Agenda packet — Los Altos Hills City Council, March 19, 2026 (part 2 of 4)

Minor Construction Agreement (revised Nov. 2023)
4 9.5 Bond Renewal and Extension
If any bond becomes insufficient, the Contractor shall immediately replace the bond with a substitute upon request from the Town, and the effective date of the bond shall be from the beginning of Work. If any surety at any time is unsatisfactory to the Town, the Town will give notice to the Contractor. No further payments shall be deemed due or will be made under the Agreement until a new surety qualifies and is accepted by the Town.

Changes in the Work, or extensions of time, made under the Agreement, shall not release the Contractor or surety from their obligations. The surety must waive notice of such changes or extensions.

10. Licenses. Contractor represents and warrants that Contractor possesses all licenses, permits, and qualifications legally required for the performance of the Work, including but not limited to a business license from the Town and payment of any applicable business license tax. Contractor shall, at Contractor’ s sole cost and expense, maintain all such licenses, permits and qualifications in full force and effect throughout the term of this Agreement.

11. Damage to Town Facilities and Site Safety. Damage to Town or public facilities or private property caused by the Contractor or by its subcontractors during performance ofthe Work shall berepaired and/or replaced in kind at no cost to the Town. The worksite shall be kept clean and free of hazards at all times during installation. After work is completed at the site, Contractor shall clean the surrounding area to the condition prior to performance of the Work.

12. Final Inspection and Work Acceptance. All Work shall be subject to final inspection and acceptance or rejection by the Town. Contractor shall guarantee the Work to be free of defects in material and workmanship for a period of one (1) year following the Town’ s acceptance of the Work.

13. Compliance with all Applicable Laws.

A. Contractor shall comply with all applicable local, state and federal laws, regulations and ordinances in the performance of this Agreement.

B. Contractor shall not discriminate in the provision of service or in the employment of persons engaged in the performance of this Agreement on account of race, color, national origin, ancestry, religion, gender, marital status, sexual orientation, age, physical or mental disability in violation of any applicable local, state or federal laws or regulations.

C. Contractor shall comply with the requirements of the Secretary of Labor and the latest amendments to: Executive Orders 11246 and 11375, as supplemented in Department of Labor regulations ( 41 C.F.R. chapter 60); the Copeland “ AntiKickback” Act ( 18 U.S.C. § 847) as supplemented in Department of Labor regulations (29 C.F.R. part 3); Section 3 of the Housing and Urban Development Act of 1968 (12 U.S.C. §§ 1701 et seq.); Title VI of the Civil Rights Act of 1964 42 U.S.C. §§ 2000); Section 109 of Title I of the Housing and Community Development Act of 1974 (42 U.S.C. §§ 5301 et seq.); the Age Discrimination Act of 1975 (42 U.S.C. §§ 6101 et seq.); and Section 504 of the Rehabilitation Act of 1973 (29 U.S.C. §§ 701 et seq.)

14. Payment of Taxes; Tax Withholding. Contractor is solely responsible for the payment of employment taxes incurred under this Agreement and any similar federal or state taxes. Tobe exempt from tax withholding, Contractor must provide Town with a valid California Franchise Tax Board form 590 Form 590”). Unless Contractor provides Town with a valid Form 590 or other valid, written evidence of an exemption or waiver from withholding, Town may withhold California taxes from payments to Contractor as required by law. Contractor shall obtain, and maintain on file for three (3) years after the termination of this Agreement, Form 590s (or other written evidence of exemptions or waivers) from all

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Minor Construction Agreement (revised Nov. 2023)
5 subcontractors. Contractor accepts sole responsibility for withholding taxes from any non-California resident subcontractor and shall submit written documentation of compliance with Contractor’ s withholding duty to Town upon request.

15. Prevailing Wage.

A. The wages to be paid for a day's work to all classes of laborers, workmen, or mechanics on the work contemplated by this Agreement, shall be not less than the prevailing rate for a day’s work in the same trade or occupation in the locality within the state where the work hereby contemplates to be performed as determined by the Director of Industrial Relations pursuant to the Director’ s authority under Labor Code Section 1770, et seq. Each laborer, worker or mechanic employed by Contractor or by any subcontractor shall receive the wages herein provided for. The Contractor shall pay two hundred dollars ($200), or whatever amount may be set by Labor Code Section 1775, as may be amended, per day penalty for each worker paid less than prevailing rate of per diem wages.

The difference between the prevailing rate of per diem wages and the wage paid to each worker shall be paid by the Contractor to each worker.

The Town will not recognize any claim for additional compensation because of the payment by the Contractor for any wage rate in excess of prevailing wage rate set forth. The possibility of wage increases is one of the elements to be considered by the Contractor.

NOTE: An error on the part of an awarding body does not relieve the Contractor from responsibility for payment of the prevailing rate of per diem wages and penalties pursuant to Labor Code Sections 1770-1775.
i. Posting of Schedule of Prevailing Wage Rates and Deductions. If the schedule of prevailing wage rates is not attached hereto pursuant to Labor Code Section 1773.2, the Contractor shall post at appropriate conspicuous points at the site of the project a schedule showing all determined prevailing wage rates for the various classes of laborers and mechanics to be engaged in work on the project under this contract and all deductions, if any, required by law to be made from unpaid wages actually earned by the laborers and mechanics so engaged.
ii. Payroll Records. Each Contractor and subcontractor shall keep an accurate payroll record, showing the name, address, social security number, work week, and the actual per diem wages paid to each journeyman, apprentice, worker, or other employee employed by the Contractor in connection with the public work. Such records shall be certifies and submitted weekly as required by Labor Code Section 1776.

16. Patents. The Contractor shall assume all costs arising from the use of patented materials, equipment, services, or processes used on or incorporated in the Work, and agrees to indemnify and save harmless the Town of Los Altos Hills, the City Council, and the Engineer, and their duly authorized representatives, for all suits at law, or actions of every nature for, or on account of the use of any patented materials, equipment, services, or processes.

17. Dispute Resolution. Prior to initiating litigation in a court of competent jurisdiction, both Contractor and Town shall undergo alternative dispute procedures as outlined in Public Contract Code Section 20104, et seq. The Parties also expressly agree that such procedures are incorporated as though fully set forth in this Agreement.

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Minor Construction Agreement (revised Nov. 2023)
6 18. Prevailing Party. In the event that either party to this Agreement commences any legal action or proceeding (including but not limited to arbitration) to interpret the terms of this Agreement, the prevailing party in such a proceeding shall be entitled to recover its reasonable attorney’ s fees associated with that legal action or proceeding.

19. Termination. Town may terminate or suspend this Agreement at any timeand without cause upon written notification to Contractor. Upon receipt of notice of termination or suspension, Contractor shall immediately stop all work in progress under this Agreement. The Town’ s right of termination shall be in addition to all other remedies available under law to the Town.

20. Severability. If any term or portion of this Agreement is held to be invalid, illegal, or otherwise unenforceable by a court of competent jurisdiction, the remaining provisions of this Agreement shall continue in full force and effect.

21. Entire Agreement. This Agreement represents theentire and integrated agreement between the Parties. This Agreement may be modified or amended only by a subsequent written agreement signed by both Parties.

22. Non-Liability of Officials, Employees and Agents. No officer, official, employee or agent of Town shall be personally liable to Contractor in the event of any default or breach by Town or for any amount which may become due to Contractor pursuant to this Agreement.

23. Execution in Counterparts. This Agreement may be executed in counterparts and/or by facsimile or other electronic means, and when each Party has signed and delivered at least one such counterpart, each counterpart shall be deemed an original, and, when taken together with other signed counterpart, shall constitute one Agreement, which shall be binding upon and effective as to all Parties.

24. Choice of Law; Venue. The applicable law shall be that of the State of California

25. Notice. All notices and other communications which are required or may be given under this Agreement shall be in writing and shall be deemed to have been duly given (i) when received if personally delivered; ( ii) when received if transmitted by telecopy, if received during normal business hours on a business day (or if not, the next business day after delivery) provided that such facsimile is legible and that at the time such facsimile is sent the sending Party receives written confirmation of receipt; (iii) if sent for next day delivery to a domestic address by recognized overnight delivery service ( e.g., Federal Express); and (iv) upon receipt, if sent by certified or registered mail, return receipt requested. In each case, notice shall be sent to the respective Parties as follows:

Contractor:

Sergey Leskin, President
Fuse Service, Inc.
2222 Ronald Street
Santa Clara, CA 95050
Town:

WooJae Kim, Public Works Director
Town of Los Altos Hills
26379 Fremont Road
Los Altos Hills, CA 94022

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Minor Construction Agreement ( revised Nov. 2023)
7 IN WITNESS WHEREOF, the Parties have executed this Agreement as of the date written above.

TOWN: CONTRACTOR:

By:__________________________ By:__________________________ Cody Einfalt Sergey Leskin
Acting City Manager President

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Minor Construction Agreement (revised Nov. 2023)
8 EXHIBIT A

SCOPE OF WORK

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MXZ- SM48NL
48,000 BTU/H HEAT PUMP OUTDOOR UNIT
Job Name:

System Reference: Date:

Specifications System
Unit Type MXZ-SM48NL
Cooling at 95F1 ( Non-Ducted // Mixed // Ducted)
Maximum Capacity Btu/h 48,000 // 48,000 // 48,000
Rated Capacity Btu/h 48,000 // 48,000 // 48,000
Minimum Capacity Btu/h 15,000 // 15,000 // 15,000
Maximum Power Input W 4,000 // 4,710 // 5,715
Rated Power Input W 4,000 // 4,710 // 5,715
Power Factor ( 208V)% 98.60 // 98.60 // 98.60
Power Factor ( 230V)% 98.60 // 98.60 // 98.60
Heating at 47F2 ( Non-Ducted // Mixed // Ducted)
Maximum Capacity Btu/h 50,000 // 50,000 // 50,000
Rated Capacity Btu/h 50,000 // 50,000 // 50,000
Minimum Capacity Btu/h 13,000 // 13,000 // 13,000
Maximum Power Input W 3,665 // 4,140 // 4,730
Rated Power Input W 3,665 // 4,140 // 4,730
Power Factor ( 208V)% 98.60 // 98.60 // 98.60
Power Factor ( 230V)% 98.60 // 98.60 // 98.60
Heating at 17F3 ( Non-Ducted // Mixed // Ducted)
Maximum Capacity Btu/h 43,000 // 43,000 // 43,000
Rated Capacity Btu/h 31,400 // 32,400 // 33,400
Maximum Power Input W 6,305 // 6,705 // 7,160
Rated Power Input W 3,410 // 3,740 // 4,080
Heating at 5F4 ( Non- Ducted // Mixed // Ducted) Maximum Capacity Btu/h 35,400 // 35,400 // 35,400 Maximum Power Input W 4,940 // 5,140 // 5,295
Heating at -13F8 ( Non- Ducted // Mixed // Ducted) Maximum Capacity Btu/h 22,800 // 22,800 // 22,800 Maximum Power Input W 4,455 // 4,455 // 4,455
Efficiency ( Non- Ducted // Mixed // Ducted)
SEER21 23 // 20 // 17
EER21 12 // 10.20 // 8.40
HSPF2 ( IV) 2 10.40 // 9.95 // 9.50
COP at 47°F2 4 // 3.55 // 3.10
COP at 17°F at Maximum Capacity3 2 // 1.88 // 1.76
COP at 5°F at Maximum Capacity4 2.10 // 2.02 // 1.96
ENERGY STAR® Certified Yes // No // No
NOTES
1Cooling at 95°F (Indoor: 80°F DB, 67°F WB // Outdoor: 95°F DB, 75°F WB) 2Heating at 47°F (Indoor: 70°F DB, 60°F WB // Outdoor: 47°F DB, 43°F WB) 3Heating at 17°F (Indoor: 70°F DB, 60°F WB // Outdoor: 17°F DB, 15°F WB) 4Heating at 5°F (Indoor: 70°F DB, 60°F WB // Outdoor: 5°F DB, 4°F WB) 8Heating at -13°F (Indoor: 70°F DB, 60°F WB // Outdoor: - 13°F DB, -14°F WB) Applications should be restricted to comfort cooling only; equipment cooling applications are not recommended for low ambient temperature conditions.

A Maximum connected units reduced when PLA connected. Refer to manual for details B Branch box should be placed within the level between the outdoor unit and indoor units • C 5°F DB - 115°F DB when optional wind baffles are installed For actual capacity performance based on indoor unit type and number of indoor units connected, please refer to MXZ Operational Performance.

Although the maximum connectable capacity is 130%, the outdoor unit cannot provide more than 100% of the rated capacity.

Please utilize this over capacity capability for load shedding or applications where it is known that all connected units will NOT be operating at the same time.

Outdoor Unit Operating Temperature Range ( Cooling Thermal Lock-out / Re-start Temperatures; Heating Thermal Lock-out / Re-start Temperatures):

System cuts out in heating mode and automatically restarts at these temperatures.

GENERAL FEATURES
Compatible with M- and P-Series and CITY MULTI® indoor units ( branch box required for connection with M- and P-Series)
Compressor overcurrent detection
Compressor thermal protection
Fan motor overheating/ voltage protection
High pressure protection
INVERTER- driven compressor: Compressor generates the precise capacity needed to maintain a temperature set point.

Quiet operation: Outdoor units are as quiet as a typical conversation, and most indoor units are whisper quiet.

Seacoast protection: Seacoast protection on heat exchanger and base panel ( rated for 2,000 hrs. in accordance with ASTM B117 testing) Thermal Differential 1°F

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Specifications System
Unit Type MXZ- SM48NL
Electrical
Electrical Power Requirements V AC / V AC, , Hz 208 / 230, 1, 60 Guaranteed Voltage Range V AC 198 - 253
Voltage: Indoor - Outdoor, S1-S2 V AC 230
Short- circuit Current Rating ( SCCR) kA 5
Recommended Fuse/Breaker Size if Branch Box Powered by Outdoor Unit A 40
Recommended Fuse/Breaker Size without Branch Box or Branch Box Powered Separate A 30
MCA if Branch Box Powered by Outdoor Unit A 42
MOCP if Branch Box Powered by Outdoor Unit A 70
MCA without Branch Box or Branch Box Powered Separate A 36 MOCP without Branch Box or Branch Box Powered Separate A 64 Outdoor Unit
Fan Motor Output W 70+70
Defrost Method Reverse Cycle
Blue Fin Heat Exchanger Coating Yes
Sound Pressure Level, Cooling1 dB (A) 51
Sound Pressure Level, Heating2 dB (A) 54
Compressor Type Twin Rotary
Compressor Model MRB36FEGMC- L
Compressor Motor Output kW 3.4
Compressor Oil Type // Charge Type // oz RM68EH // 78
External Finish Color Munsell 3Y 7.8/1.1
Base Pan Heater Optional
Unit Dimensions ( W x D x H) inch [ mm] inch [mm]
inch [mm] 41-11/32 [1,050] 13 [330] 52-11/16 [1,338]
Package Dimensions ( W x D x H) inch [ mm] inch [mm]
inch [mm] 43 [1,090] 18 [450] 58-5/16 [1,480]
Unit Weight lbs [kg] 250 [113]
Package Weight lbs [kg] 276 [125]
ODU Operating Temp. Range
Cooling Intake Air Temp ( Maximum / MinimumC)° FDB 115 / 23 Cooling Thermal Lock- out / Re-start Temperatures ° FDB N/A / N/A Heating Intake Air Temp ( Maximum / Minimum)° FDB 70 / -13 Heating Thermal Lock-out / Re-start Temperatures**° FDB - 24 / - 14 Refrigerant
Type R454B
Pre-Charged Refrigerant Amount lbs, oz 2, 11
IDU Connection
Maximum Number of Connected IDU with Branch BoxA 8
Maximum Number of Connected IDU without Branch Box 12
Minimum Connected Capacity with Branch Box Btu/h 12,000 Minimum Connected Capacity without Branch Box Btu/h 24,000 Maximum connected capacity Btu/h 62,400
Piping
Liquid Pipe Size O.D. (Flared) inch [mm] 3/8 [9.52]
Gas Pipe Size O.D. (Flared) inch [mm] 5/8 [15.88]
Total Piping Length when using Branch Box ft [m] 492 [150] Total Piping Length without Branch Box ft [m] 787 [240] Maximum Height Difference* B, ODU above IDU ft [m] 164 [50] Maximum Height Difference* B, ODU below IDU ft [m] 131 [40] Maximum Height Difference* B, between branch boxes ft [m] 39 [12] Maximum Height Difference between IDU and IDU without branch box ft [m] 49 [15] Maximum Piping Length between ODU and Branch Box ft [m] 180 [55] Farthest Piping Length from ODU to IDU with Branch Box ft [m] 262 [80] Farthest Piping Length from ODU to IDU without Branch Box ft [m] 262 [80] Farthest Piping Length after Branch Box ft [m] 82 [25]
Total Piping Length between Branch Boxes and IDU ft [m] 312 [95] Maximum Number of Bends for IDU 15
NOTES
1Cooling at 95°F (Indoor: 80°F DB, 67°F WB // Outdoor: 95°F DB, 75°F WB) 2Heating at 47°F (Indoor: 70°F DB, 60°F WB // Outdoor: 47°F DB, 43°F WB) 3Heating at 17°F (Indoor: 70°F DB, 60°F WB // Outdoor: 17°F DB, 15°F WB) 4Heating at 5°F (Indoor: 70°F DB, 60°F WB // Outdoor: 5°F DB, 4°F WB) 8Heating at -13°F (Indoor: 70°F DB, 60°F WB // Outdoor: - 13°F DB, -14°F WB)• Applications should be restricted to comfort cooling only; equipment cooling applications are not recommended for low ambient temperature conditions.

A Maximum connected units reduced when PLA connected. Refer to manual for details B Branch box should be placed within the level between the outdoor unit and indoor units C 5°F DB - 115°F DB when optional wind baffles are installed For actual capacity performance based on indoor unit type and number of indoor units connected, please refer to MXZ Operational Performance.

Although the maximum connectable capacity is 130%, the outdoor unit cannot provide more than 100% of the rated capacity.

Please utilize this over capacity capability for load shedding or applications where it is known that all connected units will NOT be operating at the same time.** Outdoor Unit Operating Temperature Range ( Cooling Thermal Lock- out / Re-start Temperatures; Heating Thermal Lock- out / Re-start Temperatures):

System cuts out in heating mode and automatically restarts at these temperatures.

SPECIFICATIONS: MXZ- SM48NL

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OUTDOOR UNIT ACCESSORIES: MXZ- SM48NL
Hail Guards Hail Guard HG-A2
Snow/ Rain Diverter SnowRain Diverter SRD-5
Ball Valve
Refrigeration Ball Valve - 1/2 BV12FFSI2
Refrigeration Ball Valve - 1/4 BV14FFSI2
Refrigeration Ball Valve - 3/8 BV38FFSI2
Refrigeration Ball Valve - 5/8 BV58FFSI2
Mini-Split Wire
14 Gauge 4 wire Armored MiniSplit Cable250 ft roll SW144- 250 14 Gauge 4 wire Armored MiniSplit Cable50 ft roll SW144- 50 14 Gauge 4 wire MiniSplit Cable250 ft roll S144- 250
14 Gauge 4 wire MiniSplit Cable50 ft roll S144- 50
16 Gauge 4 wire Armored MiniSplit Cable250 ft roll SW164- 250 16 Gauge 4 wire Armored MiniSplit Cable50 ft roll SW164- 50 16 Gauge 4 wire MiniSplit Cable250 ft roll S164- 250
Control Wire
M-Net Control Wire 1000 Roll 16-AWG Standard Twisted Pair Shielded Jacketed- Plenum rated CW162S- 1000 M-Net Control Wire 250 Roll 16-AWG Standard Twisted Pair Shielded Jacketed- Plenum rated CW162S- 250 Port Adaptor
Adaptor 1/4 x 3/8 PAC- SJ87RJ- E
Adaptor 12 x 38 PAC- SK88RJ- E
Adaptor 12 x 58 PAC- SK89RJ- E
Adaptor 38 x 12 ADP3812
Adaptor 38 x 58 PAC- SK90RJ- E
Stand
18 Dual Fan Stand QSMS1802M
24 Dual Fan Stand QSMS2402M
Condenser Wall Bracket QSWB2000M- 1
Condenser Wall Bracket - Stainless Steel Finish QSWBSS
Outdoor Unit 3-14 inch Mounting Base Pair - Plastic DSD-400P Outdoor Unit Stand 12 High QSMS1202M
Wind Baffle Front Wind Baffle WB-PA3 (two pieces are
required)
Branch Box
3 Port Branch Box PAC- LMA30BC
5 Port Branch Box PAC- LMA50BC
Branch Box Enclosure BBE-1
Power Supplies & Auxiliary
Components
3-Pin Wiring Harness PAC- 715AD
5-Pin Wiring Harness PAC- 725AD
Control/ Service Tool Maintenance Tool Interface PAC- USCMS- MN-1 Drain Socket Drain Socket PAC- SG60DS- E
Centralized Drain Pan Centralized Drain Pan PAC- SH97DP- E Optional Defrost Heater Optional Defrost Heater PAC- SJ20BH- E Mounting Pad Condensing Unit Mounting Pad 24 x 42 x 3 ULTRILITE2 Distribution pipe
Brazed Connection MSDD- 50BR- E
Flare Connection MSDD- 50AR2- E
Air Deflector Vertical Air Deflector ADV-1
Alarm Kit
Alarm Kit PAC- SL54AL- E
Alarm Kit Interface PAC- IF55AL- E
Air Outlet Guide Air Outlet Guide 1 Piece PAC- SH96SG- E (two pieces are required)
NOTES

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METUS_ 2025-02_PROPIN
1340 Satellite Boulevard Suwanee, GA 30024
Toll Free: 800-433-4822 https://mitsubishicomfort. com
OUTDOOR UNIT DIMENSIONS: MXZ- SM48NL

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MXZ- 2D20NL
20,000 BTU/H HEAT PUMP OUTDOOR UNIT
Job Name:

System Reference: Date:

Specifications System
Unit Type MXZ- 2D20NL
Cooling at 95F1 ( Non-Ducted // Mixed // Ducted)
Maximum Capacity Btu/h 20,000 // 21,000 // 22,000
Rated Capacity Btu/h 18,000 // 19,000 // 20,000
Minimum Capacity Btu/h 5,700 // 5,700 // 5,700
Maximum Power Input W 2,245 // 2,257 // 2,270
Rated Power Input W 1,384 // 1,692 // 2,000
Power Factor ( 208V)% 0.99 // 0.99 // 0.99
Power Factor ( 230V)% 0.99 // 0.99 // 0.99
Heating at 47F2 ( Non-Ducted // Mixed // Ducted)
Maximum Capacity Btu/h 25,700 // 25,750 // 25,800
Rated Capacity Btu/h 24,000 // 22,000 // 23,000
Minimum Capacity Btu/h 7,400 // 7,400 // 7,400
Maximum Power Input W 2,465 // 2,498 // 2,530
Rated Power Input W 1,794 // 1,783 // 1,771
Power Factor ( 208V)% 0.99 // 0.99 // 0.99
Power Factor ( 230V)% 0.99 // 0.99 // 0.99
Heating at 17F3 ( Non-Ducted // Mixed // Ducted)
Maximum Capacity Btu/h 16,600 // 16,200 // 15,800
Rated Capacity Btu/h 16,500 // 15,000 // 13,500
Maximum Power Input W 1,860 // 1,910 // 1,960
Rated Power Input W 1,690 // 1,590 // 1,490
Heating at 5F4 ( Non- Ducted // Mixed // Ducted)
Maximum Capacity Btu/h 13,700 // 12,600 // 11,800
Maximum Power Input W 1,800 // 1,815 // 1,830
Efficiency ( Non- Ducted // Mixed // Ducted)
SEER21 20 // 18 // 16
EER21 13 // 11.50 // 10
HSPF2 ( IV) 2 10 // 9.55 // 9.10
COP at 47°F2 3.92 // 3.76 // 3.64
COP at 17°F at Maximum Capacity3 2.60 // 2.48 // 2.36
COP at 5°F at Maximum Capacity4 2.23 // 2.04 // 1.88
ENERGY STAR® Certified Yes // Yes // No
Electrical
Electrical Power Requirements V AC / V AC, ø, Hz 208 / 230, 1, 60 Guaranteed Voltage Range V AC 198 - 253
Voltage: Indoor - Outdoor, S1-S2 V AC 208/230
Voltage: Indoor - Outdoor, S2-S3 V DC 24
Recommended Wire Size ( Indoor - Outdoor) AWG 14
Short- circuit Current Rating ( SCCR) kA 5
MCA A 21.7
MOCP A 38
NOTES
1Cooling at 95°F (Indoor: 80°F DB, 67°F WB // Outdoor: 95°F DB, 75°F WB) 2Heating at 47°F (Indoor: 70°F DB, 60°F WB // Outdoor: 47°F DB, 43°F WB) 3Heating at 17°F (Indoor: 70°F DB, 60°F WB // Outdoor: 17°F DB, 15°F WB) 4Heating at 5°F (Indoor: 70°F DB, 60°F WB // Outdoor: 5°F DB, 4°F WB) Capacity varies based on the number of indoor units operating and the model of the Multi- zone Outdoor Unit. For reference to connected capacity charts, please refer to Multi- zone Outdoor Unit Operational Performance.

For actual capacity performance based on indoor unit type and number of indoor units connected, please refer to MXZ Operational Performance.

Although the maximum connectable capacity is 130%, the outdoor unit cannot provide more than 100% of the rated capacity.

Please utilize this over capacity capability for load shedding or applications where it is known that all connected units will NOT be operating at the same time.

Indoor/ Outdoor Unit Operating Temperature Range ( Cooling Air Temp [ Maximum / Minimum]):

Applications should be restricted to comfort cooling only; equipment cooling applications are not recommended for low ambient temperature conditions.

Outdoor Unit Operating Temperature Range ( Cooling Thermal Lock- out / Re-start Temperatures; Heating Thermal Lock-out / Re-start Temperatures):

System cuts out in heating mode and automatically restarts at these temperatures.

GENERAL FEATURES
Compact, small chassis
Compressor overcurrent detection
Compressor thermal protection
Fan motor overheating/ voltage protection
Freeze- prevention base pan heater equipped as standard High- pressure protection
Prolonged heating over an extended duration
Quiet outdoor unit operation as low as 52 dB(A)
Rated for 2,000 hours spraying time per ASTM B117 Standard Variable speed INVERTER- driven compressor
Blue Fin anti-corrosion treatment applied to the outdoor unit heat exchanger for increased coil protection and longer life

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Specifications System
Unit Type MXZ- 2D20NL
Outdoor Unit
Fan Motor Full Load Amperage A 1.77
Fan Motor Output W 64
Defrost Method Reverse Cycle
Blue Fin Heat Exchanger Coating Yes
Airflow Rate Cooling/ Heating CFM 1,324 / 1,451
Sound Pressure Level, Cooling1 dB (A) 51
Sound Pressure Level, Heating2 dB (A) 55
Compressor Type Twin Rotary
Compressor Model SRB140FQHM1T
Compressor Oil Type // Charge Type // oz RM68EH // 20.3 External Finish Color Munsell 3.0Y 7.8/1.1
Base Pan Heater Optional
Unit Dimensions ( W x D x H) inch x inch x inch
mm x mm x mm] 33-1/16 x 13 x 27-15/16 [840 x 330 x 710] Package Dimensions ( W x D x H) inch x inch x inch
mm x mm x mm] 38-31/32 x 17-5/16 x 34-21/32 [990 x 440 x 880] Unit Weight lbs [kg] 119 [ 54]
Package Weight lbs [kg] 137 [62]
ODU Operating Temp. Range
Cooling Intake Air Temp ( Maximum / Minimum)° FDB 115 / 14 Cooling Thermal Lock- out / Re-start Temperatures ° FDB 10 / 14 Heating Intake Air Temp [ Maximum / Minimum]° FDB, ° FWB / ° FDB, FWB 75, 65 / 6, 5
Heating Thermal Lock-out / Re-start Temperatures**° FDB - 4 / 5 Refrigerant
Type R454B
Pre-Charged Refrigerant Amount lbs, oz 4, 7
Maximum Pre-Charged Piping Length ft 164
IDU Connection
Minimum Number of Connected IDU 2
Maximum Number of Connected IDU 2
Minimum Connected Capacity Btu/h 12,000
Maximum connected capacity Btu/h 24,000
Piping
Liquid Pipe Size O.D. (Flared) inch A: 1/4 B: 1/4
Gas Pipe Size O.D. (Flared) inch A: 3/8 B: 3/8
Total Piping Length ft [m] 164 [50]
Farthest Piping Length ft [m] 82 [25]
Maximum Height Difference, ODU above IDU ft [m] 32 [10] Maximum Height Difference, ODU below IDU ft [m] 49 [15] Maximum Number of Bends for IDU 50
NOTES
1Cooling at 95°F (Indoor: 80°F DB, 67°F WB // Outdoor: 95°F DB, 75°F WB) 2Heating at 47°F (Indoor: 70°F DB, 60°F WB // Outdoor: 47°F DB, 43°F WB) 3Heating at 17°F (Indoor: 70°F DB, 60°F WB // Outdoor: 17°F DB, 15°F WB) 4Heating at 5°F (Indoor: 70°F DB, 60°F WB // Outdoor: 5°F DB, 4°F WB) Capacity varies based on the number of indoor units operating and the model of the Multi- zone Outdoor Unit. For reference to connected capacity charts, please refer to Multi- zone Outdoor Unit Operational Performance.

For actual capacity performance based on indoor unit type and number of indoor units connected, please refer to MXZ Operational Performance.

Although the maximum connectable capacity is 130%, the outdoor unit cannot provide more than 100% of the rated capacity.

Please utilize this over capacity capability for load shedding or applications where it is known that all connected units will NOT be operating at the same time.

