Staff Activity Report for June 16 - 22, 2013

CITY MANAGERS OFFICE/Brian McDougal, Manager
. Met with Senior Center manager Kate Joyce Regarding the project Heart contract.
. Met with Steelman Ests, and the Red Cross regarding water for the Mobile Home park.
. Met with Commissioner Agee, Bob Weaver and George Hand regarding the Canadian Valley foundation.
. Attended the YMCA Board Meeting.
. Attended a CVB conference in Stillwater.
. Assisted in preparation of our Glory Days celebration.
. Met with Comms Agee, Harrod and Mainord and the Downtown Merchants Association.
. Conference call with Mannford and Guymon City Managers regarding doing a session for OML this fall. Issues discussed were downtown homeless, bicycle patrol, streetscape.
. Interviews for Assistant Airport Manager.
. Preparation for the CC agenda and meeting Monday.
. Assist in continuation of the Scouting FOS campaign.
. Call(s) emails with Audrey Seigler regarding storm relief.
. Met with FAA appraiser regarding airport property appraisals
. Met with Chuck Skillings and Greg Reid regarding last minute details for the water line and site development of the new east side REACT ambulance building.
. Responded to the Mayors request
. Met with Cody Deem regarding curbside recycling and what the next step with it would be.
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ENGINEERING/STREETS/TRAFFIC CONTROL/John Krywicki, Director
* 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
. City Commission awarded project 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 has completed driveway and handicap ramp work, track has been striped. Pre final inspections was held with punch list of items given to Contractor to correct, and he will be working on those misc items the next couple of weeks.
* Rehab Concrete Streets Project (FY11-12)
. Work on Independence was halted, May 3, 2013, because the only sections remaining to be removed and replaced was right in front of Sequoyah Schools drives, and work resumed once school was out. All pavement and paving operations have been completed, with cleanup and traffic stripping remaining work. The left turn lane down the center of the street will be restriped for through traffic, there will be two lanes eastbound from Center to just past Sequoyah School. The additional lane will provide needed storage lane (parking) during school drop off and pickup periods of the day.
* ADA Sidewalk and Ramps Project
. This project was 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
. 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, i.e., water, ONG, and OGE have moved their facilities from underneath the bridge deck and BNSF gave their final approval to the Contractors demolition plan last week, thus, Federal Street was closed beginning June 24, 2013 and work began on the bridge deck removal. Citizens are reminded that Federal Street in that area will be closed for the next several months and traffic will be detoured up Union Street to MacArthur then back to Harrison, and vice versa.
* Bell Street Streetscape Project (from Farrall to 7th Street)
. Project was 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 completed their work and the sidewalk Contractor was back on site to complete the section between the railroad tracks. The project also includes an enhanced crosswalk at Farrall with in-paving strobe lighting, however, the light fixtures had to be backordered and should be delivered by end of next week. OGE will install decorative lighting along the east side of Bell Street upon completion of the sidewalk project, and OGE has not scheduled that work yet, its TBD.
* City Hall Parking Lot Improvements
. City Commission awarded the project to All Roads Paving in the amount of $195,235.40. Project began Monday June 24, 2013 and Contractor has 90 calendar days to complete. All existing pavement has been removed, and site excavated down to the design grades. Base stabilization should begin by the end of the week. Overall, project approximately 8% complete.
* 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 approximately 80% complete. State 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 (No change to projects this week)
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, Director
* Water Treatment Plant (Staff of 10)
Average production: *MGD: 4.573 Last week: *MGD: 4.366
. Pumped 684,359,000MG to date compared to 682,471,000MG 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: 1.521 **BOD: 15 mg/l ***TSS: 0 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: 2.071 **BOD: 2.0 mg/l ***TSS: 2.5 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: 81, Main Breaks: 1, Leak Checks: 19, Cut-offs Replaced: 4, Reset Water Meters: 11, Water/Sewer Line Locates: 202
. Repaired main break at 1907 N. Market.
. Repaired service line at 914 N. Tucker.
. Hauled 10 loads of gravel to WTP to cover the 30' water main in creek.
. Assisted contractors at the Shawnee Mill as they cut and capped line running under Shawnee Mill.
. Worked on shop tickets, and service orders from customer service.
* PCDA
Leak Checks: 1, Set/Reset Water Meters: 2, Meter Re-reads: 1, Water Line Locates: 15
> Total Miles: 154 Total Man Hours: 20
* Valve Maintenance (staff of 3)
. Located/performed serviceability check on valves at 12 different locations
. Located/performed serviceability check on fire hydrants at 16 different locations
. Repaired existing valve at the following location: Kickapoo and Cammack
. Repaired/rebuilt fire hydrant at the following location: Main and McKinley
* Wastewater Collection (Staff of 7)
Sewer lines flushed: 21,025 ft. Flushed (year to date): 462,627 ft.
Total Service Calls: 40, Sewer Lines Checked: 23, Lift Stations Checked: 22, and Emergency Sewer Calls: 2
* Capital Projects
Kimberly Sewer Lift Station Rehab -Jordan Contractors was awarded the bid on February 4, 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 has been completed on Red Rock Street. 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
* Civil Air Patrol (CAP) National Flight Academy - July 5 - 15.
