HomeMy WebLinkAbout09/09/2025 - Agenda Packet
AGENDA
EQUITY COMMISSION
5:30 PM - Tuesday, September 9, 2025
Virtual via Zoom
Please note this regular meeting of the Renton Equity Commission is being offered as a
virtual meeting and can be attended remotely via Zoom.
For those wishing to attend virtually: Please (1) follow this link or copy/paste into a browser:
https://us02web.zoom.us/j/85813417685?pwd=0NzKOfLdPFZTNnO22FyHG2E7kHzufR.1; (2)
call in to the Zoom meeting by dialing 253-215-8782 and entering meeting ID 858 1341 7685
and passcode 863641; or (3) call 425-430-6546 on the day of the meeting to request an invite
with a link to the meeting.
Public Comment is permitted virtually via the Zoom link above, or may also be submitted in
writing to hlmiller@rentonwa.gov before 4:00 p.m. on the day of the meeting. Those providing
audience comment will be limited to three minutes each unless an exception is granted by the
commission. Attendees will be muted and not audible to the commission except during times
they are designated to speak.
1. CALL TO ORDER
2. ROLL CALL
3. STAFF COMMENTS
4. AUDIENCE COMMENT
Those wishing to address the Equity Commission will be called upon. Each speaker
is allowed three (3) minutes.
5. CONSENT AGENDA
a) Approval of July 8, 2025, meeting minutes
6. UNFINISHED BUSINESS
7. NEW BUSINESS
Page 1 of 37
a) City of Renton Family Reunification Plan
Deborah Needham, Emergency Management Director
MJ Thomas, Emergency Management Coordinator
8. COMMITTEE MEMBER COMMENTS
9. COMMITTEE CHAIR COMMENTS
10. ADJOURNMENT
Hearing assistance devices for use in the Council Chambers are available upon
request.
For more information please email: HLMiller@rentonwa.gov
MEMBERS
Ali Cohen, Chair Cassandra Baddeley Camila Lagow
Manami Imaoka, Vice
Chair Daniel Helmer Yanjie Lu
Jayne Ahrens Youth Member - Gabriel
Jones Hemant Tanwar
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MINUTES
EQUITY COMMISSION
5:30 PM - Tuesday, July 8, 2025
Council Chambers, 7th Floor, City Hall – 1055 S. Grady Way
CALL TO ORDER
ROLL CALL
Commissioners present virtually:
Jayne Ahrens
Ali Cohen
Manami Imaoka
Camila Lagow
Hemant Tanwar
Commissioners absent:
Cassandra Baddeley
Daniel Helmer
Gabriel Jones
Yanjie Lu
Staff present:
Kristi Rowland, Deputy Chief Administrative Officer
Hannah Miller, ESD Administrative Assistant
Jon Schuldt, Chief of Police
Jeffrey Hardin, Deputy Police Chief
Ryan Rutledge, Deputy Police Chief
Patrice Kent, Senior Assistant City Attorney
Theressa Irigon-Rachetto, Senior HR Analyst - Workforce Equity
MOVED BY TANWAR, SECONDED BY AHRENS TO EXCUSE THE ABSENT
COMMISSIONERS. CARRIED
MAYOR COMMENTS
STAFF COMMENTS
Page 1 of 3
AGENDA ITEM #5. a)
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DCAO Rowland announced that the city would be working on a Civic Academy 2.0
session providing more information on boards and commissions. Some members will
be asked to assist.
Welcome to Theressa Irigon-Rachetto, Senior HR Analyst for Workforce Development
and Equity.
AUDIENCE COMMENT
Those wishing to address the Equity Commission will be called upon. Each
speaker is allowed three (3) minutes.
CONSENT AGENDA
Approval of June 10, 2025, meeting minutes
Hannah Miller, ESD Administrative Assistant
MOVED BY IMAOKA, SECONDED BY LAGOW TO APPROVE THE CONSENT
AGENDA.
UNFINISHED BUSINESS
Renton River Days Parade
MOVED BY IMAOKA, SECONDED BY COHEN TO DISCUSS WHETHER OR NOT TO
PARTICIPATE IN THE PARADE. CARRIED
NEW BUSINESS
Renton Police Department Hiring Process
Jon Schuldt, Police Chief
Jeffery Hardin, Deputy Police Chief
Ryan Rutledge, Deputy Police Chief
MOVED BY COHEN, SECONDED BY LAGOW TO DISCUSS WHETHER OR NOT
TO HOLD A MEETING IN AUGUST.
