CITY MANAGERS OFFICE/Brian McDougal, Manager
. Met with St Anthony officials regarding transportation of emergency order of detention patients.
. Met with Smith, Roberts Baldischwiler regarding the status of the Water and Sewer master plan recommendations in advance of the Commissions special called meeting work session Monday, September 30th, 6:30pm
. Met with a city resident regarding her participation in and concerns with the Sentinel program.
. Met with a retail developer to discuss retail development in Shawnee.
. Attended the Oklahoma Municipal League Annual Conference in Tulsa.
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ENGINEERING/STREETS/TRAFFIC CONTROL/John Krywicki, Director
. Federal Street Bridge Repair Project: PBx completed the bridge deck formwork last week and this week will be placing all the steel reinforcement bars and tying them together. Concrete is scheduled to begin being placed on Friday, September 27th. Work is approximately 88% complete, with about 4-5 weeks of work left to complete. They also completed hanging the support A frames to the bridge that will be used by ONG and SMA to support their gas lines and water lines respectively.
. Airport Trails Project: Bishop Paving has completed the additional drain pipe in the Japanese Garden area. Final as-built quantities have been completed by our Construction Inspector, and they differ somewhat between what the Contractor has measured and turned in, thus, we will need to resolve that discrepancy before we take the project forward for acceptance.
. ADA Sidewalk and Ramps Project: All Roads has been working on the ramps at the intersection of 10th and Union. This is an ongoing project whereby we move the contractor to various intersections where sidewalks are located but do not have any accessible handicap ramps. The City is required to install these ADA ramps at locations where street paving work has taken place if there are not any ramps at that specific location(s). All Roads has three corners finished on Union and 10th. They still have the SW corner left to address.
. Bell Street Streetscape Project from Farrall to 7th: All Roads has everything addressed as for their contract except for the lighting at Farrell, which they have a sub TLS working on this. Once the lighted poles are relocated they will have all of their work done. OG&E has set all the night light poles and will be working on making connections Tuesday and Wednesday of this week. They seem to think they could be complete by Friday. Shawnee Mill is concerned about the light poles across from their dock, this is where semis back into the dock and they use all of the area to back into the dock. They want us to install some pipe bollards to protect the poles, need to know if this is something we want to address before one of these poles get hit by a semi.
. City Hall Parking Lot Improvements: Parking lot is 100 percent complete and opened to use. Staff will be determining final as-built quantities of work for final payment determination to Contractor. Staff will also determine sign placement for reserved parking for City vehicles only. City Street Department will be removing and replacing the alley between Broadway and Beard from 10th Street to City Hall. The alley paving will go back as concrete pavement.
. Concrete rehab on Independence Street: Construction 100% complete. Staff is determining final as-built quantities for final payment to Contractor. City always holds back 10% of payment as retainage until project costs are finalized and project accepted by the City.
. Wyndemere Place Addition Project: We received the paving and drainage plans for this proposed subdivision that will be built south of MacArthur Street just west of Bryan Street, and we have begun reviewing such for compliance with City of Shawnee Subdivision Regulations.
. Shawnee Mission Plaza Project: We received all the documentation and hydraulic analysis supporting a request for a Letter of Map Revision (LOMR) to FEMA for the project just north of the Sonic and south of Popeyes Chicken on north Kickapoo. We will complete our review by end of the week and if satisfactory, we will execute the Community Acknowledgement form required by FEMA and have it submitted for their final review.
Projects under Design by Engineering Dept.:
. Main Street Streetscape Project
. Municipal Swimming Pool Parking Lot
. 10th Street Drainage Structure Repair
. Various water line projects for SMA
. Various sanitary sewer line projects by pipe-bursting for SMA
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EMERGENCY MANAGEMENT/Don Lynch, Director
. Worked on addressing requests, coordinated with County 9-1-1 addressing technician on issues
. Assigned 2 addresses
. Registered 2 individual storm shelters
. Coordinated with departmental staff, Federal and State officials on disaster recovery issues
. Met with American Red Cross Director on planning and training events.
. Attended the Oklahoma Municipal League Workshop on Wednesday including session on Disaster Preparedness & Recovery
. Worked on draft text for Emergency Operations Plan update.
Capital Projects Update:
. Telephone System Replacement: Coordinating with AT&T to get PRI interface
. Communications Systems Upgrades: Motorola- Portable radios received at shop. Working on template design with police and fire chiefs. Mobile radios order placed shipping to occur within next 2 weeks. Staging of repeater site equipment set at the factory for the last week of September
. City of Shawnee: Director still working on site layout, equipment, and supply issues
. Outdoor Warning Devices: Have received the equipment from American Signal to convert telephone line control to radio control. Need to schedule installation with vendor
. Public Storm Shelters: Director working with 2 sites to negotiate agreement for use of facilities.
. National Incident Management System Annual Report: Computer input due for both City of Shawnee and Pottawatomie County by September 30, 2013
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UTILITY DEPARTMENT/Steve Nelms, Director
Water Treatment Plant (Staff of 10)
Average production: *MGD: 4.681 Last week: *MGD: 4.947
. Pumped 1,124,069,000MG to date compared to 1,225,172,000MG 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: 1.216 **BOD: 8 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: 1.511 **BOD: 5.8 mg/l ***TSS: 6.1 mg/l
. Hauled 418,000 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: 69, Main Breaks: 3, Leak Checks: 17, Cut-offs: 5, Reset Water Meters: 11, Service Lines: 1; Water/Sewer Line Locates: 340
. Worked on shop tickets, and service orders from customer service.
PCDA
Leak Checks: 0, Set/Reset Water Meters: 0, Meter Re-reads: 0, Water Line Locates: 10
> Total Miles: 58 Total Man Hours: 18 Main Breaks: 0
Valve Maintenance (staff of 3)
. Located/performed serviceability check on valves at 18 different locations
. Located/performed serviceability check on fire hydrants at 7 location
. Performed annual fire hydrant flow testing at 15 locations
Wastewater Collection (Staff of 7)
Sewer lines flushed: 28,800 ft. Flushed (year to date): 774,124 ft.
Total Service Calls: 55, Sewer Lines Checked: 54, Lift Stations Checked: 18 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 had training on it Tuesday, July 9th, 2013. Staff met with SRB on Friday, August 9th, 2013 to go over Waste Water Collection, Waste Water Treatment, Water Supply and Treatment, and Water Distribution. On August 19th, 2013 the Wastewater Hydraulic Model Software was approved by Commission. Currently waiting on installation of the software. SRB conducted a Filter Media Evaluation on Wednesday, August 28th, 2013 which lasted fourteen hours; results are still pending. Staff also had a meeting with SRB the same day, discussion of getting Commissioners updated were among the topics. Staff and Carollo Engineers met with DEQ on Thursday, August 29th, 2013 to go over possible options for the wastewater treatment system. SMA staff sent SRB information requested for the Southside Wastewater Treatment Plant, and an updated list of manholes needed for the sewer model software. Staff will meet with SRB on Friday, September 13th, 2013 to receive training on the hydraulic water model software. Staff had a conference call with Carollo Engineers on Wednesday, September 18th discussing the Wastewater Plant's immediate needs.
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. 115' of 12" pipe was installed at the 1100 block of Philadelphia. The 1900 block of Union has been bursted and services are being hooked up to the new line. Contractors are now at the location of Oakland and Pennsylvania. All pipe has been pulled and services are being attached to new line. Crews have gone back to do clean up on the last two bursts. The next burst will be in the Northridge Addition.
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 have been taken. LandRun Engineering and Jordan Contractors will meet on Wednesday, September 25th to discuss the survey shots.
Water Meters and Vault Structure Project, COS-SMA-14-06- Jordan Contractors was awarded this project on May 6th, 2013. Contractors have exposed the Wes Watkins line for the meter vault, and cut into it to drain the remaining water. The meter will be assembled then lowered into the pit to assure accurate cuts are made as to not take out too much, or too little of the existing pipe. Contractors have poured the floor of the vault at Wes Watkins, and have assembled the meter. Jordan Contractors have hired a contractor to build the vault itself. The remaining two meter vault areas have been located, and lines are being potholed to verify depths. The walls for the meter at Wes Watkins are being formed. The walls were poured on Thursday, September 19th. The Beard Street and Southside vaults have been set and the water lines are being tied in.
Jefferson Terrace Water Line Replacement, COS-SMA-14-01 Jordan Contractors was awarded the bid on August 5th, 2013. Estimated start date for this project is October 1st, 2013.
Water Treatment Plant Sludge Removal, COS-SMA-14-02- Nutri-Ject Systems, Inc. was awarded the bid on August 5th, 2013. Estimated start date for this project is September 19th, 2013.
24" Sewer Rehab Project (Sliplining Existing 24" Concrete Pipe), COS-SMA-13-07- Urban Contractors was awarded the bid on August 19th, 2013. Staff met with Urban Contractors for a pre-work meeting on August 28th, 2013. Work will commence when the slip line arrives, which will be in approximately 4-6 weeks. The estimated start date for this project is September 30th, 2013.
Repair and Restoration of the River Bank Failure at the WTP- Smith Roberts Baldischwiler, LLC is currently in the engineering phase. SRB had their survey team on site August 28th, 2013. Staff will meet with SRB and FEMA on Friday, September 20th to review the erosion damage.
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AIRPORT/Keenan English, Assistant Airport Manager
. Application for World Fuel Services Alliance Program turned in
. Developing improved airport emergency plan and fuel spill response procedures
. Hangers remain at full capacity
Fuel Sales
July 2013 fuel sales continue to steadily increase:
. August 2012 = Avgas 1,945.64 Gallons; Jet A 958.01 Gallons
. August 2013 = Avgas 3,728.41 Gallons; Jet A 1,223.99 Gallons
. FY to Date 13-14 = Avgas 6,355.90 Gallons; Jet A 2,481.17 Gallons
Airport Advisory Board
. Regular monthly meeting scheduled for September 18, 2013.
. Donald Wade & Associates, Inc. will present airport land appraisal results to the board on September 18, 2013.
Foreign Trade Zone (FTZ) Application
. FTZ application has been approved
. Staff working with SEDF to market the airport's new designation.
2013 Fly-in, Airshow & Pancake Breakfast - October 5, 2013
. Planning committee meeting on September 24, 2013
. Currently soliciting volunteers and sponsors
. Shawnee Convention Bureau approved to fund advertising expenses
. 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/Street ROWs
. Working on Park Inspections
. Mosquito spraying in the evenings when weather allows
. Set up for event on Main Street
. Working on Park inspections
Cemetery Division (staff of 4)
. 1 burials last week
. Filling graves that have settled during rains
. Preparing for internments
. Leveling markers
. Mowing/ Weed eating
Central Garage (Staff of 6)
. General servicing and repairs to vehicles and equipment including Expo
. Working with insurance company on tornado reimbursement
. 34 units in last week with 64 total repairs
. EVT schools and testing
Shawnee Twin Lakes
. The repair of the floating fishing dock has started and is nearing completion.
. Electrician has started repairs.
. Workforce grant has six workers at the Lake picking up trash in the ROWs and cutting trees that are down or damaged
Wes Watkins Reservoir
. Crews are working on mowing and weed eating.
. On my drive through of the park, there were several RVs using the area.
. Scheduling another trip to look at beaver dams
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.
Auditorium Exterior Restoration and Window Replacement
. Project is moving along good, windows should be coming in soon
City Hall ADA Restroom Project
. Should finish drawings this next week. Will bid out project soon.
The Tree Bank Foundation Great Tree Giveaway
. City staff turned in an application for 500 trees last week to be given away to those affected by the tornado in May. The exact date has not been set yet but it will be towards the end of October. We will be receiving 250 trees on October 23rd. The species will be a mixture of oaks, maples, junipers, hollies, sycamores, crape myrtles and redbuds (as available at the time of delivery). The giveaway event will be scheduled on October 26th from 8:00 am till Noon or when the trees are gone.
