Staff Activity Report for June 9 -15, 2013

CITY MANAGERS OFFICE/Brian McDougal, Manager
. Met with the Red Cross and several ministers/pastors to get water wells and distribution repairs made to Steelman Estates.
. Met with Mayor Mainord to discuss my performance evaluation.
. Promoted Steve Nelms to Utility Director.
. Discussed flooding problems with City residents.
. Met with State Insurance Commissioner and his staff regarding roofing and contractor fraud.
. Met with employees regarding Pension Choice.
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ENGINEERING/STREETS/TRAFFIC CONTROL/John Krywicki, Director
(No change to projects this week)
? Kickapoo Street Widening Project
. ODOT awarded this project to Haskell-Lemon Construction for a total project construction cost of $10,930,517.98 (including water line costs). Work on the project is proceeding with installation of new, larger water main(s) that will be located from outside of the street paving instead of under the paving as where the existing lines are located. Water line replacement has proceeded from the Spur to north of Elizabeth. Contractor has uncovered an underground storage tank (UST) which ODOT informs the City that it is the Citys responsibility to have removed. City is currently working with a Contractor certified by the Oklahoma Corporation Commission (OCC) to submit a cost proposal to the City for consideration. The existing traffic signals have been taken down from the intersections of Kickapoo & the Spur and Kickapoo & Independence, and temporary signals on span wire have been erected as the Contractor is readying the section from the Spur to Independence to be able to start
actual roadway construction in that area. Project is scheduled to be completed by May of 2014
? Airport Trails Project
. Project awarded to Bishop Paving in the amount of $633,409.90. All the asphalt is in place for the track/trail, and people are able to use the facility. The Contractor is working on the concrete replacement for driveways and ramps along the section of the track that is adjacent to Airport Drive. Also, work on backfilling the asphalt track/trail with topsoil is in progress. Anticipate construction being completed by June 2013.

? Rehab Concrete Streets Project (FY11-12)
. Project awarded to All Roads in the amount of $387,409.00. Work on Independence was halted May 3, 2013, because the only section remaining to be removed and replaced was right in front of Sequoyah Schools drives. Work had been stopped on this project until school was out, and All-Roads resumed paving operations on May 20, 2013. The heavy rains and severe weather we have experienced the last few weeks has delayed and hampered the contractor's progress.
? ADA Sidewalk and Ramps Project
. Project awarded to All-Roads Paving in the amount of $127,337.75. We are targeting ramps at the intersections along 10th Street from Harrison to Bell Street. Work is in progress, and Contractor has been working intersection ramps at 10th & Union and 10th & Philadelphia.
? Federal Street Bridge Repair Project
. Project awarded to PbX Corporation in the amount of $685,565. City staff completed the design plans and specifications for the project. The project was awarded to PbX Corporation in the amount of $685,565. All the utilities, ie, water, ONG, and OG&E have moved their facilities from underneath the bridge deck and construction work could be started, however, we are still waiting on the BNSF to give approvals to PbX Corp to proceed. The bridge being over the railroad's right-of-way gives them jurisdiction over construction and we need their approvals before proceeding. Contact has been made with the BNSF, and although Contractor and BNSF have executed an Agreement, the railroad (BNSF) is still holding up construction start date until their Demolition Division has approved the Contractors method of operations and the BNSF provides a flagger. The BNSF requires one of their own personnel to be onsite even though there is only one train per week that uses that track. Start date
has now been pushed back till at least June 24, 2013.
? Bell Street Streetscape Project (from Farrall to 7th Street)
. Project awarded to All Roads Paving in the amount of $98,500. Project is approximately 95% completed, but had been put on-hold while Shawnee Municipal Authority (SMA) installs a water meter and vault. SMA indicates they still have work to complete and will be another 3-4 weeks before completion. The project also includes an enhanced crosswalk at Farrall with in-paving strobe lighting, and that is scheduled to be installed within the next two weeks. OG&E will install decorative lighting along the east side of Bell Street upon completion of the sidewalk project, and OG&E is tentatively scheduled to begin their lighting installation in four weeks from today.
