Staff Activity Report for Aug 4 - Aug 10, 2013

CITY MANAGERS OFFICE/Brian McDougal, Manager
. Staff Meeting
. Commission Meeting
. Met with Steve Landis regarding Jefferson Terrace Waterline Replacement
. Met with Matt McKay
. Attended meeting with Bill Geist and Commissioners
. Conference call with Saxum Group
. Meeting discussing the assets and resources available at the airport
. Met with City of McLoud, and City Managers of Guymon and Mannford.
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ENGINEERING/STREETS/TRAFFIC CONTROL/John Krywicki, Director
. Federal Street Bridge Repair Project: The entire deck/slab and parapet walls of the bridge have been removed. Contractor has begun construction of concrete slope walls under the bridge to protect the abutments from continued erosion and undermining of the abutment. Overall, project approximately 45% complete.
. Airport Trails Project: Project is about 99 percent complete with punch list items left to address. Contractor indicates they will be completed with punch list by the end of next week, then the City will schedule a final walk-through inspection to verify items have been completed.
. Bell Street Streetscape Project from Farrall to 7th: Enhanced crosswalk lighting is being installed across Farrall Street. Contractor has misc. items on punch list for sidewalk along Bell Street to 7th that they will address this week. OGE is scheduled to begin their decorative lighting installation the week of August 12th.
. City Hall Parking Lot Improvements: Project is about 40% complete. Concrete paving has been placed on the new parking lot project, and should be completed within the next 2 weeks, then, Contractor will begin on milling and overlaying with new asphalt surfacing on the existing asphalt parking lot.
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EMERGENCY MANAGEMENT/Don Lynch, Director
. Processed 911 remittance checks
. Registered 3 individual storm shelters
. Met with department staff concerning After-Action Report
. Performed reconcilement of Debris Removal Invoice against daily load tickets and monitor reports
. Programmed NOAA Weather Radio for citizen
. Prepared After-Action Report survey for distribution
. Coordinated with Motorola sales and engineering personnel concerning delivery of equipment
. Responded to FOIA Request from OKC TV Station concerning school emergency plans
. Reviewed Applications to plug Oil Wells
. Processed acknowledgement paperwork for donated forklifts for Donated Goods Warehouse
Capital Projects Update:
. Telephone System Replacement: Vendor has installed switching equipment and most desksets. We are working with a.t. & t. to set up the interface between the new switch and the telephone central office.
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UTILITY DEPARTMENT/Steve Nelms, Director
* Water Treatment Plant (Staff of 10)
Average production: *MGD: 4.465 Last week: *MGD: 3.950
. Pumped 921,378,000MG to date compared to 995,678,000MG 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: 1.388 **BOD: 7 mg/l ***TSS: 8 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: 1.997 **BOD: 2.0 mg/l ***TSS: 2.8 mg/l
. Hauled 159,500 gallons of bio-solids have been hauled so far this month
. 341,000 gallons of bio-solids were hauled in the month of July.
. 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: 53, Main Breaks: 0, Leak Checks: 11, Cut-offs: 5, Reset Water Meters: 7, Service Lines: 0; Water/Sewer Line Locates: 238
. Replaced meter tiles at 4 locations.
. Worked on shop tickets, and service orders from customer service.
* PCDA
Leak Checks: 0, Set/Reset Water Meters: 1, Meter Re-reads: 1, Water Line Locates: 27
> Total Miles: 295 Total Man Hours: 60 Main Breaks: 1
* Valve Maintenance (staff of 3)
. Located/performed serviceability check on valves at 14 different locations
. Located/performed serviceability check on fire hydrants at 25 different locations
* Wastewater Collection (Staff of 7)
Sewer lines flushed: 30,300 ft. Flushed (year to date): 642,262 ft.
Total Service Calls: 34, Sewer Lines Checked: 33, Lift Stations Checked: 30, and Emergency Sewer Calls: 0
* 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 completed pipe burst from Horace Mann School to Center. Contractor has pulled 578 ft of sewer at the 1900 block of Broadway. They are finishing up service this week, and will move to the next line at the 1100 block of Philadelphia next week.
