook School
APPLICATION SUMMARY: 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.
EXHIBITS:
REMARKS:
Previously received with October 17, 2016 Staff Report:
1. Location Map
2. Findings (one page)
3. Conditional Use Permit (four pages)
4. Traffic Consultant's Report, received on October 12 , 2016
(13 pages)
5. Hillbrook School Letter of Justification , received September
7 , 2016 (three pages)
6. Public Comments received by 11 :00 a.m., Thursday, October
13 , 2016 (three pages)
Received with Desk Item Report:
7. Public comments received from 11:01 a.m. on October 13 ,
2016 to 11:00 a.m. on October 17, 2016
8. Revised Traffic Consultant's Report , received on October 17,
2016 (13 pages)
Staff received the attached email after distribution ofthe staff report (Exhibit 7).
Additionally, there was a calculation error between the percentage difference for the Sensys data
and the video count for Tuesday, October 4, 2016. A revised report from the Traffic Consultant,
W-Trans has been included as Exhibit 8. The average difference between the Sensys data and
video count for October 4th , October 5th , and October 6th still remains less than five percent and is
considered acceptable within the margin of error for traffic counts.
Planning Commission Staff Report -Page 2
300 Marchmont Drive/U-12-002
October 17, 2016
JSP:JGP:sr
N :\DEV\PC REPORTS\2016\Marchmont 300 -annual review-desk.docx
Appr~ed by: =
, Joel Paulson, AICP
Community Development Director
Jocelyn Puga
From:
Sent
To:
Subject:
Follow Up Flag:
Flag Status:
Categories:
Dear Ms Puga ,
Bill Wagner <wjwagner3 @ya hoo.com >
Monday, October 17, 2016 9:15AM
Jocelyn Puga
Town Meeting OCT 17, 2016 Hillbrook Increase
Follow up
Flagged
Red Category
Please include this as a desk item for tonight's meeting, as I will unable to attend.
Hillbrook's annual status rev ie w in regard to increased enrollment would be considered from 1 year since the school has
been vested in the new CUP, which was only accepted in August of this year. The review should take place August of
2017.
Consistently increased traffic on Hilow Rd still occurs on this street in spite of efforts to to have more children bike or
walk to school. More students will inevitably be driven with winter weather, so this traffic will not diminish.
Three out of four regular Hill brook parent driver's with generally one student in their car are viewed on their cell phone
while driving on this road .
Besides being against the law and presenting a a poor example to their own children this distracted driving has
persisted for years.
This behavior continues to put residents, bikers, pedestri ans , other drivers and pets at risk on this road . Obviously this is
a completely avoidable risk.
With all the added income from these additional students Hillbrook can invest in a sign on Hilow regarding texting or
using phones and communicate to their student's drivers the risk this activity causes .
There have been at least 6 residents dogs killed by cars on Hilow, 2 in the last 11/2 years, one less than a month ago.
This is all heartbreaking.
Safe road for schools and the Town have acknowledged the ongoing Traffic issues on Hilow Road, but have not
addressed them sufficiently.
Hill brook student enrollment should not be increased at this time as the safety of their students and others using this
highly traffic impacted thoroughfare route on Hilow Rd .
has not been resolved .
Thank you,
D. Wagner
Hilow Rd .
Los Gatos
EXHIBIT 7
1
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(U\ ~-Trans
Memorandum
Date: October 17,2016 Project: LGA004-2
To: Mr. Pu
Traffic Engineer-Town of Los Gatos
From: Mark Spencer
mspencer@w -trans.com
Nick Bleich
nbieich@w ·trans.com
Subject: Hillbrook School2016 Monitoring-Fall2016
W-Trans has initiated the 2016-17 traffic monitoring of Hillbrook School in Los Gatos . We have verified the
functionality of the Sensys system and ensured that the backup pneumatic tube counters are functioning
properly. In addition to verifying the Sensys system, W-Trans has recently conducted three-day video counts (12
hours per count), manually counted from the video recording, at the location of the Sensys counters on October
41h, 51h, and 61h,2016from 7:00a.m. to 7:00p.m .. 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, but the average difference is less than five percent.
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 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 calibrated to detect the presence of
vehicles and motorcycles but not bicycles or other non-motorized means of transportation. Hill brook 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 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.
During a site visit on September 21, 2016, Hill brook School staff provided W-Trans staff with a walk through of the
installation of the Sensys system and the MetroCount backup system . We were able to see, in real time, the system
counting vehicles with the data reporting online. While the Sensys system can be accessed remotely online, 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 necessary.
47514111 Street Suite 290 Oakland, CA94612 510.444.2600 w -trans.com
SANTA ROSA • OAKlAND • SAN JOSE
.EXHIBIT 8
Mr.JessyPu Page2 October 17,2016
12-hour Manual Counts and Observations
Traffic counts were obtained on March mont Drive October 4, 5, and 6 2016, from 7:00a.m. to 7:00 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.
