Staff Activity Report for July 28 - Aug 3, 2013

CITY MANAGERS OFFICE/Brian McDougal, Manager
. North Airport Property Meeting
. Conference call with Human Resources on Tweet My Jobs
. Glory Daze Debriefing
. Commission Agenda Meeting
. AARP Donation Photo at the Lake
. Attended soft opening for Rib Crib
. Staff Meeting
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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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STREETS PROJECT TASKS COMPLETED
. Repaired valvecut at Pennsylvania& Dunbar.(15x21)
. Repaired watercuts at 1907 N. Market.(14x11)
. Finished watercut at Midland &Ione.(16x10)
. Finished valvecut at Broadway & Ayre.(18x13)
. Repaired watercut at 1209 N. Union.(15x14)
. Repaired watercut at on Bell.(brick road)
. Sawcut concrete panels on South Service Road at 3 locations.(15x53)(16x55)(15x16)
. Sawcut watercuts at: Main&Market, 633 N. Bell, 1833 N. Beard, University & Airport Rd.
. Sawcut road buckles at: 1219 Whittaker and 1209 Whittaker.
. Called locates in for 1219 Whittaker , 1209 Whittaker, 7th & Kickapoo, and on Lake Rd
. Put tatical warning plates at Beard& Farrell and in front of Wal Greens.
. Repaired watercut at Main & Market.(13x14)
. Started valve cut at Highland & Draper.(22x9)75% complete
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EMERGENCY MANAGEMENT/Don Lynch, Director
. Processed 911 remittance checks
. Worked on addressing issues
. Registered 3 individual storm shelters
. Assisted Long Term Recovery Committee with access to warehouse to receive donations
. Continued work with FEMA/State Officials on documentation and project worksheet preparation
. Attended FEMA Region VI Regional Emergency Communications Coordination Working Group Meeting in
. Arlington Texas on Tuesday and Wednesday
. Conducted Kickoff meeting with Motorola Project Team and State Stakeholders on Thursday to launch the
. Communications Systems Upgrade work
. Coordinated with disaster recovery organizations on status of activities.
. Attended meeting of OKWIN System Partners and Technicians in Tulsa on Friday
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: 3.950 Last week: *MGD: 4.363
. Pumped 893,358,000MG to date compared to 948,374,000MG 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: 2.188 **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: 2.278 **BOD: 2.8 mg/l ***TSS: 2.5 mg/l
. Hauled 33,000 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: 51, Main Breaks: 5, Leak Checks: 22, Cut-offs: 4 Reset Water Meters: 0, Service Lines: 0; Water/Sewer Line Locates: 174
. Repaired main break at Oklahoma & Milton, 931 N. Hobson, 1829 N. Airport Dr., 925 N. Hobson, and 23 W. Pulaski.
. Repaired a sprinkler line at 1709 Autumn Lane. .
. Worked on shop tickets, and service orders from customer service.
* PCDA
Leak Checks: 0, Set/Reset Water Meters: 0, Meter Re-reads: 5, Water Line Locates: 34
> Total Miles: 225 Total Man Hours: 66 Main Breaks: 1
* Valve Maintenance (staff of 3)
. Located/performed serviceability check on valves at 4 different locations
. Located/performed serviceability check on fire hydrants at 58 different locations
* Wastewater Collection (Staff of 7)
Sewer lines flushed: 26,225 ft. Flushed (year to date): 611,962 ft.
Total Service Calls: 32, Sewer Lines Checked: 35, Lift Stations Checked: 18, 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, and is pulling pipe on the 1900 block of Broadway. The first pull on the 1900 block of Broadway is complete, and services are being connected. The second pull is going to be done 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 and contractor has begun dirt work on driveway.
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 Water line is in the award process.
Water Meters and Vault Structure Project, COS-SMA-14-06 Jordan Contractors was awarded this project on May 6th, 2013. The first vault to be placed will be at Wes Watkins Lake.
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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.
. Grant(s) close-out in process
*Airport Advisory Board
. Regular monthly meeting scheduled for August 21, 2013.
