HomeMy WebLinkAbout01/14/2014 - Minutes � City of 14enton �
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January 14, 2044
4:30 p.m:— City Hall —7th Floor Conferencing Center �
I. CALL TO ORDER
In Attendance :
The following members were present:
:IVlembers: Cynthia Burns, Larry Reymann, AI Di:eckman, Michael 0'Donin,Tim
- $earing, Troy Wigestrand, IVlarlene Winter I
Absent: Sojin Thompson ' ��
Staff: Kelly Beymer, Sandy Pilat, Leslie Betlach, Kris Stimpson
Chair, Cynthia Burns, called the January 14, 2014, meeting to order at 4:30 p.m. Roll
call was taken; all members with the exception of Sojin Thompson were present. ,
II. APPROVAL OF AGEIVDA
A motion was made and seconded to approve the agenda as presented. All were;in
favor, motion carried,the January 14, 2014, agenda was approved.
III. APPRO!/AL OF MIIVUTES
A motion was made by Mike O'Donin and seconded by Marlene Winter to approve
the Decernber 2013 minutes as written, all were in favor, motion carried. The minutes
were approved as submitted.
IV. ORAL COIVIIVIUNICATION/PU�LIC COMMENTS .
None
' V. BOARD COMMUfVICATION
City Center Plan Update=Michael O'Donin
� Mike reported the committee had not met since his last report.
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Gity of Renton �
Park Board Minutes
January 14,2014 �
Page 2 of 3 , . ,
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VI. DISCUSSIONS/ACTION ITEMS :
ponation/Memorial Policy—Kelly eeymer .
Kelly reviewed the current policy and associated problems with it: Feedback from the
public indicated many felt the presence of fhe plaques throughout the park gave it a
feeling of a 'cemetery'. Wanting to encourage the public to continue to contribute to
"our park system and amenities,the suggested revised policy is being submitted for
review.
This policy outlined guidelines and standard.s for a.cash or physical property donation
�and proper acknowledgement: A list of`elements' needed or desired for each park
will be kept with approximate price(s) in the administrative office. :If someone calls
interested in donating a certain element to a specific park, the staff will refer to this
list and advise accordingly. Donors are also welcome to donafe cash for�staff to
disperse as or where most needed.
A draft application was distributed. In lieu of plaques in the park, donor:s of over$200
would be acknowledged by engraving a leaf on a "Growing Tree" displayed at the
Renton Community Center. The color and size of the leaf would be determined by the
amount of the contribution. A picture of the tree and leaves were mad:e available.
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Kelly requested the Board members take the policy home and review it. She .
welcomed any questions, concerns, comments, additions to th'e draft policy and would
like to take action on it at the next meeting. If there are any changes, she requested
fhe members to em'ail herself or Sandy. We would like to be able to forward to City
� Council for review at the February meeting.
VII. ADMINISTRATORS REPORT
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2013/2014 Goals _
Kelly reviewed the 2013 goals and our success in covering all the suggested topics with
the exception of one (that was c�ncelled by the speaker, we will move onto our 2014
list). A list of suggested topics for 2014 include budget,trail connections,tours,
employee recognition, library updates. Staff will review the topics and various sites
and come back to the Board with a tentative schedule. �
VIII. OLD BUSINESS: �
Organizational Changes �
: Upcoming organizational changes and position :reviews and recruitment for vacant
positions will be taking place in the upcoming months. Staff will keep the Board .
informed about the process. ° `
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City of Renton `" �°
Park Board Minutes
January 14,2014
- Page 3 of 3
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IX. CORRESPONDENCE
Invitation
. An invitation was distributed to the Grand Opening of Meadow Crest Early Learning
, Center scheduled for Friday,January 31, 2014, at 3:30 p.m.
X. INFORMATION
Update of Contact Information
Sandy sent out last year's contact information requesting any changes be emailed to
her or confirmed so she could update the list for distribution.
Sunset Master Plan
Leslie Betlach gave some key dates and information on the Sunset Park Master Plan. �
XI. ADJOURNMENT
A motion was made and seconded by to adjourn the meeting. All were in favor; the
motion carried. The January meeting adjourned at 6:10 p.m.
