DATE: FOR THE PLANNING COMMISSION MEETING OF MAY 23, 2018
TO: THE PLANNING COMMISSION
FROM: NEAL MARTIN, PLANNING CONSULTANT
SUBJECT: MENLO SCHOOL, 50 VALPARAISO AVENUE, APN 070-360-080 MASTER PLAN – 2018 ANNUAL UPDATE AND REPORT ON TDM MONITORING
RECOMMENDATION:
Planning Staff recommends that the Planning Commission accept the 2018 annual update from Menlo School and the report on TDM monitoring.
INTRODUCTION:
The Town of Atherton established a policy to request the preparation of master plans for all private schools located in the PFS district. The guidelines further request that each year, the private schools provide input on the status of master plan preparation and implementation. The annual meeting is required to be noticed to all property owners within five hundred feet of the boundaries of the school.
Menlo School’s Master Plan was received by the Planning Commission at their March 27, 2002 meeting. Menlo School has submitted the attached document providing their update to the Master Plan for the year 2018.
ANALYSIS:
The attached document entitled “Menlo School Master Plan 2018” is Menlo School’s submittal for their 2018 Master Plan Update. Atherton Municipal Code (AMC) Section 17.36.050 suggests content of master plans include: land uses, their location and extent, circulation patterns, locations for parking and parking standards, current enrollment projections and maximum enrollment anticipated, a list of possible facilities to be developed, a schedule or priority of development, identification of historic or other unique facilities, heritage trees, and their disposition, identification of uses and their days and hours of operation, including evenings, and identification of other institutions or uses at the facility. The 2018 Update content is consistent with the AMC suggested criteria as follows:
Land use – The maps and text included in sections “Existing Facilities”, pg. 5-7; “Main Campus Land Use”, “Athletic Fields Land Use”, pg. 10-13; and “Proposed Facilities”, pg. 14- 15 show the location and extent of existing and proposed land uses. May 23, 2018 Planning Commission Staff Report Menlo School Master Plan Update Page 2
Circulation and Parking – The map and text included in section “Circulation & Parking”, pg. 16-17 show the interior vehicular and pedestrian circulation systems. Exterior public streets are also shown on the maps. On-site parking facilities are described in the text. An emergency access plan is provided, pg. 18-19. Enrollment – Enrollment is discussed on pg. 33. Enrollment for the 2016-17 school year was 795 students. Existing enrollment for the 2017-2018 school year is 795 students. A Conditional Use Permit limits maximum enrollment at the campus to 795 students. Facilities to be developed – The map and text included in section “Proposed Facilities”, pg. 14-15 describes facilities to be developed in the future. There are no facilities currently under construction on the campus. Historic facilities and Heritage trees – The map and text included in section “Historic Buildings & Heritage Trees”, pg. 20-21 describes Stent Hall and the heritage trees on campus. Use and hours of operation – A statement summarizing uses and their hours of operation is included in section “Uses and Hours of Standard Operation”, pg. 24-25. The list also includes identification of other uses at the site.
As noted in this and previous Master Plan Updates, the School has renovated its campus over the past seventeen years in a series of phases as listed below.
Phase I – Middle School Campus (completed 2000) Phase II - Upper School Academic buildings 1 and 2 (completed 2004) Phase III - Athletic Center (completed 2011) Creative Art and Design Center (completed 2013) Separation from Menlo College (completed 2012) Performing Arts Center (construction in near future) Phase IV – Central Campus Project (completed in 2017)
Most of the Phase III projects have been completed including the Athletic Center, the Creative Art and Design Center building, and separation from Menlo College. Construction of the Stent Hall Addition for Head of Schools Office approved by the Planning Commission in 2014 has been completed. The Central Campus Project consisting of additions to Stent Hall for dining, kitchen, student center and library plus third floor additions for the Business, Development and Communications offices has been completed. The School has completed working drawings for the Performing Arts Center planned for construction in the next few years. The Conditional Use Permit for that project was issued by the Planning Commission in December 2008 in conjunction with the other Phase III projects. The City Attorney has reviewed the status of that use permit and concluded that the Performing Arts Center was part of the larger Phase III project and the use permit for the Performing Arts Center remains valid.
Two minor differences in existing building square footages are reported between the 2017 and 2018 Updates. In the current Update, Stent Hall is listed has having 59,690 square feet. In the 2017 Update, the building is listed as having 54,845 sq. ft.1 The School’s Director of Operations indicates that a
1 42,745 sq. ft. for existing building including new Head of School’s office, plus 12,100 sq. ft. for new dining, student center and library space. May 23, 2018 Planning Commission Staff Report Menlo School Master Plan Update Page 3
third-party professional was recently hired to conduct a new existing building area survey. It was determined that the more accurate Stent Hall building size was 59,690 sq. ft. This could have been the result of counting attic space that may not have been previously included. The second difference relates to the Upper School Academic complex which has been previously reported as containing 80,000 sq. ft. and is listed in the 2018 Update as containing 102,065 sq. ft. This discrepancy is the result of the basement being mistakenly counted as floor area. Atherton normally does not count basement areas as “floor area”. Again, the recent third-party professional survey provides a more accurate floor area measurement for the Upper School Academic complex. The number that should be listed in the Existing Facilities table of this complex is 85,029 sq. ft. Even with these refinements and the addition of the proposed Performing Arts Center, the total lot coverage remains below 25%, well under the PFS Zoning District maximum standard of 40%.
