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HomeMy WebLinkAbout04-21-1999 Staff Reports SARATOGA CITY COUNCIL EXECUTIVE SUMMARY NO. AGENDA ITEM ei MEETING DATE: APRIL 21, 1999 CITY MANAGER: W� ORIGINATING DEPT.: CITY MANAGER DEPT. HEAD: SUBJECT: Horseshoe Drive (Zone 31) Annexation to Landscaping Lighting Assessment District LLA -1 RECOMMENDED MOTION(S): 1. Conduct the Public Hearing. 2. At the close of the Public Hearing, direct the City Clerk to tabulate the ballots and report the results. 3. If appropriate, adopt the Resolution ordering the improvements and confirming the assessments. REPORT SUMMARY: The Public Hearing on the proposed annexation of the Horseshoe Drive neighborhood to the existing Landscaping Lighting Assessment District LLA -1 is scheduled for your meeting. The hearing represents the final step in the annexation process. Most recently, the Council preliminarily approved the Engineer's Report on the annexation proposal and adopted the Resolution of Intention on March 3r Since then, the required notices and ballots have been mailed to all property owners within the proposed annexation territory along with instructions for completing the ballots and returning them by the close of the hearing. The hearing affords property owners the opportunity to address the Council about the annexation proposal, the benefits derived from the improvements, and the proposed assessment amounts. At the close of the hearing, the Council should direct the City Clerk to tabulate the ballots and report the results. Since each property is subject to the same assessment, each ballot will be given equal weight. Thus, a simple majority of those voting is what is necessary for the Council to approve the annexation and levy the assessments, although the Council is not obligated to do so. Of course, if there is a majority vote opposed to the annexation proposal and the assessments, the Council must abandon the proceedings. To approve the annexation, the Council will need to adopt the attached Resolution Ordering the Improvements and Confirming the Assessments. If, on the other hand, it becomes necessary to abandon the proceedings, a resolution to do that will be prepared and placed on your next meeting's agenda for adoption. Recall that this annexation proposal stems from a desire on the part of the property owners to beautify the unpaved area along Saratoga -Los Gatos Road between the two entrances to the Horseshoe Drive neighborhood, and to then sustain the landscaping through ongoing maintenance administered by the City but for which they would pay. The initial per parcel assessment to fund the installation of the landscape improvements is proposed to be $1,160, after which an annual assessment of up to $70 is anticipated. The project is a collaborative effort between the property owners, the City, Caltrans, the San Jose Water Co., and possibly Saratoga Rotary, and sets an excellent example for future groups to follow. If the vote turns out in support of the project, I strongly recommend the Council adopt the Resolution to approve the annexation. FISCAL IMPACTS: As noted above and in the Engineer's Report attached. All of the costs associated with this project will be recovered via the assessments levied against the benefiting properties. ADVERTISING, NOTICING AND PUBLIC CONTACT: As noted. All of the property owners subject to the assessment have received the required notices, information and ballots, copies of which are attached to this report. CONSEQUENCES OF NOT ACTING ON RECOMMENDED MOTION(S): If the attached Resolution is not adopted, the annexation will not be approved and the assessments will not be confirmed. In that event, the project will not proceed unless done so by the property owners themselves, without City involvement. FOLLOW UP ACTIONS: The assessment roll will be finalized and transmitted to the County Auditor by the Assessment Engineer. An Encroachment Permit will be secured from Caltrans and the project will be put out to bid. Eventually, a construction contract will be awarded and the work performed probably later this summer. ATTACHMENTS: 1. Resolution Ordering the Improvements and Confirming the Diagram and Assessment. 2. Map of annexation territory. 3. Engineer's Report. 4. Notice, information and ballot mailed to property owners. RESOLUTION NO. 99- A RESOLUTION ORDERING THE IMPROVEMENTS AND CONFIRMING THE DIAGRAM AND ASSESSMENT FISCAL YEAR 1999 -2000 CITY OF SARATOGA LANDSCAPING AND LIGHTING ASSESSMENT DISTRICT LLA -1 ANNEXATION NO. 1999 -1 RESOLVED, by the City Council of the City of Saratoga, California, as follows: WHEREAS, on the 20 day of January, 1999, said Council adopted its Resolution No. 99 -05, "A Resolution Describing Improvements and Directing Preparation of Engineer's Report for Fiscal Year 1999 2000" for the City of Saratoga Landscaping and Lighting Assessment District LLA -1 (Annexation No. 1), pursuant to the Landscaping and Lighting Act of 1972, and directed the City Engineer to prepare and file with the Clerk of this City a written report called for under said Act and by said Resolution No. 99 -05; WHEREAS, said report was duly made and filed with the Clerk of said City, whereupon said Clerk presented it to the City Council for its consideration; WHEREAS, said Council thereupon duly considered said report and each and every part thereof and found that it contained all the matters and things called for by the provisions of said Act and said Resolution No. 99 -05, including (1) plans and specification of the proposed new improvements; (2) estimate of costs; (3) diagram of the territory proposed to be annexed into said District; and (4) an assessment according to benefits; all of which were done in the form and manner required by said Act; WHEREAS, said Council found that said report and each and every part thereof was sufficient in every particular and determined that it should stand as the report for all subsequent proceedings under said Act, whereupon said Council pursuant to the requirements of said Act, appointed Wednesday, the 21s day of April, 1999, at the hour of 7:30 p.m. of said day in the City Council Chambers at 13777 Fruitvale Avenue, Saratoga, California, as the time and place for hearing protests in relation to the levy and collection of the proposed assessments for the installation of said improvements, including the maintenance or servicing, or both, thereof, for Fiscal Year 1999 -2000, and directing said Clerk to give notice of said hearing as required by said Act; 1 WHEREAS, it appears that notices of said hearing were duly and regularly published and posted in the time, form and manner required by said Act, as evidenced by the Affidavits and Certificates on file with said Clerk, and that the notice and ballot required by Article XIIID, Section 4(c) and (d) of the California Constitution, were mailed to all property owners of record subject to the assessment at least 45 days prior to the date of the public hearing on the proposed assessment, as evidenced by the Affidavit and Certificates on file with the City Clerk, whereupon said hearing was duly and regularly held at the time and place stated in said notice; and WHEREAS, persons interested, objecting to, or in favor of, the installation of said improvements, including the maintenance or servicing, or both, thereof, or to the extent of the territory proposed to be annexed into said assessment district, or to the proposed assessment or diagram, or to the Engineer's estimate of costs thereof, submitted ballots with the Clerk of said City at or before the conclusion of said hearing, and all persons desiring to be heard were given an opportunity to be heard, and all matters and things pertaining to the levy and collection of the assessments for the installation of said improvements, including the maintenance or servicing, or both, thereof, were fully heard and considered by said Council; and WHEREAS, at the conclusion of the public hearing, the City Clerk did tabulate all returned ballots; NOW, THEREFORE, it is hereby found, determined and ordered, as follows: 1. That the tabulation of ballots returned to the City Clerk indicates that protests against the installation of said improvements, including the maintenance or servicing, or both, thereof, or to the extent of the territory proposed to be annexed into said assessment district, or to the proposed assessment or diagram, or to the Engineer's estimate of costs thereof, for Fiscal Year 1999 -2000, do not represent a majority protest pursuant to Streets and Highways Section 22630.5 or Article XIIID, Section 4(e). 2. That the public interest, convenience and necessity require, and said Council does hereby order, the levy and collection of assessments pursuant to said Act, for the installation of said improvements, including the maintenance or servicing, or both, thereof, more particularly described in said Engineer's Report and made a part hereof by reference thereto. 3. That the properties within the territory to be annexed into the City of Saratoga Landscaping and Lighting Assessment District LLA -1, benefiting from and to be assessed for said costs for the installation of said improvements, including the maintenance or servicing, or both, thereof, are situate in Saratoga, California, and are more particularly described by reference to a map thereof on file in the office of the Clerk of said City. Said map indicates by a boundary line the extent of the territory to be annexed into said District and the general location of said territory. 2 4. That the plans and specifications for the proposed improvements to be made within the territory to be annexed into said assessment district contained in said report, be, and they hereby are, finally adopted and approved. 5. That the Engineer's estimate of the itemized and total costs and expenses of the installation of said improvements, including the maintenance or servicing, or both, thereof, and of the incidental expenses in connection therewith, contained in said report, be, and it hereby is, finally adopted and approved. 6. That the public interest and convenience require, and said Council does hereby order the improvements to be made as described in and in accordance with said Engineer's Report, reference to which is hereby made for a more particular description of said improvements. 7. That the diagram showing the exterior boundaries of the territory to be annexed into said assessment district, referred to and described in said Resolution No. 98 -05, and also the lines and dimensions of each lot or parcel of land within said territory, as such lot or parcel of land is shown on the County Assessor's maps for the fiscal year to which it applies, each of which lot or parcel of land has been given a separate number upon said diagram, as contained in said report, be, and it hereby is, finally approved and confirmed. 8. That the assessment of the total amount of the costs and expenses of said improvements upon the several lots or parcels of land in said territory in proportion to the estimated benefits to be received by such lots or parcels, respectively, from the installation of said improvements, and the maintenance or servicing, or both, thereof, and of the expenses incidental thereto, contained in said report be, and the same hereby is, finally approved and confirmed. 9. That said Engineer's Report for Fiscal Year 1999 -2000 be, and the same hereby is, finally adopted and approved as a whole. 10. That the City Clerk shall forthwith file with the Auditor of Santa Clara County the said assessment, together with said diagram thereto attached and made a part thereof, as confirmed by the City Council, with the certificate of such confirmation thereto attached and the date thereof. 11. That the order for the levy and collection of assessment for the improvements, and the final adoption and approval of the Engineer's Report as a whole, and of the plans and specifications, estimate of the costs and expenses, the diagram and the assessment, as contained in said Report, as herein determined and ordered, is intended to and shall refer and apply to said Report, or any portion thereof, as amended, modified, revised or corrected by, or pursuant to and in accordance with any resolution or order heretofore duly adopted or made by this Council. 3 Passed and adopted by the City Council of the City of Saratoga, California, at a meeting thereof held on the day of 1999, by the following vote: AYES: NOES: ABSENT: ABSTAIN: MAYOR ATTEST: CITY CLERK 4 4:: 1 4i■ /Z__\/ IN SA p 4 1 4 7rOat 1- tizAl .0'_‘#, 44 his A 444 fifir0 /4 s i i ■41. 1 ■'-4*, -•••,.,10 -4k, la t "A 41 44 Ilwk■ 104' 1 ■0 g is N isslas i 1111 1 41• 1 W 1 sF I A ,4 4 4‘ 0 0 A .ti t ltatio: 4 0 4 r am itV mi lipuBordb %Pqj 1 $1, -Mk Fr4S I 11141 111 mip ir4 ftler IL OAK A irtm lb am Ird I IIII 11 I* _Em 0AK 6,4 LE I il lk i l a p i da CITY OF SARATOGA LANDSCAPE AND LIGHTING DISTRICT LLA -1 ANNEXATION NO. 1 (ZONE NO. 31) ENGINEER'S REPORT on the Levy of an Assessment for the 1999 -2000 Fiscal Year March 1999 LARRY I. PERLIN, CITY ENGINEER ENGINEER OF WORK TABLE OP CONTENTS Pages Assessment Cost Summary 1 -2 Rules for Spreading Assessment 3 Description of Improvements 4 Assessment Roll 5 -6 Assessment Diagram 7 -8 Certificates 9 CITY OF SARATOGA LANDSCAPING AND LIGHTING DISTRICT LLA -1 ANNEXATION NO. 1 (Zone No. 31) A S S E S S M E N T for Fiscal Year 1999 -2000 WHEREAS, on January 20, 1999, the City Council of the City of Saratoga, California, pursuant to the provisions of the Landscaping and Lighting Act of 1972, adopted its Resolution No. 99 -05 describing improvements and directing preparation of the Fiscal year 1999 -2000 Engineer's Report for Landscaping and Lighting District LLA -1, Annexation No. 1, more particularly therein described, and WHEREAS, said Resolution No. 99 -05 directed the Engineer of Work to prepare and file a report presenting plans and specifications for the proposed new improvements, an estimate of costs, a diagram of the territory proposed to be annexed into said assessment district, and a proposed assessment of the total amount of the estimated costs and expenses of the proposed new improvements upon the several lots or parcels of land in said territory proposed to be annexed, to which Resolutions reference is hereby made for further particulars, NOW, THEREFORE, I, Larry I. Perlin, by virtue of the power vested in me under said Act and the order of the City Council of said City of Saratoga, hereby make the following assessment to cover the portion of the estimated cost of said improvements, including the maintenance and servicing thereof and the costs and expenses incidental thereto, to be paid by the assessment district for the Fiscal Year 1999 -2000: ENGINEER'S ESTIMATE SUMMARY ADMINISTRATIVE COSTS City overhead 490 Assessment engineer 650 1,140 MAINTENANCE COSTS Contract services 780 Irrigation water 600 1,380 CONSTRUCTION COSTS Contract services $47,500 San Jose Water Co. 2,300 Contingencies 8,000 57,800 Assessment 60,320 -1- And I do hereby assess and apportion said portion of the estimated cost of the improvements, including the maintenance and servicing thereof and the costs and expenses incidental thereto, upon the several lots or parcels of land liable therefor and benefited thereby, and hereinafter numbered to correspond with the numbers upon the attached diagram, upon each, severally and respectively in proportion to the benefits to be received by such property, respectively, from the construction and installation of the improvements, and from the maintenance and servicing thereof, and more particularly set forth in the Assessment Roll hereto attached and by this reference made a part hereof. As required by said Act, a diagram is hereto attached showing the proposed annexation to the assessment district, and also the boundaries and dimensions of the respective lots or parcels of land within said proposed annexation to the assessment district, as the same existed at the time of the passage of said Resolution No. 99 -05. The diagram and assessment numbers appearing in the Assessment Roll herein under the column headed "Assessor's Parcel No." are the diagram numbers appearing on said diagram, to which reference is hereby made for a more particular description of said property. I hereby place in the Assessment Roll, opposite the number of each lot or parcel of land assessed, the amount assessed thereon. Each lot or parcel of land is described in said Assessment Roll by reference to its parcel number as shown on the assessor's maps of the County of Santa Clara for the Fiscal Year 1999 -2000, and includes all of such parcel. Respectfully submitted, Dated: 1999 Larry I. Perlin, Engineer of Work -2- RULES FOR SPREADING ASSESSMENT The amounts to be assessed against the assessable lots or parcels of land to pay the estimated cost of the improvements, including the maintenance and servicing thereof and the costs and expenses incidental thereto, shall be based upon the estimated benefits to be derived by the various lots or parcels of land within the proposed annexation to the assessment district. The assessment for administrative costs shall be spread equally to all of the lots or parcels of land located and benefited in this proposed annexation to the assessment district. The assessment for cost of improvements, including the maintenance and servicing thereof, as described in Resolution No. 99 -05, shall be spread equally to all of the lots or parcels of land located and benefited within Zone 31, the proposed annexation to the assessment district. Notwithstanding the above, the assessment levied for Fiscal Year 2000- 2001 for each parcel in this Zone 31 shall not exceed $70.00. In subsequent years, the maximum assessment for each parcel shall be the amount calculated by multiplying its maximum assessment for the previous year by 1.05. -3- DESCRIPTION OF IMPROVEMENTS The design, construction or installation, including the maintenance or servicing, or both, thereof, of landscaping, including trees, shrubs, grass or other ornamental vegetation, statuary, fountains and other ornamental structures and facilities, and public lighting facilities for the lighting of any public places, including traffic signals, ornamental standards, luminaires, poles, supports, tunnels, manholes, vaults, conduits, pipes, wires, conductors, guys, stubs, platforms, braces, transformers, insulators, contacts, switches, capacitors, meters, communication circuits, appliances, attachments and appurtenances, including the cost of repair, removal or replacement of all or any part thereof; providing for the life, growth, health and beauty of landscaping, including cultivation, irrigation, trimming, spraying, fertilizing and treating for disease or injury; the removal of trimmings, rubbish, debris and other solid waste; electric current or energy, gas or other illuminating agent for any public lighting facilities or for the lighting or operation of any other improvements; and the operation of any fountains or the maintenance of any other improvements. -4- ASSESSMENT ROLL ASSESSOR'S ASSESSMENTS AS PRE- ASSESSMENTS AS PARCEL NO. LIMINARILY APPROVED FINALLY CONFIRMED 397 -20 -011 $1,160.00 397 -20 -012 $1,160.00 397 -20 -013 $1,160.00 397 -20 -014 $1,160.00 397 -20 -026 $1,160.00 397 -20 -027 $1,160.00 397 -20 -028 $1,160.00 397 -20 -029 $1,160.00 397 -20 -030 $1,160.00 397 -20 -031 $1,160.00 397 -20 -032 $1,160.00 397 -20 -034 $1,160.00 397 -20 -035 $1,160.00 397 -20 -036 $1,160.00 397 -20 -037 $1,160.00 397 -20 -038 $1,160.00 397 -20 -039 $1,160.00 397 -20 -041 $1,160.00 397 -20 -042 $1,160.00 397 -20 -043 $1,160.00 397 -20 -044 $1,160.00 397 -20 -045 $1,160.00 397 -20 -046 $1,160.00 397 -20 -047 $1,160.00 397 -20 -048 $1,160.00 397 -20 -049 $1,160.00 397 -20 -050 $1,160.00 397 -20 -051 $1,160.00 397 -20 -052 $1,160.00 397 -20 -053 $1,160.00 397 -20 -054 $1,160.00 397 -20 -055 $1,160.00 397 -20 -057 $1,160.00 397 -20 -058 $1,160.00 397 -20 -059 $1,160.00 397 -20 -064 $1,160.00 397 -20 -065 $1,160.00 397 -20 -074 $1,160.00 397 -20 -075 $1,160.00 397 -20 -077 $1,160.00 397 -20 -079 $1,160.00 397 -20 -090 $1,160.00 397 -20 -091 $1,160.00 397 -20 -093 $1,160.00 397 -20 -094 $1,160.00 -5- ASSESSOR'S ASSESSMENTS AS PRE- ASSESSMENTS AS PARCEL NO. LIMINARILY APPROVED FINALLY CONFIRMED 397 -20 -095 $1,160.00 397 -20 -099 $1,160.00 397 -20 -100 $1,160.00 397 -37 -016 $1,160.00 397 -37 -018 $1,160.00 397 -37 -019 $1,160.00 397 -37 -020 $1,160.00 -6- OFFICE O F COUNTY ASSESSOR SANTA r C L A R A COUNTY CALIFORNIA y BOOK PAGE y\ 397 I 1 a 4 6b `9 0 1 5'4 b'v 20 \,r,Q- Q/i Il SEC.7 TPBS. RAW. M.D.M. •;:b je t 45' tit Sys >I� im ''O. i ..i� v a •MI6• j .rii s. A" P G' p 4 (X) Z i 1 q _o gy ?lie 9° 4 3 V c s ac, ^ob' G 4. II la i lbe �bQ\ If rQ r, c V 1 9 h 19 i 1 o' of 's 9 S O� e ea i \o f 'S 0� r o v C) ''S o 9 �a.N y .Y N e .y r 4 so 7. P.M. 531-M- 48 /44.1.4 /44.1.4 �9 r P 4 mow\ '4�w 0 jj p0 •11.21 0,, 9` �U. w o N 4 t o I ll L L 211 P r iso T 202.6 91 s L ,5 I I- 'N W W r J b 4 �-T J ti Lots .