Staff Activity Report for July 21 - July 27, 2013

CITY MANAGERS OFFICE/Brian McDougal, Manager
. Business license discussion and ordinance formulation
. Airport insurance for mechanics on duty at the airport discussion
. Spoke to the University of Central Oklahoma (UCO) Public administration students/department
. Offered Assistant Airport Manager Position to Keenan English. He plans to start August 15.
. Toured City of Lawton, Commachee County 911 Center
. Conference calls and meetings regarding PCDA.
. Spoke with the City of McLoud regarding their hiring of a City Manager and various city questions
. Attended the Mayors advisory panel at the Chamber of Commerce
. Meeting with Paul Liles regarding guest editorial in the News Star
. Interviewed by Countywide regarding my contract
. Interviewed by News-Star regarding business licenses
. Conference Call with Bill Geist of Bill Geist Consulting with Wes regarding the CVB Organizational audit.
. Ordered benches removed from Celebration of Life Park and Sante Fe Depot Park
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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 35% complete.
. 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, but the rains this week have caused them delays in completing the punch list.
. ADA Sidewalk and Ramps Project: No progress to report. Next intersection to address will be 10th and Union.
. 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. ODOT approved Contractors traffic control plan for routing traffic on Farrall while the crosswalk lighting work takes place across Farrall Street, and work is scheduled to begin Monday, July 29, 2013.
. City Hall Parking Lot Improvements: Project is about 28% complete. Was scheduled to have a proof roll this morning but with the weather that could be pushed back till Wednesday.
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STREETS PROJECT TASKS COMPLETED
. Continued removal and concrete replacement on Bingham.(148x12)
. Repaired watercut at 901 N. Kickapoo.(13x7)
. Repaired watercut at 229 N. Kickapoo.(13x6)
. Sidewalk repair at Wal-Greens on Harrison.(citizen call in)(20x5)
. Washout on Faith Blvd. repaired.(12x2)
. Repaired watercut at corner of Elm & Edwards.(18x10)km
. South Kickapoo repaired
. Faith Rd. water wash out complete
. Bryan Rd curb back fill complete
. Pinkston Rd. black top buckled in center of road (Citizen call in) (8x8)
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EMERGENCY MANAGEMENT/Don Lynch, Director
. Processed 911 remittance checks
. Worked on addressing issues
. Registered 4 individual storm shelters
. Worked with a.t. & t. and departmental staff to resolve phone service outages in various city departments
. Processed Requisitions, Purchase Orders, and Claims
. Assisted Long Term Recovery Committee with access to warehouse to receive donations
. Continued work with FEMA/State Officials on doccumentation anf project worksheet preparation
. Emergency Management Director:
. Met with members of the National Weather Service Assessment Team
. Was on vacation Tuesday through Thursday
. Coordinated with disaster recovery organizations on status of activities.
. Reviewed draft sections of the Hazard Mitigation Plan and returned comments/corrections to vendor

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.

. Radio System Upgrade: Contract for lease/purchase delivered to Motorola. Kickoff meeting for the project is set for August 1.

