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HomeMy WebLinkAbout2016-05-26 City Schools Liaison Committee Summary MinutesPage 1 of 42 May 26, 2016 City School Liaison Minutes BIG CREEK ELEMENTARY Special Meeting May 26, 2016 The City School Liaison Committee Special meeting met in the Community Meeting Room on this date at 8:02 A.M, 250 Hamilton Avenue, Palo Alto, California. Present: City of Palo Alto Tom DuBois, Council Member, Committee Chair Khashayar “Cash” Alaee, City Manager’s Office Palo Alto Unified School District Terry Godfrey, Vice President Melissa Baten Caswell, Board Member Cathy Mak, District Chief Business Officer Absent: Cory Wolbach, Council Member Oral Communications None. Agenda Items 1. Approval of Minutes - April 26, 2016. Chair DuBois: I guess the first thing is approval of Minutes. Board Member Baten-Caswell: I make a Motion we approve the Minutes. Chair DuBois: Do we have a second? I'll second. MOTION: Board Member Baten-Caswell moved, seconded by Chair DuBois that the City School Liaison Committee approve the Minutes from April 26, 2016. Chair DuBois: All in favor. MOTION PASSED: 3-0 Wolbach absent City/School Liaison Committee Minutes Page 2 of 42 May 26, 2016 City School Liaison Minutes 2. Review of Recent City Council/PAUSD Board Meetings. Chair DuBois: The next item is review of recent Council and Palo Alto Unified School District (PAUSD) School Board (Board) meetings. Do you want me to go first? Board Member Godfrey: Did we have a School Board meeting last week? I can barely remember it. Board Member Baten-Caswell: We have a couple of things that have been decided lately that were of interest to the community. We are moving kindergarten end times—actually this is of interest. We need to probably talk about whether it has any traffic impacts. We moved forward with full- day kindergarten across the School Board District (District). That will change the end of school time for almost every school. Some schools—we have two schools that already have a basic—one has full-day and one basically does. What else did we approve? We approved our union contracts, so we are giving salary increases across our different groups and across our non-union groups as well. What else did we decide? We're reducing class sizes. We are investing almost $2 million to reduce class sizes. We are investing in a bunch of new programs as well. This is nice that we have some surplus this year to do that. Feel free to jump in if I'm missing something. Board Member Godfrey: While not necessarily pertinent to City business, you may have heard about the Advanced Placement (AP) test fumble at Gunn High School. A lot of the kids are retaking their AP tests, because there was a mistake in administration. That's being remedied with new AP tests in the next couple of days. We're going this afternoon to do an ice cream social with them with Rick's Ice Cream. Board Member Baten-Caswell: Which the kids asked for. We said, "Is there anything else we can do?” Obviously we feel terrible. We're horribly sorry. Is there anything we can do? Amazingly they thought ice cream would be a winner, which I just don't ... Board Member Godfrey: We're going to scoop ice cream. Board Member Baten-Caswell: This is when you know you have kids. Board Member Godfrey: Yeah, that's it exactly. Chair DuBois: There are new proctors or ... Page 3 of 42 May 26, 2016 City School Liaison Minutes Board Member Baten-Caswell: There's a five-point plan that the Superintendent is putting in place, which starts with the fact that not only are we going to be training proctors better, but we're going to be monitoring this from the District Office. Where these tests were basically handled on site, now they're going to be trained, and there's going to be a process. That's all going to be run from the District Office. Board Member Godfrey: The proctors will take a sabbatical or (inaudible) they won't do the same thing. It won't be the same people every year. That sometimes leads to (crosstalk). Board Member Baten-Caswell: Sometimes that creates issues. I think the other thing to know here is that the Superintendent talked to the College Board, and they have no intent to go back in time and look at prior years. Chair DuBois: This wasn't a change in the way tests were deployed. Potentially it was just (inaudible)? Board Member Baten-Caswell: We don't know. Honestly, we don't know. That would be a huge undertaking. Since they're not going to be going back in time, we're going forward with this. Board Member Godfrey: Part of the issue was the seating (crosstalk). Board Member Baten-Caswell: There are either three or four kids from Palo Alto High School (PALY) who took the tests at Gunn High School (Gunn). They will also get an ice cream social with the Gunn kids. No one's happy about what happened but, I think, there are a couple of things (crosstalk) is that the administration (crosstalk) everybody now. Chair DuBois: There's actually money to both do the salaries and decrease the class sizes? Board Member Baten-Caswell: Yes. Board Member Godfrey: Yes. Board Member Baten-Caswell: Yes, there is. Board Member Godfrey: Hard to believe. Board Member Baten-Caswell: The newspaper has not necessarily covered that accurately. The new Performing Arts Center at PALY has opened, and there were three soft launch events. I invited the Council to ... Chair DuBois: Thanks for the invitation. I couldn't make it (inaudible). Page 4 of 42 May 26, 2016 City School Liaison Minutes Board Member Baten-Caswell: It is so fabulous there. There is not going to be another event before the fall that's a school event, obviously because school's closing. If there are Council Members that would like a tour, I would like to make sure we can figure out how to arrange that. Board Member Godfrey: That's fabulous. Board Member Baten-Caswell: It's not just going into a regular theater. There's stuff in it. During the concert they did—actually they did it during the theater production and also during the band concert. They did this thing where they turned off the acoustics; they turned off all the microphones. They played or talked or did whatever they were doing, and then they turned them back on. The difference in acoustics was unbelievable. There are just some things that you might not—if you're not a theater person, somebody would have to point out to you. That's why I think a tour would make sense. Chair DuBois: I saw the swim teams did very well. I sometimes I wonder if—there's a lot going on in the schools. The City should celebrate some of these things sometimes. Board Member Baten-Caswell: We announced it at the School Board meeting, all the swim team successes. It's always nice when things like that. When we have a Board packet, we have staff and student successes in the front of them. Chair DuBois: I don't think we do that. Board Member Baten-Caswell: We should figure out a way how to extract that piece out and make sure you guys get that. Board Member Godfrey: (crosstalk) Board Member Baten-Caswell: There's some great things. Board Member Godfrey: (Crosstalk) Board meeting, this one we had the Math Olympiad winner for the whole United States (U.S.), a sophomore at PALY. Sophomore. Board Member Baten-Caswell: And very humble. He came up and... Board Member Godfrey: Super humble. Board Member Baten-Caswell: You would never... Page 5 of 42 May 26, 2016 City School Liaison Minutes Board Member Godfrey: He said that in my spare time, I like to work on problems. Board Member Baten-Caswell: I just like to think about them. Board Member Godfrey: (Crosstalk) I just like to think about problems in my spare time. Chair DuBois: Sometimes the Mayor can give a Proclamation, but we can't do it all the time. It's like the things... Board Member Baten-Caswell: This is why you sort of have to look at the whole thing and decide what you would like to give a Proclamation about. Were you going to talk about the other... Board Member Godfrey: The other one is—we have a math modeling team at PALY. For two years in a row, two years running, they're going to the world championships for math modeling. Last year they went to Hong Kong; this year they're going to Germany. It's great. I don't know if companies put those questions in, but they're very real-life questions. Board Member Baten-Caswell: You share the questions, because that's... Board Member Godfrey: The question they had to do was how do you figure out how to insure prize money at athletic events. We're going to give you $100,000 if you get a hole in one or we're going to give you $250,000 if you break a world record. How do you do that? Board Member Baten-Caswell: It was an insurance problem. They actually had to figure out how do you insure that. Board Member Godfrey: It's an insurance problem. How do you figure out how to insure those things? Chair DuBois: Then they'll (inaudible) for it? Board Member Baten-Caswell: Yeah. There was another problem. What was the other problem? It was about road rage and how do you set up road systems so that road rage is less likely. Board Member Godfrey: They sort of get locked together for a couple of days, and they just work on the problem. Board Member Baten-Caswell: They basically have to take a story problem and turn it into the math one. Page 6 of 42 May 26, 2016 City School Liaison Minutes Board Member Godfrey: A model. Board Member Baten-Caswell: The model that they're going to—they actually created a computer model for the road rage thing and also for the insurance one. What's interesting about this is the four kids last year were juniors. Most schools, when you see these kind of teams, it's seniors. Board Member Godfrey: We had a good success, two successes. Chair DuBois: That'd be great to get that successes thing, but if there is ever something that just seems so (inaudible), bring it to our attention. Board Member Baten-Caswell: Winning