? City Hall Parking Lot Improvements
. Project awarded to All Roads Paving in the amount of $195,235.40. Project consists of constructing a new 73 space concrete parking lot and milling/overlay the existing asphalt City Hall parking lot and alley. 90 calendar days are allotted to the project by contract, but a start date has not yet been determined. A Pre-work has been held and a Notice to Proceed for this project has been issued effective June 3, 2013. Contractor has not started nor moved onsite as of this Friday, 6/14/2013.
? Main Street Streetscape Project
. Preliminary design work has been started as time allows on this project. Project design will follow closely the design layout that was used on the Bell Street Streetscape Project. Preliminary design is approximately 80% complete. ODOT has announced that the City of Shawnee was approved for the $400,000 enhancement grant, and with funding from the Downtown TIFF District, 302 Street Fund, and SMA, the City should be in shape to have full funding for the project. A landscape architect will be employed to finalize irrigation and landscape plans, and the City may be able to advertise this project sometime Fall 2013.
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EMERGENCY MANAGEMENT/Don Lynch, Director
Communications Technician:
. Conducted weekly EOC radio tests
. Installed public address system speakers at Police gun range
. Installed warning devices and radio on new Police Boat
. Coordinated with vendors on radio repairs and equipment needs
Emergency Management Technician:
. Worked with FEMA Public Assistance staff and city employees to input data on emergency response activities for reimbursement.
. Answered multiple questions from multiple vendors seeking clarification on debris removal bid proposal
. Registered 15 private storm shelters in the storm shelter registry
. Processed claims and requisitions
Emergency Management Director:
. Attended Management Team meeting on Monday morning
. Attended multiple meetings to coordinate information for disaster recovery activities
. Answered multiple questions from multiple vendors seeking clarification on debris removal bid proposal
. Participated in the community forum for disaster recovery held Thursday evening.
Capital Projects Update:
. Vendor installed wiring for connection of new phones switch server to existing IT router and for new phone installation locations.
. Motorola sales and engineering staff met with City Manager, City Treasurer, and Police and Fire Department officials to discuss formal proposal on equipment for radio system upgrades.
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UTILITY DEPARTMENT/Steve Nelms, Interim Director
? Water Treatment Plant (Staff of 10)
Average production: *MGD: 4.366 Last week: *MGD: 4.016
. Pumped 647,798,000MG to date compared to 646,154,000MG for same period last year
. All lab hourly testing was completed.
. All cleaning and maintenance was completed.
. Completed 2nd half of Bac-T sampling. Completed PCDA Bac-T sampling.
*MGD: Million Gallons Daily
? Southside Wastewater Treatment Plant (Staff of 7)
Flows averaged: *MGD: 2.768 **BOD: 9 mg/l ***TSS: 1.7 mg/l
. Performed routine maintenance and testing on the plant
*MGD: Million Gallons Daily **BOD: Biochemical Oxygen Demand ***TSS: Total Suspended Solids
? Northside Wastewater Treatment Plant (Staff of 7)
Flows averaged: *MGD: 2.389 **BOD: 2.0 mg/l ***TSS: 1.7 mg/l
. Hauled 27,500 gallons of bio-solids have been hauled so far this month
. Performed routine maintenance and testing on the plant
*MGD: Million Gallons Daily **BOD: Biochemical Oxygen Demand ***TSS: Total Suspended Solids
? Water Distribution (Staff of 11)
Service Calls: 27, Main Breaks: 3, Leak Checks: 13, Cut-offs Replaced: 0, Reset Water Meters: 5, Water/Sewer Line Locates: 202
. Repaired 2 main breaks at Lowe's, and one main break at Cracker Barrel.
. Eliminated abandoned service line at 123 S. Center.
. Worked on shop tickets, and service orders from customer service.
? PCDA
Leak Checks: 1, Set/Reset Water Meters: 1, Meter Re-reads: 3, Water Line Locates: 20
? Total Miles: 42 Total Man Hours: 8
Worked on trying to get water pressure back up in Steelman Estates, and looked for leaks.
? Valve Maintenance (staff of 3)
. Located/performed serviceability check on valves at 8 different locations
. Located/performed serviceability check on fire hydrants at 3 different locations
. Repaired existing valve at the following location: Kickapoo and Kickapoo Spur
. Repaired water main line at the following location: 39214 W. McArthur
? Wastewater Collection (Staff of 7)
Sewer lines flushed: 15,900 ft. Flushed (year to date): 436,702 ft.