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� CITY OF RENTON �
COMMUNITY SERVICES DEPARTMENT
PARK DONATIOiV AND MEMORIAL POLICY
Policy: Memorial and Donation
(Recommended by Park Board, approved by City Council)
Purpose: The purpose of this policy is to establish guidelines, standards and procedures for the
installation and�care of donated park improvements, either as a result of a cash or physical
property donation. These donations may include, but are not limited to, park benches, bicycle
racks, trees, picnic tables, public art;monuments (by exception only), drinking fountains,flags &
flag poles, kiosks, and other types of parks and trails accessories. This policy does not apply to
buildings or land*. The City desires to encourage donations while at the same time manage
aesthetic impacts and mitigate ongoing maintenance cost.
Guidelines established by this policy will apply to all donations made after the effective date of
this policy. Donations made prior to the adoption of this policy shall be subject to applicable
; , sections of this policy. This policy is also designed to provide guidelines for individuals or
` groups should they desire to decorate, landscape or adorn an area temporarily to
commemorate the loss of a loved one, such as a tree, bench or picnic.table on city owned
property. (Similar to RCW 46.61.520 Roadside Memorial sign program) '
Standards established by this policy will apply to purchased equipment, installation techniques,
donation acknowledgements, decoration and long term care of all donations made after the
adoption of this policy.
*The development of public facilities is expected to be the result of careful planning and quality construction. In
addition,public facil.ities are expected.to be maintained to a standard acceptable to the community..°
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� Section 1. Standards for Existing Donations
1. Definition of Existin�Donations: '
For the purpose of this policy,existing donations are those donations installed prior to
the adoption of this policy '
2. Definition of Donated Element:
Elements refer to park benches,trees,drinking fountains, kiosks,etc.that are installed
in developed parks and trails.
3. Appearance and Aesthetics:
Decoration, ornamentation, and adornment of donated elements can interfere with
routine maintenance and the appearance ofthe donated element.
Existing/approved decorations,such as plaques,should not interfere with the use of
nearby public space, nor represent a hazard. Please see#4. IVlaintenance—on lifespan
of item.
4. Materials: '
. No landscaping or ad'ornment is permitted by private parties unless authorized by the
Community Services Administrator or their designee on or around existing donations. �
Only landscaping installed by Parks Division staff is permitted.
5. Maintenance:
Donated park elements(Trees, benches, plaques,etc.) become City property. Donations
made previous to the adoption of this policy are to be maintained by the City during its
' salvageable life span. Once the donated element, (tree, plaque, bench, etc:) is not �
repairable,as determined by City:Parks staff,the City will attempt to notify.the donor of
the intention to remove the element, and give them the"New Policy"options. The City
is not responsible for replacing any item. �
�If the donor cannot be contacted'the Parks Division will photo catalog the element '
electronically and then dispose of it.
Section 2. Standards for New Donations
1. Definifion of New Donations:
� New donations are those made after the adoption of this policy.
2. Acquisition or Purchase:
The City and the com,munity have an interest in ensuring th,at donated elements
purchased and instaAed be of high quality related to style, eppearance, durability
° and ease of maintenance: Tlie City°staff will be responsible for tfie purchase and.
installation of all park elements. (Donor will cover the full cost of purchases. See:
` #6. "Cost" below:)
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4� ���_�� '���•�3. ��Appearance and Aesthetics: � �
The City and the community have an interest in ensuring the best appearance
and aesthetic quality of their public facilities. Park elements and/or their
associated donation acknowledgements should reflect the character of the park
or facility. All donated elements will be installed in such a manner that will not
change the character of a facility or its intended use.
Accordingly no decoration, ornamentation, or adornment of donations is
permitted. Plaques, in ground or attached to objects, i.e. benches, drinking
� � fountains, etc..will no longer be allowed. A new fixed "Growing Tree" will be
established as a donor recognition display at the Renton Community Center.
Name and donated item will be engraved on 'Leaves or Boulders' and affixed to
the Growing Tree display. (Please see Donor Recognition page.)
