HomeMy WebLinkAboutItem 3.23•a
TOWN OF LOS ALTOS HILLS January 4, 2007
Staff Report to the Planning Commission
RE: REVIEW OF CONDITIONAL USE PERMIT FOR TOWN HALL; LANDS OF
LOS ALTOS HILLS; 26379 FREMONT ROAD; FILE# 227 -06 -CUP
FROM: Nicole Horvitz, Assistant Planner
APPROVED BY: Debbie Pedro, AICP, Planning Director
That the Planning Commission:
Submit this report to the City Council finding the Town Hall facilities at 26379 Fremont
Road to be in compliance with the Conditional Use Permit and recommend approval of
the amendment to the conditions of approval (Attachment 1)
The Town Hall property is a 2.72 acre parcel located on the west side of Fremont Road
near the junction of Concepcion Road. The buildings on the property include the Town
Hall Center, the Emergency Operation Center (Heritage House), an equipment storage
shed, the Purissima Hills Water District office, and the new PHWD Operations Center
currently under construction. Surrounding uses include single-family residences on
adjacent 1 -acre properties to the west and north, and single-family homes across
Esperanza Drive to the south and across Fremont Road to the east.
Town Hall has been operating under a Conditional Use Permit approved by the Council
on March 4, 2004 (File # 246-03-ZP-SD-CUP-VAR). A condition of approval requires
review of the Use Permit the first year after completion of the new Town Hall building
and every five years thereafter to determine that the use remains in compliance with the
conditions of approval.
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Activities
Town Hall facilities are used to conduct municipal government operations. The facilities
consist of Council Chambers, staff offices, lobby with meeting space and sitting area,
conference rooms, restrooms, employee lunch room and kitchen. Planning Commission
and City Council meetings are held in the Council Chambers three times a month. There
are eighteen (18) employees who use Town Hall and office hours are Monday through
Friday 7:30 AM -5:30 PM. The Town's volunteer committees and subcommittees utilize
the conference rooms for their weekly meetings and the Parks and Recreation Department
Staff Report to the Planning Commission
January 4, 2007
Page 2 of 4
uses the Council Chambers for weekly Pilates and body fitness classes and special
training programs such as first aid and CPR certification.
In addition, various local non-profit organizations and community groups host meetings
and events at Town Hall throughout the year. Past events have included art shows, Red
Cross trainings, Bullis Charter School's student musical production, civic association
meetings such as the Los Altos Hills Historical Society and Los Altos Hills Horsemen
Association and environmental education programs sponsored by the Open Space
Committee.
Site Development and Building Permits
Following the approval of the Town Hall use permit in March 2004, three additional
projects have been approved for the property:
1) Pole Mounted Photovoltaic System, Much 2, 2005. (File#: B13408)
2) Purissima Hills Water District Operations Center, July 7, 2005. (File# 35-05-ZP-SD-CUP)
3) Cingular Wireless and Emergency Communications Facility, February 16, 2006.
(File# 214-05-CUP-IS-ND)
No change is currently proposed to the existing buildings, structures or landscaping on
the site.
Noise Complaints
Since Town Hall began its operation at the new facilities in June 2005, the Town has
received two complaints from the adjacent neighbor at 26359 Esperanza Drive regarding
leaf blower and garbage pick up noise. In both instances, the Town immediately
responded to the neighbor's complaints by notifying the Los Altos Garbage Company and
landscape contractor regarding the time restrictions on garbage pick up and the use of leaf
blowers. (Attachment 4)
To minimize noise impacts to neighboring residents, it is recommended that a condition
be added to limit the use of leaf blowers and garbage pickup times to 8:00 AM — 5:00
PM, Monday to Friday. (Condition #5) In addition to the above amendment, staff is
recommending the deletion of condition number 4 regarding temporary office trailers
since the condition is no longer applicable.
CEOASTATUS
The Town Hall use permit review is exempt from California Environmental Quality Act
(CEQA) pursuant to Section 15061(b) (3) of the CEQA Guidelines.
ATTACHMENTS
1. Recommended Conditions of Approval
Staff Report to the Planning Commission
January 4, 2007
Page 3 of 4
2. Entails from Mark Breier, 26359 Esperanza Drive, dated October 11, 2005 and
December 21, 2006
3. March 4, 2004 City Council staff report and meeting minutes
4. February 12, 2004 Planning Commission staff report and meeting minutes
Staff Report to the Planning Commission
January 4, 2007 ATTACHMENT
Page 4 of 4
CONDITIONS OF APPROVAL
CONDITIONAL USE PERMIT FOR TOWN HALL FACILITY
LANDS OF LOS ALTOS HILLS
26379 FREMONT ROAD
Original Approval: #246-03-ZP-SD-CUP-VAR (March 4, 2004)
CUP Review: #227 -06 -CUP
This conditional use permit allows the use of the subject property as a Town Hall
Facility and for related community activities and subject to the following
conditions. Any further expansion or change of the use shall require an
amendment to the conditional use permit. Additionally, the Planning Director
may, at any time, schedule a review hearing before the Planning Commission and
City Council regarding the use permit, if any condition of approval is not being
met or if the facility is being used inconsistent with the approved use or in
violation of Town development codes.
2. Not later than one year after final inspection of the Town Hall Building, the
applicant shall request and the Planning Commission shall then review the use
permit at a noticed public hearing, to determine that the use remains in
compliance with the conditions of approval. Subsequent to the initial review,
subsequent reviews shall occur every five (5) years thereafter.
3. The following rules of operation shall apply to the use permit:
a) Lighting shall be on separate circuits and on timers, such that only security
lighting remains on during night hours, unless an event is in progress.
b) The emergency power generator and fuel tank shall not be located in the
setbacks.
5. Weekly garbage pickup and the use leaf blowers on the Town Hall property
shall be limited to 8:00 AM to 5:00 PM Monday -Friday.
Message
Page 1 of 2
ATTACHMENT 2 -
Karen Jost
From:
Maureen Cassingham
Sent:
Tuesday, October 11, 2005 10:46 AM
To:
'Mark Breier
Cc:
Karen Jost
Subject: RE: staff report on town hall
The pick up time of after Bam has been confirmed this morning with LAGCo and the new container driver ..... I have
forwarded your complaint to the City Clerk for distribution to the City Council_.. Maureen Cassingham
--Original Message ----
From: Mark Breier [mailto:
Sent: Tuesday, October 11, 2005 9:06 AM
To: Maureen Cassingham
Cc: Mark Breier
Subject: RE: staff report on town hall
Hi, Maureen,
A commercial garbage dumpster at town hall was picked up at 5:45 a.m. this morning and woke my wife
and I up.