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UTILITY DEPARTMENT/Steve Nelms, Director
* Water Treatment Plant (Staff of 10)
Average production: *MGD: 4.363 Last week: *MGD: 4.376
. Pumped 864,5512,000MG to date compared to 898,611,000MG 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: 1.479 **BOD: 13 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: 1.941 **BOD: 2.0 mg/l ***TSS: 2.5 mg/l
. Hauled 335,500 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: 80, Main Breaks: 1, Leak Checks: 10, Cut-offs: 3, Reset Water Meters: 19, Service Lines: 3; Water/Sewer Line Locates: 145
. Repaired main break at 927 N. Hobson.
. Repaired service line at 632 N. Bell, 136 S. McKinley, and 838 N. Kickapoo.
. Dug up spicket at the Expo from someone running it over.
. Made a ¾" tap on an 8" at 11 E. Chicago for contractor.
. Worked on shop tickets, and service orders from customer service.
* PCDA
Leak Checks: 0, Set/Reset Water Meters: 0, Meter Re-reads: 19, Water Line Locates: 25
> Total Miles: 270 Total Man Hours: 104 Main Breaks: 1
* Valve Maintenance (staff of 3)
. Located/performed serviceability check on valves at 0 different locations
. Located/performed serviceability check on fire hydrants at 21 different locations
. Replaced Fire Hydrant at 0 location
* Wastewater Collection (Staff of 7)
Sewer lines flushed: 24,125 ft. Flushed (year to date): 585,737 ft.
Total Service Calls: 33, Sewer Lines Checked: 31, Lift Stations Checked: 21, and Emergency Sewer Calls: 1
* 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, and has moved to the 1900 block of Broadway. Preparation on Broadway is well underway, and actual pipe burst will begin early next week.
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.
Jefferson Terrace Water Line Replacement, COS-SMA-14-01 Orion Construction was awarded the bid on 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
. Working on Park Inspections
. Crews cleaned up area around boat ramp #1
. Removed Park benches at Celebration of Life Park and Centennial Park
* Cemetery Division (staff of 4)
. 3 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
. 39 units in last week with 56 total repairs
. EVT schools and testing
* Shawnee Twin Lakes
. Cleanup continues around the Lake area.
. Two honor boxes were broke into on Sunday evening. One box was recovered on Lake #2 dam.
* Wes Watkins Reservoir
. Park remains busy.
. Sunday evening the building at the entry was broke into. Crews are working to repair the damage.
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. 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 recommendation of award will be 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 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 September.
. Staff attended a meeting with downtown merchants to discuss ways to improve the business and visitor climate in downtown Shawnee.
. Building inspection staff remain very active reviewing and inspecting various construction projects in and around the City.
. The Action Center is currently investigating the following complaints:
o Dilapidated Buildings: 35 active cases
o Derelict Vehicles: 6 active cases
o Junk/Trash: 14 active cases
o Tall Grass/Weeds: 128 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.
. 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 budget report
. Did monthly allocations
. Worked on year end for auditors
. Prepared budget amendments
. Worked on pool financing
. Entered budget amendments
. Worked on bank statements
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CITY CLERK'S OFFICE/UTILITY BILLING/Phyllis Loftis, City Clerk
* City Clerk
. Continued review of all city insurance policies and determination of coverage on vehicles, equipment and buildings.
. 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 cutoff for non-payment (7-24-13)
. Zone 2 billing (7-26-13)
. 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 - IT deploying desktop software, waiting on PRI
o Unitrends Backup Appliance Deployment - Waiting for configuration/testing
o Mobile Device Management Deployment - continues
o AFIX System Replacement - Waiting on OSBI
o Home Drive Storage migration - Researching automated solutions
. Continued work on VOIP migration
. Reviewed / resolved various localized print spooler failure issues
. Attended Oklahoma Government Information Technology Association (OGITA) meeting
. Identified hard drive failure on new VOIP server, RMA effected
. Reviewed issue with HVAC failure in VOIP server / Telco room, advised building maintenance for repair
. Debug / Reset WTP access control node
. Review issues with HVAC embedded system web access
. Resolved RDP service outage
. Review ICAC hardware options with CID, made recommendations/upgrades
. Resolved various small system updater issues

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FIRE DEPARTMENT/David Short, Chief
* Suppression
Responded to 108 emergency calls broken down by type below:
. Fires: 8
. Rescue & EMS: 71
. Hazardous conditions: 5
. Service Calls: 10
. Good Intent Calls: 10
. False Alarms: 4
* Fire Prevention
Plan Reviews
. Shawnee Wound Care, 3700 N. Kickapoo (remodel)
. Cargill Alumni Center, OBU (preliminary plans)
New Construction Inspections
. OBU Apartments (hydrostatic pressure test)
Requested / Administrative Inspections:
. None
Permits and On-Site Inspections
. 2 open burn
. Shawnee Senior Center, 401 N. Bell (hood system)
* Training
SFD Training Division Weekly Activity Report
Assigned Shift, Company & Individual Training:
. 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: 160 / arrests: 38
Total Citations: 89 Handwritten Citations: 7 E-Citations: 82 Percent of E-Citations: 92.13 %
. Woodland Park robbery - one suspect in custody and guitar recovered - warrant for main suspect
. Cemetery assault - suspect in custody
. One suspect in custody from Internet Crimes Against Children (ICAC) operation
. Visit to Lawton Communications Center
. Operation More Cops - More stops
* Dispatch
. Dispatch managed 2092 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: 20
. Number of found property items taken in: 1
. Number of found property items returned to owner: 1
. Items Flagged & Pulled for Destruction: 60
* CID
. 29 Cases Forwarded to CID for Review
. 7 Felony Cases Assigned / 0 Misdemeanor Cases Assigned / 2 Other Cases Assigned
. 8 Felony Cases Cleared / 0 Misdemeanor Cases Cleared / 0 Other Cases Cleared
. 4 Felonies Filed through DA's Office
. 1 Total Arrests Made
. $750 Total Property Recovered
. 2 Pending Assignment (PA) Cases
. 3 Assists with Patrol and Other Agencies
* COP's Grant Program
. DAC site inspection
. Officer meeting per Pottawatomie County Domestic group
. Internet Sting one arrest Lewd Acts with Child
. More Cops More Stops
. Media for Park incident
. Seized approx. 29 grams of methamphetamine
. Seized one 2005 Toyota corolla
. Human trafficking training
. Fly with OHP searching for marijuana grow
. Honor guard detail- retired officer funeral
* Staff
Police Officers - 59 / 3 open positions / 1 deployed on Military / 55available
. 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: 69 >Animals Impounded: 38 >Animals reclaimed: 2 >Animals adopted: 1