Indoor/ Outdoor Unit Operating Temperature Range ( Cooling Air Temp [ Maximum / Minimum]):

Applications should be restricted to comfort cooling only; equipment cooling applications are not recommended for low ambient temperature conditions. ** Outdoor Unit Operating Temperature Range ( Cooling Thermal Lock- out / Re-start Temperatures; Heating Thermal Lock- out / Re-start Temperatures):

System cuts out in heating mode and automatically restarts at these temperatures.

SPECIFICATIONS: MXZ- 2D20NL

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OUTDOOR UNIT ACCESSORIES: MXZ- 2D20NL
Port Adaptor
Adaptor 1/2 x 3/8 PAC- SK88RJ- E
Adaptor 1/2 x 5/8 PAC- SK89RJ- E
Adaptor 1/4 x 3/8 PAC- 493PI
Adaptor 3/8 x 1/2 ADP3812
Adaptor 3/8 x 5/8 PAC- SK90RJ- E
Ball Valve
Refrigeration Ball Valve - 1/2 BV12FFSI2
Refrigeration Ball Valve - 1/4 BV14FFSI2
Refrigeration Ball Valve - 3/8 BV38FFSI2
Refrigeration Ball Valve - 5/8 BV58FFSI2
Mini-Split Wire
14 Gauge 4 wire Armored MiniSplit Cable250 ft roll SW144- 250 14 Gauge 4 wire Armored MiniSplit Cable50 ft roll SW144- 50 14 Gauge 4 wire MiniSplit Cable250 ft roll S144- 250
14 Gauge 4 wire MiniSplit Cable50 ft roll S144- 50
16 Gauge 4 wire Armored MiniSplit Cable250 ft roll SW164- 250 16 Gauge 4 wire Armored MiniSplit Cable50 ft roll SW164- 50 16 Gauge 4 wire MiniSplit Cable250 ft roll S164- 250
16 Gauge 4 wire MiniSplit Cable50 ft roll S164- 50
Air Outlet Guide Air Outlet Guide MAC- 856SG
Hail Guards Hail Guard HG-A8
Stand
18 Single Fan Stand QSMS1801M
24 Single Fan Stand QSMS2401M
Condenser Wall Bracket QSWB2000M- 1
Condenser Wall Bracket - Stainless Steel Finish QSWBSS
Outdoor Unit 3-14 inch Mounting Base Pair - Plastic DSD-400P Outdoor Unit Stand 12 High QSMS1201M
Control/ Service Tool Maintenance Tool Interface PAC- USCMS- MN-1 Optional Defrost Heater Optional Defrost Heater PAC- 646BH- E Control Interface M-NET Interface for MXZ PAC- IF01MNT- E Drain Socket Drain Socket MAC- 811DS
Mounting Pad Condensing Unit Mounting Pad 16 x 36 x 3 ULTRILITE1 Snow/ Rain Diverter SnowRain Diverter SRD-4
Muffler Muffler MAC- 001MF- E
NOTES

Page 129 of 510 ends

METUS_ 2025-03_PROPIN
1340 Satellite Boulevard Suwanee, GA 30024
Toll Free: 800-433-4822 https://mitsubishicomfort. com
MXZ-2D20NL-U1
Connectingwire hole
1-25/ 32”18-1/
829/ 32” 3-
25/32” 5/16” 11- 5/ 16”5-
3/14-
16”
27-
15/
16”7/ 9-7/ 16”7-
8”1- 3/16”33-
1/16”
13/ 32”
Unit AGAS GAS LIQ
LIQ LIQ 1/
4”(ø6.
35)FLAREGAS 3/
8”(ø9.52)FLARE Unit B Connectingwire
hole 1-1/32”13” 2-19/
32”
1/2”(
Bolt
Pitch)( Foundation Bolt 32”×13/ 16”) M8) 4-(13/
Oval Hole 3- 16”) Drain hole ø(1-5/
AirInlet
AirInlet AirOutlet 14-3/

Page 130 of 510 ends

PLFY- L15NFMU- A
15,000 BTU/H CEILING CASSETTE INDOOR UNIT
Job Name:

System Reference: Date:

Specifications System
Unit Type PLFY-L15NFMU- A
Cooling Capacity ( Nominal) 1,3 Cooling Capacity ( Nominal) Btu/h 15,000 Heating Capacity ( Nominal) 2,3 Heating Capacity ( Nominal) Btu/h 17,000 Electrical
Voltage, Phase, Frequency V AC / V AC, , Hz 208 / 230, 1, 60 Power Consumption Cooling kW 0.03
Power Consumption Heating kW 0.03
Current Cooling A 0.28
Current Heating A 0.23
MCA A 0.36
MOCP A 15
Indoor Unit
Fan Motor Type DC Motor
Fan Motor Output W 50
Airflow Rate at Cooling, Dry CFM 265, 315, 390
Airflow Rate at Heating, Dry CFM 265, 315, 390
Sound Pressure Level [ Heating] dB (A) 28, 33, 39
DBC on HEX (Yes or No) No
External Finish Color 1.0Y 9.2/0.2
Unit Dimensions ( W x D x H) inch x inch x inch
mm x mm x mm] 22-7/16 x 22-7/16 x 8-3/16 [570 x 570 x 208] Package Dimensions ( W x D x H) inch x inch x inch
mm x mm x mm] 28 x 24-7/16 x 9-8/16 [710 x 620 x 240]
Unit Weight lbs [kg] 31.3 [14.20]
Package Weight lbs [kg] 37 [17]
Refrigerant Type R454B
Piping
Liquid Pipe Size O.D. [Flared] inch [ mm] 1/4 [6.35]
Gas Pipe Size O.D. [Flared] inch [ mm] 1/2 [12.7]
NOTES
1Cooling at 95°F (Indoor: 80°F DB, 67°F WB // Outdoor: 95°F DB, 75°F WB) 2Heating at 47°F (Indoor: 70°F DB, 60°F WB // Outdoor: 47°F DB, 43°F WB) 3Nominal capacity only. Actual capacity output varies based on the system- specific configuration.

GENERAL FEATURES
2’ x 2’ size matches size of many ceiling tiles
3D Turbo fan: 3D turbo fan enabling increased airflow
3D i-See sensor® settings requires the PAR-40MAAU controller 3D i-see Sensor® (Optional): * Requires a PAR-33MAA- J controller Airflow Pattern Selection: There are three outlet options available:
bidirectional, three- way, and four-way— to fit different installation types.

Built-in condensate lift: Reduces the need for an additional pump to remove condensate water; designed to provide up to 33 of lift
Corner pocket design: Corner pocket design for simplified installation Energy saving features
Four fan speed: Four fan speed settings including auto-fan Improved occupant comfort
Independent Vane Angle Settings: Vane direction can be changed or fixed from the remote controller to direct the supply air toward or away from objects or occupants in the room. The airflow direction of each vane can be set using the wired remote controller or wireless remote controller ( PARFL32MA).

Occupancy Detection
Square edge, sleek design
Ventilation air intake supported

Page 131 of 510 ends

INDOOR UNIT ACCESSORIES: PLFY- L15NFMU- A
Power Supplies & Auxiliary
Components
3-Pin Wiring Harness PAC- 715AD
5-Pin Wiring Harness PAC- 725AD
Wired Remote Controller
Deluxe Wired MA Remote Controller 1
PAR- 42MAAUB
Simple Direct Wired Remote Controller PAC- SDW01RC- 1
Simple MA Remote Controller 1
PAC- YT53CRAU- J
Smart ME Remote Controller PAR- U01MEDU- K
Touch MA Wired Remote Controller 1
PAR- CT01MAU- SB
Power Supplies and Auxiliary
Components Backup Heat Relay Kit Adapter for CN24 or CN152 Connector CN24RELAY- KIT-CM3 Remote Sensor
Flush Mount Remote Temperature Sensor for SEZ SLZ SVZ and all P-Series models PAC- USSEN002- FM-1 Wall Mount Remote Temperature Sensor PAC- SE41TS- E
Wireless temperature and humidity sensor for the Comfort app PAC- USWHS003- TH-1 Wireless Remote Controller
Lockdown Bracket for Wireless Handheld Remote Controllers RCMKP1CB RedLINK Wireless Remote Controller MHK2
Universal Wireless MA Handheld Remote Controller PAR- FL32MA- E Universal Wireless Receiver for PAR-FL32MA- E PAR- FA32MA- W Wireless Handheld Remote Controller for SLZ PLA and PLFY models PAR- SL101A- E Wireless Receiver for PAR-SL101A- E on PLA-NL and PLFY-ELNEMU models PAR- SR4LU- E Wireless Signal Receiver for PAR-SL101A- E on SLZ-AF and PLFY-NFMU models PAR- SF9FA- E Control Interface
Airzone Wired Blueface Controller Black AZZBSBLUEZEROCN Airzone Wired Blueface Controller White AZZBSBLUEZEROCB Airzone Wireless Lite Controller Black AZZBSLITERN
Airzone Wireless Lite Controller White AZZBSLITERB
Airzone Wireless Think Controller Black AZZBSTHINKRN
Airzone Wireless Think Controller White AZZBSTHINKRB
IT Extender for kumo station PAC- WHS01IE- E
kumo station for the Comfort app PAC- WHS01HC- E
Procon BACnet and Modbus Interface PAC- UKPRC001- CN-1
Thermostat Interface for 3rd Party Thermostats PAC- US445CN- 1 Wireless Interface Adapter for the Comfort app PAC- USWHS002- WF-2 i-see Sensor® Panel
3D i-See Sensor Corner Panel for PLFY-NFMU models PAC- SF1ME- E 3D i-See Sensor Grille SLP-18FAEU
Condensate
Blue Diamond Advanced Mini Condensate Pump w Reservoir Sensor 208230V recommended X87- 721 Blue Diamond MaxiBlue Advanced Mini Condensate Pump w Reservoir Sensor 110V up to 48000 BTUH recommended X87- 711 Blue Diamond MegaBlue Advanced Condensate Pump w Reservoir Sensor X87- 835 Blue Diamond MicroBlue Mini Condensate Pump 110208230V up to 18000 BTUH X86- 003 Blue Diamond Sensor Extension Cable 15 Ft C13-103
Refco Condensate Pump 100-240 VAC up to 120000 BTUH COMBI Grille Grille ( required) SLP-18FAU
NOTES

Page 132 of 510 ends

METUS_ 2025-02_PROPIN
1340 Satellite Boulevard Suwanee, GA 30024
Toll Free: 800-433-4822 https://mitsubishicomfort. com
INDOOR UNIT DIMENSIONS: PLFY- L15NFMU- A

Page 133 of 510 ends

SLZ- AF09NL
9,000 BTU/H CEILING CASSETTE INDOOR UNIT
Job Name:

System Reference: Date:

Specifications System
Unit Type SLZ-AF09NL
Cooling Capacity ( Nominal) 1,3 Cooling Capacity ( Nominal) Btu/h 9,000 Heating Capacity ( Nominal) 2,3 Heating Capacity ( Nominal) Btu/h 11,000 Electrical
Voltage, Phase, Frequency V AC / V AC, ø, Hz 208 / 230, 1, 60 Voltage: Indoor - Outdoor, S1-S2 V AC 208/230
Voltage: Indoor - Outdoor, S2-S3 V DC 12-24
MCA A 1
MOCP A 15
Indoor Unit
Fan Motor Type DC Motor
Fan Motor Output W 50
Airflow Rate at Cooling, Dry CFM 230, 265, 300
Airflow Rate at Cooling, Wet CFM 207, 239, 270
Airflow Rate at Heating, Dry CFM 230, 265, 300
Sound Pressure Level [ Cooling] dB (A) 25, 28, 31
Sound Pressure Level [ Heating] dB (A) 25, 28, 31
DBC on HEX (Yes or No) No
External Finish Color 1.0Y 9.2/0.2
Unit Dimensions ( W x D x H) inch x inch x inch
mm x mm x mm] 22-7/16 x 22-7/16 x 8-4/16 [570 x 570 x 208] Package Dimensions ( W x D x H) inch x inch x inch
mm x mm x mm] 28 x 24-13/32 x 9-29/64 [710 x 620 x 240] Unit Weight lbs [kg] 31 [14]
Package Weight lbs [kg] 36 [16.50]
Refrigerant Type R454B
Piping
Liquid Pipe Size O.D. inch [ mm] 1/4 [6.35]
Gas Pipe Size O.D. inch [ mm] 3/8 [9.52]
Drain Pipe Drain Pipe Size O.D. inch [ mm] 1-1/4 [32]
NOTES
1Cooling at 95°F (Indoor: 80°F DB, 67°F WB // Outdoor: 95°F DB, 75°F WB) 2Heating at 47°F (Indoor: 70°F DB, 60°F WB // Outdoor: 47°F DB, 43°F WB) 3Nominal capacity only. Actual capacity output varies based on the system- specific configuration.

GENERAL FEATURES
Built-in drain condensate lift mechanism ( lifts to 33”) Ceiling- recessed cassette : Ceiling- recessed cassette ( 24”x24”) Fresh air intake: Fresh air intake provided in the main body Individual vane control
Install Konnect Series: Install Konnect Series in a drywalled ceiling ( with an access panel for servicing) or in a 2’x2’ drop ceiling
Light commercial: Units with this icon are suitable for light commercial applications such as small offices, restaurants, and retail.

Long-life air filter included
Multi-zone: A multi-zone unit provides the temperature management of multiple zones within a building.

Multiple control options, including the comfort app for remote access, thirdparty interfaces, and both wired and wireless controllers Optional 3D i-see Sensor®: The advanced sensor scans each room to produce a complete thermal profile that includes heat signatures based upon size, temperature and movement, then adjusts temperature and airflow based on user preference, and saves energy according toroom occupancy.

Powerful Mode: Temporarily drops or raises the set point and fan speed in order to quickly bring the room to the desired temperature.

Up and down swing- mode: An indoor unit with this capability can move air up and down throughout the room like an oscillating fan using the horizontal vanes.

Wide airflow pattern: Wide airflow pattern for excellent air distribution

Page 134 of 510 ends

INDOOR UNIT ACCESSORIES: SLZ- AF09NL
Condensate
Blue Diamond Advanced Mini Condensate Pump w Reservoir Sensor 208230V recommended X87- 721 Blue Diamond MaxiBlue Advanced Mini Condensate Pump w Reservoir Sensor 110V up to 48000 BTUH recommended X87- 711 Blue Diamond MegaBlue Advanced Condensate Pump w Reservoir Sensor X87- 835 Blue Diamond MicroBlue Mini Condensate Pump 110208230V up to 18000 BTUH X86- 003 Blue Diamond Sensor Extension Cable 15 Ft C13-103
Refco Condensate Pump 100-240 VAC up to 120000 BTUH COMBI Sauermann Condensate Pump SI30- 230
Power Supplies and Auxiliary
Components Backup Heat Relay Kit Adapter for CN24 or CN152 Connector CN24RELAY- KIT-CM3 Remote Sensor
Flush Mount Remote Temperature Sensor for SEZ SLZ SVZ and all P-Series models PAC- USSEN002- FM-1 Wall Mount Remote Temperature Sensor PAC- SE41TS- E
Wireless temperature and humidity sensor for the Comfort app PAC- USWHS003- TH-1 Control Interface
Airzone Wired Blueface Controller Black AZZBSBLUEZEROCN Airzone Wired Blueface Controller White AZZBSBLUEZEROCB Airzone Wireless Lite Controller Black AZZBSLITERN
Airzone Wireless Lite Controller White AZZBSLITERB
Airzone Wireless Think Controller Black AZZBSTHINKRN
Airzone Wireless Think Controller White AZZBSTHINKRB
IT Extender for kumo station PAC- WHS01IE- E
kumo station for the Comfort app PAC- WHS01HC- E
Operation and Error Status Output Adapter 1
PAC- SF40RM- E
Procon BACnet and Modbus Interface PAC- UKPRC001- CN-1
Thermostat Interface for 3rd Party Thermostats PAC- US445CN- 1 Wireless Interface Adapter for the Comfort app PAC- USWHS002- WF-2 Wireless Remote Controller
Lockdown Bracket for Wireless Handheld Remote Controllers RCMKP1CB RedLINK Wireless Remote Controller MHK2
Universal Wireless MA Handheld Remote Controller PAR- FL32MA- E Universal Wireless Receiver for PAR-FL32MA- E PAR- FA32MA- W Wireless Handheld Remote Controller for SLZ PLA and PLFY models PAR- SL101A- E Wireless Receiver for PAR-SL101A- E on PLA-NL and PLFY-ELNEMU models PAR- SR4LU- E Wireless Signal Receiver for PAR-SL101A- E on SLZ-AF and PLFY-NFMU models PAR- SF9FA- E Wired Remote Controller
Deluxe Wired MA Remote Controller PAR- 42MAAUB
Simple Direct Wired Remote Controller PAC- SDW01RC- 1
Simple MA Remote Controller 1
PAC- YT53CRAU- J
Touch MA Wired Remote Controller 1
PAR- CT01MAU- SB
Power Supplies & Auxiliary
Components
3-Pin Wiring Harness PAC- 715AD
5-Pin Wiring Harness PAC- 725AD
i-see Sensor® Panel 3D i-See Sensor Grille SLP-18FAEU
Disconnect Switch
30A600VUL fits 2 X 4 utility box - Black TAZ-MS303
30A600VUL fits 2 X 4 utility box - White TAZ-MS303W
Lineset
15 x 1/4 x 15 3/8 Lineset Twin-Tube Insulation MLS143812T- 15 30 x 1/4 x 30 3/8 Lineset Twin-Tube Insulation MLS143812T- 30 50 x 1/4 x 50 3/8 Lineset Twin-Tube Insulation MLS143812T- 50 65 x 1/4 x 65 3/8 Lineset Twin-Tube Insulation MLS143812T- 65 Grille Grille ( required) SLP-18FAU
NOTES
1Requires MAC- 334IF-E Interface to connect MA controller 1Unable to use with Wireless Handheld Remote Controller 1Requires MAC- 334IF-E Interface to connect MA controller 1Requires MAC- 334IF-E Interface to connect MA controller 1Requires MAC- 334IF-E Interface to connect MA controller

Page 135 of 510 ends

METUS_ 2025-05_PROPIN
1340 Satellite Boulevard Suwanee, GA 30024
Toll Free: 800-433-4822 https://mitsubishicomfort. com
INDOOR UNIT DIMENSIONS: SLZ- AF09NL

Page 136 of 510 ends

Project: LOS ALTOS HILLS TOWN HALL
Address: LOS ALTOS HILLS, CALIFORNIA
Date of Bid: January 15, 2026
FUSE SERVICE, INC.
2222 Ronald St, Santa Clara, CA 95050
408) 300 3343
[email protected]
Bid Proposal
CSLB Number 1052421
B General Building
C10 Electrical, C20 Warm- Air
Heating, Ventilating and AirConditioning,
C36 Plumbing, C38 Refrigeration
DIR # 100084353
To:

Los Altos Hills Town Hall
From: Sergey Leskin
Fuse Service
Contact Info:
mschloetter@losaltoshill. ca.gov
Contact Info: Phone: (408) 300 3343
sergey@fuseservice. com
Base Bid
Included
Scope of work:

I. Install (3) new heat pump outdoor units.

II. Install ( 7) 4-way ceiling cassette.

III. Install (6) wall thermostats.

IV. Install ( 1) subpanel.

V. Install refrigerant pipes, condensate pipes, electrical lines, thermostat wires.

VI. Permit and Title 24.

VII. Reconnect existing fresh system to new (7) 4-way ceiling cassette.

Equipment specs are attached.

VIII. Demo of existing equipment ( air handlers, condensing unit, refrigerant pipes, thermostats, ductwork).

IX. MEP + AR + STR drawings
Notes:

Prevailing wage is included. Delivery and transport fee is included. Equipment in stock. Crane operator service is included. Demo of existing equipment is included.

We will patch all outdoor penetrations and patch small holes inddor after we take off thermostats.

Labor warranty is 3 years. Parts warranty is 10 years.

Approximately the time line for the work w/out permit process is 3 weeks.

Drawings set build up approximetaly 8 weeks.

Total price is $145,000.00.

Excluded - Any additional service not included in scope of work (if city or owner ask).

Painting is excluded

Page 137 of 510 ends

Today date 01/15/2026 Proposal valid for 30 days
Any questions regarding this proposal please contact [email protected]

Page 138 of 510 ends

SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE

THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS.

INSURER( S) AFFORDING COVERAGE
INSURER F :

INSURER E :

INSURER D :

INSURER C :

INSURER B :

INSURER A :

NAIC #
NAME:

CONTACT
A/C, No):

FAX
E- MAILADDRESS:

PRODUCER
A/C, No, Ext):

PHONE

INSURED
COVERAGES CERTIFICATE NUMBER: REVISION NUMBER:

IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed.

If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement( s).

THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS

CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER( S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER.

OTHER:

Per accident)
Ea accident)
N / A
SUBR
WVD
ADDL
INSD

THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS

CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS.

PROPERTY DAMAGE
BODILY INJURY ( Per accident)
BODILY INJURY ( Per person)

COMBINED SINGLE LIMIT

AUTOS ONLY

AUTOSAUTOS ONLY

NON- OWNED

SCHEDULEDOWNED

ANY AUTO

AUTOMOBILE LIABILITY
Y / N

WORKERS COMPENSATION

AND EMPLOYERS' LIABILITY
OFFICER/ MEMBER EXCLUDED?
Mandatory in NH)
DESCRIPTION OF OPERATIONS below
If yes, describe under

ANYPROPRIETOR/ PARTNER/ EXECUTIVE
E.L. DISEASE - POLICY LIMIT
E.L. DISEASE - EA EMPLOYEE
E.L. EACH ACCIDENT
STATUTEPER EROTHMM/ DD/YYYY) LIMITS(

POLICY EXP(

MM/ DD/YYYY) NUMBERTYPEEFFPOLICYPOLICY INSURANCELTRINSR OF DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES ( ACORD 101, Additional Remarks Schedule, may be attached if more space is required)

EXCESS LIAB
UMBRELLA LIAB $ EACH OCCURRENCE

AGGREGATE
OCCUR

CLAIMS- MADE
DED RETENTION $

PRODUCTS - COMP/ OP AGG

GENERAL AGGREGATE

PERSONAL & ADV INJURY
MED EXP ( Any one person)

EACH OCCURRENCE
DAMAGE TO RENTED $
PREMISES ( Ea occurrence)

COMMERCIAL GENERAL LIABILITY

CLAIMS- MADE OCCUR
GEN' L AGGREGATE LIMIT APPLIES PER:

POLICY
PROJECT LOC

CERTIFICATE OF LIABILITY INSURANCE DATE ( MM/ DD/ YYYY)

CANCELLATION

AUTHORIZED REPRESENTATIVE
ACORD 25 (2016/ 03)
1988- 2015 ACORD CORPORATION. All rights reserved.

CERTIFICATE HOLDER
The ACORD name and logo are registered marks of ACORD
HIRED

AUTOS ONLY
01/21/2026
Fuse Service Inc
2222 Ronald St
Santa Clara, CA 95050
Francis X Murphy Insurance Agency Inc
21 Edinburgh Drive
Palm Beach Gardens FL 33418
Fax:

Phone:

Canopiois US Insurance Inc 12961
19175386419 12126878725
andrew@murphyagencies. com
Francis X Murphy Insurance Agency Inc
A
X
09-06-2025 09-06-2026
CUSPC19000663- 00
1,000,000
50,000
5,000
2,000,000
2,000,000
1,000,000
A
CUSXS20000343- 00
09-06-2025 09-06-2026 5,000,000
5,000,000
Certificate Holder is named as an Additional Insured per written contract. Waiver of Subrogation is included.

See attached.

Francis Murphy
The Town of Los Altos Hills
26379 Fremont Road
Los Altos Hills, CA 94022

Page 139 of 510 ends

POLICY NUMBER: CUSPC19000663-00 COMMERCIAL GENERAL LIABILITY CG 20 10 07 04
THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY.

CG 20 10 07 04 © ISO Properties, Inc., 2004 Page 1 of 1 ADDITIONAL INSURED ¦ OWNERS, LESSEES OR

CONTRACTORS SCHEDULED PERSON OR

ORGANIZATIONPRIMARY AND NON CONTRIBUTORY
This endorsement modifies insurance provided under the following:

COMMERCIAL GENERAL LIABILITY COVERAGE PART

SCHEDULE
Name Of Additional Insured Person(s)
Or Organization( s): Location(s) Of Covered Operations
All persons or organization where written contract with the named insured requires additional insured status. This
form does not apply to your work on new “Residential
Property”.

All locations at which you are performing
operations for any person or organization with
whom or with which you have agreed in writing in a
contract or agreement that such person(s) or
organization(s) shall be included as an additional
insured on your policy.

Information required to complete this Schedule, if not shown above, will be shown in the Declarations.

A. Section ¦II Who Is An Insured is amended to
include as an additional insured the person(s) or
organization( s) shown in the Schedule, but only
with respect to liability for "bodily injury", " property damage" or " personal and advertising injury"
caused, in whole or in part, by:

1. Your acts or omissions; or

2. The acts or omissions of those acting on your
behalf;
in the performance of your ongoing operations for
the additional insured(s) at the location(s)
designated above.

B. With respect to the insurance afforded to these
additional insureds, the following additional
exclusions apply:

This insurance does not apply to "bodily injury" or
property damage" occurring after:

1. All work, including materials, parts or
equipment furnished in connection with such
work, on the project ( other than service,
maintenance or repairs) to be performed by or
on behalf of the additional insured(s) at the
location of the covered operations has been
completed; or

2. That portion of " your work" out of which the
injury or damage arises has been put to its
intended use by any person or organization
other than another contractor or subcontractor
engaged in performing operations for a
principal as a part of the same project.

Page 140 of 510 ends

POLICY NUMBER: CUSPC19000663-00 COMMERCIAL GENERAL LIABILITY CG 20 37 07 04
THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY.

CG 20 37 07 04 © ISO Properties, Inc., 2004 Page 1 of 1 ADDITIONAL INSURED ¦ OWNERS, LESSEES OR

CONTRACTORS COMPLETED OPERATIONS
This endorsement modifies insurance provided under the following:

COMMERCIAL GENERAL LIABILITY COVERAGE PART

SCHEDULE
Name Of Additional Insured Person(s)
Or Organization( s):

Location And Description Of Completed
Operations
All Persons or organizations where written contract
with the Named Insured requires additional insured
completed operations coverage. This form does not
apply to your work on new “Residential Property”
All locations at which you are performing operations for any person or organization with whom or with which
you have agreed in writing in a contract or agreement
that such person( s) or organization( s) shall be included as an additional insured on your policy.

Information required to complete this Schedule, if not shown above, will be shown in the Declarations.

Section II Who Is An Insured is amended to
include as an additional insured the person(s) or
organization(s) shown in the Schedule, but only with
respect to liability for " bodily injury" or " property damage" caused, in whole or in part, by " your work"
at the location designated and described in the
schedule of this endorsement performed for that
additional insured and included in the " productscompleted operations hazard".

Page 141 of 510 ends

POLICY NUMBER: CUSPC19000663-00 COMMERCIAL GENERAL LIABILITY CG 24 04 12 19
THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY.

WAIVER OF TRANSFER OF RIGHTS OF RECOVERY

AGAINST OTHERS TO US (WAIVER OF SUBROGATION)
This endorsement modifies insurance provided under the following:

COMMERCIAL GENERAL LIABILITY COVERAGE PART

ELECTRONIC DATA LIABILITY COVERAGE PART

LIQUOR LIABILITY COVERAGE PART

POLLUTION LIABILITY COVERAGE PART DESIGNATED SITES

POLLUTION LIABILITY LIMITED COVERAGE PART DESIGNATED SITES

PRODUCTS/COMPLETED OPERATIONS LIABILITY COVERAGE PART

RAILROAD PROTECTIVE LIABILITY COVERAGE PART

UNDERGROUND STORAGE TANK POLICY DESIGNATED TANKS

SCHEDULE
The following is added to Paragraph 8. Transfer Of
Rights Of Recovery Against Others To Us of
Section IV - Conditions:

We waive any right of recovery against the person(s)
or organization( s) shown in the Schedule above
because of payments we make under this Coverage
Part. Such waiver by us applies only to the extent that the insured has waived its right of recovery against
such person(s) or organization(s) prior to loss. This
endorsement applies only to the person(s) or
organization(s) shown in the Schedule above.

CG 24 04 12 19 © Insurance Services Office, Inc., 2018 Page 1 of 1 Information required to complete this Schedule, if not shown above, will be shown in the Declarations.

Name Of Person(s) Or Organization(s):

All persons or organizations where required by written contract with the Named Insured signed by both parties prior to loss.

Page 142 of 510 ends

SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE

THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS.

INSURER( S) AFFORDING COVERAGE
INSURER F :

INSURER E :

INSURER D :

INSURER C :

INSURER B :

INSURER A :

NAIC #
NAME:

CONTACT
A/C, No):

FAX
E- MAILADDRESS:

PRODUCER
A/C, No, Ext):

PHONE

INSURED
COVERAGES CERTIFICATE NUMBER: REVISION NUMBER:

IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed.

THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS

OTHER:

Per accident)
Ea accident)
N / A
SUBR
WVD
ADDL
INSD

PROPERTY DAMAGE
BODILY INJURY ( Per accident)
BODILY INJURY ( Per person)

COMBINED SINGLE LIMIT

AUTOS ONLY

AUTOSAUTOS ONLY

NON- OWNED

SCHEDULEDOWNED

ANY AUTO

AUTOMOBILE LIABILITY
Y / N

WORKERS COMPENSATION

AND EMPLOYERS' LIABILITY
OFFICER/ MEMBER EXCLUDED?
Mandatory in NH)
DESCRIPTION OF OPERATIONS below
If yes, describe under

ANYPROPRIETOR/ PARTNER/ EXECUTIVE
E.L. DISEASE - POLICY LIMIT
E.L. DISEASE - EA EMPLOYEE
E.L. EACH ACCIDENT
STATUTEPER EROTHMM/ DD/ YYYY) LIMITS(

POLICY EXP(

MM/ DD/ YYYY) NUMBERTYPEEFFPOLICYPOLICY INSURANCELTRINSR OF DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES ( ACORD 101, Additional Remarks Schedule, may be attached if more space is required)

EXCESS LIAB
UMBRELLA LIAB $ EACH OCCURRENCE

AGGREGATE
OCCUR

CLAIMS- MADE
DED RETENTION $

PRODUCTS - COMP/ OP AGG

GENERAL AGGREGATE

PERSONAL & ADV INJURY
MED EXP ( Any one person)

EACH OCCURRENCE
DAMAGE TO RENTED $
PREMISES ( Ea occurrence)

COMMERCIAL GENERAL LIABILITY

CLAIMS- MADE OCCUR
GEN' L AGGREGATE LIMIT APPLIES PER:

POLICY
PROJECT LOC

CERTIFICATE OF LIABILITY INSURANCE DATE ( MM/ DD/ YYYY)

CANCELLATION

AUTHORIZED REPRESENTATIVE
ACORD 25 (2016/ 03)
1988- 2015 ACORD CORPORATION. All rights reserved.

CERTIFICATE HOLDER
The ACORD name and logo are registered marks of ACORD
HIRED

AUTOS ONLY
1/22/2026
Broad Spectrum Insurance Services
1000 Brannan Street, Suite 205
San Francisco CA 94103
Alberto Medina
415- 852- 7425
alberto@calinsurancepro. com
License#: 0F49732 Technology Insurance Company, 42376
FUSESER- 01
17159FuseService, Atain Specialty Ins CoInc. DBA Fuse HVAC Refrigeration Electrical & Plumbing
2222 Ronald St
Santa Clara CA 95050
Arch Insurance Company 11150
777421617
C 1,000, 000
X
X X
01306452 12/ 19/2025 12/ 19/2026
A X
Y
Y TWP4611818 4/15/2025 4/15/2026
1,000, 000
1,000, 000
1,000, 000
B Commercial Property CIP476905 6/20/2025 6/20/2026 Business Property 380, 000 Town of Los Altos Hills is afforded waiver of subrogation status for workers’ compensation only per written agreement or contract.

Town of Los Altos Hills
26379 Fremont Road
Los Altos Hills CA 94022

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TOWN OF LOS ALTOS HILLS March 19, 2026
Staff Report to the City Council
SUBJECT: RESOLUTION AWARDING A CONSTRUCTION CONTRACT FOR THE FY25/26 PAVEMENT REHABILITATION AND DRAINAGE
IMPROVEMENT PROJECT TO G. BORTOLOTTO & COMPANY, INC., THE

LOWEST RESPONSIBLE AND RESPONSIVE BIDDER, FOR AN AMOUNT OF $1,103,936 AND AUTHORIZING THE CITY MANAGER TO EXECUTE THE CONSTRUCTION CONTRACT; AND APPROVING PROJECT
CONTINGENCY FUNDS OF $165,000 AND AUTHORIZING THE PUBLIC

WORKS DIRECTOR TO APPROVE POTENTIAL CONTRACT CHANGE

ORDERS WITHIN THE SAID FUNDS
FROM: WooJae Kim, Public Works Director
John Chau, Project Manager
APPROVED: Cody Einfalt, Acting City Manager
RECOMMENDATION: That the City Council approve a resolution (Attachment 1) that:

1. Award a construction contract for the FY25/26 Pavement Rehabilitation and Drainage Improvement Project to G. Bortolotto & Company, Inc., the lowest responsible and responsive bidder, for an amount of $1,103,936 and authorize the City Manager to execute the construction contract; and

2. Approve project contingency funds of $165,000 and authorize the Public Works Director to approve potential contract change orders within the said funds.

BACKGROUND:

As adopted in the Operating and Capital Budgets for Fiscal Year (FY) 2025-2026, the Annual Road Rehabilitation Program is an ongoing capital program that provides for the maintenance and improvement of Town streets to ensure safety and functionality. The annual Pavement Rehabilitation and Drainage Improvement Projects are funded through this capital program.

Funding sources for the annual program include State Gas Tax, Senate Bill 1 (Road Repair and Accountability Act of 2017) funds, Vehicle Registration Fees, Drainage In-Lieu Fees, Street Encroachment Fees, Measure B (Local Streets and Roads) funds, and the General Fund.

The annual pavement rehabilitation program includes a range of treatments designed to extend pavement service life and avoid the need for more costly street reconstruction. Street resurfacing typically consists of placing a two-inch layer of asphalt concrete over the existing pavement surface every 15 to 20 years. Microsurfacing involves applying a thin layer of polymer-modified asphalt and fine aggregate at intervals of approximately five to eight years, provided the pavement’s structural condition remains sound. For both treatments, localized pavement failures ITEM 5I

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City Council Page 2
Award FY25/26 Pavement Rehab. Project to Bortolotto & Company March 19, 2026
are repaired prior to the resurfacing work. Streets are selected each year based on pavement conditions, maintenance history, and coordination with other planned improvements, such as underground utility installations.

DISCUSSION:

Approximately 2.2 miles (11,486 linear feet) of roadway are included in the FY25/26 Pavement Rehabilitation and Drainage Improvement Project. The following street segments and treatments are proposed:

Street From To Length (Feet) Type of Work
Corbetta Lane Altamont Road End 1,193 2" AC Overlay with Crack Seal, Digouts and AC Dike Replacement
Corte Madera Lane Concepcion Road End N/A 6" Digouts (localized repairs) East Sunset Drive Burke Road End 1,022 2" AC Overlay with Crack Seal and Digouts
Elena Road Robleda Road Josefa Lane N/A
6" Digouts (localized repairs)
Striping improvement at Vinedo
Lane
Elena Road Vinedo Lane Becky Lane 1,405
Microsurfacing with Crack Seal,
Digouts, and Striping improvement
at Vinedo Lane
Fremont Road Arastradero Road Saint Francis
Road 3,551
2" AC Overlay with Crack Seal,
Digouts, AC Dike Replacement,
added Shoulder Backing, and Area
Reconstruction
Robleda Road Elena Road Chapin Road 4,315 Microsurfacing with Crack Seal and Digouts
Total 11,486

2.2 Miles
On January 15, 2026, the City Council adopted Resolution No. 01-26 (Attachment 2) approving the Plans and Specifications for the FY25/26 Pavement Rehabilitation and Drainage Improvement Project and authorized staff to advertise the project for formal bidding.

On January 28 and February 4, 2026, the Town advertised the “Notice to Bidders” for the FY25/26 Pavement Rehabilitation and Drainage Improvement Project in the Los Altos Crier. Staff also posted the project on the Town’s website and sent the “Notice to Bidders” to several Builders Exchange in the Bay Area and potential contractors.

On February 11, 2026, the Town received three (3) bids ranging from $1,103,935.64 to $1,237,723.10. The lowest responsible and responsive bidder is G. Bortolotto & Company, Inc., with a bid of $1,103,935.64. A summary of the bids received is shown below:

No. Company Bid Amount
1 G. Bortolotto & Company, Inc. $1,103,935.64

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City Council Page 3
Award FY25/26 Pavement Rehab. Project to Bortolotto & Company March 19, 2026
2 O’Grady Paving, Inc. $1,236,885.02
3 Interstate Grading & Paving, Inc. $1,237,723.10
Upon award of the contract, construction is anticipated to begin in April 2026 and be completed by the end of June 2026.

Staff evaluated the bid submitted by G. Bortolotto & Company, Inc. and determined it to be responsive and compliant with bid requirements. Staff recommend that the City Council award the construction contract for $1,103,936.

Staff further recommends approval of a $165,000 contingency (approximately 15%) to address unforeseen conditions that may arise during construction and authorization for the Public Works Director to approve change orders within that amount.

The project construction budget is summarized below:

Cost Items: Cost
Construction Contract $ 1,103,936
Project Contingency (~15%) $ 165,000
Inspection Services $ 60,000
Testing & Inspection Services $ 20,000
Total Construction Cost $ 1,348,936
Potential Project Funding Recommendations in PTAP Report The Town’s 2025 Pavement Management Technical Assistance Program (P-TAP 25) consultant, Nichols Consulting Engineers (NCE), has compiled a list of potential funding opportunities for the annual street rehabilitation in the final P-TAP 25 report. Staff investigated the potential funding sources listed in the consultant’s report, but the majority of those funding sources do not apply to the Town.

The Town annually applies for regional, state, and federal transportation grants to support the Annual Pavement Rehabilitation Project. Both guaranteed and competitive grants are pursued to help fund the program. Current external funding sources include State Gas Tax revenues, Senate Bill 1 (SB1; Road Repair and Accountability Act of 2017) funds, Vehicle Registration Fees (VRF), and Measure B (Local Streets and Roads - LSR) funds. In addition to these sources, the Town continuously evaluates and applies for new grant opportunities as they become available to support the annual pavement rehabilitation program.

ENVIRONMENTAL REVIEW
This action is a class 1 categorical exclusion per Article 19 (Categorical exclusions) section 15301(c) Existing facilities of the California Environmental Quality Act (CEQA) guidelines.

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City Council Page 4
Award FY25/26 Pavement Rehab. Project to Bortolotto & Company March 19, 2026
2026-27 CITY COUNCIL WORK PLAN:

This action is identified on the 2026-27 City Council Work Plan under “Protect and Maintain Infrastructure” Priority for FY25/25 Pavement Rehabilitation and Drainage Improvement Project construction.

FISCAL IMPACT
Sufficient funds are available for the FY25/26 Annual Pavement Rehabilitation Program, which includes additional VTA Measure B funds and carryover FY24/25 program funds, totaling $1,671,349.

Approved Funding Source: Budget
FY 25-26 Annual Pavement Rehabilitation Program Fund $ 1,366,600 Remaining FY 24-25 Annual Pavement Rehabilitation Program Fund $ 86,791 Santa Clara County VTA Measure B $ 217,958
Total Available Funds $ 1,671,349

ATTACHMENT

1. Resolution Awarding FY25/26 Pavement Rehabilitation to Bortolotto & Company, Inc.

2. Resolution No. 01-26

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RESOLUTION NO.___-26

A RESOLUTION OF THE CITY COUNCIL OF THE TOWN OF LOS ALTOS HILLS AWARDING A CONSTRUCTION CONTRACT FOR THE FY25/26 PAVEMENT

REHABILITATION AND DRAINAGE IMPROVEMENT PROJECT TO
G. BORTOLOTTO & COMPANY, INC. FOR AN AMOUNT OF $1,103,936 WHEREAS, staff, in open session, duly examine and consider all bids submitted to it for the construction of the FY25/26 Pavement Rehabilitation and Drainage Improvement Project; and WHEREAS, the Public Works Director recommends that the construction contract for said project be awarded to the lowest responsive bidder, G. Bortolotto & Company, Inc., for the amount of $1,103,936.

NOW, THEREFORE, BE IT RESOLVED by the City Council of the Town of Los Altos Hills that:

1. The construction contract for the FY25/26 Pavement Rehabilitation and Drainage Improvement Project is awarded to G. Bortolotto & Company, Inc, the lowest responsive bidder, and the City Manager is hereby authorized and directed to execute a contract for an amount of $1,103,936 on behalf of the Town of Los Altos Hills.

2. Project contingency funds of $165,000 is approved for the project, and the Public Works Director is authorized to approve potential contract change orders within the said funds.

The above and foregoing Resolution was passed and adopted by the City Council of the Town of Los Altos Hills at a regular meeting held on the 19
th day of March 2026 by the following vote:

AYES:

NOES:

ABSTAIN:

ABSENT:

By:

Rajiv Bhateja, Mayor
ATTEST:

Arika Birdsong-Miller, City Clerk
ITEM 5I Attachment 1

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TOWN OF LOS ALTOS HILLS March 19, 2026
Staff Report to the City Council
SUBJECT: CONSIDERATION OF RESOLUTIONS GRANTING EXTENSIONS FOR VARIOUS BUILDING PERMITS.

PREPARED BY: Tim McBirney, Community Development Analyst FROM: Jay Bradford, Community Development Director
APPROVED: Cody Einfalt, Acting City Manager
RECOMMENDATION:

That the City Council approve resolutions granting the extension requests for the building permits outlined below, each with a new expiration date, as recommended in the individual staff reports, and detailed in the attachments.

DISCUSSION:

Property owners for the various projects listed below have requested time extensions for their building permits due to construction delays, primarily resulting from impacts such as contractor changes, project complexity and unexpected material procurement challenges, and/or adverse weather conditions experienced while construction was taking place. In accordance with the Town's Municipal Code, LAHMC Title 8 Chapter 10 Construction Time Limits, (https://ecode360.com/43997785#43997785) extensions are permissible where reasonable delays have occurred, and work remains incomplete. Each of these projects has not passed final inspection within the originally allotted time, but no fiscal impact is expected from the extensions.

The individual project details are as follows:

1. Lands of Xu—12640 Madera Lane
Permit Number: BLD19-0591
Original Expiration Date: February 20, 2025
New Expiration Date: March 19, 2027
Attachment 1: Staff report and draft resolution for 12640 Madera Lane Description: New residence with detached garage and basement. Project was delayed due to a plan revision that delayed project by 8 months.

2. Lands of Weingarten — 10311 Magdalena Road
Permit Number: BLD23-0186
ITEM 5J STAFF REPORT

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City Council
Building Permit Extensions
March 19, 2026

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Original Expiration Date: December 5, 2025
New Expiration Date: March 19, 2027
Attachment 1: Staff report and draft resolution for 10311 Magdalena Road Description: New Residential in ground pool and spa. Project was delayed due to delay on coping work and weather conditions, project is ready for final inspection.

3. Lands of Setlur Govindaraj N & Harini G Trustee—14554 De Bell Road Permit Number: BLD21-0491
Original Expiration Date: June 22, 2024
New Expiration Date: March 19, 2027
Attachment 3: Staff report and draft resolution for 14554 De Bell Road Description: 567 and 331 Square foot addition to right and left side of the house.

Projected delayed due to unavailability of WELO certified contractor.

4. Lands of DD Stonebrook Drive LLC—12355 Stonebrook Drive Permit Number: BLD21-0371
Original Expiration Date: September 14, 2024
New Expiration Date: March 19, 2027
Attachment 4: Staff report and draft resolution for 12355 Stonebrook Drive Description: New Cabana with basement and bunker structure. Project was delayed due to owner having personal family issues and has now hired professional assistance to complete the build.

The list above of projects, if approved, would result in a one-year extension from date of the City Council's approval. The approved permit extension resolutions would supersede any related conditions of approval in the planning entitlements and pem1itting compliance dates.

5. Lands of Xu—12640 Madera Lane
Permit Number: BLD 19-0592
Original Expiration Date: February 20, 2025
New Expiration Date: March 19, 2027
Attachment 5: Staff report and draft resolution for 12640 Madera Lane FISCAL IMPACT:

There is no fiscal impact associated with these time extension requests as the applicant pays a fee for service covering the Town’s costs.
2024-25 CITY COUNCIL WORK PLAN:

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City Council
Building Permit Extensions
March 19, 2026

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This is not part of the 2024-25 City Council Work Plan as extensions are, depending on applicability, part of the standard site development approval process.

ATTACHMENTS:

1. Staff report and draft resolution for 12640 Madera Lane

2. Staff report and draft resolution for 10311 Magdalena Road

3. Staff report and draft resolution for 14554 De Bell Road

4. Staff report and draft resolution for 12355 Stonebrook Drive

5. Staff report and draft resolution for 12640 Madera Lane

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TOWN OF LOS ALTOS HILLS March 19, 2026
Staff Report to the City Council
SUBJECT: RESOLUTION GRANTING REQUEST FOR EXTENSION OF THE

EXPIRATION DATE FOR A BUILDING PERMIT NEW RESIDENCE

WITH DETACHED GARAGE AND BASEMENT, LANDS OF XU,
12640 CORTE MADERA LANE, PERMIT# BLD19-0591
PREPARED BY: Tim McBirney, Community Development Analyst FROM: Jay Bradford, Community Development Director
APPROVED: Cody Einfalt, Acting City Manager
RECOMMENDATION: That the City Council:

Adopt the resolution (see Appendix 1) approving the extension request for Building Permit #BLD19-0591 with a new expiration date of March 19, 2027.

DISCUSSION:

The property owner is requesting an extension of Building Permits #BLD19-0591 at 12640 Madera Lane that was originally issued on February 2, 2022. See Appendix 2 for a copy of the request. Project was delayed due to a plan revision that delayed project by 8 months. New residence construction is limited to 30 months following the issuance of the building permit if the estimated value of the project is between $500,000 and $1,000,000. See Los Altos Hills Municipal Code, Title 8, Section 10.04 (https://ecode360.com/43997785), which shows the time limitations set by project type and value. Since the estimated value of the project is between $500,000 and $1,000,000, the building permits expired on August 2, 2024. The Construction Time Limits Ordinance does allow the extension of time limit by two six-month extensions if the extension request is made in the allotted time as described in Section 8-10.04. For this request, however, the City Council must consider the extension as all other extension options have been exhausted. The applicant has submitted a request for an extension for up to a year to complete the work, which is their third extension request. A copy of the inspection record for the project is attached as Appendix 3 to help give a better understanding of the project progress.

Staff recommends granting an extension to allow for additional inspections necessary for project closeout. With this approved permit extension, the applicant will have a year from City Council’s approval of this request to complete the project. Following a year, the applicant will have to pay the final deposit bond in an amount equal to the lesser of 10% of the estimated cost to complete the project, as determined by the Building Official, or $50,000 for which if they exceed the extension’s time limit, the applicant will face penalties again. In addition, they will be required to apply for another permit extension.

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City Council
12640 Corte Madera Lane
March 19, 2026

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The above project, if approved, would result in a one-year extension from the City Council’s approval. The approved permit extension resolution would supersede any related conditions of approval in the planning entitlements and permitting compliance dates.

ENVIRONMENTAL REVIEW:

The proposed request is exempt from the provisions of the California Environmental Quality Act (CEQA) pursuant to Section 15061(b)(3), which exempts actions that can be seen with certainty will not cause significant environmental impacts.

FISCAL IMPACT:

There is no fiscal impact associated with these time extension requests as the applicant pays a fee for service covering the Town’s costs.
2024-25 CITY COUNCIL WORK PLAN:

This is not part of the 2024-25 City Council Work Plan as extensions are, depending on applicability, part of the standard site development approval process.

APPENDIX:

1. Resolution Approving Time Extension for 12640 Corte Madera Lane, BLD19-0591

2. Building Permit Extension Requests

3. BLD19-0591 Inspection Record

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City Council
12640 Corte Madera Lane
March 19, 2026

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RESOLUTION ____-25

A RESOLUTION OF THE CITY COUNCIL OF THE TOWN OF LOS ALTOS HILLS

APPROVING A TIME EXTENSION OF A PERMIT NEW RESIDENCE WITH

DETACHED GARAGE AND BASEMENT
WHEREAS, Danielle Xu (“Owners”) owns the property commonly known as 12640 Madera Lane, Los Altos Hills, California (APN 175-54-004); and WHEREAS, the building permits #BLD19-0591 for a new residence with detached garage and basement were issued on February 2, 2022, with reasonable conditions of approval; and WHEREAS, the permits expired on August 2, 2024, as the Town has adopted a Construction Time Limits Ordinance and, pursuant thereto, sets an expiration date for Building Permits for new dwellings and remodels with additions with a project valuation between $500,000 and $1,000,000 at thirty (30) months; and
WHEREAS, pursuant to the Construction Time Limits Ordinance, the City Council has the authority to grant reasonable extensions of time for Building Permits that have expired; and WHEREAS, the Town generally grants time extensions of one (1) calendar year; and NOW, THEREFORE, BE IT RESOLVED the City Council of the Town of Los Altos Hills does hereby approve on behalf of the Owners, a one (1) year Time Extension of approved Building Permit # BLD19-0591, subject to the originally adopted conditions.

The above and foregoing Resolution was passed and adopted by the City Council of the Town of Los Altos Hills at a regular meeting held on the 19
th day of March 2026 by the following vote:

AYES:

NOES:

ABSTAIN:

ABSENT:

BY: _______________________________
Rajiv Bhateja, Mayor
ATTEST: ______________________________
Arika Miller, City Clerk

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TOWN OF LOS ALTOS HILLS March 19, 2026
Staff Report to the City Council
SUBJECT: RESOLUTION GRANTING REQUEST FOR EXTENSION OF THE EXPIRATION DATE FOR A BUILDING PERMIT New Residential in ground pool and spa, LANDS OF WEINGARTEN, 10311 Magdalena Road, PERMIT# BLD23-0186
PREPARED BY: Tim McBirney, Community Development Analyst FROM: Jay Bradford, Community Development Director
APPROVED: Cody Einfalt, Acting City Manager
RECOMMENDATION: That the City Council:

Adopt the resolution (see Appendix 1) approving the extension request for Building Permit #BLD23-0186 with a new expiration date of March 19, 2027.

DISCUSSION:

The property owner is requesting an extension of Building Permits #BLD23-0186 at 10311 Magdalena Road that was originally issued on June 5, 2023. See Appendix 2 for a copy of the request. Project delayed due to delay on coping work and weather conditions; project is ready for final inspection. New residence construction is limited to 18 months following the issuance of the building permit if the estimated value of the project is between $0 to $250,000. See Los Altos Hills Municipal Code, Title 8, Section 10.04 (https://ecode360.com/43997785), which shows the time limitations set by project type and value. Since the estimated value of the project is between $0 to $250,000, the building permits expired on December 5, 2024. The Construction Time Limits Ordinance does allow the extension of time limit by two six-month extensions if the extension request is made in the allotted time as described in Section 8-10.04. For this request, however, the City Council must consider the extension as all other extension options have been exhausted. The applicant has submitted a request for an extension for up to a year to complete the work, which is their third extension request. A copy of the inspection record for the project is attached as Appendix 3 to help give a better understanding of the project progress.

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City Council
10311 Magdalena Road
March 19, 2026

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ENVIRONMENTAL REVIEW:

FISCAL IMPACT:

There is no fiscal impact associated with these time extension requests as the applicant pays a fee for service covering the Town’s costs.
2024-25 CITY COUNCIL WORK PLAN:

This is not part of the 2024-25 City Council Work Plan as extensions are, depending on applicability, part of the standard site development approval process.

APPENDIX:

1. Resolution Approving Time Extension for 10311 Magdalena Road, BLD23-0186

2. Building Permit Extension Requests

3. BLD23-0186 Inspection Record

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City Council
10311 Magdalena Road
March 19, 2026

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RESOLUTION ____-25

A RESOLUTION OF THE CITY COUNCIL OF THE TOWN OF LOS ALTOS HILLS

APPROVING A TIME EXTENSION OF A PERMIT NEW RESIDENTIAL IN GROUND

POOL AND SPA
WHEREAS, Tomer Weingarten (“Owners”) owns the property commonly known as 10311 Magdalena Road, Los Altos Hills, California (APN 336-39-013); and WHEREAS, the building permits #BLD23-0186 for new Residential in ground pool and spa were issued on June 5, 2023, with reasonable conditions of approval; and WHEREAS, the permits expired on December 5, 2025, as the Town has adopted a Construction Time Limits Ordinance and, pursuant thereto, sets an expiration date for Building Permits for new dwellings and remodels with additions with a project valuation between $0 and $250,000 at eighteen (18) months; and
WHEREAS, pursuant to the Construction Time Limits Ordinance, the City Council has the authority to grant reasonable extensions of time for Building Permits that have expired; and WHEREAS, the Town generally grants time extensions of one (1) calendar year; and NOW, THEREFORE, BE IT RESOLVED the City Council of the Town of Los Altos Hills does hereby approve on behalf of the Owners, a one (1) year Time Extension of approved Building Permit # BLD23-0186, subject to the originally adopted conditions.

The above and foregoing Resolution was passed and adopted by the City Council of the Town of Los Altos Hills at a regular meeting held on the 19
th day of March 2026 by the following vote:

AYES:

NOES:

ABSTAIN:

ABSENT:

BY: _______________________________
Rajiv Bhateja, Mayor
ATTEST: ______________________________
Arika Miller, City Clerk

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TOWN OF LOS ALTOS HILLS March 19, 2026
Staff Report to the City Council
SUBJECT: RESOLUTION GRANTING REQUEST FOR EXTENSION OF THE EXPIRATION DATE FOR A BUILDING PERMIT: 567 AND 331

SQUARE FOOT ADDITION, LANDS OF SETLUR GOVINDARAJ N
AND HARINI G TRUSTEE. 14554 DE BELL ROAD, PERMIT# BLD21- 0491
PREPARED BY: Tim McBirney, Community Development Analyst FROM: Jay Bradford, Community Development Director
APPROVED: Cody Einfalt, Acting City Manager
RECOMMENDATION: That the City Council:

Adopt the resolution (see Appendix 1) approving the extension request for Building Permit #BLD21-0491 with a new expiration date of March 19, 2027.

DISCUSSION:

The property owner is requesting an extension of Building Permits #BLD21-0491 at 14554 De Bell Road that was originally issued on June 22, 2022. See Appendix 2 for a copy of the request.

Projected delayed due to unavailability of WELO certified contractor. New residence construction is limited to 24 months following the issuance of the building permit if the estimated value of the project is between $250,001 to $500,000. See Los Altos Hills Municipal Code, Title 8, Section 10.04 (https://ecode360.com/43997785), which shows the time limitations set by project type and value. Since the estimated value of the project is between $250,001 to $500,000, the building permits expired on June 22, 2024. The Construction Time Limits Ordinance does allow the extension of time limit by two six-month extensions if the extension request is made in the allotted time as described in Section 8-10.04. For this request, however, the City Council must consider the extension as all other extension options have been exhausted.

The applicant has submitted a request for an extension for up to a year to complete the work, which is their third extension request. A copy of the inspection record for the project is attached as Appendix 3 to help give a better understanding of the project progress.

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City Council
14554 De Bell Road
March 19, 2026

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ENVIRONMENTAL REVIEW:

FISCAL IMPACT:

There is no fiscal impact associated with these time extension requests as the applicant pays a fee for service covering the Town’s costs.
2024-25 CITY COUNCIL WORK PLAN:

This is not part of the 2024-25 City Council Work Plan as extensions are, depending on applicability, part of the standard site development approval process.

APPENDIX:

1. Resolution Approving Time Extension for 14554 De Bell Road , BLD21-0491

2. Building Permit Extension Requests

3. BLD21-0491 Inspection Record

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City Council
14554 De Bell Road
March 19, 2026

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RESOLUTION ____-25

A RESOLUTION OF THE CITY COUNCIL OF THE TOWN OF LOS ALTOS HILLS APPROVING A TIME EXTENSION OF A PERMIT 567 AND 331 SQUARE FOOT

ADDITIONS
WHEREAS, Setlur Govindaraj N & Harini G Trustee (“Owners”) owns the property commonly known as 14554 De Bell Road , Los Altos Hills, California (APN 175-04-013); and WHEREAS, the building permits #BLD21-0491 for 567 and 331 square foot additions were issued on June 22, 2022, with reasonable conditions of approval; and WHEREAS, the permits expired on June 22, 2024, as the Town has adopted a Construction Time Limits Ordinance and, pursuant thereto, sets an expiration date for Building Permits for new dwellings and remodels with additions with a project valuation between $250,001 to $500,000 at twenty-four (24) months; and
WHEREAS, pursuant to the Construction Time Limits Ordinance, the City Council has the authority to grant reasonable extensions of time for Building Permits that have expired; and WHEREAS, the Town generally grants time extensions of one (1) calendar year; and NOW, THEREFORE, BE IT RESOLVED the City Council of the Town of Los Altos Hills does hereby approve on behalf of the Owners, a one (1) year Time Extension of approved Building Permit # BLD21-0491, subject to the originally adopted conditions.

The above and foregoing Resolution was passed and adopted by the City Council of the Town of Los Altos Hills at a regular meeting held on the 19
th day of March 2026 by the following vote:

AYES:

NOES:

ABSTAIN:

ABSENT:

BY: _______________________________
Rajiv Bhateja, Mayor
ATTEST: ______________________________
Arika Miller, City Clerk

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TOWN OF LOS ALTOS HILLS March 19, 2026
Staff Report to the City Council
SUBJECT: RESOLUTION GRANTING REQUEST FOR EXTENSION OF THE

EXPIRATION DATE FOR A BUILDING PERMIT NEW CABANA

WITH BASEMENT AND BUNKER STRUCTURE, LANDS OF DD
STONEBROOK DRIVE LLC, 12355 STONEBROOK DRIVE , PERMIT#
BLD21-0371
PREPARED BY: Tim McBirney, Community Development Analyst FROM: Jay Bradford, Community Development Director
APPROVED: Cody Einfalt, Acting City Manager
RECOMMENDATION: That the City Council:

Adopt the resolution (see Appendix 1) approving the extension request for Building Permit #BLD21-0371 with a new expiration date of March 19, 2027.

DISCUSSION:

The property owner is requesting an extension of Building Permits # BLD21-0371 at 12355 Stonebrook Drive that was originally issued on September 14, 2021. See Appendix 2 for a copy of the request. New residence construction is limited to 36 months following the issuance of the building permit if the estimated value of the project is over $1,000,001. See Los Altos Hills Municipal Code, Title 8, Section 10.04 (https://ecode360.com/43997785), which shows the time limitations set by project type and value. Since the estimated value of the project is over $1,000,001, the building permits expired on September 14, 2024. The Construction Time Limits Ordinance does allow the extension of time limit by two six-month extensions if the extension request is made in the allotted time as described in Section 8-10.04. For this request, however, the City Council must consider the extension as all other extension options have been exhausted.

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City Council
12355 Stonebrook Drive
March 19, 2026

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ENVIRONMENTAL REVIEW:

FISCAL IMPACT:

There is no fiscal impact associated with these time extension requests as the applicant pays a fee for service covering the Town’s costs.
2024-25 CITY COUNCIL WORK PLAN:

This is not part of the 2024-25 City Council Work Plan as extensions are, depending on applicability, part of the standard site development approval process.