Can you re -confirm with the garbage company that no pick-ups can occur before 8:00 a.m., per previous
discussions.
Thanks.
P.S. Please include this in town council mail packet.
From: Mark Breier
Sent: Wednesday, February 11, 2004 2:29 PM
To: 'Maureen Cassingham'
Subject: staff report on town hall
Hi, Maureen.
Is there a staff report for the new town hall that I can pick up todayttomorrow?
Per my previous email, I believe these are the 3 top neighborhood issues remaining:
A) landscape to minimize neighbor views of new town hall
B) perform necessary water drainage, especially at the intersection of town path with the
town hall property
C) preserve neighborhood peace before 8:00 a.m., from both construction activity and
ongoing maintenance, as a condition of approval for the use permit
If you or a staff report have important updates on these issues, I would appreciate
hearing about them.
12/28/2006
Thanks
Mark
i1nxnnnF
Page 1 of 2
Debbie Pedro
From: Cindy Higby
Sent: Friday, December 22, 2006 9:38 AM
To: Debbie Pedro
Subject: FW: Town Hall hours
Debbie, FYI, here is notification and response from M. Rizzo.
Cindy Higby
Accountant/Office Manager
Town of Los Altos Hills
26379 Fremont Road
Los Altos Hills, CA 94022
Phone: 650-941-7222 ext. 222
Fax: 650-941-3160
From: Cindy Higby
Sent: Friday, December 22, 2006 9:06 AM
To: '
Cc: Cad Cahill
Subject: RE: Town Hall hours
Tito, we appreciate your help and your prompt attention addressing this concern.
As you can see I am forwarding your response to Carl Cahill, our City Manager.
Happy Holidays
Cindy
Cindy Higby
Accountant/Office Manager
Town of Los Altos Hills
26379 Fremont Road
Los Altos Hills, CA 94022
Phone: 650-941-7222 ext. 222
Fax: 650-941-3160
From: Tito Fonseca[mailto:
Sent: Friday, December 22, 2006 8:59 AM
To: Cindy Higby
Subject: RE: Town Hall hours
Hello Cindy,
I apologize for any troubles that my employees may have caused. I want to let you know that I have spoken with the crew that
services your building, and you can be sure it will not happen again. I made it very clear that there is to be no power
equipment running prior to 8 am. If there is anything else I may do for you please feel free to call. Thank you.
From: Cindy Higby[mailto:chigby@losaltoshills.m.gov]
Sent: Thursday, December 21, 2006 2:24 PM
To:
12/28/2006
Page 2 of 2
Subject: Town Hall hours
Tito, per our conversation, please let your employees know that they cannot operate any leaf blowers or any other noisy
machinery around Town Hall prior to 6 a.m. or after 5 p.m.
Thank your for your cooperation.
Cindy Higby
Accountant/Office Manager
Town of Los Altos Hills
26379 Fremont Road
Los Altos Hills, CA 94022
Phone: 650-941-7222 ext. 222
Fax: 650-941-3160
12/28/2006
Page 1 of 2
Debbie Pedro
From: Carl Cahill
Sent: Thursday, December 28, 2006 4:51 PM
To: Debbie Pedro
Subject: FW: Leat -blowing at 7:40 a.m at town hall this morning
From: Mark Breier [mailto:
Sent: Thursday, December 21, 2006 10:43 AM
To: Carl Cahill
Cc: Craig Jones (E-mail); Dean Warshawsky; Breene Kerr
Subject: Leaf -blowing at 7:40 a.m at town hall this morning
I had to stop leaf blowers at town hall this morning (in part to preserve 3 sleeping boys in preparation for
long holiday travels).
Can you clarify with them that this is not permissible and confirm with me?
Thanks. Happy Holidays.
P.S. we have had 1-2 violations per year. Any way to put "teeth" in this to prevent future occurrences,
e.g. signage or $$$ penalty.
From: Mark Breier
Sent: Tuesday, October 11, 2005 9:11 AM
To: Mark Breier
Subject: Law for no noise at town hall
This are just a few of the neighbors and community members who support "no -noise until 8:00 a.m" at town hall.
Please include this letter in council packet. Thanks.
-----Original Message -----
From: Mark Breier
Sent: Wednesday, September 10, 2003 4:16 PM
To: 'Breene Kerr'; ' ; ' ; ' ; '
Cc: 'Maureen Cassingham'; a_bien@msn.com; Linda Bien;' ; Ann Hubbell; ( ; Jerry
Farber ; Ronda Breier; Mark Breier; Toe Wu'; 'Michelle Wu'
Subject: Community Support for "no noise before 8:00 a.m."
I write to report town -wide support for "no leaf -blowing, lawn mowing, and dumpster pick-up before 8:00 a.m. in Los Altos
Hills.'
"There oughta be a law" (to borrow from Simitian's language) to protect all LAH homeowners around town properties, schools,
churches, and town parks. They are all in residential settings and should share the "no -noise until 8:00 a.m." protection.
The council has shown recent responsiveness to citizen input. These citizens below, neighbors and town leaders, join me in
asking you to endorse the law of "no leaf blowers, lawnmowers, or commercial dumpster pick-ups" before 8:00 a.m in the
12/29/2006
Page 2 of 2
town of Los Altos Hills"
Vince Zunino
Duffy Price
Mark Jensen
Jill Jensen
Dot Shreiner
Karla Jurvetson
Kim Cranston
Collette Cranston
Roy Woolsey
Barbara Lamparter
Lynne Chronis
Craig Jones
Alan Bien
Linda Bien
Steve Hubbell
Ann Hubbell
Mark Breier
Ronda Breier
Michelle Wu
Joe Wu
Jerry Farber
Dick Gross
Jane Gross
12/29/2006
ATTACHMENT
TOWN OF LOS ALTOS HILLS March 4, 2004
Staff Report to the City Council
RE: CONDITIONAL USE PERMIT AND SITE DEVELOPMENT PERMIT FOR
CONSTRUCTION OF A NEW TOWN HALL BUILDING AND A SETBACK
VARIANCE FOR PARKING;; 26379 FREMONT ROAD; LANDS OF LOS ALTOS
HILLS; (#246-03-ZP-SD-CUP-VAR).