. 24 teen-age students from across the United States
. 14 instructors
. 20 support staff
. 15 CAP aircraft from surrounding states will be used for training the cadets
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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
. Working on Park Inspections
. Cleaned up after Juneteenth
. Opened up Isaac Walton's Park at Lake
. Cleaning up tornado damage at Lake
* Cemetery Division (staff of 4)
. 1 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
. 34 units in last week with 46 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 also been reopened for swimming and camping.
* Wes Watkins Reservoir
. All boat ramps remain open. All campgrounds are busy.
. We are setting a date for our quarterly meeting.
* 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
* 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
. Began work on year end
. Worked on bank statements
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CITY CLERK'S OFFICE/UTILITY BILLING/Phyllis Loftis, City Clerk
* City Clerk
. Preparation of minutes for City Commission and Authorities for 6/17/13 meeting.
. Staff attended pension choice meetings.
. 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 2 cut-off for non-payment (6/20/13)
. Zone 1 billing (6/19/13)
. 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 - Server Configuration begun
o Remote VPN Replacements - FS3/Airport Deployed
o Airport WiFi/Hotspot/Captured Portal replacement - Deployed
o TCM Imaging Solution Project - Training Next Week
o Unitrends Backup Appliance Deployment
o Fire Dashboard Deployment - Deployed
o Mobile Device Management Deployment
o Web Server Migration
o AFIX System Replacement - Waiting on OSBI
. Performed basic build of Server18
. Review / advise Municipal Court in regard to video conference system
o Was advised COS IT could not review end point connection / equipment at County Jail
o Advised court nothing more IT can accomplish at this time
. Updated Firehouse software to newest version
. Continued work with OSBI on AFIX system - they do not support 64bit
. Deployed new router / VPN firewall for Fire Station 3, test and validate
. Deployed Fire Dashboard display system at Fire Station 3
. Deployed new router / VPN firewall for Shawnee Airport, test and validate
. Deployed new open WiFi for Shawnee Airport visitor use
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FIRE DEPARTMENT/David Short, Chief
* Suppression
. Responded to 103 emergency calls broken down by type below:
. Fires: 8
. Rescue & EMS: 68
. Hazardous conditions: 5
. Service Calls: 2
. Good Intent Calls: 15
. False Alarms: 4
. Special Incident: 1
* Fire Prevention
Plan Reviews
. Joann Fabric, 4901 N. Kickapoo (sprinkler system)
Follow-up Inspection:
. YMCA Daycare, 700 W. Saratoga

Investigations:
. Hazel Del and Kings Road (structure fire)
Permits and On-Site Inspections
. Burn Permits issued: 4
. Joann's Fabrics, Shawnee Mall (suppression system)
. Joann's Fabrics, Shawnee Mall (alarm system)
* Training
. Deputy Fire Marshal attending CLEET
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POLICE DEPARTMENT/Russ Frantz, Chief
* Police
. Police reports: 135 / arrests: 28
Total Citations: 98 Handwritten Citations: 28 E-Citations: 70 Percent of E-Citations: 71.43 %
. Police Foundation Meeting
. County E911 meeting
. Notice of grant equipment from Dept of Homeland Security
* Dispatch
. Dispatch managed 1710 calls (Police/Fire/EMS)
* Accreditation/Lt. King, Accreditation Manager
. Developing crime prevention presentation (fraud) for community groups
. 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: 5 > Number of evidence items released: 2
* CID
. 16 Cases Forwarded to CID for Review
. 9 Felony Cases Assigned / 1 Misdemeanor Cases Assigned / 0 Other Cases Assigned
. 3 Felony Cases Cleared / 0 Misdemeanor Cases Cleared / 1 Other Cases Cleared
. $2,145.78 Total Property Recovered
. 5 Pending Assignment (PA) Cases
. 5 Assists with Patrol and Other Agencies
New Cases -
. Shawnee - 1 cell phone
. Task Force - 3 cell phone
Completed Cases -
. Tecumseh - 1 cell phone
. Task Force - 3 cell phones
Total Working Cases -
. Shawnee - 1 cell phone
* COP's Grant Program
. Conducted drug house surveillance
. Prepared and served search warrant on Drug house
. Arrested 2 for possession of CDS
. Possession of firearm in commission of a felony
. Unlawful use of telecommunication device to facilitate a felony
. Possession of drug, Special Ops BDUs, Paraphernalia
. Wrote and served search warrant on phone
. Conducted face book surveillance
. Interview informants
. Took evidence to the lab meeting with UCO forensic lab reference
. Evidence meeting with Tecumseh PD re: drug dealers Arrest one for felony warrants
. Interviewed suspected drug dealers
* Staff
Police Officers - 59 / 3 open positions / 1 deployed on Military / 558available
. 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: 73 >Animals Impounded: 36 >Animals reclaimed: 1 >Animals adopted: 5