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HomeMy WebLinkAbout2025-04-01 City Schools Liaison Committee Summary MinutesPage 1 of 11 Special Meeting April 1, 2025 Chairperson Stone called the meeting to order on this date at 7:02 p.m. Present: City of Palo Alto Representatives Greer Stone, Councilmember (Chair) George Lu, Councilmember Ed Shikada, City Manager Chantal Gaines, Deputy City Manager Palo Alto Unified School District Representatives. Alison Kamhi, Board Member Shana Segal, Board Member Board Member Chiu arrived at 7:04 p.m. Guillermo Lopez, Associate Superintendent Yolanda Conaway, Assistant Superintendent of Equity and Student Affairs Absent: None CALL TO ORDER Chair Stone called the meeting to order. The clerk called roll and declared there was a quorum. REVIEW AND RECOMMENDATIONS A. Open Forum/Public Communications There were no requests to speak. B. Approval of Minutes MOTION: Board Member Segal moved, seconded by Chair Stone, to approve the minutes as presented. MOTION PASSED: 4-0 City/School Liaison Committee Special Meeting SUMMARY MINUTES Page 2 of 11 Sp. City School Liaison Committee Meeting Summary Minutes: 04/01/2025 C. City and District Reports Assistant Superintendent of Equity and Student Affairs Yolanda Conaway commented that work is being done to align practices with the promise. There is and has been a heavy focus on mental health for several years. They recently presented a midyear progress report to the School Board, and there can be celebration around student utilization of supports and services. They had also presented data on student challenges and needs. The number one cause for students seeking care is academic pressure and second is family pressure, which needs to be investigated. The data will be examined to try to determine where there are gaps in services. There has been an increase in the number of special education students served, so there is a focus on improving and strengthening those programs. Autism students are at the center of that. The Special Education District Advisory Committee (SEDAC) has been developed, which will address those concerns. There is also a broader focus on students with disabilities. Expect to see increasing staffing for service providers at the elementary site. There will be discussion about where and how to expand. Board Member Segal noted that there is a Special Education Committee and an email was sent to everyone in PAUSD. She asked those interested in being on the committee to sign up. It is envisioned that it will be quarterly. Assistant Superintendent Conaway mentioned that the committee is designed to determine how parents have access to childcare and to ensure that programs will be bolstered for pre-K and TK students. They identified 3 key areas of focus, which have gone to the board and there will be further discussion. Board Member Segal added that the meeting also addressed the partnership between City and School and how to best utilize programs such as preschool family, young fives, and springboard to kindergarten. If the new Early Childhood Director position is approved by the Board, there is a lot of work that people would like to see done. It was hard to narrow down to three recommendations. At the next board meeting, the 3 recommendations could move forward. She spoke of her volunteering at YCS. Assistant Superintendent Conaway remarked they have been doing a lot of work around multitiered systems of support. There is a system for students who are struggling in any academic area. City Manager Ed Shikada stated the Bicycle and Pedestrian Transportation Update is ongoing. There will be a workshop on April 2. Information is available at cityofpaloalto.org. They are seeking feedback on the plan, policies, and programs. The comment period will extend through the end of April. NO ACTION F. Safe Routes to School Annual Report for 2022-2025 and Review Endorsement of Consensus Statement; CEQA Status - not a project Title Deputy City Manager Chantal Gaines voiced that there is an opportunity for the Board and Council to renew the understanding and support for the Consensus Statement and the bylaws. SUMMARY MINUTES Page 3 of 11 Sp. City School Liaison Committee Meeting Summary Minutes: 04/01/2025 Senior Transportation Planner Rose Mesterhazy introduced SRTS High School Associate Planner Audrey Smith and SRTS Administrative Assistant Cynthia Zhou. She provided a 3-year summary of the SRTS Program accomplishments and partnership outcomes. The SRTS partnership celebrates 30-year milestones and shares the 3-year program highlights, trend analysis of outcomes, and identifies anticipated program priorities. Partnership is the most valued priority. Bylaws specify that the purpose of the meetings are to serve in an advisory capacity to the City Manager and the superintendent related to transportation safety for students. Communication to leadership is shared through policy advisory committees. Representatives from the PTA, PAUSD, and the City meet each month. They strive to ensure that improvements are significant and constant. She provided a general overview of some of their work, which includes student bicycle and pedestrian safety education, a commitment to prioritize school route safety and accessibility, reduce risks, and encouraging families to choose healthy and sustainable school commutes. The SRTS partnership continues to identify new ways to