FROM: Carl Cahill, Planning Director
APPROVED BY: Maureen Cassingham
RECOMMENDATION That the City Council:
Approve the site development permit, conditional use permit and variance subject to the
attached conditions of approval and findings.
BACKGROUND
On February 12, 2004, the Planning Commission voted 5-0 to recommend that the City Council
approve the proposed Town Hall project subject to the attached conditions and findings. The
Planning Commission staff report is attached and contains complete information on the request.
ATTACHMENTS
1. 2-12-04 Planning Commission Staff Report with attachments
2. Project Plans
ATTACHMENT 1
CONDITIONS OF APPROVAL
CONDITIONAL USE PERMIT FOR TOWN HALL FACILITY
LANDS OF LOS ALTOS HILLS
26379 FREMONT ROAD
#246-03-ZP-SD-CUP-VAR
This conditional use permit allows the use of the subject property as a Town Hall Facility
and for related community activities and subject to the following conditions. Any further
expansion or change of the use shall require an amendment to the conditional use permit.
Additionally, the Planning Director may, at any time, schedule a review hearing before
the Planning Conunission and City Council regarding the use permit, if any condition of
approval is not being met or if the facility is being used inconsistent with the approved
use or in violation of Town development codes.
2. Not later than one year after final inspection of the Town Hall Building, the applicant
shall request and the Planning Commission shall then review the use permit at a noticed
public hearing, to determine that the use remains in compliance with the conditions of
approval. Subsequent to the initial review, subsequent reviews shall occur every five (5)
years thereafter.
3. The following rules of operation shall apply to the use permit:
a) Lighting shall be on separate circuits and on timers, such that only security
lighting remains on during night hours, unless an event is in progress.
b) The emergency power generator and fuel tank shall not be located in the setbacks.
4. Temporary office trailers located on-site during the construction phase of the project shall
not be located in those property setbacks that are adjacent to private residences and shall
be removed from the site within 30 -days of final inspection of the building.
City Council, March 4, 2004
Town Hall: Site Development & Conditional Use Permit
Page 2
ATTACHMENT 2
CONDITIONS OF APPROVAL
SITE DEVELOPMENT PERMIT FOR TOWN HALL FACILITY
LANDS OF LOS ALTOS HILLS
26379 FREMONT ROAD
#246-03-ZP-SD-CUP-VAR
A. PLANNING DEPARTMENT:
1. Any alteration or modification to the approved plans requires prior approval of the
Planning Commission and/ or City Council.
2. Upon the completion of the building framing, a landscape and outdoor lighting plan
shall be submitted for review and approval by the Planning Commission at a public
hearing. All landscaping required for screening purposes or for erosion control (as
determined by the City Engineer) must be installed prior to final inspection.
3. Prior to beginning any grading or construction operations and prior to issuance of a
building permit, the Contractor shall fence all significant trees in the vicinity of
construction with 6 -foot chain link fence at or near the drip line. The Planning
Department shall inspect the fencing and the trees to be fenced prior to commencement of
grading or construction. The fencing must remain in place throughout the course of
construction. No storage of equipment, vehicles or debris shall be allowed within the drip
lines of these trees.
4. The Contractor shall be responsible for implementing the tree preservation measures as
identified in the Arborist's Report prepared by S.P. McClenahan dated June 20, 2002 for
Heritage Oak Tree #1. A final letter from the arborist shall be submitted to the Town
prior to final inspection indicating the health of the trees and that any protection measures
on the tree have been completed.
5. The storage (temporary or otherwise) of any equipment, vehicles, stockpiles or building
materials within 30 -feet of the west property line is prohibited at all times.
6. In the event that any prehistoric subsurface cultural, paleontological or archaeological
resources are uncovered in the course of demolition and excavation, the contractor shall
immediately stop all work within 20 meters of the identified resources. The Town shall
consult with a qualified archaeologist to assess the significance of the find. If any find
were determined to be significant by the qualified archaeologist, the Town and the
qualified archaeologist would meet to determine the appropriate course of action. If the
discovery includes human remains, the Town would coordinate with the County
Coroner's office and the Native American Heritage Commission to determine if the
human remains are of Native American origin. All significant cultural materials
recovered would be subject to scientific analysis, recordation, possibly professional
museum curation, and a report prepared by the qualified archaeologist according to
current professional standards.
City Council, March 4, 2004
Town Hall: Site Development & Conditional Use Permit
Page 3
B. ENG]NEERING DEPARTMENT:
7. The site drainage associated with the proposed development must be designed as surface
flow wherever possible to avoid concentration of the runoff. The proposed drainage shall
be designed to maintain the existing flow patterns. The Contractor shall be responsible
for submitting two copies of a final grading and drainage plan for review and approval by
the Engineering Department prior to acceptance of plans for building plan check. Final
drainage and grading shall be inspected by the Engineering Department and any
deficiencies corrected to the satisfaction of the Engineering Department prior to final
inspection.
8. The drainage problem that is occurring in the vicinity of the off-road pathway coming
from the west of the site shall be corrected as part of the project. Any, and all other,
changes to the approved grading and drainage plan shall be submitted as revisions from
the project engineer and shall first be approved by the Town Engineering Department.
No grading shall take place during the grading moratorium (November 1 to April 1)
except with prior approval from the City Engineer. No grading shall take place within ten
feet of any property line except to allow for the construction of the driveway access.
9. The Contractor shall ensure that all public utility services serving this property are placed
underground.
10. At the time of foundation inspection for the new structure and prior to final inspection,
the location and elevation of the new Town Hall shall be certified in writing by a
registered civil engineer or licensed land surveyor as being in/at the approved location
and elevation shown on the approved Site Development plan. At the time of franung
inspection for the new Town Hall, the height shall be similarly certified as being at the
height shown on the approved Site Development plan.
11. The Contractor shall be responsible for submitting two copies of an erosion and sediment
control plan for review and approval by the Engineering Department prior to acceptance
of plans for building plan check. The contractor and the property owner shall comply
with all appropriate requirements of the Town's NPDES permit relative to grading and
erosion/sediment control. The first 100 feet of the driveway shall be rocked during
construction and all cut and fill slopes shall be protected from erosion. All areas on the
site that have the native soil disturbed shall be protected for erosion control during the
rainy season and shall be replanted prior to final inspection.