�C D \'0' 1 1 2 .2062 0° J 1 rid 0 r L W o Y N /1+ ---2,--Z)9 S. S 0 4 0 4 L r o la S rr I. I B AC. (El 1 s 9 L° 1 120.2S v1 12 -T- r 7 wai 9 ..0 Y1 z P.M. 564-M-37 �Z C 28 ry I S 4r rrfl, r 5 n/ y t 4., 3 0� R 4 o S/ ro f^t i� l ''k ‘,:0 3 o Q N r PC L. 2 z s d Q� 2 1.16c. 9 Q d 2 57.96 •u• L 541 AC. yd., i y \9.- 9 ±p• 1 -3 1 --Q r 119.1. u. 0 r N In S� rn I 1.1' e!. 1 "r M.613•M•20 1 v{: �O a12s o ®O 5- r m �a to j i 1.33 AC. J .�o� \viva t.1 B Ac s S 2 �5. it aas atll /0 6f s 1. 1 too., V r•wW O BELLE VISTA C` moo. A (yes:}- a, S� o r= too.o L L '2 .r G OS. N x W r .s j 5 9 Q i r e \r P 9 z r A. Ga L/3 ISO ISO V/ O /2 Y1 001 to °bN be S. 'w,, n f.�• y' ''.'1 O Z it 3 3 r= -?0-° /3 /4 N art f °`s Sab�il°c ate= Ai3AC. 'S 1.41.95 M1.04 166.2: !1. .g, ll I 0 as a .a'' u+ a7aN 9191 102.29 TN. LOT 6UTZEITS SUED R. k T. d'o conformance with sec 327 of the 8 K N.O 3/8/6 Qa 5.111/ 23 .88; s. b R. k T. coda Far assessment purposes only. PT LOT 33 A D s &vwo Ftp °A"' Efhetto E E. STONE Yea. 1998 -99 SARATOGA LOS GATOS SI7 LAWRENCE E. STONE ASSESSOR SANTA CLARA COUNTY CALIFORNIA II BOOK l PAGE 1 Vi S�SSEp /A et P '4\ P� PpT 1 RI I I I r loo oU EE /o■ S I i/ o t is a I oe mss-, 74744 10.6„........- S v. ths 3e. e6 re 51.6 6 6 o X 1 101 /es •CI M 1 O s v v 1 e j 11 tr) 4 0 10 J 1'U a 1 0 1 Or 61:•• 0 o i CARNELIAN GLEN UN.2 Nil i o o TR. N° 6722 roe ea a I O< 5 20 -8- 1 I, Susan Ramos, the City Clerk of the City of Saratoga, hereby certify that the foregoing assessments, in the amounts set forth in the column headed "Assessments as Preliminarily Approved with the diagram thereto attached, was filed with me on 1999. Susan Ramos I, Larry I. Perlin, the City Engineer of the City of Saratoga, hereby certify that the foregoing assessments, in the amounts set forth in the column headed "Assessments as Preliminarily Approved have been computed or recomputed in accordance with the order of the City Council of said City of Saratoga as expressed by Resolution No. 99- duly adopted by said City Council on 1999, said computed or recomputed assessments being the amounts set forth in the column headed "Assessments as Finally Confirmed provided, however, if the column headed "Assessments as Finally Confirmed" is blank, the figures in the column headed "Assessments as Preliminarily Approved" were confirmed without change. Dated: 1999 Larry I Perlin I, Susan Ramos, the City Clerk of the City of Saratoga, hereby certify that the foregoing assessments, in the amounts set forth in the Column headed "Assessments as Finally Confirmed" (unless said column is blank, in which event the amounts in the column headed "Assessments as Preliminarily Approved" apply), with the diagram thereto attached, was approved and confirmed by the City Council of said City of Saratoga on 1999. Susan Ramos The Assessment and Assessment Diagram were filed in the office of the County Auditor of the County of Santa Clara, California, on 1999. County Auditor -9- 02/24/1999 17:19 14087415547 JHH CONSULTING CE PAGE 02 CITY OF SARATOGA 13777 FRUITVALE AVENUE SARATOGA, CALIFORNIA 95070 CITY OF SARATOGA LANDSCAPING AND LIGHTING DISTRICT LLA -1 ANNEXATION NO. 1 (ZONE 31) FISCAL YEAR 1999 -2000 NOTICE OF PUBLIC HEARING TIME: 7:30 P.M. WEDNESDAY, APRIL 21, 1999 PLACE: SARATOGA CITY COUNCIL CHAMBERS 13777 FRUITVALE AVENUE SARATOGA, CALIFORNIA NOTES: 1. THE AMOUNT OF ASSESSMENT CHARGEABLE TO THE ENTIRE DISTRICT IS $60,320. 2. THE FOLLOWING ITEMS ARE ENCLOSED WITH THIS NOTICE: A LETTER FROM THE HORSESHOE DRIVE GATEWAY PROJECT COMMITTEE A COPY OF THE RESOLUTION OF INTENTION (RESOLUTION NO. 99- INFORMATION CONCERNING DURATION OF ASSESSMENTS, REASON FOR ASSESSMENT, BASIS OF ASSESSMENT CALCULATION, AND SUMMARY OF ASSESSMENT BALLOT PROCEDURES ASSESSMENT BALLOT TO BE RETURNED, INDICATING THE PROPOSED ASSESSMENT FOR YOUR PROPERTY 02/24/1999 17:19 14 087415547 JHH CONSULTING CE PAGE 03 Horseshoe Drive Gateway Project P.O. Box 517 Saratoga, CA 95071 March 5, 1999 Dear Neighbor. After two years of planning, we finally have the opportunity to formally vote to implement our neighborhood improvement project. Needless to say, we strongly recommend a YES vote on annexation to the Landscape and Lighting District and the property tax assessment for the project construction and maintenance. We are only weeks away from seeing the transformation of what has been a construction staging site and a parking area for trucks, equipment and buses, to a nicely landscaped entranceway to our homes. It has always been the committee's primary objective to promote this project as a quality of living issue. On another dimension, we have heard from realtors who feel strongly that the small investment we would make be repaid many -fold in increased property values. You will be voting on dollar levels which are well below the cost ceilings supported' by a strong. majority of our homeowners in past informal polls. The dollar levels are not to- exceed figures: If we receive approval ofour outstanding grant request to the Rotary Club of Saratoga, and if all contingency costs are not needed, there would be future credits in our tax statements. Costs of maintenance in future years cannot be raised beyond the stated 5% escalation allowance without our agreement, and contingency is provided for in the numbers we are voting on. The dollars to be assessed to homeowners is of course exclusive'of additional financial and in- kind services support that has been pledged by private individuals, the City of Saratoga and the San Jose Water Company. If this package has been received by a Trustee, please be sure it is acted on. The ballots will be publicly counted at a Saratoga City Council meeting on April 21: We look forward t o c71 strong neighborhood turnout at this meeting. Please make every effort to attend. We look forward to seeing you there! Again, your vote is extremely important Send in your postcard as soon as possible. We thank you for your cooperation. Please call one of us if you have questions. Committee Co- Chairs: Oskar Thumher Elizabeth Saiz /Shapiro Greg Blackwell 867 7036 741- 0557 399 -4111 uu zq, j 1 r :1 i 14t7tf 141554 I JHH CONSULTING CE PAGE 04 Duration of Assessments Assessments may be levied annually at a rate not exceeding that described under Rules for Spreading Assessment (Exhibit 1 enclosed herein), until 1) this entire district is dissolved or the within referenced parcel is detached from the district by City Council action, or 2) a proposal to increase assessments, beyond those allowed in the Rules for Spreading Assessment, is approved by vote of the affected property owners. peason for Assessment This assessment is proposed to be levied to provide the work and improvements described in Exhibit "A" attached to the Resolution of Intention enclosed herein. This work specially benefits the parcels assessed therefor since 1) the work is adjacent to the neighborhood within which said parcels are located, and results in a) helping to identify, distinguish and enhance this neighborhood, including the entrances thereto; b) helping to improve the quality of life in this neighborhood by reducing the potential for graffiti, eliminating dust and litter, providing sound attenuation, eliminating the potential for blight, and providing added security and safety through an added City presence; and 2) in the absence of this assessment district, the work and improvements would not be otherwise accomplished by the City. Jamie of Assessment Calculation The amounts of the proposed assessments have been calculated in accordance with the Rules for Spreading Assessment (Exhibit l enclosed herein). pummary of Assessment Ballot Procedures The enclosed ballot should be completed by indicating support for or opposition to the proposed assessment and the proposed Rules for Spreading Assessment (copy enclosed), and should be mailed or °hand delivered to the address printed thereon, to arrive no later than the close of the public testimony portion of the public hearing, Wednesday, April 21, 1999. At the public hearing, the City shall tabulate the ballots. The City shall not impose any assessment in any one where the number of ballots received in opposition to the proposed assessment exceeds the number of ballots received in support of the proposed assessment, weighing these assessment ballots by the amount of the proposed assessment to be imposed upon the identified parcel for which each ballot is submitted. In the absence of a negative vote, the City may impose an assessment that is less than the proposed assessment amount. Any owner of property subject to an assessment may, prior to the conclusion of the public testimony portion of the public hearing, submit, change or withdraw an assessment ballot with the Clerk. In the event that more than one of the record owners of an identified parcel submits an assessment ballot, the amount of the proposed assessment to be imposed upon the identified parcel shall be allocated to each ballot submitted in proportion to the respective record ownership interests or, if the ownership interests are not shown on the record, as established to the City's satisfaction by documentation submitted by those record owners. 02/24/1999 17: 19 14 087415547 JHH CONSULTING CE PAGE ©5 PRINIT 1 RULES FOR SPREADING ASSESSMENT The amounts to be assessed against the assessable lots or parcels of land to pay the estimated cost of the improvements, including the maintenance and servicing thereof and the costs and expenses incidental thereto, shall be based upon the estimated benefits to be derived by the various lots or parcels of land within the proposed annexation to the assessment district. The assessment for administrative costs shall be spread equally to all of the lots or parcels of land located and benefited in this proposed annexation to the assessment district. The assessment for cost of improvements, including the maintenance and servicing thereof, as described in Resolution No. 99 -05, shall be spread equally to all 'of the lots or parcels of land located and benefited within Zone 31, the proposed annexation to the assessment district. Notwithstanding they above, the assessment levied for Fiscal Year 2000 2001 for each parcel in this Zone 31 shall not exceed $70.00. In subsequent years, the maximum assessment for each parcel shall be the amount calculated by multiplying its maximum assessment for the previous year by 1.05. 02124/1999 17:19 14 087415547 JHH CONSULTING CE PAGE 06 ZONE 31 BALLOT CITY OF SARATOGA LANDSCAPING AND LIGHTING DISTRICT LLA -1 ANNEXATION NO. 1 FISCAL YEAR 1999 -2000 RECORD OWNERS) SIGNATURES) EXISTING ASSESSMENT 0.00 PROPOSED ASSESSMENT $1,160.00 SUPPORT PROPOSED ASSESSMENT OPPOSE PROPOSED ASSESSMENT ZONE 31 BALLOT CITY OF SARATOGA LANDSCAPING AND LIGHTING DISTRICT LLA -1 ANNEXATION NO. 1 FISCAL YEAR 1999 -2000 RECORD OWNERS) SIGNATURES) EXISTING ASSESSMENT 0.00 PROPOSED ASSESSMENT $1,160.00 SUPPORT PROPOSED ASSESSMENT OPPOSE PROPOSED ASSESSMENT ZONE 31 BALLOT CITY OF SARATOGA LANDSCAPING AND LIGHTING DISTRICT LLA -1 ANNEXATION NO. 1 FISCAL YEAR 1999 -2000 RECORD OWNERS) SIGNATURE(S) EXISTING ASSESSMENT 0.00 PROPOSED ASSESSMENT $1,160.00 SUPPORT PROPOSED ASSESSMENT OPPOSE PROPOSED ASSESSMENT SARATOGA CITY COUNCIL EXECUTIVE SUMMARY NO: g l 3 AGENDA ITEM: A MEETING DATE: April 21, 1999 CITY MANAGER: rMrif i ORIGINATING DEPT: Community Development DEPT HEAD: &A SUBJECT: Saratoga Elementary School and Redwood Middle School Environmental Initial Studies for Respective School Expansion Plans RECOMMENDED MOTION: Review reports and receive presentation from Saratoga Union School District representatives and direct any comments regarding the environmental Initial Studies, and addendum traffic studies, to the School District representatives directly. REPORT SUMMARY: An environmental Initial Study has been prepared and distributed by the Saratoga Union School District for public review for both the Saratoga Elementary School and the Redwood Middle School expansion plans. The School District has determined that an EIR is not necessary for either project. Staff has previously forwarded copies of both Initial Studies to the Planning Commission, Public Safety Commission and the City Council for review and comment. The City Council prepared the attached response letter for the Saratoga Elementary School project back in February, 1999. The Council has not yet considered the Redwood Middle School project. The School District has informed staff that their plans are to present the attached addendum traffic studies for each school project to the Public Safety Commission at their April 20 specially convened meeting and then present the same information, and the Commission's responses to this new information, to the City Council at the April 21st Council meeting. The School Board would then have these responses for their April 22 specially convened meeting. They plan to act on the environmental Negative Declarations for each project as recommended by their environmental consultants. Staff did not receive these addendum documents in time to review them or to provide any written summary analysis of them to the Commission or Council staff will be prepared to comment on the documents verbally at both meetings. Staff understands that the School District's schedule does not provide the Public Safety Commission or the City Council with much time to review these documents. However, these are not timelines that City staff has any control over the School District is the decision making body for these public school projects and is setting the schedule. Community Development Director James Walgren and City Traffic Engineering Consultant Jim Jeffery will be present at the meeting to discuss the attached addendum traffic studies and the Public Safety Commission's responses to the documents. Whatever additional responses the City Council may have should be presented verbally directly to the School District representatives so that they may take these into consideration at their April 22" School Board meeting. Please feel free to contact James Walgren at 868 -1232 if you have any questions prior to the meeting or would like additional copies of any of the previous studies. Pursuant to the requirements of the California Environmental Quality Act, the School Board will also be presenting responses to all comments received from the public for each school project, including the Mayor's letter, at their April 22' meeting. The Community Development Director will not be available to attend the School Board meeting, due to prior plans to leave for the National American Planning Association conference in Seattle, Washington, Thursday morning the 22' FISCAL IMPACTS: Not applicable. ADVERTISING, NOTICING AND PUBLIC CONTACT: Not applicable. CONSEQUENCES OF NOT ACTING ON RECOMMENDED MOTION: Not applicable. FOLLOW UP ACTIONS: A representative of the City Council may want to attend the School Board meeting, if necessary. ATTACHMENTS: 1. Letter from Mayor to SUSD dated February 17, 1999 2. Saratoga Elementary School Transportation Study Draft Report 3. Redwood Middle School Transportation Study Final Report �i o4SAR 9 `�T 0a27 ©2 A D A Cod e 41 1141111/ ,c; 13777 FRUITVALE AVENUE SARATOGA, CALIFORNIA 95070 (408) 868 -1200 COUNCIL MEMBERS. Incorporated October 22, 1956 Evan Baker Stan B000sian John Mehaffey Jim Shaw February 17, 1999 NICK Streit Dr. Mary Gardner, Superintendent Saratoga Union School District 20460 Forrest Hills Drive Saratoga, California 95070 RE: Response to Saratoga Elementary School Initial Study Dear Dr. Gardner: This letter is in response to the environmental Initial Study prepared for the Saratoga Union School District by environmental consultants LSA Associates Inc. After careful review, it is my opinion that the Initial Study is not adequate to support an environmental Negative Declaration. The City Council, Public Safety Commission, Planning Commission and Heritage Preservation Commission and City staff have all reviewed the document and their comments are incorporated in this letter. While it is not the City's desire to delay the School District's plans to proceed with its project at the Saratoga Elementary School, I do believe that the School District needs to address the following issues before any legitimate environmental determination can be made: Cultural and Historic Resources Saratoga Elementary School is on the City's Heritage Resources Inventory and is therefore subject to environmental consideration in the Initial Study. Section 21084.1 of the California Environmental Quality Act requires that the demolition or alteration of any Federal, State or locally designated historic structure, and its grounds, be analyzed in the environmental assessment to determine if the proposal results in a significant environmental impact in this case, a potential cultural impact. As a result, the plans for the Saratoga Elementary School expansion were presented to the Heritage Preservation Commission for consideration at its February 9 meeting. The HPC's position is that the removal of the eucalyptus trees, particularly the two largest trees at the edge of the playground, would result in a significant cultural impact that cannot be mitigated by simply planting new replacement trees in their place. The size, age and historic significance of these trees in the community are all contributing factors that are not adequately addressed in the Initial Study. Further, it is not sufficiently established in the Initial Study that these trees could not simply be pruned back and retained in an alternative project design. Panted on recycled paper Saratoga Union School District Page Two The HPC did find the proposed architecture to be appropriate, allowing the School to retain its local historic inventory status, with the following modifications: The more contemporary architecture of the multiple purpose building should be revised to better match the existing and proposed classroom buildings. The tower element should either be repaired, or rebuilt if necessary, in its current location and not relocated to the multiple purpose building. General Plan and Zoning Consistency The Initial Study states that the project complies with Saratoga's General Plan and Zoning designation standards. The General Plan does allow for schools in residential designated land use areas. However, the General Plan limits the amount of impervious coverage to 60% of the total site area. The amount of site coverage proposed is not indicated so it cannot be determined whether the proposed project meets this standard. (The attached Measure G citizens initiative also limits site coverage to 60% the applicability of this Measure to the School District should be addressed by the District.) The Zoning Ordinance limits structures in the R 1 10,00 zoning district to a maximum height of 26 ft. The proposed 37 ft. plus tall structures are clearly not consistent with this standard. Grading and Site Development The Initial Study provides no details on the amount of grading necessary to level the playfield area. A Negative Declaration cannot be supported for this project without detailed grading and drainage plans. The California Department of Fish and Game and the Regional Water Quality Control Board also need to be consulted relative to potential biotic or wetlands impacts which could result from filling -in the natural drainage area. Traffic and Circulation Probably the most significant concern of the City, and most troubling deficiency of the Initial Study, is the absence of any solutions to traffic and circulation problems at the school. Clearly, the traffic measures offered in the Initial Study fail to adequately mitigate even the current traffic and circulation problems, let alone the impacts which will result from the additional traffic generated by the project. As a result, the Initial Study does not yet support a Negative Declaration. If a comprehensive traffic mitigation plan is prepared by the School District which demonstrates that the site can accommodate additional traffic safely, then a Mitigated Negative Declaration could be considered. Saratoga Union School District Page Three It needs to be stressed that as the lead agency, the responsibility for identifying and implementing project mitigation measures rests entirely with the School District. It is not appropriate for the Initial Study to defer mitigation to another agency (e.g. page 9. no. 5 "Develop a Suggested Route to School plan for the school. The City would develop the plan in conjunction with the District..." this has apparently not even been discussed with City staff). Further, at the joint City Council meeting with the Public Safety Commission held on February 9, the City Council directed the PSC to formulate a written response to the Initial Study. At the PSC meeting held on February 11, the following response was drafted: "General Observations 1. There is a clear and convincing traffic safety issue with regard to the health and well- being of the school children. This was not addressed in the study conducted by LSA Associates Inc. 2. The stakeholders must recognize the potential liability exposures which currently exist and will likely increase with projected school enrollment increases. 