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EXPOSITION CENTER/Mike Jackson, Operations Manager
. September 18-20 Oklahoma Nursery & Landscape Association Convention, Conference Center
. September 19, SC&CDA Board Meeting
. Currently we have 102 Pipeline workers in our RV Park
<HR>
PLANNING/COMMUNITY DEVELOPMENT/Justin Erickson, Director
Planning
. Staff attended the Greater Shawnee Chamber of Commerce Beautification and Enhancement Committee meeting.
. Staff met with developers and discussed current and pending projects.
. 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 will consider the revisions on October 21st.
. The Action Center is currently investigating the following complaints:
o Dilapidated Buildings: 36 active cases
o Derelict Vehicles: 5 active cases
o Junk/Trash: 13 active cases
o Tall Grass/Weeds: 94 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 November 2013.
. Zoning Code Update- Staff continues work preparing drafts of a revised Shawnee Zoning and Subdivision Code. The Planning Commission is held a workshop in September. A workshop to discuss Industrial Zoning is scheduled for October 2 as part of the regular planning commission agenda.
. 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.
<HR>
FINANCE DEPARTMENT/Cynthia Sementelli, Finance
. Worked on bank reconciliations
. Worked on year end for auditors
. Worked on fixed assets
. Entered budget amendments
. Worked on year end accruals
<HR>
CITY CLERK'S OFFICE/UTILITY BILLING/Phyllis Loftis, City Clerk
City Clerk
. Preparation of City Commission and Authorities minutes for September 16, 2013 meeting
. Filed 1 Public Nuisance Liens and 2 Lien Releases with Pottawatomie County Clerk.
. Search archived fire department records for HR.
. 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 cut-off for non-payment (9/18/13)
. Zone 1 billing (9/20/13)
. Routine customer service/billing, water and sewer transactions and issues involving payment arrangements, cut-offs, past-due collections and sanitation.
v
INFORMATION SYSTEMS/Steve Nolen, Chief Information Officer
. Continued project review / management for master projects
o Watch Guard In Car Video Project - Vendor onsite, brought no tools, IT staff assisted in install / deployment, functioning
o VoIP Telephony Project - IT deploying desktop software, still waiting on PRI, remote location testing completed
o Remote VPN Replacements - Cemetery, NWWTP, SWWTP deployed, WTP/Unzner Remain
o TCM Imaging Solution Project - IT continues deploying desktop software, active in Finance, HR
o Unitrends Backup Appliance Deployment - Project fully deployed, beginning review of secondary device
o Mobile Device Management Deployment - Continues, preparing to send out links/configuration
o Web Server Migration - Major code redesign in progress to allow smooth migration, continued updates, mapping issues on new box
o AFIX System Replacement - Deploying localized virtual 32bit client to work around OSBI 64bit limits
o License Plate Reader Server component - Server component now installed, coordinating for uploads / server access
o EOC Interactive Projector Replacement - waiting on vendor / equipment
o Home Drive Storage migration - Test migrations performed, permission issues to resolve
o City Hall Kiosk - iPad Kiosk Deployed, additional content continues, presented solution at OML
o Brazos Citation Import for Global System - Working with vendor, waiting on proper offense listing from PD
o CIO Nolen Attended Firehouse Software conference in Phoenix
o CIO Nolen co-presented Kiosk presentation at Oklahoma Municipal League Conference
o Mail Server Memory Upgrade - Attempted deploy, vendor provided wrong memory
o Resolved connectivity issues at WTP due to cable modem issues
o Deployed ICAC system for investigators, provided location may be a problem due to thermal issues
o Resolved connectivity issue at Fire Station #3 due to router issue
o Updated / Patched workstations and servers as required
<HR>
FIRE DEPARTMENT/David Short, Chief
Suppression
Responded to 84 emergency calls broken down by type below:
. Fires: 6
. Rescue & EMS: 56
. Hazardous conditions: 1
. Service Calls: 0
. Good Intent Calls: 14
. False Alarms: 7
. Overpressure Rupture, Explosion: 0
Fire Prevention
Plan Reviews
. Reach sub-station, Center and Independence
New Construction Inspections
. Amplify Church, 5630 N. Harrison (Hydraulic test on sprinkler system)
Requested / Administrative Inspections:
. None
Permits and On-Site Inspections
. 3 Open burn Permits issued
. Amplify Church, 5630 N. Harrison (sprinkler system)
Training
Assigned Shift, Company & Individual Training:
. Physical Fitness Incentive Testing (All Shifts) (9/3-5/13)
. Fire Officer I @ El Reno, OK (Reece, Henry, Sheppard) (9/9-11/13) (9/23-24/13)
. Fire Instructor I @ MWC, OK (Kriwanek) (9/16-18, 19/13)
. Rope Rescue I (9/17-18/13)
. Lieutenant Academy Phase I (9/23/13 - 10/4/13)
. EMT Transitional Refresher (All Shifts) (1/13-17, 20/14)
Training Chief Schedule:
. (3) PFF Orientation & Training (8/25/13 - 9/6/13)
. FireHouse Software Conference @ Phoenix, AZ (9/10-13/13)
. (6) PFF Orientation & Training (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
. Development Minimum Company Standards (4th Quarter 2013)
. Development, Training, Implementation: Fire Ground Survival Program
. Coordination with IT Department on Deployment of iPad's, Software and Equipment to F.D. Vehicles
. FireHouse Software Integration (Dispatch CAD)
. One iPad assigned to Ladder 1 (TBD)
. IT User Group Committee
Medical Director Activities:
. EMS Skills Evaluation (TBD)
. Documentation SOG (Draft)
. Addition of Medical Equipment (TBD)
<HR>
POLICE DEPARTMENT/Russ Frantz, Chief
Police
. Police reports: 167 / arrests: 39
Total Citations: 80 Handwritten Citations: 39 E-Citations: 41 Percent of E-Citations: 51.25 %
Dispatch
. Dispatch managed 1784 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
. Working on Mental Health Training Program
. Working on Police Priority Dispatch training for each shift
CID
. 27 Cases Forwarded to CID for Review
. 6 Felony Cases Assigned / 0 Misdemeanor Cases Assigned / 17 Other Cases Assigned
. 8 Felony Cases Cleared / 0 Misdemeanor Cases Cleared / 7 Other Cases Cleared
. 6 Felonies Filed through DA's Office
. $900.00- Total Property Recovered
. 9 No Further Needed (NFN) Cases
. 4 Pending Assignment (PA) Cases
. 17 Assists with Patrol and Other Agencies
COP's Grant Program
. Conducted Undercover narcotics buy
. Served two search warrants
. Arrested one for Conspiracy to Aggravated Trafficking in CDS (methamphetamine)
. Interviewed suspects
. Seized approx. 812 grams of methamphetamine (1 pound 5 ounces)
Evidence
. Number of evidence items brought in: 20
. Number of evidence items released: 5
. Number of found property items taken in: 9
. Number of found property items returned to owner: 1
. Number of evidence disposition files/cases cleared: 2
. Items Flagged & Pulled for Destruction: 0
o Notes: Conducted 2 Interviews on Missing Person Case
Staff
Police Officers - 59 / 3 open positions / 1 deployed on Military / 53 available
. 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: 76 >Animals Impounded: 41 >Animals reclaimed: 8 >Animals adopted: 2
Friday, September 27, 2013
Monday, September 23, 2013
Staff Activity Report for Sept 8 - Sept 14, 2013
CITY MANAGERS OFFICE/Brian McDougal, Manager
. Meeting with Chief Short about Red Cedars
. Met with Mike Wofford to discuss and prepare for CPN consultation meeting
. Met with Justin Erickson and Lieutenant Canning over Salvation Army initiatives to help homeless.
. Meeting with Theresa Hendrix about YMCA
. Met with BCI Allegiance Communications
. Attended Shawnee Economic Development Foundation Retreat
. Closed on Dolese Property
. Conference Call with new Mall ownership
. Met with concerned citizen about problems at the EXPO
. Consultation meeting with CPN
. Discussion on Recycling
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ENGINEERING/STREETS/TRAFFIC CONTROL/John Krywicki, Director
. Federal Street Bridge Repair Project: PBx continues working on the bridge deck with setting formwork and attaching metal straps to the existing beams where they can weld the metal angles to these straps. Work is approximately 85% complete, with about 5-6 weeks of work left to complete. They are also hanging the support A frames to the south side of the bridge, an extension to the deck beyond the bridge beams themselves. Slopes are in place on both sides. Welder is scheduled back Tuesday to continue with the welding of the metal straps to the angles. According to PBx they should be installing the pans that span the beams by weeks end.
. Airport Trails Project: Project is complete except for the additions to the drain pipe that is scheduled to be installed around the garden area. Staff determining final as-built quantities of work for final construction costs closeout. Contractor is in process of installing additional drainage improvements to address a water issue that was created due to the natural grades and slope of the land in an area by the Japanese Gardens at the track.
. Bell Street Streetscape Project from Farrall to 7th: All Roads has everything addressed as for their contract except for the lighting at Farrell, which they have a sub TLS working on this. Once the lighted poles are relocated they will have all of their work done. OG&E has set all the night light poles and will be working on making connections Tuesday and Wednesday of this week. They seem to think they could be complete by Friday. Shawnee Mill is concerned about the light poles across from their dock, this is where semis back into the dock and they use all of the area to back into the dock. They want us to install some pipe bollards to protect the poles, need to know if this is something we want to address before one of these poles get hit by a semi.
. City Hall Parking Lot Improvements: Parking lot is 100 percent complete and opened to use. Staff will be determining final as-built quantities of work for final payment determination to Contractor. Staff will also determine sign placement for reserved parking for City vehicles only. City Street Department will be removing and replacing the alley between Broadway and Beard from 10th Street to City Hall. The alley paving will go back as concrete pavement.
Projects under Design by Engineering Dept.:
. Main Street Streetscape Project
. Municipal Swimming Pool Parking Lot
. 10th Street Drainage Structure Repair
. Various water line projects for SMA
. Various sanitary sewer line projects by pipe-bursting for SMA
<HR>
EMERGENCY MANAGEMENT/Don Lynch, Director
. Worked on addressing requests, coordinated with County 9-1-1 addressing technician on issues
. Assigned 2 addresses
. Registered 3 individual storm shelters
. Coordinated with departmental staff, Federal and State officials on disaster recovery issues
. Attended State Interoperable Communications Plan update meeting on Wednesday morning.
. Met with Bethel Acres Emergency Manager and Health Department Local Emergency Response Coordinator on Thursday concerning planning and exercise activities.
Capital Projects Update:
. Telephone System Replacement: Coordinating with AT&T to get PRI interface
. Communications Systems Upgrades: Motorola- Portable radios received at shop. Working on template design with police and fire chiefs. Mobile radios order placed shipping to occur within next 2 weeks. Staging of repeater site equipment set at the factory for the last week of September
. City of Shawnee: Director still working on site layout, equipment, and supply issues
. Outdoor Warning Devices: Have received the equipment from American Signal to convert telephone line control to radio control. Need to schedule installation with vendor
. Public Storm Shelters: Director working with 2 sites to negotiate agreement for use of facilities.
. National Incident Management System Annual Report: Computer input due for both City of Shawnee and Pottawatomie County by September 30, 2013
<HR>
UTILITY DEPARTMENT/Steve Nelms, Director
Water Treatment Plant (Staff of 10)
Average production: *MGD: 4.947 Last week: *MGD: 4.739
. Pumped 1,090,008,000MG to date compared to 1,190,959,000MG 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: 1.320 **BOD: 9 mg/l ***TSS: 4.5 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: 1.622 **BOD: 3.5 mg/l ***TSS: 3.7 mg/l
. Hauled 132,000 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: 57, Main Breaks: 4, Leak Checks: 12, Cut-offs: 2, Reset Water Meters: 6, Service Lines: 0; Water/Sewer Line Locates: 200
. Worked on shop tickets, and service orders from customer service.