12. The Contractor shall be responsible for submitting two copies of a grading and
construction operation plan for review and approval by the City Engineer and Planning
Director prior to acceptance of plans for building plan check The grading/construction
operation plan shall address truck traffic issues regarding dust, noise, and vehicular and
pedestrian traffic safety on Fremont Road and surrounding roadways; storage of
construction materials; placement of sanitary facilities; parking for construction vehicles;
clean-up area, and parking for construction personnel. A debris box (trash dumpster)
shall be placed on site for collection of construction debris. Arrangements must be made
with the Los Altos Garbage Company for the debris box, since they have a franchise with
the Town and no other hauler is allowed within the Town limits.
City Council, March 4, 2004
Town Hall: Site Development & Conditional Use Permit
Page 4
Specific Dust Control Measures
13. The Contractor shall be responsible for application of water for dust control during
demolition and during the load out of all building debris.
14. At least 10 -days prior to application for a Town Demolition Permit and prior to submittal
of plans for building plan check, The Contractor shall have the structures evaluated for
asbestos content by a State Licensed Asbestos Consultant. The Contractor shall also be
responsible for obtaining an air quality permit and "T' number from the Bay Area Air
Quality Management District and shall adhere to all requirements of such permit.
15. The Contractor shall be responsible for implementing dust control measures during
construction. Such measures shall be applied to any storage piles and disturbed soils at
the construction site. Water, dust palliatives, vegetative cover, use wind fences, tarps, or
three -sided enclosures shall all be applied as necessary to control dust.
16. The driveway shall be required to be fully constructed and to be roughened where the
pathway intersects, to the satisfaction of the City Engineer, prior to final inspection.
Soils/ Geotechnical
17. Impacts of seismic ground shaking shall be mitigated by design in accordance with
Uniform Building Code Seismic design requirements. In addition, interior furnishings
and office equipment shall be secured against tipping in response to ground shaking.
Back-up power generation provisions shall be considered to maintain necessary
emergency functions.
18. A site-specific soil and foundation investigation shall be completed prior to submittal of
plans for building plan check to determine any engineering mitigation measures needed to
address potentially expansive soils.
Construction Related Noise Control Measures
19. The project applicant shall require contractors as part of their contracts to implement the
following measures to reduce construction noise:
• Require the use of newer equipment with the manufacturer's recommended noise
abatement measures (i.e. mufflers, engine enclosures and vibration isolators).
• Require that idling equipment be turned off if it would not be used for more than
one half-hour.
• Locate and shield any stationary noise producing equipment away from adjacent
residences.
• Outside construction work shall be permitted Monday through Friday only
between the hours of 8:00 a.m. and 5:30 p.m. No outside construction work
including the loading or unloading of materials or the use of any noise -producing
tool shall be permitted at anytime on Saturday or Sunday in accordance with
Section 5-7.02 of the Town Municipal Code.
City Council, March 4, 2004
Town Hall: Site Development & Conditional Use Permit
Page 5
20. The Town public safety officer (PSO) shall be responsible for responding to complaints
about noise during the project. The PSO telephone number shall be conspicuously posted
at the site.
C. FIRE DEPARTMENT:
21. One on-site fire hydrant shall be provided at a location to be determined by the Fire
Department. (Note: The Fire Department has indicated that the hydrant is to be located
in the vicinity of the south parking area.
22. An automatic fire sprinkler system approved by the Santa Clara County Fire Department
shall be included in the new structure. Plans prepared by a sprinkler contractor shall be
submitted and approved by the Fire Department, prior to acceptance of plans for building
plan check, and the sprinklers shall be inspected and approved by the Fire Department,
prior to final inspection.
23. The Fire Department shall be supplied with keys to the facility and a "Knox Box"
installed if appropriate.
Upon completion of construction, a final inspection shall be set with the Planning Department
and Engineering Department at least two weeks prior to final building inspection approval.
CONDITION NUMBERS 7, 11, 12 AND 22 SHALL BE COMPLETED AND SIGNED.
OFF BY THE PLANNING DIRECTOR AND THE CITY ENGINEER PRIOR TO
ACCEPTANCE OF CONSTRUCTION PLANS FOR PLAN CHECK BY THE
BUILDING DEPARTMENT.
City Council, March 4, 2004
Town Hall: Site Development & Conditional Use Permit
Page 6
ATTACHMENT 3
FINDINGS FOR APPROVAL
CONDITIONAL USE PERMIT FOR TOWN HALL FACILITY
LANDS OF LOS ALTOS HILLS, 26379 FREMONT ROAD
#246-03-ZP-SD-CUP- VAR
1. The proposed use or facility is properly located in relation to the community as a whole,
land uses, and transportation and service facilities in the vicinity;
The Town Hall site has been centrally located for 45 years on Fremont Road and predates
the existence of all neighboring residences. The city Council recently surveyed all other
Town owned properties and it is quite apparent that there are no other publicly owned
lands that are suitable for administrative and legislative purposes. Given the extremely
high land costs and built -out condition of the Town, it is not feasible to consider
purchasing a new location for the Town Hall.
2. The site for the proposed use is adequate in size and shape to accommodate the proposed
use and will be reasonably compatible with land uses normally permitted in the
surrounding area;
The site is 2.72 acres in size, and can accommodate the proposed use, buildings, and
required parking and remain compatible with residential uses in the surrounding area. In
particular, measures are proposed to minimize visual, lighting and noise impacts of the
institutional use from neighbors.
3. The site for the proposed use will be served by streets and highways of adequate width
and pavement to carry the quantity and ]rind of traffic generated by the proposed use; and
Existing access from Esperanza Drive to the site will be utilized and does not conflict
with neighboring residents. Fremont Road currently operates at a level of service "A"
(LOS) and is adequate to accommodate traffic to and from Town Hall.
4. The proposed use will not adversely affect the abutting property or the permitted use
thereof.
The project includes comprehensive conditions of approval and mitigation measures to
assure that abutting property is not adversely impacted. These include land use and
operational limitations; minimal lighting to minimize visibility to neighbors; noise
attenuation measures, preservation of a historical residence, additional landscape
screening and elimination of a hazardous driveway and parking lot.
8.3.1 Report on Council Correspondence
9. COUNCIL -INITIATED ITEMS
Mayor Cheng requested a discussion of Council meeting schedule for summer months be
agendized for the next meeting.