Total Service Calls: 59, Sewer Lines Checked: 28, Lift Stations Checked: 18, and Emergency Sewer Calls: 1
? Capital Projects (no change on any of the projects this week)
North Park Block 5 Sewer Line Replacement Project -Trent Construction was awarded the bid on December 17th, 2012. Construction started Wednesday February 27th, 2013. Contractors have finished laying the sewer line and stubbing up all services. Sink holes around the service clean outs have occurred. Contractor will go back and fix when weather permits. Contractors have repaired all sink holes. This project was completed on Thursday, June 7th, 2013.
Kimberly Sewer Lift Station Rehab -Jordan Contractors was awarded the bid on February 4th, 2013. Contractor is gearing up for the job; currently waiting on other utility's to be relocated. All utilities are out of the way except cable.
Sanitary Sewer Rehab Project (Pipe Bursting) -Budgeted project amount $1,000,000.00. Project was awarded to Jordan Contractors on March 4th, 2013. Review of manholes to be replaced will be done on a line by line basis. Bursting began this week with the first line being Red Rock Street. Contractors installed approximately 200 ft of sewer and 5 services, they are replacing 2 manholes. The next burst will be an emergency burst at the 700 block of Louisa. It will be approximately 500 ft with the replacement of one manhole.
Utility System Master Plan -On June 18, 2012 the Commission authorized the Shawnee Municipal Authority to enter into a contract with Smith Roberts Baldischwiler, LLC for an amount to not exceed $549,460. There was $300,000 budgeted for the 2011/12 fiscal year and $300,000 for the 2012/13 year. A Notice to Proceed was issued on June 25, 2012. Data loggers have been installed and flow meters have been received, and will be utilized for gathering data once installed. SRB conducted a site visit on October 10th, 2012 to collect data for computer model. The Water Hydraulic Model will be completed by the end of April. Staff met with SRB on March 22nd, 2013 for a basis of planning meeting. SRB has started work on the Wastewater Hydraulic Model.
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AIRPORT/Rex Hennen, Assistant Airport Manager
? Rainfall
The airport has received 20"+ of rain since April 1st of this year.
? Fuel Sales
May 2013 fuel sales were considerably higher than May 2012 due to more favorable weather conditions overall. Fuel sales continue to steadily increase:
. May 2012 = Avgas 1,630.51 Gallons; Jet A 631.00 Gallons
. May 2013 = Avgas 2,598.34 Gallons; Jet A 2,613.38 Gallons
? Foreign Trade Zone Application (approved)
. Working with SEDF to market the Airport's new designation
? "Oklahoma Certified Site Program - Aerospace Park"
. Application is being completed by SEDF and airport staff
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PARKS/CEMETERY/EQUIPMENT SERVICES/James Bryce, Director of Operations
? Parks Maintenance Division (Staff of 8)
. Daily cleanup route on Main St and Parks
. Mowing in Parks/Lake when weather allows
. Working on Park Inspections
. Cleaning up tornado damage at Lake
. Removed debris from Lake on Magnino Road
. Set up for Juneteenth
. Fixed swim buoys at Glenn Collins Park
. Picked up limbs in Parks after wind storm
. Many building repairs during rainy days
? Cemetery Division (staff of 4)
. 0 burials last week
. Cleaning up tree debris in the Cemetery
. Filling graves that have settled during rains
. Preparing for internments
. Leveling markers
? Central Garage (Staff of 6)
. General servicing and repairs to vehicles and equipment including Expo
. 28 units in last week with 39 total repairs
. EVT schools and testing
? Shawnee Twin Lakes
. Lake #1 has been reopened but I still stress that everyone needs to be cautious when boating.
. Isaac Walton's Park has been cleaned up but still waiting on the electric company to repair a broken pole and restore power. I met with Canadian Valley last week on location and repairs are being made. Park should be open soon.
? Wes Watkins Reservoir
. All boat ramps remain open. All campgrounds are busy.
. Crews are picking up limbs from wind damage.
. Our quarterly meeting will be held on June 20th at 2:00 pm.
? Current Projects
Municipal Swimming Pool
. Architects have begun the engineered drawings and bid sheets. Meeting set up for June 25th in Shawnee.