APPENDIX:

1. Resolution Approving Time Extension for 12355 Stonebrook Drive , BLD21-0371

2. Building Permit Extension Requests

3. BLD21-0371 Inspection Record

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City Council
12355 Stonebrook Drive
March 19, 2026

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RESOLUTION ____-25

A RESOLUTION OF THE CITY COUNCIL OF THE TOWN OF LOS ALTOS HILLS

APPROVING A TIME EXTENSION OF A PERMIT NEW CABANA WITH

BASEMENT AND BUNKER STRUCTURE
WHEREAS, DD Stonebrook Drive LLC (“Owners”) owns the property commonly known as 12355 Stonebrook Drive , Los Altos Hills, California (APN 336-28-003); and WHEREAS, the building permits #BLD21-0371 for a new Cabana with basement and bunker structure were issued on September 14, 2021, with reasonable conditions of approval; and WHEREAS, the permits expired on September 14, 2023, as the Town has adopted a Construction Time Limits Ordinance and, pursuant thereto, sets an expiration date for Building Permits for new dwellings and remodels with additions with a project valuation of $1,000,001 and over at thirty-six (36) months; and
WHEREAS, pursuant to the Construction Time Limits Ordinance, the City Council has the authority to grant reasonable extensions of time for Building Permits that have expired; and WHEREAS, the Town generally grants time extensions of one (1) calendar year; and NOW, THEREFORE, BE IT RESOLVED the City Council of the Town of Los Altos Hills does hereby approve on behalf of the Owners, a one (1) year Time Extension of approved Building Permit # BLD21-0371, subject to the originally adopted conditions.

The above and foregoing Resolution was passed and adopted by the City Council of the Town of Los Altos Hills at a regular meeting held on the 19
th day of March 2026 by the following vote:

AYES:

NOES:

ABSTAIN:

ABSENT:

BY: _______________________________
Rajiv Bhateja, Mayor
ATTEST: ______________________________
Arika Miller, City Clerk

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TOWN OF LOS ALTOS HILLS March 19, 2026
Staff Report to the City Council
SUBJECT: RESOLUTION GRANTING REQUEST FOR EXTENSION OF THE

EXPIRATION DATE FOR A BUILDING PERMIT NEW RESIDENCE

WITH DETACHED GARAGE AND BASEMENT, LANDS OF XU,
12640 CORTE MADERA LANE, PERMIT# BLD 19-0592
PREPARED BY: Tim McBirney, Community Development Analyst FROM: Jay Bradford, Community Development Director
APPROVED: Cody Einfalt, Acting City Manager
RECOMMENDATION: That the City Council:

Adopt the resolution (see Appendix 1) approving the extension request for Building Permit #BLD19-0592 with a new expiration date of March 19, 2027.

DISCUSSION:

The property owner is requesting an extension of Building Permits #BLD19-0592 at 12640 Madera Lane that was originally issued on February 2, 2022. See Appendix 2 for a copy of the request. Project was delayed due to a plan revision that delayed project by 8 months. New residence construction is limited to 18 months following the issuance of the building permit if the estimated value of the project is between $0 to $250,000. See Los Altos Hills Municipal Code, Title 8, Section 10.04 (https://ecode360.com/43997785), which shows the time limitations set by project type and value. Since the estimated value of the project is between $0 to $250,000, the building permits expired on August 2, 2024. The Construction Time Limits Ordinance does allow the extension of time limit by two six-month extensions if the extension request is made in the allotted time as described in Section 8-10.04. For this request, however, the City Council must consider the extension as all other extension options have been exhausted. The applicant has submitted a request for an extension for up to a year to complete the work, which is their third extension request. A copy of the inspection record for the project is attached as Appendix 3 to help give a better understanding of the project progress.

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City Council
12640 Corte Madera Lane
March 19, 2026

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ENVIRONMENTAL REVIEW:

FISCAL IMPACT:

There is no fiscal impact associated with these time extension requests as the applicant pays a fee for service covering the Town’s costs.
2024-25 CITY COUNCIL WORK PLAN:

This is not part of the 2024-25 City Council Work Plan as extensions are, depending on applicability, part of the standard site development approval process.

APPENDIX:

1. Resolution Approving Time Extension for 12640 Corte Madera Lane, BLD 19-0592

2. Building Permit Extension Requests

3. BLD 19-0592 Inspection Record

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City Council
12640 Corte Madera Lane
March 19, 2026

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RESOLUTION ____-25

A RESOLUTION OF THE CITY COUNCIL OF THE TOWN OF LOS ALTOS HILLS

APPROVING A TIME EXTENSION OF A PERMIT NEW RESIDENCE WITH

DETACHED GARAGE AND BASEMENT
WHEREAS, Danielle Xu (“Owners”) owns the property commonly known as 12640 Madera Lane, Los Altos Hills, California (APN 175-54-004); and WHEREAS, the building permits #BLD 19-0592 for a new residence with detached garage and basement were issued on February 2, 2022, with reasonable conditions of approval; and WHEREAS, the permits expired on August 2, 2024, as the Town has adopted a Construction Time Limits Ordinance and, pursuant thereto, sets an expiration date for Building Permits for new dwellings and remodels with additions with a project valuation between $0 and $250,000 at eighteen (18) months; and
WHEREAS, pursuant to the Construction Time Limits Ordinance, the City Council has the authority to grant reasonable extensions of time for Building Permits that have expired; and WHEREAS, the Town generally grants time extensions of one (1) calendar year; and NOW, THEREFORE, BE IT RESOLVED the City Council of the Town of Los Altos Hills does hereby approve on behalf of the Owners, a one (1) year Time Extension of approved Building Permit # BLD 19-0592, subject to the originally adopted conditions.

The above and foregoing Resolution was passed and adopted by the City Council of the Town of Los Altos Hills at a regular meeting held on the 19
th day of March 2026 by the following vote:

AYES:

NOES:

ABSTAIN:

ABSENT:

BY: _______________________________
Rajiv Bhateja, Mayor
ATTEST: ______________________________
Arika Miller, City Clerk

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TOWN OF LOS ALTOS HILLS

MEMORANDUM
DATE: March 19, 2026
TO: Honorable Mayor and Council Members
FROM: Jay Bradford, Community Development Director
RE: Notification of Fast Track Approval – Lands of Conrad At the March 3, 2026 Fast Track Site Development Hearing, the following application was approved:
10225 W Loyola Drive – File #SD25-0034 – Lands of Conrad Site Development Permit for the construction of a 2,413 square-foot, three-story addition to an existing 4,905 square-foot, multi-level single-family residence with attached garage; construction of a 1,042 square-foot detached garage and accessory structure; construction of a 1,032 square-foot pool and pool decking, and associated hardscape improvements. The project includes removal of two non-heritage oak trees and one heritage oak tree.

CEQA review: Categorical Exemption per Section 15301(e).

Public notice of the hearing was sent on February 20, 2026 to all properties within 500 feet and posted on the site. Copies of the Fast Track Fact Sheet, Fast Track Hearing Report and conditions of approval are attached.

If you wish to appeal this application and review it at a future City Council meeting, you may indicate your intention to appeal in a written request to the City Clerk by 4:00 p.m. on March 24th, 2026.

ITEM 5K COVER SHEET

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Town of Los Altos Hills March 3, 2026
Fast Track Hearing Report
Project Description: Site Development Permit for the construction of a 2,413 square-foot, threestory addition to an existing 4,905 square-foot, multi-level single-family residence with attached garage; construction of a 1,042 square-foot detached garage and accessory structure; construction of a 1,032 square-foot pool and pool decking, and associated hardscape improvements. The project includes removal of two non-heritage oak trees and one heritage oak tree.

File Number: SD25-0034
Address: 10225 W Loyola Drive
Owner(s): Daniel Conrad
Staff Planner: Jonathan Fox, Senior Planner
Attendance:

Jay Bradford, Community Development Director
Jonathan Fox, Senior Planner
Scott Landry, Architect
Pete Carlino, Civil Engineer
Corrie Conrad, Property Owner
Daniel Conrad, Property Owner
Carol Gottlieb, Environmental Design & Protection Committee (EDPC) Anita Baldwin, Open Space Committee (OSC)
Project Issues: Recommendations from EDPC and OSC were incorporated in the adopted conditions of approval. These conditions address several recent unpermitted improvements made to the property that are not directly related to the proposed addition and pool. Improvements that appear to comply with Town requirements will be reviewed in the required landscape screening application, while those that do not comply must be removed.

Conditions of Approval:
• Standard conditions of approval.
• Project-specific condition to dedicate an Open Space Easement on steep slopes. • Project-specific condition to implement arborist recommendations to protect a Heritage oak. • Project-specific condition to plant replacement oaks for the removal of a Heritage oak. • Project-specific condition to submit plans for retroactive approval of an existing wood fence. • Project-specific condition to remove existing barb wire fencing. • Project-specific condition to unpermitted artificial turf in the front yard setback.

Action:

File # SD25-0034 (Lands of Conrad) was approved at the March 3, 2026 Fast Track Site Development Hearing subject to the attached conditions and a 21-day appeal period. 3 / 13 / 2026
Jay Bradford, Community Development Director Date
ITEM 5K ATTACHMENT 1

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Town Of Los Altos Hills March 3, 2026
Fast Track Hearing Fact Sheet
Project Description: Site Development Permit for the construction of a 2,413 square-foot, three-story addition to an existing 4,905 square-foot, multi-level single-family residence with attached garage; construction of a 1,042 square-foot detached garage and accessory structure; construction of a 1,032 square-foot pool and pool decking, and associated hardscape improvements. The project includes removal of two non-heritage oak trees and one heritage oak tree.

File Number: SD25-0034
Site Address: 10225 W Loyola Drive
Owner(s): Daniel Conrad
Staff Planner: Jonathan Fox, Senior Planner
Site Data
Net Lot Area: 2.934 acre
Average Slope: 17.4%
Lot Unit Factor: 2.469
Floor and Development Area (square footage):

Area Type Maximum Existing Proposed Increase Remaining
Development 30,183 12,248 18,495 6,247 11,688
Floor 13,900 4,905 8,360 3,455 5,540
Height: Maximum Proposed
On Vertical Plane* 27’-0” 31’-11”
Lowest to Highest 35’-0” > 35’-0” (Existing Nonconforming) * Building Height may exceed 27’-0” subject to additional requirements including increased setbacks.

Setbacks: Minimum Proposed
Front** 60’-0” 60’-0”
Side (West)*** 45’-0” 244’-0”
Side (East)*** 45’-0” 123’-0”
Rear*** 45’-0” 109’-10”
** Minimum 40-foot front yard setback increased to 60 feet based on building height request. *** Minimum 30-foot side and rear yard setback increased to 45 feet based on building height request.

Exterior Materials: Smooth stucco and vertical wood siding; aluminum windows and doors; tile roofing Parking: Required spaces: 4, 4 out of setbacks.

Proposed: 5 (5 garage spaces), 5 out of setbacks.

Grading: Cut: 435-CY Fill: 130-CY Export: 305-CY
Sewer/Septic: Public Sewer
Environmental Design & Protection Committee: Identifies concerns regarding possible existing code violations, the incompatibility of the expanded three-story element, and suitability of the proposed color.

Open Space Committee: Recommends Open Space Easement at northeastern portion of property.

Pathways Committee: No comments.

ITEM 5K ATTACHMENT 2

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26379 Fremont Road Los Altos Hills California 94022 Phone (650) 941-7222 Fax: (650) 941-3160 March 13, 2026
Scott Landry
101 H Street, Suite C
Petaluma, CA 94952
[email protected]
[email protected]
*EMAIL ONLY
RE: Site Development Permit for the construction of a 2,413 square-foot, three-story addition to an existing 4,905 square-foot, multi-level single-family residence with attached garage; construction of a 1,042 square-foot detached garage and accessory structure; construction of a 1,032 square-foot pool and pool decking, and associated hardscape improvements. The project includes removal of two non-heritage oak trees and one heritage oak tree. File# SD25-0034.

Dear Applicant:

Thank you for submitting plans for a Site Development Permit for the project described above at 10225 W Loyola Drive, Los Altos Hills. Your request for a Site Development Permit for the above referenced project was approved by the Community Development Director at the March 3, 2026 Fast Track Meeting. The approval is subject to the following conditions:

PLANNING:

1. No other modifications to the approved plans received October 30, 2025 are allowed except as otherwise first reviewed and approved by the Community Development Director or the Planning Commission, depending on the scope of the changes.

2. All conditions of approval shall be printed on plans submitted for building permit plan check.

3. The project is subject to the Town’s Construction Time Limit Ordinance (Chapter 10, Title VIII of the Municipal Code). The maximum time for completion of the project shall be set by said policy and run from date of Building Permit issuance. Any extensions to the time for completion shall be subject to said policy. Failure to complete the project in the allotted time with approved extensions may result in substantial penalties and fees per the policy.

ITEM 5K ATTACHMENT 3

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Approval Letter – Major Addition & Pool
File #SD25-0034
March 3, 2026

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4. As an ongoing condition of approval, the property owner shall coordinate with staff on the location of any proposed above-ground utilities (i.e. transformers). Such equipment shall comply with the standard setbacks in the R-A Zoning District.

5. All exterior lighting fixtures shall be down directed or shielded non-movable fixtures and shall not exceed 3,000 Kelvin and 600 lumens. Exterior lighting on the existing residence and proposed addition is approved as shown on the plans. Any changes to the approved lighting plan shall be approved by the Community Development Department prior to installation. A maximum of two light fixtures may be placed within setbacks.

6. Prior to issuance of a building permit, the project arborist shall provide recommendations for monitoring and/or tree protection fencing for the heritage oak tree adjacent to the addition.

7. Prior to building permit issuance, the property owner’s Geotechnical Consultant shall review and approve all geotechnical aspects of the project building and grading plans (i.e., site preparation and grading, site surface and subsurface drainage improvements, and design parameters and layouts for foundations, retaining walls, etc.) to ensure that their recommendations have been properly incorporated. The results of the geotechnical plan review shall be summarized by the Geotechnical Consultant in a letter and submitted to the Town prior to issuance of building permits.

8. The property owner shall grant to the Town an Open Space Easement consistent with the Open Space Committee report dated February 11, 2026. Native vegetation may be planted within the easement and irrigation or sprinkler systems are only permitted to establish the native vegetation. The property owner shall provide legal description and plat exhibit(s) prepared by a licensed land surveyor and the Town shall prepare the grant document. An easement review deposit (per Planning Fee Schedule in effect at time of review request) shall be paid to the Town prior to review of the legal description and plat exhibit(s). The grant document shall be signed and notarized by the property owner and returned to the Town prior to building permit issuance.

9. After completion of rough framing or at least six (6) months prior to scheduling a final inspection, the applicant shall submit landscape screening and erosion control plans for review by the Site Development Committee. The application for landscape screening and erosion control shall be accompanied by the applicable fee and deposit. The plans shall be reviewed at a noticed public hearing. Attention shall be given to plantings which will be adequate to break up the view of the development from surrounding properties and streets. All landscaping required for screening purposes and for erosion control (as determined by the City Engineer) must be installed prior to final inspection of the development. The landscape screening plan shall comply with Section 10-2.809 (water efficient landscaping) of the Los Altos Hills Municipal Code. a. The review of fences, gates, planting, and landscape lighting is deferred to application of the Landscape Screening Plan (“plan”).

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Approval Letter – Major Addition & Pool
File #SD25-0034
March 3, 2026

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b. The plan shall include review of the unpermitted fence installation at the corner of W Loyola Drive and Ravensbury Avenue.
c. The plan shall include removal of the existing barb wire fence or replacement with a conforming fence design.
d. The plan shall target a total of ten (10) 15-gallon replacement oaks, based on two Heritage oaks removed.
e. The plan shall specify the removal artificial turf in the 40-foot front setback from W Loyola Drive.

10. A $5,000 landscape maintenance and water usage deposit shall be paid to the Town prior to final inspection of the new residence. Two years after the project has been completed, the applicant shall furnish staff with the last 12 months of water usage for the property and conduct a site inspection to ensure installed landscape screening is still present and has been adequately maintained. Inadequate maintenance of installed landscape screening and/or water usage greater than the annual usage indicated on the approved parcel water budget worksheet, may result in complete forfeiture of this deposit.

11. Prior to beginning any grading operation, all significant trees, particularly any heritage oak trees, are to be fenced at the drip line. The fencing shall be of a material and structure (chainlink) to clearly delineate the drip line. Town staff must inspect the fencing and the trees to be fenced prior to commencement of grading. The property owner shall call for said inspection at least three days in advance of the inspection. The fencing must remain throughout the course of construction. No storage of equipment, vehicles or debris shall be allowed within the drip lines of these trees. Existing perimeter plantings shall be fenced and retained throughout the entire construction period.

12. Prior to requesting the final inspection, a registered civil engineer or licensed land surveyor shall certify in writing and state that “the height of the addition complies with the 32’ maximum structure height, measured as the vertical distance at any point from the bottom of the crawl space or basement ceiling if excavated below natural grade, to the highest part of the structure directly above (including roof materials).” The overall structure height shall be similarly certified in writing and state that “all points of the building (including chimneys and appurtenances) lie within a thirty-five (35’) foot horizontal band based, measured from the lowest visible natural or finished grade topographical elevation of the structure along the building line and the highest topographical elevation of the roof of the structure.” The applicant shall submit the stamped and signed letter(s) to the Community Development Department prior to requesting a final inspection.

13. Prior to requesting the final inspection, a registered civil engineer or licensed land surveyor shall certify in writing and state that “the location of the addition and roof eaves matches the

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March 3, 2026

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location shown on the Site Development plan.” The elevation of the new residence shall be similarly certified in writing to state that “the elevation of the new residence matches the elevation and location shown on the Site Development plan.” The applicant shall submit the stamped and signed letter(s) to the Community Development Department prior to requesting a final inspection.

14. The property owner’s Geotechnical Consultant shall inspect, test (as needed), and approve all geotechnical aspects of the project construction. The inspections shall include, but not necessarily be limited to: site preparation and grading, site surface and subsurface drainage improvements, excavations for foundations and retaining walls prior to place of steel and concrete. The Engineering Geologist shall observe the basement excavation and confirm that the anticipated bedrock type is exposed and, if an unanticipated bedrock type is exposed, they shall provide supplemental mitigation recommendations. The results of these inspections and the as-built conditions of the project shall be described by the geotechnical consultant in a letter and submitted to the Town for review prior to requesting the final inspection.

15. The property owner shall remove all Stinkwort from the entire property and in the road rightof-way by manual pulling or use of herbicide by September 1st of each year until the final approval of the project.

16. Roof eaves of all structures shall not encroach into the required side and rear yard setbacks.

The roof eaves shall be shown on the site and civil plans in the construction drawings.

17. No new fencing is approved with this site development permit. Any additional or modified fencing or gates shall require review and approval by the Community Development Department with the required landscape screening plan and prior to installation.

18. Exterior finish colors of all buildings shall have a light reflectivity value of 50 or less and roof materials shall have a light reflectivity value of 40 or less, per manufacturer specifications. All color samples shall be submitted to the Community Development Department for approval at time of submittal for building plan check. All applicable structures shall be painted in conformance with the approved color(s) prior to final inspection.

19. Skylights, if utilized, shall be designed and constructed to reduce emitted light (tinted or colored glass, or other material). No lighting may be placed within skylight wells.

20. Fire retardant roofing (Class A) is required for all new construction.

21. All space heating and water heating systems installed in new residences, detached habitable buildings, and/or projects involving a substantial remodel shall comply with Los Altos Hills Municipal Code Sections § 8-1.6.02 and § 8-1.10.02.

22. All construction shall comply with the applicable California Green Building Standards Code, Part 11, Title 24 mandatory measures in effect at the time of building permit application. The

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March 3, 2026

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property owner shall provide a CalGreen Residential Checklist demonstrating conformance with all applicable mandatory measures at time of building permit submittal.

23. All construction shall comply with Section R337 of the 2025 California Residential Code (Materials and Construction Methods for Exterior Wildfire Exposure).

24. All properties shall pay School District fees to either the Los Altos School District or the Palo Alto Unified School District, as applicable, prior to permit issuance. The applicant shall take a copy of Worksheet #2 to school district offices, pay the appropriate fees and provide the Town with a copy of the receipts.

ENGINEERING DEPARTMENT

25. Any, and all, changes to the approved Grading and Drainage plan shall first be approved by the Town Engineering Department. No grading shall take place during the grading moratorium (October 1st to April 30th) except with prior approval from the City Engineer. No grading shall take place within ten feet of any property line.

26. An encroachment permit shall be obtained from the Public Works Department for all work proposed in the public right-of-way. No work within the public right-of-way shall commence without an encroachment permit.

27. All public utility services serving the new residence shall be placed underground. The applicant should contact PG&E immediately after issuance of building permit to start the application process for undergrounding utilities which can take up to 6-8 months.

28. At building permit plan check, submit high-quality color photographs of the existing roadways and pathways prior to the building permit issuance.

29. At building permit plan check, pay pathway fee of $3,826 for the construction of the addition.

30. The Engineer of Record shall observe the installation of the drainage system, construction of the energy dissipators, and completion of the grading activities and state that items have been installed and constructed per the approved plans. A stamped and signed letter shall be prepared and submitted to the Town prior to final inspection.

31. 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.

32. The property owner shall inform the Town of any damage and shall repair any damage caused by the construction of the project to pathways, private driveways, and public and private roadways prior to final inspection.

FIRE DEPARTMENT

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Approval Letter – Major Addition & Pool
File #SD25-0034
March 3, 2026

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38. Required Hydrant Fire Flow: (Letter received) The minimum required fire flow for this project is 1,125 Gallons Per Minute (GPM) at 20 psi residual pressure. This fire flow assumes installation of automatic fire sprinklers per CFC [903.3.1.3]

39. Fire Sprinklers Required: An automatic residential fire sprinkler system shall be installed in all new one- and two-family dwellings.

40. Fire Access Driveway Required: An access driveway shall be provided and shall conform to Fire Department Standard Details and Specifications Sheet D-1.

41. Watter Supply Requirements: Potable water supplies shall be protected from contamination caused by fire protection water supplies. It is the responsibility of the applicant and any contractors and subcontractors to contact the water purveyor supplying the site of such project, and to comply with the requirements of that purveyor. Such requirements shall be incorporated into the design of any water-based fire protection systems, and/or fire suppression water supply systems or storage containers that may be physically connected in any manner to an appliance capable of causing contamination of the potable water supply of the purveyor of record. Final approval of the system(s) under consideration will not be granted by this office until compliance with the requirements of the water purveyor of record are documented by that purveyor as having been met by the applicant(s). 2019 CFC Sec. 903.3.5 and Health and Safety Code 13114.7.

42. Address identification: New and existing buildings shall have approved address numbers, building numbers or approved building identification placed in a position that is plainly legible and visible from the street or road fronting the property. These numbers shall contrast with their background. Where required by the fire code official, address numbers shall be provided in additional approved locations to facilitate emergency response. Address numbers shall be Arabic numbers or alphabetical letters. Numbers shall be a minimum of 6 inches (101.6 mm) high with a minimum stroke width of 0.5 inch (12.7 mm). Where access is by means of a private road and the building cannot be viewed from the public way, a monument, pole or other sign or means shall be used to identify the structure. Address numbers shall be maintained. CFC Sec. 505.1.

43. Construction Site Fire Safety: All construction sites must comply with applicable provisions of the CFC Chapter 33 and our Standard Detail and Specification S1-7. Provide appropriate notations on subsequent plan submittals, as appropriate to the project. CFC Chp.

33. Project approval may be appealed if done so in writing within 21 days of the date of the approval.

Please refer to the Conditions of Project Approval set forth herein. If you believe that these Conditions impose any fees, dedications, reservation or other exactions under the California Government Code Section 66000, you are hereby notified that these Conditions constitute written notice of a statement of the amount of such fees, and/or a description of the dedications, reservations, and other exactions. You are hereby further notified that the 90-day approval period

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in which you may protest such fees, dedications, reservations, and other exactions, pursuant to Government Code Section 66020(a), has begun. If you fail to file a protest within this 90-day period complying with all of the requirements of Section 66020, you will be legally barred from later challenging such exactions.

Upon completion of the construction, a final inspection shall be required to be set with the Planning and Engineering Departments two weeks prior to final building inspection approval.

NOTE: The Site Development permit is valid for one year from the approval date. All required building permits must be obtained within that year and work on items not requiring a building permit shall be commenced within one year and completed within two years.

I can be contacted at (650) 559-2243 or by e-mail at [email protected] if you have any questions regarding these conditions. Thank you.

Sincerely,
Jonathan Fox
Senior Planner

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26379 Fremont Road Los Altos Hills California 94022 Phone (650) 941-7222 Fax: 650/941-3160 March 19, 2026
The Honorable Lisa Calderon
Member, California State Assembly
1021 O Street, Suite 4650
Sacramento, CA 95814
Re: AB 2517 (Calderon) Fire Hazard Severity Zones.

Notice of SUPPORT (As Introduced on February 20, 2026)
Dear Assemblymember Calderon,
The Town of Los Altos Hills is pleased to support AB 2517 (Calderon), which would improve the Fire Hazard Severity Zone (FHSZ) designation process by ensuring consistent updates to Local Responsibility Area (LRA) maps and establishing a more transparent, publicly accessible process for developing and releasing these critical designations.

Under current law, fire hazard severity zone designations are applied in both state responsibility areas and local responsibility areas to reflect the state’s best available science regarding environmental conditions such as slope, vegetation, and wind patterns, that influence wildfire spread. While LRA FHSZ maps are required to be periodically reviewed, statute does not require a comprehensive update, and prior to the most recent release in 2025, the LRA maps had not been updated for more than 15 years.

With the 2025 release, significant concerns were raised regarding the accuracy of underlying land use information, including split parcels with multiple designations and the classification of developed areas such as parking lots and bodies of water as very high fire hazard severity zones.

Cities are required to adopt these maps by ordinance and conduct public hearings locally yet currently have no formal opportunity to meaningfully engage in or respond to concerns about the state’s model, data, or methodology before adoption.

AB 2517 would clarify how and when FHSZ maps are updated and ensure meaningful public engagement prior to local adoption. Specifically, the bill would establish a five-year update cycle for LRA FHSZ maps, require a preliminary public release of updated maps, mandate disclosure of the data, models, and methodology used to develop the designations, and provide opportunities for regional workshops and public comment before the maps are transmitted to local agencies for ordinance adoption.

ITEM 5L

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For cities like ours, greater transparency and predictability in the FHSZ process would improve public trust, enhance local implementation, and ensure that wildfire risk designations are based on accurate and up-to-date information before being codified into local law.

For the Town of Los Altos Hills, Fire Hazard Severity Zone (FHSZ) designations have significant local implications because they influence wildfire mitigation requirements, building standards, and land use considerations in a community characterized by hillside terrain, dense vegetation, and a wildland-urban interface. Many areas of the Town are adjacent to open space and foothill landscapes, making accurate hazard designations critical to public safety and effective policy implementation. FHSZ classifications also affect defensible space requirements, vegetation management, and building materials for new construction. When inaccuracies occur in the underlying data—such as misclassified parcels or developed areas—residents may face unnecessary regulatory burdens and confusion regarding compliance.

Los Altos Hills also dedicates substantial effort to wildfire preparedness initiatives, including evacuation planning, vegetation management, and public education in coordination with the Los Altos Hills County Fire District and regional partners. Because the Town is required to adopt the state maps by ordinance, having access to transparent data, methodology, and opportunities for early public engagement is essential. A clearer and more predictable update process would allow local jurisdictions to identify mapping issues before adoption, improve coordination between state and local agencies, and strengthen community trust in the wildfire hazard designation process.

For these reasons, the Town of Los Altos Hills is pleased to support AB 2517 (Calderon).

Sincerely,
Signature
Rajiv Bhateja
Mayor of Los Altos Hills
Cc: Senator Josh Becker, California District 13th Senate District Assembly Member Marc Berman, California District 23
Montana Cruz, League of California Cities Regional Public Affairs Manager-Peninsula

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ITEM 6A
TOWN OF LOS ALTOS HILLS March 19, 2026
Staff Report to the City Council
SUBJECT: DISCUSSION AND POSSIBLE ACTION ON ESTABLISHING A

HOUSING ELEMENT AD HOC COMMITTEE
FROM: Arika Miller, City Clerk
APPROVED: Cody Einfalt, Acting City Manager

RECOMMENDATION
Staff recommends that the City Council establish a Housing Element Ad Hoc Committee and define the Ad Hoc Committee’s structure, Council Membership, and specific charge, with a defined sunset date aligned with the implementation of the Town’s 6th Cycle Housing Element.

BACKGROUND
At the February 10, 2026, City Council meeting, staff presented a memorandum outlining the process and considerations for establishing a new Standing Committee. The memorandum described how standing committees are formed, their advisory role to the City Council, and the administrative and operational requirements associated with maintaining such a committee.

During the discussion, members of the City Council expressed interest in exploring the creation of either a Standing Committee or an Ad Hoc Committee focused specifically on Housing Element-related matters. The City Council also directed staff to further evaluate potential committee structures in other municipalities and return with additional information and recommendations regarding how such a committee could be structured.

Following the February 10 meeting, staff conducted benchmarking of other jurisdictions and reviewed different governance structures that could support focused discussions related to Housing Element implementation. Based on this review, staff identified the option of establishing a temporary Housing Element Ad Hoc Committee to provide focused discussion and input during the implementation of the Town’s 6th Cycle Housing Element.

Ad Hoc Committee Structure
An Ad Hoc Committee is a temporary committee established by the City Council for a defined purpose and duration. Because Ad Hoc Committees are temporary and limited in scope, they are generally not subject to the Ralph M. Brown Act, provided that they consist of fewer than a quorum of the legislative body and are created for a specific task.