10. PRESENTATIONS FROM THE FLOOR
Dot Schreiner, Saddle Mountain Drive, commended the Community Relations
Committee and Newsletter Editor Duffy Price on the superb recent Town Newsletter.
Roy Woolsey, Community Relations Committee Chairman, addressed Council. Two
proposals have been forwarded to Council from his Committee for their consideration as
item 7.1 — the Town Picnic and the Newcomer's Reception. The Town Picnic's proposal
assumes that 1200 residents will attend at a cost of $16,000. The Newcomers Reception
proposal is for the event to be held at the Mayor's residence or Morgan Manor as an
alternative site and is budgeted for $1,000.
Woolsey added that at their next meeting, the Community Relations Committee will be
considering the invitation that was sent to Mayor Cheng from NASA for Town residents
to attend a private evening at the NASA Mars Center.
PASSED BY CONSENSUS OF COUNCIL: To reopen "Presentations From The Floor"
to permit additional comment from resident Cyrous Gheryi.
Cyrous Gheryi, Elena Road, explained that he was before Council to find out what action
they had taken at their last meeting regarding his letter during the closed session. City
Attorney Steve Mama responded that he had been directed by Council to send Mr.
Gheryi a letter and it had been mailed out last week. Gheryi explained that he had not
received the correspondence and was provided a copy by the City Attorney. Mattas
offered to set up a meeting with Mr. Gheryi to discuss his issues and the contents of the
response letter. Gheryi stated that Council has not addressed the water problem on his
property and he can not sell the property until it is resolved.
Mayor Cheng suggested that Gheryi schedule a meeting with the City Attorney. The
City Attorney accommodated Gheryi by momentarily stepping away from the Council
meeting and scheduling a meeting with him.
11. PUBLIC HEARINGS
11.1 A request for a Conditional Use Permit and a Site Development Permit /
for the replacement of a 3,700 square foot Town Hall building with a
City Council Meeting Minutes
March 4, 2004
new 8,576 square foot structure and a variance to allow parking to
encroach into the setback on a 2.72 acre site.
Planning Director Carl Cahill reported that numerous public meetings had been held on
the project and the community had a good understanding of the proposal. For
clarification on the parking variance that is before Council, Cahill explained that the new
puking lot is in the same location and the overall paving in the setbacks will be
decreased. The variance is required because there will still be some paving in the
setback due to the constrained narrow lot.
Councilmember Fenwick explained that he was concerned about Rule 3a of the
Conditional Use Permit that prohibits the use of outdoor sound amplification. He noted
that this would restrict the use of a public address system for Town events such as the
Newcomer's Welcoming Reception. He requested clarification from staff if there were
any other public facilities with a similarly restrictive CUP.
Cahill noted that recently approved Conditional Use Permits had permitted public
address systems for some events.
In response to a question on the CUP item 94, Cahill explained that this could be
amended to allow temporary trailers in the setbacks. The City Council had permitted this
for residential construction project trailers on restrictive lots.
OPENED PUBLIC HEARING
Peter Duxbury, AIA, Architect of the new Town Hall addressed Council and explained
that he was present to answer any questions. Regarding temporary puking, Duxbury
noted that the site was very restrictive and he would like some latitude in the location of
the temporary trailers.
Jim Abraham, Viscaino Road, urged Council to consider amending the Conditional Use
Permit and eliminating the restrictions on amplified sound. He noted that the Town
should not be treated any different than a residence. He is concerned that only permitting
a limited number of events with a public address system could be problematic.
John Harpoothan, Audio -Visual Sub -Committee Member New Town Hall, explained that
his group is reviewing the option of locating down directed speakers in the interior
courtyard that could be used for City Council meetings. These would accommodate over
clow crowds or residents that wish to participate in a conversation but continue to hear
the meeting and not disturb the meeting attendees. Harpoodian concurred that the
restriction would be problematic.
CLOSED PUBLIC HEARING
Council discussion ensued. Council agreed that the only issues that needed to be
addressed were the restrictions on the outdoor sound on the site and location of
temporary trailers during construction. Council concurred that Conditional Use Permit
Condition 3a should be deleted. This action would be in the spirit of treating the Town
Hall the same as a Town residence. Sound amplification would only be used for Town
City Council Meeting Minutes
Mamh 4, 2004
functions and the issue could be revisited if there were any problems or complaints in the
future. CUP Condition 4 regarding location of temporary trailers should be amended to
only restrict locating the trailers in property setbacks near residences.
MOTION SECONDED AND CARRIED: Moved by Fenwick, seconded by Ken and
passed by the following roll call vote to approve the Site Development Permit for
construction of a new Town Hall building and the Conditional Use Permit with the
following modifications: deletion of item 3a "No outdoor sound amplification shall be
allowed on the site. Noise levels shall be limited to comply with the provisions of
Section 5-2.02 of the Los Altos Hills Municipal Code'; and item 4 amended to read
"Temporary office trailers located on-site during the construction phase of the project
shall not be located in property setbacks adjacent to residences and shall be removed
from the site within 30 -days of final inspection of the building."
AYES:
Mayor Cheng, Mayor Pro Tem O'Malley, Councilmember Fenwick,
Councilmember Kerr and Councilmember Warshawsky
NOES:
None
ABSENT:
None
ABSTAIN:
None
MOTION SECONDED AND CARRIED: Moved by Ker, seconded by Fenwick and
passed by the following roll call vote to approve the setback variance for puking at the
new Town Hall, 26379 Fremont Road as approved by the Planning Commission at their
February 12, 2004 meeting.
AYES: Mayor Cheng, Mayor Pro Tem O'Malley, Councilmember Fenwick,
Councilmember Ker and Councilmember Warshawsky
NOES: None
ABSENT: None
ABSTAIN: None
Council adjourned to Closed Session at 7:30 p.m.
12. CLOSED SESSION
CLOSED SESSION: EMPLOYEE PERFORMANCE EVALUTATION: CITY
MANAGER:PURSUANT TO GOVERNMENT CODE SECTION 54957
CLOSED SESSION: CONFERENCE WITH LEGAL COUNSEL — EXISTING
LITIGATION: Government Code Section 54956.9(a): Campbell and Lieeti v. Town of
Los Altos Hills
The City Council reconvened to the Regular City Council meeting at 7:46 p.m.