COMMITTEE MEMBER COMMENTS
COMMITTEE CHAIR COMMENTS
ADJOURNMENT
MOVED BY LAGOW, SECONDED BY IMAOKA TO ADJOURN AT 7:02 P.M.
Hearing assistance devices for use in the Council Chambers are available upon
request.
For more information please email: HLMiller@rentonwa.gov
Page 2 of 3
AGENDA ITEM #5. a)
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MEMBERS
Ali Cohen, Chair Cassandra Baddeley Camila Lagow
Manami Imaoka, Vice
Chair Daniel Helmer Yanjie Lu
Jayne Ahrens Youth Member - Gabriel
Jones Hemant Tanwar
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AGENDA ITEM #5. a)
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Renton Family
Reunification Plan
EQUITY COMMISSION
MJ THOMAS
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Family Reunification
Plan
New Capability
•Families may be separated during disasters or emergencies.
•Reunification is critical for safety, healing, and trust.
•Ensures Renton is prepared to provide compassionate support.
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Plan Purpose
Provide a clear framework for reuniting children, adults, and
vulnerable residents.
Ensure operations are inclusive, equitable, and culturally
responsive.
Align with King County, State, and Federal systems for seamless
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Plan Objectives
Define roles and responsibilities across departments.
Establish safe, accessible sites for reunification.
Prioritize equity, language access, and ADA compliance.
Create scalable procedures for small or large events
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Plan Scope
Applies to all incidents where people are separated from loved
ones.
Covers both small-scale events (like apartment fires) and large-
scale disasters (like earthquakes, floods, or public health crises)
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Planning Process
Built with input from:
Renton Emergency Management & Parks & Recreation
Renton Police Department & School District
Seattle & King County partners
Public Health & community stakeholders
Aligns with regional best practices and federal guidance.
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Next Steps
Maintain readiness through training and exercises.
Continue engaging with departments, partners, and the
community.
Keep equity at the center of implementation.
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AGENDA ITEM #7. a)
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Table of Contents
Promulgation Statement ................................................................................................ 2
Record of Changes ......................................................................................................... 3
Purpose ......................................................................................................................... 4
Objectives ..................................................................................................................... 5
Scope ............................................................................................................................ 5
City Led Activities ....................................................................................................... 6
City Supported Activities ............................................................................................. 6
Background ................................................................................................................... 6
Reunification Needs ..................................................................................................10
Concept of Operations ..................................................................................................11
Operational Goals .....................................................................................................11
Organizational Roles and Responsibilities ......................................................................12
Primary Agencies .......................................................................................................12
Supporting Agencies ..................................................................................................13
Reunification Sites ........................................................................................................14
Reunification Site Requirements & Layout Examples ...................................................14
FRP Activation ...........................................................................................................14
FFRC and FAC Overview ................................................................................................15
FFRC .........................................................................................................................15
FAC ...........................................................................................................................17
Response Phases ......................................................................................................17
Escalation Overview ......................................................................................................18
Escalation Triggers ....................................................................................................18
Escalation Process ....................................................................................................19
Demobilization of FFRC .................................................................................................20
Transition of FFRC to FAC ..........................................................................................20
Demobilization of the FFRC ........................................................................................20
Close-Out Operation .................................................................................................21
After-Action Report (AAR) ...........................................................................................21
Acronym List .................................................................................................................22
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Promulgation Statement
The City of Renton may provide the
emergency organization and resources
to minimize the effects of incidents;
prepare to respond to disaster
situations; maximize population
survival; preserve property; and manage
recovery that will ensure the orderly and
fast return to normal community life in
the City of Renton in the event of a
natural or technological disaster.
The City of Renton Family Reunification Plan (FRP) has been developed to outline the
policies, guidelines, and procedures for operating a Family & Friends Reception Center
(FFRC) following a disaster. The plan provides response personnel with the information
and direction needed to set up, manage, and support the FFRC so that families and friends
can be safely and effectively connected with accurate information and appropriate
services. Its focus is on organizing site operations, coordinating with partner agencies, and
ensuring that affected individuals receive compassionate assistance during the
reunification process.
It should be recognized that family reunification operations during disasters are dynamic
and may require flexibility to address emerging challenges. While this plan provides the
framework for operating the FFRC, circumstances may necessitate adjustments to ensure
the most effective reunification response. The FRP is designed to align with and may be
supplemented by the King County Comprehensive Emergency Management Plan (CEMP),
the Washington State CEMP, and other applicable guidance.
All city departments are directed to take appropriate actions to implement this plan and to
maintain the necessary capabilities to respond effectively to emergencies and disasters.