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City Council
Establishing a Housing Element Ad Hoc Committee
March 19, 2026
This structure allows the City Council to focus attention on a particular policy issue without creating a permanent advisory body that would require ongoing staffing resources and formal meeting requirements.

The Town is currently utilizing a similar structure with the Alternate Site Ad Hoc Committee, which provides focused discussion and input related to specific housing element issues while allowing flexibility in how meetings are conducted.

Staff believes that the Ad Hoc Committee structure would allow the City Council to benefit from focused discussions related to Housing Element implementation without creating an additional standing committee.

Transparency and Public Participation
Although Ad Hoc Committees are typically not subject to the Brown Act, staff recognize the strong community interest in Housing Element-related discussions and the importance of maintaining transparency throughout the process.

To support public engagement, staff recommend the following transparency measures:
• Agendas will be publicly posted prior to meetings.
• Members of the public will be able to attend meetings and participate in the discussion. • Meeting materials and information will be made publicly available.

In addition, the Town will create a dedicated Housing Element webpage where agendas, meeting materials, and updates will be posted for public access.

This approach mirrors transparency practices implemented by other jurisdictions, including Carmel-by-the-Sea, which maintains publicly accessible webpages for similar advisory groups and housing-related initiatives.

Council Direction Requested
If the City Council wishes to proceed with establishing a Housing Element Ad Hoc Committee, staff requests direction on the following items:

Committee Structure
• Which members of the Council will be appointed
Committee Charge
The City Council should define the scope of work for the Ad Hoc Committee. Potential responsibilities may include:
• Reviewing Housing Element implementation progress

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City Council
Establishing a Housing Element Ad Hoc Committee
March 19, 2026
• Discussing potential strategies for addressing Housing Element requirements • Providing input to the City Council regarding housing-related policy considerations Duration and Sunset
Staff recommends establishing the Ad Hoc Committee with a defined sunset date tied to the implementation of the Town’s 6th Cycle Housing Element, at which time the Ad Hoc Committee would automatically dissolve.

This structure ensures that the Ad Hoc Committee remains focused on the specific purpose of supporting Housing Element implementation.

ENVIRONMENTAL REVIEW
The proposed action to establish a Housing Element Ad Hoc Committee is not a project pursuant to Section 15378(b)(5) of the California Environmental Quality Act (CEQA) Guidelines because it involves organizational or administrative activities of government that will not result in direct or indirect physical changes to the environment. Therefore, the action is not subject to CEQA review.
2026 -27 CITY COUNCIL WORK PLAN
This project is not identified in the 2026-27 City Council Work Plan.

FISCAL IMPACT
The establishment of a Housing Element Ad Hoc Committee is not expected to result in significant additional fiscal impacts to the Town. However, the City Attorney may periodically be asked to provide legal guidance related to Housing Element implementation or committee discussions.

Staff will work with the Ad Hoc Committee to monitor the use of legal services to ensure that any City Attorney involvement remains limited and consistent with the Town’s budget and operational needs.

ATTACHMENTS - None

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1 Keren Brunner
From: Jitze Couperus
Sent: Tuesday, March 17, 2026 12:04 AM
City Council; Planning Commission; Open Space Committee; Environmental Design & Protection Committee
Arika Miller; Jay Bradford
Attached Document for City Council Next Mtg
LAHills-Planning-Context-Perspective.pdf
To:

Cc:

Subject:

Attachments:

Hi Arika
I am sending the attached document directly to the group email addresses for City Council, Planning Commission, Open Space Committee and Environmental Design & Protection Committee Could you please attach a copy to Council's Packet for the upcoming March 19 meeting- with reference to Agenda Item 6a (I believe that's it - to do with Ad Hoc Committee for Planning). The document in fact touches on a number of separate(but related) issues - but this is probably the best spot on the agenda given its context.

Many Thanks
Jitze
ITEM 6A Supplemental 1a

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To: Mayor and Members of Town Council
Fm: Jitze Couperus
CC: Planning Commission,
Environmental Design & Protection Committee,
Open Space Committee
Dear All
This message is directed not only to the members of Town Council, but all who participate in the Town’s Planning. Furthermore, it is not directed at a specific problem or agenda item, but a couple of overall issues facing our town which are manifested through many and diverse connections – ranging from ongoing Housing Element Cycles, to wanting to codify (protect) the “Green Sheets”, continuing the protection of our already “protected” Open Space preserves, and what happens next to our town as HCD issues mandates.

The main trigger that prompted me to create this document has been the town’s recent performance (over the last couple of years) in the context of trying to meet HCD’s various requirements.

Not surprisingly – this has all been triggered and occurred under the umbrella of the current “Housing Element Cycle” and its attendant hoops that have to be jumped through (think labels such as SB9, ADU, SB330 and etc. etc.) Unfortunately, this tight focus on meeting current immediate pressures has caused many to lose sight of the wider context – specifically:- Our Town is evolving and changing over time – and we need to plan not just for the current four-year horizon, but (insofar as we can predict it) for a longer (maybe 50-year) horizon
The mere fact that some respected members of our community gave real consideration to sacrificing some of our limited protected Open Space (O’Keefe) in response to meeting a current HCD requirement demonstrates that the “view” ITEM 6A Supplemental 1b

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was entirely dominated by the immediate context of the current Housing Cycle. A moment’s thought – If we had to sacrifice some of our Open Space to meet the requirements of this cycle – then for sure we will have to do it again in the next cycle when available options will be even tighter.

This is reminiscent of the man burning the floorboards of his house to stay warm in winter. Limited horizon planning.

The wider context and associated perspective on our town is crucial towards planning our Town’s further evolution. Yes – it will evolve! Whether we like it or not.

To this end, I have provided a couple of appendixes which I urge you to read and become familiar with to have them fresh in your mind as further planning occurs for our town
For example – the urge to protect The Green Sheets from arbitrary change by a future council. An eminently laudable goal. Except I believe we need to update (!) the Green Sheets in the face of today’s realities and the current state of the Town’s evolution. The original Green Sheets were created during the third of the six “eras” defined in Appendix A below. We need to recognize that some things have changed (e.g. we no longer favor septic tanks over sewers) and discuss them in public and agree to what we put into a new set of codified Green Sheets.

Furthermore – clearly we need to update our codes in as clean and straightforward a fashion to recognize the advent of Multi-Family Housing. But with a long-term perspective and not an ad hoc mish-mash of rules covering junior ADU’s, freestanding ADU’s, duplexes, condominium versus single-family ownership, etc. etc.

To maybe stimulate further discussion in this wider context, I provide below a final Appendix what I am deliberately calling a “thought experiment” – a sort of wild idea which comes with all sorts of cautions and reservations and potential problems, but I hope will trigger some new ideas to be put on the table for wider discussion - bearing in mind changes over the next few decennia.

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The Bottom Line
I ask you to read appendices A and B below just to get a feel for what I mean by the words CONTEXT and PERSPECTIVE in the process of Town Planning.

Then read Appendix C (remember –presented just to get the ball rolling) and come up with either a better idea or a list of improvements to make it more palatable.

And finally – the question of an Ad Hoc Committee or a Standing Committee to worry about future planning in the context of what I have raised in this document?
Long-term perspective and context awareness are crucial….

Jitze
---------------------------------------------------------------------- Appendix A

HISTORICAL CONTEXT ACROSS SIX ERAS
1) OHLONE,SPANISH, AND MEXICAN ERA (1776-1854)
Originally in habited by the Ohlone people before European contact, earliest human presence documented via archeology of various sites. During the Spanish and Mexican periods, what would eventually become Los Altos Hills spanned a handful of major Mexican Land Grants. These grants and their associated owning families (Gorgonio, Briones de Miranda, Juan Prado Mesa formed the basis for early development
2) AMERICAN AGRICULTURAL PERIOD (1855-1910)

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This period brought intensified agricultural development. Briones sold approx 3000 acres to Martin Murphy who gifted the land to daughter Elizabeth Yuba and Husband William Taaffe – who established a country estate which eventually became Foothill College. Around the turn of the century, the areas agriculture shifted from viticulture (Zinfandel) to orchards (prunes, plums, apricots) 3) POST-WORLD WAR ii (1946-56)
Pressure of suburban development started to threaten the established rural character. By 1950 roughly 500 families lived in the area and developers were talking about densities of four-to-six homes per acre. This alarmed local residents who favored preservation of the one-house-per-acre character of the community and who banded to form an incorporation committee in 1954 (lead by William Simrell) which developed a set of guideline documents (aka Green Sheets) which articulated zoning preferences, desired municipal boundaries, fiscal estimates, and land-use goals
4) RURAL BECOMES SEMI-RURAL BED-ROOM
COMMUNITY (1956-1970)
The modal inhabitant family in our Town shifted further upscale towards professional and executive home-owners, with a wider spectrum of background origins and desired housing patterns and styles beyond simple 3-bedroon ranch.

Concern about preservation of the ever-dwindling remaining open space becomes part of the town’s fabric.
5) HEARTS DELIGHT BECOMES SILICON VALLEY (1970-
2025)
The advent of silicon technology, which in turn enabled the proliferation of computing, (PC’s, Cell phones) connectivity (Internet and ubiquitous wifi) information transfer (Email, Search engines, Social Media, News providers)

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resulted in the further development pressure in the town to where land values sky-rocketed and pressures mounted to exploit zoning laws to their limits. 6) THE NEXT 50 YEARS OF TOWN’S EVOLUTION… (2025 –
2075)
There remains little vacant land in town for further “de novo”development. The last large subdivision (Sterling property on Natoma) is rapidly filling up, The Fenwick property seems to be actively the subject of development discussions, and there seems little chance that the Packard Orchard, or Seton Provinciate or Poor Clare’s is going to fall to developers any time soon.

The effect of the Town now being essentially “built out” and increasing Government (Sacramento) legislation forcing the Town to…. (to be continued) Your ideas here as to what is going to happen next?
Appendix B
Town Planning and 8-yearly Housing Element Cycles
Los Altos Hills planning occurs in the context of “Housing Cycles” (each of which covers eight years) during which the Town has to come up with a plan to “grow” the town to accommodate an agreed-upon (by Sacramento) increase in inhabitants and related housing.

Failure to agree and subsequently meet the goals established in these documents can lead to all kinds of unwanted consequences for the Town (Builders Remedy et al)
We are currently in our 6th Housing Element Cycle which goes from 2023 thru 2031. You’d think this involved extra high town planning activity every 8 years – but in practice it is closer to every 4 years because there is a mid-term evaluation (and potential course correction) which in turn nets out to a year (or two) of more

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heightened planning and revision/updating activity (Town Staff, Planning Commission, Town Council) every four years.

Because this has become a cudgel wielded by Sacramento to force creation of more affordable housing (with associated failure penalties) this activity has assumed a far greater role in our Town planning than in previous cycles – and continue to do so. But as a result, nearly all planning “thought and effort” is oriented toward responding to the current (latest feedback from HCD) pressures.

Longer-range planning (for the next “Era” as the Town reaches complete buildout) has been given little if any thought.

Appendix C
A Thought Experiment
Suggestion – a Trial Balloon for comment purposes….

As a modest trial balloon – let me outline one potential new-and-different approach to zoning for Multi-Family Housing, just to get an alternative conversation started…
How about : -
For starters - We retain the keystone parameters that protect our Town’s look and feel today. These are the one-acre minimum, slope density, max floor area, max development area, setbacks, and max roof height. We keep those and thus retain the vital controls that resulted in development of the town as we have it today.

But the change we make lies in the phrase “single family dwelling”. To this we add a new concept of a “multi-family dwelling” to the Town’s building codes. The key difference here lies not in the constraints of the physical architecture and layout, but in the legal definition that now allows for multiple owners to own part of a

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complex which we call a “condominium” as an alternative addition to our current sole choice of “single-family residence”.

In a nutshell –
We allow for condominiums (be they owned by a single entity or by multiple partowners) BUT the constraints on the implementation of the actual physical design remain as they are today. We retain the vital parameters as outlined above, thus retaining our existing controls which govern the physical size, spacing, and general “feeling” of what we have in our Town today. The result is that we allow for duplexes, and triplexes (as we already do today) but also n-plexes and that can constitute multiple legal properties that can be owned under the umbrella of multiple part-ownerships – BUT within a physical manifestation that conforms to our other zoning laws and building codes.

We will in fact be legally condoning what is currently an open secret – that there already exist instances of this already occurring in our town. The difference is that we will now be legally permitting multiple separate owners of a property rather than restricting it to a single owner (today possibly a mere “investment” property for some absentee landlord investor or LLC that is not even a resident of our town)
Refinement and further detail necessary
The above is of necessity merely a broad outline of an idea. It no doubt would need some tweaking in the details (e.g. number of parking spaces required, and amount of space allocated for a greater number of garbage cans than is typically required for a single family).

Also the “Low Income” aspect of the problem – for example we might specify in a table “for every “N” market-value condos, “X” of them must be designated for “Low Income” residents.

In Summary

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Don’t get bogged down in the details.

The main point of this article is to provide an example of a new and different alternative - and a positive idea. It is just one example we could advocate for to our elected Town Council - rather than focusing on the negative message to not do something else.

Some advantages to this approach:

Further evolutionary development of our town over the years will conform to the rules we have today that determine the exterior “look and feel” of our town – including preservation of our open spaces.

In summary, we will merely be giving legal blessing to a style of development that is already progressively happening in our town (Multiple living units on a property) by enabling multi-owner status (Condo) rather than restricting lots to “single family” ownership.

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THE TOWN OF LOS ALTOS HILLS March 19, 2026
Staff Report to the City Council
SUBJECT: 26800 Fremont Road / Pinewood School – File #CUP25-0004 Lands of Palo Alto Unified School District
Request for (1) Conditional Use Permit for the demolition of four classroom buildings, one auditorium, and a servery; construction of three two-story class room buildings, including administration building; construction of one theater with upper-level support; demolition and reconstruction of site improvements including utilities and irrigation, grading and paving, fencing and gates, parking lot, and tennis courts; as well as an increase in student enrollment and modification of hours of operation; and (2) Variances to the ResidentialAgricultural District (R-A) Development Standards for Setbacks, Maximum Development Area, Maximum Floor Area, Maximum Building Height and Ground Coverage for Conditional Uses.

CEQA review: Categorical Exemption per Sections 15301, 15302, 15314 FROM: Jay Bradford, Community Development Director
APPROVED: Cody Einfalt, Acting City Manager
RECOMMENDATION: That the City Council:

1. Adopt a resolution (Attachment 1) to make a Categorical Exemption under CEQA pursuant to Section 15301, 15302, and 15314, and approve the Conditional Use Permit, subject to the attached conditions of approval.

BACKGROUND
Pinewood School is a private school with two campuses: the Lower Campus in Los Altos and the Upper Campus in the Los Altos Hills, which is the subject of this application and referred to in this staff report as “the campus”. Pinewood School operates under a long-term lease at 26800 Fremont Road, which is owned by the Palo Alto Unified School District. The City Council originally approved a Condition Use Permit (CUP) for the operation of the private school at this location in 1976. A review of this CUP was last conducted in 2004 with the City Council’s approval of a lease agreement for public access to a pathway.

The site is surrounded by residentially developed properties. Access is provided on Fremont, a public road, via a single two-way driveway located near the intersection of Fremont Road and Weston Drive. Emergency vehicle access is available from both Ortega Drive and Ascension Drive. The approximately 7-acre site is largely flat, with an average slope of 3.5%. Barron Creek runs along the rear property line, with a publicly accessible pathway located between the creek and the campus. Public access to the pathway is provided through an agreement rather than a recorded easement.

ITEM 7A STAFF REPORT

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City Council Page 2
Pinewood School Upper Campus
March 19, 2026
Although a conditional use permit establishing the allowable uses was approved in 1976, the proposed improvements require an amendment to that permit. As with all Conditional Use Permits, the Planning Commission serves as a recommending body to the City Council.

On September 5, 2024, the Planning Commission held a study session where it received a presentation on the project from Pinewood School and provided initial feedback on the conceptual plans.

Following the September 5, 2024, Planning Commission Study Session, the project team provided informational presentations to the committees, continued neighborhood outreach, refined the planning submittal, and prepared supporting technical studies (including traffic, noise, lighting). The formal Conditional Use Permit (CUP) application was submitted on February 13, 2025. Since that time, the project team has addressed comments from Planning, Engineering, County Fire, and the Town’s consultants for geotechnical, stormwater management, and traffic review.

On February 5, 2026, the Planning Commission reviewed the proposal at a noticed public hearing and voted 5-0-0 to recommend approval to the City Council, subject to conditions of approval. This report provides an overview of the project and a summary of the Planning Commission’s recommendations. A full analysis of the project is found in the staff report to the Planning Commission, dated March 19, 2026 (Attachment 5).

NOTICING/PUBLIC OUTREACH
The public was advised of this Public Hearing in the following ways:
• Mailing to property owners within 500-foot radius – March 6, 2026 • Posted at the project site – March 6, 2026
• Public Posting Places – March 6, 2026
• Town Website: www.losaltoshills.ca.gov – March 13, 2026 In addition to the statutorily required public noticing by the Town, the project team has conducted extensive neighborhood outreach since 2024. Outreach efforts have included mailing notices to an extended notification zone (as shown in Figure 1), hosting neighborhood meetings, and meeting directly with adjacent neighbors. For reference, the Town’s standard 500-foot-radius notification area includes approximately 50 properties, while Pinewood’s expanded notification zone includes 119 properties. A detailed description of the project team’s public outreach activities is provided in Attachment 5. To date, the Town has received twelve public comments, which are included in Attachment 6. Staff received numerous supportive public comments prior to the Planning Commission meeting and no feedback after the meeting on the Planning Commission’s actions.

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City Council Page 3
Pinewood School Upper Campus
March 19, 2026
Figure 1. Outreach Map Source: Applicant
GENERAL PLAN and MUNICIPAL CODE
General Plan Land Use Element
Policy 1.1 Uses of land shall be consistent with the semi-rural atmosphere of the community, minimize disturbance to natural terrain, minimize removal of the natural vegetation, and create the maximum compatibility of development with the natural environmental through site design and landscaping.

Policy 1.3 Large non-residential structures shall be compatible with the residential character of the community.

Policy 2.6 Limits on the development of individual residential lots shall be determined based on evaluation of such factors as natural vegetation, topographic characteristics, soils and geology.

Municipal Code
Pursuant to the Los Altos Hills Municipal Code (LAHMC), all conditional uses are subject to Los Altos Hills Municipal Code Section 10-1.007(1): variances are subject to Los Altos Hills Municipal Code Section 10-1.1007(2);
Conditional use permits may be granted only when facts are established which support the findings required by the provisions of this section.
a) Findings. Conditional use permits shall be granted by the City Council only when it is found that:

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City Council Page 4
Pinewood School Upper Campus
March 19, 2026
(1) The proposed use of facility is properly located in relation to the community as a whole, land uses, and transportation and service facilities in the vicinity; (2) The site for the proposed use is adequate in size and shape to accommodate the proposed use and all yards, open spaces, walls and fences, parking, loading, landscaping, and such other features as may be required by this chapter or, will be needed to assure that the proposed use will be reasonably compatible with land uses normally permitted in the surrounding area;
(3) The site for the proposed use will be served by streets and highways of adequate width and pavement to carry the quantity and kind of traffic generated by the proposed use; and
(4) The proposed use will not adversely affect the abutting property or the permitted use thereof.
b) Conditions. Every conditional use permit granted may be subject to such conditions as are deemed necessary to protect the public health, safety and general welfare and secure the objectives of the General Plan and this chapter.

Variances may be granted only when the hearing authority can affirmatively find that all of the following four requirements have been met:
(1) That, because of exceptional or extraordinary circumstances applicable to the subject property, including size, shape, topography, location or surroundings, the strict application of the provisions of this title is found to deprive such property of privileges enjoyed by other properties in the vicinity and under identical zoning classification; (2) That upon the granting of the variance, the intent and purpose of the applicable sections of this title will still be served and the recipient of the variance will not be granted special privileges not enjoyed by other surrounding property owners; (3) That the granting of such variance will not be materially detrimental to the public welfare or injurious to the property, improvements or uses within the immediate vicinity and within the same zoning district;
(4) That the variance will not authorize a use or activity which is not otherwise expressly authorized by the zoning district regulations governing the parcel or property.

Staff responses to the required findings of approval are found in the Draft Resolution, Exhibit A.

PROJECT DESCRIPTION
The applicant is requesting a Conditional Use Permit to demolish five, single-story buildings and construct three, two-story buildings and a theater. The gym and turf field are to remain. The tennis courts are to be relocated to the rear corner of the school site. Onsite parking and circulation is to be reconfigured, along with a new driveway on Fremont Road.

Site Data
Net Lot Area: 7.083 acres
Average Slope: 3.5%
Lot Unit Factor: 7.083

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City Council Page 5
Pinewood School Upper Campus
March 19, 2026
Floor Area and Development Area
Area (sq. ft.) Maximum Existing Proposed Increase Remaining Development 106,245 170,498 216,042 45,544 0
Floor 42,498 46,968 96,287 49,319 0
The existing school development exceeds the Maximum Development Area (MDA) by a substantial margin and the Maximum Floor Area (MFA) by a smaller margin. This condition has been recognized since at least 2003, when the City Council approved the synthetic turf field.

The proposed project includes two-story buildings and a theater, resulting in a total floor area that is more than double the existing floor area. The resulting increases in both development area and floor area beyond the allowable MDA and MFA are the subject of the requested variances. If approved, any future increases in development area or floor area would require additional variance approval by the Town.

The proposed development area totals 216,042 square feet when calculated with credits under the Town’s Development Area Policy, which allows reductions in development area calculations based on materials used. However, eligibility for these credits is contingent upon the total uncredited development area not exceeding 34 percent of the lot area. The proposed uncredited development area is 230,759 square feet, which exceeds 34 percent of the lot area; therefore, the Development Area Policy credits should not be applied.

Accordingly, the Planning Commission may consider the variance request based on the uncredited proposed development area of 230,759 square feet. Lastly, the synthetic turf field is excluded from development area calculations pursuant to LAHMC Section 10-1.502(b)(5), as it is used for school purposes.

DISCUSSION
Site Design and Architecture
Setbacks:

Distance* Minimum Proposed
Front 40’ 40’-0”
Side (Ortega) 30’ 95’-3”
Side (Ascension) 30’ 30’-0”
Rear 30’ 158’-9”
*Distances are measured from the nearest building to the respective property line.

The proposed site layout is generally similar to existing conditions. Buildings 100, 200, and 300 would replace the existing classroom, auditorium, and administration buildings. The tennis courts currently located adjacent to Ascension Drive would be relocated to the rear corner of the site near Ortega Drive, and the former tennis court area would be redeveloped with the theater (Building 400). The existing gymnasium and synthetic turf field would remain in their current locations.

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City Council Page 6
Pinewood School Upper Campus
March 19, 2026
Parking lots and driveways would be expanded or reconfigured in generally the same areas as existing facilities.

The requested variances to the front and side yard setbacks apply to the reconfigured parking areas, not to new building locations. The existing school site is nonconforming, as parking and paved areas currently encroach into required setbacks. A variance to the front yard setback adjacent to Fremont Road is requested to allow a substantial increase in parking spaces along the property line. Similarly, a variance to the side yard setback adjacent to Ortega Drive is requested to allow parking to be located several feet closer to the property line. Pinewood School has stated that the requested front and side yard setback variances would improve site circulation, ingress and egress, and on-site parking efficiency.

As outlined in previous sections of the report, the project requires a variance to exceed the Maximum Building Height. Building height is measured using two standards: (1) a maximum vertical height of 27 feet, measured from the lowest point of the building to the highest point directly above, and (2) a maximum height of 35 feet, measured from the lowest pad elevation to the highest point of the building. These standards are mainly intended for residential use as this site and a majority of the Town is in the Residential-Agricultural Zoning District. Pinewood School has asserted that the application of the 27-foot height limit deprives it of the opportunity to appropriately modernize these outdated facilities.

Grading and Drainage
The Engineering Department has reviewed the civil/drainage plans and found that compliance with C.3 requirements for stormwater management can be addressed through conditions of approval.

The Engineering Department has provided their recommended conditions of approval (see Conditions #34 through #45, Attachment 1).

The grading quantities for the project include 60,200 cubic yards of cut and 43,000 cubic yards fill, for a total of 17,200 cubic yards of dirt to be exported.

Trees and Landscaping
Building Use Number of Stories Building Height (Vertical Plane) Building 100
(Proposed)
Administration,
classrooms,storage
Two-stories +
basement
33’-2”
Building 200
(Proposed)
Cafeteria,
classrooms
Two-stories 33’-3”
Building 300
(Proposed)
Classrooms Two-stories 33’-2”
Building 400
(Proposed)
Theater Single-story, small
portion with threestories
37’-5”
Gym
(Existing)
Gym Two-stories 29’-6”

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City Council Page 7
Pinewood School Upper Campus
March 19, 2026
The project proposes to remove a total of 76 non-protected trees, many of which are in the parking or circulation areas to be reconfigured. The project team has included a preliminary landscape screening plan identifying conceptual planting arrangements and plant palette, fencing, vehicles, and outdoor furniture.

Formal review of landscape screening will be deferred until framing of the new buildings, consistent with the standard site development practice. A standard condition of approval requiring submittal of a landscape screening application is included in Attachment 1. The Planning Commission is the default hearing authority and may identify specific areas of concern to be addressed in the landscape screening application.

Lighting
The project team submitted an exterior lighting design, photometric study, and accompanying narrative analyzing the site lighting against national, state, and local requirements. The design (Sheet E1.0 of the project plans) includes eight distinct light fixtures that include wall lights, step lights, recessed lights, pole lights, and bollards. Each fixture features directional shielding to prevent light spill beyond the property. Site lighting is provided across all areas of the school, with the exception of the tennis courts, quad, and turf field. The photometric study on Sheet E1.1 illustrates how the light from the proposed fixtures illuminate the ground surface, showing that lighting is concentrated on parking and pedestrian areas rather than driving lanes or gathering spaces.

The exterior lighting narrative (Attachment 9) notes that the design does not fully comply with several standards in the Town’s Outdoor Lighting Policy. These standards primarily apply to residential development rather than institutional or educational sites. Specifically, the narrative identifies noncompliance with the policy’s limits on lumens (light emissions), the number of light fixtures permitted in the setback, and the height of path lights, all of which are constrained by national and state code requirements. Staff acknowledges that lighting is increased near the parking lot adjacent to the side property line and supports efforts to reduce the number and/or height of bollards in this area.

A condition of approval has been prepared requiring the applicant to identify all lighting necessary to meet national and state code requirements. Any additional lighting beyond the minimum required will be reviewed in conjunction with the landscape screening application.

Noise
The project team submitted a noise study prepared by Salter, an acoustical consulting firm. The study included long-term ambient noise measurements conducted in December 2023 at each property line. The results indicate that existing ambient noise levels frequently exceed the 50 dBAlimit for daytime hours at the property line. The study further notes that an increase of 100 students would raise the overall noise level by 1.25 dB, which is considered unnoticeable. Pinewood School has since modified its request, reducing the proposed increase 100 students to 75 students. The study also concludes that traffic noise associated with the additional vehicle trips is expected to

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increase by approximately 1 dB, which is again considered unnoticeable. The full noise study and assessment is included as Attachment 10.

Traffic Study
The project team submitted a traffic and parking evaluation (Attachment 11) prepared by Kimley Horn. The traffic study estimates that the enrollment increase will generate 85 additional vehicle trips during the morning drop-off period and 63 during the afternoon pick-up period. Level of service (LOS) at the Fremont Road/Weston Drive entrance and the proposed exit driveway is expected to remain at LOS B or better. The new exit driveway, located approximately 355 feet east of the existing driveway, would reduce vehicle conflicts on Fremont Road. Existing parking demand utilizes 64 to 69 percent of capacity, and the proposed increase from 108 to 113 parking spaces is sufficient to meet future demand. The site plan also improves circulation by separating student loading and parking areas, adding pedestrian pathways, and providing a 280-foot loading zone that accommodates peak drop-off and pick-up demand.

Conditional Use Permit Amendment
As part of the Conditional Use Permit, Pinewood School requests modifications to existing conditions previously approved by City Council in 2003. Attachment 4 includes a matrix prepared by the project team proposing revisions to conditions related to student enrollment, full-time faculty, hours of operation, outdoor sound amplification, and ongoing permit review. These requested modifications are reflected in the draft conditions included as Exhibit B of Attachment 1 (resolution).

Town Committee Reviews
Environmental Design and Protection Committee (EDPC)
The Committee reviewed the application and visited the property in January 2026. The EDPC report (Attachment 7) identifies concerns related to stormwater runoff, traffic on Fremont Road, on-site parking, visual screening for neighboring properties, noise impacts, and outdoor lighting.

Many of these concerns are addressed through technical studies (traffic and parking, noise, outdoor lighting) or through conditions of approval (landscape screening and stormwater management compliance). However, staff supports modification to the parking lot lighting adjacent to Ortega Drive, if flexibility exists after meeting national and state code requirements.

Open Space Committee (OSC)
Pinewood School met with OSC on three occasions following the Planning Commission Study Session. At each meeting, the project team updated the Committee on its progress. A summary of OSC’s meeting with Pinewood School on January 9, 2026, is included as Attachment 8. The Committee has no further comments.

Pathways Committee
The Committee discussed the project in January 2026 and recommended that the existing path along Fremont Road is roughened for horses. It was also discussed that a berm be installed between

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Pinewood School Upper Campus
March 19, 2026
the pathway and edge of pavement to prevent cars from parking on the pathway. Alternatively, the existing log barrier could be replaced to prevent vehicular encroachment.

PLANNING COMMISSION RECOMMENDATION
On March 19, 2026, the Planning Commission reviewed the proposal at a duly noticed public hearing and voted 5-0-0 to recommend approval to the City Council, subject to conditions of approval. The Commission’s recommendation modifies conditions originally prepared by staff and adds new conditions, as follows:
• Revise COA 8 to reference COA 13, not 15
• Revise COA 32 to allow grading within ten feet of the property line as shown in the approved plans
• Add a condition requiring motion sensitive lighting and coordination with staff to determine specific locations to minimize lighting impacts to neighbors (see COA 25 and 26 in Attachment 1).
• Add a condition prohibiting pickleball at the site (see COA 14 in Attachment 1).