The Master Plan Update references the components listed below that have been shown in previous Updates:
Performing Arts Center
The School has completed working drawings for the Performing Arts Center planned for construction in the next few years.
Cartan Athletic Complex
This project is currently “on-hold” pending revisions to plans to address neighbor and environmental concerns.
Car Parking, Bus Parking, Bus Drop-off, Faculty Housing, Child Care
This area is currently used for car and bus parking, and a child care facility. There is a continuing evaluation of how best to serve the housing needs of the faculty (a site for faculty housing is reserved in the southwest corner of the property).
Enrollment and TDM Program/Monitoring
On June 22, 2011 the Planning Commission approved Menlo School’s application for a Conditional Use Permit to allow the School to increase its maximum enrollment from 750 to 795 students. The CUP was approved subject to conditions that required to the School to implement a Transportation Demand Management (TDM) program designed to substantially reduce the number of vehicle trips accessing the facility. The TDM program was instituted at the start of the 2011-2012 academic year. The School hired a TDM program manager to facilitate implementation of the program. As described in the previous 2014 Master Plan Update section entitled “’Go Menlo’ Transportation Plan” the program features include carpools, buses, train shuttles, incentives and events. The CUP was amended in February 2013 to require the School achieve average peak-hour traffic in the morning of 627 vehicle trips or less, and 453 vehicle trips or less in the afternoon
As specified in the CUP, the Town was required to retain the services of a third-party professional to May 23, 2018 Planning Commission Staff Report Menlo School Master Plan Update Page 4
monitor the number of morning and afternoon peak hour vehicle counts and parking and utilization rates. In addition, the School installed a mechanical vehicle counting system to daily monitor the number of morning and afternoon peak hour vehicle trips accessing the campus. Subsequent to the 2015-2016 school year the third-party professional was no longer required to monitor compliance with the TDM standards, based on the past positive performance of the School’s TDM program.
On July 6, 2017 the Menlo School Chief Financial Officer provided a letter to the Town Planner summarizing the results of the 2016-2017 Menlo School Self-Monitoring Program. It was determined that the average number of vehicle trips occurring during the morning peak hour was 593 and during the afternoon peak hour was 418. Both of these average counts were below the CUP maximums of 627 trips in the AM and 453 trips in the PM. These annual self-monitoring reports are normally submitted to the Town in June.
The CUP also specifies that the parking capacity utilization rate shall be 86.5% or less for faculty, staff and students only. The School reported a parking utilization rate 74.2%; well within the CUP standard.2
Based on the mechanical monitoring performed by Menlo School, it is Staff’s opinion that the School is in compliance with the conditions related to its TDM program stated in the February 3, 2014 Conditional Use Permit.
Menlo School held a neighborhood meeting on May 3, 2018 to review the Master Plan status with the school neighbors. As reported by the School, the meeting was attended by members of four neighbor families and the comments were positive.
It is Staff’s professional opinion that the Master Plan Update for 2018 submitted by Menlo School complies with the spirit and intent of the Town policies and ordinances related to Master Plans for private schools.
POLICY FOCUS:
The Atherton Municipal Code contains a policy to request the preparation of master plans for all private schools located in the PFS district. The AMC also contains guidelines for the contents of private school master plans. Menlo School has submitted a master plan and periodic updates in compliance with Town policy since 2002.
FISCAL IMPACT:
All costs associated with the update are paid for by the applicant.
FORMAL MOTION:
I move that the Planning Commission accept for filing the 2018 annual Master Plan update and TDM
2 There appears to be a typo in the title of Table 3; it should read “Parking Capacity Utilization 2016-2017”. May 23, 2018 Planning Commission Staff Report Menlo School Master Plan Update Page 5
monitoring report from Menlo School.
Attachments: 1. Menlo School Master Plan 2018
MASTER PLAN 2018
Contents
1 Keystone
2 - 3 Facilities Planning
5 - 25 The Master Plan
5 - 7 Existing Facilities
8 - 9 Design Parameters
10 - 13 Land Use
14 - 15 Proposed Facilities
16 - 17 Circulation and Parking
18 - 19 Emergency Access
20 - 21 Historic Buildings & Heritage Trees
22 - 23 Phasing
24 - 25 Uses and Hours of Standard Operations
26 - 29 Transportation
30 Annual Letter to Neighbors
31 Calendar of Events
32 Compliance
33 Enrollment iv Menlo School Master Plan Atherton is renowned for its quality of life and its calm, pastoral environment. Menlo School, in the heart of Atherton since 1914, mirrors the qualities that make Atherton such a special place. The ambiance of Menlo School reflects the environment of Atherton.