*The Community Services Administrator or their designee will have authority to approve
'decorations',adornments or landscaping(such as flowers, balloons,etc.) on a TEMPORARY
basis—up to 30 days. Should decorations be approved,they will not interfere with the use of
nearby public space, nor represent a hazard.The Parks Division staff will remove such
decorations in the specified time and dispose of it.
4. Maintenance:
Donated park elements and their associated donation acknowledgement,
become City property. Accordingly,the City has the duty to maintain the
donation only for the expected life cycle of the donation, as determined by City
Parks staff. For example if a donated item such as a park bench; is destroyed or
deteriorates,then the donated element may be removed. The City will make
� every practical effort to maintain or repair damaged donations and memorials.
However,the City is not responsible for replacing items, including existing
plaques, due to excessive damage or loss (see Section 4. Criteria for Acceptance/
#2 Donation Acknowledgements/Memorial Plaques.) If current information is on
file, donor will be informed and given the opportunity to take further action, at
their expense.
5. Repair:
The community has an interest in ensuring that all park elements remain in good
� repair. In addition, the public has an interest in ensuring that the short and long-
term repair costs.are reasonable. Repair parts and materials must be readily
available. Donated park elements must be of high quality to ensure a long life,
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be resistant to the elements, wear and tear, and to acts of vandalism.
6. Cost:
The City has an interest in ensuring that.the donor covers the ful,l-cost for the .
_ purchase and installation, of donated park elements. A separate fee schedule is
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maintained in which the City will detail costs for donations. The City also has an
interest in ensuring that on-going maintenance costs do not negatively impact,
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- the resources available for maintenance of other City park facilities.
_ Consequently the City will assess, at the time of purchase,the quali#y of material
of donated park elements to minimize maintenance and reduce overall cost
during their life expectancy. �
- Section 3. Procedure for Making a Donation
The City's Community Services Department will manage all donations located on
City park property, with the assistance of the Parks Maintenance Operations
Staff. A list of Park elements and monetary contribution levels are listed on the
"Donor Recognition" page. .
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1. Application: �
The donor must contact the Community Services office to determine whether a
donation/element may be accepted based upon criteria contained in this policy.
If a donation/element can be accepted the donor will complete an application
form. Applications are available through the mail, in person at the Community
Services Administrative office, or on the City's webpage. Completed applications
and payment will be made to the Community Services Department
- Administrative staff for review and processing. If a donation cannot:be accepted
due to lack of available sites for park elements either within a specific park or
park system wide,the prospective donor will be given an option to either donate
monetarily or to be put on a waiting list, staff will collect contact information at
this time. �
Section 4. Criteria for Acceptance
1. Park Plan:
To accept donation of a park element for a specific park facility, a park plan or
'elements inventory' must exist, showing the availabJe locations for park
elements. If no plan exists, then a donation may be made to another park
facility, a monetary contribution, or they may be put on a waiting list, If a plan
exists, but does not identify a particular park element proposed for donation, the
City may accept the donation under certain conditions: Under this circumstance,
the donation must:
1) Meet a true need of ttie facility;
2) Not interfere with the intended current or future use of the facility;
3) Not require the relocation of:other equipment or infrastructure to
accommodate the donation.
In.the opinion ofthe City, a facility may be determined to be fullv developed and
the opportunity for donations would not be available. _
2. Donation Acknowled�ements/Memorial Plaques:.
Donation acknowledgements,as approved by the City, are listed on.the "Don.or
- � ` Recognition" page and pu:rchased through the City_to be affixed:to the "Growing _
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Tree". To prevent obscene, offensive or inappropriate text,the City must � ��
approve all"text for donation acknowledgements. -
As of the adoption of the new policy, no memorial plaques or markers will be`
allowed on or near donated park elements. �
3. Notification:
This criteria is a requirement for both existing (at the expiration of its life-cycle
period) and new donations. It shall be the responsibility of the donor to.provide
the Community Services Department with a current address for purposes of
notification regarding their.donation. For the purposes of notification the Gity
will send a certified letter(requesting a return receipt)to the donor, notifying �
, the donor of changes related to the status of their donation (i.e. a need to
remove, relocate, or comply with conditions set forth in this policy)
Section 5. Park Benches, Bicycle Racks, Picnic Tables,,and.Drinking Fountains
Rark benches, bicycle racks, picnic tables, drinking fountains, and playground
components may be sited in locations recommended by Community Services
Administrator/Parks Committee (comprised of Directors/Managers/Fark
Commissioners as appointed by Administrator), in accordance with.an available
site plan. Items donated must be of a product recommended by Community
SerVices Administrator/Parks Committee. These items become City property at
time of purchase.