City Council Meeting Minutes
March 4, 2004
ATTACHMENT' y
TOWN OF LOS ALTOS Hi LLS February 12, 2004
Staff Report to the Planning Commission
RE: CONDITIONAL USE PERMIT AND SITE DEVELOPMENT PERMIT FOR
CONSTRUCTION OF A NEW TOWN HALL BUILDING AND A SETBACK
VARIANCE FOR PARKING;; 26379 FREMONT ROAD; LANDS OF LOS ALTOS
HILLS; (#246-03-ZP-SD-CUP-VAR).
FROM: Carl Cahill, Planning Director C.0
RECOMMENDATION That the Planning Commission:
Recommend to the City Council approval of the site development permit, conditional use
permit and variance subject to the attached conditions of approval and findings.
BACKGROUND
On January 27th, 1956, the Town of Los Altos Hills was incorporated. The one -room Purissima
School House on Duval Way served as the Town's first Town Hall for 13 months. On February
23, 1957, the present Town Hall was constructed with donations of land, materials and labor.
The newly formed Town envisioned a facility that would house an office for one Town employee
and a public meeting hall. In 1962, the Water District office was constructed Major additions to
the Town Hall over the years include the City Counpil Chambers and the City Manager's Office
that were constructed in 1974 and 1976 respectively. A use permit for the then 20 -year old Town
Hall was approved in 1977 (8027-77) establishing the allowable use. The Heritage House was
added to the site in 1985 and the use permit was amended (CUP -3-85).
The original Town Hall has experienced significant structural damage over the years mostly due
to water intrusion and termites. So in 2002, the City Council approved a site development
permit, conditional use permit and Negative Declaration for the construction of a new town hall
building (108-02-ZP-SD-CUP-ND). However, a number of residents opposed the Mission Style
design citing the perceived lack of public input, the relatively high construction cost and the
overall height of the building. The project was put on hold until more community input could be
solicited. In 2003, 4 architectural styles for the new town hall building including Mission, Rural,
Craftsman and Sustainable were presented to residents in a Town -wide survey. The results of the
community survey showed that the Rural style was the most popular choice.
The Town General Plan Land Use Diagram identifies the parcel as an institutional land use. The
Zoning Map shows the parcel in the residential (R -A) zone district. According to Section 10-
1.703(2) of the Town's Zoning Code, `"Town Facilities" are conditionally permitted in the R -A
(Residential -Agricultural). Section 10-1.1107(1) of the Code outlines four findings, which must
be made, by the Planning Commission and City Council in order to approve a conditional use
permit. These findings, as outlined in Attachment 3, include determinations that the site is
properly located with respect to the community as a whole; that the site is adequately sized to
Planning Commission, February 12, 2004
Town Hall, 246-03-ZP-SD-CUP-VAR
Page 2
accommodate the use; that the site is adequately served by streets and other services; and that the
use and structures will not have an adverse impact on neighboring properties.
A site development permit is needed as the project proposes floor area increases in excess of
1,500 square feet, requiring Planning Commission review per Section 10-2.301(c) of the Site
Development Code.
A variance for the project is required in accordance with section 10-1.1107(2) of the Zoning
Ordinance. This is because a portion of the proposed on-site parking will encroach within the
required yard setbacks.
IVAMIMIM
Site Description
The subject property is approximately 2.72 acres in size, and is located on the west side of
Fremont Road, just north of Esperanza Drive. The site currently contains 33,240 square feet of
paving and sidewalks and 6,288 square feet of floor area divided between the Town Hall,
Council Chambers, Heritage House and Water District office. The site also includes
decomposed granite pathways and landscaping. Access to the site is from Esperanza Drive. The
slope of the site is relatively flat (less than 10%). The site contains some noteworthy trees
including large Redwood trees along the western property boundary and an oak tree referred to as
"Heritage Oak #1". Surrounding land uses are single-family residences, pathways and roadways.
Proposed Proiect
The Town proposes to construct a new 8,576 square foot single -story Town Hall building
(Council chambers, office area and restrooms) in the same location on the site as. A 45 -space
22,461 square foot paved parking and driveway area with a gravel area for overflow parking is
proposed to be located in approximately the same area as the existing parking lot that is south of
the Town Hall. However the new parking lot entrance will be at the intersection of Fremont
Road and Concepcion Road instead of Esperanza Drive. The existing Heritage House and tool
shed will remain on site in their current locations. The future of the Water District office
building is not clear at this time and the matter is being discussed/ negotiated between the City
Council and the Water District Board.
Site and Proicet Data
Net Lot Area:
2.72 acres (118,483.2 square feet)
Average Slope:
3.0%
Lot Unit Factor.
2.72
16,320 sq. ft. 10,490 sq. ft.* 5,614 sq. ft.** +4,876 sq. ft.
40,800 sq. ft. 38,526 sq. ft*** 43,691 sq. ft.*** -1,002 sq. ft
47,393 sq. ft. or 32.52% lot mvera¢e or 33.36% lot coveaee
** Includes Existing Town Hall, Heritage House and Water District Building.
*** Figures denote actual total impervious surface coverage.
Planning Commission, February 12, 2004
Town Hall, 246-03-ZP-SD-CUP-VAR
Page 3
As shown in the table, the institutional project complies with the Town's residential floor area
and development area limitations. The Zoning Ordinance allows conditionally permitted uses up
to 40% impervious surface coverage (10-1.602). This provision allows for a slightly higher
percent coverage by structures, roadways and parking than what is allowed on a residential
property. This slight increase is needed to accommodate the greater parking needs of non-
residential uses. The Town Hall parking lot accommodates 48 spaces.
The table below provides a floor area breakdown for the proposed Town Hall.
Planning Commission, February 12, 2004
Town Hall, 246-03-ZP-SD-CUP-VAR
Page 4
Traffic and Parking
The proposed parking area will contain an additional four parking spaces for a total of 48 9'x18'
parking spaces. There is a nun-amund at the end of the lot nearest the building with three
handicapped parking spaces. The Town Hall driveway entrance is proposed to be aligned with
the intersection of Fremont Road and Concepcion Road. The current Esperanza entrance would
be abandoned. The southernmost portion of the lot will be landscaped and designated for
overflow parking. At a future undetermined date, the Water District may relocate its office to
this location.
Grading & Drainage
Drainage from around the buildings and parking area will be conveyed into the existing storm
drain system. Proposed impervious surface area is actually being decreased from what exists.