3. The study is inadequate and does not address the current status of traffic issues nor does it address the future impact of same; no specific or global traffic mitigation plans have been offered. 4. A comprehensive, joint study needs to be addressed involving all stakeholders in this issue including, but not limited to, the Community, the City and the School District. This study needs to fully address traffic circulation problems affecting the immediate and ancillary neighborhoods, as well as the immediate condition present at the school. Specific Suggestions 1. Traffic related to the drop -off and pick -up of students should be removed from public streets. 2. There should be provision for adequate off -street parking for staff and visitors. 3. With projected increases in enrollment, consideration should be given to the issue of busing so that an adequate pick -up and drop -off area can be identified. 4. Provision should be made for traffic mitigation at the Forest Hills Drive gate. 5. There needs to be immediate clarification of any State of California setback (or other) requirements that would impinge upon the creation of a loading /unloading area on Oak Street." Technical Corrections Page property p o e is bounded b P rtY residential by teal designated, and developed, land not planned development. (Residential Single Family to the north, south and east. Residential Multiple Family to the west.) Page 14, No. 7 Current Zoning: Residential Single Family (R-1-10,000) Saratoga Union School District Page Four Page 14, No. 10 The School District has indicated to the City that they intend to adopt a formal Resolution exempting the project from the City's Use Permit, Design Review and environmental land use review process. The City of Saratoga should therefore not be listed as an agency whose approval is required. Page 21 Recreation impact b) is identified as less than significant on page 53, but is shown as having no significance on the checklist. Page 52 The Initial Study was prepared under the State's old CEQA Guidelines, but will be considered under the State's new Guidelines. References such as Appendix K of the old Guidelines should be updated to reflect the new Guidelines section on archeological preservation. In summary, the City does not believe the School District can adopt a Negative Declaration based on the distributed Initial Study. At a minimum, the plans should be revised to retain the two largest eucalyptus trees, a detailed grading and drainage plan needs to be developed, and a comprehensive traffic and circulation mitigation plan needs to be prepared, and all of these should be recirculated as an addendum to the Initial Study. With this additional information, a Mitigated Negative Declaration could eventually be considered. Thank you for the opportunity to review the environmental Initial Study. If you have any questions regarding the concerns raised in this letter, please contact Community Development Director James Walgren at (408) 868 -1232 to discuss this matter further. Sincerely, Jim Shaw, Mayor City of Saratoga c: City Council Public Safety Commission Planning Commission Heritage Preservation Commission City Manager City Attorney SARATOGA ELEMENTARY SCHOOL TRANSPORTATION STUDY DRAFT REPORT Prepared for Saratoga Union School District by 1111\I "I'll I// \Ai% WILBUR SMITH ASSOCIATES April 7, 1999 TABLE OF CONTENTS 1 Project Description 1 2 Setting 2 2.1 Study Area Roadways 2 3 Existing Conditions 2 3.1 Queuing Conditions 2 3.1.1 AM Peak Period 3 3.1.2 PM Peak Period 3 3.2 Traffic Circulation Conditions 4 3.3 Pedestrian and Bicycle Conditions 6 3.4 Parking 6 4 Future Conditions 6 4.1 Queuing Conditions 6 4.1.1 AM Peak Period 7 4.1.2 PM Peak Period 8 4.1.3 Enrollment Cap of 450 Students 9 4.2 Pedestrian and Bicycle Conditions 12 4.3 Parking 12 5 Recommended Improvement Measures 14 Figures 1 Existing Arrivals Departures: On -site Loading Zone Afternoon Period 5 2 Projected Arrivals Departures: Oak Street Afternoon Period 10 3 Projected Arrivals Departures: On -site Loading Zone Afternoon Period 11 4 Recommended Improvement Measures 17 Tables 1 Current Morning Passenger Unloading Zone Utilization 3 2 Current Afternoon Passenger Loading Zone Utilization 4 3 Future Increase in Morning Passenger Unloading Zone Demand 8 4 Future Afternoon Passenger Loading Zone Demand 9 340760 SARATOGA ELEMENTARY SCHOOL TRANSPORTATION STUDY WILBUR SMITH ASSOCIATES SARATOGA ELEMENTARY SCHOOL TRANSPORTATION STUDY This report evaluates the proposed circulation plan and site plan of Saratoga Elementary School that is planned as part of the expansion of the school. Specifically, this evaluation addresses the extent to which the plan meets the following objectives: Provide safe passenger loading/unloading areas; Prevent queues from spilling over into travel lanes; Improve traffic flow without compromising safety conditions in the area; and Remove school- related parking from the adjacent streets. 1. PROJECT DESCRIPTION The school site is located in a residential area at 14592 Oak Street near Komina Avenue, less than five miles southwest of Highway 85 in the City of Saratoga. The school is for students in kindergarten through fifth grade and currently consists of a main building, three additional classroom buildings, seven modular classrooms, a play area, and a parking lot. For the purpose of this report, Oak Street is considered to be oriented in the north -south direction. The proposed project includes the expansion of the existing school facilities to accommodate the projected increase from 420 students to 500 students by the year 2007/2008. The expected 19 percent increase in student enrollment would also increase the school staff at Saratoga Elementary School from 34.75 fill-time equivalent positions to 43.85 full -time equivalent staff members. In addition to new buildings, modernization of remaining buildings, additional parking, correction of drainage problems, and a larger play area, the following circulation improvements would be made to accommodate the anticipated increase in automobile traffic at the site: Creation of a counter clockwise on -site circulation pattern; Development of more on -site passenger loading/unloading capacity; The relocation of the school driveways increases the total school frontage available for an Oak Street curbside passenger loading/unloading zone from its current length of 300 feet to 400 feet; Better utilization of Oak Street as a passenger loading/unloading zone, i.e. by designating specific loading areas with student safety patrol or volunteer at each one; Development of a "Suggested Route to School" Plan for the school, and distribute the Plan to students and parents; and ALTRANS would initiate a bussing program in the District. The program would begin with two buses, which would serve up to three routes each. 340760 SARATOGA ELEMENTARY SCHOOL TRANSPORTATION STUDY WILBUR SMITH ASSOCIATES Page 1 2. SETTING 2.1 Study Area Roadways The school site is bounded by Oak Street to the west and Komina Avenue to the south. Oak Street has one travel lane in each direction, and on- street parking on the west side of the street. There is a passenger loading/unloading zone with white curb and signs reading "Passenger Loading Zone 8AM 3PM" on the east side of the street, immediately in front of the school. Oak Street has sidewalks immediately in front of the school and immediately across from the school, but no sidewalks are provided on Oak Street south of Komina Avenue and sidewalks are discontinuous north of the school. The only vehicular access onto the site is provided from Oak Street. Pedestrian access into the school site is provided from Oak Street and limited pedestrian access, primarily for kindergartners, is provided from Komina Avenue. Komina Avenue is a narrow street, approximately 25 feet in width, with a passenger loading/unloading zone approximately 150 feet in length on the north side and on- street parking on the south side of the street immediately in front of residences. Komina Avenue does not have sidewalks on either side of the street. 3. EXISTING CONDITIONS 3.1 Queuing Conditions In order to evaluate the impact of queues on traffic circulation on adjacent streets, two different kinds of capacity must be considered. First, there is the storage capacity, or the number of vehicles that can be stored out of the travel lanes of adjacent streets. Secondly, the service capacity must also be considered. Service capacity is defined as the number of vehicles that can be served at one time, or the number of vehicles that can be loading/unloading passengers at one time. If the provision of storage capacity is determined as the priority, the result may be queues of vehicles that are sustained over a longer duration of time, with minimized spillover onto adjacent streets. However, if and when spillover did occur, it would also be sustained for a longer period of time. On the other hand, if the service capacity is prioritized, queues may be more likely to spillover onto adjacent streets, but the duration of these queues would be sustained for a shorter period of time. Service capacity is limited by the rate at which vehicles enter the service area. If an insufficient number of vehicles are available to enter the service area at the same time, the loading/unloading zone will not operate at maximum efficiency. There are currently three passenger loading/unloading areas serving the Saratoga Elementary School. The 300 -foot white curb space on Oak Street in front of the school could accommodate up to 15 vehicles simultaneously, but students and parent volunteers are only provided for approximately four vehicles within the zone. Some of the other vehicles entering this zone behind the first four vehicles drop -off and pick -up their children without assistance, which increases the actual service capacity to approximately five vehicles. The 150 -foot white curb space on Komina Avenue can accommodate up to seven vehicles simultaneously. Although it is designated for use by kindergarten classes only, it is being used unofficially by drivers of children of other grades as well. Finally, the on -site passenger loading/unloading lane that 310760 SARATOGA ELEMENTARY SCHOOL TRANSPORTATION STUDY WILBUR SMITH ASSOCIATES Page 2 circumscribes the on -site parking lot can accommodate two vehicles loading/unloading simultaneously and ten vehicles in a queue behind these vehicles. In addition, drivers were observed to drop -off children on -site in the parking area (i.e., not at the officially designated unloading spaces). The combined use of the designated passenger loading/unloading spaces and the parking lot provide an actual service capacity of four vehicles. Including the Oak Street passenger loading/unloading zone, there is a defacto service capacity of nine vehicles. 3.1.1 AM Peak Period The morning peak period was observed on Thursday, March 25th, between 7:30AM and 9:00AM. During the morning period, drivers drop off children relatively quickly and efficiently. The student and adult volunteer guides greatly improve the efficiency of the process by directing drivers to pull as far forward as possible before unloading children and by opening vehicle doors to help students exit vehicles. The maximum "processing rate," or rate at which vehicles unloaded children was observed on Oak Street to be approximately ten seconds per vehicle for four unloading spaces. Queues beyond the capacity of the combined curb space and on -site queuing lane were observed for a short period of time during the morning, between 8:20AM and 8:30AM. Vehicles waiting to pull into the Oak Street drop -off zone queued on northbound Oak Street south of the intersection with Komina Avenue and around the corner on westbound Komina Avenue itself. Vehicles entering the on -site parking area (via left -turns) to unload students queued on southbound Oak Street. Table 1 indicates the number of vehicles observed using each drop -off area. TABLE 1 CURRENT MORNING PASSENGER UNLOADING ZONE UTILIZATION Drop -off Area On -site Drop- Teachers Oak Street Komina off Lane Parking Lot Curb Avenue Curb Total 8:00AM Start (kindergarten) 6 2 15 7 30 8:30AM Start 62 35 108 27 232 Total Number of Vehicles 68 37 123 34 262 Percentage of Total Vehicles 26% 14% 47% 13% 100% 3.1.2 PM Peak Period The afternoon peak period was observed on Thursday, March 25th, between 2:00PM and 4:00PM. During the afternoon, vehicles queued on Komina Avenue and in both directions on Oak Street to pick up children. Approaching the school from the south, vehicles queued' on westbound Komina Avenue and northbound Oak Street alternating entrance into the queue at the Oak Street loading/unloading zone as space g/ g p becomes available. Queues of Q o vehicles waiting to enter the on -site passenger loading/unloading lane were observed on southbound Oak Street. 340760 SARATOGA ELEMENTARY SCHOOL TRANSPORTATION STUDY WILBUR SMITH ASSOCIATES Page 3 Figure 1 indicates the cumulative arrivals and departures of vehicles using the on -site circulation area, both the official loading/unloading lane and the parking area. The vertical distance between the arrival and departure curves indicate the number of vehicles queued on the site at five- minute increments. Note that the peak queue was observed immediately after dismissal at 3:05 PM, when 17 vehicles were on the school site waiting for children. One can determine the existing processing rate by the slope of the departure curve. At 3:05 PM, only 43 vehicles had left the passenger loading zone, but by 3:10 PM, 63 vehicles had left the site; this indicates that 20 vehicles left the site in five minutes. With two official loading spaces in the passenger loading lane and two defacto loading spaces operating in the parking lot, this yields an maximum processing rate of 15 seconds per vehicle for four loading spaces. Queues were also observed on a Wednesday, which is essentially a worst -case scenario because grades 1 -5 are dismissed simultaneously at 2:10PM. The peak queue lengths occurred at 2:10PM just prior to dismissal. All queues were observed to be completely dispersed by 2:20PM. Table 2 indicates the number of vehicles currently using each passenger loading area in the afternoon. TABLE 2 CURRENT AFTERNOON PASSENGER LOADING ZONE UTILIZATION Pick -up Area On -site Komina Drop -off Teachers Oak Street Avenue Total Lane Parking Lot Curb Curb 2:20AM Dismissal 15 15 32 10 72 3:00PM Dismissal 30 29 55 11 125 Total Number of Vehicles 45 44 87 21 197 Percentage of Total Vehicles 24.0% 23.2% 44.0% 8.8% 100.0% 3.2 Traffic Circulation Conditions Vehicles traveling to and from the school site in the mornings and afternoons approach the school on various routes. Some vehicles turn onto Oak Street from Saratoga -Los Gatos Road, of which the majority queue to turn left into the on -site circulation area. Vehicles that wish to use the Oak Street passenger loading/unloading zone either come from other parts of the neighborhood, turn onto Aloha Avenue from Saratoga -Los Gatos Road, then travel on Komina Avenue before turning right onto Oak Street, or turn left onto Oak Street from Sixth Street. The intersection of Aloha Avenue and Saratoga -Los Gatos Road is currently undesirable as a school access egress route, primarily due to inadequate sight distance. Any additional school related traffic at this intersection is not encouraged due to the substandard conditions. 340760 SARATOGA ELEMENTARY SCHOOL TRANSPORTATION STUDY WILBUR SMITH ASSOCIATES Page 4 Figure 1 Existing Cumulative Arrivals and Departures On -site Passenger Loading Lane Parking Lot Afternoon Period 120 I I I I I I I I I I 1 1 I I I I I I I I I 1 I 1 I I I 1 I I I I I I I 1 I I I I I I I 1 I I I I 1 1 I I I I I I I I 1 I I I I I I I I I I I I I 1 I I 1 I I 1 I I I I I I 1 1 loo 1 1 1 1 I I I I I I I I I I I I I in I X90 90 91 92 85 85 1 87 88 I I I 1 I I I I 1 81 I 5 71 891 89 0 80 1 I I I I I I 1 I 81 1 I 6 I I I 1 L J L J L I J L I J 176 I_ J -;21" 2 J 1 1 1 t I 1 I I I I I I I I I I 1 I I I 1 I 72 I 1 91 I I 1 I 1 0 1 I 1 I I I I I I 7 I I I I I I 1 1 I 1 I I I I I 2 I I I I I I I L I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I a �Y I I I I I 0 I 63 1 1 I I I 1 I I I E 60 1 I I I I I 1 I I I I I I I 1 1 1 I I I I 1 1 1 1 1 1 I 1 1 Z I 1 I 1 t1 1 I I 1 1 I I 1 1 1 I I I I I 1 1 I 1 1 1 1 1 1 I 1 I 146 I 1 I I I 1 I I I I I I I 1 1 1 I I I 1 I 1 1 I I I 1 40 I I 1 I 1 I I I 1 Q 40 I 1 1 1 3 1 1 1 1 1 1 1 1 1 7 r 7 r 7 r I 1 r 1 r 1 1 T 1 1 T 1 1 T '33 I I 1 1 I I 1 1 I 1 I 1 I E I 30 1 I 36 I I 1 I I I V 27 3 3; 1 —*—Arrivals 24 I I I I I 1 1 1 Departures 19 1 1 1 1 1 1 I I I I P I I I I 1 1 1 1 1 I I 20 i h. 1 h h _1_ -1 h 1 .1 -1_ 1 _1_ -1 _I_ _1_ 1 I I I I I I 1 I I I I I I I I I 1 I I I I I I 1 I I 1 I I 1 1 I I I Q I 1 1 1 1 1 1 1 1 1 1 1 1 1 I 1 1 I U 1 1 1 I 1 I 1 I 1 I I 1 I I 1 I 1 I A 1 1 I 1 1 I I I 1 I I I I I I I 1 I 0 0 0 1 I 1 I I I I I I I I I 1 I I I I I I J I I I I I I I I I I I I I I 1 I I 0 t 1 1 r i 1 i I i 1 I a a. a a. a, a a a a a a a a a. a a. a. a a a a a a a. a O O 0 CV 0 C V 0 in O 0 h 0 0 0 •h N N M M 0 0 h O C CO M V `4" in h 0 0 CN C■ C 4 Cy 6 CV CSI CV C■j CN CV CV C') C") C`') C") C") 6 C") f") C") C") C") C") er Time of Day The block of Oak Street north of Komina Avenue immediately in front of the school is 34 y oo s .5 feet wide. Oak Street narrows to only 30 feet wide essentially opposite the relocated entrance and exit driveways, for approximately 150 feet south of Third Street. Oak Street has one travel lane in each direction and unrestricted parking is permitted on the west side of the street. The east side of the street, adjacent to the school, is used as a passenger loading/unloading zone. For most of the school frontage, there is no centerline; however there is a double yellow line extending north from the intersection with Komina Avenue for approximately 53 feet. The double yellow line is not located in the center; it is e t s 14.75 feet from the face of curb on the east side of the street. The location of the striping creates a 14.75 -foot wide northbound and a 19.75 foot -wide southbound lane width. It appears to have been striped to facilitate southbound traffic approaching the intersection of Komina rather than to facilitate traffic circulation for the school. The effects of the off center stripe seem to be felt further north after the stripe has terminated. Existing traffic circulation in the vicinity of the school is constrained by the queues for passenger loading/unloading zones encroaching on the travel lanes. This is true for both northbound traffic affected by cars queuing at the curbside for student loading/unloading, and for southbound traffic delayed by cars queuing to turn left into the onsite circulation area. 3.3 Pedestrian and Bicycle Conditions Currently, the school has a sidewalk immediately in front of the school on the east side of Oak Street and immediately across from the school on the west side of Oak Street. However, south of Komina Avenue, sidewalks are non existent or discontinuous on both the east and west sides of the street. No sidewalks are provided on either the north or south side of Komina Avenue. The lack of sidewalks and bike paths /lanes make the site difficult to safely access from other areas of the neighborhood as a pedestrian or bicyclist. 