All non-city entities involved in the plan are requested to cooperate with the city in order to
coordinate the total disaster response within the community.
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Record of Changes
Change Number Person(s) Making Change Description of Change(s) Date of Change
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Purpose
Family reunification is a critical component of disaster response operations. During large-
scale emergencies and disasters, families may become separated due to evacuations,
hospitalizations, communication disruptions, or transportation constraints. These
situations can cause high levels of stress and anxiety as well as significantly impact a
community’s sense of safety and cohesion.
The City of Renton FRP provides a comprehensive framework for facilitating the
reunification of children, adults, and other dependents with their families following a
disaster. While the FRP is designed specifically for Renton’s operational context, this plan
aligns with King County’s regional reunification strategies. It can be fully integrated into
broader county and state emergency operations if escalation is needed.
This plan ensures reunification operations are inclusive of all populations, including
individuals with disabilities, those with access and functional needs, people with limited
English proficiency, and individuals experiencing homelessness or displacement.
The FRP was developed through a collaborative process involving the City of Renton
Emergency Management Division, City of Renton Department of Parks and Recreation, City
of Seattle Human Services Department, Seattle & King County Public Health, Renton
Police Department (RPD), and Renton School District. It builds upon best practices from
King County and neighboring local jurisdictions, as well as national and federal resources.
As part of a scalable and flexible emergency response approach, this plan provides
operational guidance, site models, coordination frameworks, and communication
strategies to support Renton staff and partners before, during, and after a disaster.
The purpose of the City of Renton FRP is to provide a clear, coordinated, and
compassionate framework to support the timely and safe reunification of individuals
separated from their families and support networks during emergencies and disasters.
This plan outlines procedures, responsibilities, and resources that enable city
departments, response partners, and community organizations to assist in the
reunification of children, adults, older adults, individuals with access and functional
needs, and other vulnerable populations. This plan is designed to support both
spontaneous and organized reunification operations within the City of Renton, while
aligning with the King County Family Assistance Center (FAC) and Family Reunification
Annex frameworks. In the event of a large-scale incident where local resources are
AGENDA ITEM #7. a)
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exceeded, the procedures within this plan are intended to integrate seamlessly into
county-led efforts.
Objectives
Establish clear roles and responsibilities for city departments, partner agencies,
and volunteers involved in reunification operations.
Identify procedures for receiving, identifying, tracking, and reunifying individuals
separated from family or caregivers.
Ensure reunification services are provided in a safe location per Americans with
Disabilities Act (ADA) of 1990.
Define coordination mechanisms between City of Renton operations and regional
assets, for example, King County.
Integrate technology solutions and data privacy considerations for real-time
tracking and communication with families.
Provide scalable procedures that apply to both small-scale incidents and
complex, multi-jurisdictional disasters.
This plan emphasizes a whole-community approach that prioritizes the specific needs of
separated individuals while maintaining coordination with regional systems to avoid
duplication and ensure consistent information and care.
Scope
This FRP applies to all emergency and disaster incidents that result in the separation of
individuals from their family members or caregivers within the geographic boundaries of
the City of Renton. The plan provides the operational structure for both small- and large-
scale incidents that may require spontaneous or coordinated reunification support.
This plan may be activated independently for localized incidents (such as an apartment fire
or neighborhood evacuation) or implemented in coordination with King County or state-led
efforts during region-wide emergencies, such as major flooding, wildfires, or public health
emergencies.
AGENDA ITEM #7. a)
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The scope of the plan includes:
City Led Activities
Operation of the FFRC for localized incidents.
Staffing management for FFRC using Parks and Recreation staff (currently 20 full-
time staff).
Coordination of escalation triggers to determine when to request county support.
Initial contact to the King County Duty Officer for resource requests.
Staffing identification and badging (city-issued ID badges and vests).
Non-school minor reunification at weekend/after-hours events; city may lead if the
school district agrees to assist.
Reunification of children, adults, and vulnerable populations who are separated
from their families or support networks.
City Supported Activities
FAC operations led by King County during large-scale or regional events; city
supports by transitioning FFRC operations and providing staffing/resources as
requested.
County coordination with healthcare, educational, and behavioral health systems
for patient or student reunification.
Background
The City of Renton recognizes the need for a formal FRP as part of its broader emergency
preparedness and response capabilities. While regional guidance exists through King
County and partner agencies, a city-specific plan enables Renton to clearly define internal
roles, identify local resources, and customize reunification operations to reflect its
community's characteristics.