PCDA
Leak Checks: 0, Set/Reset Water Meters: 0, Meter Re-reads: 2, Water Line Locates: 5
> Total Miles: 239 Total Man Hours: 65 Main Breaks: 4
Valve Maintenance (staff of 3)
. Located/performed serviceability check on valves at 4 different locations
. Located/performed serviceability check on fire hydrants at 47 location
Wastewater Collection (Staff of 7)
Sewer lines flushed: 28,950 ft. Flushed (year to date): 752,774 ft.
Total Service Calls: 53, Sewer Lines Checked: 50, Lift Stations Checked: 16 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 had training on it Tuesday, July 9th, 2013. Staff met with SRB on Friday, August 9th, 2013 to go over Waste Water Collection, Waste Water Treatment, Water Supply and Treatment, and Water Distribution. On August 19th, 2013 the Wastewater Hydraulic Model Software was approved by Commission. Currently waiting on installation of the software. SRB conducted a Filter Media Evaluation on Wednesday, August 28th, 2013 which lasted fourteen hours; results are still pending. Staff also had a meeting with SRB the same day, discussion of getting Commissioners updated were among the topics. Staff and Carollo Engineers met with DEQ on Thursday, August 29th, 2013 to go over possible options for the wastewater treatment system. SMA staff sent SRB information requested for the Southside Wastewater Treatment Plant, and an updated list of manholes needed for the sewer model software. Staff will meet with SRB on Friday, September 13th, 2013 to receive training on the hydraulic water model software.
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. 115' of 12" pipe was installed at the 1100 block of Philadelphia. The 1900 block of Union has been bursted and services are being hooked up to the new line. Contractors are now at the location of Oakland and Pennsylvania. All pipe has been pulled and services are being attached to new line.
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. Contractors have exposed the Wes Watkins line for the meter vault, and cut into it to drain the remaining water. The meter will be assembled then lowered into the pit to assure accurate cuts are made as to not take out too much, or too little of the existing pipe. Contractors have poured the floor of the vault at Wes Watkins, and have assembled the meter. Jordan Contractors have hired a contractor to build the vault itself. The remaining two meter vault areas have been located, and lines are being potholed to verify depths. The walls for the meter at Wes Watkins are being formed and the contractor is set to pour on Monday, September 16th, 2013. The other two vaults have been excavated and will be set Monday, September 16th, 2013.
Jefferson Terrace Water Line Replacement, COS-SMA-14-01 Jordan Contractors was awarded the bid on August 5th, 2013. Estimated start date for this project is October 1st, 2013.
Water Treatment Plant Sludge Removal, COS-SMA-14-02- Nutri-Ject Systems, Inc. was awarded the bid on August 5th, 2013. Estimated start date for this project is September 19th, 2013.
24" Sewer Rehab Project (Sliplining Existing 24" Concrete Pipe), COS-SMA-13-07- Urban Contractors was awarded the bid on August 19th, 2013. Staff met with Urban Contractors for a pre-work meeting on August 28th, 2013. Work will commence when the slip line arrives, which will be in approximately 4-6 weeks. The estimated start date for this project is September 30th, 2013.
Repair and Restoration of the River Bank Failure at the WTP- Smith Roberts Baldischwiler, LLC is currently in the engineering phase. SRB had their survey team on site August 28th, 2013.
<HR>
AIRPORT/Keenan English, Assistant Airport Manager
. Application for World Fuel Services Alliance Program turned in
. Developing improved airport emergency plan and fuel spill response procedures
Fuel Sales
July 2013 fuel sales continue to steadily increase:
. August 2012 = Avgas 1,945.64 Gallons; Jet A 958.01 Gallons
. August 2013 = Avgas 3,728.41 Gallons; Jet A 1,223.99 Gallons
. FY to Date 13-14 = Avgas 6,355.90 Gallons; Jet A 2,481.17 Gallons
Airport Advisory Board
. Regular monthly meeting scheduled for September 18, 2013.
. Donald Wade & Associates, Inc. will present airport land appraisal results to the board on September 18, 2013.
Foreign Trade Zone (FTZ) Application
. FTZ application has been approved
. Staff working with SEDF to market the airport's new designation.
2013 Fly-in, Airshow & Pancake Breakfast - October 5, 2013
. Planning underway
. Currently soliciting volunteers and sponsors
. Presentation to CVB on September 12, 2013 at 11:30 a.m.
. Rotary Club will sponsor breakfast
. Air show and static displays
<HR>
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/Street ROWs
. Restroom repairs to several buildings
. Working on Park Inspections
. Mosquito spraying in the evenings when weather allows
. Sprayed fence lines a Dockery, Lions, Milstead, and Lilac ball fields
Cemetery Division (staff of 4)
. 2 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
. Working with insurance company on tornado reimbursement
. 26 units in last week with 41 total repairs
. EVT schools and testing
Shawnee Twin Lakes
. The repair of the floating fishing dock has started and is nearing completion.
. Electrician has started repairs.
Wes Watkins Reservoir
. Crews are working on mowing and weed eating.
. On my drive through of the park, there were several RVs using the area.
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.
Auditorium Exterior Restoration and Window Replacement
. Project is moving along good, windows are still about a month off
City Hall ADA Restroom Project
. Will bid out project soon
The Tree Bank Foundation Great Tree Giveaway
. City staff turned in an application for 500 trees last week to be given away to those affected by the tornado in May. The exact date has not been set yet but it will be towards the end of October. We will be receiving 250 trees on October 23rd. The species will be a mixture of oaks, maples, junipers, hollies, sycamores, crape myrtles and redbuds (as available at the time of delivery).
<HR>
EXPOSITION CENTER/Mike Jackson, Operations Manager
. September 10-11, OGE Meeting, Conference Center, Upstairs
. September 11-14, Baptist Campers on a Mission, Grandstands
. September 14-15, Oklahoma Junior High School Rodeo, Grandstands Arena
. September 14, Canadian Valley Electric Coop Annual Meeting, Conference Center
<HR>
PLANNING/COMMUNITY DEVELOPMENT/Justin Erickson, Director
Planning
. Staff attended the annual meeting and planning session of the Shawnee Economic Development Foundation.
. Staff attended the Downtown Taskforce Committee meeting at the Chamber of Commerce.
. Staff attended the City Beautification Meeting.
. Staff held nuisance abatement hearings to discuss potentially dilapidated buildings
. Staff met with developers and discussed current and pending projects.
. 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 will consider the revisions in October.
. The Action Center is currently investigating the following complaints:
o Dilapidated Buildings: 29 active cases
o Derelict Vehicles: 7 active cases
o Junk/Trash: 16 active cases
o Tall Grass/Weeds: 115 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 November 2013.
. Zoning Code Update- Staff continues work preparing drafts of a revised Shawnee Zoning and Subdivision Code. The Planning Commission is held a workshop in September. A workshop to discuss Industrial Zoning is scheduled for October 2.
. 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.
<HR>
FINANCE DEPARTMENT/Cynthia Sementelli, Finance
. Worked on bank reconciliations
. Worked on year end for auditors
. Worked on fixed assets
. Entered budget amendments
. Signed PAA for pension choice
. Worked on year end accruals
. Attended the CVB Monthly meeting
. Prepared financials for Airport Advisory meeting
<HR>
CITY CLERK'S OFFICE/UTILITY BILLING/Phyllis Loftis, City Clerk
City Clerk
. Preparation of City Commission and Authorities Agendas meeting for September 3, 2013 meeting
. Filed 16 Public Nuisance Liens with Pottawatomie County Clerk and 5 Lien Releases with Pottawatomie County Clerk; filed 11 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.
<HR>
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 - Cemetery, NWWTP, SWWTP deployed, WTP/Unzner Remain
o TCM Imaging Solution Project - IT continues deploying desktop software, active in Finance, HR
o Unitrends Backup Appliance Deployment - Backups are now running, tweaking schedule for optimum solution, reviewing failures, expanding use
o Mobile Device Management Deployment - Continues, preparing to send out links/configuration
o Web Server Migration - Major code redesign in progress to allow smooth migration, continued updates, mapping issues on new box
o AFIX System Replacement - Deploying localized virtual 32bit client to work around OSBI 64bit limits
o License Plate Reader Server component - Server component now installed, coordinating for uploads / server access
o EOC Interactive Projector Replacement - waiting on vendor / equipment
o Home Drive Storage migration - Test migrations performed, permission issues to resolve
o City Hall Kiosk - iPad stand configured, testing in IT before deployment
o Brazos Citation Import for Global System - Working with vendor, waiting on proper offense listing from PD
<HR>
FIRE DEPARTMENT/David Short, Chief
Suppression
Responded to 100 emergency calls broken down by type below:
. Fires: 9
. Rescue & EMS: 68
. Hazardous conditions: 1
. Service Calls: 5
. Good Intent Calls: 11
. False Alarms: 6
. Overpressure Rupture, Explosion: 0
Fire Prevention
Plan Reviews
. Reach sub-station, Center and Independence
New Construction Inspections
. Amplify Church, 5630 N. Harrison (Hydraulic test on sprinkler system)
Requested / Administrative Inspections:
. None
Permits and On-Site Inspections
. 3 Open burn Permits issued
. Amplify Church, 5630 N. Harrison (sprinkler system)
Training
Assigned Shift, Company & Individual Training:
. Physical Fitness Incentive Testing (All Shifts) (9/3-5/13)
. Fire Officer I @ El Reno, OK (Reece, Henry, Sheppard) (9/9-11/13) (9/23-24/13)
. Fire Instructor I @ MWC, OK (Kriwanek) (9/16-18, 19/13)
. Rope Rescue I (9/17-18/13)
. Lieutenant Academy Phase I (9/23/13 - 10/4/13)
. EMT Transitional Refresher (All Shifts) (1/13-17, 20/14)
Training Chief Schedule:
. (3) PFF Orientation & Training (8/25/13 - 9/6/13)
. FireHouse Software Conference @ Phoenix, AZ (9/10-13/13)
. (6) PFF Orientation & Training (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
. Development Minimum Company Standards (4th Quarter 2013)
. Development, Training, Implementation: Fire Ground Survival Program
. Coordination with IT Department on Deployment of iPad's, Software and Equipment to F.D. Vehicles
. FireHouse Software Integration (Dispatch CAD)
. One iPad assigned to Ladder 1 (TBD)
. IT User Group Committee
Medical Director Activities:
. EMS Skills Evaluation (TBD)
. Documentation SOG (Draft)
. Addition of Medical Equipment (TBD)
<HR>
POLICE DEPARTMENT/Russ Frantz, Chief
Police
. Police reports: 160 / arrests: 35
Total Citations: 52 Handwritten Citations: 7 E-Citations: 45 Percent of E-Citations: 86.54 %
Dispatch
. Dispatch managed 1699 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
. Working on Mental Health Training Program
. Working on Police Priority Dispatch training for each shift
CID
. 21 Cases Forwarded to CID for Review
. 5 Felony Cases Assigned / 0 Misdemeanor Cases Assigned / 2 Other Cases Assigned
. 5 Felony Cases Cleared / 0 Misdemeanor Cases Cleared / 4 Other Cases Cleared
. 6 Felonies Filed through DA's Office
. 10 No Further Needed (NFN) Cases
. 3 Pending Assignment (PA) Cases
. 10 Assists with Patrol and Other Agencies
COP's Grant Program
. Investigated drug tips
. Conducted drug house surveillance
. K&T marijuana seizure
. Expo community Event
. Prepare and served two house search warrants.
. Arrested one for: trafficking in methamphetamine and multiple other charges.
. Arrested three more for possession of CDS.
. Seized meth, cash, and a vehicle
Staff
Police Officers - 59 / 3 open positions / 1 deployed on Military / 53 available
. 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: 58 >Animals Impounded: 42 >Animals reclaimed: 5 >Animals adopted: 1
. Meeting with Chief Short about Red Cedars
. Met with Mike Wofford to discuss and prepare for CPN consultation meeting
. Met with Justin Erickson and Lieutenant Canning over Salvation Army initiatives to help homeless.