Additionally, the Planning Commission’s motion included the following recommendations to the applicant that are not included in the resolution:
• Encourage placement of above-ground transformers not to be seen from Fremont Road. • Encourage locker locations to be located to minimize noise impacts to neighbors.

ENVIRONMENTAL REVIEW
The proposed project has been reviewed for compliance with the California Environmental Quality Act (CEQA). The project qualifies for exemption under CEQA Guidelines Sections 15301 (Existing Facilities), 15302 (Replacement or Reconstruction), and 15314 (Minor Additions to Schools).
2024-25 CITY COUNCIL WORK PLAN:

This is not part of the 2024-25 City Council Work Plan, as new Conditional Use Permit applications are reviewed through the Town’s standard entitlement process.

FISCAL IMPACT:

There is no fiscal impact to the Town associated with the review of the Conditional Use Permit and Variance, as the applicant paid approximately $29,000 in application fees to cover staff and consultant time.

ATTACHMENTS

1. Resolution with Conditions of Approval

2. Current Conditions of Approval

3. Applicant Narrative

4. Applicant Response to Existing Conditions

5. Resident Outreach Log

6. Public Comment

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March 19, 2026

7. Environmental Design and Protection Committee Report, dated January 2026

8. Open Space Committee, dated January 2026

9. Exterior Lighting Narrative

10. Noise Assessment Summary

11. Traffic and Parking Evaluation

12. Applicant CEQA Exemption Justification Letter

13. Worksheets 1 and 2

14. Staff Report to the Planning Commission, dated February 5, 2026

15. Project Plans – Planning Commission only
Report prepared by: Jonathan Fox, Senior Planner

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Resolution CC _-26 Page 1
RESOLUTION CC _-26

RESOLUTION OF THE CITY COUNCIL OF THE TOWN OF LOS ALTOS HILLS

MAKING A CATEGORICAL EXEMPTION UNDER THE CALIFORNIA
ENVIRONMENTAL QUALITY ACT (“CEQA”) AND APPROVING A CONDITIONAL

USE PERMIT AND VARIANCE FOR THE REDEVELOPMENT OF A PRIVATE SCHOOL AT 26800 FREMONT ROAD AND IMPOSING CERTAIN CONDITIONS OF

APPROVAL
WHEREAS, on February 13, 2025, The Town of Los Altos Hills received an application for a Conditional Use Permit (CUP25-0004) from representatives of Pinewood School, for the demolition of existing buildings and construction of buildings at 26800 Fremont Road (“Project”); and
WHEREAS, the project is exempt from the provisions of the California Environmental Quality Act (CEQA) pursuant to Sections 15301 (Existing Facilities), 15302 (Replacement or Reconstruction), and 15314 (Minor Additions to Schools); and WHEREAS, the project application was processed in accordance with the applicable provisions of the California Government Code and the Los Altos Hills Municipal Code; and WHEREAS, on February 5, 2026, the Planning Commission held a duly noticed public hearing on the Project and considered all evidence, testimony, written documentation, and public comments and voted 5-0-0 to forward a recommendation of approval to the City Council; and NOW, THEREFORE, based on the entirety of the record before it, the City Council of the Town of Los Altos Hills hereby finds that the project is exempt from CEQA pursuant to Sections 15301 (Existing Facilities), 15302 (Replacement or Reconstruction), and 15314 (Minor Additions to Schools); and approve the Conditional Use Permit and Variance subject to the findings contained in Exhibit “A” and conditions contained in Exhibit “B” and incorporated herein by reference.

The above and foregoing Resolution was passed and adopted by the City Council of the Town of Los Altos Hills at a regular meeting held on the 19th day of March 2026 by the following vote:

AYES:

NOES:

ABSTAIN:

ABSENT:

By: ___________________________________
Rajiv Bhateja, Mayor
ATTEST:
____________________________________
Arika Miller, City Clerk
ITEM 7A ATTACHMENT 1

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EXHIBIT “A”

CONDITIONAL USE PERMIT FINDINGS OF APPROVAL
The City Council finds that:
(1) The proposed use of facility is properly located in relation to the community as a whole, land uses, and transportation and service facilities in the vicinity; The project site will continue to accommodate Pinewood School, a private school with a maximum enrollment of 375 students. The school is appropriately located along Fremont Road, a collector roadway, to facilitate the vehicle trips associated with morning drop-off and afternoon pick-up period. The campus is also suitably situated with emergency access provided on both sides of the property via Ortega Drive and Ascension Drive. (2) The site for the proposed use is adequate in size and shape to accommodate the proposed use and all yards, open spaces, walls and fences, parking, loading, landscaping, and such other features as may be required by this chapter or, will be needed to assure that the proposed use will be reasonably compatible with land uses normally permitted in the surrounding area; The project site is approximately 7 acres in size and is currently developed and operated as private school. The proposed project involves modernization and expansion of an existing campus that was established in the 1970s. The site is adequate in size and configuration to maintain the overall site layout while allowing for building expansion and improvements to parking and vehicular circulation. The project site is also of sufficient size to accommodate the proposed buildings in compliance with required setbacks and to provide landscape screening that ensures compatibility with adjacent residential properties. (3) The site for the proposed use will be served by streets and highways of adequate width and pavement to carry the quantity and kind of traffic generated by the proposed use; and The site is adequately served by Fremont Road for ingress and egress. A traffic and parking evaluation prepared by Kimley Horn concludes that Level of Service (LOS) will maintain a B rating following the increased student enrollment. The evaluation also concludes that the addition of a new driveway on Fremont Road will reduce vehicular conflicts. (4) The proposed use will not adversely affect the abutting property or the permitted use thereof.

The project proposes continued use of the site as a private school with modernization and expansion of existing facilities. Potential impacts related to traffic, parking, noise, lighting, and visual character have been evaluated through technical studies and staff review. These studies indicate that the project would result in minimal changes to existing conditions and would not create significant adverse impacts to adjacent residential properties. Conditions of approval, including landscape screening, lighting controls, and operational limitations, are included to ensure compatibility with surrounding uses. Accordingly, the proposed use would not adversely affect abutting properties or their permitted uses.

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VARIANCE FINDINGS OF APPROVAL
The City Council finds that:
(1) Because of exceptional or extraordinary circumstances applicable to the subject property, including size, shape, topography, location, or surroundings, the strict application of the ordinance is found to deprive the property of privileges enjoyed by other properties in the vicinity and under identical zoning classifications:

The project requests several variances, including encroachments into the required 40-foot front setback and 30-foot side setbacks; exceeding the Maximum Development Area, Maximum Floor Area, and the 27-foot building limit; and exceeding the ground coverage limits for conditional uses. These development standards are primarily intended for residential uses within the Residential-Agricultural (R-A) zoning district. The Municipal Code provides no flexibility for institutional/educational uses in the R-A zoning district, other than through the variance process. Given Pinewood School’s operational needs, a strict application of these standards would significantly limit the school’s ability to modernize its campus.
(2) That upon granting of the Variance, the intent and purpose of the ordinance will still be served, and the recipient of the Variance will not be granted special privileges not enjoyed by other surrounding property owners:

The granting of the requested variances will not constitute a special privilege, as the constraints on institutional/educational uses in the Residential-Agricultural (R-A) zoning district are unique and significantly limit the opportunity to modernize the school campus. (3) That granting the Variance will not be materially detrimental to the public welfare or injurious to the property, improvements or uses within the immediate vicinity and within the same zoning district;
Potential impacts related to traffic, parking, noise, lighting, and visual character have been evaluated through technical studies and staff review. These studies indicate that the project would result in minimal changes to existing conditions and would not create significant adverse impacts to adjacent residential properties. Conditions of approval, including landscape screening, lighting controls, and operational limitations, are included to ensure compatibility with surrounding uses. Accordingly, the proposed use would not adversely affect abutting properties or their permitted uses.
(4) That the Variance will not allow a use or activity which is not expressly authorized by the Zoning Ordinance:

Grant of a variance to these development standards will allow Pinewood School to continue to provide an essential service to the residents of the Town of Los Altos Hills. Private schools are conditional uses within the R-A zoning district.

EXHIBIT “B”

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CONDITIONS OF APPROVAL*/**/***
Pinewood School – 26800 Fremont Road – File# CUP25-0004 *(“Year”) denote the date that the condition was originally applied or last modified. **Conditions 1 – 14 are ongoing and relate to the use of the property, in general. ***Conditions 15 – 60 are specific to the permitting requirements for the subject amendment (File No. CUP25-0004).

GENERAL CONDITIONS

1. Any alteration, demolition, reconstruction or additions to the structures on the site shall require an amendment to the Use Permit. The Planning Director may, at any time, schedule a review or revocation hearing before the Planning Commission regarding the Use Permit, if any condition of approval is not being met or the facility is being used inconsistently with the approved use or in violation of Town Municipal codes. (2003)

2. Staff, Planning Commission, and City Council shall conduct a review of this Conditional Use Permit every ten (10) years to assure compliance with conditions and all conditions shall be subject to amendments and/or additional conditions to assure that the public health, safety and general welfare are protected and that the objectives of the General Plan and Zoning Ordinance are served, as deemed necessary by the Planning Commission and City Council. (2026).

3. The life of this permit shall run with the Pinewood Private School lease or ownership of the subject property, or until this lease is amended or cancelled. (2003)

4. Enrollment shall not exceed 375 pupils. (2026)

5. The number of full-time equivalent faculty shall not exceed 70. (2026)

6. General hours of operation when students are present shall not be earlier than 7:30 a.m. or later than 7:00 p.m., except as allowed in Condition 8. (2026)

7. Indoor activities such as sport activities, performing arts activities, social activities, and special events shall end no later than 9:30 p.m. during the academic school year. Outdoor activities such as sport activities or other noise-generating events shall not be allowed on the soccer field prior to 7:30 a.m. or after 7:00 p.m. on weekdays or at any time on weekends, except for those twelve (12) events separated allowed under Condition 15. (2026)

8. Outdoor sound amplification shall be allowed up to twelve (12) times per year for periods of no more than four (4) hours per day between the hours of 8:00 a.m. to 7:00 p.m., except as allowed under Condition 13. (2026)

9. Whenever students of the institution are present on the campus, one faculty or staff member shall be present. (2003)

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10. All faculty, staff, and student parking shall occur on the premises. If there should be a need to provide additional parking area, then the owner or lessee shall apply to the Town for appropriate permits. (2003)

11. School authorities shall make every effort to have students embark and disembark within school property. There shall be no additional unnecessary traffic circulation during regular school hours. (2003)

12. All requirements of the Fire Department and Health Department shall be complied with as part of this Use Permit. (2003)

13. Events put on exclusively by the applicant, for the benefit of the applicant, shall be limited to twelve (12) days per calendar year and shall be concluded no later than the hour of 11:00 p.m. on weeknights, and 12:00 midnight on Friday or Saturday evenings. (2003)

14. Pickleball is not permitted at the site. (2026)
PLANNING:

15. No other modifications to the approved plans submitted on October 3, 2025, are allowed except as otherwise first reviewed and approved by the Community Development Director or the Planning Commission, depending on the scope of the changes.

16. All conditions of approval shall be printed on plans submitted for building permit plan check.

17. The project is subject to the Town’s Construction Time Limit Ordinance (Chapter 10, Title VIII of the Municipal Code). The maximum time for completion of the project shall be set by said policy and run from date of Building Permit issuance. Any extensions to the time for completion shall be subject to said policy. Failure to complete the project in the allotted time with approved extensions may result in substantial penalties and fees per the policy.

19. Roof eaves of all structures shall not encroach into the required side and rear yard setbacks.

The roof eaves shall be shown on the site and civil plans in the construction drawings.

20. No new fencing is approved with this site development permit. Any additional or modified fencing or gates shall require review and approval by the Community Development Department with the required landscape screening plan and prior to installation.

21. All exterior lighting fixtures shall be down directed or shielded non-movable fixtures and shall not exceed 3,000 Kelvins and 600 lumens. Exterior lighting on the new structure shall be designed for compliance with the Town’s Outdoor Lighting Policy. The construction

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drawings shall be revised to include an outdoor lighting plan for Community Development Department staff review and approval.

22. Skylights, if utilized, shall be designed and constructed to reduce emitted light (tinted or colored glass, or other material). No lighting may be placed within skylight wells.

23. All construction shall comply with the applicable California Green Building Standards Code, Part 11, Title 24 mandatory measures in effect at the time of building permit application. The property owner shall provide a CALGreen Non-Residential Checklist demonstrating conformance with all applicable mandatory measures at time of building permit submittal.

24. All construction shall comply with 2022 California Building and Fire Code for construction within wildland urban interfaces. (Materials and Construction Methods for Exterior Wildlife Exposure).

25. Prior to issuance of a building permit, the applicant shall submit revised construction drawings identifying all exterior lighting necessary to meet national and state code requirements. Any additional lighting beyond the minimum required shall be reviewed in conjunction with the landscape screening application. The applicant shall coordinate with Community Development Department staff to determine specific locations to minimize lighting impacts to neighbors.

26. Prior to issuance of a building permit, the applicant shall submit revised construction drawings identifying that all exterior lighting is motion sensitive for Community Development Department staff review and approval.

27. The applicant’s Geotechnical Consultant shall review and approve all geotechnical aspects of the project building and grading plans (i.e., site preparation and grading, site surface and subsurface drainage improvements, and design parameters and layouts for foundations, retaining walls, etc.) to ensure that their recommendations have been properly incorporated.

The Geotechnical Consultant shall specifically review the grading plans and confirm with the Project Civil Engineer that the indicated grading volumes are correct, and if so, where the majority of the cuts and fills will be located, and evaluate if additional recommendations are warranted. The results of the geotechnical plan review shall be summarized by the Geotechnical Consultant in a letter and submitted to the Town prior to issuance of building permits.

28. Prior to beginning any grading operation, all significant trees, particularly any heritage oak trees, are to be fenced at the drip line. The fencing shall be of a material and structure (chainlink) to clearly delineate the drip line. Town staff must inspect the fencing and the trees to be fenced prior to commencement of any grading. The property owner shall call for said inspection at least three days in advance of the inspection. The fencing must remain throughout the course of construction. No storage of equipment, vehicles or debris shall be allowed within the drip lines of these trees. Existing perimeter plantings shall be fenced and retained throughout the entire construction period.

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29. After completion of rough framing or at least six (6) months prior to scheduling a final inspection, the applicant shall submit landscape screening and erosion control plans for review by the Planning Commission. The application for landscape screening and erosion control shall be accompanied by the applicable fee and deposit. The plans shall be reviewed at a noticed public hearing. Attention shall be given to plantings which will be adequate to break up the view of the new structures from surrounding properties and streets. All landscaping required for screening purposes and for erosion control (as determined by the City Engineer) must be installed prior to final inspection of the new structure. The landscape screening plan shall comply with Section 10-2.809 (water efficient landscaping) of the Los Altos Hills Municipal Code.

30. A $5,000 landscape maintenance and water usage deposit shall be paid to the Town prior to final inspection of the new structure. Two years after the project has been completed, the applicant shall furnish staff with the last 12 months of water usage for the property and conduct a site inspection to ensure installed landscape screening is still present and has been adequately maintained. Inadequate maintenance of installed landscape screening and/or water usage greater than the annual usage indicated on the approved parcel water budget worksheet, may result in complete forfeiture of this deposit.

31. The Geotechnical Consultant shall inspect, test (as needed), and approve all geotechnical aspects of the project construction. The inspections shall include, but not necessarily be limited to: site preparation and grading, site surface and subsurface drainage improvements, excavations for foundations and retaining walls prior to the placement of steel and concrete.

The results of these inspections and the as-built conditions of the project shall be described by the Geotechnical Consultant in a letter and submitted to the Town for review prior to requesting the final inspection.

32. Prior to requesting the final inspection, a registered civil engineer or licensed land surveyor shall certify in writing and state that “the height of each new structure complies with the proposed maximum structure height, as illustrated on the approved building permit plans”.

The applicant shall submit the stamped and signed letter(s) to the Community Development Department prior to requesting a final inspection.

33. Prior to requesting the final inspection, a registered civil engineer or licensed land surveyor shall certify in writing and state that “the location of the structure and roof eaves, are no less than 40’ from the front property line and 30’ from the side and rear property lines.” The elevation of the new structure shall be similarly certified in writing to state that “the elevation of the new structure matches the elevation and location shown on the Site Development plan.” The applicant shall submit the stamped and signed letter(s) to the Community Development Department prior to requesting a final inspection.

ENGINEERING DEPARTMENT

34. Any, and all, changes to the approved Grading and Drainage plan shall first be approved by the Town Engineering Department. No grading shall take place during the grading moratorium (October 1st to April 30th) except with prior approval from the City Engineer.

Grading is permitted within 10 feet of the property line as shown in the approved plans.

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35. An encroachment permit shall be obtained from the Public Works Department for all work proposed in the public right-of-way. No work within the public right-of-way shall commence without an encroachment permit.

36. All public utility services serving the new structure shall be placed underground. The applicant should contact PG&E immediately after issuance of building permit to start the application process for undergrounding utilities which can take up to 6-8 months.

At Building Plan Check

37. Final Grading, Drainage, and Stormwater Control Plans shall be submitted for review and approval by the Engineering Department. The final plans must comply with applicable stormwater treatment requirements (C.3 requirements).

38. The property owner shall enter into a Stormwater Control Maintenance Agreement with the Town. The agreement must be signed and notarized by the property owner and submitted to the Town prior to acceptance of plans for building plan check.

39. The final Site Plan and Civil Plans must address all traffic-related comments identified in the Traffic Patterns memorandum dated November 14, 2025.

40. The final Site Plan and Civil Plans shall include a new Town-standard roadside path (Type 2B) along Fremont Road. The path shall provide a minimum two-foot (2’) separation from the existing chain-link fence and include a wood log barrier between the roadway edge and pathway to prevent vehicular encroachment.

41. High resolution, color photos documenting existing roadway and pathway conditions shall be uploaded to the Town’s Trakit system.

Prior To Final Inspection

42. The property owner shall construct a Type 2B pathway along Fremont Road to the satisfaction of the Engineering Department prior to final inspection. An encroachment permit from the Public Works Department shall be obtained prior to commencement of work.

43. The Engineer of Record shall observe the installation of the drainage system, construction of the energy dissipators, and completion of the grading activities and state that items have been installed and constructed per the approved plans. A stamped and signed letter shall be prepared and submitted to the Town prior to final inspection.

44. 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.

45. The property owner shall inform the Town of any damage and shall repair any damage caused by the construction of the project to pathways, private driveways, and public and private roadways prior to final inspection.

FIRE DEPARTMENT

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46. Review of this Developmental proposal is limited to acceptability of site access, water supply and may include specific additional requirements as they pertain to fire department operations, and shall not be construed as a substitute for formal plan review to determine compliance with adopted model codes. Prior to performing any work, the applicant shall make application to, and receive from, the Building Department all applicable construction permits.

47. Existing gymnasium will have true fire separation according sheet A0.11 General Note #8.

48. Fire alarm as a deferral submittal note on sheet G0.00.

49. Fire Sprinklers Required: (As Noted on Sheet G0.00) Approved automatic sprinkler systems in new and existing buildings and structures shall be provided in the locations described in this Section or in Sections 903.2.1 through 903.2.12 whichever is the more restrictive and Sections 903.2.14 through 903.2.21. For the purposes of this section, firewalls and fire barriers used to separate building areas shall be constructed in accordance with the California Building Code and shall be without openings or penetrations.

50. Public/Private Fire Hydrant(s) Required: Provide public/private fire hydrant(s) at location(s) to be determined jointly by the Fire Department and Purissima Hills Water District. Maximum hydrant spacing shall be 500 feet, with a minimum single hydrant flow of 1500 GPM at 20 psi, residual. Fire hydrants shall be provided along required fire apparatus access roads and adjacent public streets. CFC Sec. 507, and Appendix BB and associated Tables, and Appendix CC.

51. Fire Hydrant Systems Required: (As Noted on Sheet G0.00 and A0.20) Where a portion of the facility or building hereafter constructed or moved into or within the jurisdiction is more than 400 feet from a hydrant on a fire apparatus access road, as measured by an approved route around the exterior of the facility or building, onsite fire hydrants and mains shall be provided where required by the fire code official. Exception: For Group R-3 and Group U occupancies equipped throughout with an approved automatic sprinkler system installed in accordance with Section 903.3.1.1,903.3.1.2 or 903.3.1.3, the distance requirement shall be not more than 600 feet. [CFC, Section 507.5.1].

52. Required Fire Flow: The minimum require fireflow for this project is 1500 Gallons Per Minute (GPM) at 20 psi residual pressure. This fireflow assumes installation of automatic fire sprinklers per CFC [903.3.1.3]

53. Fire Apparatus (Engine)Access Roadway Required: (As Noted on Sheet A0.20) Provide an access roadway with a paved all-weather surface, a minimum unobstructed width of 20 feet, vertical clearance of 13 feet 6 inches, minimum turning radius of 30 feet inside and 50 feet outside, and a maximum slope of 15%. Surface shall be capable of supporting 75K pounds. Installations shall conform to Fire Department Standard Details and Specifications sheet A-1. CFC Sec. 503.

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54. Fire Department Connection: (As noted on sheet C7.0) The fire department connection (FDC) for the structure in support of the sprinkler system shall be installed at the street on the street address side of the building. It shall be located within 100 feet of a public fire hydrant and within ten (10) feet of the main PIV (unless otherwise approved by the Chief due to practical difficulties). FDC's shall be equipped with a minimum of two (2), two-andone-half (2- 1/2”) inch national standard threaded inlet couplings. Orientation of the FDC shall be such that hose lines may be readily and conveniently attached to the inlets without interference. FDC's shall be painted safety yellow [SCCFD, SP-2 Standard].

55. Knox Key Boxes/Locks Where Required for Access: (As Noted on Sheet A0.20) Where access to or within a structure or an area is restricted because of secured openings or where immediate access is necessary for lifesaving or firefighting purposes, the fire code official is authorized to require a key box to be installed in an approved location. The Knox Key Box shall be a of an approved type and shall contain keys to gain necessary access as required by the fire code official. Locks. An approved Knox Lock shall be installed on gates or similar barriers when required by the fire code official. Key box maintenance. The operator of the building shall immediately notify the fire code official and provide the new key when a lock is changed or re-keyed. The key to such lock shall be secured in the key box. [CFC Sec. 506].

56. Buildings and Facilities Access: (As note on sheet A0.20) Approved fire apparatus access roads shall be provided for every facility, building or portion of a building hereafter constructed or moved into or with the jurisdiction. The fire apparatus access road shall comply with the requirements of this section and shall extend to within 150 feet of all portions of the facility and all portions of the exterior walls of the first story of the building as measured by an approved route around the exterior of the building or facility. [CFC, Section 503.1.1]. AMMR PC 250933 non applicable. Sheet A0.20 demonstrate site topography, minimal evacuation changes, large open space around buildings, and multiple access points to buildings. Extension is granted.

57. Two-way Communication System: (As Noted on Sheet G0.00) Two-way communication systems shall be designed and installed in accordance with NFPA 72 (2022 edition), the California Electrical Code (2022 edition), the California Fire Code (2022 edition), the California Building Code (2022 edition), and the city ordinances where two way system is being installed, policies, and standards. Other standards also contain design/installation criteria for specific life safety related equipment. These other standards are referred to in NFPA 72.

58. Turning Radius (Circulating): (As Noted on Sheet A0.20) The minimum inside turning radius is 30 feet and outside turning radius is 50 feet for required access roadways. Greater radius up to 60 feet may be required where the Fire Department determines that Ladder Truck access is required. Circulating refers to travel along a roadway without dead ends.

59. Timing of installation: When fire apparatus access roads or a water supply for fire protection is required to be installed, such protection shall be installed and made serviceable prior to and during the time of construction except when approved alternative methods of protection are provided. Temporary street signs shall be installed at each street intersection when construction of new roadways allows passage by vehicles in accordance with Section 505.2. Construction documents. Construction documents for proposed fire apparatus access, location of fire lanes,

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security gates across fire apparatus access and construction documents and hydraulic calculations for fire hydrant systems shall be submitted to the fire department for review and approval prior to construction. CFC Sec. 501.3, 501.4.

60. Water Supply Requirements: Potable water supplies shall be protected from contamination caused by fire protection water supplies. It is the responsibility of the applicant and any contractors and subcontractors to contact the water purveyor supplying the site of such project, and to comply with the requirements of that purveyor. Such requirements shall be incorporated into the design of any water-based fire protection systems, and/or fire suppression water supply systems or storage containers that may be physically connected in any manner to an appliance capable of causing contamination of the potable water supply of the purveyor of record. Final approval of the system(s) under consideration will not be granted by this office until compliance with the requirements of the water purveyor of record are documented by that purveyor as having been met by the applicant(s). 2025 CFC Sec. 903.3.5 and Health and Safety Code 13114.7.

61. Address identification: New and existing buildings shall have approved address numbers, building numbers or approved building identification placed in a position that is plainly legible and visible from the street or road fronting the property. These numbers shall contrast with their background. Where required by the fire code official, address numbers shall be provided in additional approved locations to facilitate emergency response. Address numbers shall be Arabic numbers or alphabetical letters. Numbers shall be a minimum of 6 inches high with a minimum stroke width of 0.5 inch (12.7 mm). Where access is by means of a private road and the building cannot be viewed from the public way, a monument, pole or other sign or means shall be used to identify the structure. Address numbers shall be maintained. CFC Sec. 505.1.

62. Construction Site Fire Safety: All construction sites must comply with applicable provisions of the CFC Chapter 33 and our Standard Detail and Specification S1-7. Provide appropriate notations on subsequent plan submittals, as appropriate to the project. CFC Chp. 33.

Please refer to the Conditions of Project Approval set forth herein. If you believe that these conditions impose any fees, dedications, reservation or other exactions under the California Government Code Section 66000, you are hereby notified that these Conditions constitute written notice of a statement of the amount of such fees, and/or a description of the dedications, reservations, and other exactions. You are hereby further notified that the 90-day approval period in which you may protest such fees, dedications, reservations, and other exactions, pursuant to Government Code Section 66020(a), has begun. If you fail to file a protest within this 90-day period complying with all requirements of Section 66020, you will be legally barred from later challenging such exactions.

Upon completion of the construction, a final inspection shall be required to be set with the Community Development and Engineering Departments two weeks prior to final building inspection approval.

NOTE: The Conditional Use Permit is valid for one year from the approval date. All required building permits must be obtained within that year and work completed per the Town’s Construction Time Limit Ordinance (Chapter 10, Title VIII of the Municipal Code).

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Resolution CC _-26 Page 12
The maximum time for completion of the project shall be set by said policy and run from date of Building Permit issuance.

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Item 7A Attachment 2

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UPPER CAMPUS | 26800 Fremont Road, Los Altos, CA 94022 | 650-209-3010 | www.pinewood.edu June 13, 2025
Jonathan Fox
Associate Planner
The Town of Los Altos Hills
26379 Fremont Road
Los Altos Hills, CA 94022
Dear Jonathan:

On behalf of the Pinewood School (Pinewood) community, I am pleased to re-submit our formal application for the modernization of our campus located at 26800 Fremont Road in Los Altos Hills, CA (Project) with responses to the first round of staff comments, questions, and direction.

Pinewood would like to thank you and Town staff for your partnership as we approach this important project with the flexibility required to evaluate the modernization of a public school site within the constraints of the Town’s residential zoning codes and objective design standards.

Our work is further guided by the fact that this site is owned by the Palo Alto Unified School District (PAUSD) and also under the jurisdiction of the State of California Division of the State Architect (DSA), which requires an additional layer of building codes and accessibility standards to ensure the safety and accessibility of public facilities.

We recognize the need for several variances to be considered in order for this Project to be approved, as well as be viable as a modern educational facility that could one day be occupied again by PAUSD. With good reason, the Planning Commission and City Council have a history of carefully evaluating any requests for variances, but we would like to emphasize that this Project is unique, will do no harm by modernizing an existing school campus, will not set any precedents for future residential projects, and will result in significant improvements for immediate neighbors and the broader community.

Our team looks forward to the Town’s review of our re-submittal and meeting to identify next steps.

Please let me know if you have any questions at this time and our project team looks forward to working with you and the Town as you continue to process and evaluate our formal application.

Sincerely,
Scott Riches
President and Head of School
Pinewood School
ITEM 7A ATTACHMENT 3

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BACKGROUND
The Town of Los Altos Hills (Town) was incorporated in 1956 to ensure the “preservation of the rural atmosphere of the foothills and orderly and unhurried growth” in response to intensive urbanization planned for Santa Clara County at that time. Around this same time, the Palo Alto Unified School District (PAUSD) had also constructed Fremont Hills Elementary School at 26800 Fremont Road.

The Zoning Code of the Town of Los Alto Hills (Zoning) was adopted to protect and guide the residential growth and expansion of the Town in an orderly manner, consistent with the General Plan and true to the rural residential character of the community. The Zoning and General Plan do contemplate public/private services and institutional uses, such as the schools, religious facilities, fire stations, and community centers needed to locally serve residents; however, all of the Town’s development standards being used to evaluate the Pinewood School Upper Campus Modernization Project application (Project) are written for the Town’s Residential-Agricultural (R-A) Zoning District This is an unusual circumstance because most jurisdictions have zoning mechanisms, such as planned developments, etc., that allow for custom development standards and avoid the need for a project’s reliance on variances.

Therefore, under the Town’s zoning rules, the Project necessitates exceptions from numerous R-A Zoning District development standards, which, under the Town’s current Zoning, require variances due to the fundamental incompatibility of the school’s institutional use with the R-A development standards. In other words, the Town’s Zoning does not have appropriate development standards for a typical school use; therefore, the Project must seek the relief of variances to accommodate its unique development needs as a school.