Kimberly Sewer Lift Station Rehab, COS-SMA-13-04- Jordan Contractors was awarded the bid on February 4th, 2013. Contractor cut out dirt around lift station and driveway. Survey shots will be taken to verify final grade.
Water Meters and Vault Structure Project, COS-SMA-14-06- Jordan Contractors was awarded this project on May 6th, 2013. Contractor has started dirt work on the 1st vault at the Wes Watkins Reservoir.
Jefferson Terrace Water Line Replacement, COS-SMA-14-01 Jordan Contractors was awarded the bid on August 5th, 2013. Currently waiting for contracts and bonds.
Water Treatment Plant Sludge Removal, COS-SMA-14-02 Nutri-Ject Systems, Inc. was awarded the bid on August 5th, 2013.
24" Sewer Rehab Project (Sliplining Existing 24" Concrete Pipe), COS-SMA-13-07
Opened bids on August 19th, 2013.
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AIRPORT/Rex Hennen, Assistant Airport Manager
* Rainfall
The airport has received 27"+ of rain since April 1st of this year.
* Fuel Sales
July 2013 fuel sales continue to steadily increase:
. July 2012 = Avgas 4,410.26 Gallons; Jet A 1,523.16 Gallons
. July 2013 = Avgas 5,018.15 Gallons; Jet A 2,041.15 Gallons
* Parallel Taxiway Project
. All construction complete.
. FAA grant has officially been closed out.
*Airport Advisory Board
. Regular monthly meeting scheduled for August 21, 2013 has been cancelled.
. Marketing plan for airport completed by OBU Marketing/Business students as a class project and will be reviewed by the Airport Advisory Board
*Runway Rehabilitation Project
. All construction complete
. Full runway open
. FAA requested minor wiring modifications to MALSR lights has been completed.
. Grant(s) close-out in process
*Foreign Trade Zone (FTZ) Application
. FTZ application has been approved
. Staff working with SEDF to market the airport's new designation.
*Youth Aviation Adventure - Cancelled for 2013
*2013 Fly-in, Airshow & Pancake Breakfast - October 5, 2013
. Planning underway
. Rotary Club will sponsor breakfast
. Air show and static displays
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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
. Working on Park Inspections
* Cemetery Division (staff of 4)
. 0 burials last week
. 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
. 26 units in last week with 35 total repairs
. EVT schools and testing
* Shawnee Twin Lakes
. Lake remains busy.
* Wes Watkins Reservoir
. Park remains busy.
. All boat ramps are busy.
Municipal Swimming Pool
. Architects working on engineered drawings and bid documents. Renderings of the pool project have been placed at the Shawnee Mall and City Hall for the public to see. City funding for the project was approved at the Commission on August 5th. Project expected to go out for bid soon. Pool committee is seeking additional funding from private donations.
Municipal Court Offices
. Construction to begin August 19th thru the 30th. Encumbering funds and coordinating contractors.
Auditorium Exterior Restoration and Window Replacement
. Bids were opened on July 15th and the recommendation to award the project was approved on August 5th at the commission meeting. Project will start as soon as all of the paperwork is in.
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
. August 4-10, 2013
. August 10, Canine Companions Gala
. August 10, Triangle Horse Sale
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PLANNING/COMMUNITY DEVELOPMENT/Justin Erickson, Director
* Planning
. Staff prepared materials for the upcoming City Commission meeting, including one resolution and one ordinance offering relief to property owners impacted by the May 19 storm event.
. 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 is preparing grant applications related to sidewalks and other improvements.
. Action center staff have been inundated by "tall grass and weed" complaints.
. The Action Center is currently investigating the following complaints:
o Dilapidated Buildings: 35 active cases
o Derelict Vehicles: 4 active cases
o Junk/Trash: 15 active cases
o Tall Grass/Weeds: 159 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.
. Zoning Code Update- Staff continues work preparing drafts of a revised Shawnee Zoning and Subdivision Code. The Planning Commission is expecting to hold a workshop in August and/or September, 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.