The School draws upon Silicon Valley resources to help students deal with diverse demands of today’s world and make a positive difference in the world of tomorrow. To provide a complete educational experience, Menlo School offers students a combination of academic, athletic and cultural programs.
The keystone of our evolving Master Plan is the collaborative effort of educators, trustees, neighbors and town representatives. Menlo School has long been a major asset for the Town of Atherton and largely because of these collaborative efforts we look forward to an even brighter future in the coming years.
Keystone 1 PROGRAM PLANNING
• Students and Curriculu m • Faculty • Athletics • Ad mi nistration • Student Wellness • Diversity • Co mmunity Relations • Creative Arts • Technology
MASTER PLAN
LONG RANGE FINANCI AL FACILIT Y PLAN PLAN • Facility Option s • Fundraising • Costs • Endowme n t • Process • Tuition
Neighbors
Town
College
BOARD REVIEW AND APPROVAL
IMPLEMENT IMPLEMENT FACILIT Y PLAN FINANCI AL PLAN • Town Accept ance • Capital Camp aign • Per mit Proces s • Construction
IMPROVED PROG RAM AND FACILITIES
PLANNING PROCESS 2 Menlo School Master Plan In September 1999, the Menlo School Board of Trustees began an ambitious and intensive planning effort to craft a vision for Menlo School in the new millennium. The Trustees all agreed that the ulti- mate vision was to create a world-class school that would be viewed both locally and nationally as “best- in-class” for independent schools. Since that original statement, a great deal of work has been done and a great deal of progress has been made to meet the vision set forth by the Trustees.
1. An entirely new Middle School Campus was completed in 2000. Even today, the buildings reflect the “best-in-class” standard our Trustees envisioned in 1999.
2. Complete as of 2004, the Upper School was replaced with buildings and amenities that reflect the standards of a world-class school. The library and student center were relocated into renovated spaces in Stent Hall that serve both of these programs well.
3. After collaboration with our neighbors, the Town of Atherton, and school personnel, the Town issued a Conditional Use Permit in 2008 approving the construction of a new Athletic Center (completed 2011), a new Creative Arts and Design Center (completed 2013), and a state-of-the-art Performing Arts Center (completion expected over the next couple of years).
4. In 2017, the school completed our “Central Campus Project” which added 12,100 square feet to Stent Hall and a 5,400 square foot technology addition to our CADC building. Within Stent, we added a new dining facility, a full-service kitchen and expanded the Student Life facilities on the first floor. On the second floor, a modest expansion of the library provides space for our Academic Support Services. And on the third floor, new space was built for the consolidation of the Business Development and Communication offices. This project allowed us to discontinue the shared use of the College’s dining facilities.
5. The School also continues its thoughtful deliberation of how best to serve the housing needs of our faculty. As such, in 2015 Menlo School purchased a six-unit apartment building for teachers at nearby Kent Place in Menlo Park. We also plan to investigate options for faculty housing onsite, but we presently do not have a firm timeframe for whether or when construction of such would occur.
6. As a matter of practice the School periodically evaluates the adequacy of our athletic facilities, and seeks to continuously improve their condition and functionality. In 2017, we made significant upgrades to our baseball field including installing a new backstop, and improvements to the infield, fencing and dugouts. In 2018, we hope to resurface our track, and make improvements to our Wunderlich tennis courts and Gates pool facilities. We are also investigating the installation of artificial turf on our football and/or baseball fields.
7. With the separation of the School and College campuses, discussions regarding the best use of our shared athletic facilities for the enhancement of our individual athletic and recreational programs have resulted in a plan to renovate the facilities on the Cartan Athletic Complex. Central to those plans is the desire to minimize the impact our fields have on adjacent neighbors and the surrounding neighborhoods. The School and the College are currently working to mitigate the impact on neighbors and, at the same time, provide the athletic facili- ties needed for contemporary School and College life.
Facilities Planning 3 4 Menlo School Master Plan The Menlo School campus houses a variety of buildings: Stent Hall (the most prominent and architecturally significant building on campus); five one-and two-story buildings completed in 2000 providing facilities for the Middle School; a combination of one- and two-story buildings completed in 2004 for the Upper School; an Athletic Center; a Child- care Center for children of faculty and staff; the Creative Arts and Design Center; and maintenance facilities. The School shares portions of one building with the College – Florence Moore (auditorium) – as well as the Wunderlich and Cartan athletic fields and tennis courts. The map on the following page illustrates the location of these facilities. Also provided is a chart of existing square footage of facilities to be retained and replaced.