. Meeting with Theresa Hendrix about YMCA
. Met with BCI Allegiance Communications
. Attended Shawnee Economic Development Foundation Retreat
. Closed on Dolese Property
. Conference Call with new Mall ownership
. Met with concerned citizen about problems at the EXPO
. Consultation meeting with CPN
. Discussion on Recycling
<HR>
ENGINEERING/STREETS/TRAFFIC CONTROL/John Krywicki, Director
. Federal Street Bridge Repair Project: PBx continues working on the bridge deck with setting formwork and attaching metal straps to the existing beams where they can weld the metal angles to these straps. Work is approximately 85% complete, with about 5-6 weeks of work left to complete. They are also hanging the support A frames to the south side of the bridge, an extension to the deck beyond the bridge beams themselves. Slopes are in place on both sides. Welder is scheduled back Tuesday to continue with the welding of the metal straps to the angles. According to PBx they should be installing the pans that span the beams by weeks end.
. Airport Trails Project: Project is complete except for the additions to the drain pipe that is scheduled to be installed around the garden area. Staff determining final as-built quantities of work for final construction costs closeout. Contractor is in process of installing additional drainage improvements to address a water issue that was created due to the natural grades and slope of the land in an area by the Japanese Gardens at the track.
. Bell Street Streetscape Project from Farrall to 7th: All Roads has everything addressed as for their contract except for the lighting at Farrell, which they have a sub TLS working on this. Once the lighted poles are relocated they will have all of their work done. OG&E has set all the night light poles and will be working on making connections Tuesday and Wednesday of this week. They seem to think they could be complete by Friday. Shawnee Mill is concerned about the light poles across from their dock, this is where semis back into the dock and they use all of the area to back into the dock. They want us to install some pipe bollards to protect the poles, need to know if this is something we want to address before one of these poles get hit by a semi.
. City Hall Parking Lot Improvements: Parking lot is 100 percent complete and opened to use. Staff will be determining final as-built quantities of work for final payment determination to Contractor. Staff will also determine sign placement for reserved parking for City vehicles only. City Street Department will be removing and replacing the alley between Broadway and Beard from 10th Street to City Hall. The alley paving will go back as concrete pavement.
Projects under Design by Engineering Dept.:
. Main Street Streetscape Project
. Municipal Swimming Pool Parking Lot
. 10th Street Drainage Structure Repair
. Various water line projects for SMA
. Various sanitary sewer line projects by pipe-bursting for SMA
<HR>
EMERGENCY MANAGEMENT/Don Lynch, Director
. Worked on addressing requests, coordinated with County 9-1-1 addressing technician on issues
. Assigned 2 addresses
. Registered 3 individual storm shelters
. Coordinated with departmental staff, Federal and State officials on disaster recovery issues
. Attended State Interoperable Communications Plan update meeting on Wednesday morning.
. Met with Bethel Acres Emergency Manager and Health Department Local Emergency Response Coordinator on Thursday concerning planning and exercise activities.
Capital Projects Update:
. Telephone System Replacement: Coordinating with AT&T to get PRI interface
. Communications Systems Upgrades: Motorola- Portable radios received at shop. Working on template design with police and fire chiefs. Mobile radios order placed shipping to occur within next 2 weeks. Staging of repeater site equipment set at the factory for the last week of September
. City of Shawnee: Director still working on site layout, equipment, and supply issues
. Outdoor Warning Devices: Have received the equipment from American Signal to convert telephone line control to radio control. Need to schedule installation with vendor
. Public Storm Shelters: Director working with 2 sites to negotiate agreement for use of facilities.
. National Incident Management System Annual Report: Computer input due for both City of Shawnee and Pottawatomie County by September 30, 2013
<HR>
UTILITY DEPARTMENT/Steve Nelms, Director
Water Treatment Plant (Staff of 10)
Average production: *MGD: 4.947 Last week: *MGD: 4.739
. Pumped 1,090,008,000MG to date compared to 1,190,959,000MG 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: 1.320 **BOD: 9 mg/l ***TSS: 4.5 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: 1.622 **BOD: 3.5 mg/l ***TSS: 3.7 mg/l
. Hauled 132,000 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: 57, Main Breaks: 4, Leak Checks: 12, Cut-offs: 2, Reset Water Meters: 6, Service Lines: 0; Water/Sewer Line Locates: 200
. Worked on shop tickets, and service orders from customer service.
PCDA
Leak Checks: 0, Set/Reset Water Meters: 0, Meter Re-reads: 2, Water Line Locates: 5
> Total Miles: 239 Total Man Hours: 65 Main Breaks: 4
Valve Maintenance (staff of 3)
. Located/performed serviceability check on valves at 4 different locations
. Located/performed serviceability check on fire hydrants at 47 location
Wastewater Collection (Staff of 7)
Sewer lines flushed: 28,950 ft. Flushed (year to date): 752,774 ft.
Total Service Calls: 53, Sewer Lines Checked: 50, Lift Stations Checked: 16 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 had training on it Tuesday, July 9th, 2013. Staff met with SRB on Friday, August 9th, 2013 to go over Waste Water Collection, Waste Water Treatment, Water Supply and Treatment, and Water Distribution. On August 19th, 2013 the Wastewater Hydraulic Model Software was approved by Commission. Currently waiting on installation of the software. SRB conducted a Filter Media Evaluation on Wednesday, August 28th, 2013 which lasted fourteen hours; results are still pending. Staff also had a meeting with SRB the same day, discussion of getting Commissioners updated were among the topics. Staff and Carollo Engineers met with DEQ on Thursday, August 29th, 2013 to go over possible options for the wastewater treatment system. SMA staff sent SRB information requested for the Southside Wastewater Treatment Plant, and an updated list of manholes needed for the sewer model software. Staff will meet with SRB on Friday, September 13th, 2013 to receive training on the hydraulic water model software.
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. 115' of 12" pipe was installed at the 1100 block of Philadelphia. The 1900 block of Union has been bursted and services are being hooked up to the new line. Contractors are now at the location of Oakland and Pennsylvania. All pipe has been pulled and services are being attached to new line.
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. Contractors have exposed the Wes Watkins line for the meter vault, and cut into it to drain the remaining water. The meter will be assembled then lowered into the pit to assure accurate cuts are made as to not take out too much, or too little of the existing pipe. Contractors have poured the floor of the vault at Wes Watkins, and have assembled the meter. Jordan Contractors have hired a contractor to build the vault itself. The remaining two meter vault areas have been located, and lines are being potholed to verify depths. The walls for the meter at Wes Watkins are being formed and the contractor is set to pour on Monday, September 16th, 2013. The other two vaults have been excavated and will be set Monday, September 16th, 2013.
Jefferson Terrace Water Line Replacement, COS-SMA-14-01 Jordan Contractors was awarded the bid on August 5th, 2013. Estimated start date for this project is October 1st, 2013.
Water Treatment Plant Sludge Removal, COS-SMA-14-02- Nutri-Ject Systems, Inc. was awarded the bid on August 5th, 2013. Estimated start date for this project is September 19th, 2013.
24" Sewer Rehab Project (Sliplining Existing 24" Concrete Pipe), COS-SMA-13-07- Urban Contractors was awarded the bid on August 19th, 2013. Staff met with Urban Contractors for a pre-work meeting on August 28th, 2013. Work will commence when the slip line arrives, which will be in approximately 4-6 weeks. The estimated start date for this project is September 30th, 2013.
Repair and Restoration of the River Bank Failure at the WTP- Smith Roberts Baldischwiler, LLC is currently in the engineering phase. SRB had their survey team on site August 28th, 2013.
<HR>
AIRPORT/Keenan English, Assistant Airport Manager
. Application for World Fuel Services Alliance Program turned in
. Developing improved airport emergency plan and fuel spill response procedures
Fuel Sales
July 2013 fuel sales continue to steadily increase:
. August 2012 = Avgas 1,945.64 Gallons; Jet A 958.01 Gallons
. August 2013 = Avgas 3,728.41 Gallons; Jet A 1,223.99 Gallons
. FY to Date 13-14 = Avgas 6,355.90 Gallons; Jet A 2,481.17 Gallons
Airport Advisory Board
. Regular monthly meeting scheduled for September 18, 2013.
. Donald Wade & Associates, Inc. will present airport land appraisal results to the board on September 18, 2013.
Foreign Trade Zone (FTZ) Application
. FTZ application has been approved
. Staff working with SEDF to market the airport's new designation.
2013 Fly-in, Airshow & Pancake Breakfast - October 5, 2013
. Planning underway
. Currently soliciting volunteers and sponsors
. Presentation to CVB on September 12, 2013 at 11:30 a.m.
. Rotary Club will sponsor breakfast
. Air show and static displays
<HR>
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/Street ROWs
. Restroom repairs to several buildings
. Working on Park Inspections
. Mosquito spraying in the evenings when weather allows
. Sprayed fence lines a Dockery, Lions, Milstead, and Lilac ball fields
Cemetery Division (staff of 4)
. 2 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
. Working with insurance company on tornado reimbursement
. 26 units in last week with 41 total repairs
. EVT schools and testing
Shawnee Twin Lakes
. The repair of the floating fishing dock has started and is nearing completion.
. Electrician has started repairs.
Wes Watkins Reservoir
. Crews are working on mowing and weed eating.
. On my drive through of the park, there were several RVs using the area.
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.
Auditorium Exterior Restoration and Window Replacement
. Project is moving along good, windows are still about a month off
City Hall ADA Restroom Project
. Will bid out project soon
The Tree Bank Foundation Great Tree Giveaway
. City staff turned in an application for 500 trees last week to be given away to those affected by the tornado in May. The exact date has not been set yet but it will be towards the end of October. We will be receiving 250 trees on October 23rd. The species will be a mixture of oaks, maples, junipers, hollies, sycamores, crape myrtles and redbuds (as available at the time of delivery).
<HR>
EXPOSITION CENTER/Mike Jackson, Operations Manager
. September 10-11, OGE Meeting, Conference Center, Upstairs
. September 11-14, Baptist Campers on a Mission, Grandstands
. September 14-15, Oklahoma Junior High School Rodeo, Grandstands Arena
. September 14, Canadian Valley Electric Coop Annual Meeting, Conference Center
<HR>
PLANNING/COMMUNITY DEVELOPMENT/Justin Erickson, Director
Planning
. Staff attended the annual meeting and planning session of the Shawnee Economic Development Foundation.
. Staff attended the Downtown Taskforce Committee meeting at the Chamber of Commerce.
. Staff attended the City Beautification Meeting.
. Staff held nuisance abatement hearings to discuss potentially dilapidated buildings
. Staff met with developers and discussed current and pending projects.
. 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 will consider the revisions in October.
. The Action Center is currently investigating the following complaints:
o Dilapidated Buildings: 29 active cases
o Derelict Vehicles: 7 active cases
o Junk/Trash: 16 active cases
o Tall Grass/Weeds: 115 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 November 2013.
. Zoning Code Update- Staff continues work preparing drafts of a revised Shawnee Zoning and Subdivision Code. The Planning Commission is held a workshop in September. A workshop to discuss Industrial Zoning is scheduled for October 2.
. 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.
<HR>
FINANCE DEPARTMENT/Cynthia Sementelli, Finance
. Worked on bank reconciliations
. Worked on year end for auditors
. Worked on fixed assets
. Entered budget amendments
. Signed PAA for pension choice
. Worked on year end accruals
. Attended the CVB Monthly meeting
. Prepared financials for Airport Advisory meeting
<HR>
CITY CLERK'S OFFICE/UTILITY BILLING/Phyllis Loftis, City Clerk
City Clerk
. Preparation of City Commission and Authorities Agendas meeting for September 3, 2013 meeting
. Filed 16 Public Nuisance Liens with Pottawatomie County Clerk and 5 Lien Releases with Pottawatomie County Clerk; filed 11 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.