the Math Olympiad for the world— for the U.S., that's pretty... Board Member Godfrey: That's big stuff. Board Member Baten-Caswell: For a sophomore, that's huge. That's bigger than going to CCS. Although, there's a lot more kids going to California Interscholastic Federation (CIF), Central Coast Section (CCS). Actually the fact that the PALY team went to CCS with no pool is sort of amazing. Chair DuBois: A lot of time over at Gunn. Board Member Baten-Caswell: What? Chair DuBois: A lot of time in the Gunn pool this year. Board Member Baten-Caswell: The Gunn people could say that. They're spending a lot of time on buses is what's really happening. Chair DuBois: Thanks for that update. I was trying to go through some of our recent meetings. We've had a lot of issues that don't necessarily impact the schools. We did pass Residential Preferential Parking (RPP), and we're trying to do both Evergreen and South Park together. Board Member Godfrey: Southgate. Chair DuBois: Southgate. Board Member Godfrey: South Park's a show. Board Member Baten-Caswell: It might feel like South Park, but it's... Chair DuBois: We're going to (crosstalk) a small town in Colorado. I expect that to happen. It'll take several months. Page 7 of 42 May 26, 2016 City School Liaison Minutes Board Member Godfrey: That's great. Board Member Baten-Caswell: On that point, I guess we didn't bring this up. Is it 56 or 58 spots opened up at PALY with the opening of the performing arts centers? Board Member Godfrey: Cathy's like, "Don't ask me that question." Board Member Baten-Caswell: The staff re-jiggered ... Board Member Godfrey: (crosstalk) spaces opened at PALY. Board Member Baten-Caswell: ... or reallocated permits based on that. There should be a lot of people that were parking at Southgate that have permits now. Chair DuBois: Good. We've talked about, a year or two ago, if there's a way to look at how PALY issues those student permits, next fall would be the right time with the new permit restrictions coming in. We also approved the concept plans for several bike plans, mostly in south Palo Alto. The entire length of Bryant is getting refreshed, but Ross Road and—I'm trying to remember the name of the road that goes along Greer Park and past Ohlone. Board Member Baten-Caswell: Colorado? Board Member Godfrey: Amarillo. Board Member Baten-Caswell: Amarillo. Chair DuBois: Yes, Amarillo. There's actually some really nice reconfigurations right around Ohlone in terms of where the crosswalks are and things. Board Member Godfrey: That's good. (Inaudible) Chair DuBois: There was a lot of discussion about removing parking. I think they're going to relook at some of those locations, particularly around Greer Park, which can have high peak times with soccer and baseball and stuff. Board Member Baten-Caswell: If the parking situation around Ohlone or any school is going to change letting us know in advance is important (crosstalk) going to be great. Chair DuBois: I don't think parking changed there. Around the park at certain places, I think, and Ross Road, they were looking to slow down traffic Page 8 of 42 May 26, 2016 City School Liaison Minutes with bulb-outs and things which remove parking spots. They're adding some roundabouts which also remove parking on the corners of streets. That's the kind of parking we're losing. It's not... Board Member Baten-Caswell: It's not near any schools that you know of, will that create a reduction in spaces around a school? Chair DuBois: I can't think of any. Board Member Godfrey: Reducing the parking at corners is great, though. Board Member Baten-Caswell: It's much safer for people. Board Member Godfrey: It really helps visibility. Chair DuBois: We also had a discussion about the Comprehensive Plan (Comp. Plan) you might have read about and the scenarios that we're looking at. We did end up adding two scenarios. One of those scenarios had a lot more housing which would impact the schools. Those are coming back in early June with more definition and final approval. Board Member Baten-Caswell: Where would we go to see those proposals? Chair DuBois: I just said they're not really even finalized yet. They'll be coming back in June. Board Member Baten-Caswell: We wouldn't see them before June. Chair DuBois: Right. I think it was targeting 6,000 housing units by either 2020 or 2030. I think it's 2030. Board Member Baten-Caswell: This is like the Housing Element where you've just given permission for those to be... Chair DuBois: Yes. Board Member Baten-Caswell: There's not actually plans and developers and all those kind of things. Chair DuBois: The City doesn't build houses; we just approve the plans. Board Member Baten-Caswell: You could if you wanted, but (inaudible). That'd be outside of your scope. Chair DuBois: Right. That's just something to be aware of (inaudible) launch. Page 9 of 42 May 26, 2016 City School Liaison Minutes Board Member Baten-Caswell: We talked about the bike thing last week, last time, about the Bike Stealing Program. Not program, but the... Board Member Godfrey: It probably is a program; it's just not our program. Board Member Baten-Caswell: I just wanted to say that Dennis Burns and I had a long conversation and talked about having a three-element plan to work on this. An element that would include communication out to students and parents about what you do if your bike is stolen and how to protect against that, but also what to do if it happens. Working with the school to help the school—it's not clear whether Gunn really has a problem, but PALY clearly does. Working with the administration so they don't feel completely responsible, and also he has a personal plan to do some things with public safety that he thinks might make a difference. I just was thrilled, first of all, that he got back to us and, second of all, that he was willing to talk about that kind of thing. Board Member Godfrey: Did you guys do some Safe Routes to School thing at City Council? Chair DuBois: Yeah. I think it was tied to that same meeting where we talked about the bike routes. Wasn't it? Khashayar Alaee, Management Analyst: That was a—I forget the year. I want to say 10-year celebration or anniversary. Board Member Godfrey: That sounds right. Yeah, probably 10 years. Chair DuBois: Yeah. It was recognition; it wasn't a discussion. Board Member Baten-Caswell: Was it a Resolution to recognize the 10 year? Maybe we should do something as well. Mr. Alaee: It was (inaudible) and also Kathy Durham retired. There was a Resolution for that. Board Member Godfrey: Maybe we should. Board Member Baten-Caswell: I actually have a write-up from Kathy that she emailed me. I didn't really understand how it fit in, but now I do. Chair DuBois: On the bike theft, was there any discussion about cameras or anything? Page 10 of 42 May 26, 2016 City School Liaison Minutes Board Member Baten-Caswell: That's been discussed. The problem is they've seen some of these, and that hasn't helped. That's going to be part of it. Chair DuBois: If you've (crosstalk) to say everyone's present. Board Member Baten-Caswell: Just for that reason, there needs to be multitier—the administration at PALY was under the impression that it was completely their responsibility, and they don't have enough supervisory people to be everywhere at all times. It was, I think, nice to know that there's going to be some cooperation. Board Member Godfrey: On a related note, Du Juan Green, the kids picked him as one of the diploma hander-outers for (crosstalk). Board Member Baten-Caswell: Which is a big honor. They only pick a few people to do that. Board Member Godfrey: It's high touch on campus. Board Member Baten-Caswell: Almost always it's a staff person. It's very unusual for it not to be somebody that works for PAUSD. Chair DuBois: Very nice. Not a Council meeting thing, but we had the Jane Lathrop Stanford Middle School (JLS) exit interviews, and (crosstalk) good combination of... Board Member Godfrey: That's a good break. Board Member Baten-Caswell: Those are so fun, aren't they? Chair DuBois: Yeah. I think quite a few City people, several police officers participated. Board Member Baten-Caswell: Your Fire Department Chief was there. It was very impressive how many people come for that. Chair DuBois: It's really fun. Board Member Godfrey: The kids are amazing. They're amazingly impressive. Have you ever done them, Cash? They're just amazing. Chair DuBois: You interview these eighth graders who are graduating middle school, and they come in prepared to answer a bunch of questions and show you stuff they worked on. Page 11 of 42 May 26, 2016 City School Liaison Minutes Mr. Alaee: That sounds fun. Board Member Baten-Caswell: They dress up (inaudible) professional thing. Board Member Godfrey: They dress up. The come in there in an interview suit. You only spend 15 minutes with them, but they practice all the questions. (Crosstalk) stuff to show you, and they tell you about their journey over their year. You're like, "You went (crosstalk)." Board Member Baten-Caswell: Sometimes they bring three-dimensional things like race cars they've built and... Board Member Godfrey: Clocks. Board Member Baten-Caswell: ... clocks. Someone brought a cello to one of my interviews, and then played it. Chair DuBois: I had a girl play violin. It was good. One last thing. We had a Rail Committee meeting yesterday. Caltrain is planning some small changes to all the grade crossings. Board Member Baten-Caswell: What kind of changes? Chair DuBois: It's restriping, moving some of the places where cars can park between the tracks on Alma, adding a median so that cars cannot try to drive around gates... Board Member Baten-Caswell: That's a good idea. Chair DuBois: ... and adding quad gates, four gates instead of two. Board Member Godfrey: Any discussion about grade separation? Did you see the article yesterday that there was seven