Glory Daze Games and Fireworks
. Event is set for June 29th at the Expo Center from 3:00 pm till fireworks are over. The funds raised for Glory Daze is expected to be around $40,000. Work continues to make arrangements and items that will be needed secured.
This event is going to be strictly family oriented with entertainment for children and adults. Scheduled entertainment includes live music, magicians, sack races, clowns, face painting, soloists, etc. We will also have a mini air show with vintage war planes, a reenactment of WWII jumpers, skydivers, and model airplane demonstrations. And because it's Independence Day, we will go out of our way to honor veterans and fallen soldiers with a 21-gun salute and other patriotic events. The VFW and DAV are totally aware of Glory Daze and are participating in a big way. Western Enterprises who is providing the pyrotechnics is one of the most reputable companies in the country, having done two Olympics, Disney Land, Disney World and other big and impressive events.
Municipal Court Offices
. Will choose a contractor this week and begin the scheduling process for the work to begin
Auditorium Exterior Restoration and Window Replacement
. Bid opening is on the June 10, 2013 Commission Meeting
City Hall ADA Restroom Project
. We plan to re-budget funds in the coming Fiscal Year. We plan to take bids on this just after the new budget is approved.
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EXPOSITION CENTER/Mike Jackson, Operations Manager
? Events: May 19-25, 2013
. June 13-16, POA MidAmerica Regional Horse Show
. June 15, Wedding Reception
? IFYR totals as of June 19, 2013
? Contestants Entries - 835 ?Event Entries - 1,454 ?States - 28
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PLANNING/COMMUNITY DEVELOPMENT/Justin Erickson, Director
? Planning
. Staff prepared materials for the City Commission meeting.
. Staff prepared a report for the Shawnee Zoning Board of Adjustment.
. Staff completed a draft of a revised City code concerning drivers for hire (taxicabs).
. Staff is preparing to assist in the implementation of the new businesses license program in conjunction with the Finance Department. Building Division staff will ensure that new business occupancy applicants are provide with the necessary forms and comply prior to a certificate of occupancy being issued.
. Staff held nuisance abatement hearings on June 13 and two structures were condemned.
. The City of Shawnee has condemned 106 structures since 2011.
. The Action Center is currently investigating the following complaints:
o Dilapidated Buildings: 37 active cases
o Derelict Vehicles: 4 active cases
o Junk/Trash: 12 active cases
o Tall Grass/Weeds: 113 active cases
? Project Updates
. Wayfinding -Staff is continuing work on a Phase 1 Wayfinding Bid Packet to include the EXPO and main entrance signs to the City. Sign companies have been contacted so that preliminary cost estimates can be known and the phase can be scaled accordingly. The expected bid time is September 2013.
. Code Revision -Staff continues work preparing drafts of a revised Shawnee Zoning and Subdivision Code. The Planning Commission is expecting to hold another workshop in July or August, with the expected completion of the codes expected in late-2013. The residential code section are complete, expecting final edits. Current work centers on commercial zoning designations and design standards.
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FINANCE DEPARTMENT/Cynthia Sementelli, Finance
. Worked on budget presentation
. Worked on resolutions for budget
. Attended union negotiations
. Attended communication meeting
. Met with citizen concerning pool financing
. Prepared summary of budget adoption
. Began work on year end
. Worked on bank statements
. Did sister cities financials
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CITY CLERK'S OFFICE/UTILITY BILLING/Phyllis Loftis, City Clerk
? City Clerk
. Preparation of rescheduled June 10, 2013 City Commission and authorities minutes.
. Preparation of June 17, 2013 City Commission and authorities agendas
. Filed 16 public nuisance liens with Pottawatomie County Clerk; filed 11 lien certifications with Pottawatomie County Treasure.
. Normal routine duties including tort claims, management of archived records, research of records for staff and Commissioners, distribution of payroll, preparation of inbound/outbound mail, and overseeing insurance on vehicles and property owned by the City of Shawnee.
? Utility Billing/Customer Service
. Zone 1 cutoff for non-payment (6/13/13)
. Preparation of information regarding status of water meters with CPN
. Preparation of information regarding water issues between COS and CPN
. Routine customer service/billing, water and sewer transactions and issues involving payment arrangements, cut-offs, past-due collections and sanitation.