Table 1 -Summary of 12-Hour Counts
Date Day of the Counts Summary of Counts
Week (I of Vehicles)
Video Sensys Percent Difference Difference in Trips
10/04/16 Tuesday 604* 568* 6.1 4% 36
10/05/16 Wednesday 804 764 5.23% 40
10/06/16 Thursday 795 774 2.68% 21
Average 735 702 4.55% 33
Note: *Counts on 1 0/04/16 are 10 hour exit only counts from 7:00a .m . to 5:00 p.m. due to a technical issue
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 two days there was a difference larger t han five percent. The
average difference, overall, was less than five percent and should be considered acceptable w ithin the margin of
error.lf the largest percent difference (6.14%) were added to each school day this year, Hill brook 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 m i nute
intervals. The Sensys counts represent the ex it trips 7:00 a.m. to 7:00 p .m . In o rder to convert exit tri ps to both
entrance and exit trips, the maximum count from ei ther Exit A or Exit B was determined and then doubled
(assuming one trip in equal one trip out). Since the counts were for a defined t ime per iod, endi ng at 7:00 p .m . a
vehicle could be counted in the video counts as an entrance trip, but may have rema ined on campus beyond the
end of the count period. The Sensys counts rely on exit trips to calculate total trips and a vehicle rema i ning on
campus beyond the end of the count period would not be counted by the Sensys system.
Con clusio n s
• The video counts and the Sensys counts, on average, were within five percent of one another.
• The Sensys system and MetroCount backup system are functioning properly.
• During the first month and a half of the fall semester Hill brook School has not exceeded the m axi mum number
of daily trips (880) even on two exception days. Attached, in Table 2, is the daily summary of Sensys counts
through October 7,2016.
• For reference, if 6 .14% more trips were added to each school day this year the daily number of trips not
exceeded the maximum number of daily trips.
• There has been one instance where the Sensys counters did not register counts, on September 2, 2016 from
3:00 p.m . to 5:00 p .m.; the School provided backup counts in one hour intervals d irectly from the MetroCount
syst e m, in Excel format, attached for reference.
Mr.Jessy Pu Page3 October 17, 2016
• Excluding weekends, there has been one instances where the difference between Sensor A and Senor B was
greater than five percent (5 %). However, since the number of daily trips is small, a change in one trip would
bring the difference under five percent.
• The largest daily difference between Sensor A and Sensor B was 18 trips on September 8, 2016 . The average
daily difference for September was approximately six trips.
Thank you for giving W-Trans the opportunity to provide these services. Please call if you have any questions.
MES/nb/LGA004-2.M 1
Attachments: Video Count Summary, Sensys Data Download for Comparison, Example Backup Data Sheet
Mr .Jessy Pu Page4 October 17, 2016
Table 2-Daily Se~sy~~ount Summary
Date Day of the Sensys Counts Summary of Sensys Counts Notes
Week (I of Vehicles)
Exit A ExltB Percent Dally Trips
Difference
08/31/16 Wednesday 352 356 1.1 % 712
09/01 /16 Thursday 365 370 1.4% 740
09/02/16 Friday 230 228 0.9% 504 2 hours (3 p.m .- 5 p.m.) from
Tube Backup System
09/03/16 Saturday 15 14 6.90Al 30
09/04/16 Sunday 6 8 28 .6% 16
09/05/16 Monday 7 9 25.0% 18 Holiday -No School
09/06/16 Tuesday 380 377 0.8 % 760
09/07/16 Wednesday 347 345 0.6% 694
09/08/16 Thursday 356 374 4.9% 748
09/09/16 Friday 393 406 3.3% 81 2 Exception Day
Family Fun Night
09/10/16 Saturday 12 14 15.4% 28
09/11/16 Sunday 13 17 26.7% 34
09/12/16 Monday 255 253 0.8 % 5 10
09/13/16 Tuesday 321 338 5.2% 676 One trip makes the
d ifference <5%
09/14/16 Wednesday 323 323 0.0% 646
09/15/16 Thursday 372 378 1.6% 756 Exception Day
Back to School Night
09/16/16 Friday 290 286 1.4% 580
09/17/16 Saturday 12 2 1 54.5% 42
09/18/16 Sunday 9 10 10.5% 20
09/19/16 Monday 297 310 4.3% 620
09/20/16 Tuesday 335 342 2.1% 684
09/21/16 Wednesday 343 347 1.2% 694
09/22/16 Thursday 334 324 3.0% 668
09/23/16 Friday 325 335 3.0% 670
09/24/16 Saturday 5 6 18.2% 12
09/25/16 Sunday 9 11 20.0% 22
09/26/16 Monday 327 337 3.0% 674
09/27/16 Tuesday 347 357 2.8% 7 14
09/28/16 Wednesday 323 320 0.9% 646
09/29/16 Thursday 356 350 1.7% 712
Mr. Jessy Pu PageS October 17,2016
. .