Section 6. Trees
L:andscaping and plant selection for park facilities varies in the northwest
� environment. Accordingly,the size and specie of tree or trees donated shall be .
limited to those determined by the City's.Urban Forestry and Natural Resources
Manager. Trees will only 6e accepted for areas that have active ir-rigation
systems in place. ,
Section 7. Monuments
Upright monuments or monuments resembling those typically found in
cemeteries may not be installed at any Ci�ty park facility. Exceptions to this policy
are the Veteran's Memorial Park monuments and monuments installed by the
City co:mmemorating the history and/or ded'tcation of a park facility.
Section 8. Flags/Flag Poles
Flags may be sifed in locations approved by the Community Services.
� ' . Administrator/Parks Committee.in'accord.ance with;an available:site pla_n..:Flags . ... .
deteriorate quickly when exposed to tfie elemenfs.and the size of a flag is determined � .
` bythe fype, size and configuration of the pole ori which it is to be mounted:. '
Consequently.;donated flags must be of a size and quality suitabl,e for the site and the
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- • environment in which it is to be located. Flags may be subject to replacement, paid for
', by the donor at the time when City park personnel determine replacement is needed:
Section 9. Interpretive Signs and Kiosks
Interpretive signs/kiosks may be installed at:sites that are appropriate for describing the
history,geology, environment, and flora and fauna of a particular area.
Signs will be under the review of the Community Services Administrator/Parks ,
Committee. �
Interpretive Signs shall be of a size that is in keeping with the character of the site.
Interpretive signs shall be of a design that meets requirements for access to the
disabled. Interpretive signs shall be designed in such a manner that is consistent with
other interpretive signs on the site. Interpretive signs shall be constructed of materials
that are of high quality,vandal resistant,and able to withstand harsh environmental .
conditions. No memorial plaques may be attached to Interpretive Signs or Kiosks.
Sec#ion 10. Other ponetions/Special Requests �
There may be other donations possible,other than those expressly listed or contained
within this policy,or a special request that may not meet provided criteria and presents
a unique circumstance. The City may accept those donations subject to a review and
approval by the Community Services Administrator/or their.designee. The City
Administration may,at their discretion, bring any donation proposal to the Board of
Park Commissioners for review and approval.
Section 11. Buildings,Structures,and Public Art
Donated buildings,structures and public art are subject to full review and a.pproval of
the Board of Park:Commissioners and the City Council and are not considered as,part of
this policy.
Section 12. Conditions .
1. Installation:
Installation of donated park elements,will be completed by Park Maintenance ,
� Personnel. ponor acknowledgements/memorial plaques on tlie°Growing Tree"will be
installed by Facility Staff. The installation will be.scheduled at a time and date as
determined by the divisionsso as not to unnecessarily interfere with routine. _
maintenance activities:
2. Removal and./or Relocetion:
. - This section applies to both existin�and new donations. The City reserves the right to
remove and/or relocafe donated park elements and their associated donation
� acknowledgments/memorial plaques,when they interfere with site safety, maintenance .
or construction activities. .In accordance with previously stated procedure in this policy,.
the City will send a certified letter to eaeh identifiable donor.notifying the donor of any
� action related to the disposition of the.donation.. tn certain situations,sach as safety or
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emergency situations,the notification:may be made after fhe action taken. In the event :
; a donation must be permanently removed,the City will seek an alternative location .: ' ` .
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, consistent with this policy. If no such location can.be found;in accordance with
- ' previously stated policy and at the.donor's req.uest,a 'Leaf.or Boulder'will be.affixed to '
the"Growing.Tree",with name and original location of.donation.. �
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Section 13. Monetary Donation/or Corporate Donation
The Community Services Department will accept monetary donations of any size from
individuals, non-profit organizations,for-profit corporations and public entities. Should
these gifts be given with no specific park element, program, etc. identified,the money
will be placed into a Park Donation Fund.The Community Services Administrator and
Parks Committee will evaluate park needs and utilize the fund accordingly.