3.4 Parking There are 25 on -site parking spaces for both staff and teachers. There are currently 34.75 existing full -time equivalents (FTE). This is a ratio of 0.72 spaces per FTE, which is about half of the State Department of Education guidelines for the construction of new schools, which recommends 1.5 spaces per FTE. The existing site plan does not designate any of its 25 spaces as visitor parking. The visitor parking is currently accommodated on the street; if Oak Street fills with longer -term staff parking, then visitors must park further away. 4. FUTURE CONDITIONS The following analysis assumes a Saratoga Elementary School enrollment of 500 students. The impact of capping the enrollment to 450 students is addressed in section 4.1.3. 4.1 Queuing Conditions The proposed site plan would provide two passenger loading/unloading areas to serve the Saratoga Elementary School. The relocation of the school driveways increases the total school frontage available for the Oak Street curbside passenger loading/unloading zone over existing conditions by approximately 100 feet. The proposed plan indicates that the Oak Street loading/unloading zone should have five designated loading spaces with volunteers or student 340760 SARATOGA ELEMENTARY SCHOOL TRANSPORTATION STUDY WILBUR SMITH ASSOCIATES Page 6 safety patrol provided at each space. It is now recommended that the white curb space on Oak Street in front of the school be marked with up to eight designated loading spaces; the remaining 14 of these 20 spaces would be used for queuing. For this to work most efficiently ,these eight designated spaces would need to be utilized simultaneously, similar to the procedure for the existing conditions. Specifically, the student or adult volunteer aides direct a block of eight cars to pull into the eight spaces, they then discharge their passengers simultaneously. Then the volunteers direct the next eight cars, who have queued behind the loading area, to pull into the eight designated spaces. Ensuring that vehicles are queued before entering the passenger loading/unloading zone allows all of the vehicles to be served simultaneously, which prevents randomly arriving vehicles from preventing the most efficient use of the 400 -foot passenger loading/unloading and queuing zone. This applies the first -in- first -out (FIFO) operation to a block of vehicles rather than single vehicles both in the afternoon period as well as the morning. The on -site passenger loading/unloading lane that would accommodate six vehicles loading/unloading simultaneously should operate the same way; two vehicles can queue onsite, and the remainder would queue as vehicles waiting to turn left or in the red zone on Oak Street. Thus, with the recommended change to the Oak Street passenger loading/unloading zone, the proposed site plan would provide a combined storage capacity for 28 vehicles and a combined service capacity for 14 vehicles. Thus, although the storage capacity of the proposed site plan would be only one vehicle (four percent) greater than that currently provided on Oak Street and on -site, the total site service capacity would be increased by five vehicles (a 56 percent increase). 4.1.1 AM Peak Period During the morning, parents can drop -off their children and then immediately leave, so vehicles have a relatively short duration in the drop -off zones. Vehicles entering the passenger unloading zones in the morning operate much more efficiently, generally following the FIFO operation. Also, it appears that parents are more likely to drop -off their kids at school than pick them up from school, since the school start time more closely coincides with the time that parents are traveling to their workplaces. Therefore, there are more cars in the morning than in the afternoon period, but the vehicles at the site in the morning can be processed at a faster rate. 4.1.1.1 AM Peak Period Demand It was assumed that the 19 percent increase in students would create a 19 percent increase in the number of vehicles traveling to and from the site to drop off children. As shown in Table 3, the proposed 19 increase translates to an additional fifty vehicles traveling to and from the site on a typical morning. 340760 SARATOGA ELEMENTARY SCHOOL TRANSPORTATION STUDY WILBUR SMITH ASSOCIATES Page 7 TABLE 3 FUTURE INCREASE IN MORNING PASSENGER UNLOADING ZONE DEMAND Drop -off Area On -site Drop -off Oak Street Zone Curb Total Future 8:00AM Start 11 25 36 Future 8:30AM Start 83 193 276 Future Total Number of Vehicles 94 218 312 Percentage of Total Vehicles 30% 70% 100% 4.1.1.2 AM Peak Period Supply The proposed site plan would provide a 56 percent increase in loading spaces at the Oak Street curb space and on -site passenger unloading zone. The proposed site plan would eliminate the use of the Komina Avenue curb space and on -site parking lot for passenger loading and unloading zones. This 56 percent increase in service capacity would be sufficient to accommodate the 19 percent increase in vehicles associated with the proposed expansion, the 13 percent of vehicles that are currently using the Komina Avenue drop -off area, and the 14 percent of vehicles using the teachers parking lot to drop -off children. Some on- street queuing would still occur because of the high demand that occurs for the short period of time (five minutes) immediately before school begins. However, because the processing rate is greater under the proposed plan, queues will disperse more quickly. 4.1.2 PM Peak Period During the afternoon, parents wait for their children to enter their vehicle, meaning the rate at which a child can be picked up is dependent on a child being ready to be picked up. Consequently drivers spend more time in the passenger loading zones than during the morning peak period. However, the pick -up process at Saratoga Elementary School is fairly efficient. School staff, adult volunteers, and students help "match" students with the vehicles in the queue and help students enter vehicles so that the process is as quick as possible. This program is assumed to continue in the future and will be necessary to manage traffic at the site as the student enrollment increases. 4.1.2.1 PM Peak Period Demand It was assumed that the 19 percent increase in students would create a 19 percent increase in the number of vehicles traveling to and from the site to pick -up children in the afternoon. As shown in Table 4, the proposed 19 percent increase translates to an additional 37 vehicles traveling to and from the site on a typical afternoon for a total of 234 vehicle trips. 340760 SARATOGA ELEMENTARY SCHOOL TRANSPORTATION STUDY WILBUR SMITH ASSOCIATES Page 8 TABLE 4 FUTURE AFTERNOON PASSENGER LOADING ZONE DEMAND Drop -off Area On -site Pick -up Oak Street Zone Curb Total Future 2:20PM Dismissal 26 60 86 Future 3:00PM Dismissal 44 104 148 Future Total Number of Vehicles 70 164 234 Percentage of Total Vehicles 30% 70% 100% 4.1.2.2 PM Peak Period Supply The proposed site plan would provide a 56 percent increase in loading spaces at the Oak Street curb space and on -site passenger loading zone. This 56 percent increase would be sufficient to accommodate the 19 percent increase in vehicles associated with the proposed expansion, the nine percent of vehicles that are currently using the Komina Avenue drop -off area, and the 23 percent of vehicles picking up children in the teachers parking lot. Figures 2 and 3 indicate the cumulative vehicle arrivals and departures at the Oak Street passenger loading zone and the on -site parking lot passenger loading zone, respectively. Figure 2 indicates a projected queue of 23 vehicles at the Oak Street passenger loading zone at 3:00PM, indicating that approximately three vehicles would be queued on the street waiting to enter the zone. However, by 3:05PM, only nine vehicles would be in the Oak Street passenger loading zone with no vehicles queued on the street. Figure 3 shows a projected queue of ten vehicles at the on -site parking lot/passenger loading zone at 3:00PM, indicating that two vehicles would be queued on Oak Street at that time. By 3:05PM, only three vehicles would remain in the on -site passenger loading area and no vehicles would be queued on the street. 4.1.3 Enrollment Cap of 450 Students If enrollment were capped at 450 students, this would be a seven percent increase in enrollment. Assuming traffic is proportional to enrollment, there would be a seven percent increase in traffic traveling to and from the site each morning or an additional 19 vehicle trips for a total of 281 morning vehicle trips. This would be 31 fewer vehicles traveling to and from the site each morning than an enrollment of 500 students. There would also be a seven percent increase in traffic traveling to and from the site each afternoon or 14 additional vehicles, for a total of 211 vehicle trips. This is 23 fewer vehicles than would be at the site each afternoon with an enrollment of 500 students. 340760 SARATOGA ELEMENTARY SCHOOL TRANSPORTATION STUDY WILBUR SMITH ASSOCIATES Page 9 Figure 2 Projected Cumulative Arrivals and Departures Oak Street Passenger Loading Zone Afternoon Peak Period 180 I T I 1 1 1 I I I I I 1 I 1 I 1 I I I 1 1 I I 1 I I 1 1 I 1 I 1 I 1 I I 1 1 1 1 I I I I I I I I I I I I 1 I I I I 1 621 164 1 I 1 I 1 I I 1 1 I 1 1 I I 15 16a 16d I 160 1 1 1 1 I I 1 1 1 1 I 1 I �5� 1 4 4 1 i 1 i ;152 ;152 5 16 16 1621 I 1 1 1 1 1 I I I I 144 12 5b 1 i 1 1 1 I 1 1 I 1 I 140 1- F 4._ ii_ 735 /1 4 ii i i i_ d y 28 I 35 I V I I I I I 1 I I I 1 I 1 I 1 1 I I I I I I I I I I I I I I S 120 I I I 1 I I I I I I I I I I I I I 1 I I I I I I I I I I I I I I I I 1 I 1 I 1 1 I 1 I I I I I I 1 I I I I I I I I I 107 1 1 I I I I I 1 1 1 1 O I 1 1 I I I I I I I 1 I I I I I I I I I 1 1 I 1 1 1 1 1 1 11 1 1 1 1 I 1 1 1 I 1 t 100 I J L I J 1 L I I J y 518 .n I I I I I I I I I 1 1 I 1 1 I 1 1 99 I E I I I I I 1 I I I I I I I I I I I i 1 I I I I 1 1 I I I I I 1 1 I 1 I I 1 I I I I I I 8 2 I I I I 1 I I I I 1 I I I I I I I I I 1 I I I I I 1 I I I I 80 1 r r -1 7 r 1 1- 1 1 r I 1 I I I 1 I I I I I I I I I I I I I 1 I 1 I I I I I I I I 1 II 1 1 1 I 1 1 1 1 68 1 1 1 1 1 1 1 1 1 1 1 59 1 I I I I 1 I I 1 I I I 1 I 60 I 3 I 1 I 1 I I I I I I E I I I I 48 1 71 60 6 01 1 I I I 43 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 V I I I 1 I I I I I I I 1 1 I I I I 1 1 1 1 1 I ffth 1 r I r 1 1 1 1 1 1 I I 1 I 1 1 1 1 1 1 1 1 1 1 1 1 I 1 1 1 1 I I 1 T r 1 I 1 r 1 1 1 T r 1 1 1 7 I 1 1 4 1 I i i i I i i i i —el-- Departures 0: 0 0 1 0 113111101i 1 I I I I I I I I I I I A I 1 I I I I I I I a a a 0- a a a a. a. a a a a a a a a a a a a a 4 a a 0 O 0 CV 0 C 0 h 0 "A 0 h 0 0 0 0 N M CCV) V 'V 0 In p N M M '7' V' h O O r- CV 6 6 M C' CV CV CN CN CN CN C' CM C") 6.i C M C") C") C") CTM) C") M Cr) er Time of Day 1 Cumulative Number of Vehicles N (a tt al Q) -I OD 1 o O O O O O O O O 2:00 PM a I I I I I I 1 I I I 2:05 PM a I I i I I I I I I 2:10 PM I I I I I I I L I I I I I I 1 2:15 PM I I 1 1 I I I 1 1 I I I I I I I 2:20 PM I I I 1 I 1 r -I r r 2:25 PM I I I r r i I r T 2:30 PM co' O 2:35 PM N N. n 2:40 PM I c) c� N I I 1 12- L pa 1 L 1 w 2:45 PM I I I c I 3 4- 4 -I I H 1 2:50 PM o CO C I I I r r W -1 I r r 2. Z 2:55 PM iv cri tp 3 I I I I CD r r r I I r -r D o 3:00 PM IT 1 w I 1 w v 1 c6 I I M A' 3:05 PM I I p N I CA) I I a) I 3:10 PM I a I I 1 a) v L L 1 CA L 1 3:15 PM I I I I '0 I I I I I I I I I I 1 "0 A) 1. to ca p, 3:20 PM o• c I a w r r r r N 3:25 PM i cn I I T Z I r T 3:30 PM rn I cn 1 I 1 1 M I 3:35 PM (D 1 I 1 3:40 PM L 1 J L J. 3:45 PM I o :al (D I I I H -'p 4 -I I 4- CD 3:50 PM :.;rn N 1 c (D 1 t I r r 3:55 PM `A a) co I I I I I I I r r 7 r 4:00 PM 0 1 1 1 4.2 Pedestrian and Bicycle Conditions The proposed site plan includes a pedestrian/bicycle path connection to Forrest Hills Drive that would largely serve students living on Forrest Hills Drive and Aloha Avenue. This path would make walking and bicycling a more feasible mode for traveling to and from school. The provision of passenger loading/unloading activity at this location is not advised, as it would require out -of -the -way travel for drivers, and would increase traffic in this part of the neighborhood. There is no sidewalk on Komina Avenue. The street is narrow, 25 feet, the school property line is located only one foot from the edge of pavement, and the Tennis Club's tennis courts on the north side of the street are also located very close to the roadway. The narrow road and limited right -of -way combine to make the provision of sidewalks difficult within the existing right -of- way. It is recommended that parking be prohibited on the north side of Komina Avenue. With the prohibition of parking, it may be possible to construct a narrow sidewalk using some school property and up to one to two feet of roadway. 4.3 Parking The proposed site plan indicates that 43 parking spaces will be provided onsite. The parking demand is generated by both employees (i.e. teachers, teachers' aides, office staff and custodians), who are reflected in the full -time equivalent (FTE) figures, and visitors /school volunteers, who are not reflected in the FTE figures. There is not necessarily a one -to -one correlation between FTE and required parking supply. First, not all staff work full time, so a FTE of 40 could mean 60 actual employees. However, this is offset by the fact that there are many part-time employees who do not work every day or who are not on the site at the same time everyday. For example, a morning teachers' aide is not at the school site at the same time as the afternoon custodian. It is also offset by employees who use alternative transportation to get to work (e.g. carpool, bus, bike or walk). However, an analysis of the work schedules of all the employees and their commute modes was beyond the scope of this study. In addition to employee parking, schools also need visitor parking. This is for short-term parking for those who are conducting business or errands and volunteer parking, e.g. parents who come to help out for one to several hours a day. The school staff estimates that currently, there can be twenty to thirty visitors/volunteers onsite at once on a typical day. Since about 75 percent of the students are within the local school attendance boundary, presumably many of these parents live close enough to walk and some actually do walk. To determine the actual peak parking demand, an hourly parking survey of the site and vicinity would be necessary. Given the dispersed nature of parking for Saratoga Elementary School, field observations would be somewhat complex due to the difficulty of watching where people come from who have parked offsite. This was beyond the scope of this study. For lack of any data, it will be assumed that 80 percent of the visitors /volunteers drive and park to school. This means that the twenty to thirty volunteers use 16 to 24 parking on- street parking spaces. One way to measure whether the proposed supply is an improvement over existing conditions is to compare the ratio of parking supply to the number of employees. The number of employees projected for the future enrollment of 500 students is 43.75 FTE. This results in a ratio of 0.98 340760 SARATOGA ELEMENTARY SCHOOL TRANSPORTATION STUDY WILBUR SMITH ASSOCIATES Page 12 spaces per FTE. The ratio of existing onsite parking to existing employees is 0.72. Thus the future supply is more than the existing parking supply, both in absolute numbers, 43 spaces compared to 25 spaces, and in terms of parking spaces per employee. It is expected that the proposed supply of 43 spaces will not accommodate all employee and visitor parking. Some parking will need to be accommodated offsite, as is currently the case. However, since the proposed site plan has 18 more spaces than the current site plan, and only nine more FTE, it is estimated that fewer cars would be parking offsite than under existing conditions. Several alternatives have been raised to accommodate the excess parking demand. These are evaluated below: 1. Parking at the District Offices The district office, located on Forrest Hill Drive, is located within an easy five minute walk from Saratoga Elementary School. The supply and demand at this location was evaluated to determine if this site could accommodate any of the excess demand from Saratoga School. Currently the site has 16 spaces for 14 employees. Again, a parking utilization study was not performed to determine the adequacy of the 16 spaces for the 14 employees. With the planned improvements at this site, there will be 17 spaces for 20 employees. Providing more onsite parking at the district office does not appear feasible without sacrificing some of the very mature trees onsite, including the "Oldest tree in Saratoga." Thus, there will be fewer spaces per employee in the future at the District site. In addition, the District site will have a conference room, which will hold approximately 30 people. The parking for the attendees of these meetings cannot be accommodated onsite. In conclusion, there appears to be no opportunity to accommodate any of the Saratoga Elementary School parking demand at the District office site. 2. Parking on Forrest Hill Drive Accommodating excess parking demand on Forrest Hills Drive itself is theoretically feasible; staff could walk to the site via the planned pathway through the District offices site. However, this does not solve the offsite parking issue, it merely moves it from one street to another. Given that the future offsite parking demand should be less than existing conditions, thus lessening the impact on the streets currently used for offsite parking, there is no reason to shift any impacts to other streets. 3. Offsite Leasing for Staff Parking Leasing parking spaces from other organizations is another option to accommodate excess parking demand. This could be explored as an alternative to or in addition to the use of on- street parking. However, as stated previously, the on- street parking demand is estimated to be less than under existing conditions. 4. On Parking The most feasible way to accommodate the excess parking demand is the use of the adjacent streets. Oak Street opposite the school can accommodate 21 cars. Typically, closer parking is designated as visitor parking and longer term parking is provided further away. To make the spaces on Oak Street opposite the school available for visitors, these spaces can be posted with time limits, e.g. Two Hour Parking from 8:00 AM to 3:00 PM. Thus staff or other users who would otherwise park all -day would park one block further away. This designation of the closest on- street parking as essentially visitor parking also reduces the distance they have to walk making it less likely that they will park 340760 SARATOGA ELEMENTARY SCHOOL TRANSPORTATION STUDY WILBUR SMITH ASSOCIATES Paaas 11 in the staff parking areas. This disperses the on- street all -day parking on several streets, and it also reduces the impact on the fronting properties opposite the school. Alternatively, some of the onsite spaces could be designated as visitor parking. However a balance needs to be maintained between providing visitor spaces and maximizing the number of cars accommodated onsite. In other words, if too many spaces are designated visitor spaces, then some parking stalls would remain empty which would negate the purpose of providing onsite parking. Trial and error maybe needed to determine how best to allocate the 43 spaces so that they are fully used. If employees can fully occupy these spaces, then it is recommended that visitor parking be accommodated on Oak Street via 2 hour parking limits, and excess long -term parking can be accommodated on other blocks. 