minimize gridlock along school commute corridors. She detailed data collected since 2016. She provided a table highlighting key accomplishments across 6 pillars, including education, engineering, engagement, encouragement, equity, and evaluation. She elaborated on the key achievements over the last 3 years. There has been a decline in walking/biking to school, although walking rates have remained stable for middle schoolers. The declines are attributed to shifts in community initiatives/changing community priorities, but increased engagement in partner involvement is being observed. There has also been a decline in youth education programs. Parents express a need for enhanced road-sharing education. There has also been a reduction in transit services. Another factor may be restricted school access. There have been challenges in community outreach. To address declining walking and biking, they recommend aligning community initiatives, endorsing the revised SRTS Partnership Consensus Statement and bylaws, enhancing secondary education, and that PTAC, City Council, and the PAUSD Board of Education reaffirm local commitment to SRTS goals. The SRTS Youth Coordinator Associate Planner will explore expanding bicycle and pedestrian safety education for grades 7 through 12. They will also collaborate with youth and transit providers to improve access to sustainable, equitable, and cost-effective transit options. They want to continue working with PAUSD partners to integrate transportation safety recommendations. They will continue to have conversations via the City/School Transportation Safety Committee. Public awareness should be increased. The BPTP will be updated. Educational resources will be created to address parent concerns. PTA Council Safe Routes to School Co-Chair Lara Anthony requested that the SCLC formally endorse the updated SRTS Consensus Statement and bylaws and that the City, PAUSD, and the PTAs reaffirm their commitment to the SRTS partnership. The updated documents reflect updated data and messaging, but there are no significant changes. They are asking that the 30th anniversary of SRTS be marked with the resolutions so the 3 partner organizations can reaffirm their commitment to SRTS. Continued investment is required to sustain the number of those walking and biking to school. There needs to be yearly bike and safety education, appropriate access and bike facilities, current level funding for SRTS, continual prioritization of bike and pedestrian safety, and PTA volunteers for events. Public Comment: 1. Matt O. expressed that he supports SRTS and requested that the program be prioritized and fully funded at current levels. SUMMARY MINUTES Page 4 of 11 Sp. City School Liaison Committee Meeting Summary Minutes: 04/01/2025 2. Kyla F. remarked that she supports SRTS and asked that it be prioritized and fully funded at current levels. 3. Ken H. stated that he supports SRTS. He is concerned about bicyclists in the evenings and requested that every bicycle have a safety light and that there be safety inspections. He indicated there is a safety issue with regard to the accumulation of many bicycles at the corner of Churchill and Alma. Councilmember Lu voiced that he supports SRTS. He asked if there should be substantive changes to the bylaws to further improve SRTS. PTA Council Safe Routes to School Co-Chair Anthony answered that the documents were reviewed with the CSTSC and all members voted in favor of the proposed documents. It is a good idea to consider how the Committee works and what processes might need improvement or enhancement. Volunteers bring feedback to the Committee, but there is not a clear path to elevate proposed changes or concerns. She desires that there be a process to connect with City engineers to bring attention to raised concerns. Councilmember Lu inquired if this resolution will accomplish that or if something needs to be agendized for Council. Transportation Planning Manager Sylvia Star-Lack replied that the SS4A Action Plan will develop a quick- build program, and hopefully there will be pathway from CSTSC into that program so there will be a clear structure for submitting ideas and getting them on the ground once approved by engineers. City Manager Ed Shikada added that the bylaws provide enabling action and responsibilities needed. There is collaboration with representatives from the Office of Transportation, the Police Department, parents, volunteers, the City, and the School District, and he provided an example of work being done in collaboration. Councilmember Lu queried if the current structure would allow for prioritizing or escalating daylighting intersections around schools if SRTS should endorse it. City Manager Shikada responded it is an issue of coordination among City departments and setting it as a priority in terms of resource allocation. He suspects it will be a discussion for Council. Setting priorities to focus on the most important intersections does not require direction through a plan. Councilmember Lu commented that passing resolutions and flagging issues will provide the right pressure for the Committee to make progress. Otherwise, he is happy to move the recommended motions forward. Board Member Kamhi mentioned that she is in favor of what has been brought forward. Board Member Segal questioned if the 2006 resolution is being reaffirmed. PTA Council Safe Routes to School