deaths in five days? Chair DuBois: There's a lot of discussion. Board Member Godfrey: Seven deaths in five days on the tracks. Board Member Baten-Caswell: Where did you see that article? Board Member Godfrey: I got it in—I'll forward it (crosstalk) what newspaper it was. Chair DuBois: If there's any way you guys have time and can apply pressure. The first part of the meeting was with the High Speed Rail Page 12 of 42 May 26, 2016 City School Liaison Minutes Authority (HSR). We are basically arguing that they need to help us with grade separations. Board Member Baten-Caswell: When is the meeting? You'd like us to come and provide pressure? Chair DuBois: They're ongoing. They're doing the start of the environmental review. There's community meetings scheduled. There's going to be a working group set up. It's for the entire San Francisco to Gilroy segment. It's not Palo Alto specific. Board Member Baten-Caswell: If there are particular meetings that they're particularly going to talk about grade separations, if you could let us know in advance, because it's not just School District people that would be helpful. It would be Health Care Alliance for Response to Adolescent Depression (HEARD) Alliance people, Project Safety Net. Board Member Godfrey: (Crosstalk) Project Safety Net. Chair DuBois: They don't necessarily want to talk about grade separations. Board Member Godfrey: I'm sure they don't. Board Member Baten-Caswell: It won't be agendized. Chair DuBois: Right now they're having public comments. If the School District wanted to provide comments about what should be evaluated in the Environmental Impact Report (EIR), like grade separation, that would be useful. Board Member Baten-Caswell: Can we get a—how do we find out when these meetings are? Mr. Alaee: We can get it from staff, and then we can send it to you and Cathy. Board Member Baten-Caswell: I think that would be helpful. Board Member Godfrey: Do you know if Project Safety Net is putting in a—if they're making a concerted effort to—they're probably the best entity to review it. Board Member Baten-Caswell: To be speaking for us or for our community actually. Page 13 of 42 May 26, 2016 City School Liaison Minutes Chair DuBois: The deadline for the Notice of Preparation is June 6th, so it's coming up pretty quick. For that, you can submit a letter. Board Member Baten-Caswell: I think there's some people that will hold more weight than others. Board Member Godfrey: Yeah, but I think we should pursue it (crosstalk). Board Member Baten-Caswell: We want to make sure that we get that information to those people. Chair DuBois: Obviously it's a very expensive project. They've committed a lot of money to southern California, to dealing with grade separations. Here, it feels like, because they're using the Caltrain corridor, they're trying to do very little and claim that really it's up to Caltrain. Nobody's taking responsibility. Board Member Godfrey: It's something we know works. Chair DuBois: I guess that'll be it for that item. NO ACTION TAKEN 3. Update on City-wide & District Construction Activity for Summer 2016. Chair DuBois: Item Number Three, update on Citywide and District construction. Do you want to kick it off? Khashayar Alaee, Management Analyst: Peter Pirnejad is here, our Director of Development Services. Board Member Godfrey: You get to sit through all of our meeting stuff. Sorry about that. Peter Pirnejad, Development Services Director: No, no. Feel free to grab one and pass it around. There's more here than you need. Board Member Baten-Caswell: Say your name again. I'm sorry. Mr. Pirnejad: Pirnejad. As the Director of Development Services, I manage all of the permitted activity, all the—these are ministerial-type permits that are plan checked and issued and inspected. Nothing that's being planned, everything that's been approved and ready for the actual formal plans to be reviewed, permits to be issued and inspections to be had. This is physical construction that's going on around the City. This newsletter is distributed Page 14 of 42 May 26, 2016 City School Liaison Minutes monthly, and it's available on our website, if you'd like to get them electronically, as well as a list of all the previous months are online as well. Board Member Godfrey: I get it every month. I am one of your (inaudible). Mr. Pirnejad: That's the best way to get a sense of where we are. I'll just highlight a few of these projects. The first, right here across the street, 240 Hamilton. This developer, first time being a developer, a large property owner in Palo Alto, but developing a commercial office building for the first time, 17,500 square feet, four-story, mixed-use. It's very typical of the type of buildings you're going to see in Palo Alto, mixed use with commercial, residential, possibly retail commercial on the first floor. Another project over at the Ronald McDonald House. If you haven't already seen it, it's 500 El Camino Real, right next to the Stanford Shopping Center. We're really excited about this three-story building, 51,000-plus square feet, to house children and their families that are undergoing treatment at the hospital. Board Member Baten-Caswell: Actually—we'll come back to that. You can go through it, but I think we may want to (crosstalk) more. Chair DuBois: Peter, what gets listed on here? I see a single-family home. Mr. Pirnejad: It's only large—usually large, extensive projects. Typically we don't put single-family homes on here. It's usually commercial buildings. Chair DuBois: It's 1501 California. Mr. Alaee: Page 509 at the bottom. Mr. Pirnejad: This is a large single-family development, that's why. It's 68 new homes, 116,000 square feet of condo buildings. Board Member Godfrey: Is this the Stanford Project? Board Member Baten-Caswell: This is the Stanford project. Mr. Pirnejad: (Crosstalk) project. Mr. Alaee: It must have been—the "Two" should be "One," it seems like. The one above and then the one below. Board Member Godfrey: They're one big property (crosstalk). Mr. Alaee: I think Tom was looking at that. Chair DuBois: Yeah, I was. Page 15 of 42 May 26, 2016 City School Liaison Minutes Board Member Baten-Caswell: You thought it was one single-family home. That's why... Mr. Pirnejad: Yeah, sorry. The picture's actually... Mr. Alaee: You're like that's a pretty big home to make this newsletter. Mr. Pirnejad: That's on the next page. I think the... Cathy Mak, District Chief Business Officer: (Inaudible) the other is called University Terrace. Board Member Godfrey: University Terrace, you're right. Sorry. Mr. Pirnejad: No worries. I'm here to answer questions. This is pretty self- explanatory (crosstalk.) Board Member Godfrey: Cathy was saying this 1501 is Below Market Rate (BMR) housing. Is that right? Board Member Baten-Caswell: No. Mr. Pirnejad: No, no, no. Board Member Godfrey: (Crosstalk.) Board Member Baten-Caswell: This is faculty housing. Board Member Godfrey: No, no. University Terrace is faculty housing. I thought a California Avenue address... Board Member Baten-Caswell: I thought all the California Avenue addresses were faculty. Mr. Pirnejad: I believe it's age-restricted housing. Board Member Godfrey: Age-restricted. I'm going on the map to see (crosstalk) in California (crosstalk). Mr. Pirnejad: I have to check with Planning on the site, but (crosstalk). Board Member Baten-Caswell: This is part of Stanford, so this is not new for us. Whatever it is, it's (crosstalk) various parts of the Stanford thing. Mr. Pirnejad: This was part of the Mayfield agreement that was part of the soccer fields. Page 16 of 42 May 26, 2016 City School Liaison Minutes Chair DuBois: I believe there's two. Isn't there one along El Camino that's more affordable? Board Member Baten-Caswell: Right. That is the apartments. Board Member Godfrey: Yes. Right by the Wells Fargo there. Board Member Baten-Caswell: They can't control that to be just Stanford people. Pretty much anyone can apply for that. Mr. Pirnejad: Obviously we have the Stanford Shopping Center undergoing a lot of renovation, 130,000 square feet in the former Bloomingdale's site at the Stanford Shopping Center. Some other (inaudible) along that site. Again, what we list in here are projects that are under construction as well as projects in plan check. Board Member Baten-Caswell: Are any of these projects the City's actually doing it for City office space and things like that? Chair DuBois: That was the next question. Do we have any update on Public Works? Mr. Pirnejad: I don't know if we added Capital Improvement Program (CIP) projects; I don't think we did. That would come from Public Works. What we tried to capture is private development. Just so there's not any confusion. Board Member Baten-Caswell: I think it would be really helpful for us to know what Public Works projects are being done as well. Mr. Pirnejad: Like street work projects in the right-of-way? Board Member Baten-Caswell: Yeah, actually that would—we haven't even asked for that. That would be an additional ask. I do think the street works would be helpful from a—particularly near schools. Mr. Pirnejad: I would think what would be helpful is anything that affects the public right-of-way, so that's commuters, pedestrians, bicyclists. This is actually one of the things, Tom, that was on our City Council Priorities. With the loss of Richard Hackmann, who was the project manager on that, that project has lost a home. What we were trying to do is develop—there's off- the-shelf products that help manage and provide public awareness around every street project. Whether it's Utilities replacing a water main, Public Works resurfacing a street, private development stubbing out a gas line, it would be recorded and be visible. Page 17 of 42 May 26, 2016 City School Liaison Minutes Board Member Baten-Caswell: I can't tell you how helpful that would be, particularly for the