~e 2 -P!l.UY Sensy~_2 unt Summary
Date Day of the Sensys Counts Summary of Sensys Counts Notes
Week (I of Vehicles)
Exit A ExitB Percent Daily Trips
Difference
09/30/16 Friday 359 357 0.6% 718
10/01/16 Saturday 18 15 18.2% 36
10/02/16 Sunday 13 1 1 16.7% 26
10/03/16 Monday 306 315 2.9% 630
10/04/16 Tuesday 330 332 0.6% 664
10/05/16 Wednesday 373 385 3.2% 77 0
10/06/16 Thursday 378 384 1.6% 768
10/07/16 Friday 335 343 2.4% 686
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Day: Tuesday
Dete: 10/4(2016
P--' llf ffOI/ATD
VOLUME
Marchmont Drive bet. Karen Court & Hillbrook School Gate
Oly: Los Gatos
'roflet 1: 16-07675
DAILYTOTALS ~
DAILYTOTALS ~
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Day: Wednesdwt
Date: 10/5/2016
,..,...... ~f NDS/ATO
VOLUME
Marchmont Drive bet. Karen Court & Hillbrook School Gate
City: Los Gatos
ProJect 1: 16-076 75
DAilYTOTAlS ~
DAilY TOTALS ~
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D•y: Thursd8y
o.te: 10/6/2016
,_..loy NDS,'ATD
VOLUME
Marchmont Drive bet. Karen Court & Hillbrook School Gate
Oty: Los Gatos
Profect 1: 16-07675
DAILYTOTALS ~
DAILYTOTALS ~
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Results fcx Sensor Zone 'ExitA' In AP : 'Hlllbrook_AP954S '
Start Date : 10/04/2016 00 :00:00 Padfic Daylight Time
End Date : 10/07/2016 00 :00 :00 Padfic Daylight Twne ......
Results for Sensor Zone 'Exits ' In AP : 'Hillbrook_AP954S'
Start Date : 10/04/2016 00:00 :00 Pacific Daylight Time
End Date: 10/07/2016 00:00:00 Padtic Daylight Time
..... · --·~Mea.an ~--n·....,_ .. ~_.... ....-........ --=
Occup Speed Median Speed'' . . ~
Time (%) Volume . ,(mph) Time Occup (%) Volume (mph). ·
0 0 0
0 0 0
1 1 0
32 32 0
30 30 0
14 14 0
3 2 0
1 1 0
4 s 0
4 3 0
1 1 0
3 3 0
3 3 0
7 6 0
7 7 0
4 4 0
1 0
4 0
0 0
2 0
0 0
2 0
4 0
2 0
1 0
0 0
1 0
1 0
0 0
2 0
3 0
16 0
28 0
29 0
9 0
10 0
10 0
15 0
9 0
16 0
15 0
7 0
7 0
5 0
1 0
1 0
2 0
0 0
0 0
0 0
3 4 0
35 34 0
3.82
0.78
0.72
0.27
0.57
0:41
1.83
0.~
0.40
0
0.27
0.22
0.21
31
9
4
4
2
2
1
3
2
0
2
0
0.55 3 3 0
0.27 3 0
0.72 3 0
o.i2 3 0
0 0 0
0.2'1 3 0
0.63 6 0
0.1 '1 1 0
0 0 0
0 0 0
0.05 1 0
0.14 1 0
0.45 4 0
0.53 4 0
3.39 13 0
4 .31 37 0
3.33 26 0
0.91 7 0
1.65 17 0
1.26 12 0
1:98 16 D
1.35 18 0
1.97 20 0
1.40 12 0
0.25 3 D
0.49 6 0
1.55 17 0
1.32 9 0
D D D
0 0 0
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0.24 2 0
0 0 0
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0100 0 0 0 0 0 0 0 0 0 0 0 0 0 0 -
0200 2 0 I I 0 0 0 0 0 0 0 0 0 0 5.1 -
0300 2 0 2 0 0 0 0 0 0 0 0 0 0 0 7.8 -
0400 0 0 0 0 0 0 0 0 0 0 0 0 0 0-
0500 • 2 5 0 0 I 0 0 0 0 0 0 0 0 1 .8-
0100 113 I 106 4 I 0 I 0 0 0 0 0 0 0 7.4 8.2
0700 110 0 105 5 0 0 0 0 0 0 0 0 0 0 7.1 8.1
0100 23 0 22 I 0 0 0 0 0 0 0 0 0 0 7.7 8.8
0100 20 0 17 3 0 0 0 0 0 0 0 0 0 0 7.1 1 .5
1000 52 0 51 I 0 0 0 0 0 0 0 0 0 0 7 7.8
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1200 27 0 21 1 0 0 0 0 0 0 0 0 0 0 7.1 8.4
1300 28 0 21 0 0 I 0 0 0 0 0 0 0 0 u 1 .7
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2000 0 0 0 0 0 0 0 0 0 0 0 0 0 0-
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