Donors will be recognized with a "Growing Tree" `Leaf or Boulder',color and size will be
determined depending on the amount of contribution.
Seetion 14. Special Requests or Appeals
The Community Services Administrator,or designee,will have the authority to approve
or deny special requests submitted. Special requests are those that may not meet
provided criteria or is not specifically addressed in this policy.
(Policy and available donation elements, park plan or inventory matrix to be reviewed and revised
annually by Park Gommittee.)
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PARKS AND TRAILS DOIVATION APPLICATIOIV
"Help promote the benefats of a healfihy IifestyEe through Parks and Trails"
Donor:
Address:
City, State, Zi p;
Home/Cell Phone;
E-mail:
I would like to rnake a contribution to support Parks/Trails by: (please check one)
_ Boulder - $1,000 or more
_ Gold Leaf - $500 - $999 �
_ Silver Leaf - $250 - $499
_ Bronze Leaf - $100 - $249
Parl< Element � (refer to "Donation Element Inventoey" page).
Estimated cost:
*Your gift will be gratefully acknowledged on our"Growin'g Tree" at the Renton Community Center.
' Engraving for Leaf
Donor will be recognized with a "Growing Tree" Leaf or Boulder, color and size will be determined
depending on the amount of contribution. Please print the inscription below, one letter per box, as you
wish it to appear on the ieaf. Boxes below are:at the maximum limit for:space. Font type and size has been
predetermined.
*Note all text for engraving to be reviewed;with final�approval by Community Services administrative staff -
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=i DONATED ELEMENT If�VEIVTORY
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• Trees - $50 - $250 .
Park: TYpe:
m Bench - $750 - $2500
Park:
o Picnic Table - $750 - $2,500
Park: �
• Interpretive Sign/ Kiosk - $2,500 - $4,000
Park:
• Playground Component: $750 - $7,000
Park:
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DOIVOR RECOGNITION AIVD INFORIi�IATION
All donors; whether through monetary or "Park Element" contribution over$150, will be recognized on
the GIVING TREE, located in the vestibule of the Renton Community Center.
Your contribution to Renton's Parks and Trails System, no matter how large or small, will be gratefully
received and put good use. Your tax deductible gift will help continue to make Renton's Parks and Trails
a wonderful place to recreate.
' If you are interested in donating to Renton's Parks and Trails system there are a couple of ways you can
help;
• Monetary donation—placed in the Parks Donation Fund and utilized for Parks or Trails needs.
(values listed below)
� Park Element donation—items such as trees, benches, kiosks, etc. (sample Park Element list and
cost on reverse of this page) **For these donation requests please contact the Community
Services Office at 425-430-6600 to ensure that the 'element' is needed; specific site is available.
and then will be forwarded for processing.
Donors will be recognized by one of the following groups. A leaf(see below) will be affixed to the
"Growing Tree" located at the Renton Community Center
(Value of element donation will be used as if it were monetary)
� Boulder ponor - $1,000 and over
� Gold Leaf Don'or - $500 - $999
� Silver Leaf Donor - $250 - $499
• Bronze Leaf Donor - $100 - $249
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PARK DONATION AN D M EMORIAL POLICY
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• To establish guidelines and standards
�� • Ability to manage both monetary and `elements'
contributions
• Continue to encourage donations while
managing aesthetics and maintenance
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� • EXIStIn� —
� Donations installed prior to policy adoption
• `Elements' -
� Items donated such as trees, parl< benches, Iciosl<s, play
equipment, etc.
R • A earance/Aesthetics —
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� Decorations, ornamentation, or adornment that could
interfere with maintenance
• Maintenance —
� Donated elements become City property. Staff will
maintain through life span of item, then notify donor
of removal — and new policy.
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• Ac uisition/Purchase —
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� City staff will purchase and install all donated parlc
elements.
• Decoration/Adornment —
� Plaques will no longer be permitted. New "Growing
Tree" will be established
• Temporary De�oration —
� The Community ServicesAdministrator will have
authority to approve temporary decorations such as
flowers, balloons, etc. - up to 30 days.