principals to know if they're ripping up a street in front of their place or on the main thoroughfare where people are dropping off. Mr. Pirnejad: Not to burst the bubble on that, but it's a project that we've identified as a high priority, but the person that we had earmarked to do it has left the City. We're trying to find a new home for it. It's one of the multiple projects that's on our wish list. It just doesn't have a Project Manager yet. It's something ... Mr. Alaee: It becomes a little—it's a big project, because you have Utilities Department running projects ... Mr. Pirnejad: All the time. Mr. Alaee: ... You have Public Works running projects, and then you have private developers running projects. The coordination and getting the information loaded. To credit Peter, he's done a great job of getting the departments to all start to use one software system. Believe it or not, we still have multiple different databases and software systems and stuff. Board Member Baten-Caswell: There's no one—forget about the fancy database. There's not one place where it's recorded these are all the projects? Mr. Pirnejad: No. Mr. Alaee: Unfortunately not. A long time ago we were hoping to maybe have a cone or "work happening here" on our website, where you could click that button and then boom, all the projects would come up. It's a capacity issue. We have to do the work, but then report out on the work. The departments do it very well for each project. If we're going to go dig up a street, we'd notice that street very well and the impact of neighborhood. Board Member Baten-Caswell: You do—are the schools included in that information? Mr. Alaee: Yeah, yeah. Anytime ... Board Member Baten-Caswell: It seems like sometimes people are surprised. Mr. Pirnejad: I think what happens is if Utilities or Public Works is affecting a right-of-way, they'll notice everybody within 300 feet or 500 feet of that impacted area. What they don't do is notify people that are just commuting through that section of road, because they don't know who those people are. Page 18 of 42 May 26, 2016 City School Liaison Minutes What we're hoping to do is develop an app where the contractor actually doing the work the week before he goes out will say, "I'm about to start work on Waverley from here to here, and it's going to affect this side of the road for this long." Then, it becomes publicly visible. Board Member Baten-Caswell: You did let us know that Churchill was going to be impacted way more than a week in advance. That was important because it's a major corridor into Palo Alto High School (PALY), into the District Office, and to Stanford. If there are any other projects like that that you just know about, that would probably good for us to know in advance. A week is not enough time for us to really do anything except for worry. Mr. Pirnejad: Understood. Chair DuBois: What are the conditions for private developers to close streets? Mr. Pirnejad: Private developers out of the range of types of work that affects the public right-of-way are probably under the most rigorous review process. What they have to go through is they submit an application of how they're going to affect the right-of-way and for how long. They get a specific permit to disrupt the right-of-way for a specific period of time. Then, they have to have a logistics plan associated with it. If they're going to take up a lane and it's going to affect something like newsstands, bus stops, handicap ramps or anything along those lines, they have to replace those and relocate those things so that it doesn't affect congestion or pedestrians, cyclists or (crosstalk). Chair DuBois: Do they have to convince you that they need that space? Mr. Pirnejad: Yeah. Chair DuBois: You try to say, "Can you do it without that space?" Mr. Pirnejad: Yes, yes. The Public Works Department reviews the application, tries to minimize the impact, reduce the number of lanes impacted, reduce the amount of time it's impacted. Then, it gets reviewed by Transportation in Hillary's department, Planning and Community Environment (PCE). Once the traffic operation and the actual logistics plan is approved, then they're issued the permit, and they can start closing down the lanes. That sort of thing happens well in advance. It's planned out; it's reviewed. All they ... Chair DuBois: Do they have to pay an impact fee? Mr. Pirnejad: They pay a fee. Yeah, they pay a fee. Page 19 of 42 May 26, 2016 City School Liaison Minutes Chair DuBois: For every day that it's closed? Mr. Pirnejad: Yeah. They pay a fee per day, and they pay a fee for the permit. I'm not sure exactly what that is. On the other side, when you have the Utilities Department replace a water line or a gas line or you have Public Works repair a storm drain, whether it's an emergency and they just show up and do it or it's part of the CIP, Capital Improvement Program, that's been planned years in advance or it's just routine maintenance, those things don't go through level of review. They don't have to have an operations plan or any kind of plan associated with how long and how far we have to go to negate the impacts. That's something that we may want to consider going forward, especially at minimum reporting it so it's visible on some shared website where people can see that the street's going to be impacted. The common misunderstanding or myth is that private development is causing all the problems, but it's actually not. The majority of impacts to the street are because we're replacing lines, fixing lines, changing things that have nothing to do with private development. Board Member Godfrey: When we know to notify people, is that the cards that come? Mr. Pirnejad: Yeah. Board Member Godfrey: Is there a way to have—sorry, Siri loves to just go on (inaudible) watch her. Is there a way to say we're going to notice the people who live along Charleston because they live on Charleston (inaudible) adding particular schools to the—tag them in the database as being interested in that neighborhood? I'm not exactly sure I'm saying this right, but ... Mr. Alaee: I understand. Board Member Godfrey: I understand that you probably have a neighborhood—you probably have a database and there's flags for where those people live. Having the schools included in many of those different neighborhoods ... Mr. Alaee: That's a great idea. Board Member Godfrey: ...so that if it's a really common thoroughfare, they get notified automatically. Mr. Alaee: Correct. That's a great idea. Board Member Godfrey: That way it just happens, because they're flagged appropriately. Page 20 of 42 May 26, 2016 City School Liaison Minutes Board Member Baten-Caswell: What we could do is we could give you our boundary map, so that you could see what—not that there aren't some overflow people that come in from other places, but if you could see the boundary map. To Terry's point earlier with our commuter schools, there are certain things that they need to know. Board Member Godfrey: Especially the high schools. Board Member Baten-Caswell: I don't know if it's—I'm thinking... Board Member Godfrey: Ohlone Elementary School. Ohlone's another one. Board Member Baten-Caswell: Ohlone. If something was going on Louis, if it wasn't within that area that you're talking about, the 300 feet or whatever it is. If something happens on Louis, that basically changes their commute in for almost everybody. Mr. Alaee: Let me just ask a quick question. The boundary maps, these are the boundaries of the homes feeding into that school? That would be great. Board Member Godfrey: If that was useful or just a way to look... Mr. Alaee: I think that would be really useful. Board Member Godfrey: ... sit down and look at the community map and say this is an important commute. Could you flag Ohlone as needing to know when that... Mr. Alaee: Yeah. What our departments do is they'll use the Geographic Information System (GIS) Operating System to put a pinpoint on the project address and that circle or radius just (inaudible). Depending on what format the boundary map is, honestly we could take it and load it into our GIS system. As soon as they do a pin plot on that, they can then pull that into (crosstalk). Board Member Godfrey: Some way to have it be automatic would be probably ... Mr. Alaee: That would be great. How often do the boundary maps change though? Board Member Baten-Caswell: Hopefully we change them very few times. There's only a few things that really stresses people out more than anything else is the boundaries (crosstalk). Page 21 of 42 May 26, 2016 City School Liaison Minutes Mr. Alaee: I think if we do get the file and we do load it in our software system, then someone just has to remember on both sides that if the boundary maps change, let us (crosstalk). Mr. Pirnejad: (Crosstalk) electronic version of that. Board Member Baten-Caswell: That's so few times, that you would know. Board Member Godfrey: (Crosstalk) it's so infrequently, and they change so sort of—it's negligible. Board Member Baten-Caswell: The corridor part going into Ohlone, that won't be in the map system. How (inaudible) we'd need to—for the commute schools, maybe we need to identify what those major corridors are into that school. We only have a couple of schools like that. Chair DuBois: I think you should also think about, if you did the entire boundary, you're probably going to get noticed all the time. This is just a single (inaudible) issue of what was relevant. Board Member Godfrey: It is probably worth a conversation. If it's Louis Road, it's this school. If it's Charleston Road, it's that school. That sort of thing. Just somehow if we set it up to automatically apply them, then you don't have to think about it. Mr. Alaee: We can get our staff the data, and then we can also tell them the intent. I'm sure they're in tune with the traffic flows as well. If not, our Transportation