5. RECOMMENDED IMPROVEMENT MEASURES The following improvement measures are recommended to manage the expected increase in traffic at the school site so as to minimize impacts of queues on adjacent streets and minimize parking impacts; the recommended improvements to the roadway infrastructure are also illustrated in Figure 4: 1. Widen Oak Street by 2.5 feet on the east side (adjacent to the school) to be 37 feet in width for as much of the school frontage as possible (avoiding mature trees) between Komina Avenue and the School driveway. It appears that this would be possible for a length of about 400 feet beginning approximately 60 feet south of the school driveway and ending about 25 feet north of Komina Avenue. This 37 -foot cross section would provide a standard sized curbside passenger loading zone, compared to 4.75 feet (with the off center centerline) under existing conditions, enabling through vehicles to safely pass loading vehicles, with minimal sacrifice to the open space in front of the school and without widening the street more than necessary. Widening the street the full width of a parking lane, eight feet, would impinge upon the open space in front of the school and would result in unnecessarily wide travel lanes, encouraging travel speeds greater than desirable in a school zone. 2. A center line should be striped on Oak Street as double yellow line for the full length of the block between Komina Avenue and Third Street. Between Komina Avenue and the School driveway, the centerline should be positioned such that there is 18 feet in the southbound direction and 19 feet in northbound direction. This assumes the 2.5 -foot widening of Oak Street in front of the school recommended above. Between the school driveway and Third Street, where the cross section is only 30 feet, the centerline should be positioned such that there is 18 feet in the southbound direction and 12 feet in northbound direction. (See item #4 below). 3. Paint the 60 feet of curb between the end of the Oak Street passenger loading/unloading zone and the entrance to the on -site parking lot red and post "No Stopping" signs to minimize conflicts between vehicles entering the on -site loading/unloading oadmg/unloading zone and the vehicles exiting the Oak Street passenger loading/unloading zone. 4. Encourage the City of Saratoga to restrict parking between 8:00AM and 4:00PM on the west side of Oak Street for the approximately 150 feet where the southbound lane is narrow, immediately across from the ingress and egress to the on -site parking lot. If the 340760 SARATOGA ELEMENTARY SCHOOL TRANSPORTATION STUDY WILBUR SMITH ASSOCIATES Page 14 centerline were placed approximately 12 feet away from the curb on the east side of the street, the width of approximately 18 feet in this area would be provided in the southbound direction. A width of 18 feet would allow other vehicles to pass the vehicles queued to make a left turn into the site in the southbound direction at school start and dismissal times. It is not recommended that a designated left -turn lane be striped, so that on- street parking would be permitted on the west side of the street when not needed for school related circulation, i.e. after 4:00 PM. 5. Restrict any passenger loading/unloading on Komina Avenue. Post signs that prohibit passenger loading/unloading from this street and paint the curb red. 6. Parking Management Strategies should be implemented to manage any parking demand that may exceed the proposed on -site parking supply. Most of the excess parking, 21 cars could be accommodated on Oak Street opposite the school. To make the spaces on Oak Street opposite the school available for visitors, these spaces can be posted with time limits, e.g. Two Hour Parking from 8:00 AM to 3:00 PM. 7. Create a Traffic Circulation Monitoring Committee consisting of representatives from SUSD, Saratoga Elementary School, the City of Saratoga, community residents, and the Sheriff which could review issues such as traffic control/patterns, school size, carpooling, and bussing on a regular basis. Finally, another way to minimize queue spillover and traffic congestion at the school site is to encourage alternative modes for parents and/or students. Pedestrians and bicyclists substantially reduce the traffic at the site, which makes the school site safer and creates a more attractive environment. A pedestrian- friendly school campus perpetuates improved conditions because the more students that walk to and from school, the more comfortable parents feel about letting their children walk and the more likely they are to let their children walk to and from school. Some measures that would minimize the number of automobiles traveling to and from the school include: 8. Coordinate with the City of Saratoga to provide continuous sidewalks on both sides of Oak Street between Saratoga -Los Gatos Road and Sixth Street, and on the north side of Komina Avenue between Aloha Avenue and Oak Street. a. Conduct a "Suggested Routes to School" Study and Plan. Once the infrastructure improvements are in place, create a "Suggested Routes to School" Plan for students and their parents that suggest safe routes between the school and adjacent neighborhoods. b. Maintain pedestrian access from Komina Avenue upon the provision of a sidewalk on the north side of Komina Avenue. Independent of any provision of a sidewalk on Komina Avenue, signs should be posted indicating that the area is a school zone; this will alert drivers in the vicinity of the school and encourage slower traffic. 9. Bus service would most drastically reduce the number of automobiles traveling to and from the school site, with a single van or bus having the ability to replace the traffic created by ten to twenty automobiles. 340760 SARATOGA ELEMENTARY SCHOOL TRANSPORTATION STUDY WILBUR SMITH ASSOCIATES Page 15 10.Encourage parents to voluntarily arrive earlier than the school start time and later than dismissal time. Such a measure would most easily work for fourth and fifth graders who could play in the play area with minimal supervision. 11.Encourage parent carpools to reduce traffic at the site. Parents would need help in obtaining a rider list for potential matches; RIDES for Bay Area Commuters could help provide such a service. 12.Encouraging teacher carpools would slightly reduce the amount of traffic at the site, but would more noticeably reduce the long -term parking demand, which would leave more spaces available for visitors and volunteers. 340760 SARATOGA ELEMENTARY SCHOOL TRANSPORTATION STUDY WILBUR SMITH ASSOCIATES Page 16 Rerr)rnrrPrNzj. rr :Yiem „r P''Plc:.. r silo_- c_rn PA4?L1\sr R:"r rl��� +�C� oA� S d APA 4 PM etiC,1131T” C 1,(- S'r=EE .1- y A t D 1- r FA5:4w „......e, _25 urtLotrAtcS ail A■^11). MIIri :I i nk li 11111‘ ii r I I I 1111•111.11.= I II ;I N. 1 LEI 111111111 W MI J j i 1 —snoop te Y I I 4. 2 I! L t_ F !i i /5 7_____ n al y+s 11 ii___ V BLDG. o i I 1 i I 1 APR 09 '99 07 :52AM NSA SAN FRANCISCO 415 436 9337 P. 2/22 REDWOOD MIDDLE SCHOOL TRANSPORTATION STUDY FINAL REPORT Prepored for Saratoga Union School District by 111 X11 III 111 \IF VvS'\ WILBUR SMITH ASSOCIATES April 8, 1999 APR 09 '99 07 :52AM WSA SAN FRANCISCO 415 436 9337 P. 3/22 TABLE OF CONTENTS 1. INTRODUCTION 2. PEER REVIEW OF THE TRANSPORTATION SECTION OF THE INITITAL STUDY 3. PROJECT DESCRIPTION 3 4. SETTING 4 4.1 Study Area Roadways 4 4.2 Intersection Conditions 4 4.3 Existing Traffic Circulation Conditions 6 4.3.1 Utilization of the Existing Lots 10 4.3.2 Queuing Conditions 10 4.3.3 Processing Rates 10 5. TRAVEL DEMAND ANALYSIS 14 5.1 Existing Use 14 5.2 Trip Generation 14 5.3 Trip Distribution 14 6. PROJECT TRANSPORTATION IMPACT ANALYSIS 14 6.1 Assumed Circulation Improvements Error! Bookmark not defined. 6.2 Future Traffic Impacts at Eruitvale and Allendale Avenues Intersection 15 6.3 Circulation Impacts 17 7. CONCLUSIONS AND RECOMMENDATIONS 18 7.1 Transportation Improvement Measures 7.2 Recommendations to the Circulation Plan 340690 REDWOOD MIDDLE SCHOOL TRANSPORTATION STUDY WILBUR SMITH ASSOCIATES Page i RPR 09 '99 07:52AM WSA SAN FRANCISCO 415 436 9337 P. 4/22 REDWOOD MIDDLE SCHOOL TRANSPORTATION STUDY 1. INTRODUCTION This report is a supplement to the transportation section of the Initial Study for the Redwood Middle School Expansion prepared by LSA. This report addresses the issues that were not adequately covered in the Initial Study. These issues are identified in the Peer Review, contained in the next chapter of this report. Specifically, this report evaluates the following transportation conditions both on the school site and off -site in the immediate vicinity of the school: traffic circulation; queuing conditions; intersection operating conditions; impacts of the increased student enrollment with the proposed improvements to the on -site circulation. 2. PEER REVIEW This chapter contains a review of the transportation analysis methodology provided in Section VI (a) of the Initial Study /CEQA Environmental Checklist Form for the Redwood Middle School Expansion, January 1999 prepared by LSA Associates. Our comments, are grouped according to the organization of that document, and for ease of reference, use the same subheadings. Existing Traffic Conditions The methodology for estimating existing traffic counts from applying an ambient growth factor of 1.5 percent per year to 1995 a.m. and p.m. peak hour traffic counts at the study intersections seems reasonable. Intersection Level of Service Calculations: Comprehensive Analysis Program for a Single Signalized Intersection (CAPSSI) was the computer software used to analyze the intersections. The level of service calculation sheets provided in the appendix indicate that the CAPSSI analysis is based on the delay methodology of the 1985 Highway Capacity Manual (HCM). The Highway Capacity Analysis methodology is the observed standard in intersection operation analysis methodology, and although the 1994 Highway Capacity Manual is the most recent version of HCM, the two versions offer relatively similar results. Year 2008 Without Project Traffic Conditions The report assumes that ambient growth in traffic will be 1.5 percent annually, based on the assumption that the growth that has occurred in the area in the recent past is expected to continue. It also assumes that any growth related to the school by the year 2008 is included in the ambient growth. Therefore after factoring the existing counts by 1.16 (1.5 percent per year for ten years) to 340690 REDWOOD MIDDLE SCHOOL TRANSPORTATION STUDY WILBUR SMITH ASSOCIATES Page I APR 09 '99 07:52AM WSA SAN FRANCISCO 415 436 9337 P. 5/22 REDWOOD MIDDLE SCHOOL TRANSPORTATION STUDY simulate year 2008 traffic conditions, the volumes were adjusted downward slightly to subtract for Redwood Middle School traffic, in order to simulate a No Project scenario. This approach has some validity, since double counting trips is always a concern in predicting future traffic conditions. Given that West Valley College and other uses are in the immediate vicinity, it is possible that 1.5 percent per year would not include any growth from Redwood Middle School. In the absence of more detailed information regarding growth of West Valley College, City Hall and other adjacent uses, this assumption is reasonable. The other issue is whether the 1998 projections reflect growth in Redwood Middle School enrollment between 1995 and 1993. The current student enrollment at Redwood Middle School is 825 students in 1998/99. Enrollment was 714 students in 1995/96. This is a growth of about 5 percent per year thus the school has grown more than the assumptions for ambient traffic. However, the assumptions for traffic growth during the peak hour between 1995 and 1998 in absolute numbers of vehicles, was about equal to the increase in the number of students, 111, thus is it assumed that the ambient traffic growth does reflect the growth in student enrollment between 1995 and 1998. Intersection Level of Service Calculations: The level of service calculation sheets indicate that each signal's cycle length was optimized for the analysis of each scenario. As long as the maximum cycle lengths in any of the intersection analyses is not increased beyond what the City of Saratoga considers acceptable, this analysis methodology is valid. Potential Project Traffic Impacts The analysis conducted by LSA Associates included three study intersections: Scotland Drive /Saratoga Avenue Fruitvale Avenue /Saratoga Avenue Fruitvale Avenue /Allendale Avenue The LSA traffic impact analysis was conducted for the typical commute peak hour conditions, that is, an AM peak hour between 7:00 AM and 9:00 AM and a PM peak hour between 4:00PM and 6:00 PM. The LSA report discusses the relationship between typical peak hour traffic conditions, and the peak hours of trip generation for a school. The time period chosen to analyze AM peak hour impacts is valid, because the AM peak hour conditions for the school correspond to the AM peak commute hour. The LSA report acknowledges that during the afternoon, the peak hour during which the school generates the most traffic is earlier, (typically 2 PM to 4 PM) than the typical peak hour of the adjacent intersections, 4 PM to 6 PM. However, traffic volumes are usually heavier during the later peak hour, and usually compensate for the lower traffic generated by the school during this time; thus, worst case traffic conditions usually occur during the later peak hour. LSA analyzed the 4 PM to 6 PM time period assuming it would be the worst case (heavier traffic). However, WSA made 24 -hour counts on Fruitvale Avenue immediately south of Allendale Avenue in March, 1999. These counts show that the PM peak hour on Fruitvale Avenue actually occurs between 2:45 PM and 3:45 PM, which also corresponds to the PM peak hour of the school. (The 340690 REDWOOD MIDDLE SCHOOL TRANSPORTATION STUDY WILBUR SMITH ASSOCIATES Page 2 RPR 09 '99 07:53AM WSA SAN FRANCISCO 415 436 9337 P.6/22 REDWOOD MIDDLE SCHOOL TRANSPORTATION STUDY two -way traffic volume on Fruitvale Avenue between 2:45PM and 3:45PM was approximately eleven percent greater than the volume during the peak hour between 4 PM and 6 PM.) Therefore it is likely that the peak hour for the intersection turning movements at the intersection of Fruitvale Avenue and Allendale Avenue would also occur during this hour, the PM peak hour of the school. The PM peak hour of analysis for the intersection of Fruitvale and Allendale Avenues should have been during the 2:45 to 3:45 PM time period, corresponding with the PM peak hour trip generation of the school. Therefore, WSA re- analyzed the LOS at the intersection of Fruitvale Avenue and Allendale during the 2:45 to 3:45 peak hour, and the results are contained in our traffic study. The PM peak hour of adjacent street traffic for the intersections of Scotland Drive /Saratoga Avenue and Fruitvale Avenue /Saratoga Avenue may correspond to the typical PM peak commute hour, 4 PM t o 6 PM as they are farther removed from the combined immediate effects of West Valley College and Redwood Middle School. However, 24 hour counts were not made near these intersections to verify this. LSA determined the number of trips that would be generated by the school's expansion was using the Institute of Transportation Engineers Trip Generation, Sixth edition. LSA adjusted these rate to account for the higher observed use of vehicles. The use of ITE trip generation rates to estimate the future trips generated by a particular land use is standard common practice in the absence of more accurate empirical data. The WSA analysis of the Redwood Middle School expansion alternatively chose to use empirical data, and assumes a simple direct relationship between the student enrollment and the number of vehicles traveling to and from the site during AM and PM peak hours. This approach assumes that the existing mode splits would remain the same, unless adjustments are made for changes in the levels of bussing, walking bike and other non vehicular access. 3. PROJECT DESCRIPTION The school site is located at 13925 Fruitvale Avenue near Allendale Avenue, less than a mile west of Highway 85 in the City of Saratoga. The school for students in grades six through eight currently consists of eleven buildings, including a library, a muti -use building, an administrative /classroom building, and several classroom buildings. The proposed project includes the expansion of the existing school facilities to accommodate the projected increase from 825 students to 1,282 students by the year 2008. The expected 55 percent increase in student enrollment would also increase the school staff at Redwood Middle School from 67 full -time equivalent positions to 78 full -time equivalent staff members. The project consists of new buildings, additions to existing buildings, and a larger play area as well as the following site improvements to accommodate the anticipated increase in automobile traffic at the site: 340690 REDWOOD MIDDLE SCHOOL TRANSPORTATION STUDY WILBUR SMITH ASSOCIATES Page 3 APR 09 '99 07:53AM WSR SAN FRANCISCO 415 436 9337 P. 7/22 REDWOOD MIDDLE SCHOOL TRANSPORTATION STUDY Redesign of upper parking lot: This lot would be redesigned to allow a new circulation pattern consisting of two counter clockwise loops to facilitate more efficient and safe drop- offs and pick -ups. Cottage area driveway relocation: The driveway to the Cottage area would be relocated, and parking for employees, visitors and the disabled would be expanded. Equalization of drop -off and pick -up area utilization: The two drop- off /pick -up areas would be assigned to specific groups of students to equalize the utilization of the lots. Instruction of parents: Parents would be supplied with instructions and a map illustrating the drop -off and pick -up procedures. Signage and volunteers: Signs and pavement stencils would designate the loading areas and procedures, and volunteers would help direct traffic. Improved bus service: Private subscription to bus service would be studied as an option to relieving automobile congestion during drop -off and pick -up times. Traffic management: Parents would receive written drop -off and pick -up procedures at the beginning of each semester; they would also be encouraged to arrive to school earlier and/or carpool. "Suggested Route to School Plan": The District, in conjunction with the City, would prepare a school route plan indicating the suggested routes for students to use to walk and bike to school. This would be distributed to students and their parents. Bus service: ALTRANS would initiate a busing program within the Saratoga Unified School District. 4. SETTING 4.1 Study Area Roadways The school site is bounded by Fruitvale Avenue to the east, Allendale Avenue to the north, and is close in proximity to Montauk Drive to the south. Fruitvale Avenue has two southbound and two northbound through lanes and a wide median in the vicinity of the school, with turn lanes provided in some locations. Allendale Avenue has one through lane in both the eastbound and westbound directions, with right and left turn lanes provided in some locations. Fruitvale Avenue also has bike lanes on some portions of its length. Currently, all three entrances to the site and two of the three exits.from the site are located on Fruitvale Avenue, and one exit is located on Allendale Avenue. 