Co-Chair Anthony confirmed that the resolution is modeled off the 2006 resolution. SUMMARY MINUTES Page 5 of 11 Sp. City School Liaison Committee Meeting Summary Minutes: 04/01/2025 Board Member Segal expressed that she supports the motions going forward. She is in favor of bike lights for students. Chair Stone stated he considers this to be a great success story, and he is excited to renew it. He asked if the chart is double counting for K through 12 and if there will be further investigation into the walking/biking declines. Senior Transportation Planner Mesterhazy explained the numbers on the chart. The factors that led to the decline will be addressed through bike safety education, transit adoption, etc. MOTION: Councilmember Lu moved, seconded by Board Member Segal, to recommend that the Palo Alto Unified School District Board of Education and the City of Palo Alto City Council endorse the Safe Routes to School Consensus Statement and City/School Transportation Safety Committee Bylaws. MOTION PASSED: 4-0 E. Youth Mental Health - Proposal for City and School District Partnerships with The Jed Foundation Chair Stone provided a background on the proposal, which included a desire to address youth mental health by having a closer partnership between the School District and the City, sharing of resources, etc. The Jed Foundation will not replace any existing organizations but will bolster the work currently being done, identify possible gaps, and make best practice recommendations. There is a draft proposal, not a final contractural agreement, and the Foundation is open to drafting another proposal if needed. There will not be a final decision made at this meeting. This is the first step in the process. Advancing this will allow for continued discussions with the full bodies. Board Member Segal added that this can be a powerful way to collaborate between City and School and ensure that the systems in place are being utilized and that possible gaps are identified. JED Foundation Senior Director of Community Advising and Community Programs Dr. Katie Hurley discussed her background. JED Foundation Senior Clinical Director Kurt Michael introduced himself. JED Foundation Senior Vice President of School Programs and Consulting Division Dr. Tony Walker furnished a history of the Foundation. He displayed slides. He discussed the District Mental Health Initiative being a 2-year partnership to support the implementation of recommended practices done in partnership with co-leads at the District level and ultimately a District steering committee. The work has 4 phases – assessment, planning, implementing and executing a plan, and sustainability and evaluation. They work with 19 districts across the country representing over 570 schools. Many characteristics of Scarsdale, New York, reminds him of Palo Alto, and he would be happy to share the work being done there if it is of interest. The program is anchored on a comprehensive approach, which includes 7 domains. When they partner with a district, they first determine who will run it from the district perspective, and they suggest the superintendent be one of the members, although superintendents sometimes designate an assistant superintendent or cabinet level leader and maybe a third person to SUMMARY MINUTES Page 6 of 11 Sp. City School Liaison Committee Meeting Summary Minutes: 04/01/2025 serve as co-leads. Then they will help establish a steering committee or taskforce that is cross-functional in nature. There will be an assessment phase after that – a self-assessment, staff survey, principal survey, and a student survey to all middle and high school students. They will take that data and help the district do a gap analysis and provide a written feedback report to the district. Then all the data is translated into an actionable strategic plan, and the district will dictate what goes in the plan. The Foundation will then help the district’s leadership team implement the plan. At the end of the program, the Foundation will help the district think about sustainability and evaluation. There will be post assessments. Additionally, all participants will have access to a monthly learning series with other districts across the country. If the district desires, the Foundation will do a policy review and provide guidance. There will also be 2 in-person site visits, one to understand needs and the second dedicated to the strategic planning phase. Chair Stone asked if they have a presentation or comments on the potential City partnership or the cross collaboration of the School District and the City. JED Foundation Walker answered that what works best is alignment between efforts that the City and the community are taking at large and what a district is doing in terms of all their schools. By doing the separate streams of work in partnership and in tandem, opportunities to work together will be identified to ensure that district and community initiatives and efforts are aligned. Community partners and providers could be brought to the table, which could lead to additional services. JED Foundation Michael spoke of the community aspect of things. In the first phase, they want to help the community continue to heal from suicide loss and then address mental health literacy and reducing access to lethal means. JED Foundation Hurley added that they offer a suite of trainings customized to different populations. Public Comment: 1. Ken H. spoke of life-skills classes being important. He discussed a book called Brain Energy. He supports the project and suggested a soda tax to fund it. 2. Steven L., a Project Safety Net (PSN) board member, requested that the Committee pause the effort and do community outreach. PSN was not aware of the initiative, and they want to be involved in the process. 