Existing Facilities 5 C aE ml nRo i e al
F1
P3
A l e j a n d r a F2 15
GATE MENLO COLLEGE
M a c B a i n 60 56 61 52 39 54 50 80 97 40 30 51 34 500 26 600 800 400 i 70 300 90 700
GATE
42 P1 GATE
41 P2
Valparaiso Avenue N GATE CAMPUSPUS CAMENTRANCECE ENTRAN �� Valparaiso Avenue, Atherton, California ����� � ���.���.���� � www.menloschool.org
26 Stent Family Hall 34 - 39 Facilities Yard 61 Technology Center 600 Grade 6 Classrooms FIRST FLOOR Dining Hall 40 Operations Office 70 Upper School Academics 700 Grade 7 Classrooms Upper School Student Life Facilities & Transportation Montgomery Humanities Center Director of Upper School Office Shipping & Receiving English History Science 800 Grade 8 Classrooms Dean of Students Office World Languages Community and Civic Engagement Office 41 Child Care Arthur Allen Whitaker Lab Diversity and Inclusion Office 80 Upper School Academics ATHLETIC FIELDS Academic Support 42 Music @ Menlo Upper School Director Mathematics F1 Cartan Fields Leone-Perkins College Counseling Football Field Tennis Courts SECOND FLOOR 50 Holt Lohman Baseball Field Track & Field Lacrosse Main School Information Desk i 90 Martin Family Hall Head of School 51 Taube Dance Studio F2 Wunderlich Fields Admissions Office Spieker Ballroom 97 97 Leon Way Soccer Field Tennis Courts Library 52 Bookstore Softball Field Lacrosse MMR 54 Offices 300 Middle School Commons ON THE COLLEGE CAMPUS THIRD FLOOR School Counselor Fine Arts Music 15 Human Resources Office Security Gates Pool Development / Alumni Office Director of Sustainability 400 Business Office Middle School Administration CAMPUS PARKING Communications Office 56 Drama Florence Moore Auditorium P1 Main Parking Lot 60 500 Middle School Academics 30 Johnson Family Athletic Center Creative Arts & Design Center World Languages P2 Annex Parking Lot US & MS Athletic Directors Art Photography Drama Music Technology Trainer Journalism Digital Design Center School Nurse P3 Event Parking Lot
6 Menlo School Master Plan Gross Sq.Ft.
Menlo School Buildings (to remain) Stent Hall 59,690 Upper School Academic 102,065 Maintenance Carports / shops 6,000 Middle School 400/500/600 18,443 Middle School 300/700/Commons 20,789 Middle School 800 6,042 Childcare Center 2,160 Music@Menlo 2,400 Athletic Center 54,000 Creative Arts and Design Center 40,000 Subtotal 311,589
Academic Support Buildings (to be replaced) Florence Moore Auditorium 6,180 Holt-Lohman Music 2,400 Taube 2,400 Academic Portables 1,920 Subtotal 12,900
Total Existing Buildings 324,489
Proposed Facilities Performing Arts Center 46,310 Subtotal 46,310
Existing Facilities 7 Working with the Neighbor Working Group, Menlo School has developed a set of “Design Parameters” to guide future development of School facilities. The parameters are outlined below:
1. Sight lines: Design the new buildings and landscaping to eliminate views from the School into the neighboring residential properties.
2. Views from neighboring properties: Improve the aesthetics of these views by removing buildings that are out of character and designing new buildings with materials that are in character with the School’s recent buildings.
3. Noise from mechanical equipment: Design the new buildings to control noise from mechanical equipment, to prevent this noise from being heard in the neighboring residential properties. Design mechanical equipment so that noise is less than ambient noise level.
4. Noise from activities: Design the new buildings to direct noise associated with School activities away from the neighboring properties. Use the buildings as a barrier to this noise, as was done on the east side of the campus with the Upper School buildings. In the gaps between buildings, use structures and fences to create a sound lock. Locate building entrances toward the center of campus, and control the use of emergency exits.
5. Noise from the performing arts auditorium: Design the new performing arts auditorium to locate backstage loading activities toward the interior of the cam- pus, away from the neighboring properties.
8 Menlo School Master Plan 6. Noise from the Athletic Center: The new Athletic Center has been designed to contain the noise associated with sports. Mechanical ventilation has been designed so that the windows can be closed to contain this noise, or in a location where the noise can be controlled. Entrances and exits have been de- signed to control noise associated with entering and exiting the building. Where emergency exits are required, alarms and notices will be utilized to prevent these exits from being used except in emergencies.
7. Light: Design the new buildings so that artificial light escaping from windows in the evening does not intrude on the neighboring residential properties, consistent with the approach used effectively on the Upper School buildings.
8. Pedestrian traffic: Design the new buildings and sidewalks so that the main circulation is in the center of the campus, removed from the perimeter near the neighboring residential properties.