4.2 Intersection Conditions Traffic counts were made in March, 1999 over a 24 -hour period on Fruitvale Avenue immediately south of Allendale Avenue, to determine the morning and afternoon peak hours. These counts are contained in Appendix A. The morning peak hour for the school coincides with the typical commute peak hour, and occurred between 8:00AM and 9:00AM. The afternoon peak hour also corresponds to the schools peak traffic period, occurring between 2:45PM and 3:45PM. The PM peak hour on Fruitvale Avenue occurs earlier than is typical for an afternoon peak hour, which typically occurs between 4:00PM and 6:00PM. The fact that this portion of Fruitvale Avenue 340690 REDWOOD MIDDLE SCHOOL TRANSPORTATION STUDY WILBUR SMITH ASSOCIATES Page 4 APR 09 '99 07:54AM NSA SAN FRANCISCO 415 436 9337 P.8iz2 REDWOOD MIDDLE SCHOOL TRANSPORTATION STUDY experiences the afternoon peak hour much earlier than the typical commute peak hour is most likely due to the proximity of Redwood Middle School and possibly West Valley College. The intersection operation of Fruitvale and Allendale Avenues was analyzed as part of this study. The intersection level of service was evaluated for the morning and afternoon peak hours: i.e. 8:00AM and 9:00AM and 2:45PM and 3:45PM. These peak hours are the peak for traffic on Fruitvale Avenue as well as Redwood Middle school traffic, as explained above. The turning movement volume counts were gathered on Tuesday, March 16, 1999. The Level of Service (LOS) of an intersection is a measure of the ability of the intersection to accommodate traffic volumes. Intersection Level of Service ranges from LOS A, which indicates free -flow conditions with little overall delay, to LOS F, which indicates congested conditions with extremely long delays. LOS A, B, C, and D are considered excellent to tolerable service levels. LOS E and LOS F conditions have excessive delay. The intersection of Fruitvale and Allendale Avenues, a signalized intersection, was evaluated using the 1994 Highway Capacity Manual (HCM) operations methodology for intersection delay, outlined in Chapter 9 of the HCM. This method determines the capacity for each lane group approaching an intersection, and calculates the average delay for each intersection approach. Then the weighted average of the delays for each approach is calculated to determine the average delay for the intersection, which is used to determine the overall LOS for the intersection. As defined by the City of Saratoga, the operational impact on intersections is considered significant when project traffic causes the service level to deteriorate from LOS D or better to LOS E or F. Table 1 shows the results of the intersection analysis for existing weekday AM and PM peak hour conditions. The table indicates that the intersection of Fruitvale and Allendale Avenues operates at LOS C in both morning and afternoon peak hour conditions. Average delay per vehicle at the intersection is 17.4 seconds in during the morning peak hour and 18.0 seconds per vehicle during the afternoon peak hour. Appendix B contains the detailed calculations of the intersection Level of Service analysis. TABLE 1 EXISTING WEEKDAY PEAK HOUR LEVELS OF SERVICE Study Intersection Time Period Weekday LOS Delay (seclveh) Fruitvale Ave. /Allendale Ave. AM Peak Hour C 17.4 Fruitvale AveJAllendale Ave. PM Peak Hour C 18.0 Source: Wilbur Smith Associates, March 1999. Notes: 1 Traffic counts made on 'Tuesday, March 16, 1999. 4.3 Existing Traffic Circulation Conditions Currently, traffic on the school site circulates inefficiently. Areas on -site that could potentially be used for circulation and queuing are only used under very congested conditions; for the most part, they remain underutilized, which forces queues to extend onto public streets. Furthermore, the 340690 REDWOOD MIDDLE SCHOOL TRANSPORTATION STUDY WILBUR SMITH ASSOCIATES Page 5 APR 09 '99 07:54AM WSA SAN FRANCISCO 415 436 9337 P.9/22 REDWOOD MIDDLE SCHOOL TRANSPORTATION STUDY clockwise direction of traffic flow through the pick -up /drop -off area requires children to cross at least one stream of traffic if they choose to sit in the front seat. The circulation conditions observed on Tuesday, March 16th and the total number of vehicles entering and leaving the school driveways were counted in 15- minute increments. These counts are summarized in Table 2 and the detailed counts are presented in Tables 3 and 4. These counts indicate that 293 vehicles entered all three school driveways between 2:45PM and 4:00PM, while double that number of vehicles (588 vehicles) entered the site between 7:15AM and 8:30AM. As these numbers illustrate, substantially fewer vehicles were observed entering and leaving the school driveways to pick up children in the afternoon than in the morning to drop -off children. However the queues on Fruitvale Avenue were worse in the afternoon. This is due to several factors relating to the different characteristics between morning drop -offs and afternoon pick -ups. During the morning, parents can drop -off their children and then immediately leave, so vehicles have a relatively short duration in the drop -off lots. Vehicles entering the lots in the morning operate much more efficiently, generally following the first -in- first -out (FIFO) operation. Also it appears that parents are more likely to drop -off their kids at school than pick them up from school, since the school start time more closely coincides with the time that parents are traveling to their workplaces. To summarize, there are more vehicles entering the site in the morning than in the afternoon, but they can be processed at a faster rate. During the afternoon, parents usually wait for their children to find their vehicle, and consequently spend more time in the pick -up lots. In addition to being in the lots for a longer duration, the first vehicles in the lots in the afternoon period aren't necessarily the first vehicles to leave the site. Vehicles can only park in one lane while waiting for children, in order to leave the other lane open for circulation purposes. This reduces the usable operational capacity of the lots in the afternoon. However there fewer vehicles arriving to pick up children compared to the morning since more children walk home in the afternoon, and some children have after- school activities on the school site. But the main reason fewer vehicles were observed entering the school site to pick up children in the afternoon is the school lots were filled to capacity with waiting vehicles, and the excess demand was queued on Fruitvale Avenue. Thus, the counts do not reflect the true demand for entering the school driveways during the afternoon. A more detailed discussion of queuing is presented in the next section. As a result of the inadequate existing capacity to accommodate the demand for picking -up students in the afternoon, parents were observed picking up their children in off -site areas surrounding the school, including Allendale Avenue, the Saratoga post office, and on Fruitvale Avenue. In conclusion, even though the morning sees a greater number of vehicles in the school lots, it is for a shorter duration and creates less congested conditions on local public streets than the fewer number of vehicles observed in the afternoon. The combination of several factors results in considerably fewer vehicles entering and leaving the school site at dismissal time. However, the queues and related congestion are worse in the afternoon. Figures 1 and 2 illustrate the arrivals and departures at the school site during the morning and afternoon, respectively. 340690 REDWOOD MIDDLE SCHOOL TRANSPORTATION STUDY WILBUR SMITH ASSOCIATES Poge 6 REDWOOD MIDDLE SCHOOL TRANSPORTATION STUDY D f Table 3 EXISTING VEHICLE ENTRANCES AND EXITS SCHOOL START TIME kij 0 Northern Lot Main Lot Cottage Lot All Lots 6 ul 15 -min. 15 -min. 15 -min. 15 -min. 3 Period Cumulative Period Cumulative Period Cumulative Period Cumulative N Exit Enter Exit Enter Exit Enter Exit Enter Exit Enter Exit Enter Exit Enter Exit D Time Enter E w m 17:15AM 7:30AM 11 9 11 9 41 34 41 34 28 9 28 9 80 52 80 52 2 7:30AM 7:45AM 9 6 20 15 23 12 64 46 15 8 43 17 47 26 127 78 7:45AM 8:00AM 43 34 63 49 68 57 132 103 58 54 101 71 169 145 296 223 n H 8:00AM 8:15AM 59 65 122 114 107 113 239 216 109 109 210 180 275 287 571 510 u) 8:15AM 8:30AM 1 0 123 114 11 12 250 228 5 11 215 191 17 23 588 533 A i- v, A w Table 4. ke w EXISTING VEHICLE ENTRANCES AND EXITS SCHOOL DISMISSAL TIME Northern Lot Main Lot Cottage Lot All Lots Time 15 -min. 15 -min. 15 -min. 15 -min. Period Cumulative Period Cumulative Period Cumulative Period Cumulative Enter Exit Enter Exit Enter Exit Enter Exit Enter Exit Enter Exit Enter Exit Enter Exit :45pm 3:OOpm 5 0 5 0 21 3 21 3 18 3 18 3 44 6 44 6 3:00pm 3:15pm 19 17 24 17 20 16 41 19 16 22 34 25 55 55 99 61 3 :1 5pm 3:30pm 12 22 36 39 67 89 108 108 35 50 69 75 114 161 213 222 3 :30pm 3:45pm 7 8 43 47 28 24 136 132 11 12 80 87 46 44 259 266 3:45pm 4 :00pm 0 1 43 48 9 14 145 146 7 12 87 99 16 27 275 293 331541 m REDWOOD MIDDLE SCHOOL TRANSPORTATION STUDY WILBUR SMITH ASSOCIATES N N Figure 1. Existing Arrivals and Departures School Start Time 700 m cn U' 600 3 5 588 71 D co) 533 41 500 16 5510 Y D .c n il i 400 I d A' .O z o 300 2g• kfl c 5 241 223 u 200 27 Total Arrivals 100 --f— Departures I 8 A-- Parent Arrivals 0 7:15 AM 7:30 AM 7 :45 AM 8:00 AM 8:15 AM 8:30 AM Time of Day r N N Figure 2. Existing Arrivals and Departures School Dismissal Time 1.n 350 m ut 01 Ii 3 300 277 293 D t 250 266 231 222 a. 200 t� a E A Z 150 w a V 100 117 -O -Arriva --E Total Departures -,k- Parent Departures 61 50 8 6 0 0 2:45 PM 3:00 PM 3 :15 PM 3:30 PM 3 :45 PM 4:00 PM Time of Day N APR 09 '99 07 :55AM WSA SAN FRANCISCO 415 436 9337 P.13/22 REDWOOD MIDDLE SCHOOL TRANSPORTATION STUDY The graphs depict the cumulative total arrivals and total departures observed every 15 minutes. The P ry arrival graph in the morning and the departure graph in the afternoon have been modified to delete the effects of teacher arrivals and departures. This is because, in the morning for example, teachers arrive but do not leave, thus would not be part of the cumulative queuing. Similarly, in the afternoon, teachers leave but do not arrive. 4.3.1 Utilization of the Existing Lots The three on -site lots are used inefficiently in both the morning and afternoon periods. The Cottage lot has the least capacity for queued vehicles, but is used by a substantial portion of the traffic in both the morning and afternoon periods. At the same time, the northern lot has approximately the same capacity as the main lot, but is used by substantially less traffic than the other two lots during both the morning and afternoon periods. Table 2 indicates the percent of entering and exiting traffic in each lot during the morning and afternoon periods. TABLE 2 PERCENT UTILIZATION OF EXISTING LOTS Time Period Northern Lot Main Lot Cottage Lot Enter Exit Enter Exit Enter Exit Morning 21.0 21.4 42.5 42.8 36.5 35.8 Afternoon 15.6 16.4 52.7 49.8 31.6 33.8 4.3.2 Queuing Conditions During the peak portion of the morning peak period (approximately 8:00 AM to 8:15 AM), traffic queues spill onto Fruitvale Avenue. The queue of vehicles in the curb lane of southbound Fruitvale Avenue waiting to turn right into the school site was observed to extend the entire distance between the entrance to the lot and the exit from the lot (about six vehicles), which also causes queues on- site to grow. The queue of vehicles in the curb lane on southbound Fruitvale Avenue reduced the capacity of southbound Fruitvale Avenue for vehicles wishing to turn right out of the school driveway. The increased difficulty of exiting vehicles to turn right onto Fruitvale Avenue caused exiting vehicles to queue on site, which consequently exacerbated the queues extending off site. During the afternoon peak period, queues extending onto Fruitvale Avenue were much longer than those observed during the morning peak period. At 3:05PM, when the dismissal bell rang, the queue of vehicles in the curb lane of southbound Fruitvale Avenue extended beyond the intersection with Allendale Avenue (approximately 25 vehicles). 4.3.3 Processing Rates During the morning peak period, observations indicated that the process of dropping off children generally took approximately 15 seconds per vehicle. Because of the short amount of time required to drop -off children, queues extended onto Fruitvale Avenue only for a couple of minutes between 8:00AM and 8:15AM. During the morning peak period, vehicles arrive in platoons or groups, which is presumably due to the fact that vehicles are platooned by the signals on Fruitvale Avenue, This grouping of arriving vehicles further exacerbates the problem of queuing under the current circulation plan since the driveway entrances to the Cottage lot and main lot are adjacent to one another. In particular, 340690 REDWOOD MIDDLE SCHOOL TRANSPORTATION STUDY WILBUR SMITH ASSOCIATES Page 10 APR 09 '99 07 :56AM WSA SAN FRANCISCO 415 436 9337 P.14/22 REDWOOD MIDDLE SCHOOL TRANSPORTATION STUDY drivers traveling southbound on Fruitvale Avenue that want to turn right into the Cottage lot often block the entrance to the main lot for both vehicles traveling northbound on Fruitvale Avenue waiting to turn left into the main lot and vehicles traveling southbound on Fruitvale Avenue wishing to turn right into the main lot. As shown in Table 3, 191 (36 vehicles were observed entering and leaving the site at the Cottage lot, 228 (43 vehicles entered and exited the main lot, and only 114 (21 vehicles entered and exited the northern parking lot. The Cottage lot, which has the least queuing capacity, was carrying approximately 36% of the drop -off traffic. In addition, this driveway serves as access to the majority of the teacher parking. As this lot provides only enough curb space to accommodate about five vehicles at one time and the greatest demand occurs during a relatively short period of time just before school starts, queues for entering the Cottage lot often extend onto Fruitvale Avenue and block the entrance to these two most utilized lots. At school dismissal time, fewer vehicles enter the site to pick up children than in the morning. However, the longer duration that vehicles wait for children to leave class and find their respective vehicles creates much worse queuing problems than at the school's start time. In addition, parents are more likely to drop -off their children early for school than they are to pick up their children later than dismissal time. This results in a very high demand for queuing space for a relatively short period of time. Table 4 indicates that 87 (32 vehicles were observed entering and leaving the southern lot, 145 (53 vehicles entered and left the main lot, and only 43 (15 vehicles entered and left the northern lot. The main lot is more heavily utilized than the other lots, but to a greater degree in the afternoon compared to the morning period. Queues to enter the main lot were observed to extend in the southbound curb lane of Fruitvale Avenue beyond the intersection of Allendale Avenue, with at least 25 vehicles waiting to enter the main lot. 340690 REDWOOD MIDDLE SCHOOL TRANSPORTATION STUDY WILBUR SMITH ASSOCIATES Page 7 1 APR 09 '99 07:56AM WSA SAN FRANCISCO 415 436 9337 P.15/22 REDWOOD MIDDLE SCHOOL TRANSPORTATION STUDY 5. TRAVEL DEMAND ANALYSIS 5.1 Existing Use Redwood Middle School currently has 825 students. These 825 students were observed to generate 588 inbound vehicle -trips during the morning peak period and 293 outbound vehicle -trips during the afternoon peak period. 5.2 Trip Generation The student body is expected to expand to 1,282 students by the year 2008, an increase of 457 students. As a worst -case estimate, we have assumed that the 55 percent increase in students at the school site would create a proportionally higher number of vehicles traveling to and from the school during the morning and afternoon peak hours.1 The 588 inbound vehicle -trips would increase to 914 inbound vehicle -trips during the morning peak period, and the 293 outbound vehicle -trips would increase to 455 outbound vehicle -trips during the afternoon peak period. 5.3 Trip Distribution Approximately 60% of the vehicles entering the school site during the morning peak period were traveling south on Fruitvale Avenue and turning right into the site, while about 40% of the vehicles were traveling in the northbound direction on Fruitvale Avenue and turning left into the school site. Assuming that the current student residential distribution remaining in the future, the directional distribution of the additional vehicle trips generated by the school's expansion would not change. Then 196 of the additional 326 morning peak period vehicle trips would be turning right into the site and 130 of the 326 vehicles would be turning left into the site from northbound Fruitvale Avenue. Similarly, 91 of the additional 152 afternoon peak period vehicle trips would be turning right into the site from southbound Fruitvale Avenue and 61 of the additional 152 vehicles would be turning left into the site. These were assigned to the school driveways and the intersection of Fruitvale and Allendale as discussed below. 6. PROJECT TRANSPORTATION IMPACT ANALYSIS This section describes the transportation impacts of the proposed project on the traffic circulation conditions both on site and at the intersection of Fruitvale and Allendale Avenues. The impacts on are addressed during both the morning and afternoon peak periods. 6.1 Assumed Circulation Improvements The proposed improvements to the transportation and traffic circulation conditions include the expansion and the redesign of the main lot and the northern lot. Both lots would be redesigned to have counterclockwise circulation patterns and to increase the total on -site area for circulation purposes. This will significantly expand the rate at which drop -offs and pick -ups can be made and will allow More of the queuing to occur on -site. This would alleviate some of the existing queuing problems, as described in Section 4.3. The Cottage lot will be reduced in size and restricted to teachers only. This would remove teachers' vehicles from the congestion and educe the amount of 340690 REDWOOD MIDDLE SCHOOL TRANSPORTATION STUDY WILBUR SMITH ASSOCIATES Page 12 APR 09 '99 07:56AM WSA SAN FRANCISCO 415 436 9337 P.16/22 REDWOOD MIDDLE SCHOOL TRANSPORTATION STUDY traffic that occurs at the southern edge of the property, near the intersection of Montauk Drive. A sketch of the proposed circulation plan is shown in Figure 3. 6.2 Future Traffic Impacts at Fruitvale /Allendale Avenues Intersection As defined by the City of Saratoga, the operational impact on local intersections is considered significant when the project related traffic causes the level of service to deteriorate from LOS D or better to LOS E or F, or from LOS E to LOS F. In addition, significant impacts would also occur if the traffic would interfere with existing transportation systems causing substantial alteration to circulation patterns or causing major traffic hazards or would contribute substantially to cumulative traffic increases at intersections that would otherwise operate at acceptable levels, causing degradation to unacceptable levels. Traffic conditions at the intersection of Fruitvale and Allendale Avenues were evaluated during the weekday morning and afternoon peak period conditions with and without the addition of project traffic. Table 5 presents a comparison of the intersection level of service analysis under existing and future conditions. In order to evaluate the operation of the intersection under future conditions, the existing (1999) intersection volumes were increased by 1.5% per year to obtain a Year 2008 base scenario (without expansion of the school). Then, the additional traffic generated by the school expansion that would travel through the intersection was added to the Year 2008 base traffic volumes. In the year 2008, the LOS would remain C, the same as existing conditions, during both the morning and afternoon peak hours. The additional traffic resulting from the school's expansion would increase the average vehicle delay over the base year 2008 conditions, 340690 REDWOOD MIDDLE SCHOOL TRANSPORTATION STUDY WILBUR SMITH ASSOCIATES Page 13 ti6t u 3 izl:01Fd5 D c.tIzr "i -4-ri ►.S 7L-A N 1" WIN& WI* wig, P E SoSeS I DeU\egi H Icl.E5 m r-- 6 ashy D ii T T 1 9 1 CAL e EA Loop 23)(n z P�U7 A cui 17 -OFF ZNE -Ti z L 5rittGKiN& 14 DY -per 0 k N ul W 4 ig /2 _1 gli bmmumm t i FIVIWALE A Mitt/ Y To AI lANbA .e OPEN N APR 09 '99 07:57AM WSA SRN FRANCISCO 415 436 9337 P.18/22 REDWOOD MIDDLE SCHOOL TRANSPORTATION STUDY TABLE 5 PROJECTED YEAR 2008 WEEKDAY PEAK HOUR LEVELS OF SERVICE Study Time Year 2008 Year 2008 Year 2008 Year 2008 Intersection Period Weekday Delay Expansion Expansion LOS (sec/veh) Weekday LOS Delay (sec/veh) Fruitvale Ave./ AM Peak C 18.6 C 23.4 Allendale Ave. Hour Fruitvale Ave./ PM Peak C 19.9 C 21.2 Allendale Ave. Hour Source: Wilbur Smith Associates, March 1999. Notes: 1 Traffic counts made on Tuesday, March 16, 1999. However, the service levels would remain at LOS C with the traffic generated by the expansion of the school. Appendix B provides the detailed calculations of the intersection Level of Service analysis. 