3. Eileen A., Board Secretary for PSN, discussed the work they have been doing. They are eager to have a conversation about how the Jed Foundation can support their efforts. 4. Peying L., Director of Community Partnerships at PSN, emphasized that they support increasing and sustaining collaboration. They ask that community members, service providers, etc., be involved in the conversation before moving forward with the proposal. 5. Star T., a substitute teacher, stated it is worth evaluating all the work PSN has done and the structure they might bring to the Jed Foundation. She is impressed with the Foundation. She suggested there be community conversations. She supports a 3-year PE requirement. SUMMARY MINUTES Page 7 of 11 Sp. City School Liaison Committee Meeting Summary Minutes: 04/01/2025 Assistant Superintendent of Equity and Student Affairs Yolanda Conaway stated that she understands there is an ongoing goal to strengthen the partnership between the City and the School, but she wants to define the partnership. Before bringing in someone from the outside, maybe there should be a committee to talk about the problem, how to solve it, and the partners to engage. Chair Stone commented that an outside organization will come in with a fresh perspective and look holistically at what the community, the School District, and nonprofit partnerships are doing and do an evaluation. He considers the offer of $67K over 2 years to be a low cost. The perspectives of the non- profits, etc., should be brought into the conversation. Councilmember Lu voiced that an outside perspective is valuable. It is early enough in the process that it can be defined how work will be done with PSN and other groups. He asked what it would take to do a an assessment that would include health/teen centers, etc., not just an assessment of the School District. JED Foundation Michael replied that they want to review local data and do comparisons. Councilmember Lu inquired how County and City resource metrics would be in scope. He wants there to be clear recommendations on sharing and collecting data and referring services and consistent service delivery across the School District and the City. JED Foundation Walker explained that on the district side they do a systems resource mapping exercise. A similar exercise would be done from the community perspective to identify what is available and possible barriers/gaps. It is useful to do focus groups with community members and providers in addition to students, staff, principals, and district leaders and then aggregate all the data into an analysis. JED Foundation Hurley mentioned that the proposal was created with information they had at the time. It can be revisited and resource mapping and citywide data collections can be added. Jed has a program dedicated to working with community-based organizations. They look at an entire system and determine how everything can work together. Board Member Segal queried if staff is comfortable with the timing. She wants partners to be included. Assistant Superintendent of Equity and Student Affairs Conaway responded that it is important that the community and community leaders be involved. She advised that there be an advisory committee of sorts that will include representatives from City agencies and other partners, like PSN, to first do a self- assessment. There is room for a stronger partnership with the City. It needs to be determined where resources and supports are being provided and where there are gaps, and then there should be committee work to determine next steps. The community should be engaged first and other entities second. Board Member Segal questioned what the timeline might be for a committee. Assistant Superintendent of Equity and Student Affairs Conaway answered that the Mental Health and Wellness Committee can be expanded to include partners. Those Committee meetings are happening with various groups, but it would be helpful to formalize it with a board representative, which would SUMMARY MINUTES Page 8 of 11 Sp. City School Liaison Committee Meeting Summary Minutes: 04/01/2025 allow a strategic approach to next steps. A committee could be formed this year to begin first thing next year or it could be done before the end of the year and then additional partners could be brought in to support the plan. Board Member Segal remarked that a future outcome of the committee could be working with Jed, but it is important to first get stakeholders to the table. Assistant Superintendent of Equity and Student Affairs Conaway voiced that stakeholders have to come to the table with their data so data will be shared across agencies to get a better understanding of utilization and what organizations are hearing about community needs. They can share surveys and increase the questions asked in the surveys to cover external types of resources that may be needed. Collecting more information is critical. She wants everyone to agree on what areas to assess. Board Member Segal commented that she