Division is (crosstalk). Board Member Godfrey: I'm sure they are. (Crosstalk). Board Member Baten-Caswell: Certainly your school traffic safety people know that (crosstalk). Mr. Alaee: Exactly. Board Member Godfrey: Plenty of people pay attention to that. Mr. Alaee: I get the overall gist and goal. Chair DuBois: In terms of capital improvements, I don't know of anything that's starting this year. We have Public Safety/Police Building in the California Avenue (Cal. Ave.) area. We want to build a garage before we start on the police building. Board Member Baten-Caswell: A garage for... Page 22 of 42 May 26, 2016 City School Liaison Minutes Chair DuBois: For the merchant area. Board Member Baten-Caswell: For the merchant area. Do you have any idea where that might be going? Chair DuBois: Yeah. It's the surface lots on Sherman and Cal. Ave. One of those will be a garage, and one of those will become a police station hopefully. That's the plan. The other one is the bike bridge over Highway 101 (101). Board Member Godfrey: It's back. Chair DuBois: It's still pretty pricey. Board Member Baten-Caswell: What's the price right now? Chair DuBois: Thirteen million plus some optional stuff. I think construction would be done in 2020. We have a pretty big capital improvement project list. Again, I can't think of anything that's going to be immediate or anything. There's a lot of planning going on. Board Member Baten-Caswell: Is there any work to sort of re-jigger the ins and outs on Embarcadero with the lights there and the mess that it is pretty much all the time? I know there's a lot of different—there's Stanford; there's Town and Country; there's PALY. There's a lot of stuff. Board Member Godfrey: I thought there was some changes in the light timing. Do you mean... Chair DuBois: They worked on that, Town and Country. Board Member Baten-Caswell: It's still pretty awful. Chair DuBois: A lot of traffic. Board Member Baten-Caswell: Is there any—there's nothing in the works there, any changes? Board Member Godfrey: You probably know we had a kid hit there a couple of weeks ago. Chair DuBois: (Crosstalk.) Mr. Alaee: We heard that. Let me check. I thought there was something coming up, but I don't know if it's done or not. Page 23 of 42 May 26, 2016 City School Liaison Minutes Chair DuBois: I was checking in on that. I thought they did it. Mr. Alaee: Let me (crosstalk). Board Member Baten-Caswell: I drive it every day, so I can tell you it's still— it doesn't feel different. It might be different; it just doesn't feel that different. Board Member Godfrey: I don't (inaudible). I try and stay away from there. I usually have to go (inaudible). Board Member Baten-Caswell: I know Stanford's involved. There's a lot of pieces to that. Chair DuBois: We have a couple of other people. I don't know if you guys want to introduce yourselves. Are you here to talk about school construction projects? Laura Larsen, School District Bond Program: Hi. I could do that. Do you want to do that now or do you want to... Phil Mast, Guest: I'm Phil Mast, and I'm just here to listen. Chair DuBois: Welcome. Ms. Larsen: I'm Laura Larsen. I've been working with the Palo Alto Unified School District (District) on their bond program almost eight years now, since basically the beginning of this last bond. (Inaudible) come up here to talk about this summer's school projects that we have going on. I'd say a big chunk of them are over at Gunn High School. We have a lot of things happening at Gunn this summer, mostly in preparation for the construction of the central building project, kind of in the middle of campus. Right now, we're going to be getting that site ready for construction to start in the fall. We have to move some interim (inaudible) for some of the programs. They're going to be losing their home right now, and put them into their interim space. We're doing that work. Moving the portable to make way for construction access at that place. Moving custodial sheds and things like that to another location because they're also in the location. Also, the painting project is going on at Gunn. That is going to be going on, and the entire campus is impacted there. At PALY... Board Member Baten-Caswell: Wait, wait. Just going back to Gunn. If you guys, Spangenberg is going to be closed. Is it one year or two years? Page 24 of 42 May 26, 2016 City School Liaison Minutes Ms. Larsen: We want to keep it down for one year from start of construction. We would like to open it back up after the first year and only get access—we'll still be working on the two-story portion, but we want to have Spangenberg (crosstalk). Board Member Baten-Caswell: They will be—for the one year when it's closed, they will be doing their theater stuff over at PALY. Ms. Larsen: Yeah. We're going to keep the little theater open for programs on schools (inaudible) every day, so they'll (inaudible) the little theater. The productions and things like that will (inaudible) PALY. We hope to only keep them down for one year, so we can give them access back into Spangenberg while we still finish up the two-story (crosstalk). Board Member Baten-Caswell: That's important because Spangenberg gets rented out quite a bunch for community activities. I don't know if the City every rents it out, but I know that community groups do. You should just be aware of that. Chair DuBois: Are you guys demo'ing the music buildings this summer? Ms. Larsen: Not this summer. We'll make the interim housing for music programs, music and choir programs, get them into their new location, and then we're going to do haz mat abatement on all the buildings that are to be demo'ed, and then we'll demo the buildings at the start of construction. Hazmat will happen probably before that. That may be late summer, early fall, and then construction and demo would start in the fall sometime. Chair DuBois: Are you going to lose parking and bike racks? Ms. Larsen: No. We'll lose one area of bike racks, but we're working with the campus on relocating to some areas. With the central building project going where it's at, to build that we have to close a corridor where a lot of the kids would normally walk through. We're looking at strategically placing bike racks around that area and locations. We're working with the campus on that. Chair DuBois: Are they not going to lose any parking? Ms. Larsen: No parking is going to be changing. I think it's like four spots where people are ad hoc parking near the food service areas. They've been parking there a little bit, but we'll take down those few spots. The fence line isn't changing from what's there right now. We're going to follow that (inaudible) around. Page 25 of 42 May 26, 2016 City School Liaison Minutes Board Member Baten-Caswell: We won't have the community that lives right next to Gunn show up to complain? Ms. Larsen: No, I hope not. We're not really losing any parking there at all. We'll work with the campus on the bike parking and access for that. We've been meeting with the Traffic Safety Committee quite often and informing them. We're searching and really trying to place bike racks and things like that. Moving on to PALY. Now that the theater's going to be wrapping up, we'll be finishing off, getting them moved in with some of the equipment and furnishings and things like that over the summer. The gym will still be going on pretty gangbusters until—that one hopefully will be done next year (inaudible). Board Member Baten-Caswell: How many parking spaces open up once the gym is complete? Ms. Larsen: Just a few that are around the area. There's still the few parking spots that were made right where the fence line is at, the construction area, but it wasn't really adding any parking right in front of the gym area where the blacktops used to be, where some cars have parked there before. What will happen is when we can get all the construction workers off the site, it opens up some of the parking back onto (crosstalk). Board Member Baten-Caswell: Do you know how many spots that is? Ms. Larsen: I don't know off the top of my head. I know we worked out with the campus X amount of cars or workers on the campus and then off the campus as well. Board Member Baten-Caswell: The reason I'm asking that is because we did have community members here at the last meeting who were... Ms. Larsen: It's a tough spot right now. Board Member Baten-Caswell: Right now obviously we can't change that, but when it's over... Ms. Larsen: We can (crosstalk). Board Member Baten-Caswell: ... making sure, being very clear about what additional spaces we'll have. I think that might make them feel better. Ms. Larsen: I can put an inquiry in. I can (inaudible) email (inaudible). Ms. Mak: Do you know how many spots we have (inaudible) done? Page 26 of 42 May 26, 2016 City School Liaison Minutes Board Member Baten-Caswell: Is it 56 or 58? Ms. Larsen: It was like 56 spots, and then it was opening up the back area too, where the construction trailers were at, where we had the general contractor and the IOR's trailers parking. That was in a parking spot. That staff parking is reopened too. It's helped out quite a bit in that area. I think 56 in that one little area, but then an additional—I think it's 16 now staff members can park in that back area where the trailers were at. (Crosstalk) some of the (inaudible). Board Member Baten-Caswell: How do we get that communication back out to the South Park community, that those spots... Board Member Godfrey: Southgate. (Crosstalk) South Park forever more. Ms. Larsen: Right now, we're working on the parking lot area, because we had more construction on the theater there. We had to restripe to make access around. Now we're working on implementing it back into—now that we have that extra drop-off zone and parking near the theater, we're looking at the work around that area. For the quantity of spots, we're going to do a full