Renton is home to a diverse population with a wide range of linguistic, cultural, and access
needs. The city also includes multiple schools, parks, healthcare facilities, and major
transportation corridors that could be affected by large-scale emergencies. Without an
operational reunification framework, separated families and individuals may experience
unnecessary delays in reunification, further compounding trauma and complicating
emergency management efforts. Local, regional, and state partnerships form the
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foundation of a reunification plan that is scalable, equitable, and responsive to the diverse
needs of the Renton community.
Threats and Hazards
The City of Renton is vulnerable to a range of both natural and human-caused hazards that
may necessitate family reunification operations. These hazards can result in the
displacement or separation of families from one another or from essential services.
Understanding the threats most likely to trigger reunification activities allows the city to
pre-plan resources, identify key partners, and anticipate coordination needs.
Key Hazards
Earthquakes: The Seattle Fault Zone and Cascadia Subduction Zone pose
significant seismic risks to the region.
Flooding: The Cedar River and Green River systems flow through Renton and have a
history of flooding. Seasonal floods, dam failures, or extreme precipitation events
could trigger evacuation orders and displace families – particularly in low-lying
neighborhoods.
Severe Weather Events: Windstorms, snow/ice events, and extreme heat may lead
to power outages, road closures, or temporary relocations – especially for
individuals with access and functional needs.
Wildfires and Smoke Events: Increasing regional wildfire risk, particularly in
surrounding forested areas, may lead to air quality issues or large evacuations that
separate individuals from their support networks.
Hazardous Materials Incidents: Interstate 405, SR-167, and the proximity to
industrial and airport zones increase the likelihood of hazardous materials being
released, requiring shelter-in-place or evacuation orders.
Public Health Emergencies: Pandemics or local disease outbreaks can strain
healthcare systems and restrict physical access to hospitals or facilities.
Mass Casualty Events or Terrorism: Active shooter incidents, mass transit
disruptions, or other intentional acts may require urgent reunification of survivors,
witnesses, or children in school or public locations.
Transportation Incidents: With the presence of regional transit hubs and high
commuter traffic, large-scale transportation accidents may result in individuals
being separated from families and needing reunification.
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Supporting Plans
The City of Renton FRP is intended to complement and integrate with other emergency
response and recovery plans at the city, county, and regional levels. These supporting
plans provide a foundation for coordination, resource sharing, and operational
consistency.
City of Renton Plans
City of Renton CEMP: Outlines the city’s all-hazards emergency framework and
designates the Emergency Operations Center (EOC) as the central point for
coordinating disaster response.
City of Renton Mass Care and Sheltering Annex: Establishes procedures for
opening and operating emergency shelters, which are often co-located with
reunification services.
Renton Parks & Recreation and Human Services Department Emergency
Procedures: Includes plans for facilities used as shelters or community centers
and their role in family support or reunification efforts.
Regional and County-Level Plans
King County CEMP and FAC Annex: Provides regional protocols for FAC
activation, staffing, and integration during large-scale incidents. Renton's plan
aligns with this annex to ensure seamless transition and support from county
resources when needed.
King County Public Health Plans: Includes behavioral health coordination,
shelter health and sanitation, and public messaging – all of which directly support
reunification environments.
Seattle Emergency Management Reunification Tools: While not binding,
Seattle’s family reunification initiatives offer innovative models and language
incorporated into this plan.
South King County Public Health Coordination Guidance: Offers
recommendations and best practices for reunification involving hospitals, clinics,
and medical surge shelters.
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State and National Guidance
Washington State CEMP: Provides statewide support structures for reunification
operations, including coordination with the Washington State Emergency
Management Division and Department of Health.
American Red Cross Safe and Well Program: Provides a national platform used
for voluntary family reunification and status updates. May be activated by Renton
in partnership with Red Cross operations during major incidents.
Federal Emergency Management Agency (FEMA) Family Reunification
Guidance: Establishes national standards for reunification operations and serves
as a benchmark for scalable, trauma-informed approaches.
This section helps justify Renton's plan as not operating in isolation but rather as a locally
driven component of a larger, interconnected system.
Planning Assumptions
Reunification efforts could take place concurrently with other emergency response
efforts.
If the incident is catastrophic (such as widespread communication failure,
infrastructure damage, or impacts to first responders), it may impact the ability to
provide reunification services.
This plan does not override the legal duties or authorities of law enforcement, medical
examiners, hospitals, or schools in carrying out their responsibilities.
Impacted communities may include individuals from a range of cultural and religious
backgrounds, requiring thoughtful accommodations of diverse beliefs and
requirements.