9. Vehicular traffic: Improve the perimeter service road with vegetation and fencing to screen the neighboring residential properties from this activity, as has been done on the east side at the Upper School buildings. Locate the bus parking in the parking lots along Valparaiso Avenue, or in another location to be determined.
10. Access from the west: Monitor and enforce a policy to prevent drop-off and pick-up activities at the MacBain gate.
Design Parameters 9 Macbain Avenue
PERFORMING ARTS CENTER
75’ SETBACK
CAR PARKING, BUS PARKING, BUS DROP-OFF, FACULTY HOUSING, CHILD CARE
Valparaiso Avenue
10 Menlo School Master Plan The plan on the opposite page illustrates the approved and potential Land Uses for Menlo School as well as the location and footprint of the new buildings and site work.
Main Campus Land Use 11
SHED WARM-UP
BLEACHERS
BASEBALL EL CAMINO REAL EL CAMINO
MULTI-USE FIELD, BLEACHERS, AQUATICS,
WARM-UP TENNIS, PARKING
BLEACHERS
BASEBALL
ALEJANDRA AVENUE
12 Menlo School Master Plan The plan on the opposite page illustrates the potential Land Uses for the Cartan Athletic Fields. Because of shared ownership with Menlo College, the Cartan Athletic Fields are subject to a separate planning process.
Athletic Fields Land Use 13 Macbain Avenue
CREATIVE SHED ARTS & DESIGN CENTER
TECH
CENTER SHED ATHLETIC CENTER NEW PERFORMING ARTS CENTER
NEW QUAD CLASSROOMS UPPER SCHOOL ACADEMICS
ACADEMICS
CLASSROOMS STENT HALL
ADMIN MIDDLE SCHOOL QUAD
COMMONS
UPPER SCHOOL CLASSROOMS QUAD
MARTIN UPPER SCHOOL ACADEMICS FAMILY HALL
UPPER SCHOOL ACADEMICS
CHILD CARE
Valparaiso Avenue
14 Menlo School Master Plan Menlo School has made great strides as it moves forward into the future. With the Middle School, Upper School classrooms, Stent Hall Student Center, Library, Athletic Center, Creative Art and Design Center and the new Head’s offices now completed, the Master Plan is well on its way to being fully implemented.
In 2017 the School completed the renovation of Stent Hall and the Central Campus Project. This includes new dining facilities and a full-service kitchen in combination with expanded Student Life facilities, located on the ground floor of Stent Hall. On the second floor, a modest expansion of the library provides space for our Academic Support services. On the third floor of Stent Hall, new space was built for the consolidation of the Business, Development, and Communications offices. A small addition to the Creative Arts and Design Center provided space for a new Technology Center.
Construction of the previously approved Performing Arts Center will complete the School’s main building program.
As a result of the separation of the School and College, the School and the College have been planning the most optimal use of the land on Cartan field for their existing athletic programs. Programs we seek to accommodate include football, baseball, track, lacrosse, soccer, aquatics and tennis.
Proposed Facilities 15 Macbain Avenue
VEHICULAR CIRCULATION PATHS PEDESTRIAN CIRCULATION PATHS SERVICE & STAFF VEHICLE PATHS VEHICULAR GATES
MAIN LOT
ANNEX LOT
Valparaiso Avenue
16 Menlo School Master Plan Circulation and access to Menlo School will remain much as it is today, with the School’s primary entrance continuing to be off of Valparaiso Avenue. A small entrance and service drive will continue to remain east of this as will the emergency/fire lane west of it. A second entry serving a limited parking area to the north from Alejandra Avenue will also remain. A third entry serves Menlo staff only who park behind the Upper School Academic building. The basic circulation plan is shown on the following page.
The School currently maintains 421 parking spaces, the majority of which (192 spaces) are located in the main lot and the Annex lot (59 spaces) off of Valparaiso Avenue. These spaces are made available for students in grades 11 and 12 only, as well as faculty, staff and visitors. Additional spaces are available for Menlo staff only at the following: behind the Upper School Academic building (29 spaces), in front of the Middle School (19 spaces), adjacent to the Athletic Center and Facilities Yard (40 spaces) and 20 spaces adjacent to the Creative Arts and Design Center. Spectator parking for athletic events on Cartan Field is available in two areas: Cartan lot (62 spaces) and, during afternoon and weekend events, the main Valparaiso lot and the Annex lot (251 spaces). Students and spectators using the Athletic Center and Florence Moore Auditorium are directed to parking in the main School lot after 3:00 pm. The School and College are evaluating provisions for -ad ditional parking at Cartan as part of the Cartan Athletic Complex planning process.