<HR>
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 - Cemetery, NWWTP, SWWTP deployed, WTP/Unzner Remain
o TCM Imaging Solution Project - IT continues deploying desktop software, active in Finance, HR
o Unitrends Backup Appliance Deployment - Backups are now running, tweaking schedule for optimum solution, reviewing failures, expanding use
o Mobile Device Management Deployment - Continues, preparing to send out links/configuration
o Web Server Migration - Major code redesign in progress to allow smooth migration, continued updates, mapping issues on new box
o AFIX System Replacement - Deploying localized virtual 32bit client to work around OSBI 64bit limits
o License Plate Reader Server component - Server component now installed, coordinating for uploads / server access
o EOC Interactive Projector Replacement - waiting on vendor / equipment
o Home Drive Storage migration - Test migrations performed, permission issues to resolve
o City Hall Kiosk - iPad stand configured, testing in IT before deployment
o Brazos Citation Import for Global System - Working with vendor, waiting on proper offense listing from PD
<HR>
FIRE DEPARTMENT/David Short, Chief
Suppression
Responded to 100 emergency calls broken down by type below:
. Fires: 9
. Rescue & EMS: 68
. Hazardous conditions: 1
. Service Calls: 5
. Good Intent Calls: 11
. False Alarms: 6
. Overpressure Rupture, Explosion: 0
Fire Prevention
Plan Reviews
. Reach sub-station, Center and Independence
New Construction Inspections
. Amplify Church, 5630 N. Harrison (Hydraulic test on sprinkler system)
Requested / Administrative Inspections:
. None
Permits and On-Site Inspections
. 3 Open burn Permits issued
. Amplify Church, 5630 N. Harrison (sprinkler system)
Training
Assigned Shift, Company & Individual Training:
. Physical Fitness Incentive Testing (All Shifts) (9/3-5/13)
. Fire Officer I @ El Reno, OK (Reece, Henry, Sheppard) (9/9-11/13) (9/23-24/13)
. Fire Instructor I @ MWC, OK (Kriwanek) (9/16-18, 19/13)
. Rope Rescue I (9/17-18/13)
. Lieutenant Academy Phase I (9/23/13 - 10/4/13)
. EMT Transitional Refresher (All Shifts) (1/13-17, 20/14)
Training Chief Schedule:
. (3) PFF Orientation & Training (8/25/13 - 9/6/13)
. FireHouse Software Conference @ Phoenix, AZ (9/10-13/13)
. (6) PFF Orientation & Training (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
. Development Minimum Company Standards (4th Quarter 2013)
. Development, Training, Implementation: Fire Ground Survival Program
. Coordination with IT Department on Deployment of iPad's, Software and Equipment to F.D. Vehicles
. FireHouse Software Integration (Dispatch CAD)
. One iPad assigned to Ladder 1 (TBD)
. IT User Group Committee
Medical Director Activities:
. EMS Skills Evaluation (TBD)
. Documentation SOG (Draft)
. Addition of Medical Equipment (TBD)
<HR>
POLICE DEPARTMENT/Russ Frantz, Chief
Police
. Police reports: 160 / arrests: 35
Total Citations: 52 Handwritten Citations: 7 E-Citations: 45 Percent of E-Citations: 86.54 %
Dispatch
. Dispatch managed 1699 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
. Working on Mental Health Training Program
. Working on Police Priority Dispatch training for each shift
CID
. 21 Cases Forwarded to CID for Review
. 5 Felony Cases Assigned / 0 Misdemeanor Cases Assigned / 2 Other Cases Assigned
. 5 Felony Cases Cleared / 0 Misdemeanor Cases Cleared / 4 Other Cases Cleared
. 6 Felonies Filed through DA's Office
. 10 No Further Needed (NFN) Cases
. 3 Pending Assignment (PA) Cases
. 10 Assists with Patrol and Other Agencies
COP's Grant Program
. Investigated drug tips
. Conducted drug house surveillance
. K&T marijuana seizure
. Expo community Event
. Prepare and served two house search warrants.
. Arrested one for: trafficking in methamphetamine and multiple other charges.
. Arrested three more for possession of CDS.
. Seized meth, cash, and a vehicle
Staff
Police Officers - 59 / 3 open positions / 1 deployed on Military / 53 available
. 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: 58 >Animals Impounded: 42 >Animals reclaimed: 5 >Animals adopted: 1
Friday, September 20, 2013
Bulk Waste schedule for October 2013.
The curbside Bulk Waste schedule for October 2013 has been posted on our Sanitation Page. Click the link below to view it.
Thursday, September 19, 2013
OBU News 30 Live on Thursdays, replays on Friday
The Oklahoma Baptist University News 30 program will begin broadcasting live again on Thursday, September 19th at 6:30pm. The OBU News 30 program features local OBU students providing local news coverage and is available for viewing on local cable channel 30 or streaming here at http://www.ShawneeOK.org/Live.
Future show dates are:
September 26th
October 3, 24, and 31
November 7, 14, and 21
December 5th
Tune in to Ch30 and see local news reports on those dates at 6:30pm.
We also replay the News30 programs on Friday night at 6:30pm so if youve missed a show you should be able to catch the replay.
Future show dates are:
September 26th
October 3, 24, and 31
November 7, 14, and 21
December 5th
Tune in to Ch30 and see local news reports on those dates at 6:30pm.
We also replay the News30 programs on Friday night at 6:30pm so if youve missed a show you should be able to catch the replay.
Monday, September 16, 2013
Staff Activity Report for Sept 1 - Sept 7, 2013
CITY MANAGERS OFFICE/Brian McDougal, Manager
. Attended the ribbon cutting for AOK RR bridge dedication over the N Canadian River
. Budget, Audit and Sales tax discussion with the city treasurer
. AVEDIS grant funding discussion with the Planning Director and Operations Director
. Meeting with retailer regarding locating in Shawnee
. Workman's Compensation Conference call regarding the new state law rules and regulations
. Meeting with staff regarding sales tax audits, inspections and compliance
. Met with Last Frontier Council on wrap up of the FOS campaign
. Discussion with OBU regarding construction projects
. Met with City Attorney regarding various projects
. Met with a consultant (tweet my jobs) regarding an electronic format for City-wide job postings
<HR>
ENGINEERING/STREETS/TRAFFIC CONTROL/John Krywicki, Director
. Federal Street Bridge Repair Project: PBx is working on the deck beams attaching metal straps to the existing beams where they can weld the metal angles to these straps. They are also hanging the support A frames to the south side of the bridge, an extension to the deck beyond the bridge beams themselves. Slopes are in place on both sides. Welder is scheduled back Tuesday to continue with the welding of the metal straps to the angles. According to PBx they should be installing the pans that span the beams by weeks end.
. Airport Trails Project: Project is complete except for the additions to the drain pipe that is scheduled to be installed around the garden area. A final totals of all pay items is 75 percent complete, had scheduled a meeting with Travis a couple of weeks back but he never showed up.
. Bell Street Streetscape Project from Farrall to 7th: All Roads has everything addressed as for their contract except for the lighting at Farrell, which they have a sub TLS working on this. Once the lighted poles are relocated they will have all of their work done. OG&E has set all the night light poles and will be working on making connections Tuesday and Wednesday of this week. They seem to think they could be complete by Friday. Shawnee Mill is concerned about the light poles across from their dock, this is where semis back into the dock and they use all of the area to back into the dock. They want us to install some pipe bollards to protect the poles, need to know if this is something we want to address before one of these poles get hit by a semi.
. City Hall Parking Lot Improvements: Project is 95 percent complete; all that is left off the original contract is stripping the parking lot. I will have Traffic department remove the existing signs in the parking lot, need direction on if we want to install new poles for the signs or mount the signs on the building. Additional parking blocks will need to be installed on the new design.
. Projects under Design by Engineering Dept.:
. Main Street Streetscape Project
. Municipal Swimming Pool Parking Lot
. 10th Street Drainage Structure Repair
. Various water line projects for SMA
<HR>
EMERGENCY MANAGEMENT/Don Lynch, Director
. Attended OKWIN Storm Plan meeting in Edmond on Friday
. Worked on addressing requests, coordinated with County 9-1-1 addressing technician on issues
. Registered 2 individual storm shelters
. Continued work with FEMA/State Officials on documentation and project worksheet preparation
. Coordinated with departmental staff, Federal and State officials on disaster recovery issues
. Set up LEPC booth at Pott. County fair
Capital Projects Update:
. Telephone System Replacement: Coordinating with a. t. & t. to get PRI interface
. Communications Systems Upgrades: Motorola- Portable radios received at shop. Working on template design with police and fire chiefs. Mobile radios order placed shipping to occur within next 2 weeks. Staging of repeater site equipment set at the factory for the last week of September
. City of Shawnee: Director still working on site layout, equipment, and supply issues
. Outdoor Warning Devices: Have received the equipment from American Signal to convert telephone line control to radio control. Need to schedule installation with vendor
. Public Storm Shelters: Director working with 2 sites to negotiate agreement for use of facilities.
. National Incident Management System Annual Report: Computer input due for both City of Shawnee and Pottawatomie County by September 30, 2013
<HR>
UTILITY DEPARTMENT/Steve Nelms, Director
Water Treatment Plant (Staff of 10)
Average production: *MGD: 4.739 Last week: *MGD: 4.699
. Pumped 1,053,777,000MG to date compared to 1,153,209,000MG 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: 1.187 **BOD: 9 mg/l ***TSS: 3.5 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: 1.679 **BOD: 2.2 mg/l ***TSS: 2.5 mg/l
. Hauled 132,000 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: 58, Main Breaks: 1, Leak Checks: 20, Cut-offs: 1, Reset Water Meters: 3, Service Lines: 3; Water/Sewer Line Locates: 209
. Worked on shop tickets, and service orders from customer service.
PCDA
Leak Checks: 0, Set/Reset Water Meters: 0, Meter Re-reads: 13, Water Line Locates: 19
> Total Miles: 493 Total Man Hours: 106 Main Breaks: 1
Valve Maintenance (staff of 3)
. Located/performed serviceability check on valves at 11 different locations
. Located/performed serviceability check on fire hydrants at 1 location
Wastewater Collection (Staff of 7)
Sewer lines flushed: 13,275 ft. Flushed (year to date): 723,824 ft.
Total Service Calls: 17, Sewer Lines Checked: 22, Lift Stations Checked: 20, 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 had training on it Tuesday, July 9th, 2013. Staff met with SRB on Friday, August 9th, 2013 to go over Waste Water Collection, Waste Water Treatment, Water Supply and Treatment, and Water Distribution. On August 19th, 2013 the Wastewater Hydraulic Model Software was approved by Commission. Currently waiting on installation of the software. SRB conducted a Filter Media Evaluation on Wednesday, August 28th, 2013 which lasted fourteen hours; results are still pending. Staff also had a meeting with SRB the same day, discussion of getting Commissioners updated were among the topics. Staff and Carollo Engineers met with DEQ on Thursday, August 29th, 2013 to go over possible options for the wastewater treatment system. SMA staff sent SRB information requested for the Southside Wastewater Treatment Plant, and an updated list of manholes needed for the sewer model software.
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. 115' of 12" pipe was installed at the 1100 block of Philadelphia. The 1900 block of Union has been bursted and services are being hooked up to the new line. Contractors are now at the location of Oakland and Pennsylvania. All services have been located and new pipe will be pulled starting Monday, September 9th, 2013.
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. Contractors have exposed the Wes Watkins line for the meter vault, and cut into it to drain the remaining water. The meter will be assembled then lowered into the pit to assure accurate cuts are made as to not take out too much, or too little of the existing pipe. Contractors have poured the floor of the vault at Wes Watkins, and have assembled the meter. Jordan Contractors have hired a contractor to build the vault itself. The remaining two meter vault areas have been located, and lines are being potholed to verify depths.
Jefferson Terrace Water Line Replacement, COS-SMA-14-01 Jordan Contractors was awarded the bid on August 5th, 2013. Currently reviewing 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- Urban Contractors was awarded the bid on August 19th, 2013. Staff met with Urban Contractors for a pre-work meeting on August 28th, 2013. Work will commence when the slip line arrives, which will be in approximately 4-6 weeks. The estimated start date for this project is September 30th, 2013.