CALIFORNIA BUILDING CODE AND SCHOOL MODERNIZATION PROJECTS Since the mid-1970’s, when PAUSD closed the Fremont Hills Elementary School, the public school site has been leased to Pinewood School (Pinewood) for the operation of a private middle and high school. Since that time, through a series of leases, Pinewood has operated continuously on the site making only limited upgrades to the original campus layout and design, as required by law for fire and life safety and limited accessibility, along with the conversion of the former cafeteria to a theatre, the construction of a gym, addition of tennis courts, and installation of a turf field.

Additionally, due to the operation of the PAUSD school site as a private school, the facility has not benefitted from any facility or infrastructure upgrades funded by the three facility bond measures passed by PAUSD voters since 1998.

The Project proposes an upgrade of the entire campus, except for the existing gym, which was constructed in the 1980s. Additionally, consistent with State of California (State) laws and regulations, the school site must be brought up to current State standards for a public school facility in the event it should ever be used in the future by PAUSD as a public school site at the end of the lease term.

The Project will require review, conformance, and approval by both the Town and the State. The California Building Code (CBC), specifically Title 24, along with Title 5, sets the standards for school construction in California, ensuring safety, accessibility, and educational appropriateness. The Division of the State Architect (DSA) plays a crucial role in reviewing and approving plans for K-12 schools and community colleges, ensuring compliance with these codes. Below is a summary of the role of the State in this Project:

Title 24: California Building Standards Code
• Scope: Title 24, Part 2, is the primary building code regulating the design, construction, and use of buildings and structures in California, including schools. • Focus: It addresses fire and life safety, structural integrity, and accessibility. • DSA's Role: The DSA, part of the California Department of General Services (DGS), reviews school construction projects to ensure compliance with Title 24.

Title 5: California Code of Regulations

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• Focus: Title 5, specifically Chapter 3, outlines standards for the development of plans for the design and construction of school facilities.
• Flexibility: Title 5 provides school districts with a framework for planning, construction, and design while allowing for flexibility.

The California Department of Education (CDE) plays a key role in interpreting and implementing these standards. Key Requirements for School Construction:
• Site Selection: Schools must be located in areas that are safe and accessible, avoiding hazards like above-ground tanks or pipelines.
• Building Design: Classrooms must meet specific square footage requirements and be designed for optimal learning environments.
• Means of Egress: Schools must have adequate exit routes and separation of paths for fire safety. • Accessibility: Buildings must be designed to accommodate individuals with disabilities.

DSA's Oversight:
• Plan Review: DSA reviews plans for K-12 schools, community colleges, and other state-owned facilities.
• Construction Oversight: DSA staff conducts site visits to ensure plans are followed and that construction meets code requirements.
• Certification: DSA certifies completed construction projects, ensuring compliance with building codes.

PINEWOOD RESPONSES TO TOWN STAFF COMMENTS ON VARIANCE REQUESTS AND POLICY

EXCEPTIONS
The chart below outlines the Project’s satisfaction of the Town’s variance findings pursuant to Zoning Code section 10-1.1007(2)(b)(1-4) as set forth below.

The responses in the following table track to the Town’s variance findings:

1. That, because of exceptional or extraordinary circumstances applicable to the subject property, including size, shape, topography, location or surroundings, the application of the provisions of this title is found to deprive such property of privileges enjoyed by other properties in the vicinity and under identical zoning classification;

2. That upon the granting of the variance, the intent and purpose of the applicable sections of this title will still be served and the recipient of the variance will not be granted special privileges not enjoyed by other surrounding property owners;

3. That the granting of such variance will not be materially detrimental to the public welfare or injurious to the property, improvements or uses within the immediate vicinity and within the same zoning district;

4. That the variance will not authorize a use or activity which is not otherwise expressly authorized by the zoning district regulations governing the parcel or property.

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Variance Request: Maximum Floor Area (MFA)
Applicant Response:

Allowed MFA Per Worksheet #1: 42,498 sf
Existing campus MFA is: 46,968 sf
Proposed campus MFA is: 96,287 sf
Variance Findings:
1) The Pinewood School is subject to the exceptional and extraordinary circumstance of being a longstanding institutional use in a single family home zoning district. The existing school was constructed in the 1950’s as an elementary school for Palo Alto Unified School District (PAUSD). PAUSD surplused the property and Pinewood School has operated on the site ever since the early 1970s. Pinewood currently exceeds the allowable floor area because it is a school use, not a single family home.

Pinewood serves 300 students, grades 7-12. The existing classrooms, theater, and ancillary student spaces are small and outdated, and are not operating at optimal operational and code standards for schools. The ability to upgrade the campus with increased MFA will provide for right-sized classrooms, student support spaces, and administrative spaces to better serve the student population. Consequently, the application of the Town’s current MFA requirements would deprive Pinewood from the opportunity to modernize these outdated school facilities under the Town’s strict residential zoning rules. 2) The granting of this variance for MFA will ensure that the intent and purpose of the MFA requirements will still be served because Pinewood is surrounded by single family homes that do not require additional MFA and Pinewood will not be granted “special privileges” not enjoyed by other surrounding property owners because it is a long-standing school use in a residential zone, which sets the use apart from the existing residential uses.
3) The granting of this variance will not be materially detrimental to the public welfare or injurious to the property, improvements or uses within the immediate vicinity and within the same zoning district because the Project will be enhancing the tree canopy on the periphery of the campus, landscaping gaps along the fence-line, and increasing setbacks from property lines.4) The variance will not authorize a use or activity which is not otherwise expressly authorized by the zoning district regulations governing the parcel because the institutional use is allowed in the R-A zone as designated by the General Plan.

Variance Request: Maximum Development Area (“MDA”)
Applicant Response:

Allowed MDA per Worksheet #1: 106,245 sf
Existing campus MDA is: 170,498 sf
Proposed campus MDA is: 216,042 sf
Variance Findings:
1) The Pinewood School is subject to the exceptional and extraordinary circumstance of being a longstanding institutional use in a single family home zoning district. The existing school was constructed in the 1950’s as an elementary school for Palo Alto Unified School District (PAUSD). PAUSD surplused the property and Pinewood School has operated on the site ever since the early 1970s.

Pinewood currently exceeds the allowable MDA because it is a school use, not a single-family home. In addition to the school’s buildings, the existing campus consists of four tennis courts, a parking lot for 107 vehicles, basketball court, playing field, an artificial turf quad, and various walkways and sitting areas for

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students—all of which are components unique to a school, not a residence. Consequently, the application of the Town’s current MDA requirements would deprive Pinewood from the opportunity to modernize these outdated school facilities under the Town’s strict residential zoning rules. 2) The granting of this variance for MDA will ensure that the intent and purpose of the MDA requirements will still be served because Pinewood is surrounded by single family homes that do not require additional MDA and Pinewood will not be granted “special privileges” not enjoyed by other surrounding property owners because it is a long-standing school use in a residential zone, which sets the use apart from the existing residential uses.
3) The granting of this variance will not be materially detrimental to the public welfare or injurious to the property, improvements or uses within the immediate vicinity and within the same zoning district because the Project will be enhancing the tree canopy on the periphery of the campus, landscaping gaps along the fence-line, and increasing setbacks from property lines. 4) The variance will not authorize a use or activity which is not otherwise expressly authorized by the zoning district regulations governing the parcel because the institutional use is allowed in the R-A zone as designated by the General Plan.

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Variance Request: Front and Side Setbacks
Applicant Response:

Sec. 10-1.505 in the municipal code states: “No structure, nor portion thereof, other than driveways, including necessary backup areas; walkways; minor ornamental garden structures subject to the height limits specified in Section 10-1.504(f); fences; driveway light fixtures, limited to one fixture on each side of a driveway, for a maximum of two fixtures per lot, subject to the height limits specified in Section 10-

1.504(h); or underground utility facilities, shall be constructed, altered, or maintained so as to be located between the property line and any setback line, except as otherwise permitted by the provisions of this chapter.”
Variance Findings:
1) The Pinewood School is subject to the exceptional and extraordinary circumstance of being a longstanding institutional use in a single family home zoning district. The existing school was constructed in the 1950’s as an elementary school for Palo Alto Unified School District (PAUSD). PAUSD surplused the property and Pinewood School has operated on the site ever since the early 1970s.

The current front setback for the property is 40 feet. The existing configuration of the driveway entrance and exits, two drive lanes, 30 parking spaces, and trash enclosure likely pre-dated the Town’s setback rules (or the PAUSD was exempt from them), so they now are located within this front setback area. The Project intends to re-configure this area within the setback to improve traffic circulation and increase parking, which will help alleviate queuing onto the intersection at Fremont Road/Weston Drive.

Consequently, the application of the Town’s current setback requirements would deprive Pinewood of the opportunity to improve site circulation, ingress/egress and parking. Moreover, the granting of the variance will allow the Project to create a new, separate exit from the campus that will benefit the neighborhood by alleviating traffic congestion at the current four-way stop sign. 2) The granting of this setback variance will ensure that the intent and purpose of the setback requirements will still be served because Pinewood is surrounded by single family homes that do not require similar setback relief and Pinewood will not be granted “special privileges” not enjoyed by other surrounding property owners because it is a long-standing school use in a residential zone, which sets the use apart from the existing residential uses.
3) The granting of this variance will not be materially detrimental to the public welfare or injurious to the property, improvements or uses within the immediate vicinity and within the same zoning district because the Project will improve circulation and parking, which in turn will help with queuing and cars parking on the shoulder of Fremont Road. Moreover, the parking spaces and drive lanes will be below grade of the street, thereby out of visual site and the Project will include landscape screening to create a visual barrier at the property line.
4) The variance will not authorize a use or activity which is not otherwise expressly authorized by the zoning district regulations governing the parcel because the institutional use is allowed in the R-A zone as designated by the General Plan.

Variance Request: Grading within 10 feet of a Property Line Applicant Response:

Sec. 10-2.407 in the municipal code states: “No grading shall be permitted within 10 feet of any property line and public or private road right-of-way easement, except as required for construction of pathways, to allow access for driveways where they cross a property line, or within a panhandle.” Variance Findings:

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1) The Pinewood School is subject to the exceptional and extraordinary circumstance of being a longstanding institutional use in a single family home zoning district. The existing school was constructed in the 1950’s as an elementary school for Palo Alto Unified School District (PAUSD). PAUSD surplused the property and Pinewood School has operated on the site ever since the early 1970s.

The Project must grade and build a retaining wall within 10 feet of the property line in order to create the space necessary to improve both parking and site circulation, which will alleviate the queuing of cars on Fremont Road during pick-up and drop-off. Consequently, the application of this 10 foot standard would deprive Pinewood of the opportunity to improve site circulation, ingress/egress and parking. Moreover, the granting of the variance will allow the Project to create a new, separate exit from the campus that will benefit the neighborhood by alleviating traffic congestion at the current four-way stop sign. 2) The granting of this variance will ensure that the intent and purpose of the grading requirements will still be served because Pinewood is surrounded by single family homes that do not require similar relief and Pinewood will not be granted “special privileges” not enjoyed by other surrounding property owners because it is a long-standing school use in a residential zone, which sets the use apart from the existing residential uses.
3) The granting of this variance will not be materially detrimental to the public welfare or injurious to the property, improvements or uses within the immediate vicinity and within the same zoning district because the Project will improve circulation and parking, which in turn will help with queuing and cars parking on the shoulder of Fremont Road. Moreover, the improvements will be below grade of the street, thereby out of visual site and the Project will include landscape screening to create a visual barrier at the property line.
4) The variance will not authorize a use or activity which is not otherwise expressly authorized by the zoning district regulations governing the parcel because the institutional use is allowed in the R-A zone as designated by the General Plan.

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Variance Request: Maximum Building Height (MBH)
Applicant Response:

Sec. 10-1.504 in the municipal code states:
“No structure or part of a structure shall be constructed or altered to exceed 27 feet in structure height in any permitted location, except that primary dwellings shall be permitted a maximum structure height of up to 32 feet subject to all of the following requirements:
(1) For each one foot increase in structure height above 27 feet the minimum required side and rear yard setback lines, as defined by Section 10-1.505, shall each be increased, in distance from the property line, an additional three feet. No portion of the primary dwelling structure shall be located between the property line and the setback line. (2) For each one foot increase in structure height above 27 feet the minimum required front yard setback line, as defined by Section 10-1.505, shall be increased, in distance from the property line, an additional four feet. No portion of any structure shall be located between the property line and the setback line.
(3) Eligible structures shall have sloped roof surfaces only with a minimum roof pitch of 4:12 that terminate at a ridge.
(4) The maximum continuous wall height shall not exceed 27 feet. (5) Dormer rooflines shall not exceed a maximum height of 27 feet. (6) The current maximum overall building height of 35 feet, as described in subsection (b) of this section, shall not be exceeded.
(b) Special Height Limitation. No structure shall exceed a height of 35 feet, measured as the distance between the lowest natural grade topographical elevation of the structure along the building line and the highest topographical elevation of the roof of the structure.

No point of the building may exceed 35 feet above the lowest pad elevation of the building.”
Variance Findings:
1) The Pinewood School is subject to the exceptional and extraordinary circumstance of being a longstanding institutional use in a single family home zoning district. The existing school was constructed in the 1950’s as an elementary school for Palo Alto Unified School District (PAUSD). PAUSD surplused the property and Pinewood School has operated on the site ever since the early 1970s.

The MBH standard only allows for a maximum height of 32 feet for “primary dwellings.” A variance for this limitation is necessary because, as noted above, it has no reasonable application to Pinewood as an existing school in a residential zone. Similarly, the Town should consider all of the Project’s buildings as “primary” thus allowing for the 32 foot maximum height, Moreover, the proposed theater, with its lighting angles and ADA accessible catwalk level cannot be designed to comply with the minimum roof pitch of 4:12 for its sloped roof surfaces and maintain the 32 foot height. Consequently, the application of the Town’s MBH requirements would deprive Pinewood from the opportunity to appropriately modernize these outdated facilities at a typical institutional height.

Overall, the buildings meet the 32 foot maximum height at the roof ridge, with Buildings 100 and 200 located an additional 25 feet from the front setback line, a 4:12 roof pitch, and wall heights of 27 feet. 2) The granting of this variance for MBH will ensure that the intent and purpose of the MBH requirements will still be served because Pinewood is surrounded by single family homes also subject to the 32 foot height limit; therefore, Pinewood will not be granted “special privileges” not enjoyed by other surrounding property owners.
3) The granting of this variance will not be materially detrimental to the public welfare or injurious to the property, improvements or uses within the immediate vicinity and within the same zoning district because

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the relief being sought is for a school use rather than a primary dwelling and the ¾:12 roof pitch will be imperceptible to the neighborhood.
4) The variance will not authorize a use or activity which is not otherwise expressly authorized by the zoning district regulations governing the parcel because the institutional use is allowed in the R-A zone as designated by the General Plan.

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Variance Request: Ground Coverage for Conditional Uses
Applicant Response:

Sec. 10-1.602 in the municipal code states: “Parking areas for conditional uses shall be adequate to accommodate all vehicle storage requirements for maximum foreseeable assemblies without resorting to adjoining roads or interior driveways for parking. In no case shall the combined ground coverage of structures, roadways, parking areas, or other impervious facilities exceed 40% of the net area of the lot.” Variance Responses:
1) The Pinewood School is subject to the exceptional and extraordinary circumstance of being a longstanding institutional use in a single family home zoning district. The existing school was constructed in the 1950’s as an elementary school for Palo Alto Unified School District (PAUSD). PAUSD surplused the property and Pinewood School has operated on the site ever since the early 1970s.

The existing campus has a ground coverage percentage of 50.5%, which already exceeds the required maximum coverage by 10.5%. The Project proposes to maximize the use of permeable materials, approved in the Town Development Area Policy, which grants development area credits. The combination of these materials and credits allows Pinewood to achieve a ground coverage of 53%.

The Project’s proposed artificial turf playing field and quad area, tennis court area, and parking space area have all been reduced in square footage compared to the existing condition. The square footage of driveway and drive aisle area have stayed the same between the existing and new campuses. Only the pedestrian circulation and actual building footprints have increased in area between the existing and proposed Project. Consequently, the application of the Town’s current ground coverage requirements would deprive Pinewood from the opportunity to modernize these outdated school facilities with improved site circulation and environmentally friendly materials.. 2) The granting of this variance for ground coverage will ensure that the intent and purpose of the requirements will still be served because Pinewood is surrounded by single family homes that do not require this kind of additional ground coverage and Pinewood will not be granted “special privileges” not enjoyed by other surrounding property owners because it is a long-standing school use in a residential zone, which sets the school use and its unique needs apart from the existing residential uses. 3) The granting of this variance will not be materially detrimental to the public welfare or injurious to the property, improvements or uses within the immediate vicinity and within the same zoning district because the additional ground coverage will be imperceptible to the neighboring community. 4) The variance will not authorize a use or activity which is not otherwise expressly authorized by the zoning district regulations governing the parcel because the institutional use is allowed in the R-A zone as designated by the General Plan..

Grading Policy Exception
Town Comment:

A grading policy exception is required for Building 100 and 200 as “supported decks shall generally not exceed three feet above adjoining grade except where located within six feet of a building.” Each deck at the second level is more than six feet from the building. The applicant’s narrative should discuss the operational need for an exception.

Applicant Response:

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The Grading Ordinance and Policy states, “Supported decks shall generally not exceed three (3) feet above adjoining grade except where located within six (6) feet of a building.” The exterior balconies are not defined as “decks” but rather are code required circulation and egress for the second floor classrooms. There are seven classrooms on the second floor of Buildings 100 and 200. The buildings were designed with exterior circulation, including the balcony, to minimize the building footprint and a need for internal hallways.

Code Citation:

Per CBC Table 1004.5, Classrooms are designed with an occupant load factor of 20 net.

There can be a total of 474 maximum occupants for the seven classrooms along the second floor balcony of Building 100 and 200.

Per CBC Ch. 1005.3.2: The capacity, in inches, of means of egress components other than stairways shall be calculated by multiplying the occupant load served by such component by a means of egress capacity factor of 0.2 inch (5.1 mm) per occupant.

The second floor balcony varies in width at 8’-7” at most classrooms and 20’-9” outside the Biology and Chemistry classrooms. This wider area is meant as a spillout or outside work area for classes.

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Outdoor Lighting Policy Exception
Town Comment:

An Outdoor Lighting Policy Exception is likely required based on the quantity, type, or location of outdoor light fixtures proposed by the applicant. The outdoor lighting plan is identified as a completeness item in the March 14, 2025, staff letter. Staff recommends the applicant prepare an exterior photometric study to visualize the lighting needs for the development and support the potential exception request. It should be accompanied by a narrative discussing any specific lighting requirements for educational buildings.

Applicant Response:

We have submitted an exterior lighting package which includes site and photometric plans, a narrative to describe the project and lighting analysis, code analysis, and lighting and controls fixtures. This is included in a separate document.

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ATTACHMENT 2, from Page 4, November 20, 2003

CONDITIONS OF APPROVAL FOR A

CONDITIONAL USE PERMIT AMENDMENT

LANDS OF PALO ALTO UNIFIED SCHOOL DISTTRICT
26800 FREMONT ROAD (PINEWOOD PRIVATE SCHOOL)
File #85-03-ZP-SD-CUP
Current CUP Proposed CUP Amendments Notes

1. Any alteration, demolition, reconstruction or
additions to the structures on the site shall
require an amendment to the Use Permit.

The Planning Director may, at any time,
schedule a review or revocation hearing
before the Planning Commission regarding
the Use Permit, if any condition of approval
is not being met or the facility is being used
inconsistently with the approved use or in
violation of Town Municipal codes.

Any alteration, demolition, reconstruction or
additions to the structures on the site shall
require an amendment to the Use Permit.

The Planning Director may, at any time,
schedule a review or revocation hearing
before the Planning Commission regarding
the Use Permit, if any condition of approval is
not being met or the facility is being used
inconsistently with the approved use or in
violation of Town Municipal codes.

No change.

2. This Use Permit shall be reviewed annually
in June, to ensure compliance with the
above conditions, and all conditions shall
be subject to amendment and/or additional
conditions deemed necessary by the
Planning Commission. This review shall be
conducted at a duly noticed public hearing.

This Use Permit shall be reviewed twelve (12)
months after issuance of certificate of
occupancy, again at year five (5), then
ongoing at the discretion of the Planning
Director, to ensure compliance with the above
conditions, and all conditions shall be subject
to amendment and/or additional conditions
deemed necessary by the Planning
Commission. This review shall be conducted
at a duly noticed public hearing.

Updated to reflect a reasonable cadence of
Town review.

3. The life of this permit shall run with the
Pinewood Private School lease or
ownership of the subject property, or until
this lease is amended or cancelled.

The life of this permit shall run with the
Pinewood Private School lease or ownership
of the subject property, or until this lease is
amended or cancelled.

No change.

4. There shall be no evening courses
conducted at the facility.

Delete the text of this condition. This condition was originally added in the 70's and 80's when a portion of the campus was
subleased and there was concern about the
potential for adult courses being taught in the
evening. This condition is no longer applicable.

5. Enrollment shall not exceed 300 pupils. Enrollment shall not exceed 375 pupils. School is requesting an enrollment increase of 75 students in grades 9, 10, 11, and 12 to
reflect positive impact on social, emotional, and
ITEM 7A ATTACHMENT 4

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Current CUP Proposed CUP Amendments Notes
extracurricular needs and the student
experience.

6. The number of full-time faculty shall not
exceed 50 individuals.

The number of full-time equivalent faculty
shall not exceed 70.

School is requesting an increase in faculty
positions to correspond with requested
enrollment increase as well as current
educational student support needs.

7. Hours of operation when students are
present shall not be earlier than 7:30 a.m.
or later than 5:30 p.m.

General hours of operation when students are
present shall not be earlier than 7:30 a.m. or
later than 7:00 p.m., except as allowed in
Condition 8.

Update to reflect current school operations.

8. No sports activities or other noisegenerating events shall be allowed on the soccer field prior to 7:30 a.m. or after 5:30
p.m. on weekdays and at any time on
weekends.

Indoor activities such as sports activities,
performing arts activities, social activities, and
special events shall end no later than 9:30
p.m. during the academic school year.

Outdoor activities such as sports activities or
other noise-generating events shall not be
allowed on the soccer field prior to 7:30 a.m.
or after 7:00 p.m. on weekdays or at any time
on weekends, except for those twelve (12)
events separately allowed under condition 15.

Update to reflect current school operations,
anticipation of new theatre space, and
incorporate existing allowance for applicant
events under Condition 15.

9. Outdoor sound amplification shall be
allowed up to five (5) times per year for
periods of no more than four (4) hours per
day between the hours of 8:00 a.m. to 5:30
p.m.

Outdoor sound amplification shall be allowed
up to twelve (12) times per year for periods of
no more than four (4) hours per day between
the hours of 8:00 a.m. to 7:00 p.m., except as
allowed under condition 15.

Update to reflect increased interest in daytime
events using outdoor sound amplification and
will incorporate new sound system and sound
management techniques identified by
acoustical consultant’s noise analysis and best
practices recommendations.

10. Whenever students of the institution are
present on the campus, one faculty or staff
member shall be present.

Whenever students of the institution are
present on the campus, one faculty or staff
member shall be present.

No change.

11. All faculty, staff, and student parking shall
occur on the premises. If there should be a
need to provide additional parking area,
then the owner or lessee shall apply to the
Town for appropriate permits.

All faculty, staff, and student parking shall
occur on the premises. If there should be a
need to provide additional parking area, then
the owner or lessee shall apply to the Town
for appropriate permits.

No change.

12. School authorities shall make every effort
to have students embark and disembark
within school property. There shall be no
School authorities shall make every effort to
have students embark and disembark within
school property. There shall be no additional
No change.

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Current CUP Proposed CUP Amendments Notes
additional unnecessary traffic circulation
during regular school hours.
unnecessary traffic circulation during regular
school hours.

13. The school grounds shall remain open to
the general public during hours of school
operation, with all surrounding pedestrian
gates remaining unlocked during those
hours. The pedestrian gates will be
opened when vehicular gates are opened
in the morning, and locked when the
vehicular gates are locked at the end of the
school day. (Condition removed per City
Council – 11/20/03)
Delete the text of this condition. Condition removed per City Council – 11/20/03

14. All requirements of the Fire Department
and Health Department shall be complied
with as part of the Use Permit.

All requirements of the Fire Department and
Health Department shall be complied with as
part of the Use Permit.

No change.

15. Events put on exclusively by the applicant,
for the benefit of the applicant, shall be
limited to twelve (12) days per calendar
year and shall be concluded no later than
the hour of 11:00 p.m. on weeknights, and
12:00 midnight on Friday or Saturday
evenings.

Events put on exclusively by the applicant, for
the benefit of the applicant, shall be limited to
twelve (12) days per calendar year and shall
be concluded no later than the hour of 11:00
p.m. on weeknights, and 12:00 midnight on
Friday or Saturday evenings.

No change.

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Upper Campus (grades 7-12)
26800 Fremont Road, Los Altos Hills, CA 94022, (650)
209-3010 Neighborhood Outreach Report – March 2026

OVERVIEW
The Pinewood Upper Campus Modernization project team has continually prioritized neighbor and neighborhood outreach and engagement as a top priority for the project approval process. The Public Outreach Plan has utilized the following strategies to inform and seek feedback from Pinewood’s neighbors:
• Meetings with the four property owners which share the fence line with Pinewood at 26810 Ortega, 26815 Ortega, 26629 Ascension, and 26650 Ascension.
• Meetings with any other interested residents.
• Establishing an expanded notification zone beyond the Town of Los Altos Hills’ 500 foot radius that increased the number of households notified from approximately 50 to 119 address combinations to include property address and a property owner if listed at a different address. • Creating an opt-in email notification list which currently has 34 emails. • Periodic updates mailed to the list of 119 address combinations on the expanded notification list and opt-in email list.
• Three (3) neighborhood meetings between 2024 and 2026 to share project details and seek feedback.

PUBLIC OUTREACH ACTIVITIES CONDUCTED TO DATE
Meetings with Adjacent Neighbors
• All meetings provided neighbors with an overview of the modernization project, addressed questions, requested feedback, and asked for specific thoughts on fencing, landscaping, and trees along the property line.
• All meetings were positive with feedback mostly related to fencing, landscaping, and trees noted for the eventual project application. All neighbors expressed a strong preference for the existing fire access gates at Ortega and Ascension to remain emergency access only. • Meeting details:
o 26815 Ortega – Carmack Residence: one-on-one meetings occurred on 2/26/2024 and a follow up meeting on 9/3/2024 to share refined fencing and landscaping details. o 26810 Ortega – Banatao Residence: meeting occurred on May 4, 2024, when Mr. Banatao attended the neighborhood meeting on campus and a follow up meeting on January 24, 2026. o 26625 Ascension – Yu Residence: one-on-one meeting occurred on 6/18/2024. o 26650 Ascension – Rafinejad Residence: one-on-one meeting occurred on 7/19/2024.

Meetings with Other Interested Neighbors
• 26443 Weston – Wood Residence: meeting occurred on 6/18/2024 to discuss overall plans and importance of managing traffic at Weston and Fremont.
• 26530 Weston – Sachdev Residence: meeting occurred on 10/30/2024 with project team to discuss additional driveway location and privacy. A follow up meeting occurred on 11/18/2024, with the project’s landscape architect to discuss tree screening for privacy. • 26625 St. Francis – Ammer/Spector Residence: meeting occurred on 10/21/2024 to discuss sound and sound mitigation strategies and included the project’s acoustical consultant. • 26615 Anacapa – Siu Residence: meetings occurred on 10/23/2025, and 11/18, 2025, to discuss the project and provide visual simulations of existing view and view with new structures. • 26630 Ascension – Topani Residence: meeting occured on 2/12/2026 to discuss view from street.
1 ITEM 7A ATTACHMENT 5

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Expanded Notification Zone Maps
Regular Notification Zone
Pinewood‘s Extended Notification Zone
Pinewood‘s Extended Notification Zone vs Regular Zone
2

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Neighbor Notifications:
• 119 address combinations used for mailing labels
• Eight (8) notifications sent to date via USPS:
o Invitation to community meetings sent on March 28, 2024 o Follow up to community meetings sent on May 22, 2024
o Notice of Planning Commission Study Session sent on August 22, 2024 o Project Update sent on October 30, 2024
o Project Update sent on March 6, 2025
o Project Update sent on September 5, 2025
o Project Update sent on January 9, 2026
o Project Update sent on March 2, 2026
• All eight (8) notifications also sent via email when an email address was provided • Copies of notifications are attached
On Campus Neighborhood Meetings:
• Three (3) meetings held on April 24, 2024, May 4, 2024, and January 28, 2026 • 23 attendees total between the three meetings
• Project team provided an overview of the modernization project details, asked for feedback, and answered questions
April 24, 2024, Neighborhood Meeting Summary
• Attendees:
o 26850 Ortega – Ley Residence
o 26760 St Francis – Maliuanag Residence
o 26699 Snell – Miller Residence
o 26815 Ortega – Carmack Residence
• Main Feedback:
o Current/future traffic and parking space, especially with potential enrollment increase o Construction
§ Noise
§ Hours of operation
§ Impact on traffic (construction vehicles on road and parking location) § Desire for Pinewood to enforce Town restrictions on construction impacts o Privacy
§ Sight lines and landscaping
May 4, 2024, Neighborhood Meeting Summary
• Attendees:
o 26590 Snell – Kamangar Residence
o 26625 St. Francis – Ammer/Spector Residence
o 26530 Weston – Sachdev Residence
o 26810 Ortega – Banatao Residence
• Main Feedback:
o Noise
§ Concerns about noise from the tennis courts, gym activities, school events, and theater shop
o Security
§ Interest in additional security measures, including 24-hour security at Pinewood during construction
o Parking
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§ Concerns about parking availability and traffic flow, including suggestions for traffic management near stop signs
o Privacy
§ Emphasis on maintaining privacy with suggestions for landscaping and buffer fencing instead of solid fences
o Landscape
§ Suggestions for landscaping style and preferences for maintaining the rural nature of Los Altos Hills
January 29, 2026, Neighborhood Meeting Summary
• Attendees:
o 26590 Snell – Kamangar Residence
o 26530 Weston – Sachdev Residence
o 26443 Weston – Wood Residence
o 26630 Snell – Brauch Residence
o 26480 Weston – Ng Residence
o 26630 Ascension – Toprani Residence
o 12251 Menalto – Karlsson Residence
• Main Feedback:
o Project Management:
§ Please don’t allow the project to drag on for years like some residential projects in town. § Consider incentives/penalties for your general contractor to be timely and responsible. § Appreciation for proposed 20+/- month construction phasing. § No regular use of Ortega or Ascension gates for construction. § Please continue to meet with neighbors about project and construction plans. o Noise
§ Please provide advance notice of days where construction will be noisy/intense so neighbors can plan ahead.
o Security
§ Interest in additional security measures during construction, especially on weekends. o Parking
§ Please carefully manage construction parking, especially if students remain on campus during construction.
§ No construction parking on nearby streets.
o Landscape
§ Suggestions for considering planting larger than normal trees in a few key places for privacy/view screening in the gaps.
4

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THE FOLLOWING PAGES CONTAIN SAMPLES OF THE MAILINGS SENT TO

DATE TO THE EXPANDED NEIGHBOR NOTIFICATION LIST AND OPT-IN EMAIL LIST:
o Invitation to community meetings sent on March 28, 2024 o Follow up to community meetings sent on May 22, 2024
o Notice of Planning Commission Study Session sent on August 22, 2024 o Project Update sent on October 30, 2024
o Project Update sent on March 6, 2025
o Project Update sent on September 5, 2025
o Project Update sent on January 9, 2026
o
o Project Update sent on March 2, 2026
5

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Upper Campus (grades 7-12)
26800 Fremont Road, Los Altos Hills, CA 94022
Neighborhood Meeting Invitation
Dear Neighbor,
On behalf of the Pinewood School community, I would like to invite you to attend one of the upcoming neighborhood meetings to learn more about our preliminary modernization plans for the Los Altos Hills Upper Campus location.