Reunification may be necessary after incidents involving a large number of injuries
(mass casualty) or fatalities (mass fatality).
Impacted individuals may have a wide range of emotional responses and support
needs.
The number of individuals impacted may not be immediately clear, and identifying
those involved could be an ongoing response and require additional support.
Timely, accurate communication is critical to effectively support reunification efforts.
In the immediate aftermath, there may be overload of the communication systems,
which may be inoperable.
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Some affected individuals may not have access to local support systems or necessary
resources.
Impacted individuals may be from outside of the county, state, or even the country.
It may take time and resources to set up full reunification services (if needed), and
operations may last several days.
Reunification requests may come from beyond those directly impacted – including
friends, relatives, and the broader public – potentially overwhelming operations and
spreading misinformation.
Incidents that require reunification may likely attract significant public and media
attention.
Priority should be given to unaccompanied minors and adults separated from
caregivers.
Reunification services must be accessible to all, and any obstacles should be quickly
resolved.
Responding agencies may deploy additional personnel to support reunification
operations.
Some staff involved in reunification may also be personally affected and require
reunification assistance themselves.
If communication systems fail or are degraded, refer to the City of Renton Crisis
Communications Plan.
Organizations not involved in the initial planning may still possess useful resources
and should be engaged during the response.
Events that trigger reunification may occur concurrently with emergencies – such as a
mass casualty incident during extreme weather – creating additional complexity.
Reunification Needs
Population Demographics
In 2023, Renton, Washington, was home
to approximately 105,279 residents, with
a median age of 36.5 and a median
household income of $96,626.00 –
reflecting a 4.7% increase from the
previous year. The city is notably diverse
as shown to the right. The poverty rate
Renton Demographics
White (non-Hispanic) 40.4%
Asian (non-Hispanic) 25.8%
Black or African American (non-Hispanic) 8.87%
Hispanic or Latino of any race 14.6%
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declined to 7.76% (below the national average), and the homeownership rate reached
54.9%, with a median property value of $631,400. Renton’s workforce includes over 57,000
people –primarily employed in retail, healthcare, and manufacturing sectors. Most
residents commute by car, averaging 30.2 minutes per trip, and car ownership is typical at
two vehicles per household. Education is anchored by institutions such as Renton
Technical College and Pima Medical Institute, which together awarded over 1,100 degrees
in 2023. Renton reflects a vibrant, multicultural community with steady economic growth
and increasing educational attainment.
Visitors/Tourists
Special events such as public viewing parties, concerts, or tournaments may draw a
significantly higher volume of visitors than Renton typically experiences. While the city is
accustomed to commuter traffic due to its proximity to Seattle, large-scale events
introduce a surge in out-of-town attendees, extended family members, and tourists who
may not be familiar with local resources or infrastructure. These individuals may arrive at
reunification sites seeking updates or support, even if they are not directly connected to
affected residents. This influx could add operational complexity, strain staffing and facility
capacity, and require additional coordination across multiple sites (such as hospitals,
shelters, and event venues).
Equity and Vulnerable Populations Considerations
Washington is a designated safe-haven state with a large immigrant population, which may
influence how families interact with reunification services – particularly in the presence of
law enforcement. Identifying trusted community-based partners can help ensure culturally
responsive engagement and support during reunification operations.
Concept of Operations
Operational Goals
Effective reunification operations depend upon strong communication and interagency
coordination, as well as timely and consistent messaging to both impacted populations
and the broader public. This plan outlines coordinated family reunification with the
following operational priorities:
Locate and reunite missing individuals – including children, vulnerable adults, and
other displaced persons – with their parents, guardians, or designated caregivers.
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Provide a physical FAC site to support reunification efforts.
Protect the privacy and confidentiality of all individuals involved in the reunification
process.
Ensure culturally and linguistically appropriate services are provided throughout all
reunification operations.
Strong interagency communication coordination is imperative for successful reunification
of missing persons. Family reunification is a collaborative effort and requires participation
among agencies with different responsibilities and areas of expertise. King County regional
partners play a key role by providing services aligning with their organizational mandates in
coordination with emergency management officials.
The National Incident Management System (NIMS) doctrine and the Incident Command
System (ICS) will support a unified structure across participating agencies. The City of
Renton’s Parks and Recreation Department will serve as the lead for local coordination
and resources for family reunification efforts. As the need and scale increase or
operational demands exceed local capacity, support may be requested from King County
and other partner agencies.