Repair and Restoration of the River Bank Failure at the WTP- Smith Roberts Baldischwiler, LLC is currently in the engineering phase. SRB had their survey team on site August 28th, 2013.
<HR>
AIRPORT/Keenan English, Assistant Airport Manager
. Moving forward with World Fuel Services Alliance Program
. Developing improved airport emergency plan and fuel spill response procedures
Fuel Sales
July 2013 fuel sales continue to steadily increase:
. August 2012 = Avgas 1,945.64 Gallons; Jet A 1,523.16 Gallons
. August 2013 = Avgas 4,410.26 Gallons; Jet A 958.01 Gallons
Airport Advisory Board
. Regular monthly meeting scheduled for September 18, 2013.
. Donald Wade & Associates, Inc. will present airport land appraisal results to the board on September 18, 2013.
Foreign Trade Zone (FTZ) Application
. FTZ application has been approved
. Staff working with SEDF to market the airport's new designation.
2013 Fly-in, Airshow & Pancake Breakfast - October 5, 2013
. Planning underway
. Currently soliciting volunteers and sponsors
. Presentation to CVB on September 12, 2013 at 11:30 a.m.
. Rotary Club will sponsor breakfast
. Air show and static displays
<HR>
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
. Restroom repairs to several buildings
. Helped EXPO move bleachers for Fair
. Moved items around at City Hall for Court
. Working on Park Inspections
. Mosquito spraying in the evenings when weather allows
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
. Working with insurance company on tornado reimbursement
. 22 units in last week with 33 total repairs
. EVT schools and testing
Shawnee Twin Lakes
. The repair of the floating fishing dock has started and is nearing completion, just waiting on the walkways.
. Electrician has started repairs.
Wes Watkins Reservoir
. Lake level is 1 ½ ft. below normal.
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 is complete, just need to move everything back into the offices.
Auditorium Exterior Restoration and Window Replacement
. Project is moving along good, windows are still about a month off
City Hall ADA Restroom Project
. Will bid out project soon
The Tree Bank Foundation Great Tree Giveaway
. City staff turned in an application for 500 trees last week to be given away to those affected by the tornado in May. The exact date has not been set yet but it will be towards the end of October. We will be receiving 250 trees on October 23rd. The species will be a mixture of oaks, maples, junipers, hollies, sycamores, crape myrtles and redbuds (as available at the time of delivery).
<HR>
EXPOSITION CENTER/Mike Jackson, Operations Manager
. September 5-7, Pottawatomie County Fair
. September 5, OGE
<HR>
PLANNING/COMMUNITY DEVELOPMENT/Justin Erickson, Director
Planning
. Staff presented materials at the City Commission meeting on September 3.
. Staff presented materials at the Planning Commission meeting on September 4.
. Staff met with nonprofit agencies working on upcoming large events in Downtown Shawnee.
. Staff met with developers and discussed current and pending projects.
. 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 will consider the revisions in October.
. The Action Center is currently investigating the following complaints:
o Dilapidated Buildings: 30 active cases
o Derelict Vehicles: 6 active cases
o Junk/Trash: 13 active cases
o Tall Grass/Weeds: 130 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 October 2013.
. Zoning Code Update- Staff continues work preparing drafts of a revised Shawnee Zoning and Subdivision Code. The Planning Commission is holding a workshop in September. A workshop to discuss Industrial Zoning is scheduled for October 2.
. 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.
<HR>
FINANCE DEPARTMENT/Cynthia Sementelli, Finance
. Worked on bank reconciliations
. Worked on year end for auditors
. Worked on fixed assets
. Entered budget amendments
. Signed PAA for pension choice
. Worked on year end accruals
. Attended the CVB Monthly meeting
. Prepared financials for Airport Advisory meeting
CITY CLERK'S OFFICE/UTILITY BILLING/Phyllis Loftis, City Clerk
City Clerk
. Preparation of City Commission and Authorities Agendas meeting for September 3, 2013 meeting
. Filed 14 Public Nuisance Liens with Pottawatomie County Clerk.
. 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 cut-off for non-payment (9/4/13)
. Routine customer service/billing, water and sewer transactions and issues involving payment arrangements, cut-offs, past-due collections and sanitation.
<HR>
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 - Cemetery, NWWTP, SWWTP deployed, WTP/Unzner Remain
o TCM Imaging Solution Project - IT continues deploying desktop software, active in Finance, HR
o Unitrends Backup Appliance Deployment - Backups are now running, tweaking schedule for optimum solution, reviewing failures, expanding use
o Mobile Device Management Deployment - Continues, preparing to send out links/configuration
o Web Server Migration - Major code redesign in progress to allow smooth migration, continued updates, mapping issues on new box
o AFIX System Replacement - Deploying localized virtual 32bit client to work around OSBI 64bit limits
o License Plate Reader Server component - Server component now installed, coordinating for uploads / server access
o EOC Interactive Projector Replacement - waiting on vendor / equipment
o Home Drive Storage migration - Test migrations performed, permission issues to resolve
o City Hall Kiosk - iPad stand configured, testing in IT before deployment
o Brazos Citation Import for Global System - Working with vendor, waiting on proper offense listing from PD
<HR>
FIRE DEPARTMENT/David Short, Chief
Suppression
Responded to 91 emergency calls broken down by type below:
. Fires: 9
. Rescue & EMS: 57
. Hazardous conditions: 3
. Service Calls: 5
. Good Intent Calls: 5
. False Alarms: 11
. Overpressure Rupture, Explosion: 0
Fire Prevention
Plan Reviews
. Amplify Church, 5630 N. Harrison (fire alarm system)
. Amplify Church, 5630 N. Harrison (sprinkler system)
. St. Benedict's, 632 N. Kickapoo (fire alarm system)
New Construction Inspections
. Shawnee Wound Care, 3700 N. Kickapoo (alarm and sprinkler)
Requested / Administrative Inspections:
. Wesley United Methodist, 302 E. Independence
. County Fair, Expo Center
Permits and On-Site Inspections
. County Fair, Expo Center
Training
Chief Underwood is out of state attending class.
<HR>
POLICE DEPARTMENT/Russ Frantz, Chief
Police
. Police reports: 176 / arrests: 32
Total Citations: 118 Handwritten Citations: 19 E-Citations: 99 Percent of E-Citations: 83.90 %
Dispatch
. Dispatch managed 1666 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
. Working on Mental Health Training Program
. Working on Police Priority Dispatch training for each shift
CID
. 17 Cases Forwarded to CID for Review
. 6 Felony Cases Assigned / 0 Misdemeanor Cases Assigned / 3 Other Cases Assigned
. 4 Felony Cases Cleared / 0 Misdemeanor Cases Cleared / 2 Other Cases Cleared
. 4 Felonies Filed through DA's Office
. 3 Total Arrests Made
. $900.00 Total Property Recovered
. 0 Pending Assignment (PA) Cases
. Assists with Patrol and Other Agencies
COP's Grant Program
. Conducted face book surveillance
. Conducted stationary and intermittent surveillance
. Safety Corridor
. OHSO paperwork
. Drive Awareness
. Alive at 25
. Investigated citizen drug tips
. Monthly DTF meeting
. Processed phone for evidence
. Firearms training
. Prepared Intel reports
. Traffic stop pursuant to drug house surveillance
. EODS
. MATSC
Staff
Police Officers - 59 / 3 open positions / 1 deployed on Military / 53 available
. 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: 42 >Animals Impounded: 36 >Animals reclaimed: 7 >Animals adopted: 2
. Attended the ribbon cutting for AOK RR bridge dedication over the N Canadian River
. Budget, Audit and Sales tax discussion with the city treasurer
. AVEDIS grant funding discussion with the Planning Director and Operations Director
. Meeting with retailer regarding locating in Shawnee
. Workman's Compensation Conference call regarding the new state law rules and regulations
. Meeting with staff regarding sales tax audits, inspections and compliance
. Met with Last Frontier Council on wrap up of the FOS campaign
. Discussion with OBU regarding construction projects
. Met with City Attorney regarding various projects
. Met with a consultant (tweet my jobs) regarding an electronic format for City-wide job postings
<HR>
ENGINEERING/STREETS/TRAFFIC CONTROL/John Krywicki, Director
. Federal Street Bridge Repair Project: PBx is working on the deck beams attaching metal straps to the existing beams where they can weld the metal angles to these straps. They are also hanging the support A frames to the south side of the bridge, an extension to the deck beyond the bridge beams themselves. Slopes are in place on both sides. Welder is scheduled back Tuesday to continue with the welding of the metal straps to the angles. According to PBx they should be installing the pans that span the beams by weeks end.
. Airport Trails Project: Project is complete except for the additions to the drain pipe that is scheduled to be installed around the garden area. A final totals of all pay items is 75 percent complete, had scheduled a meeting with Travis a couple of weeks back but he never showed up.
. Bell Street Streetscape Project from Farrall to 7th: All Roads has everything addressed as for their contract except for the lighting at Farrell, which they have a sub TLS working on this. Once the lighted poles are relocated they will have all of their work done. OG&E has set all the night light poles and will be working on making connections Tuesday and Wednesday of this week. They seem to think they could be complete by Friday. Shawnee Mill is concerned about the light poles across from their dock, this is where semis back into the dock and they use all of the area to back into the dock. They want us to install some pipe bollards to protect the poles, need to know if this is something we want to address before one of these poles get hit by a semi.
. City Hall Parking Lot Improvements: Project is 95 percent complete; all that is left off the original contract is stripping the parking lot. I will have Traffic department remove the existing signs in the parking lot, need direction on if we want to install new poles for the signs or mount the signs on the building. Additional parking blocks will need to be installed on the new design.
. Projects under Design by Engineering Dept.:
. Main Street Streetscape Project
. Municipal Swimming Pool Parking Lot
. 10th Street Drainage Structure Repair
. Various water line projects for SMA
<HR>
EMERGENCY MANAGEMENT/Don Lynch, Director
. Attended OKWIN Storm Plan meeting in Edmond on Friday
. Worked on addressing requests, coordinated with County 9-1-1 addressing technician on issues
. Registered 2 individual storm shelters
. Continued work with FEMA/State Officials on documentation and project worksheet preparation
. Coordinated with departmental staff, Federal and State officials on disaster recovery issues
. Set up LEPC booth at Pott. County fair
Capital Projects Update:
. Telephone System Replacement: Coordinating with a. t. & t. to get PRI interface
. Communications Systems Upgrades: Motorola- Portable radios received at shop. Working on template design with police and fire chiefs. Mobile radios order placed shipping to occur within next 2 weeks. Staging of repeater site equipment set at the factory for the last week of September
. City of Shawnee: Director still working on site layout, equipment, and supply issues
. Outdoor Warning Devices: Have received the equipment from American Signal to convert telephone line control to radio control. Need to schedule installation with vendor
. Public Storm Shelters: Director working with 2 sites to negotiate agreement for use of facilities.
. National Incident Management System Annual Report: Computer input due for both City of Shawnee and Pottawatomie County by September 30, 2013
<HR>
UTILITY DEPARTMENT/Steve Nelms, Director
Water Treatment Plant (Staff of 10)
Average production: *MGD: 4.739 Last week: *MGD: 4.699
. Pumped 1,053,777,000MG to date compared to 1,153,209,000MG 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: 1.187 **BOD: 9 mg/l ***TSS: 3.5 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: 1.679 **BOD: 2.2 mg/l ***TSS: 2.5 mg/l
. Hauled 132,000 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: 58, Main Breaks: 1, Leak Checks: 20, Cut-offs: 1, Reset Water Meters: 3, Service Lines: 3; Water/Sewer Line Locates: 209
. Worked on shop tickets, and service orders from customer service.