quantity check of how many parking stalls we have (inaudible) get that information back out to (inaudible). Board Member Baten-Caswell: I think the communication to the community "we have lost this much during construction. We have gained this back." Just very clear. It's a pretty important piece of communication based on last meeting. Ms. Mak: I'll talk to Bob (inaudible) getting that back out to you. Ms. Larsen: We'll get that information to Bob (inaudible). Chair DuBois: Any other elementaries or middle schools? Ms. Larsen: Elementaries are being—all the elementaries, middle schools, but most of the majority of it is painting work with the elementary schools and then the middle schools. We also have some concrete work. Some of the areas, they were just doing some maintenance on smaller projects, so they're a little bit faster. Just summertime projects. Fairmeadow, I have (inaudible) Fairmeadow, Escondido, Hoover, Palo Verde, El Carmello, Duveneck have some concrete, asphalt, painting (inaudible). Board Member Baten-Caswell: Are you asking this because you're wondering if the fields are going to be impacted for summer programs? Page 27 of 42 May 26, 2016 City School Liaison Minutes Chair DuBois: I was just curious where construction was going on. Most of the major construction has been completed from the bonds but the elementaries and middle schools. Board Member Baten-Caswell: We have $60 million that we just released for elementary school programs. That's... Ms. Larsen: That's new. We're just going to start that planning coming up. Right now we're doing the planning for Addison Elementary School with the donor-funded design portion. Tonight we have a community meeting for the neighborhood around Addison. Hope it's heavily attended. The follow-up with the last advisory meeting. (Inaudible) to come back to the Board likely in August. That's for Addison. Right now the elementary schools, we're not performing any construction. Addison is the only one that's planning, and then we'll start the planning again for the other elementary schools moving forward. (Inaudible). The middle schools, they're pretty much—they're done (inaudible) right now or the major work is (inaudible). Chair DuBois: We had the—I don't know what we called the event where Max and Jim signed the compact on Cubberley to start a design, really starting to plan for what's going to happen with Cubberley. Is there any of the bond money tied to Cubberley? Is there any funding for construction? Board Member Baten-Caswell: Not at the current time. It's not as if it couldn't be, but we've just allocated to the elementary schools. I have to say that at the last meeting when Jim was going through his priorities and he said Cubberley was off the priority list, that was... Chair DuBois: I didn't recall that. Board Member Baten-Caswell: Or it was below the line. He said something about his priorities. Maybe go back to the Minutes and take a look at that. Chair DuBois: We have four years left of the five years. I think we're all trying to work towards figuring out what to do with Cubberley and kick that process off. Board Member Baten-Caswell: Our direction to Max was to sit down with Jim and talk about the needs on both sides, so that we could then start a process. I am not aware that that conversation has completed. Mr. Alaee: The City and the School District signed that covenant, right? Several months ago. Board Member Baten-Caswell: Yeah. Page 28 of 42 May 26, 2016 City School Liaison Minutes Mr. Alaee: I think there's a working group and folks are meeting. We can get a status update. Just real quick; I don't mean to shift the conversation away from the School District. Peter does have to leave at 9:00. I don't know if there's—if there aren't any other City questions, we can maybe let him go. Board Member Godfrey: I don't have any other questions. Chair DuBois: Thanks for coming. Board Member Baten-Caswell: Thank you. This is helpful. Mr. Alaee: Thanks so much. Chair DuBois: Laura, thank you too. Ms. Larsen: I don't have anything on (inaudible). Board Member Baten-Caswell: I don't see it in the Minutes, so maybe he said this at a different place, but that... Board Member Godfrey: I don't remember that. Board Member Baten-Caswell: I was surprised. Board Member Godfrey: (Crosstalk). Board Member Baten-Caswell: Maybe I didn't get it from here. Chair DuBois: I've talked to him multiple times. Again, I think there's a working group and there's some discussion about kicking off a design process. Mr. Alaee: Correct. I believe the Community Services is looking at potentially bringing an idea or some sort of (inaudible) that's similar to an idea that can help with the design (inaudible) process. I haven't been a part of the conversations, but I can touch base with him and get an update on where things are from the City's end. I'll get back with Cathy. Board Member Baten-Caswell: I don't think we've had an update from Max recently on this. Ms. Mak: The group had met at least a couple of times now. The last meeting was several months ago. Mr. Alaee: I know on our end, we're just about to start on year-end wrap-up and Budget. A lot of people are focused on that. We've lost several people in our budget office. It's a time-intensive process. Page 29 of 42 May 26, 2016 City School Liaison Minutes Chair DuBois: Anything else on this item? Board Member Godfrey: I don't think so. Thank you. Chair DuBois: Thank you. NO ACTION TAKEN 4. Review Upcoming Calendar and Agendas. Board Member Baten-Caswell: Is a lot of the—you keep mentioning people that you've lost. Is this more than typical or is it just sort of how business goes? Khashayar Alaee, Management Analyst: I think it's a little bit unusual. The economy's doing good, so there's other jobs out there. Also, the housing costs are just significant in the Bay Area. It's important for our employees, and then the commutes are just horrendous for folks. It's a competitive market in government. Other agencies out there are actively recruiting. I think the baby boomer retirement is coming upon us. I think all those are all the factors. I'm trying to make sure the televisions (TV) are on, because I want to show you guys this. We're going to talk about the schedule for next month. Board Member Godfrey: These are pretty impressive TVs. Board Member Baten-Caswell: A lot of TVs. Chair DuBois: Thank you for coming. I didn't—you're (inaudible) the public. Did you want to mention anything? Phil Mast: No, I'm just listening pretty much. Thanks. Board Member Godfrey: We're pretty casual, so if you have questions. A little less formal than going to a City Council or School Board meeting. You seemed to know your way around, so I thought (crosstalk). Board Member Baten-Caswell: What's the electronics in the front? What's that represent? In the front when you come in, what is the electronic screens? Chair DuBois: That a piece of interactive art. People can put in ideas on the web and news and things, and they pop up. Board Member Godfrey: (Inaudible). Page 30 of 42 May 26, 2016 City School Liaison Minutes Chair DuBois: I think you can—I don't know if you send it to Twitter. There's a way you can... Board Member Godfrey: How do you do it, Cash? I want to send stuff there. Mr. Alaee: It's actually—there's an application (app.) you have. I want to say it's... Board Member Godfrey: Tell me which app. it is. I've many app.’s (crosstalk). Mr. Alaee: You just open it up on your website. I'm sorry. It's not an app.; it's... Board Member Godfrey: It's not the Palo Alto 311. It's not Our Palo Alto. It's not the—you guys are like an app. machine. Mr. Alaee: What is it? I'll have to look it up. You can also go to that TV right there... Board Member Godfrey: You get this stuff set up. I'm going to go check it out. We're going to do this. Board Member Baten-Caswell: I'm sorry I distracted her. It was probably not a good idea. I've just been staring at it for the whole meeting. Mr. Alaee: I don't know why the TVs aren't coming up. Chair DuBois: Did you have a lot to show or can we talk about it? Mr. Alaee: For June, what we tentatively have is the middle school athletics program. I don't know what that's—if we can do that in June. Cathy Mak, District Chief Business Officer: I know the two lawyers have been talking. After that, then staff and attorney can come talk about the needs from both sides. (Inaudible). Mr. Alaee: Our meeting's tentatively scheduled for June 16. Board Member Baten-Caswell: We have an issue with that. I thought we had brought that—isn't that when our offsite is? Board Member Godfrey: No. Board Member Baten-Caswell: When's our offsite? Board Member Godfrey: Our offsite is... Page 31 of 42 May 26, 2016 City School Liaison Minutes Board Member Baten-Caswell: No, it's early in that week. Never mind. Board Member Godfrey: Our offsite is Monday and Tuesday of that week. Board Member Baten-Caswell: We don't have an issue with that. Never mind. Mr. Alaee: I just realized I have an issue with that, not that I need to be here. I know that Jim and I will not be here that day. Is there a way we could target another date? Is the 23rd too late for your ... Ms. Mak: What day is that? Mr. Alaee: The 23rd is the following Thursday. Chair DuBois: Thursday. Board Member Baten-Caswell: It's a Thursday, the following Thursday. Board Member Godfrey: We have a Board meeting the 21st, right? We're likely to be in town. I'm not leaving town right away. Board Member Baten-Caswell: I'm not leaving town; I'll be in town. The people that need to present for this, are they going to be around? Mr. Alaee: It would actually give us another week. If we can't do middle school athletics, the other item that's tentative is the discussion about the local tax on business. I don't know if we could potentially do that. I don't know what's going with the TVs. The other items we had remaining were an update