Staff Activity Report for June 23 - 29, 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.

ENGINEERING/STREETS/TRAFFIC CONTROL/John Krywicki, Director
. Kickapoo Project from the Spur to MacArthur: ODOT awarded the Kickapoo Paving 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 exisiting lines are located. Water line replacement has proceeded from the Spur to north of Cammack. Contractor has uncovered a underground storage tank (UST) which ODOT informs the City that it is the Citys responsibility to have removed. City has employed Sierra Environmental for the tank removal operations, and since we first contacted Sierra, there have been three other underground storage tanks uncovered. The tanks seem to stradle the right-of-way line with the majority of the tank lying on private property. The property owners may be responsible for the cost of removal and cleanup. 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
. 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.
. 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.
. 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, ie, 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: 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.
. 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.
. 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.
. 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.
STREETS PROJECT TASKS COMPLETED
. Ran patch truck 1 day. Work list of called in potholes 75% complete.
. Repaired tinhorn at Drummond and Independence.90% complete Added 18 ft of tinhorn and sealed with concrete.
. Hauled debris at lake.
. Cleared area at Parks area at lake of damaged trees.
. Cleared another area at dumpsite for debris.

EMERGENCY MANAGEMENT/Don Lynch, Director
. Met with FEMA and State Public Assistance Teams reference reimbursement procedures for Mutual Aid Resources
. 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 installed. Work to begin on configuring the programming for desk sets.
. Radio System Upgrade: Working with bond council to determine appropriate funding avenue.

UTILITY DEPARTMENT/Steve Nelms, Director
* Water Treatment Plant (Staff of 10)
Average production: *MGD: 5.307 Last week: *MGD: 4.573
. Pumped 723,471,000MG to date compared to 722,355,000MG for same period last year
. All lab hourly testing was completed.
. All cleaning and maintenance was completed.
. New blower motor was installed for filters
*MGD: Million Gallons Daily
* Southside Wastewater Treatment Plant (Staff of 7)
Flows averaged: *MGD: 1.450 **BOD: 11 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: 2.005 **BOD: 7 mg/l ***TSS: 2.5 mg/l
. Hauled 154,000 gallons of bio-solids have been hauled so far this month
. Performed routine maintenance and testing on the plant
. New pumps are installed and running 100%.
*MGD: Million Gallons Daily **BOD: Biochemical Oxygen Demand ***TSS: Total Suspended Solids

* Water Distribution (Staff of 11)
Service Calls: 44, Main Breaks: 2, Leak Checks: 5, Cut-offs: 3, Reset Water Meters: 7, Water/Sewer Line Locates: 233
. Repaired main break at 1102 W. Macarthur.
. Dug up 6" main at 229 N. Kickapoo and replaced old service line and reset new meter
. Worked on shop tickets, and service orders from customer service.
* PCDA
Leak Checks: 1, Set/Reset Water Meters: 0, Meter Re-reads: 1, Water Line Locates: 25
> Total Miles: 327 Total Man Hours: 72
* Valve Maintenance (staff of 3)
. Located/performed serviceability check on valves at 8 different locations
. Located/performed serviceability check on fire hydrants at 24 different locations
. Repaired existing valve at the following location: Kickapoo and Main
* Wastewater Collection (Staff of 7)
Sewer lines flushed: 29,375 ft. Flushed (year to date): 492,002 ft.
Total Service Calls: 43, Sewer Lines Checked: 38, Lift Stations Checked: 18, and Emergency Sewer Calls: 3
* 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. Services on the 700 block of Louisa are located and exposed. Pipe is being fused and burst on Monday July 1st, 2013.
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.

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

.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
. Cleaned up after 4th of July event
. Took down the last tent at the GCVT
. Working on Park Inspections
* Cemetery Division (staff of 4)
. 1 burials last week
. Filling graves that have settled during rains
. Preparing for internments
. 9 monuments knocked down over the weekend
. Leveling markers
* Central Garage (Staff of 6)
. General servicing and repairs to vehicles and equipment including Expo
. 15 units in last week with 24 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.
. Contractor has begun debris cleanup.
* Wes Watkins Reservoir
. Park remains busy.
. No reimbursement of funds anticipated for the last fiscal year due to pipe line workers staying in the park.
* Current Projects
Municipal Swimming Pool
. Architects are working on engineered drawings and bid documents.
Glory Daze Games and Fireworks
. The Glory Daze family event was successful with many people attending. A after event meeting is being set up to discuss the logistics of the event.
Municipal Court Offices
. Setting up meeting between contractors and court employees to set date for construction
Auditorium Exterior Restoration and Window Replacement
. Re-Bid opening on July 15th Commission Agenda.
City Hall ADA Restroom Project
. Will bid out project when capital budget is opened up