PCDA
Leak Checks: 0, Set/Reset Water Meters: 0, Meter Re-reads: 13, Water Line Locates: 19
> Total Miles: 493 Total Man Hours: 106 Main Breaks: 1
Valve Maintenance (staff of 3)
. Located/performed serviceability check on valves at 11 different locations
. Located/performed serviceability check on fire hydrants at 1 location
Wastewater Collection (Staff of 7)
Sewer lines flushed: 13,275 ft. Flushed (year to date): 723,824 ft.
Total Service Calls: 17, Sewer Lines Checked: 22, Lift Stations Checked: 20, 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 had training on it Tuesday, July 9th, 2013. Staff met with SRB on Friday, August 9th, 2013 to go over Waste Water Collection, Waste Water Treatment, Water Supply and Treatment, and Water Distribution. On August 19th, 2013 the Wastewater Hydraulic Model Software was approved by Commission. Currently waiting on installation of the software. SRB conducted a Filter Media Evaluation on Wednesday, August 28th, 2013 which lasted fourteen hours; results are still pending. Staff also had a meeting with SRB the same day, discussion of getting Commissioners updated were among the topics. Staff and Carollo Engineers met with DEQ on Thursday, August 29th, 2013 to go over possible options for the wastewater treatment system. SMA staff sent SRB information requested for the Southside Wastewater Treatment Plant, and an updated list of manholes needed for the sewer model software.
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. 115' of 12" pipe was installed at the 1100 block of Philadelphia. The 1900 block of Union has been bursted and services are being hooked up to the new line. Contractors are now at the location of Oakland and Pennsylvania. All services have been located and new pipe will be pulled starting Monday, September 9th, 2013.
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. Contractors have exposed the Wes Watkins line for the meter vault, and cut into it to drain the remaining water. The meter will be assembled then lowered into the pit to assure accurate cuts are made as to not take out too much, or too little of the existing pipe. Contractors have poured the floor of the vault at Wes Watkins, and have assembled the meter. Jordan Contractors have hired a contractor to build the vault itself. The remaining two meter vault areas have been located, and lines are being potholed to verify depths.
Jefferson Terrace Water Line Replacement, COS-SMA-14-01 Jordan Contractors was awarded the bid on August 5th, 2013. Currently reviewing 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- Urban Contractors was awarded the bid on August 19th, 2013. Staff met with Urban Contractors for a pre-work meeting on August 28th, 2013. Work will commence when the slip line arrives, which will be in approximately 4-6 weeks. The estimated start date for this project is September 30th, 2013.
Repair and Restoration of the River Bank Failure at the WTP- Smith Roberts Baldischwiler, LLC is currently in the engineering phase. SRB had their survey team on site August 28th, 2013.
<HR>
AIRPORT/Keenan English, Assistant Airport Manager
. Moving forward with World Fuel Services Alliance Program
. Developing improved airport emergency plan and fuel spill response procedures
Fuel Sales
July 2013 fuel sales continue to steadily increase:
. August 2012 = Avgas 1,945.64 Gallons; Jet A 1,523.16 Gallons
. August 2013 = Avgas 4,410.26 Gallons; Jet A 958.01 Gallons
Airport Advisory Board
. Regular monthly meeting scheduled for September 18, 2013.
. Donald Wade & Associates, Inc. will present airport land appraisal results to the board on September 18, 2013.
Foreign Trade Zone (FTZ) Application
. FTZ application has been approved
. Staff working with SEDF to market the airport's new designation.
2013 Fly-in, Airshow & Pancake Breakfast - October 5, 2013
. Planning underway
. Currently soliciting volunteers and sponsors
. Presentation to CVB on September 12, 2013 at 11:30 a.m.
. Rotary Club will sponsor breakfast
. Air show and static displays
<HR>
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
. Restroom repairs to several buildings
. Helped EXPO move bleachers for Fair
. Moved items around at City Hall for Court
. Working on Park Inspections
. Mosquito spraying in the evenings when weather allows
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
. Working with insurance company on tornado reimbursement
. 22 units in last week with 33 total repairs
. EVT schools and testing
Shawnee Twin Lakes
. The repair of the floating fishing dock has started and is nearing completion, just waiting on the walkways.
. Electrician has started repairs.
Wes Watkins Reservoir
. Lake level is 1 ½ ft. below normal.
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 is complete, just need to move everything back into the offices.
Auditorium Exterior Restoration and Window Replacement
. Project is moving along good, windows are still about a month off
City Hall ADA Restroom Project
. Will bid out project soon
The Tree Bank Foundation Great Tree Giveaway
. City staff turned in an application for 500 trees last week to be given away to those affected by the tornado in May. The exact date has not been set yet but it will be towards the end of October. We will be receiving 250 trees on October 23rd. The species will be a mixture of oaks, maples, junipers, hollies, sycamores, crape myrtles and redbuds (as available at the time of delivery).
<HR>
EXPOSITION CENTER/Mike Jackson, Operations Manager
. September 5-7, Pottawatomie County Fair
. September 5, OGE
<HR>
PLANNING/COMMUNITY DEVELOPMENT/Justin Erickson, Director
Planning
. Staff presented materials at the City Commission meeting on September 3.
. Staff presented materials at the Planning Commission meeting on September 4.
. Staff met with nonprofit agencies working on upcoming large events in Downtown Shawnee.
. Staff met with developers and discussed current and pending projects.
. 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 will consider the revisions in October.
. The Action Center is currently investigating the following complaints:
o Dilapidated Buildings: 30 active cases
o Derelict Vehicles: 6 active cases
o Junk/Trash: 13 active cases
o Tall Grass/Weeds: 130 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 October 2013.
. Zoning Code Update- Staff continues work preparing drafts of a revised Shawnee Zoning and Subdivision Code. The Planning Commission is holding a workshop in September. A workshop to discuss Industrial Zoning is scheduled for October 2.
. 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.
<HR>
FINANCE DEPARTMENT/Cynthia Sementelli, Finance
. Worked on bank reconciliations
. Worked on year end for auditors
. Worked on fixed assets
. Entered budget amendments
. Signed PAA for pension choice
. Worked on year end accruals
. Attended the CVB Monthly meeting
. Prepared financials for Airport Advisory meeting
CITY CLERK'S OFFICE/UTILITY BILLING/Phyllis Loftis, City Clerk
City Clerk
. Preparation of City Commission and Authorities Agendas meeting for September 3, 2013 meeting
. Filed 14 Public Nuisance Liens with Pottawatomie County Clerk.
. 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 cut-off for non-payment (9/4/13)
. Routine customer service/billing, water and sewer transactions and issues involving payment arrangements, cut-offs, past-due collections and sanitation.
<HR>
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 - Cemetery, NWWTP, SWWTP deployed, WTP/Unzner Remain
o TCM Imaging Solution Project - IT continues deploying desktop software, active in Finance, HR
o Unitrends Backup Appliance Deployment - Backups are now running, tweaking schedule for optimum solution, reviewing failures, expanding use
o Mobile Device Management Deployment - Continues, preparing to send out links/configuration
o Web Server Migration - Major code redesign in progress to allow smooth migration, continued updates, mapping issues on new box
o AFIX System Replacement - Deploying localized virtual 32bit client to work around OSBI 64bit limits
o License Plate Reader Server component - Server component now installed, coordinating for uploads / server access
o EOC Interactive Projector Replacement - waiting on vendor / equipment
o Home Drive Storage migration - Test migrations performed, permission issues to resolve
o City Hall Kiosk - iPad stand configured, testing in IT before deployment
o Brazos Citation Import for Global System - Working with vendor, waiting on proper offense listing from PD
<HR>
FIRE DEPARTMENT/David Short, Chief
Suppression
Responded to 91 emergency calls broken down by type below:
. Fires: 9
. Rescue & EMS: 57
. Hazardous conditions: 3
. Service Calls: 5
. Good Intent Calls: 5
. False Alarms: 11
. Overpressure Rupture, Explosion: 0
Fire Prevention
Plan Reviews
. Amplify Church, 5630 N. Harrison (fire alarm system)
. Amplify Church, 5630 N. Harrison (sprinkler system)
. St. Benedict's, 632 N. Kickapoo (fire alarm system)
New Construction Inspections
. Shawnee Wound Care, 3700 N. Kickapoo (alarm and sprinkler)
Requested / Administrative Inspections:
. Wesley United Methodist, 302 E. Independence
. County Fair, Expo Center
Permits and On-Site Inspections
. County Fair, Expo Center
Training
Chief Underwood is out of state attending class.
<HR>
POLICE DEPARTMENT/Russ Frantz, Chief
Police
. Police reports: 176 / arrests: 32
Total Citations: 118 Handwritten Citations: 19 E-Citations: 99 Percent of E-Citations: 83.90 %
Dispatch
. Dispatch managed 1666 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
. Working on Mental Health Training Program
. Working on Police Priority Dispatch training for each shift
CID
. 17 Cases Forwarded to CID for Review
. 6 Felony Cases Assigned / 0 Misdemeanor Cases Assigned / 3 Other Cases Assigned
. 4 Felony Cases Cleared / 0 Misdemeanor Cases Cleared / 2 Other Cases Cleared
. 4 Felonies Filed through DA's Office
. 3 Total Arrests Made
. $900.00 Total Property Recovered
. 0 Pending Assignment (PA) Cases
. Assists with Patrol and Other Agencies
COP's Grant Program
. Conducted face book surveillance
. Conducted stationary and intermittent surveillance
. Safety Corridor
. OHSO paperwork
. Drive Awareness
. Alive at 25
. Investigated citizen drug tips
. Monthly DTF meeting
. Processed phone for evidence
. Firearms training
. Prepared Intel reports
. Traffic stop pursuant to drug house surveillance
. EODS
. MATSC
Staff
Police Officers - 59 / 3 open positions / 1 deployed on Military / 53 available
. 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: 42 >Animals Impounded: 36 >Animals reclaimed: 7 >Animals adopted: 2
Wednesday, September 11, 2013
City Mosquito Pest Spraying Program Update
Spraying for mosquito pests is a common preventive practice across the nation but especially in southern areas such as Shawnee where Mosquitos are common. This particular year, more rain than average has exasperated the issue and we have experienced many more citizen complaints in regard to the mosquito population. Mosquitos do transmit diseases but we are fortunate in our part of the world that few of these are deadly to humans. However Mosquitos do provide the transit for heart worms and other illnesses in the animal population and can still pose threats to humans so overall, the pest must must be controlled.
The spraying program has been active in Shawnee for decades although generally unnoticed due to the overnight process that is used during calmer parts of the day. This allows the solution to settle into the low lying water areas interrupting the mosquito life cycle. Due to the large number of complaints from citizens this year and an overall I crease of the pest population, the spraying program has been accelerated and is covering more area to better control the issue.
The city strives to provide the best overall living conditions for our citizens and must continue to provide services that benefit the health and safety of the community.
The spraying program has been active in Shawnee for decades although generally unnoticed due to the overnight process that is used during calmer parts of the day. This allows the solution to settle into the low lying water areas interrupting the mosquito life cycle. Due to the large number of complaints from citizens this year and an overall I crease of the pest population, the spraying program has been accelerated and is covering more area to better control the issue.
The city strives to provide the best overall living conditions for our citizens and must continue to provide services that benefit the health and safety of the community.
Tuesday, September 10, 2013
Downtown Facade Grants - Application Process Now Open!
The City of Shawnee in partnership with the Shawnee Industrial Authority (SIA) is proud to announce the opening of the third grant cycle for the Downtown Façade Grant program. Grant applications are due October 18, 2013.<br>
<br>
The Façade Grant is intended to encourage positive, high-impact improvements to historically significant buildings within the designated area. The goal is to promote joint public/private investment, encourage business development and support appropriate revitalization to as many private properties as possible within Downtown. The grants provide up to $2,500 in matching funds to be used on the front façade of a building.<br>
<br>
Based on prior success, the boundary for eligible properties has expanded, providing more properties the opportunity to benefit from the grant. To qualify, properties must be zoned C-4 and fall within the designated area, which is generally described as:<br>
<br>
South of Highland Street<br>
North of Seventh Street<br>
East of Beard Street<br>
West of Philadelphia Street<br>
Main Street from Kickapoo Street to Harrison Street<br>
<br>
For an application or for more details, please contact the Community Development Department at: 878-1665 or inquire within at 222 N. Broadway.