on the Comprehensive Plan and teacher housing, safe rides and traffic around schools. That usually comes up in the fall. Sustainability programs, we usually do that annually. The Cubberley planning process, Ventura lease, strategies for increased early childhood services and childcare. Board Member Baten-Caswell: Given the new kindergarten plan, I think it would be helpful to have—what were you going to report on the childcare situation? Mr. Alaee: I think we still needed to circle back with staff and firm up what that was. I missed the first meeting of the year, February, where we kind of created these items. I don't know who brought it up or what the intent was around that subject. Board Member Baten-Caswell: For the City arrangement with the childcare providers and our arrangement, I don't know if we need to get a report on what's changing. What do you think, Terry? Page 32 of 42 May 26, 2016 City School Liaison Minutes Board Member Godfrey: It seems like we should. Board Member Baten-Caswell: It seems like we should, and it seems like we should before school starts. I'm almost thinking that if we could do that and the fields thing, maybe that's too much to do. Mr. Alaee: What would be the intent of the conversation? To talk about how the kindergarten... Board Member Baten-Caswell: If there's any gotcha's—yeah. With the kindergarten changing, is there anything that we need to talk about before the school year starts? It seems like we get surprised by things regularly. Chair DuBois: With the kindergarten changing to the afterschool, I forget what they're called. Are you guys planning on... Board Member Baten-Caswell: The hours will change, because there are some number of kindergarteners that go to afterschool at Palo Alto Community Child Care (PACCC). Chair DuBois: The City runs those or who runs those? Board Member Baten-Caswell: We have an arrangement, and you guys have an arrangement too. I just don't know the parameters of both arrangements. Ms. Mak: The City contracts with PACCC. They have a new provider at Nixon, Kids Choice, starting in July. Chair DuBois: They're going to see a change in demand potentially. Ms. Mak: Right. We have been—PACCC is aware about the potential changing kindergarten, because we have been (crosstalk). Chair DuBois: They have a new director too. That might be a good one. Board Member Baten-Caswell: I think there are going to be some probably surprises here, and it'll be good to get them out on the table early, so that we're not running into them as school starts. Chair DuBois: That's very specific. When I brought this one up, I think I was also just interested in talking about childcare supply in general. Board Member Baten-Caswell: Which is probably another very important thing for us to talk about, because we've been in short supply. Board Member Godfrey: The on/off indicator was the issue. Page 33 of 42 May 26, 2016 City School Liaison Minutes Board Member Baten-Caswell: Maybe we could split that in half. Chair DuBois: I don't know... Board Member Baten-Caswell: Who were you hoping would present for the childcare supply? Chair DuBois: I don't know. Does the School District have any programs for early childhood education? Board Member Baten-Caswell: We do have a whole early childhood education program that kind of goes out of Greendell. Board Member Godfrey: Out of Greendell, yeah. Board Member Baten-Caswell: That's... Chair DuBois: It's not expanding or changing? Board Member Godfrey: It's not really changing. Board Member Baten-Caswell: It's not changing, no. If anything, the only change would be if the population for Transitional Kindergarten (TK) changes, which we have not seen any reason for that to change. If anything, it's been a little bit declining. Chair DuBois: We all see this demand, but there's no programs (inaudible) expand supply. Board Member Baten-Caswell: I thought you were going to talk about the afterschool need, which is also a big demand that's not fully ... I don't know who is the person who would give the report, because I don't know that there's a person that sort of looks at that in macro. Ms. Mak: PACCC has done some survey and study in that a year ago. Board Member Baten-Caswell: Is PACCC the right—it seems to me that if this is a policy question, are we providing enough childcare across the City to meet demand, then there needs to be somebody that can look at it at the macro level. Maybe PACCC is the best we have, but they're a very specific provider. Ms. Mak: We've been working with Minka with the City, and she ... Board Member Godfrey: I was just going to say it seems like Human Services is the department in the City that does that. Page 34 of 42 May 26, 2016 City School Liaison Minutes Ms. Mak: (crosstalk) appropriate person to present. Mr. Alaee: I think what maybe we can do is invite PACCC, invite Minka ... Board Member Baten-Caswell: That's what you were thinking about the policy area around this. Right? Chair DuBois: Yeah, for both organizations. Board Member Baten-Caswell: It's way more than just early childcare. Actually there's a whole big group doing early childhood analysis across the county that a lot of people from the School District are a part of. We get a report on that too, but it's a different thing. That's just early childcare; that's not—that's early education, not childcare for older students. Chair DuBois: I was thinking more younger. There's somebody from the County who could come? Board Member Baten-Caswell: There's a group. Who's the head of that group with Sharon Keplinger? I could find out who that is. As a matter fact, I just got an invitation to something they're doing. There's somebody that's in charge of that. We can invite them too. Board Member Godfrey: I don't recall seeing that invitation. Board Member Baten-Caswell: I think it was just sent to me as a person. Board Member Godfrey: It doesn't strike me. Chair DuBois: Cash, could you scroll up? Do you have our (inaudible)? Board Member Baten-Caswell: It's not a School District initiative. It's a Santa Clara County (County) initiative. I don't even know if it's sponsored by the County or it's sponsored by a nonprofit that's trying to push something forward. I think it actually might be. Board Member Godfrey: Local tax on business and transportation? Mr. Alaee: Local tax on business for ... Maybe what we can do is potentially maybe invite PACCC, invite Minka, have a conversation about what PACCC's previous research provided and insights, Minka's view. Maybe as Board Members and Council Members, we can start to talk about the framing of the issue, and then take it from there. Board Member Baten-Caswell: I'd like somebody from the District who's going to be running the kindergarten program and the logistics around it to Page 35 of 42 May 26, 2016 City School Liaison Minutes talk about that as well. Probably someone in Barbara's group, I guess. I don't know. Ms. Mak: Either Barbara or Holly. Also, I'll invite Dawn because she's working very closely (inaudible) TK. Chair DuBois: It sounds like it should be split up into two items. There's the change in kindergarten and afterschool care, and then I'd like to, if we can, get the right people, early education and childcare facilities. Mr. Alaee: We would frame it as ... Board Member Baten-Caswell: Capacity, early education and childcare capacity versus need, something like that. Mr. Alaee: It'd be discussion about—I'm sorry, one more time. Early childhood ... Board Member Baten-Caswell: Early education and childcare capacity and needs. Chair DuBois: That could be Palo Alto Child Care and potentially somebody from the County that you were talking about. Board Member Baten-Caswell: I don't know that the County government— there may be some nonprofit. I don't know that that conversation has to happen in June. I think the kindergarten one does, though. Mr. Alaee: Basically what's that discussion about? Chair DuBois: We could do them together. Board Member Baten-Caswell: It would be great if we ... Mr. Alaee: What's the title or what would be the ... Board Member Baten-Caswell: Discussion of—impacts of new kindergarten program. Chair DuBois: All-day kindergarten. Mr. Alaee: Schedule? Board Member Baten-Caswell: Yeah, schedule. This is not just on childcare. It's also is the traffic impacts. I think we do need to have this conversation before—just think of every August we get a call from someone in the City who Page 36 of 42 May 26, 2016 City School Liaison Minutes is upset that we didn't have this conversation before we changed the hours and traffic patterns. Board Member Godfrey: How about the Epi-Aid? Is that ... Board Member Baten-Caswell: We won't have that until late in June, I heard yesterday. We should do that in August. Mr. Alaee: This one? Is it Center for Disease Control (CDC) Epi-Aid? Board Member Baten-Caswell: Yeah. That won't be ready until the end of June. Mr. Alaee: We can talk in June about that. Board Member Baten-Caswell: Actually it won't be the final report. Board Member Godfrey: It's just the draft, right? Board Member Baten-Caswell: It's just the draft. I actually think—I don't know, depending on when we see the report, whether it's enough to talk about or not. Chair DuBois: Again, if middle schools is ready, I'd like to keep it in June. We have to balance it (crosstalk). Board Member Baten-Caswell: The middle school athletics, yeah. I think so. Mr. Alaee: Are those three items really heavy? Board Member Baten-Caswell: I think it might be. I'm thinking the middle one is the one that could be... Mr. Alaee: Moved down. Board Member Baten-Caswell: ... moved own. Chair DuBois: Or shorter. I think we could be efficient. Board Member Baten-Caswell: I think we could end up having a very long discussion about the middle one. Mr. Alaee: Why don't we leave these three, and then let's see what happens with middle school athletics. If middle schools