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INFORMATION SYSTEMS/Steve Nolen, Chief Information Officer
. Continued project review / management for master projects
o VoIP Telephony Project
o Remote VPN Replacements
o Airport WiFi/Hotspot/Captured Portal replacement
o TCM Imaging Solution Project
o Unitrends Backup Appliance Deployment
o Fire Dashboard Deployment
o Mobile Device Management Deployment
o Web Server Migration
o AFIX System Replacement
. Installed Commission Voting System Hardware, tested, turned over to City Clerk office
. Various end user support for Attorney, HR, Emergency Mgmt, etc
. Resolve inbound SMA Invoice group email issues
. Reviewed / researched continued Access Control system issues
. Updated Fire Code software for Fire Station #2
. Worked with vendors for Brazos / Global citation interface
. Worked on deploying new AFIX system / OSBI interface issues
. Resolved inbound mail outage via SMTP scanner and firewall gateway
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FIRE DEPARTMENT/David Short, Chief
? Suppression
. Responded to 120 emergency calls broken down by type below:
. Fires: 5
. Rescue & EMS: 86
. Hazardous conditions: 6
. Service Calls: 1
. Good Intent Calls: 12
. False Alarms: 9
. Special Incident: 1
? Fire Prevention
Plan Reviews
. Joann Fabric, 4901 N. Kickapoo (fire alarm)
. Rib Crib, 4420 N. Kickapoo (hood suppression system)

Follow-up Inspection:
. Stay and Play #2, 30 Ken Del
. Project Safe safe-house
Investigations:
. 1007 E. Whittaker (smoke investigation)
Permits and On-Site Inspections
. Burn Permits issued: 8
. Special Event Permits issued: 3
. Rib Crib, 4420 N. Kickapoo (hood system)
? Training
. Deputy Fire Marshal attending CLEET
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POLICE DEPARTMENT/Russ Frantz, Chief
? Police
. Police reports: 135 / arrests: 19
Total Citations: 71 Handwritten Citations: 14 E-Citations: 57 Percent of E-Citations: 80.28 %
o Meet with Past Presidents Chamber of Commerce group about loitering / homeless issues in downtown area
o Red Cross Disaster meeting
o Meeting on communications needs, radio upgrades and tower info
o June Teenth Parade
? Dispatch
. Dispatch managed 1730 calls (Police/Fire/EMS)
? Accreditation/Lt. King, Accreditation Manager
. Developing crime prevention presentation (fraud) for community groups; first presentation scheduled with the Lions Club for June 6th.
. Working on new hire orientation program and an officer handbook
. Reviewing In-House Recruit Training Manual from Stillwater PD and editing for our use
. CID duties
? Evidence
? Number of evidence items brought in: 28 ? Number of evidence items released: 3
? CID
. 16 Cases Forwarded to CID for Review
. 5 Felony Cases Assigned / 2 Misdemeanor Cases Assigned / 3 Other Cases Assigned
. 10 Felony Cases Cleared / 1 Misdemeanor Cases Cleared / 2 Other Cases Cleared
. 2 Felony Filed through DA's Office / 1 Misdemeanor's Filed
. $1,600 Total Property Recovered
. 4 No Further Needed (NFN) Cases
. 7 Pending Assignment (PA) Cases
. Assists with Patrol and Other Agencies
. Completed 1 Cell Phone Forensic Case for Tecumseh Police Department.
. Completed 1 Computer Forensic Case for Tecumseh Police Department.
. Received 1 Computer Forensic Case for Shawnee Police Department.
. Received 1 Cell Phone Forensic Case for Shawnee Police Department.
? COP's Grant Program
. Assisted day shift and evening shift
. Conduct drug house surveillance
. Conduct Face book surveillance
. Officer appreciation program
. Wrote reports Search for wanted felon
. Search and rescue operation for missing two year old
. Attended sentinel meeting Taught fraud investigation class
. Meeting with Pott co. Deputy re: drug complaints
. Disaster meeting with FEMA
. June Teenth Parade
? Staff
Police Officers - 59 / 3 open positions / 1 at FBI Academy / 1 deployed on Military / 54 available
. Dispatch positions - 13 / 11 available for service / 2 in training status / 2 open position
. Animal Control Positions - 4 / 4 available for service
? Animal Control
? Calls Responded: 60 ?Animals Impounded: 47 ?Animals reclaimed: 2 ?Animals adopted: 1