EXPOSITION CENTER/Mike Jackson, Operations Manager
* IFYR totals as of June 30, 2013
> Contestants Entries - 917 >Event Entries - 1,572 >States - 29

PLANNING/COMMUNITY DEVELOPMENT/Justin Erickson, Director
* Planning
. 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.
. 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.

FINANCE DEPARTMENT/Cynthia Sementelli, Finance
. Worked with BOC concerning Finance
. Worked on year end
. Worked on new year budget implementation
. Worked on Sister Cities funding of trip
. Bank reconciliations
. Prepared document for budget import
. Worked on allocations
. Entered budget amendments
. Attended new scanning system training

CITY CLERK'S OFFICE/UTILITY BILLING/Phyllis Loftis, City Clerk
* City Clerk
. Preparation of agendas for City Commission and Authorities for 7/1/13 meeting.
. Filed 17 public nuisance liens with Pottawatomie County Clerk and filed 7 public nuisance lien certifications with Pottawatomie County Treasurer.
. Lunch at Expo to interview Asst. Airport Manager candidate
. 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 billing (6/27/13)
. Zone 3 cutoff for non-payment of bill (6/27/13)
. Meeting with Craig of HD Supply regarding automatic meter reading for PCDA service area
. Routine customer service/billing, water and sewer transactions and issues involving payment arrangements, cut-offs, past-due collections and sanitation.

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
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
. Continued desktop replacement builds
. Continued specialty system replacement builds
. Performed physical install of Server18
. Price quotes and orders with Vendors
. Resolved Access Control system issues with vendor
. Finalized VoIP server core configuration, turned over to vendor
. Imaging System (TCM) training completed for Finance
. Debugging assistance for court remote video system

FIRE DEPARTMENT/David Short, Chief
* Suppression
. Responded to 93 emergency calls broken down by type below:
. Fires: 8
. Rescue & EMS: 57
. Hazardous conditions: 7
. Service Calls: 6
. Good Intent Calls: 9
. False Alarms: 6
* Fire Prevention
Plan Reviews
. El Napal, 4621 N. Kickapoo (sprinkler system)
Permits and On-Site Inspections
. Burn Permits issued: 2
. City of Shawnee (firework display)
. G. E, Oil and Gas (alarm system)
. 4621 N. Kickapoo (hood system)
. Joann's Fabrics, Shawnee Mall (alarm system)
* Training
. Deputy Fire Marshal attending CLEET



POLICE DEPARTMENT/Russ Frantz, Chief
* Police
. Police reports: 177 / arrests: 40
Total Citations: 138 Handwritten Citations: 15 E-Citations: 123 Percent of E-Citations: 89.13 %
. OACP Conference
. Communications Upgrade/ Tower Project
* Dispatch
. Dispatch managed 1864 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: 7 > Number of evidence items released: 1
* CID
. 19 Cases Forwarded to CID for Review
. 6 Felony Cases Assigned / 0 Misdemeanor Cases Assigned / 1 Other Cases Assigned
. 8 Felony Cases Cleared / 1 Misdemeanor Cases Cleared / 3 Other Cases Cleared
. $640 Total Property Recovered
. 2 Pending Assignment (PA) Cases
. 5 Assists with Patrol and Other Agencies
* COP's Grant Program
. Attorney General's office disaster relief fraud investigation training Interview jailed suspect
. ALERRT training at CLEET
. Interview multiple CIs
. Investigate possible stalking case
. Retrieve vehicle seizures from Lincoln County
. Transport them to storage yard
. Meeting with DA Investigate
. Cultivation case
. Assist FBI with search for home invasion felony suspects
. Worked kidnapping and aggregated domestic assault case
. Served search warrant on house - one felony arrest
* 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 / 4 available for service
* Animal Control
> Calls Responded: 62 >Animals Impounded: 40 >Animals reclaimed: 10 >Animals adopted: 0