Only minor site grading is proposed for the relatively flat site. A small pre-existing problem
drainage area is occurring in the vicinity of the off-road pathway coming from the west of the
site. The problem is of concern to adjacent neighbors who would like to see it corrected as part
of the Town Hall project The City Engineer has indicated that it will be possible to correct, as
part of the project.
Trees and landscaping
A condition of approval will require the preparation of a final landscape plan for review at a
Planning Commission public hearing at the fire of structure framing. Many existing trees will
remain including heritage oak tree #1 and the apricot orchard. Rear yard neighbors have
requested additional landscape screening to include redwood trees.
Outdoor Lighting
New lighting shall be the minimum required for safety. New lighting will be comparable to
existing lighting levels. A comprehensive lighting plan shall be submitted for Planning
Commission review at the time of the landscape plan review.
Noise
Noise -related conditions of approval are included in this use permit during the construction phase
of the project and afterwards. A series of measures are proposed in the conditions of approval
and the environmental mitigation plan to ensure that the noise level during construction is less
than or equal to that of a well-managed residential project. The project will also result in the
removal of the existing parking lot to the north of the existing Town Hall building and further
reduce existing noise levels to neighbors to the west.
Fire Department
The Fire Department is requiring that the building to be fitted with a fire sprinkler system. An
additional fire hydrant is also required for adequate fire flow. An emergency vehicle access is
Planning Commission, February 12, 2004
Town Hall, 246-03-ZP-SD-CUP-VAR
Page 5
required on the north side of the structure. The Fire Department's conditions are included as
conditions of approval for the site development permit.
Conditional Use Permit
Pursuant to Section 10-1.703(2) of the Zoning Code, Town facilities are permitted with a
conditional use permit. The proposed findings for approval of the conditional use are attached
(Attachment 3). In particular, the use has been established and has been compatible with
surrounding uses for 45 years, and measures are proposed to ensure that impacts on adjacent
residences are minimal. Conditions of approval will minimize exterior lighting, noise and
provide landscape screening. The Heritage House will be preserved as well as useable open
space areas on the property. The major land use concerns of nearby neighbors have been
adequately addressed with the major revision to the Town Hall building and site plan. There
should be no significant impacts on the abutting property.
Attachment 1 outlines proposed conditions of approval for the use permit. Staff recommends
that the Planning Commission review the use permit one year after final inspection of the Town
Hall building, and every 5 years thereafter. The review would give neighbors additional
opportunities to comment on the Town Hall operation. Additional conditions could be added if
problems are determined to exist.
Site Development Permit
A site development permit is required for the new construction. Attachment 2 contains proposed
conditions of approval for the site development permit. Staff has separated these conditions
from the use permit conditions because they pertain to the structure versus the use.
Variance
A variance is required because some of the proposed parking spaces encroach into the required
yard setbacks. The parking lot development plan (Sheet 2) shows shaded areas that represent
new pavement in the setbacks. Cross hatched areas show where pavement in the setbacks will be
removed. As a result of this project, the actual overall hardscape within the setbacks will be
reduced by 1,866 square feet or 16%. The variance findings can be made because the 2.72 acre
property is exceptionally long and narrow. The only other possible location for the parking area
is the north side of the new town hall building. However, installing the parking on this side
would result in the removal of an existing historic structure and the loss of open space including
the apricot orchard. A variance may even be required for this location given the number of
parking spaces needed. Variance findings are attached
Temporary Offices
During the construction phase, Town Hall operations will likely be conducted from portable
office trailers located in the vicinity of the Heritage House. The Heritage House will also
continue to be used for office space until the new town hall building is constructed. City Council
and Planning Commission meetings will likely take place off-site at an in -town facility such as
Planning Commission, February 12, 2004
Town Hall, 246-03-ZP-SD-CUP-VAR
Page 6
the Congregation Beth Am. or the Pinewood School. Some smaller meetings may be able to take
place on site during construction.
Environmental Review
The mitigated negative declaration for the project was adopted by the City Council in 2002.
Recirculation of the document is not required because new project revisions including
architecture were added in response to written and verbal comments on the project's effects
identified in the proposed negative declaration which are not new avoidable significant effects
(PRC 15073.5.2). The mitigation measures identified in the negative declaration are all
incorporated into the conditions of approval for either the conditional use permit or the site
development permit, or both.
CONCLUSION
The architectural design of the institutional structure is similar to and compatible with the
Town's residential zoning and site development standards. Potential impacts of the project have
been studied The project has been subject to unprecedented public scrutiny and comment
including numerous public hearings held by the Town Hall Committee. The conditions of
approval require that the Town reduce project impacts to less than significant levels. The
conditional use permit further includes provisions to require periodic review of the use by the
Planning Commission and City Council to assure that conditions continue to be met and to allow
input by affected neighbors.
ATTACHMENTS
1. Conditions of Approval for Conditional Use Permit
2. Conditions of Approval for Site Development Pemrit
3. Findings of Approval for Conditional Use Permit
4. Findings of Approval for Variance
5. Plans dated 12-15-2003
Minutes of a Regular Meeting Approved 3/11/04
Town of Los Altos Hills
PLANNING COMMISSION
Thursday, February 12, 2004, 7:00 p.m.
Council Chambers, 26379 Fremont Road
cc: Cassettes (1) #3-04
ROLL CALL AND PLEDGE OF ALLEGIANCE
The Planning Commission regular meeting was called to order at 7:00 p.m. in the Council
Chambers at Town Hall.
Present: Chairman Clow, Commissioners Mordo, Vitu, Kerns (arriving at 7:13 p.m.) &
Cottrell
Staff: Carl Cahill, Planning Director; Debbie Pedro, Associate Planner; Lam Smith,
Planning Secretary
2. PRESENTATIONS FROM THE FLOOR -none
3. PUBLIC HEARINGS
3.1 LANDS OF LOS ALTOS HILLS, TOWN HALL, 26379 Fremont Road
(246-03-ZP-SD-CUP-VAR); A request for a Conditional Use Permit and a
Site Development Permit for the replacement of a 3,700 square foot Town
Hall building with a new 8,576 square foot structure and a variance to allow
parking to encroach into the setback on a 2.72 acre site at 26379 Fremont
Road (APN: 175-56-003).
