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Item 01 - Draft Mins 10.17.16 Special MtgDRAFT MINUTES OF THE PLANNING COMMISSION SPECIAL MEETING OCTOBER 17, 2016 The Planning Commission of the Town of Los Gatos conducted a Special Meeting on Monday, October 17, 2016, at 7:00 pm. MEETING CALLED TO ORDER Chair Badame called the meeting to order at 7:00 pm. ROLL CALL Present: Chair Mary Badame, Vice Chair D. Michael Kane, Commissioner Melanie Hanssen, Commissioner Matthew Hudes, and Commissioner Tom O’Donnell Absent: Commissioner Kendra Burch, Commissioner Charles Erekson PLEDGE OF ALLEGIANCE Vice Chair Kane led the Pledge of Allegiance. The audience was invited to participate. WRITTEN COMMUNICATIONS Desk Item for Item 2. REQUESTED CONTINUANCES None. SUBCOMMITTEE REPORTS None. VERBAL COMMUNICATIONS (AUDIENCE) None. CONSENT CALENDAR 1. Approval of Minutes – None. PUBLIC HEARINGS 2. 300 Marchmont Drive Annual Review of Conditional Use Permit U-12-002 APNs 532-10-001 and 532-11-011 Property Owner/Applicant: Hillbrook School/Mark Silver Project Planner: Jocelyn Puga Annual review of a Conditional Use Permit modification to increase school enrollment of an existing private school (Hillbrook School) on property zoned HR-1. Continued from 9/28/2016. Chair Badame opened the public hearing. Jocelyn Puga, Associate Planner, presented the staff report. Commission members asked questions of staff. Chuck Hammers - Provided an overview of the CUP process, and commented that they are proud of what they have done with their traffic in the past year. Page 2 of 3 Planning Commission Minutes October 17, 2016 Mark Silver - Commented that they have lowered their traffic count by asking students to walk, bike, or take the shuttle to school. Over 150 students use the shuttles and buses daily, and they added a fourth shuttle this year, because they are so popular. They have an active carpool program, as well as programs such as Marching Mondays. They have increased the amount they pay employees to carpool or take alternative measures to get to school. The 2016-year has the lowest traffic counts yet, although they have added more students. Commission members asked questions of Mr. Silver. Barbara Dodson - Commented that Hillbrook School and parents have done a good job of reducing traffic on her street, Marchmont Drive, and she has no issue with the current level of traffic on Marchmont. However, she has an issue with the timing of this review, because Hillbrook has not been in compliance with the new CUP for a full year. Since the annual review is meant to check on compliance with the new CUP, it should be conducted a year from when the new CUP went into effect, not six weeks after vesting. Commission members asked questions of Ms. Dodson. Jill Fordyce - Commented that she lives one lot over from the Hillbrook back lot. Her main concern is the summer program and outdoor events there. She agrees with Ms. Dodson that the annual review should not be held now. She has just experienced a typical Hillbrook summer with the six-week, all day Breakthrough Silicon Valley, and the June to August Summer at Hillbrook program that was not in compliance with the CUP. She has been affected by the Hillbrook bus stops that stop traffic and can lead to up to a five-minute wait. Commission members asked questions of Ms. Fordyce. Patti Elliot - Commented that the system for counting traffic that Hillbrook has in place is not reliable. In the three days that were tested by the traffic consultant, two of those three days came in with an error over 5%. The system undercounts daily trips every single day, and the CUP does not permit that, and they can’t minimize those failed undercounts by averaging some days that may be less than 5%. This is not the time to evaluate whether to allow Hillbrook an additional increase, because the system Hillbrook has in place needs significant reevaluation. Commission members asked questions of Ms. Elliot. Kim Vrijen - Commented that traffic in her neighborhood continues to be reasonable. She has seen Hillbrook self-policing and asking parents not to park in the neighborhood. She is pleased that the traffic levels provide a safe environment for children to walk and bike to school. However, she believes it is too early to increase enrollment counts again. She did not anticipate a further increase one month after the CUP was accepted and additional students were added; she expected an analysis of traffic impacts as students were added. Vlado Herman - Commented that he has two children at Hillbrook who take the bus and carpool. There were discrepancies during the Town Council hearings and the traffic count number of 880 was set based on knowing there was a discrepancy. He is on the Finance Committee at Hillbrook and knows if the traffic count goes over 880 they will pay very large fines. Hillbrook is trying to do their best and not trying to game the system. Commission members asked questions of Mr. Herman and Mr. Hammers. Page 3 of 3 Planning Commission Minutes October 17, 2016 Chuck Hammers - Commented that when Shannon was redone, the lines were drawn in a foot or foot-and-a-half, which slowed traffic down and gave more walking and bicycling room. The stripe that goes around Hilow tucks in onto Hilow, but if it came out wider it would encourage traffic to go around the bush, because it is an unsafe spot where kids turn that corner. Commission members asked questions of Mr. Hammers. Chair Badame closed the public input portion of the hearing and returned to the Commission for deliberation. Commission members asked questions of staff. MOTION: Motion by Vice Chair Kane to determine that Hillbrook School is in compliance with the Conditional Use Permit and no further environmental analysis is required. Seconded by Commissioner O’Donnell. Commission members asked questions of staff. Commissioner members discussed the matter. VOTE: Motion passed 4-1 with Commissioner Hanssen opposing. OTHER BUSINESS 3. Report from Community Development Director, Joel Paulson • Town Council met 10/4/15; considered the parking requirements for restaurants and forwarded the matter to the Town Council Policy Committee. 4. Commission Matters • Chair Badame noted the 27th anniversary of the Loma Prieta earthquake and thanked the community for rallying to support rebuilding the Town and supporting each other during such a difficult time. ADJOURNMENT Meeting adjourned at 8:36 pm. TOWN OF LOS GATOS PLANNING COMMISSION Monday, October 17, 2016 ___________________________________________ Mary Badame, Chair APPROVED AS TO FORM AND ATTEST: _____________________________ Joel Paulson Community Development Director