understands the timing needs to be rearranged so that stakeholders can be engaged. JED Foundation Michael commented that he understands the concerns and the need for the community to participate. Postvention is the best opportunity for prevention. The Foundation can help matters rapidly. They will make things work more efficiently and connected, not take the City’s ownership away. JED Foundation Walker added they think highly of the SHAPE assessment, but the assessment the Foundation offers goes much deeper. The Foundation could also offer coaching and support behind the scenes as the City prepares to go into meetings with community partners. Board Member Kamhi expressed that it is key that the current systems work better together. She asked if the Foundation has experience working with districts with the level of resources, partnerships, etc., Palo Alto has and what they have been able to offer those districts. JED Foundation Hurley answered that Harvard-Westlake School in Los Angeles has many resources and much community support, and they have made remarkable changes in working with Jed. She also gave an example of Loomis Chaffee School in Connecticut. Assistant Superintendent of Equity and Student Affairs Conaway added that it is important to listen to and respond to stakeholders. There is an opportunity to holistically respond to needs. Chair Stone expressed that the District, City, and community partners are doing a lot very well, but there is room for improvement. He understands that Jed would not be able to start with the District until the fall but that they may be able to start sooner with the City. There is no harm in advancing these conversations and bringing it back to the full Board for exploration with Jed to redefine the proposal and then potentially for a fall start. He does not want to delay the process for a year. Assistant Superintendent of Equity and Student Affairs Conaway mentioned that when they are looking for partners they research and vet different options and select the best fit. She suggested researching other providers and seeing what they offer. There is value in having voices from the outside, but there are brilliant people in the community with a lot of skills, and she does not want to undermine their capacity to have a conversation and be methodical and strategic about what needs to be focused on. Although, Jed may be able to add to the value of the work being done. It is not about the money as $67K SUMMARY MINUTES Page 9 of 11 Sp. City School Liaison Committee Meeting Summary Minutes: 04/01/2025 is not a lot. There needs to be a community conversation, which will not prevent it from going to the Board for discussion. Councilmember Lu remarked that Jed may be able to provide a lot of value. There are City programs for youth mental health, but he is not sure if attendance for those needing the message is being driven. He sees value in the City learning a lot relatively soon, but City engagement does not need to be rushed into. There may not be a need for more services now, although they may need to be refined. It is worth taking time to get the scope of the evaluation right and to get clear best practices and recommendations. There should be buy-in from groups like PSN and replication of programs multiple times a year once they are locked down. The School District needs a long-term advisory committee, but the City does not. The scope of work should be determined and done before the next fall school start date. He wants to refresh the scope of work and engage with community organizations and be deliberate about what needs to be done immediately versus long-term mapping, recommendations, and best practices needed. Chair Stone considered the next best step to be staff engaging with Jed and community partners and redefining the scope to ensure it will work for the City and to hear from the School Board colleagues. Board Member Segal stated that her understanding is that the recommendation is to have a committee look at the gaps and different partnerships, including Jed. Assistant Superintendent of Equity and Student Affairs Conaway commented that the committee should define the problem to be resolved and the issue to be addressed. There should be a broader conversation between the City entities and the District before bringing anyone in. Board Member Kamhi expressed that she wants to know the definition of the problem to be solved. It is urgent. The cost is not the dollars but the time, and time should be spent in the right way. Chair Stone remarked that there will be benefit to having Jed at the table with the committee and in collaborations. It will not be an additional time commitment if the intention is to create another committee. Assistant Superintendent of Equity and Student Affairs Conaway noted that the committee already meets. It is a matter of expanding the scope of the discussion. There may be an entry point for Jed that is not such a big commitment, such as conducting the assessment and then the committee deciding what to do with the information. Staff is in the middle of doing assessments and planning around steps for the next year. It potentially could be disruptive for those who are in the middle of their work. Board Member Kamhi mentioned that buy-in is key. City Manager Shikada added that the full Council needs to discuss how to proceed. There should be clarity on the scope of services