City of Shawnee Oklahoma Update: Staff Activity Report for July 7

CITY MANAGERS OFFICE/Brian McDougal, Manager 
.. Attended City Manager Association of Oklahoma in Miami 
.. Commission Agenda preparation 
.. Preparation for OWRB Meeting 
.. Preparation to offer airport mgr 
.. IUPA ARBITRATION PREPAEATION 
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ENGINEERING/STREETS/TRAFFIC CONTROL/John Krywicki, Director 
.. Airport Trails Project: Project is about 95 percent complete with punch list items left to address. They have completed almost all of the punch list but overall weather permitting they should finish the project this week. 
.. Federal Street Bridge Repair Project: About 75% of the existing bridge has been removed, they should complete removal process this week. They should be starting on the slope walls below the bridge this week also. If they complete grade work they might place the slope walls by Friday. 
.. Bell Street Streetscape Project from Farrall to 7th: Farrell street lighting could start this week if ODOT approves the traffic plan. At present waiting on them. Some sodding still needs to be addressed along the retaining wall that was built on the west side up by 7th street. AT&T should have their ring for adjustment of their vault this week, again weather permitting that could be installed this week. 
.. City Hall Parking Lot Improvements: Project is about 25% complete. Was scheduled to have a proof roll this morning but with the weather that could be pushed back till Wednesday. 
.. ADA Sidewalk and Ramps Project: No progress to report. Next intersection to address will be 10th and Union. 
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STREETS PROJECT TASKS COMPLETED 
.. Remove and replace concrete panels at 11 Bingham Circle.(1st pour 24x78) 
2nd pour (52x12)(70x12) 50% complete 
.. Redig ditch and add 20ft of tinhorn on Northridge just south of 39th. 
.. Repaired 2 intakes at 9th & Oklahoma. 
.. Repaired intake at Emmett & Broadway. 
.. Cleared tree from 34th street called in by com center. 
.. Repaired watercut at 10th & Beard for overlay.(9x5) 
.. Repaied watercut at 10th & Beard for overlay.(8x5) 
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EMERGENCY MANAGEMENT/Don Lynch, Director 
.. Coordinated with various organizations concerning disaster relief and recovery efforts 
.. Trained debris monitor staff, met with FEMA and State officials to certify trucks and spot checked debris management operations 
.. Coordinated with Police Department personnel on 9-1-1 center projects. 
Capital Projects Update: 
.. Telephone System Replacement: Servers and phone instrument installation set to begin July 17. 
.. Radio System Upgrade: Working on proposal for equipment lease to present to City Commission 
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UTILITY DEPARTMENT/Steve Nelms, Director 
* Water Treatment Plant (Staff of 10) 
Average production: *MGD: 5.121 Last week: *MGD: 5.419 
.. Pumped 800,997,000MG to date compared to 810,392,000MG for same period last year 
.. All lab hourly testing was completed. 
.. All cleaning and maintenance was completed. 
*MGD: Million Gallons Daily 
* Southside Wastewater Treatment Plant (Staff of 7) 
Flows averaged: *MGD: 1.198 **BOD: 13 mg/l ***TSS: 5 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: 1.671 **BOD: 2.1 mg/l ***TSS: 2.5 mg/l 
.. Hauled 176,000 gallons of bio-solids have been hauled so far this month 
.. 187,000 gallons of bio-solids were hauled in the month of June. 
.. 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: 64, Main Breaks: 1, Leak Checks: 18 Cut-offs: 8, Reset Water Meters: 7, Service Lines: 3; Water/Sewer Line Locates: 212 
.. Repaired main break at 1705 E. Walnut 
.. Repaired service line at Union between Federal and Franklin and 1805 E Main. 
.. Worked on shop tickets, and service orders from customer service. 
* PCDA 
Leak Checks: 0, Set/Reset Water Meters: 0, Meter Re-reads: 0, Water Line Locates: 27 
> Total Miles: 204 Total Man Hours: 37 Main Breaks: 1 
* Valve Maintenance (staff of 3) 
.. Located/performed serviceability check on valves at 13 different locations 
.. Located/performed serviceability check on fire hydrants at 28 different locations 
.. Repaired Existing Valve at 1 location 
.. Replaced Fire Hydrant at 1 location 
* Wastewater Collection (Staff of 7) 
Sewer lines flushed: 26,135 ft. Flushed (year to date): 538,187 ft. 
Total Service Calls: 38, Sewer Lines Checked: 34, Lift Stations Checked: 25, and Emergency Sewer Calls: 3 
* Capital Projects 
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. The Water Hydraulic Model has been completed; staff has training on it Tuesday, July 9th, 2013. 