Organizational Roles and Responsibilities
Primary Agencies
City of Renton Executive Services Department / Emergency Management
Activate EOC.
Coordination and confirmation with FFRC lead for family reunification needs.
Activate FRP.
Define staff shifts and length of operational period.
City of Renton Parks and Recreation Department
Identify appropriate reunification sites for activation.
Oversee FFRC operations, including intake, tracking and family service.
Monitor facility limitations and request additional resources when needed.
Request additional equipment or resources through the EOC.
Request translation services and interpretation services with multilingual language
materials.
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Ensure signage is clear and accessible for all populations.
Maintain cultural awareness and adapt services for diverse needs.
Request additional support as needed.
City of Renton Police Department (RPD)
Activate the “Take Me Home” program to identify and reunite lost children, senior
residents, or mentally disabled individuals using the department’s database of
photos and contact information.
The RPD will use their internal system to support reunification through a secure
database of photos and contact information.
Conduct searches by name or visual photo match to confirm identities and locate
guardian contact details.
Validate guardianship through the child’s confirmation and existing system records
when formal identification is unavailable.
Manage runaway cases by verifying guardian information in the system and ensuring
the individual is returned to the correct caregiver.
Apply uniform procedures for all minors (including undocumented individuals)
without inquiring about immigration status.
Deploy the community engagement team to assist with system access and direct
reunification support.
Document all reunification actions and coordinate with relevant agencies when
guardianship or legal questions arise.
Maintain law enforcement presence at reunification sites to ensure safety and order
as well as support crowd management.
Coordinate with Emergency Management and Parks and Recreation to align
reunification operations with sheltering and public messaging efforts.
Utilize mutual aid agreements with neighboring jurisdictions for additional
resources and support during large-scale events.
Supporting Agencies
Renton School District
Provide designated liaison to the city to support student tracking and accountability
after evacuations.
Communicate reunification information to families through school channels
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Manage the operation of reunification during school-related incidents, in
accordance with the school district’s established plans and procedures.
Reunification Sites
Reunification Site Requirements & Layout Examples
The City of Renton Community Center serves the primary reunification location, with an
estimated short-term capacity of approximately 100 people. Oversight of the site
(including layout and flow) is managed by the City of Renton Parks and Recreation
Department to ensure safe, organized, and efficient reunification efforts. If additional
space is needed or if the Renton Community Center is not available, the Don Persson
Renton Senior Activity Center and the Highlands Neighborhood Center should be
considered for hosting a reunification site.
Reunification Sites Address Capacity
Renton Community Center 1715 Maple Vly Hwy
Renton, WA 98057
Don Persson Renton Senior Activity Center 211 Burnett Ave N
Renton, WA 98057
Highlands Neighborhood Center 800 Edmonds Ave NE
Renton, WA 98056
FRP Activation
Family reunification may be activated by the Mayor or delegate, the City Administrative
Officer (CAO) or delegate, the Deputy City Administrative Officer (DCAO) or delegate, the
Renton Regional Fire Authority (RRFA) Duty Chief or delegate, the RDP Duty Chief or
delegate, or the Emergency Management Duty Officer / EOC or delegate.
Upon activation, the EOC will assess the situation, confirm the need for reunification
services, and notify the Parks and Recreation Department with relevant details. Parks and
Recreation will manage site setup and operations for the Family and Friends Reunification
Center (FFRC) in coordination with other supporting agencies within 1-2 hours of
activation.
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FFRC and FAC Overview
The FFRC and FAC share three essential roles: welcoming and registering families,
communicating information on victim status, and connecting those affected by the
incident with needed support services. Although the specific setup of an FFRC or FAC may
differ based on the circumstances, these core functions remain consistent. Figure 1 below
illustrates the general timeline for activating and operating an FFRC and/or FAC.
Figure 1: Timeline of FFRC and FAC
FFRC
The City of Renton is responsible for activating and operating the FFRC. Following
activation, the FFRC requires approximately 1–2 hours to become fully established and
operational. The center provides a safe gathering place for individuals concerned that their
loved ones may have been affected by the incident, as well as for survivors who do not
require immediate medical care. During this initial stage, authorities may have limited
information available but can offer updates on the situation and advise families on when a
FAC will be opened. The FFRC serves many functions, including:
Offering a safe, private location away from the incident site where non-injured
people can reunite with loved ones.
Protecting involved individuals and families from the media and curious community
members.
Reducing the number of people congregating at the incident scene or nearby
medical facilities.