Main Lot 192 Annex Lot 59 Upper School Academic Bldg 29 Middle School Faculty/Staff 19 Athletic Center/Facilities Yard 40 CADC 20 Cartan Lot 62
Total 421
Circulation & Parking 17 MacBain Avenue
FIRE TRUCK ACCESS ROUTE FIRE HYDRANTS
Valparaiso Avenue
18 Menlo School Master Plan Menlo School, in consultation with the Menlo Park Fire Protection District, has developed an “Emergency Access and Fire Protection Plan” which has been incorporated into the plans for the new facilities and addresses issues related to the separation of the School and College. That plan is shown on the opposite page.
Emergency Access Plan 19 Macbain Avenue
HERITAGE QUERCUS
HISTORIC BUILDING
STENT HALL
Valparaiso Avenue
20 Menlo School Master Plan Stent Hall, the only building on the Menlo School campus that can be characterized as having historic interest, is listed as a California Point of Historic Interest and is documented by the Historic American Buildings Survey. This building will be retained as part of the Master Plan. In addition, the campus features a number of heritage trees. These trees are indicated in green on the opposite page.
Historic Buildings & Heritage Trees 21 22 Menlo School Master Plan The Master Plan illustrates the School’s long-term strategy for providing new, updated facilities for its students, faculty, staff and administrators. In recognition of the tie be- tween construction projects and fundraising efforts, the School has changed the descrip- tion of both past and future phasing as described below:
• Phase 0 – Perimeter landscape project • Phase I – Middle School Campus (completed 2000) • Phase II – Upper School Academic buildings 1 and 2 (completed 2004) • Phase III – Athletic Center (completed 2011), Creative Arts and Design Center (completed 2013), Performing Arts Center (future) • Phase IV – Central Campus Project (completed 2017)
As part of new building construction, Menlo School will continue implementation of the Phase 0 landscape plan to visually and acoustically buffer potential noise from the School to adjoining neighbors. An arborist has documented the health and longevity of existing trees to determine which ones may need to be replaced.
The School completed construction of the Central Campus Project in August 2017. Construction of the Performing Arts Center is anticipated within the next five years, as permitted by fundraising.
Improvements to the athletic facilities on the Cartan Athletic Field is also dependent on fundraising and entitlement efforts.
Phasing 23 Menlo School will limit the use of its campus to events that relate to Menlo School’s mission as an educational institution and events that are consistent with this purpose. Menlo School and its facilities do not constitute a “regional center” that is available for frequent or regular use by outside groups. For example, we will not:
• Rent our facilities • Host corporate sponsored events • Be a site for organized public athletic organizations such as Pop Warner and AYSO • Hold weddings or wedding receptions, other than for staff/faculty • Allow commercial movie or media productions on our campus • Host trade shows • Allow community/professional theater or performances • Start or end events with more than 200 visitors between 5pm-6pm Monday-Friday.
Menlo School employs campus security 24 hours a day, 7 days per week. The School increases the level of security, as appropriate, for certain events. In addition, Menlo School provides adult supervision for all activities on its campus. The School commits to maintaining an appropriate level of security, to make every effort to protect people and property on campus, and to be promptly re- sponsive to the needs and concerns of our neighbors.
Menlo School recognizes that its neighbors are particularly sensitive to activities on the School campus during nighttime and weekend hours. The School makes its best efforts to minimize activities that might affect neighbors’ quiet enjoyment of their property. This includes infrequent scheduling of large events that end after 9pm, and limited use of the campus on Sundays.
Menlo School recognizes that the success of the principles described in this document is based on, and requires, the continuing collaboration of the School and its neighbors.
24 Menlo School Master Plan The School reaffirms its policy of limiting the use of the School’s campus to events that relate to Menlo School’s mission as an educational institution and special events that are consistent with our use permit. Menlo School’s standard hours of operation that would typically include the full student body, staff and faculty are as follows: Upper School 8:30 am – 3:30 pm M-F Middle School 8:20 am – 3:30 pm M-F Athletic Center 8:00 am – 3:30 pm M-F Performing Arts Center 8:00 am – 3:30 pm M-F Athletics Fields 8:00 am – 3:30 pm M-F
Menlo School’s standard hours of operation for non-student functions would be as follows: Administration 7:00 am – 5:00 pm M-F Facilities Yard 7:00 am – 4:30 pm M-Sa Custodial 6:00 am – 12:00 am M-Sa ; 3:30 pm - 12:00 am Sunday
In addition, the School has extracurricular events that would typically not include the full student body, staff and faculty and would constitute less frequent and regular use. These “scheduled hours of use”* by facility are as follows: Upper School 3:30 pm – 9:00 pm M-F Examples: Lectures, Parent Education presentations, Admission Events, Back-to-School Nights, Summer Bridge Middle School 3:30 pm – 9:00 pm M-F Examples: Plays (in Commons), Dance Recitals (in Commons), Lectures, Parent Education presentations, Admission Events, Back-to-School Night, Peninsula Bridge Program Athletic Center 3:30 pm - 9:00 pm M-F ; 9:00 am – 5:00 pm Sa Examples: Athletic Team practice, Workout/conditioning sessions, Academic Testing, Awards dinners, League Games, Athletic meetings, Board Meetings Performing Arts Center 3:30 pm - 9:00 pm M-F Examples: Music/Drama performances, Music/Drama rehearsal, Set construction/strike/theatre tech, Fundraising events Athletic Fields 8:00 am - Sunset M-Sa Examples: Athletic team practice, Athletic team league games Special Events As Scheduled Examples: School Benefit (one night per year until 12am), Special Olympics (one weekend per year on Cartan field), Spring Outdoor Play (two weekends until 11pm), School Dances (approximately four per school-year), Commencement (Upper and Middle Schools), Alumni Baseball game, Alumni Basketball game, Homecoming Football game, Music@Menlo performances, Summer Brass Institute, Sports Banquets, Senior Appreciation, Fundraisers
* Scheduled hours of use does not incorporate crowd dispersion and facilities clean-up, which will occur in an expedited manner and is not expected to exceed 30 minutes.