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To be installed at the Renton Community Center
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Standards cont.
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����`�4 � • Mai ntenance -
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� Parlcs staff will maintain elements through
their lifespan
� City is not responsible for replacing damaged
items
re:�- ��-� . -. � Donor will be informed, and given
� o ortunit to take action
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� • Cost —
� Fee/Inventor schedule will detail elements
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� Parlcs/ Ad m i n istrative Staff wi I I receive req uests
� Requested `element' will be reviewed
� Cash always accepted / Fund in place
� Spreadsheet/Inventory of each Parlc and available
`element' in place
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� Waiting list on Parlc inventory page
• I nstal lation / Removals
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• Policy and `elements' inventory reviewed annually
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Acicnowledgement / Donor Recognition
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� ��� � ���`������� Value of donated `element' will be recognized as cash value —
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Sample -
Boulder ponor - $ I ,500 & over
Gold Donor - $ I ,000 — $ I ,499
Bronze Donor - $500 - $999
Silver ponor - $350 - $499
A � �-•�n�-��M--�� GOLD Copper ponor - $200 - $349
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PARK BOARD MEMBERS & STAFF
Member Home Phone Work Phone Cell Phone Email
Cynthia Burns 425-228-3823 206-963-1903 ccjrburnsl@msn.com
2007 N.E. 12th St. (#3) (#1) (#2)
Renton 98056-2842 cynthia.m.burns(a�boein�.com
Michael0'Donin 425-228-3956 206-447-1625 206-730-7028 modonin(a)kginvestment.com
423 Pelly Ave. N. (#2) (#1) (#3)
Renton 98055-1455
Marlene Winter 425-417-4722 marlene@marlenewinter.com
2731 Mountain View
Ave. No.
Renton 98056
Tim Searing 425-226-6567 206-676-1124 206-799-5175 tim.searin�@mc�ladrev.com
2100 S.E. 2"d Place (#3) (#2) (#1)
Renton 98056
Troy Wigestrand 425-235-4122 425-705-9778 425-213-4744 troyandkim@msn.com
2102 Queen Ave. N.E. (#1-texting ok) troywi(c@microsoft.com
Renton 98056 (#2)
AI Dieckman 425-226-8065 425-221-3952 daw�s49C@comcast.net
1837 N.E. 29th Court (#2) (#1)
Renton 98056
Larry Reymann 425-228-8511 425-443-7575 Fulmen8(a�hotmail.com
1313 N. 38th St. (#1) (#3) (#2)
Renton 98056
Sojin Thompson 425-274-6098 thompson.solin@�mail.com
3719 Park Ave N
Renton 98056
Staff
Leslie Betlach 425-430-6619 425-766-2233 Ibetlach(a�rentonwa.�ov
Kelly Beymer 425-430-6803 425-766-2527 k_beymer@rentonwa.�ov
Terry Flatley 425-430-6601 425-766-6187 tflatlev@rentonwa.�ov
Terry Higashiyama 425-430-6606 425-766-0937 thi�ashiyama@rentonwa.�ov
Sandy Pilat 425-430-6604 206-949-7320 spilat@rentonwa.�ov
�im Williams 425-430-6615 425-207-6336 twilliams@rentonwa.�ov
Bonnie Rerecich 425-430-6624 425-766-0028 brerecich@rentonwa.�ov
h:\boards and commissions\park board\2013 park board\2013pbctc.docx2012
Su��estions for Topics and Information Requests for 2013 meetin�s and dates covered
On-going budget changes, donations and grants On-going
Status Report Updates On-going
Update on Carco Theatre and lease with Public Access January and February
Additional Training opportunities
Bring employees that are recognized to park board meeting
City Project Updates (i.e. transportation) May,June and September
Farmers Market April
Golf Course April
Healthy Community Initiative February
Litter control
Neighborhood Grant Programs November
Renton Results and measurements gathered from surveys
Staff report on Human Services March and October
Tours and field trips July
Trails (specifically connectivity, development and acquisition) September
Trees September
Vandalism prevention Scheduled but cancelled
Summer Lunch March