envisioned and the sequence between the City and the School District. CSLC’s recommendation will go to Council. There will be a level of project management by staff in the work going forward, which will need to dovetail into the City’s priorities, and it needs to be determined how best to resource that effort. SUMMARY MINUTES Page 10 of 11 Sp. City School Liaison Committee Meeting Summary Minutes: 04/01/2025 Chair Stone stated he is prepared to advance this to Council. He does not support additional discussion by another committee. There is benefit in bringing Jed to the table. Councilmember Lu voiced that the City should partner with the School District to do the assessment, recommendations, and best practices. He wants to move quickly. There is merit in looking at other options to dial in the scope of work, which there is time to do. The differences in the Jed Foundation and other experts will not be big if there is a good contract and scope of work. He inquired what the City should do immediately to be impactful. Chair Stone replied that the CSLC is limited to making a recommendation to advance this to Council for consideration. He wants to advance it with a recommendation that Council direct staff to engage with Jed in formulating the master agreement/contract. City Manager Shikada noted that at this point it may be a discussion for Council to refine the scope of work and sequences that will integrate with the School District. Chair Stone voiced that he wants to agendize it as an action item. Board Member Kamhi commented that she understands there is support for a board member joining the committee. The data needs to be looked at. She does not want to slow down the effort by involving stakeholders Board Member Segal expressed there is urgency. She wants to work with the City Council and work in partnership with the City. She queried if the City moving forward in a quicker timeline will prevent partnership work. Assistant Superintendent of Equity and Student Affairs Conaway responded there is always an opportunity to partner even if the City moves forward. There is urgency, and the youth mental health crisis is being responded to. This entity is trying to refine the work by doing an assessment to identify gaps. JED Foundation Hurley noted they work in phases and are highly collaborative, so they are able to align quickly. Different start dates should not be a worry. The assessment piece is not the primary goal of their work but the beginning of the work. The primary goal is implementation and shoring up programming, resources, etc., based on what is found in the assessments. JED Foundation Walker expressed that is important to have discussions with staff and community partners. The Foundation can help look at the entire system and connect the dots. If other sorts of interventions are going to be considered, due diligence should be done around impact. There is an impact study showing that Jed’s program model has led to a 25-percent reduction in suicide attempts on the campuses they work with. He offered to send the study/any data to the CSLC. Chair Stone moved to refer the proposal for a for a City-Jed Foundation partnership to Council for discussion and potential direction. City Manager Shikada noted that having an ongoing connection with PAUSD will be an important part of Council discussion. SUMMARY MINUTES Page 11 of 11 Sp. City School Liaison Committee Meeting Summary Minutes: 04/01/2025 Chair Stone questioned if work could move forward if the City forms a relationship with Jed but the School District does not. JED Foundation Walker answered that it is possible but would require detailed project planning to determine how the time lines would map up. There would be a gap in the planning phase. If the District should decide not to move forward now but to move forward at a later date, Jed would have to consider their options at that point. Chair Stone noted that he wants to continue the partnership and a closer collaboration with the School District. Councilmember Lu questioned if what is being referred to Council is what has been discussed today or if staff will speak with PSN and other groups and refine the scope of work before going to Council. Chair Stone answered that he and Councilmember Lu could engage with community partners before going to Council. City Manager Shikada remarked that to whatever extent that scope can reflect this discussion would help Council see clarity. Discussion ensued concerning the motion addressing refining the scope with stakeholders and continued collaboration with the School District. MOTION: Chair Stone moved, seconded by Council Member Lu, to have the City Schools Liaison Committee refer the Jed Foundation proposal and further refine the scope with stakeholders to the City Council for Council discussion and potential direction and for continued collaboration with the School District. MOTION PASSED: 4-0 D. Future Business Public Comment: 1. Rika Y. stated she is encouraged by the School District the City coming together. She spoke of the recently hired accessibility coordinator within the Community Service Department providing an opportunity to build on the partnership of the School District, the City, and the parent community. A future opportunity is to create afterschool and enrichment programs for students with disabilities. NO ACTION ADJOURNMENT: The meeting was adjourned at 8:17 p.m.