In situations where the incident does not involve fatalities or require victim transport to
medical facilities and all individuals are accounted for and successfully reunited, an FFRC
may be sufficient (and activation of an FAC may not be necessary).
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Staffing and Shift Management
The City of Renton Parks and Recreation Department is responsible for establishing and
managing staff schedules to support FFRC operations. This includes identifying available
personnel, assigning roles, and ensuring adequate staffing coverage for all operational
periods. Parks and Recreation will define shift lengths in coordination with the Emergency
Management Duty Officer and adjust scheduling based on the evolving needs of the site,
including surge demands or extended operations. The department must also ensure staff
are properly briefed, identified, and transitioned between shifts to maintain continuity of
services and minimize operational disruptions.
Equipment
The City of Renton Community Center is equipped with the basic technology and
resources needed to support reunification efforts. Additional supplies should be requested
through the City of Renton Emergency Operations Center (EOC) or the Emergency
Management Duty Officer, following established resource request procedures.
Staffing Identification
All staff assigned to the FFRC will be clearly identifiable to the public and partner agencies
through visible City of Renton ID badges and designated vests. Staff will wear blue vests
with clear backs to ensure consistent and recognizable attire during operations. These
identification measures enhance security, promote public trust, and allow for quick
recognition of authorized personnel within the facility.
Language and Interpretation Services
The City of Renton Parks and Recreation Department is responsible for ensuring language
access during reunification efforts. Translation services will be confirmed in advance
under their coordination, and multi-language printed materials should be readily available
at the FFRC. Parks and Recreation will maintain translated core documents (such as intake
forms and general information handouts) as part of preparedness activities. Additionally,
Parks and Recreation will ensure that incident-specific materials – such as sheltering
assistance guides, recovery resources, or other situational handouts – are translated and
distributed promptly to reflect the unique needs of the incident. By leading this process,
Parks and Recreation ensures that both standing, and incident-specific documents are
consistently accessible in the languages most needed by the community.
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FAC
The City of Renton EOC in conjunction with King County EOC will determine the need for an
FAC, which is a long-term site established that provides a wide range of services and
information to the families of individuals who are impacted by a disaster or emergency.
Setting up an FAC could take 24-72 hours, and deploying regional, state, or federal
resources to support operations may require at least 48 hours.
The FAC serves several key purposes, including:
Coordinating access to services such as behavioral health, mental health, and
spiritual support.
Sharing information about available resources, including financial assistance when
needed.
Supporting victim identification and family notification process.
Connecting impacted individuals and families with assistance programs and support
services.
An FAC will remain operational until the last victim has been identified, family notifications
are complete, or operations can be handed off to other agencies without overwhelming
their capabilities.
Response Phases
The City of Renton will define and implement a standardized reunification operations
approach that addresses potential gaps and challenges. This approach will align with
incident priorities and objectives and will be organized into clearly defined phases of
responses. The response phases are as follows:
Immediate
The city will stand up an FFRC within 2 hours of notification; during this phase, the
focus is on establishing initial operations.
Has a site been identified? Is it available? If not, has an alternative site been
identified and opened?
Has the site been opened and made functional for incoming clients?
Are staff roles clearly assigned and identified?
Has initial communication been made to the EOC and key partners that the site is
operational?
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Short-Term
Continue operations based on the city capabilities.
Has staffing been expanded to meet operational needs?
Is the site layout and flow supporting safe and efficient operations?
Is the current site viable, or should alternative sites be considered?
Mid-Term
Monitor site conditions and capacity.
Is the site reaching or nearing capacity?
Are new clients continuing to arrive?
Is reunification still actively occurring?
Do current resources and staffing support continued operations?
Is the primary site sufficient to continue operations, or is relocation/expansion to an
alternate site required?
Long-Term
Determine if escalation is required beyond city capacity.
Are reunification needs continuing past what the city can manage?
Is transition to an FAC necessary?
Has documentation been completed to support the closure or transition of the FFRC?
Are sites still available and sustainable for long-term operations?
Escalation Overview
Escalation Triggers
Exceeding local capacity to manage the number of impacted individuals or families
requiring reunification.
Insufficient staffing to operate an FFRC’s need for specialized services (e.g.,
behavioral health, victim identification).
Prolonged operations expected to last beyond one shift or operational period
without relief staffing.
Direction from incident command or the EOC based on operational assessment.
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Escalation Process
(1) Assessment
The on-site lead (or other designated official)
continuously monitors FFRC operations. If
operational challenges, unmet needs, or
capacity concerns arise, they notify the
Emergency Management Duty Officer. This
notification should include a clear description
of the issue, resources required, and urgency
of the request.