These meetings are taking place in advance of submitting any formal application to the Town of Los Altos Hills and are intended to share details of our thinking on modernizing the campus and seek feedback from nearby residents and property owners to inform the details of a preliminary project application.

Pinewood’s commitment to our neighbors and the Town of Los Altos Hills includes:
• Respect our neighbors and their quality of life;
• Engage in a transparent process to seek Town of Los Altos Hills approval for the modernization project; • Engage regularly with our neighbors and the community, listen, and share information; • Current and future campus facilities will only be used for school activities – never rented; • Develop a project which improves campus operations – including parking and traffic – with the goal of reducing neighborhood impacts.

Neighborhood Meeting Options:
o Wednesday, April 24th, 5:30pm to 6:30pm (in person on campus) o Saturday, May 4th, 10:00am to 11:00am (in person on campus) o Tuesday, May 7th, 8:00am to 9:00am (Zoom only – link will be provided) Please RSVP to one of the meeting date/time options at www.tinyurl.com/pinewoodmeeting or scan the QR code below.

My brother Kyle and I will lead Pinewood’s efforts on this modernization project and we bring a history of growing up in Los Altos Hills and a respect for the surrounding community we both called home for many years. We look forward to meeting you and invite you to contact us both throughout the process:
• Scott Riches, President, and Head of School, [email protected] • Kyle Riches, Associate Head of School, [email protected] Sincerely,
Scott Riches
Head of School
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ADDITIONAL INFORMATION
Background
• Pinewood School, founded in 1959, is an independent, coeducational, nondenominational college preparatory day school serving grades K–12.
• Pinewood’s two elementary campuses are in Los Altos.
• The Pinewood School Upper Campus has operated continuously in Los Altos Hills since the mid-1970’s on the former Fremont Hill’s Elementary School site through a lease with the Palo Alto Unified School District (PAUSD).
• In 2022, PAUSD and Pinewood School extended the lease of the site through June 30, 2063, in order to support Pinewood’s desire to make capital improvements to modernize the property. • Pinewood President and Head of School Scott Riches and his brother incoming Associate Head of School Kyle Riches were both born and raised in Los Altos Hills and are graduates of the school. Scott and Kyle are carrying on the vision created by their grandparents when they opened the first campus of Pinewood School in Los Altos in 1959.

Town of Los Altos Hills
The Town will be the lead agency in the evaluation of the Upper Campus Modernization Project proposal.

Beginning with a pre-application submittal, project evaluation, CEQA analysis, and eventual review and public hearings at the Town commission and council levels, there will be robust analysis of the project application, project impacts, mitigations, and operating requirements.

Community Outreach
The following methods of community outreach and engagement are anticipated for this project:
• One-on-one meetings with nearby neighbors
• Neighborhood and community meetings
• Project-specific materials will be developed such as a website and fact sheet • Public hearings organized by Town of Los Altos Hills staff and officials in the future 7

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UPPER CAMPUS | 26800 Fremont Road, Los Altos Hills, CA 94022 | 650-209-3010 | www.pinewood.edu Upper Campus (grades 7-12)
26800 Fremont Road | Los Altos Hills, CA 94022 | 650-209-3010 Dear Neighbor, May 22, 2024
On behalf of the Pinewood School community, I would like to thank our neighbors who attended the recent neighborhood meetings to learn more about our preliminary modernization plans for the Los Altos Hills Upper Campus location. We had neighbors from Ortega Drive, Weston Drive, Snell Lane, and St. Francis Road.

These meetings were an excellent opportunity for the Pinewood administration and our modernization project team to meet neighbors and hear first-hand the questions, concerns, and compliments in reaction to our proposed plans. Attached is a high-level summary of the topics brought up during the briefings and enclosed is a more detailed fact sheet.

These meetings have also been a good opportunity to learn about issues with current campus operations. We are listening and we will be using this feedback over the summer to evaluate any changes to operations that we could consider in the 2024-2025 school year to improve issues like traffic management and event-related sound.

Join Our Email List:

We would like to build an email distribution list for periodic updates about the modernization project.

If you did not RSVP to a neighbor meeting and would like to receive periodic updates via email, please send your name(s) and contact information to my assistant, Diana Rocacorba at [email protected].

Schedule a Briefing:

If anyone who missed our recent neighbor briefings is interested in a presentation, we would be happy to schedule a briefing with you on campus or at your home over the summer. Please email Diana to schedule a time at [email protected].

Again, my brother Kyle and I will lead Pinewood’s efforts on this modernization project and we bring a history of growing up in Los Altos Hills and a respect for the surrounding community we both called home for many years. We look forward to meeting you and invite you to contact us both throughout the process:
● Scott Riches, President and Head of School, [email protected] ● Kyle Riches, Associate Head of School, [email protected] Finally, as the school year comes to a close, our two graduation events will be held on May 29th from 6:00pm to 7:30pm and May 30th from 9:30am to 11:30 am. We will be monitoring traffic and parking and appreciate your understanding considering the importance of these milestone events.

Sincerely,
Scott Riches
President and Head of School
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UPPER CAMPUS | 26800 Fremont Road, Los Altos Hills, CA 94022 | 650-209-3010 | www.pinewood.edu

SUMMARY OF NEIGHBOR MEETING FEEDBACK

TOPIC ISSUES PINEWOOD RESPONSE
Parking/Traffic Concerns about parking availability
and traffic flow/backups at Fremont
and Weston, including suggestions
for traffic management near stop
signs.

Pinewood is working with our architect
and traffic engineers on addressing
these issues with a new parking and
circulation plan that proposes to add a
new exit onto Fremont to address the
current backup at Fremont and Weston,
as well as determining if improvements
can be made in the short term.

Addressing these issues and working
with the Town is one of our top
priorities.

Ortega Dr. and
Ascension Ave. Gates
Will these roads be opened for future
use?
No, these will only continue to be
emergency fire dept. access points.

Noise Concerns about noise from the
tennis courts, gym activities, outdoor
school events, theater shop, etc.

Pinewood is working with our acoustical
consultant on addressing these issues in
a new campus as well as ways to
mitigate sound and noise impacts in the
short term.

Outdoor Lighting Will there be new outdoor lighting at
the tennis courts or added to the
field for outdoor evening sports?
There is no plan to install lighting at the
tennis courts or field for outdoor
evening sports. Evening athletics will
continue to take place inside the gym.

Privacy Emphasis on maintaining privacy
with taller buildings, including
suggestions for perimeter
trees/landscaping and buffer fencing
that still allows views into/through
campus.

Pinewood is very sensitive to this issue
and the new campus is designed to
focus activities to the center of campus.

We also plan to fill in the gaps in the
perimeter tree line to ensure privacy.

Landscaping Suggestions for landscaping style
and preferences for maintaining the
rural nature of Los Altos Hills.

Pinewood will work closely with
neighbors and the Town to balance
enhanced landscaping with native and
drought tolerant planting materials local
to LAH.

Construction Impacts ● Noise
● Hours of operation
● Impact on traffic (construction
vehicles on Fremont Road and
parking location for workers)
● Will Pinewood enforce
regulations and restrictions for
construction operations?
Pinewood is very committed to
selecting a top-notch general contractor
at the appropriate time in the process
who will expertly manage and mitigate
all of these concerns, adhere strictly to
Town regulations, and ensure
operations are not unduly impacting our
neighbors. Pinewood will explore the
feasibility of moving students off
campus temporarily during
construction to speed up the timeline if
possible.

Security Interest in additional security
measures during construction,
including 24-hour security at
Pinewood campus during
construction.

Pinewood is open to this idea of
enhanced security.
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UPPER CAMPUS | 26800 Fremont Road, Los Altos Hills, CA 94022 | 650-209-3010 | www.pinewood.edu Upper Campus Modernization Project Fact Sheet
Background
● Pinewood School (Pinewood), founded in 1959, is an independent, coeducational, nondenominational college preparatory day school serving grades K–12. ● Pinewood’s two elementary campuses are in Los Altos.
● The Pinewood School Upper Campus has operated continuously in the Town of Los Altos Hills (Town) since the mid-1970’s on the former Fremont Hill’s Elementary School site through a lease with the Palo Alto Unified School District (PAUSD). ● In 2022, PAUSD and Pinewood extended the lease of the site through June 30, 2063, in order to support Pinewood’s desire to make capital improvements to modernize the property.
● Pinewood President and Head of School Scott Riches and his brother incoming Associate Head of School Kyle Riches were both born and raised in Los Altos Hills and are graduates of the school. Scott and Kyle are carrying on the vision created by their grandparents when they opened the first campus of Pinewood in Los Altos in 1959.

Commitment to Pinewood’s Neighbors
● Respect our neighbors and their quality of life.
● Engage in a transparent process to seek Town approval for the modernization project. ● Engage regularly with our neighbors and the community, listen, and share information. ● Current and future campus facilities will only be used for school activities – never rented. ● Develop a project which improves campus operations – including parking and traffic – and reduces impacts.
● All new buildings will comply with Town height limits. ● Work closely with the Town and our neighbors to ensure all construction-related activities minimize impacts and follow all Town and regulatory agency rules and regulations.

Existing Condition to Address & Improve
● Currently, the campus allows up to 300 students between 7th to 12th grade and up to 50 full-time faculty.
● 1950’s era elementary school being used as a middle and high school. ● Buildings far beyond end of useful life and lacking in efficiency, sustainability measures, and modern learning spaces.
● Parking and traffic flow needs improvement – especially to make parking more efficient and address backups at Fremont and Weston during morning drop off and afternoon pickup. Addressing this issue is one of our top priorities with the modernization project. ● Perimeter fencing, trees, and buffer needs improvement to improve neighbor privacy and sound buffering.

Pinewood Project Team
Pinewood has assembled a team of respected industry professionals who understand school modernization projects, the importance of mitigating impacts for surrounding neighbors, and improving their quality of life:
● CAW Architects
● Kimley Horn traffic engineers
● Salter acoustical consultants
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UPPER CAMPUS | 26800 Fremont Road, Los Altos Hills, CA 94022 | 650-209-3010 | www.pinewood.edu Proposed Upper Campus Modernization Project
● Modernization Project goals include:
● The modernization project will also seek Town approval to increase maximum enrollment by 100 students for a total of 400 students and increase staffing as needed. o Adding 25 students to each high school grade level will provide the following educational benefits:
▪ Social and emotional development
▪ Enhanced athletics programs
▪ Greater diversity and participation in clubs and extracurricular activities o Any increase in enrollment will come with Pinewood’s mitigation of associated impacts.
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UPPER CAMPUS | 26800 Fremont Road, Los Altos Hills, CA 94022 | 650-209-3010 | www.pinewood.edu Comparison of Existing Campus Plan and Proposed Campus Plan Existing Campus Site Plan
(single story original buildings)
Proposed Campus Site Plan (two story buildings
that comply with town height limits)
● 28 classrooms and learning
spaces
● Administration
● Existing theatre
● Gym
● Athletic field
● 4 tennis courts
● Chain link fencing and older
tree line
● Parking Lot: existing lot is
outdated, only one
entrance/exit, includes 108
parking spaces
● Existing School Buildings
are 60+ years old
● 36 classrooms and learning spaces
● Right-Sized Administration
● New Theatre (replaces current theatre for
school use only)
● Gym (existing)
● Athletic field (existing)
● 4 tennis courts (relocated)
● Improved perimeter fencing, tree screening,
and landscaping
● Improved Parking Lot:
- Plan to reconfigure the parking lot for
better parking efficiency and site
circulation (no less than 108 parking
spaces)
- Add new exit to improve pickup/drop off
circulation on campus and reduce
congestion at Fremont/Weston 4-way
stop
● Improved sustainability and energy efficiency
● New Cafeteria
Town of Los Altos Hills
The Town will be the lead agency in the evaluation of the Upper Campus Modernization Project proposal. Beginning with a pre-application submittal, project evaluation, and eventual review and public hearings at the Town commission and council levels, there will be robust analysis of the project application and operating requirements.

Timeline (tentative and subject to change)
o Spring 2024
o Architectural planning and refinement
o Technical analysis of traffic and sound
o Neighbor briefings & feedback
o Refine project pre-application with technical analysis and feedback o Summer 2024
o Submit project pre-application to Town of Los Altos Hills o Town Staff provides feedback & incorporated into formal application o Ongoing Pinewood community outreach
o Fall/Winter 2024
o Town processes formal application
o Application is deemed complete
o Ongoing Pinewood community outreach
o 2025
o Ongoing Pinewood community outreach
o Public hearings
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UPPER CAMPUS | 26800 Fremont Road, Los Altos Hills, CA 94022 | 650-209-3010 | www.pinewood.edu Community Outreach
● Scott and Kyle will lead Pinewood’s efforts on this modernization project and bring a history of growing up in Los Altos Hills and a respect for the surrounding community to this project.
● The following methods of community outreach and engagement are anticipated for this project:
o One-on-one meetings with nearby neighbors
o Neighborhood and community meetings
o Public hearings organized by Town staff and officials in the future Pinewood Contacts
● Scott Riches, President and Head of School, [email protected] ● Kyle Riches, Associate Head of School, [email protected] 21st Century Learning at Pinewood
At Pinewood, we empower students to embrace and navigate the challenges faced in the technologically advanced, globally connected society of the 21st Century. Our curriculum includes a full breadth of college preparatory courses, and our extra-curricular offerings are extensive. While mastering class content and pursuing potential interests, students become more creative, passionate, well-rounded, self-motivated, ethical, and insightful. As they encounter challenges and take risks, students build tenacity and resilience, becoming confident leaders and contributors inside and outside of the classroom. Our goal is for them to communicate with clarity and sensitivity, ultimately demonstrating cross-cultural awareness, understanding, and compassion. Pinewood is accredited by the Western Association of Schools and Colleges.

Please visit our website for more information about Pinewood School www.pinewood.edu
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UPPER CAMPUS | 26800 Fremont Road, Los Altos Hills, CA 94022 | 650-209-3010 | www.pinewood.edu Upper Campus (grades 7-12)
26800 Fremont Road | Los Altos Hills, CA 94022 | 650-209-3010 Dear Neighbor, August 22, 2024
In an ongoing effort to keep you informed about the status of Pinewood School’s Upper Campus modernization project, we want to inform you that the Town of Los Altos Hills Planning Commission will hold a pre-application study session to provide early feedback on Pinewood’s modernization plans. The meeting details are:

Planning Commission Regular Meeting
• Thursday, September 5, 2024
• 6:00pm
• Town Hall Council Chambers, 26379 Fremont Road or via Zoom • Meeting agenda, project materials, participation instructions, Zoom link, etc., will be posted prior to the meeting at: https://losaltoshillsca.portal.civicclerk.com or visit www.losaltoshills.ca.gov
Our presentation to the Planning Commission will be based on what has been shared at prior community meetings and one-on-one neighbor briefings with some updates based on feedback and ongoing design refinements.

Join Our Email List:

We continue to build an email distribution list for periodic updates about the modernization project. If you would like to receive periodic updates via email, please send your name(s), and contact information to my assistant, Diana Rocacorba at [email protected].

Again, my brother Kyle and I are leading Pinewood’s efforts on this modernization project and we bring a history of growing up in Los Altos Hills and a respect for the surrounding community we both called home for many years. We invite you to contact us both throughout the process:
● Scott Riches, President and Head of School, [email protected] ● Kyle Riches, Associate Head of School, [email protected] Finally, as the 2024-2025 school year kicks off, we will be monitoring traffic, parking and noise; and we encourage you to contact us with any issues. Please be patient with us though, as it takes a couple of weeks for our new families to get to know our procedures and returning students and their families to get back into the regular routine of the school year.

Sincerely,
Scott Riches Kyle Riches
President and Head of School Associate Head of School
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Upper Campus (grades 7-12)
26800 Fremont Road, Los Altos Hills, CA 94022, (650) 209-3010 October 30, 2024
Dear Neighbor,
In an ongoing effort to keep you informed about the status of Pinewood School’s Upper Campus modernization project (Project), we wanted to update you about a few important topics below. As always, please do not hesitate to reach out to us with any questions or feedback.

September 5, 2024, Planning Commission Study Session Recap On Thursday, September 5, 2024, the Planning Commission held an informational study session to preview our Project, hear public comment, and provide feedback that will inform our eventual application when it is submitted. It is early in the process so no decision was made by the Planning Commission, but members provided our team with valuable feedback on topics ranging from parking and traffic, trees and landscaping, to variances, setbacks and pathways. We appreciate the feedback from both Planning Commissioners and the neighbors who attended the meeting to provide public comment.

Upcoming Informational Presentations to Town of Los Altos Hills (Town) Committees Similar to the informational study session provided to the Planning Commission, our project team will be providing a similar informational presentation to the Environmental Design & Protection Committee (EDPC) and Open Space Committee in early November.

The meeting details are:
• EDPC Meeting, Tuesday, November 12, 2024, 5:00PM, Town Hall, 26379 Fremont Road • Open Space Meeting, Wednesday, November 13, 9:30AM, Town Hall, 26379 Fremont Road
Again, because Pinewood has not formally submitted a project application to the Town, no decisions are being made at any committee level. The goal of these meetings is to seek feedback in advance of a formal application submittal. Members of the public are welcome at both meetings and public comment will be taken. Meeting details can be found at https://losaltoshillsca.portal.civicclerk.com and agendas and materials will be posted closer to the actual date of the meetings.
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Status of Submitting a Formal Project Application to the Town Our project team continues to gather feedback and guidance from the Town’s Planning Department staff, along with the foregoing informational presentations to these key Town committees. Our goal is to submit a formal application to the Planning Department in late 2024 or early 2025. This will start the formal Town process of project review, environmental and technical analysis, and, eventually, formal hearings before the EDPC, Open Space Committee, Pathways Committee, Planning Commission, and City Council. We will also plan to host more neighbor and community meetings on campus in 2025 to keep you informed and seek feedback at key milestones in the process.

Join Our Email List:

We continue to build an email distribution list for updates about the modernization project. If you would like to receive periodic updates via email and you have not signed up yet, please send your name(s), and contact information Diana Rocacorba at [email protected].

Again, my brother Kyle and I are leading Pinewood’s efforts on this Project, and we are excited about the envisioned modernization of the school. We also bring a personal history of growing up in Los Altos Hills to this process and a deep respect for the surrounding community that we both called home for many years. We invite you to contact us both at any time throughout the process:
● Scott Riches, President and Head of School, [email protected] ● Kyle Riches, Associate Head of School, [email protected] Please let us know if you have any questions at this time and we wish you and your family a happy holiday season as we head into November and December.

Sincerely,

Scott Riches Kyle Riches
President and Head of School Associate Head of School
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UPPER CAMPUS | 26800 Fremont Road, Los Altos Hills, CA 94022 | 650-209-3010 | www.pinewood.edu Dear Neighbor, March 6, 2025
In an ongoing effort to keep you informed about the status of Pinewood School’s Upper Campus modernization project (Project), we wanted to update you about a few important topics below. As always, please do not hesitate to reach out to us with any questions or feedback.

Status of Project Application with the Town of Los Altos Hills Last month Pinewood submitted a formal project application to the Town of Los Altos Hills (Town) informed by many months of neighbor feedback, a Planning Commission study session, and other community engagement. Our project team appreciates everyone who took the time in 2024 to attend Pinewood neighborhood meetings, Town meetings, and our immediate and surrounding neighbors who provided feedback through a combination of one-on-one meetings, group meetings, visits to campus, and even some neighbors welcoming us into their homes to ask questions and share ideas and priorities.

The Town is now reviewing our first formal project application and Town staff will provide formal comments back to our project team. We anticipate these comments will result in some updates to the application to address questions and incorporate guidance from the Town. Once updated, Pinewood will submit a revised project application for additional Town review.

Once our application is “deemed complete” by Town staff, we will have more certainty about how long the project application process will take, which will include formal hearings before the EDPC, Open Space Committee, Pathways Committee, Planning Commission, and Town Council. We will also plan to host more one-on-one and neighborhood meetings in spring 2025 to keep you informed about the project and seek additional feedback at key milestones in the process.

Join Our Email List:

My brother Kyle and I are leading Pinewood’s efforts on this Project, and we are excited about the envisioned modernization of the school. We also bring a personal history of growing up in Los Altos Hills to this process and a deep respect for the surrounding community that we both called home for many years. We invite you to contact us both at any time throughout the process:
● Scott Riches, President and Head of School, [email protected] ● Kyle Riches, Associate Head of School, [email protected] Please let us know if you have any questions at this time.

Sincerely,
Scott Riches Kyle Riches
President and Head of School Associate Head of School
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UPPER CAMPUS | 26800 Fremont Road, Los Altos Hills, CA 94022 | 650-209-3010 | www.pinewood.edu Upper Campus (Grades 7-12)
26800 Fremont Road, Los Altos Hills, CA 94022 | (650) 209-3010 September 5, 2025
Dear Neighbor,
We hope you had a nice summer season. In an ongoing effort to keep you informed about the status of Pinewood School’s Upper Campus Modernization Project (Project), we wanted to update you about a few important topics below. As always, please do not hesitate to reach out to us with any questions or feedback and please join our email list.

Status of Project Application with the Town of Los Altos Hills Back in February 2025, Pinewood submitted a formal Project application to the Town of Los Altos Hills (Town) informed by many months of neighbor feedback, a Planning Commission study session, and other community engagement. Our Project team appreciates everyone who took the time to attend Pinewood neighborhood meetings, Town meetings, and our immediate and surrounding neighbors who provided feedback through a combination of one-on-one meetings, group meetings, visits to campus, and even some neighbors welcoming us into their homes to ask questions and share ideas and priorities.

In the months since February, Town staff, Town consultants, and the Los Altos Hills County Fire District have carefully reviewed our formal Project application and provided several rounds of comments, clarifying questions, and direction to our Project team. Each time a new round of feedback was received, our Project team worked to address the feedback and make any technical adjustments to our formal Project application. However, the overall Project plan remains consistent with the original plans shared through our community engagement activities.

Town Committee Presentations
Just before the Labor Day holiday, Town planning staff directed us to seek formal feedback during the month of September from the EDPC, Open Space, and Pathways Committees. To date we have requested the following presentations:
• EDPC: September 9, 2025, 5:00pm – REQUESTED, NOT CONFIRMED • Open Space Committee: September 10, 2025, 9:30am - confirmed • Pathways Committee: September 29, 2025, 6:30pm - confirmed Future Neighborhood Meetings
We are also planning to host more one-on-one and neighborhood meetings on campus – likely in the late September and early October 2025 timeframe – to keep you informed about the Project, share feedback from Town staff and Committees, and seek additional neighborhood feedback on the most current Project plans. We will notify you separately about neighborhood meeting details. 18

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UPPER CAMPUS | 26800 Fremont Road, Los Altos Hills, CA 94022 | 650-209-3010 | www.pinewood.edu Join Our Email List:

If you would like to receive periodic updates via email and you have not signed up yet, please send your name(s), and contact information to Diana Rocacorba at [email protected].

Sincerely,
Scott Riches Kyle Riches
President and Head of School Associate Head of School
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UPPER CAMPUS | 26800 Fremont Road, Los Altos Hills, CA 94022 | 650-209-3010 | www.pinewood.edu 2025–2026 General Calendar – Important Dates
● October 10-13, 2025: Fall Recess (No School)
● October 18, 2025: Jamboree
● November 24–28, 2025: Thanksgiving Recess
● December 22, 2025–January 5, 2026: Winter Recess
● Wednesday, January 7, 2026: School Resumes
● Monday, January 19, 2026: Martin Luther King, Jr. Holiday (No School) ● February 16–20, 2026: Presidents’ Day Holiday (No School) ● April 6-10, 2026: Spring Recess
● Monday, May 25, 2026: Memorial Day (No School)
● Wednesday, May 27, 2026: Junior High Graduation @ 6:00 PM ● Thursday, May 28, 2026: High School Graduation @ 9:00 AM 20

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Upper Campus (grades 7-12)
26800 Fremont Road, Los Altos Hills, CA 94022, (650) 209-3010 January 9, 2026
Dear Neighbor,
We hope you had a nice holiday season, and the new year is off to a good start. For the past two years, our Pinewood project team has made it a priority to keep you and our other neighbors informed about the status of Pinewood School’s Upper Campus Modernization Project (Project). Throughout this process we have been guided by the following commitments:
• Respect our neighbors and their quality of life;
• Engage in a transparent process to seek Town of Los Altos Hills (Town) approval for the modernization project:
• Engage regularly with our neighbors, listen, and share information; • Current and future campus facilities will only be used for school activities – never rented; • Develop a project which improves campus operations – including parking and traffic – and reduces impacts;
• All new buildings will comply with Town height limits; • Work closely with the Town and our neighbors to ensure all construction-related activities minimize impacts, prioritize safety, and follow all Town and regulatory agency rules and regulations.

Current Status of the Project Application
Town staff have informed us that our Project application is substantially complete, and a public hearing will be scheduled at the Planning Commission’s upcoming February 5, 2026, meeting.

January 28, 2026, Pinewood Neighborhood Meeting
In advance of the Planning Commission public hearing regarding our Project application, we invite any interested families and neighbors back to campus for a presentation on the final modernization details and discussion with the project team. However, the overall Project plan remains consistent with the original plans shared in our community engagement activities and periodic updates throughout 2024 and 2025.

Neighborhood meeting details are:
● Wednesday, January 28, 2026
● 5:30pm to 7:00pm
● Pinewood Campus, Room 17
For planning purposes, please let Diana Rocacorba know you plan to attend by emailing her at [email protected]. Also, if you are unable to attend this neighborhood meeting but would like to schedule another time, please let Diana know.
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History of the Project Application
▪ Back in February 2025, Pinewood submitted a formal Project application to the Town informed by neighbor feedback, a Planning Commission study session, and other community engagement initiated in early 2024.
▪ In the months since February 2025, Town staff, Town consultants, and the Los Altos Hills County Fire District have carefully reviewed our formal Project application and provided several rounds of comments, clarifying questions, and direction to our Project team. Each time a new round of feedback was received, our Project team worked to address the feedback and make any technical adjustments to our formal Project application.
▪ Again, the overall Project plan remains consistent with the original plans shared in our community engagement activities and periodic updates throughout 2024 and 2025.

Upper Campus Modernization Project Goals
As a reminder, since the beginning our goals for this project have remained consistent:
▪ Replace most existing, outdated structures and infrastructure originally designed for elementary school-aged students with a modern high school campus that maintains an architectural style that blends in with the surrounding neighborhood;
▪ New classrooms designed and sized for high school students; ▪ Modern laboratory and learning spaces;
▪ New theatre (replaces current theatre and for school use only); ▪ Reconfigure outdoor athletic spaces including relocate tennis courts; ▪ Improve parking and traffic management, including on site circulation, to reduce impacts on Fremont Road and the surrounding neighbors;
▪ Implement sustainable development standards, renewable energy, water conservation, stormwater management, and GHG reductions;
▪ Enhance campus layout, perimeter fencing, trees and landscaping, and sound barriers to reduce visual and sound impacts on immediate neighbors;
▪ Maintain and enhance community pathways.

Town Committee Presentations
Town staff directed us to seek formal feedback from Town advisory bodies on the Project application over the past two years. To date we have made the following presentations and incorporated feedback, when possible, into the final plans:
● Planning Commission Study Session: September 5, 2024
● Open Space Committee: October 14, 2024
● Open Space Committee: September 10, 2025
● Pathways Committee: September 29, 2025
● EDPC: October 14, 2025
Join Our Email List
If you would like to receive periodic updates via email and you have not signed up yet, please send your name(s), and contact information to Diana Rocacorba at [email protected].

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Los Altos Hills City CouncilMarch 19, 2026

Los Altos Hills City Council
March 19, 2026