Sanitary Sewer Rehab Project Various Locations (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 has been completed on Red Rock Street. Pipe has been pulled and services attached at the 700 block of Louisa. One manhole has been replaced and backfill of services has begun. Contractor has moved over to Horace Mann School to burst 400' to Center. 
Kimberly Sewer Lift Station Rehab, COS-SMA-13-04- 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. Cable Company has given a 2-4 week time frame on lines being moved. 
Water Meters and Vault Structure Project, COS-SMA-14-06- Jordan Contractors was awarded the bid on May 6th, 2013. Estimated start date for this project is July 15th, 2013 
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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 
June 2013 fuel sales were considerably higher than June 2012 due to more favorable weather conditions overall. Fuel sales continue to steadily increase: 
.. June 2012 = Avgas 2,428.33 Gallons; Jet A 188.79 Gallons 
.. June 2013 = Avgas 3,872.28 Gallons; Jet A 1,647.37 Gallons 
* Foreign Trade Zone Application (approved) 
.. Working with SEDF to market the Airport's new designation 
* Civil Air Patrol (CAP) National Flight Academy - July 5 - 15. 
.. 24 teen-age students from across the United States. 7 cadets were able to take their first solo flight. 
.. 15 instructors 
.. 20 support staff 
.. 15 CAP aircraft from surrounding states will be used for training the cadets 
.. Sold 1,900+ gallons of aviation fuel during the event. 
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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/weed eating in Parks/Lake 
.. Repaired restrooms at Isaac Walton's Park 
.. Hung no smoking signs on the outside of the Senior Center 
.. Working on Park Inspections 
* Cemetery Division (staff of 4) 
.. 2 burials last week 
.. Filling graves that have settled during rains 
.. Preparing for internments 
.. Resetting vandalized monuments 
.. Leveling markers 
* Central Garage (Staff of 6) 
.. General servicing and repairs to vehicles and equipment including Expo 
.. 33 units in last week with 51 total repairs 
.. EVT schools and testing 
* Shawnee Twin Lakes 
.. The Twin Lakes remain very busy on the weekends. 
.. More clean up and sign repair expected this week. 
* Wes Watkins Reservoir 
.. Park remains busy. 
.. RV sites stay full on the weekends and tent camping varies with the weather. 
* Current Projects 
Municipal Swimming Pool 
.. Architects working on engineered drawings and bid documents. Renderings of the pool project will placed around town for the public to see. City funding for the project will come in front of the Commission on the first August commission meeting. Project expected to go out for bid on August 19th. 
Municipal Court Offices 
.. Construction to begin August 19th thru the 30th. Working on coordinating contractors and court staff. 
Auditorium Exterior Restoration and Window Replacement 
.. Opening bids on July 15th Commission Agenda, will award on August 5th. 
City Hall ADA Restroom Project 
.. Will bid out project when capital budget is opened up 
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EXPOSITION CENTER/Mike Jackson, Operations Manager 
* No report submitted for the week. 
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PLANNING/COMMUNITY DEVELOPMENT/Justin Erickson, Director 
* Planning 
.. Staff attended a Chamber committee meeting focused on implementation of the Downtown Plan completed in December 2012. 
.. Staff attended a workshop at the H.U.D. offices in OKC to discuss potential disaster relief funding. 
.. Staff held nuisance abatement hearings and two additional structures were condemned and ordered removed. 
.. Staff completed a draft of a revised City code concerning drivers for hire (taxicabs) and mailed it to related companies providing service in the City of Shawnee in June. The City Commission is expected to consider the ordinance in August. 
.. Staff attended the City Beautification meeting. 
.. The Action Center is currently investigating the following complaints: 
o Dilapidated Buildings: 35 active cases 
o Derelict Vehicles: 6 active cases 
o Junk/Trash: 7 active cases 
o Tall Grass/Weeds: 129 active cases 
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FINANCE DEPARTMENT/Cynthia Sementelli, Finance 
.. Worked on implantation of budget 
.. Worked on capital budget 
.. Did monthly allocations 
.. Worked on year end for auditors 
.. Set up Project management 
.. Bank reconciliations 
.. Attended a special call PCDA meeting 
.. Worked with SMA over budget issues 
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CITY CLERK'S OFFICE/UTILITY BILLING/Phyllis Loftis, City Clerk 
* City Clerk 
.. Preparation of agendas for July 8, 2013 City Commission and Authorities meeting 
.. Continued review of all city insurance policies and determination of coverage on vehicles, equipment and buildings. 
.. Filed 23 public nuisance lien certifications with Pottawatomie County Treasurer 