6.3 Circulation Impacts The ability of vehicles to enter and leave the school site efficiently will be improved by the proposed changes to the transportation and traffic circulation system. The increased number of students would generate more traffic to the site, offsetting some of the benefits of the proposed improvements. This analysis evaluates the proposed circulation improvements with the 55 percent increase in students and the associated traffic. The proposed circulation improvements described previously will improve the situation in several ways. First the relocation of all three driveways (and the prohibition of drop -offs and pick -ups in the Cottage lot) results in the two drop -off areas spaced at distances necessary to prevent blocking of access for either drop -off area. This redesign prevents entering vehicles from blocking exiting vehicles as is currently the case due to the long queues in the afternoon. It also separates the cottage lot entrance from the main lot entrance, improving the congestion related to the proximity of these two driveways. Last but not least, the proposed design increases the on -site capacity of the school's drop -off lots to a total of approximately 19 vehicles in the main lot and 21 vehicles in the northern lot for a total of 40 vehicles, compared to 23 vehicles under current utilization of the lots. The new circulation pattern would also force drivers to drive counter clockwise through the lot, which facilities faster loading and unloading and consequently would maximize the use of unloading space within the lots. 6.3.1 AM Peak Period The 533 vehicles that currently enter the site to drop off children in the morning would increase to 828 vehicles on a typical morning at the school. Assuming the same peaking characteristics as existing, approximately 54 or 446 vehicles would enter the site during the peak 15 minutes i.e. between 8:00AM and 8:15AM. These improvements are expected to significantly improve the circulation and related queues and congestion under existing conditions. The proposed on -site drop -off capacity for 40 vehicles at one time should also accommodate the future peak of 446 vehicles in the morning's peak fifteen 340690 REDWOOD MIDDLE SCHOOL TRANSPORTATION STUDY WILBUR SMITH ASSOCIATES Poge 15 APR 09 '99 07.57AM NSA SAN FRANCISCO 415 436 9337 P.19/22 REDWOOD MIDDLE SCHOOL TRANSPORTATION STUDY minutes if the lots are utilized correctly. The future demand of 446 vehicles in fifteen minutes equals fifteen vehicles per minute per lot. Since unloading was observed to take place at a rate of fifteen seconds per vehicle, and ten to fifteen vehicles can unload simultaneously, the arrival rate of fifteen vehicles per minute can be accommodated. To ensure that the maximum unloading capacity of ten to fifteen vehicles simultaneously is achieved, it is recommended that supervisors ensure that drivers pull as far forward as possible and otherwise maximize the available queuing space. 6.3.2 PM Peak Period During the afternoon, 275 vehicles were observed to enter and leave the school site to pick up children after school was dismissed. After the school is expanded, the demand of vehicles at school dismissal time would increase to a total of 427 vehicles. Currently, the observed arrival rate of vehicles at the school's site is constrained by the processing rate, or the rate at which children can be picked up or dropped off. The proposed circulation scheme would increase the onsite queuing capacity of the lots and would improve the efficiency of pick -ups. In order to consider a worst -case scenario, it was assumed that the arrival demand rate in the future was not limited by capacity within the lots. Thus, the analyzed demand rate represents a true unconstrained demand, or that which would occur if the site had unlimited capacity. But it is predicted that, with 1282 students, the unconstrained arrival demand rate in the afternoon would still be greater than the processing rate under the proposed circulation scheme, so offsite queuing would still occur. As the demand for vehicles at the site occurs over a very short duration of time immediately before school start time and immediately after school dismissal time, the site could not accommodate the current and projected traffic demand without the devotion of unreasonably large amounts of space to parking /pick -up /drop -off functions. The offsite queuing would be an unmitigatable impact. If each of the projected 427 vehicles entering the site to pick up children in the afternoon were in a lot for an average of three minutes, it would still require 35 minutes to accommodate all 427 vehicles. Thus, if traffic increases proportionately to student enrollment, queues would again extend onto Fruitvale Avenue for about 30 minutes. 7. CONCLUSIONS AND RECOMMENDATIONS 7.1 Congestion and Queuing 1. Increases to the capacity of the existing lots and maximizing the utilization of the reconfigured lots will improve the efficiency of pick -ups and drop -offs at the school and the resulting queues onto Fruitvale Avenue. 2. During the AM peak period, the proposed circulation plan is expected to significantly improve the circulation and related queues and congestion compared to existing conditions, and most queuing is expected to be accommodated onsite. 3. During the PM peak period, the proposed circulation scheme would increase the onsite queuing capacity of the lots and would improve the efficiency of pick -ups. But it is predicted that, with 1282 students, the arrival demand rate in the afternoon would still be greater than the processing rate under the proposed circulation scheme, so offsite queuing would still occur. 340690 REDWOOD MIDDLE SCHOOL TRANSPORTATION STUDY WILBUR SMITH ASSOCIATES Page 16 APR 09 '99 07:58AM WSA SAN FRANCISCO 415 436 9337 P.20/22 REDWOOD MIDDLE SCHOOL TRANSPORTATION STUDY 4. The proposed circulation plan, is expected to accommodate school traffic better than existing conditions. The following discussion presents some recommendations that could further improve conditions. It should be noted that these improvements are not specifically to mitigate the impacts of the project, but are recommendations that would further improve traffic circulation over existing traffic conditions. Strategies and actions that could further improve traffic circulation and congestion at the site include: Staggered dismissal times Circulation at the school site would benefit immensely from staggered dismissal times. For instance, if the school were divided into two even groups with schedules offset by ten minutes or more, the proposed circulation plan and lot configuration could accommodate the project traffic onsite due to the reduced number of cars during the peak. Staggering the dismissal times and subdividing groups within each dismissal would also make it easier for children to find their respective vehicles, making the pick -up process more efficient and consequently reduce the amount of time each vehicle is on the site. The disadvantages of staggering school dismissal times are that it is more inconvenient for parents who have two kids on different schedules. Because of this, some parents would wait until the later dismissal time, t would not be to cut peak traffic demand in half, and the benefi p but more on the order of 60 percent. Even so this would significantly reduce the peak traffic volumes. It would however, spread out the peak by 15 minutes or so, depending on the time offset between the two dismissals times. The benefits of reduced traffic congestion would outweigh the extended peak period. However the biggest disadvantage is that staggered dismissals make it more difficult for students to carpool. Again, the advantages of the staggered dismissals would be negated if the carpools waited till the later dismissal times to pick up the students. One approach would be to try to achieve a reduction in the number of vehicles before implementing staggered dismissal times. Options that could help achieve this goal are discussed below. To minimize the number of vehicles traveling to and from the site during each morning and afternoon period, the following strategies should be considered: Bus service Bus service could most drastically reduce the number of automobiles at the school site, with a single van or bus replacing the traffic created by ten to twenty automobiles. Carpools Encourage carpools to reduce traffic at the site. Parents would need help in obtaining a rider list for potential matches; RIDES for Bay Area Commuters could help provide such a service. Staggered arrivals- Encourage parents to voluntarily arrive earlier than school start time and later than dismissal time. A Suggested Route to School Plan Creating a "Suggested Route to School Plan" would encourage students to bicycle or walk to and from school, thereby reducing the automobile traffic volumes at the site. However, the existing infrastructure may not be sufficiently safe for children to walk or bike to school. Ensuring that these routes have continuous bicycle paths 340690 REDWOOD MIDDLE SCHOOL TRANSPORTATION STUDY WILBUR SMITH ASSOCIATES Page 17 APR 09 '99 07:58AM NSA SAN FRANCISCO 415 436 9337 P.21/22 REDWOOD MIDDLE SCHOOL TRANSPORTATION STUDY and sidewalks between the school and adjacent residential neighborhoods and actuated pedestrian buttons and crossing guards would make traveling by foot or bicycle a more feasible mode of traveling to and from school. Finally if all these fail: Utilize end of Allendale Avenue as pick up point during the afternoon dismissal only In addition to reducing congestion on Fruitvale Avenue, this would be convenient for drivers who want to turn left onto Fruitvale Avenue, since all other exit points require vehicles to turn right onto Fruitvale Avenue. 7.2 Recommendations to the Circulation Plan The following elements of the proposed circulation plan are still under study by the District and the City. A brief discussion of some of the advantages and disadvantages pertaining to these issues is presented below: 1. Access to Allendale Avenue: Retaining the access from the northern lot to Allendale Avenue would provide an additional outlet and would allow vehicles to exit the lot more quickly, and therefore more vehicles could queue within the lot. This would work best during the AM peak period. However, during the more critical afternoon period, the rate at which children can find and get in their respective vehicles is the limiting factor. It would be difficult for them to locate a parent on the far side of the lot intending to exit onto Allendale. Therefore it is not anticipated that providing an egress point onto Allendale would reduce any off -site queuing. It may provide an incentive for some parents to use the northern lot; however, given the existing utilization of the three lots, it does not appear to be attracting a majority of the vehicles. Therefore, most parents who are either dropping off or picking up students would not use it. It would primarily be a convenience for those who park in the lot who could then exit onto Allendale. To that extent it would reduce U -turns on Fruitvale Avenue. It does not appear to cause any safety concerns onto Allendale. 2. One way outbound flow from the Cottage Lot Driveway The proposed site plan indicates a one -way outbound flow on the driveway from the Cottage lot and the back teachers' lot. Providing one -way outbound access to Fruitvale Avenue from the Cottage lot and a one -way access to Cottage lot from main lot is not recommended. Although this circulation pattern would allow teachers to turn left from Fruitvale Avenue into the site, it would require all teachers to circulate through the main lot to enter the Cottage lot and teacher parking spaces. Consequently, teacher traffic would add to the congestion in the main lot and cause unnecessary delay to teachers as well as drivers dropping off children in the morning. Teachers arriving at the school during the peak 15minute period would experience unnecessary delay; their access should remain separate from the congested drop -off lots, if possible. Teachers faced with the choice of congestion or being late would be tempted to use the Cottage Lot driveway as inbound regardless of how it is striped. Second, the outbound movement is the one affected by the proximity to Montauk Drive, so retaining the outbound flow does not improve the situation caused by the proximity of the driveway to Montauk Drive. Finally, delivery vehicles would need to circulate through the main parking lot, making two 90- degree turns and two 180 degree turns. Depending on the 340690 REDWOOD MIDDLE SCHOOL TRANSPORTATION STUDY WILBUR SMITH ASSOCIATES Page 78 APR 09 '99 07 :59AM NSA SAN FRANCISCO 415 436 9337 P. 22i22 REDWOOD MIDDLE SCHOOL TRANSPORTATION STUDY size of the delivery vehicles, it would be advisable to allow them to enter the Cottage driveway even if passenger cars are instructed to circulate through the main parking lot. Alternatives to this circulation scheme are evaluated below. Two-way: Given the relatively light traffic volumes anticipated at this driveway, a two way configuration appears feasible. The low traffic volumes using this driveway should not interfere with the traffic entering and exiting the intersection of Montauk Drive. One -way inbound: If proximity of the driveway to Montauk Drive is a concern, making the driveway into the Cottage lot one -way inbound could ameliorate this. This would relocate outbound vehicles further from Montauk Drive, by providing a one -way access to the main lot from the Cottage lot. This configuration would allow teachers to enter the teacher parking spaces on the south side of the school without mixing with drop -off traffic and would further remove any potential conflict of traffic exiting the site with traffic turning right at Montauk Drive. Concerns with this configuration are that parents could enter the Cottage lot from Fruitvale Avenue and exit from the main lot, circumventing the two official drop -off lots. If this occurs, the prohibited use of the lot by parents would need to be enforced. This enforcement could be provided with volunteers or by closing the connection with a gate prior to dismissal. Also, with a one way inbound configuration, outbound delivery vehicles would need to circulate through the cottage lot parking lot, making two 90- degree turns. Depending on the size of the delivery vehicles, it would be advisable to allow them to exit the Cottage driveway even if passenger outbound cars are instructed to exit through the main parking lot. 3. Secondary queuing lanes are not recommended. Although these lanes would provide more space for vehicles to queue and wait for children in the afternoon, driver behavior suggests that the lanes closest to the school would not be effectively utilized because drivers would feel "trapped" by the vehicles queued in the lane nearest the circulation lane. 340690 REDWOOD MIDDLE SCHOOL TRANSPORTATION STUDY WILBUR SMITH ASSOCIATES Poge 19 SARATOGA CITY COUNCIL EXECUTIV A SUMMARY NO. 3 ■3 AGEND ITEM MEETING DATE: April 21, 1999 CITY MANAGER ONO ORIGINATING DEPT: Office of the City Manager Paula Reeve, Administrative Analyst SUBJECT: Agreement with the Housing Authority of the County of Santa Clara to g g Y Y provide property management and tenant placement services for the Hakone Garden affordable housing project. RECOMMENDED MOTION(S): Authorize the City Manager to enter into an Agreement with the Housing Authority of the County of Santa Clara to provide property management and tenant placement services for the Hakone Garden affordable housing project. REPORT SUMMARY: Selection Process and Housing Authority Background On February 25 a panel composed of City and County staff and several Hakone Foundation members interviewed the directors of three firms to select the most qualified to provide property management and tenant selection services for the Hakone Garden affordable housing project. As a result of the interviews, the panel chose the Housing Authority of the County of Santa Clara based on its outstanding reputation and extensive experience in developing and maintaining affordable housing, particularly properties owned or regulated by public agencies. The Housing Authority has existed in Santa Clara County for over thirty years progressively expanding its role as a housing service provider and developer. In addition to assisting approximately 10,000 low income families, seniors, and persons with disabilities through its rental subsidy programs, it has also been responsible for developing 27 housing complexes containing over 2,200 units. The Housing Authority's inspirational projects have served as models for many other community revitalization endeavors and resulted in 20 national awards for program innovation and project design. Locally, the City of San Jose's Department of Housing recently recognized the Authority as the 'Developer of the Decade," and its Morrone Gardens ro'ect was named the "Senior P J Housing Development of the Decade." i I Summary of Property Management Agreement The Property Management Department of the Housing Authority will administer the Agreement with the City of Saratoga as indicated in Attachment 1. The Authority's property management responsibilities will cover a variety of administrative, maintenance, and occupancy obligations. Some of these include: tenant placement in compliance with the FY 1999 Housing and Urban Development Program Income Limits and state and federal Fair Housing Laws, maintenance and property inspections, rent collection, verification of annual income eligibility, and possibly evictions. The attached Agreement, which has been reviewed by the City Attorney, will automatically renew each year until terminated by either party. Resident Selection Criteria As a diligent and attentive property management agency, the Housing Authority has comprehensive procedures in place that will also be utilized to screen and select tenants for the Hakone unit. This process requires a prospective tenant to complete an extensive application packet, including a background check and income verification. City staff, Hakone Foundation representatives, and the Housing Authority Property Management Director have held preliminary meetings to develop specific eligibility selection criteria prior to placing tenants in the Hakone property. FISCAL IMPACTS: Rent for the Hakone cottage has been set at $900 per month, or $10,800 per year. The Housing Authority's monthly property management fee will be $75 per month, or $900 annually, resulting in an approximate $9,900 net profit to the Hakone Foundation, barring any unexpected expenses. ADVERTISING, NOTICING AND PUBLIC CONTACT: Nothing additional. CONSEQUENCES OF NOT ACTING: The property will remain vacant, and the Hakone Foundation will forgo the anticipated revenue generated from renting the property. FOLLOW UP ACTIONS: Execution of Agreement by City Manager and the Housing Authority of the County of Santa Clara. ATTACHMENTS: 1. Property Management Agreement I ti i Attachment #1 PROPERTY MANAGEMENT, INC. PROPERTY MANAGEMENT AGREEMENT 1. This Agreement is entered into by and between Property Management, Inc. hereinafter called "The Agent" or "The Contractor") and (hereinafter called "The Owner for the purpose of providing management services for the property known as upon the terms hereinafter set forth for the period of one (1) year beginning 19 and renewing automatically for one year terms until terminated. Either party may terminate this Agreement upon ninety (90) days written notice, except as provided in paragraph 2.(b) below. 