. Business Licenses- Staff is working with other City Staff to prepare documents and procedures for the enactment (subject to City Commission approval) of a business license requirement in the City of Shawnee. More information with be forthcoming.
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FINANCE DEPARTMENT/Cynthia Sementelli, Finance
. Worked on bank reconciliations
. Worked on year end for auditors
. Prepared sales tax report
. Worked on pool financing
. Entered budget amendments
. Presented to the Homebuilders Association
. Worked on fixed assets for year end

CITY CLERK'S OFFICE/UTILITY BILLING/Phyllis Loftis, City Clerk
. * City Clerk
. Preparation of City Commission and Authorities minutes for August 5, 2013 meeting
. Attended Special Call meeting at Comfort Inn on August 7, 2013
. Met with contractors at Record Center for document shredding.
. Met with HR staff at Record Center regarding document storage
. Preparation of City Commission Special Call meeting minutes for August 7, 2013.
. Filed 10 Public Nuisance Liens with Pottawatomie County Clerk; filed 7 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 - IT deploying desktop software, waiting on PRI
o Remote VPN Replacements - Configuring Cemetery remote, waiting to test VoIP phones
o TCM Imaging Solution Project - IT deploying desktop software, active in Finance, HR
o Unitrends Backup Appliance Deployment - Backups are now running, tweaking schedule for optimum solution
o Mobile Device Management Deployment - Continues, preparing to send out links
o Web Server Migration - Major code redesign in progress to allow smooth migration, continued updates
o AFIX System Replacement - Deploying localized virtual 32bit client to work around OSBI 64bit limits
o License Plate Reader Server component - waiting on vendor, vendor has finally sent disks in the mail
o EOC Interactive Projector Replacement - waiting on vendor / equipment
o Home Drive Storage migration - Researching automated solutions
. Reviewed / documented various Cable Modem/VPN outages at numerous City Locations due to cable vendor upgrades
. Support for Court (Monitors, P2P video elements and a printer mix up by user)
. Continued TCM / VoIP client deployments
. Resolve line locator laptop damaged cell card
. Updated OKFirst software deployments
. Discussions with El Reno in regard to INCODE training / Users group
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FIRE DEPARTMENT/David Short, Chief
* Suppression
Responded to 119 emergency calls broken down by type below:
. Fires: 6
. Rescue & EMS: 82
. Hazardous conditions: 6
. Service Calls: 3
. Good Intent Calls: 15
. False Alarms: 6
. Overpressure Rupture, Explosion: 1
* Fire Prevention
Plan Reviews
. None
New Construction Inspections
. None
Requested / Administrative Inspections:
. None
Permits and On-Site Inspections
. None
* Training
SFD Training Division Weekly Activity Report
Assigned Shift, Company & Individual Training:
. 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: 143 / arrests: 30
Total Citations: 87 Handwritten Citations: 20 E-Citations: 67 Percent of E-Citations: 77.01 %
* Dispatch
. Dispatch managed 1814 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
* CID
. 17 Cases Forwarded to CID for Review
. 5 Felony Cases Assigned / 0 Misdemeanor Cases Assigned / 1 Other Cases Assigned
. 8 Felony Cases Cleared / 0 Misdemeanor Cases Cleared / 2 Other Cases Cleared
. 6 Felonies Filed through DA's Office
. 3 Total Arrests Made
. $800 Total Property Recovered
. 3 Pending Assignment (PA) Cases
. 8 Assists with Patrol and Other Agencies
* COP's Grant Program
. More Cops More Stops
. AONE Conference
. Traffic stop
. -arrest two (one for Possession of CDS and paraphernalia, one for warrants)
. -seized small amount of methamphetamine
. Searched for murder weapon in open homicide investigation
. Assisted in man hunt for jail escapee
. Conducted interviews gathering information that lead to capture of jail escapee
* Staff
Police Officers - 59 / 3 open positions / 1 deployed on Military / 53available
. Dispatch positions - 13 / 11 available for service / 2 in training status / 3 open position
. Animal Control Positions - 4 / 3 available for service
* Animal Control
> Calls Responded: 85 >Animals Impounded: 25 >Animals reclaimed: 3 >Animals adopted: 3