athletics can make it, we'll move Number Two out or maybe to the third item, and then if we get to it, we get to it. If we don't, we don't. My only concern would be inviting a lot of Page 37 of 42 May 26, 2016 City School Liaison Minutes staff for the item. Let's play it by ear and let us see what we—let's talk to staff. These sound good. Does the 23rd sound okay to change it to? Board Member Godfrey: Let me check (inaudible). Chair DuBois: That works for me. Board Member Godfrey: I signed up for that. Board Member Baten-Caswell: I think the most important thing is if we're going to be able to get the presenters at that time. Board Member Godfrey: The National Basketball Association (NBA) draft's that day. I don't know if I can... Chair DuBois: I'm glad you have that in your calendar. Do we want to just sketch in August? Mr. Alaee: Sure. What would you guys like to do in August? Board Member Baten-Caswell: What did I just say that we need? Let's see if we can do the Epi-Aid. Chair DuBois: If we're going to do the Epi-Aid, then that's probably a good time to just do Project Safety Net and teen programs. Board Member Baten-Caswell: I think that would be good. Board Member Godfrey: (Crosstalk). Board Member Baten-Caswell: Actually the guy who's in charge of Bryant Street Garage gave a presentation yesterday at the Project Safety Net meeting. Chair DuBois: Do you guys both go to that? Board Member Baten-Caswell: I don't always go. Somebody invited me because of what was on the (crosstalk). Board Member Godfrey: I always go, and I didn't go yesterday. Chair DuBois: I know Cory goes. I'm probably... Board Member Baten-Caswell: Cory was there yesterday. Chair DuBois: I'm probably the only one that's not up on Project Safety Net. Page 38 of 42 May 26, 2016 City School Liaison Minutes Board Member Baten-Caswell: I think that the Bryant Street Garage is a teen program that's pretty interesting. It seems like only very few people know about it. Chair DuBois: We talked about it last year in this group. Board Member Baten-Caswell: We did and somehow didn't get the word out very well. Mr. Alaee: Usually I know that there's some talk about having a safe rides decision. We talked about bringing that safe ride presentation. Usually in August, September, we do the annual discussion about safe rides. Maybe what we can do is do that, the safe rides, traffic. You guys want to try to do that in August or September? Board Member Baten-Caswell: I've asked before in prior years to do it in August, and they've never been ready. It's better to get it earlier in case there's anything we have to address. Mr. Alaee: We'll aim for August. We might want to tentatively put the discussion about the tax in August as well. I know that we're going to be doing another round of polling. I believe that... Chair DuBois: I'm not sure. We can put it there. I'm not sure how—I don't know how you guys feel about it. I'm not sure that's a big topic for us necessarily. If we have other things ... Board Member Baten-Caswell: I feel like you gave us a report on what you were proposing and your plan. Now, it's really are you going to do it or not. Mr. Alaee: We can delete it? Board Member Godfrey: I think so. From my perspective, you can. Chair DuBois: Just leave it on deck. Board Member Baten-Caswell: Could you give it in the Board meeting? Chair DuBois: I think teacher housing would be a good one to talk about. Board Member Baten-Caswell: We don't have—maybe we need to frame it. We don't have a plan right now on what we're doing about it. We just know it's a problem, and we could talk about why it's a problem and how it's impacting us. You guys could talk about how the cost of housing is impacting the City. Honestly, if we're going to solve this, it's going to need to be a regional solve. Regional could be the City region. Page 39 of 42 May 26, 2016 City School Liaison Minutes Chair DuBois: We could talk about potential solutions. It might be a good kind of working group to start it here before it goes to our bodies. There's some private companies that are looking at funding incentives to let groups of employees purchase housing. Board Member Baten-Caswell: There is one right now that's been a place actually for a while for teachers, but it doesn't appear that it's good enough to make the difference. Chair DuBois: I've had some people in the community approach me about private citizens aligning with teachers to buy houses where there would be shared ownership. Board Member Baten-Caswell: That seems like the special loans that I can't remember what the organization is. Chair DuBois: There's a lot of creative ideas out there. I think it'd be worth a discussion. Board Member Baten-Caswell: I think that would be great, as long as you're not looking to us for what's our plan for teacher housing, because we're not at that place. Chair DuBois: I'm actually looking for this group to maybe be a little bit ahead of the plan, not just sharing the information. There's something... Board Member Baten-Caswell: I think in that topic maybe talking about what the impact has been on us and the impact on you as well would be important. Chair DuBois: We're hearing retention of employees is critical. Board Member Baten-Caswell: Maybe just augment that topic to be... Mr. Alaee: Maybe public service housing or something? Board Member Baten-Caswell: Teacher and public service potential... Board Member Godfrey: Public employee. Chair DuBois: On the Safe Routes, I don't think we ever—would we also do kind of a bike plan update as part of that? Mr. Alaee: (Inaudible). Chair DuBois: We've been talking about traffic a lot. Page 40 of 42 May 26, 2016 City School Liaison Minutes Board Member Baten-Caswell: Traffic's been an issue for us in this area. Mr. Alaee: I'll just put traffic. It works better. Chair DuBois: That seems like a... Board Member Baten-Caswell: (Inaudible) have strategies for increased early childhood services, childcare. It seems like that's... Mr. Alaee: Part of the top? Board Member Baten-Caswell: Yeah. Mr. Alaee: Take this out? Board Member Baten-Caswell: I think you can take that out. Mr. Alaee: What was school age programs? What was the... Board Member Baten-Caswell: I think it's part of planning this agenda out. Mr. Alaee: (Inaudible). Chair DuBois: I think it's the middle school athletics. Mr. Alaee: I'll take that out. Chair DuBois: We usually have Community Services come and talk about all the programs (inaudible). Board Member Baten-Caswell: That's more than just athletics. Chair DuBois: Yes, that is. Board Member Baten-Caswell: That includes everything. Maybe you can put that back in. Mr. Alaee: Do you want me to just re-title it like Community Services update? Chair DuBois: Yeah. Board Member Baten-Caswell: There's usually some sort of discussion around the library program that I maybe ... Library Services. Chair DuBois: Do you guys want to do that? Do you feel a need for it? That's generally an update. Page 41 of 42 May 26, 2016 City School Liaison Minutes Board Member Baten-Caswell: I don't know. Are you making any changes to anything? Chair DuBois: I don't think so. Board Member Baten-Caswell: What I've found with this is that—although, you'd think they'd be talking all the time, it forces the school library groups to talk to the City library groups about the services for Kindergarten (K) through 12. Maybe it's a quick update. Chair DuBois: Good. I think we've got enough for next time. Mr. Alaee: Will, you and I will sync about June. Did we say the 23rd works? Board Member Godfrey: The 23rd works for me. Board Member Baten-Caswell: That works for me as well. Cathy was going to check in with the... Mr. Alaee: Staff. Board Member Baten-Caswell: ...staff. Mr. Alaee: When does everybody go on break? Staff doesn't get a break. Ms. Mak: We probably will stay until the end of the month. Board Member Godfrey: We have a Board meeting that week, on the 21st. They're likely to be around unless they're all flying the coop the next morning. Board Member Baten-Caswell: Usually once a year we share our enrollment forecasts. When do we usually do that? Ms. Mak: The forecast ... Board Member Godfrey: I don't think we—did we do it last year? Ms. Mak: Yeah. We might have done it—yeah, we did it ... Mr. Alaee: We did it in the fall. Ms. Mak: ... after we received the report from the DI. Board Member Baten-Caswell: After the 11th day. With the DI, okay. Maybe at the end of the year we do it. Ms. Mak: Like December. Page 42 of 42 May 26, 2016 City School Liaison Minutes Mr. Alaee: I'll add it to the bottom of the list. Ms. Mak: The 11th day enrollment that can be a very quick report, because it's just reporting our numbers. It shouldn't be more than (inaudible). Chair DuBois: If we time it right, we could do probably the Comprehensive Plan (Comp. Plan) Update, the enrollment update. Board Member Baten-Caswell: On the school impacts, maybe she... Mr. Alaee: I'll just kind of highlight these to be together. Board Member Baten-Caswell: I think you might—no, I wouldn't put them together. We could do the enrollment report—we're going to have to wait until we have the DI report. We could just give an—she could give a very quick update, what does it look like in terms of this. It doesn't give us the future look. The future look is more of a... Chair DuBois: I was saying why not wait and do the future look with the housing future look in the City. Board Member Baten-Caswell: That's fine. Maybe we just touch on it in a Board update. I think you'll want to know. If we have declining enrollment, I think that's something you want to know. Mr. Alaee: We can flesh out the remainder of the meetings in the future. Board Member Godfrey: That sounds pretty good. Board Member Baten-Caswell: Thank you. Mr. Alaee: Thank you all. Chair DuBois: Meeting adjourned. NO ACTION TAKEN Adjournment: The meeting was adjourned at 9:15 A.M.