Uses and Hours of Standard Operation 25 In accordance with our CUP, the School undertakes daily mechanical monitoring of the number of morning and afternoon peak hour vehicle trips and monitoring of parking utilization rates. The CUP requires Menlo School to remain under the traffic and parking targets set by the Town, and compliance is based on the yearly average of the School’s measurements. In addition, in order to verify the accuracy of the School’s measurements, the Town retained Hexagon Transportation Consultants to take a manual hand count of the traffic and parking measurements in the spring. The 2015-2016 school year was the final year a third party is required to verify the accuracy of the School’s measurements.
Menlo School’s 2016-2017 Traffic Demand Management Report is attached. Menlo School has met the traffic and parking targets set by the CUP for the 2016-2017 school year. Because we monitor the entire year, our report for the 2017-2018 school year is not yet available. As we always do, we will submit our annual update separately from the Master Plan in June. All indications to date lead us to believe that we remain compliant.
Transportation
26 Menlo School Master Plan July 6, 2017
Mr. Neal Martin Town Planner Town of Atherton 91 Ashfield Road Atherton, California 94027
Re: 2016-2017 Menlo School TDM Self-Monitoring Report
Dear Mr. Martin:
Menlo School has completed this Transportation Demand Management (TDM) monitoring report for the 2016-2017 school year. The purpose of this report is to determine the 16-17 average peak-hour trip generation and parking utilization at Menlo School, and compare those measurements to the conditions of approval found in the Conditional Use Permit issued by the Town of Atherton.
Peak-hour trip generation measurements were counted and recorded by a 24-hour automatic monitoring system installed by Menlo School at the intersection of Valparaiso Avenue and University Drive as well as the driveway at the intersection of Valparaiso Avenue and Crane Street. The system generates measurements every 15 minutes, and Menlo School has extracted the peak hour measurement for morning and afternoon, each day classes were in session during this school year. The school peak hours are defined by the Conditional Use Permit as 7:00am-9:00am for the morning and 2:00pm-4:00pm for the afternoon.
The peak hour of each 2-hour peak window was determined by reviewing the total vehicles entering and exiting the campus during the entire peak period and identifying the hour during which the most vehicles were counted. The AM peak hour includes vehicles using both the main entrance/exit and the gated driveway on the eastern edge of the campus. The current school year (which began in August 2016) is defined as the sixth year in the Conditional Use Permit, for which a maximum of 627 and 453 vehicle trips are allowed in the morning peak hour and the afternoon peak hour, respectively. A summary of the trips generated by Menlo School during the AM and PM peak hours is presented in Table 1.
Table 1: Menlo School Trip Generation Summary
Traffic Measurements at Main Entrance and E. Driveway
AM Peak Hour PM Peak Hour
2016-2017 Average Actual 593 418
27 Maximum Average Allowed 627 453
As shown above, the number of trips generated by the school can be compared to the maximum number of trips allowed by the conditions of approval in the Conditional Use Permit. During both the AM peak hour and the PM peak hour, the traffic measurements indicate that, on average, the school generated fewer trips than the maximum number allowed under the CUP.
A comparison of Menlo School’s measurement data since the installment of a traffic counter indicates that the school has been successful in reducing its peak-hour trip generation (see table two)
Table 2: Annual Comparison
Trip Generation (Yearly Comparison)
2014-2015 2015-2016 2016-2017 CUP Max
AM Average 562 567 593 627
PM Average 402 392 418 453
The Conditional Use Permit also requires Menlo School to maintain a maximum parking capacity utilization rate of 86.5%. Parking utilization measurements were conducted by Menlo School security once per day every school day in the morning between 9:00-11:00am. All on- site parking lots are counted.