*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
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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)
. 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
. 32 units in last week with 49 total repairs
. EVT schools and testing
* Shawnee Twin Lakes
. Cleanup continues around the Lake area.
. 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 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 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
. July 30, OG&E Meeting
. August 2, News Star Editorial Board Meeting
. August 3, 2 Wedding Receptions
. NBHA Barrel Racing
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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 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
. Worked on homebuilders association presentation
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CITY CLERK'S OFFICE/UTILITY BILLING/Phyllis Loftis, City Clerk
* City Clerk
. Preparation of City Commission and Authorities agenda for August 5, 2013.
. Preparation of City Commission Special Call meeting with Bill Geist for August 7, 2013.
. Filed 4 Public Nuisance Liens and 3 Lien Releases with Pottawatomie County Clerk; filed 21 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
. Zone 3 cutoff for non-payment (7-31-13)
. Zone 3 billing (8-2-13)
. Total number of utility bills paid by kiosk in July - 201
. Total amount paid at kiosks in the month of July - $16,293.54
. 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 - Device configured, backups being designed/added
o Mobile Device Management Deployment - Continues, preparing to send out links
o Web Server Migration - Major code redesign in progress to allow smooth migration
o AFIX System Replacement - Deploying localized virtual 32bit client to work around OSBI 64bit limits
o License Plate Reader Server component - waiting on vendor
o EOC Interactive Projector Replacement - waiting on vendor / equipment
o Home Drive Storage migration - Researching automated solutions
. CADServer and MobileServer software updates
. Deployed Win table for Police testing
. Continued installs for TCM and Shoretel VoIP requirements
. Reviewed Unitrends appliance turn up, issues with hardware
. CADServer backup tape drive failure, temp backup solution deployed
. Replaced failed HD in new VoIP server
. Reviewed / resolved issues with HD space overuse by Windows OS
. Updated Project Accounting database for reporting this FY
. Sent XML data to DA IT support for data export / import, meeting set for 08/13
. Misc end user support, questions, printer mapping, etc
. Continued build of desktop / laptop refreshment systems
. Misc PO / CC / Paperwork reconciliation and reporting
. Discussions with El Reno in regard to INCODE training / Users group
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FIRE DEPARTMENT/David Short, Chief
* Suppression
Responded to 94 emergency calls broken down by type below:
. Fires: 1
. Rescue & EMS: 72
. Hazardous conditions: 1
. Service Calls: 8
. Good Intent Calls: 5
. False Alarms: 7
* Fire Prevention
Plan Reviews
. None
New Construction Inspections
. OBU Apartments (final inspection)
. Rib Crib (final inspection)
Requested / Administrative Inspections:
. None
Permits and On-Site Inspections
. 2 open burn
. Shawnee Wound Care (sprinkler system)
. Oklahoma Heart Hospital (alarm system)
* 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: 253 / arrests: 51
Total Citations: 166 Handwritten Citations: 57 E-Citations: 109 Percent of E-Citations: 65.66 %
. Woodland Park robbery - Main suspect in custody ( guitar recovered) cased solved
. Vehicle pursuit - both suspects apprehended
. Suicide incident - Worked Hanging off railroad property
. Assisted CLEET with driver training
. K9 and Cops unit at A1 training conference
* Dispatch
. Dispatch managed 1706 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: 47
. Number of found property items taken in: 0
. Number of found property items returned to owner: 0
. Items Flagged & Pulled for Destruction: 6
* CID
. 28 Cases Forwarded to CID for Review
. 6 Felony Cases Assigned / 0 Misdemeanor Cases Assigned / 3 Other Cases Assigned
. 8 Felony Cases Cleared / 0 Misdemeanor Cases Cleared / 5 Other Cases Cleared
. 0 Felonies Filed through DA's Office
. 0 Total Arrests Made
. $0 Total Property Recovered
. 2 Pending Assignment (PA) Cases
. 5 Assists with Patrol and Other Agencies
* COP's Grant Program
. More Cops More Stops
. AONE Conference
* 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: 99 >Animals Impounded: 46 >Animals reclaimed: 5 >Animals adopted: 2