Questions
Have operational challenges, unmet
needs, or capacity issues been
identified?
Has the Emergency Management
Duty Officer been notified with clear
details?
Are the resource needs urgent, or
can they be managed with existing
capacity?
(2) Verification
The Emergency Management Duty Officer
reviews the information provided, confirms the
nature of the request, and verifies that all
internal city resources or alternatives have
been considered before escalating to the
county. Verification may include direct
communication with the on-site lead,
situational updates, or comparison with
resource tracking.
Questions
Have all available city resources
been used or considered?
Has the need been confirmed with
the on-site lead or other staff?
Is escalation to the county justified
based on the situation?
(3) Resource Request
If the EOC is activated: The request is
submitted through the Renton EOC by the City
of Renton Duty Officer, which communicates
with the King County EOC following
established EOC resource request protocols.
If the EOC is not activated: The Renton
Emergency Management Duty Officer is
responsible for processing the request and
contacting the King County Duty Officer
directly, ensuring the request is logged and
tracked.
Questions
Is the EOC currently activated?
If activated, has the request been
routed through the EOC following
protocol?
If not activated, has the City Duty
Officer directly contacted the King
County Duty Officer?
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(4) Documentation
All requests and decisions must be
documented, including the time of the
request, resources sought, verification steps
taken, and the outcome of the request.
Documentation ensures accountability,
supports cost recovery, and informs after-
action reporting.
Questions
Has the request been logged with
times, details, and verification steps?
Has the outcome of the request been
recorded?
Does the documentation meet
requirements for accountability and
potential cost recovery?
(5) Coordination
Once a request is made, coordination
continues between the City of Renton, King
County, and the on-site FFRC lead. The
Emergency Management Duty Officer (or
EOC, if activated) provides updates to
stakeholders, monitors the status of the
request, and ensures that resources are
integrated effectively once delivered.
Coordination also includes communicating
changes in site conditions that may affect
resource needs.
Questions
Has the status of the request been
communicated to all stakeholders?
Are city, county, and FFRC site leads
aligned on the resource status and
timeline?
Are changes in site conditions (e.g.,
capacity, staffing, client needs) being
shared to adjust requests as needed?
Are delivered resources being
integrated effectively into ongoing
operations?
Demobilization of FFRC
Transition of FFRC to FAC
If site assessments confirm that escalation triggers have been met, the City of Renton will
begin transitioning the FFRC to FAC under King County leadership. During this time, the
Renton Emergency Management Duty Officer, in coordination with the Renton EOC (if
activated), will request county support and notify staff, stakeholders, and clients of the
transition.
Demobilization of the FFRC
Demobilization of the FFRC will depend on whether escalation triggers are met:
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If escalation triggers are met: Demobilization begins once the transition to the
FAC is complete and all clients have been transferred or referred.
If escalation triggers are not met and FAC is not required: Demobilization may
proceed once the FFRC concludes operation.
The City of Renton will then release staff, secure and clean the facility, return borrowed
equipment or supplies, and finalize documentation of operations. The demobilization
process should strive to ensure that clients leave with a clear plan for ongoing support and
that partner agencies are kept informed of the FFRC’s closure.
Close-Out Operation
Return all equipment and supplies to the appropriate storage facility or other locations.
Collect and secure forms, checklists, and other written material utilized during the
response.
After-Action Report (AAR)
As soon as possible following demobilization, a debrief should be scheduled to identify
and document lessons learned, operational gaps, and challenges, as well as to
recommend changes to the plan if needed. This process—commonly referred to as an AAR
– is essential to continuous improvement and preparedness.
It is recommended that FFRC staff conduct an immediate after-action review or hotwash
and promptly share the results with the EOC. Emergency management may then conduct a
broader after-action process post-incident to gather additional data for the formal AAR.
Participants should include FFRC staff, agency leadership, emergency management
personnel, community partners, and trusted individuals who were directly involved in the
reunification efforts. The AAR should document key events, challenges, and successes
related to FFRC operations.
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Acronym List
AAR After-Action Report
ADA Americans with Disabilities Act
CAO City Administrative Officer
CEMP Comprehensive Emergency Management Plan
DCAO Deputy City Administrative Officer
EOC Emergency Operations Center
FAC Family Assistance Center
FFRC Family & Friends Reception Center
FEMA Federal Emergency Management Agency
FRP Family Reunification Plan
ICS Incident Command System
NIMS National Incident Management System
RPD Renton Police Department
RRFA Renton Regional Fire Authority
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