The Planning Director, Carl Cahill, provided background information regarding the review of the
new Town Hall and the formation of a subcommittee which included three Planning
Commissioners (Cottrell, Mordo and Kerns). Four architectural styles for the new Town Hall
building including Mission, Rural, Craftsman and Sustainable were presented to residents in a
Town -wide survey. The results of the community survey showed that the Rural style was the
most popular choice. He further addressed the parking lot exception/variance south of the new
Town Hall. The existing parking lot will be eliminated. He demonstrated with the use of a
diagram of the site, the area for handicap parking and the hardscape within the setback to remain.
The diagram illustrated the net amount of hardscape that is within the setback actually decreases
from what is currently in the setback. Since this area is traditionally used for parking there is no
real change or impact to the neighbors. The staff report indicates compliance with MDA/MFA,
with a small amount of development area remaining, as the zoning ordinance allows
conditionally permitted uses up to 40% impervious surface coverage. He further discussed the
Water District building location and the area by Esperanza Drive which may be their new
location. In the meantime, the area can be used for overflow parking. Along the street there will
be a new area to allow for a bus stop and emergency parking for the sheriff. The entrance to the
new Town Hall will be modified to connect with Fremont Road and Concepcion Road instead of
the Esperanza Drive entrance which will be abandoned. The final details will be worked out
Planning Commission Minutes Approved 3/11/04
February 12, 2004
Page 2
with traffic engineers so it will result in a safe intersection. Regarding the variance, the Planning
Director noted that almost half of the lot is less than 90 feet in width. To observe two 30 foot
setbacks to install all the parking in that area is just about impossible. He further noted the
concerns of one neighbor, Mark Breier, regarding the use of power tools, requesting that they not
be used prior to the hour of 8:00 a.m., which is consistent with the Municipal Code. This request
includes trash pickup. Staff will do whatever they can to make sure the pickups are after 8:00
a.m. For the record, the noted request is as follows and will be added to the conditions of
approval for the use permit:
"Pursuant to Los Altos Hills Municipal Code Section 5-7-.03, outdoor maintenance
and improvements on Town Hall premises that require the operation of power tools
shall be limited between the hours of 8:00 a.m. and sunset on any Monday through
Friday or between 9:00 a.m. and sunset on any Saturday and Sunday. Trash pickups
on Town Hall premises shall be scheduled not =her than 8:00 a.m. If trash pickups
occur prior to 8:00 a.m., the Town shall have 10 days to work with the hauler to
resume scheduled pickups on or after 8:00 a.m. or within 30 days, schedule a public
bearing for a conditional use permit review."
Discussion ensued regarding pathways which are indicated on the plans and are referenced in the
conditions of approval. It was noted by the project architect that the alignments may be slightly
shifted around.
1937OJIl03'101:31ttNCIM.11t71NW,
Peter Duxbury, project architect, discussed the existing parking lot and the changes made for
better use which included parking for 12-14 cars in the overflow area, when needed. He was
available for questions.
An unidentified neighbor asked when the Esperanza Drive entrance would be eliminated and
would there be screening in that area. Mr. Duxbury responded that there will be a landscape plan
submitted at a later time. He would suggest extending the Redwood grove plus Pine trees
currently existing behind the Water District building which will be a nice backdrop to the new
Town Hall. There has not been any landscape plans for the Esperanza Drive area as yet and
there has been talk regarding the area being used for the future Water District building.
Discussion ensued regarding the air conditioning units for the new Town Hall and Council
Chambers which was explained by Peter Duxbury indicating locations on the diagram being
reviewed. They will be working with an acoustical engineer regarding decibel levels per the
Town noise ordinance.
Maurie Johnson, Board member of the Purissima Hills Water District, stated the District and
Council are very close to signing an agreement to lease the Esperanza Drive area being discussed
and the building will shut down the Esperanza Drive entrance. They have been working on the
agreement with the Town for over a year and he feels they have finally come to a reasonable
agreement. They will try to make the Water District office building, which will include the
control center, compatible with the new Town Hall. The timetable for the construction of the
Water District building is unknown until the agreement has been signed. They would prefer to
Planning Commission Minutes Approved 3/11/04
February 12, 2004
Page 3
be under construction at the same time as the new Town Hall so they will not experience
construction confusion in the area for an extended time period. The District will be spending
approximately $500,000 on the new building and would prefer a lease longer than 20 years. It
was noted that there will be a "rate" hearing next month. The biggest impact is the rate increase
from San Francisco due to the cost to renovate the Hetchhetchy system.
Mark Breier, Esperanza Drive, asked Peter Duxbury to discuss the generator enclosure. Mr.
Duxbury responded stating the generator enclosure consists of concrete block walls on three
sides (for sound and fire protection) and opened on the north side.
Mr. Breier reiterated his concerns: adequate landscape screening; drainage problems (path area);
and morning noise (garbage pickup, lawn mowers, leaf blowers). He indicated his neighbor,
Mrs. Shu, at one time asked the City Council for landscaping to help protect her from the new
puking lot noise.
CLOSED PUBLIC HEARING
Commissioner Cottrell, having been on the new Town Hall subcommittee felt most of the issues
have been discussed. He felt they have a great plan and supports adding the condition requested
by Mr. Breier regarding morning noise. He felt drainage has been covered with condition #8.
He voiced support for the project. Commissioner Vim agreed that this is a good plan noting
landscaping will be addressed at a later time. Commissioner Kerns was in full agreement also.
He suggested looking at safety lighting to avoid tripping on the way to and from cars. This could
be addressed with the landscape plan. He was in full support of the project. Commissioner
Mordo voiced no issues except for landscaping. He referred to a project under construction next
to his property with the landscaping plan not expected to be reviewed for another 12-18 months.
He felt as in this instance, some plants should be installed earlier to help screen projects.
Chairman Clow also felt it was a good idea to start landscaping earlier and to try to prevent the
unnecessary cutting of landscaping that provides buffers during the construction process.
MOTION SECONDED AND PASSED: Motion by Commissioner Cottrell and seconded by
Commissioner Vim to recommend to the City Council approval of the site development permit,
conditional use permit and variance for the construction of a new Town Hall building and a
setback variance for puking, subject to the conditions of approval and findings, Lands of Los
Altos Hills, 26379 Fremont Road.
AYES: Chairman Clow, Commissioners Kerns, Mordo, Vim & Cottrell
NOES: None
This item will be scheduled for a City Council public hearing agenda
4. OLD BUSINESS
4.1 Report from subcommittees -none
5. NEW BUSINESS -none