2. The Agent Agrees: (a) To use diligence in the management of the premises for the period and the terms provided and agrees to furnish the services of its organization for the renting, leasing, operation and managing of the premises in accordance with the terms of this agreement, including, but not limited to, provision B, Standard of Performance, of Exhibit A. (b) To deposit all receipts collected on behalf of the Owner, less any sums properly deducted or otherwise provided herein, into a trust account as mandated by state laws governing licensed real estate brokers managing property; to render written monthly statements detailing receipts, expenses and charges and to remit to the Owner, receipts less disbursements. "Rents" for the purpose of the Agreement, are defined as the tenant's payments to the Owner, or the Owner's Agent. In the event the disbursements in any month exceed the sum of the rents collected by the Agent, the Owner hereby agrees to pay such disbursements promptly upon demand of the Agent. Agent's demand for such payment is set forth in its monthly statement which is "Due within ten days of receipt If full payment is not received by Agent within fifteen days of the date of such statement, a Final Demand for Payment letter shall be sent by Agent and may be followed by legal action to collect outstanding balances, without further notice. If full payment is not received by the Contractor within 15 days of Contractor's monthly statement, or until Agent receives full payment from Owner, no maintenance services will be ordered by Agent on Owner's property and all emergency requests will be forwarded to Owner for response to the tenants. (c) To inspect and evaluate the condition of the unit upon tenant's move out; with Owner's approval make a disposition of any deposit held, and to provide a written statement of the same to the tenant on the Owner's behalf. Copy of the written statement will be forwarded to the Owner for his /her records. (d) The Agent's employees who handle or are responsible for handling the Owner's monies shall be bonded by a Fidelity Bond in an adequate amount. (e) In the performance of its obligations under this Agreement, Agent shall comply with the provisions of all federal, state or local laws prohibiting discrimination in housing on the basis of race, color, creed, ancestry, religion, national origin, sex, marital status, children, sexual orientation, AIDS, ARC, or physical disability, including Title VI of the Civil Rights Act of 1964 (Public Law 88 -352) and the regulations issued pursuant thereto (24 CFR Part I); Executive Order 11063 and the regulations issued pursuant thereto (25 CFR 570.601); Fair Housing Amendments Act of 1988 and the regulations issued pursuant thereto (24 CFR Part 14 et al.) and Title VIII of the 1968 Civil Rights Act (Public Law 90- 384). 3. Except as otherwise provided in this Agreement, the Owner agrees to give the Agent the following authority and powers and agrees to assume responsibility for the expenses in connection herewith: (a) To advertise and list at the Agent's offices, the availability for rental of the herein described premises; to enter into, renew, modify and /or cancel and terminate leases for the premises of any part thereof; we will provide a copy of Spanish translation of lease to new tenants (When the Tri- County Lease is used), who are monolingual in Spanish; to issue notices regarding termination of tenancies and to sign and serve said notices in the name of the Owner. Initiation of unlawful detainers or other appropriate civil actions against tenants; and when expedient settlement, compromise and release of such actions or suits shall require the Owner's specific prior approval. Reinstatement of tenancies shall be with Owner's approval. (b) Except as stated otherwise in paragraph 2.(b) above, to make or cause to be made and supervise repairs, alterations and decorating on said premises; to purchase supplies and apply all bills to receipts collected. The Agent agrees to secure the prior approval of the Owner on all expenditures in the excess of except monthly or recurring operating charges and /or emergency repairs in excess of maximum, if, in the reasonable opinion of the Agent such repairs are necessary to protect the property from damage or to maintain services to the tenants as called for in their lease. When required by state law, only licensed professionals shall be contracted with and compensated to perform repairs. (c) To make contract for electricity, gas, fuel, water, telephone, window cleaning, ash or rubbish hauling and other services for such of them as the Agent shall deem advisable; to assume the obligation of any contract so entered into prior to the termination of this Agreement; (d) All costs of legal action and expenses for services of legal counsel where such legal actions and legal services are specifically approved in advance by the owner rendered to the Agent in the performance of these duties are over and above the monthly fee and set up fee and will be paid by the Owner on a cost reimbursable basis. 4. The Owner further agrees and certifies that he /she shall: (a) Indemnify, reimburse, hold harmless and defend the Agent including its employees Agents, Commissioners, and Directors from any and all liability, damages, loss, costs, and obligations, including, but not limited to, court costs and reasonable attorney's fees arising out of any claim, suit, judgment, loss or expense occasioned by, but not limited to, injury or death of any person or persons, or loss or damage to any property, arising from the negligent act or omission of Owner, or those of its officers, agents and employees. (b) Carry at his own expense public liability insurance adequate to protect the interests of the Owner hereto, as it relates to the property covered by this Agreement. If the Owner has employees, he /she will also carry at his /her own expense Worker's Compensation Insurance coverage. The Agent shall not be liable for any error of judgement or for any mistake of fact of law, or for anything which it may do or refrain from doing hereinafter, except in cases for willful misconduct or gross negligence. (c) Pay mortgage indebtedness, property and employee taxes, special assessments, and place fire liability, steam boiler, pressure vessel, or any other insurance required; (d) Pay the Agent for up to sixteen (16) units on one site or any number of units scattered at the rate of Bedrooms Per Unit Per Month: 0 1 2 3 4 Unit breakdown covered by this Agreement: UNIT B/R SIZE MONTHLY SUBTOTAL TOTAL GRAND TOTAL$ (e) Other items of mutual agreement: (f) Exceptions, if any: 5. The provisions set forth in Exhibits A and B are part of this Agreement. 6. This Agreement will be administered by the Property Management Department of the Housing Authority of the County of Santa Clara "The Administrator"). All correspondence must be directed to us through the Administrator or his or her designee. This Agreement shall be binding upon the heirs, administrators, executors, successors and assignees of the Agent and the heirs, administrators, executors, successors and assignees of the Owner. Owner's Street Address Social Security Number City, State Zip Home Telephone Number Work Telephone Number Owner's Signature Date City Attorney Date Property Manager Date County Counsel Date Property Management Director Date Revision 5 (4/6/95) b: \pmidisk\promgag.doc EXHIBIT A GENERAL PROVISIONS 1. INDEPENDENT CONTRACTOR. At all times during the term of this Agreement, Contractor shall be an independent contractor and shall not be an employee of City. City shall have Ihe right to control Contractor only insofar as the results of Contractor's services rendered pursuant to this Agreement; however, City shall not have the right to control the means by which Contractor accomplishes services rendered pursuant to this Agreement. 2. LICENSES: PERMITS: ETC. Contractor represents and warrants to City that it has all licenses, permits, qualifications and approvals of whatsoever nature which are legally required for Contractor to practice its profession. Contractor represents and warrants to City that Contractor shall, at its sole cost and expense, keep in effect at all times during the term of this Agreement any licenses, permits, and approvals which are legally required for Contractor to practice its profession. In addition to the foregoing, Contractor shall obtain and maintain during the term hereof a valid City of Saratoga Business License. 3. TIME. Contractor shall devote such time to the performance of services pursuant to this Agreement as may be reasonably necessary for satisfactory performance of Contractor's obligations pursuant to this Agreement. 4. INSURANCE REQUIREMENTS. Contractor shall procure and maintain for the duration of the contract "occurrence coverage" insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder by the Contractor, its agents, representatives, employees or subcontractors. (a) Minimum Scope of Insurance. Coverage shall be at least as broad as: 1. Insurance Services Office form number GL 0002 (Ed. 1/73) covering comprehensive General Liability and Insurance Services Office form number GL 0404 covering Broad Form Comprehensive General Liability; or Insurance Services Office Commercial General Liability coverage "occurrence" form CG 0001.) Exhibit A Page 1 of 6 2. Insurance Services Office form number CA 0001 (Ed. 1/78) covering Automobile Liability, code 1 "any auto" and endorsement CA 0025. 3. Workers' Compensation Insurance as required by the Labor Code of the State of California and Employers Liability Insurance. (b) Minimum Limits of Insurance. Contractor shall maintain limits no less than: 1. General Liability: $1,000,000 combined single limit per occurrence for bodily injury, personal injury and property. damage. If commercial General Liability Insurance or other form with a general aggregate limit is used, either the general aggregate limit shall apply separately to this project/location or the general aggregate limit shall be twice the required occurrence limit. 2. Automobile Liability: $1,000,000 combined single limit per accident for bodily injury and property damage. 3. Workers' Compensation and Employers Liability: Workers' Compensation limits as required by the Labor Code of the State of California and Employers Liability limits of $1,000,000 per accident. (c) Deductibles and Self- Insured Retentions. Any deductibles or self insured retentions must be declared to and approved by the City. At the option of the City, either the insurer shall reduce or eliminate such deductibles or self- insured retentions as respects the City, its officers, officials and employees; or the Contractor shall procure a bond guaranteeing payment of losses and related investigations, claim administration and defense expenses. (d) Other Insurance Provisions. The policies are to contain, or be endorsed to contain, the following provisions: 1. General Liability and Automobile Liability Coverages. Exhibit A Page 2 of 6 a. The City, its officers, officials, employees and volunteers are to be covered as insureds as respects: liability arising out of activities performed by or on behalf of the Contractor; products and completed operations of the Contractor, premises owned, occupied or used by the Contractor, or automobiles owned, leased, hired or borrowed by the Contractor. The coverage shall contain no special limitations on the scope of the protection afforded to the City, its officers, officials, employees or volunteers. b. The Contractor's insurance coverage shall be primary insurance as respects the City, its officers, officials, employees and volunteers. Any insurance or self insurance maintained by the City, its officers, officials, employees or volunteers shall be excess of the Contractor's insurance and shall not contribute with it. c. Any failure to comply with reporting provisions of the policies shall not affect coverage provided to the City, its officers, officials, employees or volunteers. d. The Contractor's insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the limits of the insurer's liability. 2. Workers' Compensation and Employers Liability Coverage. The insurer shall agree to waive all rights of subrogation against the City, its officers, officials, employees and volunteers for losses arising from work performed by the Contractor for the City. 3. Professional Liability. Contractor shall carry professional liability insurance in an amount deemed by the City to adequately protect the Contractor against liability caused by negligent acts, errors or omissions on the part of the Contractor in the course of performance of the services specified in this Agreement. Exhibit A Page 3 of 6 4. All Coverages. Each insurance policy required by this clause shall be endorsed to state that coverage shall not be suspended, voided, canceled by either party, reduced in coverage or in limits except after thirty (30) days' prior written notice by certified mail, return receipt requested, has been given to the City. (e) Acceptability of Insurers. Insurance is to be placed with insurers with a Bests' rating of no less than A:VII. Contractor's self- insurance coverage through CHARMA is acceptable to the City. (f) Verification of Coverage. Contractor shall furnish City with certificates of insurance and with original endorsements effecting coverage required by this clause. The certificates and endorsements for each insurance policy are to be signed by a person authorized by that insurer to bind coverage on its behalf. The certificates and endorsements are to be received and approved by the City before work commences. The City reserves the right to require complete, certified copies of all required insurance policies, at any time. (g) Subcontractors. Contractor shall include all subcontractors as insureds under its policies or shall furnish separate certificates and endorsements for each subcontractor. All coverages for subcontractors shall be subject to all of the requirements stated herein. (h) The Risk Manager of City may approve a variation in those insurance requirements upon a determination that the coverages, scope, limits and forms of such insurance are either not commercially available or that the City's interests are otherwise fully protected. 5. CONTRACTOR NO AGENT. Except as City may specify in writing, Contractor shall have no authority, express or implied, to act on behalf of City in any capacity whatsoever as an agent. Except as expressly provided in this Agreement, Contractor shall have no authority, express or implied to bind City to any obligation whatsoever. 6. ASSIGNMENT PROHIBITED. No party to this Agreement may assign any right or obligation pursuant to this Agreement. Any attempted or purported Exhibit A Page 4 of 6 assignment of any right or obligation pursuant to this Agreement shall be void and of no effect. 7. PERSONNEL. Contractor shall assign only competent personnel to perform services pursuant to this Agreement. In the event that City, in its sole discretion, at any time during the term of this Agreement, desires the removal of any such persons, Contractor shall, immediately upon receiving notice from city of such desire of City, cause the removal of such person or persons. 8. STANDARD OF PERFORMANCE. Contractor shall perform all services required pursuant to this Agreement in the manner and according to the standards observed by a competent practitioner of the profession in which Contractor is engaged in the geographical area in which Contractor practices its profession. All instruments of service of whatsoever nature which Contractor delivers to City pursuant to this Agreement shall be prepared in a substantial, first class and workmanlike manner and conform to the standards of quality normally observed by a person practicing in Contractor's profession. 9. INDEMNIFICATION. (a) The Contractor agrees and certifies that he/she shall indemnify, reimburse, hold harmless and defend the City including its employees, Agents, Commissioners, and Directors from any and all liability, damages, loss, costs, and obligations, including, but not limited to, court costs and reasonable attorney's fees arising out of any claim, suit, judgment, loss or expense occasioned by, but not limited to, injury or death of any person or persons, or loss or damage to any property, arising from the negligent act or omission of the Contractor, or those of its officers, agents and employees. (b) The City agrees and certifies that he/she shall indemnify, reimburse, hold harmless and defend the Contractor including its employees, Agents, Commissioners, and Directors from any and all liability, damages, loss, costs, and obligations, including, but not limited to, court costs and reasonable attorney's fees arising out of any claim, suit, judgment, loss or expense occasioned by, but not limited to, injury or death of any person or persons, or loss or damage to any property, arising from the negligent act or omission of the City, or those of its officers, agents and employees. Exhibit A Page 5 of 6 II I 10. GOVERNMENTAL REGULATIONS. To the extent that this Agreement may be funded by fiscal assistance from another governmental entity, Contractor shall comply with all applicable rules and regulations to which City is bound by the terms of such fiscal assistance program. 11. DOCUMENTS. All reports, data, maps, models, charts, studies, surveys, photographs, memoranda or other written documents or materials prepared by Contractor pursuant to this Agreement shall become the property of City upon completion of the work to be performed hereunder or upon termination of the Agreement. 12. COMPLIANCE WITH APPLICABLE LAWS. Contractor shall comply with all laws applicable to the performance of the work hereunder, including, but not limited to, laws prohibiting discrimination based on race, religious creed, color, national origin, ancestry, physical handicap, medical condition, marital status or sex. 13. USE OF RECYCLED PRODUCTS. Contractors shall prepare and submit all reports, written studies and other printed material on recycled paper to the extent it is available at equal or less cost than virgin paper. 14. PROFESSIONAL SEAL. Where applicable in the determination of the contract administrator, the first page of a technical report, first page of design specifications, and each page of construction drawings shall be stamped/sealed and signed by the licensed professional responsible for the report/design preparation. The stamp /seal shall be in a block entitled "Seal and Signature of Registered Professional with report/design responsibility" as per sample below. Seal and Signature of Registered Professional with report/design responsibility. J: \WPD\MNRSW\273 \01 \AGREE\EXHIBITA.SAR Exhibit A Page 6 of 6 EXHIBIT B PAYMENT City shall pay Contractor an amount not to exceed the total sum of for services to be performed and reimbursable costs incurred pursuant to this Agreement. Contractor shall submit invoices, not more often than once a month during the term of this Agreement, based on the cost for services performed and reimbursable costs incurred prior to the invoice date. Invoices shall contain the following information. 1. Serial identifications of bills, i.e., Bill No. 1. 2. The beginning and ending dates of the billing period. 3. A Summary containing the original contract amount, the amount of prior billings, the total due this period, and the balance available. City shall make monthly payments, based on such invoices, for services satisfactorily performed, and for authorized reimbursable costs incurred. The total sum stated above shall be the total which City shall pay for the services to be rendered by Contractor pursuant to this Agreement. City shall not pay any additional sum for any expense or cost whatsoever incurred by Contractor in rendering services pursuant to this Agreement. City shall make no payment for any extra, further or additional service pursuant to this Agreement unless such extra service and the price therefor is agreed Exhibit B Page 1 of 2 to in writing executed by the City Manager or other designated official of City authorized to obligate City thereto prior to the time such extra service is rendered and in no event shall such change order exceed twenty -five (25 of the initial contract price. The services to be provided under this Agreement may be terminated without cause at any point in time in the sole and exclusive discretion of City by providing notice as specified in the Property Management Agreement, Paragraph 1. In this event, City shall compensate the Contractor for all outstanding costs incurred for work satisfactorily completed as of the date of written notice thereof. Contractor shall maintain adequate records to verify costs incurred to date. The Contractor is not authorized to perform any services or incur any costs whatsoever under the terms of this Agreement until receipt of a fully executed Purchase Order from the Finance Department of the City of Saratoga. J: WPD\ MNRSW\273 \0IVIGREE\EXHIBITB.SAR Exhibit B Page 2 of 2