.. 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 
.. 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 - Vendor is installing VOIP / software on server / Deployment scheduled 7/17/13 
o Remote VPN Replacements - Configuring Cemetery remote 
o TCM Imaging Solution Project - Training started, finance installs scheduled 
o Unitrends Backup Appliance Deployment - scheduled mid-July 
o Mobile Device Management Deployment - continues 
o Web Server Migration - waiting 
o AFIX System Replacement - Waiting on OSBI 
o License Plate Reader Server component - waiting on vendor 
o EOC Interactive Projector Replacement - waiting on vendor 
.. Reviewed / tested alternative options for DHCP solution for IP phone project 
.. Exported Current network user list for VoIP project, sent data to Emergency Management for processing 
.. Attempted Allegiance cable modem outage resolution for Senior Center, no reply from Allegiance, no further word from Senior Center 
.. Installed Watch Guard Police Video server hardware - waiting for vendor for configuration 
.. Resolved Vipre scanner issue on APP Server 
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FIRE DEPARTMENT/David Short, Chief 
* Suppression 
Responded to 97 emergency calls broken down by type below: 
.. Fires: 6 
.. Rescue & EMS: 66 
.. Hazardous conditions: 3 
.. Service Calls: 4 
.. Good Intent Calls: 13 
.. False Alarms: 5 
* Fire Prevention 
Plan Reviews 
.. TDK Ferrites Corp., 5900 N. Harrison (suppression system) 
New Construction Inspections 
.. El Nopal, 4621 N. Kickapoo 
Requested / Administrative Inspections: 
.. Expo Center, Peoples Building 
.. Chandler & Associates, 316 N. Broadway 
Permits and On-Site Inspections 
.. TDK Ferrites, 5900 N. Harrison (suppression system) 
* Training 
SFD Training Division Weekly Activity Report 
Assigned Shift, Company & Individual Training: 
.. Facility Tour @ AT&T (All Shifts) (7/10-11, 17/13) 
.. Thermal Imager Training (All Shifts) (7/11, 17, 23/13) 
.. Facility Tour @ Georg Fischer (All Shifts) (7/18, 22-23/13) 
.. Review 2013 State EMS Protocols (All Shifts) (7/23-25/13) 
.. Physical Fitness Incentive Testing (All Shifts) (9/3-5/13) 
.. EMT Transitional Refresher (All Shifts) (1/13-17, 20/14) 
Tentative Shift, Company & Individual Training: 
.. Wind-Driven Fires Class (TBD) 
.. EVOC (TBD) 
Training Chief Activities: 
.. Draft May Day SOG Submitted (5/30/13) 
.. Draft NFIRS SOG 
.. FireHouse Management & Quality Control 
.. Kaplan Fire and EMS C.E.U. Program Management 
.. N.R.E.M.T. - C.E.U. Program Management 
.. Electronic Entry of Dept. Personnel Training Records to FireHouse 
.. Continuation Training (6) Probationary Fire Fighter's 
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POLICE DEPARTMENT/Russ Frantz, Chief 
* Police 
.. Police reports: 152 / arrests: 31 
Total Citations: 127 Handwritten Citations: 16 E-Citations: 111 Percent of E-Citations: 87.40 % 
.. Interdiction Traffic Stop - two arrests, almost two pounds marijuana, one firearm, cash and 2011 Nissan Maxima seized 
.. Global Software meeting 
.. Range Dirt Berm Project - pushing donated dirt to expand firing range capabilities 
.. Supervisor meetings with patrol 
.. Spoke at County 911 meeting 
* Dispatch 
.. Dispatch managed 1933 calls (Police/Fire/EMS) 
* Accreditation/Lt. King, Accreditation Manager 
.. 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: 33 
.. Number of found property items taken in: 9 
.. Number of found property items returned to owner: 7 
.. Number of items submitted to the OSBI: 10 
.. Number of items released from OSBI back to the dept: 2 
.. Number of evidence disposition files/cases cleared: 4 
.. Items Flagged & Pulled for Destruction: 27 
* CID 
.. 24 Cases Forwarded to CID for Review 
.. 4 Felony Cases Assigned / 0 Misdemeanor Cases Assigned / 0 Other Cases Assigned 
.. Felony Cases Cleared / 0 Misdemeanor Cases Cleared / 0 Other Cases Cleared 
.. Felonies Filed through DA's Office 
.. $2,000 Total Property Recovered 
.. Pending Assignment (PA) Cases 
.. Assists with Patrol and Other Agencies 
* COP's Grant Program 
.. Suicide investigation 
.. Assist PCSO 
.. Assist Mcloud PD 
.. Presented Taser Training 
.. Assisted evening shift 
.. Meeting OBN 
.. Alice Presentation 
.. Drug investigation follow up 
.. Assist TPD 
.. Missing persons case inv. 
.. Follow up recent tip. 
* Staff 
Police Officers - 59 / 3 open positions / 1 deployed on Military / 55available 
.. Dispatch positions - 13 / 11 available for service / 2 in training status / 2 open position 
.. Animal Control Positions - 4 / 3 available for service 
* Animal Control 
> Calls Responded: 68 >Animals Impounded:27 >Animals reclaimed: 2 >Animals adopted: 1

City of Shawnee Oklahoma Update

Wednesday, July 24, 2013

Staff Activity Report for July 7 - July 13, 2013

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