The Conditional Use Permit states that, “Only faculty, staff and student vehicles will be counted in determining that a parking space is being utilized for the purpose of measuring parking capacity utilization.” In order to exclude vehicles that do not belong to faculty, staff or students from the total count of parked vehicles, the cars that did not have a student sticker or a faculty/staff tag were excluded from the count.
In order to determine the parking utilization rate, the count of faculty, staff and student vehicles was divided by the total number of on-site parking spaces. In 2016-2017, there were 367 parking spaces. Table 3 shows the average number of faculty, staff and student vehicles parked on campus during the school day and the average parking utilization rate for the 2016-2017 school year.
Table 3 On-site Parking Utilization
28 Menlo School Master Plan Parking Capacity Utilization 2015-2016
Faculty/Staff/ Total On-Site Parking Utilization Student Vehicles Parking Spaces Rate
2015-2016 266 367 74.2%
Maximum 86.5%
As shown above, the parking utilization rate generated by the school can be compared to the maximum parking utilization rate allowed by the conditions of approval in the Conditional Use Permit. During the school day, the parking measurements indicate that, on average, the school generated a lower utilization rate than the maximum number allowed under the CUP.
The data provided in this report is a summary of all traffic related data recorded by Menlo School during the 2016-2017 school year. All traffic related data used to create this report will be made available to the Town of Atherton upon request.
We appreciate the opportunity to submit this report. Please do not hesitate to contact us if additional information is needed.
Sincerely,
Menlo School
Bill Silver Chief Financial Officer
Prepared by:
Kevin Conner Director of Sustainability
29 March 26, 2018
Dear Neighbors,
I am pleased to invite you to Menlo School’s Annual Meeting of Neighbors, which will be held on May 3rd from 5:30 to 6:30 p.m. in the Library Conference Room in Stent Family Hall.
As I hope you know, Menlo School is committed to being an excellent neighbor, and our Annu- al Meeting is intended to promote open communications. To this end, some members of the Board of Trustees and I will want to hear your sense of how we are doing as your neighbors.
In addition to inviting you to Menlo School’s Annual Neighbor Meeting, I also want to let you know about the following major events planned between now and the end of the school year:
Our traditional spring musical will be held on the Upper School Quad on May 4, 5, 6, 11 and 12 beginning at 8:00 pm each evening. This year’s production is Oliver! and I hope you will join us for an outstanding evening of theater. Please contact Joan Iwamoto in the campus bookstore if you would like to purchase tickets (jiwamoto@menloschool. org, (650) 330-2000 x2535).
The California Junior Classical League Convention is an all day event that will be held at the school on April 13 and 14. This event will be held on various parts of campus on both days.
The Middle School’s commencement will take place on June 5, 9:00 am, and the Up- per School’s will take place on June 7, 9:30 am. Both events will end at noon.
In addition to these major events, our Neighbor Calendar contains information about speakers, concerts and other events—all of which you are welcome to attend. This calendar can be found at https://www.menloschool.org/calendar/#view/day/categories/Neighbors.
If you have any questions or concerns about any of these events, please don’t hesitate to call.
School appreciate your understanding and support. One final point: living near an active school obviously is challenging and all of us here at Menlo Sincerely,
Than Healy Head of School
30 Menlo School Master Plan In recognition of the impact events at Menlo School can have on neighbors, the School maintains a continuously updated master calendar of events on the Menlo School website under a section titled “Neighbors.” Its purpose is to provide neighbors with the most current information available in a format that is convenient and accessible.
Additionally, the School sends an annual letter to neighbors informing them of upcoming events that alter Menlo School’s normal routine. A copy of the 2018 letter is included here.
Calendar of Events 31 As required by Conditional Use Permit No. CUP 10-00007, we have completed our audit of Menlo School Conditional Use Permits dated 1995 and later, and have determined that we are in compliance with all requirements.
Compliance
32 Menlo School Master Plan Menlo School Enrollment History
Students Enrolled Middle Upper Total 1992-93 48 399 447 1993-94 103 420 523 1994-95 144 459 603 1995-96 179 484 663 1996-97 209 509 718 1997-98 222 531 753 1998-99 220 532 752 1999-2000 217 544 761 2000-01 217 535 752 2001-02 217 523 740 2002-03 217 539 756 2003-04 216 543 759 2004-05 217 545 762 2005-06 216 548 764 2006-07 219 556 775 2007-08 216 557 773 2008-09 215 565 780 2009-10 220 571 791 2010-11 230 580 810 2011-12 233 561 794 2012-13 226 567 793 2013-14 222 573 795 2014-15 218 577 795 2015-16 218 577 795 2016-17 221 574 795 2017-18 219 576 795
Enrollment for the 2017-2018 school year is 795 students.
In accordance with our CUP, enrollment for the upcoming 2018-2019 school year will not exceed 795 students.
The number of Staff and Faculty in fiscal year 2018 is 205 with very modest growth anticipated over the next few years.
Enrollment 33 KEVIN HART ARCHITECTURE