<br>
The Façade Grant is intended to encourage positive, high-impact improvements to historically significant buildings within the designated area. The goal is to promote joint public/private investment, encourage business development and support appropriate revitalization to as many private properties as possible within Downtown. The grants provide up to $2,500 in matching funds to be used on the front façade of a building.<br>
<br>
Based on prior success, the boundary for eligible properties has expanded, providing more properties the opportunity to benefit from the grant. To qualify, properties must be zoned C-4 and fall within the designated area, which is generally described as:<br>
<br>
South of Highland Street<br>
North of Seventh Street<br>
East of Beard Street<br>
West of Philadelphia Street<br>
Main Street from Kickapoo Street to Harrison Street<br>
<br>
For an application or for more details, please contact the Community Development Department at: 878-1665 or inquire within at 222 N. Broadway.
Shawnee Beautification Meeting
AGENDA<br>
Shawnee Beautification Committee<br>
September 12, 2013 - 4:00 PM<br>
Shawnee City Hall Emergency Operation Center Conference Room<br>
1) Call to Order.<br>
<br>
2) Roll Call and Declaration of a Quorum.<br>
<br>
3) Approval of Minutes for JULY 2013.<br>
4) Acknowledge there was no meeting for August. <br>
5) Discussion on Airport Landscaping. (Tom Terry)<br>
6) Discussion on the September 14th work day. (Tom Terry)<br>
7) Old Business. <br>
A) Update on the Demolition of the Restaurant at I-40 and Harrison. (Janet Turner)<br>
B) Update on the Harrison Planter. (Tom Terry)<br>
<br>
8) New Business.<br>
<br>
9) Comments.<br>
<br>
10) Adjournment<br>
<br>
Shawnee Beautification Committee<br>
September 12, 2013 - 4:00 PM<br>
Shawnee City Hall Emergency Operation Center Conference Room<br>
1) Call to Order.<br>
<br>
2) Roll Call and Declaration of a Quorum.<br>
<br>
3) Approval of Minutes for JULY 2013.<br>
4) Acknowledge there was no meeting for August. <br>
5) Discussion on Airport Landscaping. (Tom Terry)<br>
6) Discussion on the September 14th work day. (Tom Terry)<br>
7) Old Business. <br>
A) Update on the Demolition of the Restaurant at I-40 and Harrison. (Janet Turner)<br>
B) Update on the Harrison Planter. (Tom Terry)<br>
<br>
8) New Business.<br>
<br>
9) Comments.<br>
<br>
10) Adjournment<br>
<br>
Friday, September 6, 2013
Staff Activity Report for Aug 25 - Aug 31, 2013
CITY MANAGERS OFFICE/Brian McDougal, Manager
. Attended the ribbon cutting for AOK RR bridge dedication over the N Canadian River
. Budget, Audit and Sales tax discussion with the city treasurer
. AVEDIS grant funding discussion with the Planning Director and Operations Director
. Meeting with retailer regarding locating in Shawnee
. Workman's Compensation Conference call regarding the new state law rules and regulations
. Meeting with staff regarding sales tax audits, inspections and compliance
. Met with Last Frontier Council on wrap up of the FOS campaign
. Discussion with OBU regarding construction projects
. Met with City Attorney regarding various projects
. Met with a consultant (tweet my jobs) regarding an electronic format for City-wide job postings
<hr>
ENGINEERING/STREETS/TRAFFIC CONTROL/John Krywicki, Director
. Federal Street Bridge Repair Project: Contractor has begun construction of concrete slope walls under the bridge to protect the abutments from continued erosion and undermining of the abutment and wall have been placed. Overall, project approximately 70% complete. Contractor still has the deck and parapet wall to install and he is to begin that the week of Sept 9.
. 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 installed and operational. Contractor is working on misc punch list items to complete, and will have those done within the next two weeks. OGE has been paid to install the decorative lighting from Farrall to 7th, unfortunately, they have not worked on this project as much as the City would like, and there is still 3-4 weeks of work to install the lighting if OGE would start.
. City Hall Parking Lot Improvements: Project is about 80% complete. All the concrete paving has been placed on the new parking lot project, and City employees are using the lot. This week, Contractor will mill the existing asphalt parking lot on Thursday Sept5, then after cleanup, will schedule placement of 2 asphalt surfacing the week of Sept 9th.
Projects under Design by Engineering Dept.:
. Main Street Streetscape Project
. Municipal Swimming Pool Parking Lot
. 10th Street Drainage Structure Repair
. Various water line projects for SMA
<hr>
EMERGENCY MANAGEMENT/Don Lynch, Director
. Processed 911 remittance checks
. Registered 5 individual storm shelters
. Met with State Emergency Management Staff and EXPO Center staff to coordinate a Statewide Interoperable Communications Drill at the EXPO in October
. Coordinated with departmental staff, Federal and State officials on disaster recovery issues
. Conducted internal after-action review on disaster
. Prepared materials for set up of LEPC booth at Pott. County fair
Capital Projects Update:
. Telephone System Replacement: Desk Set installation mostly complete. Few special locations left to go Coordinating with a. t. & t. to get PRI interface
. Communications Systems Upgrades: Motorola- Portable radios received at shop. Working on template design with police and fire chiefs. Mobile radios order placed shipping to occur within next 2 weeks. Staging of repeater site equipment set at the factory for the last week of September
. City of Shawnee: Director still working on site layout, equipment, and supply issues
. Outdoor Warning Devices: Have received the equipment from American Signal to convert telephone line control to radio control. Need to schedule installation with vendor
. Public Storm Shelters: Director working with 2 sites to negotiate agreement for use of facilities.
. National Incident Management System Annual Report: Computer input due for both City of Shawnee and Pottawatomie County by September 30, 2013
<hr>
UTILITY DEPARTMENT/Steve Nelms, Director
Water Treatment Plant (Staff of 10)
Average production: *MGD: 4.699 Last week: *MGD: 4.051
. Pumped 1,018,968,000MG to date compared to 1,114,522,000MG 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: 1.276 **BOD: 8 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: 1.994 **BOD: 2.2 mg/l ***TSS: 2.5 mg/l
. Hauled 583,000 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: 110, Main Breaks: 5, Leak Checks: 31, Cut-offs: 4, Reset Water Meters: 22, Service Lines: 2; Water/Sewer Line Locates: 179
. Worked on shop tickets, and service orders from customer service.
PCDA
Leak Checks: 0, Set/Reset Water Meters: 0, Meter Re-reads: 13, Water Line Locates: 19
> Total Miles: 493 Total Man Hours: 106 Main Breaks: 1
Valve Maintenance (staff of 3)
. Located/performed serviceability check on valves at 10 different locations
. Located/performed serviceability check on fire hydrants at 3 different locations
. Repaired/Rebuilt fire hydrant at 1 different locations
Wastewater Collection (Staff of 7)
Sewer lines flushed: 8,300 ft. Flushed (year to date): 710,549 ft.
Total Service Calls: 17, Sewer Lines Checked: 16, Lift Stations Checked: 24, 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 had training on it Tuesday, July 9th, 2013. Staff met with SRB on Friday, August 9th, 2013 to go over Waste Water Collection, Waste Water Treatment, Water Supply and Treatment, and Water Distribution. On August 19th, 2013 the Wastewater Hydraulic Model Software was approved by Commission. Currently waiting on installation of the software. SRB conducted a Filter Media Evaluation on Wednesday, August 28th, 2013 which lasted fourteen hours; results are still pending. Staff also had a meeting with SRB the same day, discussion of getting Commissioners updated were among the topics. Staff and Carollo Engineers met with DEQ on Thursday, August 29th, 2013 to go over possible options for the wastewater treatment system.
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. 115' of 12" pipe was installed at the 1100 block of Philadelphia. The 1900 block of Union has been bursted and services are being hooked up to the new line.
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. Contractors have exposed the Wes Watkins line for the meter vault, and cut into it to drain the remaining water. The meter will be assembled then lowered into the pit to assure accurate cuts are made as to not take out too much, or too little of the existing pipe. Contractors have poured the floor of the vault at Wes Watkins, and have started to assemble the meter. The remaining two meter vault areas have been located, and lines are being potholed to verify depths.
Jefferson Terrace Water Line Replacement, COS-SMA-14-01 Jordan Contractors was awarded the bid on August 5th, 2013. Currently reviewing 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- Urban Contractors was awarded the bid on August 19th, 2013. Staff met with Urban Contractors for a pre-work meeting on August 28th, 2013. Work will commence when the slip line arrives, which will be in approximately 4-6 weeks. The estimated start date for this project is September 30th, 2013.
Repair and Restoration of the River Bank Failure at the WTP- Smith Roberts Baldischwiler, LLC is currently in the engineering phase. SRB had their survey team on site August 28th, 2013.
<hr>
AIRPORT/Keenan English, Assistant Airport Manager
. Moving forward with World Fuel Services Alliance Program
. Developing improved airport emergency plan and fuel spill response procedures
Fuel Sales
July 2013 fuel sales continue to steadily increase:
. August 2012 = Avgas 1,945.64 Gallons; Jet A 1,523.16 Gallons
. August 2013 = Avgas 4,410.26 Gallons; Jet A 958.01 Gallons
Airport Advisory Board
. Regular monthly meeting scheduled for September 18, 2013.
. Donald Wade & Associates, Inc. will present airport land appraisal results to the board on September 18, 2013.
Foreign Trade Zone (FTZ) Application
. FTZ application has been approved
. Staff working with SEDF to market the airport's new designation.
2013 Fly-in, Airshow & Pancake Breakfast - October 5, 2013
. Planning underway
. Currently soliciting volunteers and sponsors
. Presentation to CVB on September 12, 2013 at 11:30 a.m.
. Rotary Club will sponsor breakfast
. Air show and static displays
<hr>
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
. Mosquito spraying in the evenings when weather allows
Cemetery Division (staff of 4)
. 1 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
. Working with insurance company on tornado reimbursement
. 22 units in last week with 33 total repairs
. EVT schools and testing
Shawnee Twin Lakes
. The repair of the floating fishing dock has started and will take a couple of weeks to complete.
. Electrician to start repairs soon.
Wes Watkins Reservoir
. Park remains busy.
. All boat ramps are busy.
. Cameras have been installed for security.
. An oversight committee meeting will be held September 5, 2013.
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 has moved slowly, should complete project by September 6th.
Auditorium Exterior Restoration and Window Replacement
. Project underway, windows have been ordered.
City Hall ADA Restroom Project
. Will bid out project soon
The Tree Bank Foundation Great Tree Giveaway
. City staff turned in an application for 500 trees last week to be given away to those affected by the tornado in May. The exact date has not been set yet but it will be towards the end of October. Staff is awaiting the confirmation that we will receive some trees.
<hr>
EXPOSITION CENTER/Mike Jackson, Operations Manager
. August 28, OGE Meeting, Conference Center, Upstairs
. August 29, FFA Greenhand Day, Conference Center
. August 31-September 1, G&S Promotions Gun & Knife Show, Conference Center
. August 31-September 1, 4th Annual Labor Day Production Goat Sale, Otto Krausse Building
. August 30-September 1, Oklahoma Quarter Horse Foundation Show, Fred Humphrey Pavilion
<hr>
PLANNING/COMMUNITY DEVELOPMENT/Justin Erickson, Director
Planning
. Staff prepared materials for the upcoming City Commission meeting on September 3.
. The City of Shawnee issued eight (8) new residential home permits in August 2013.
. Staff met with developers and discussed current and pending projects.
. 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 will consider the revisions at their September 16 regular meeting.
. Action center staff have been inundated by "tall grass and weed" complaints.
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 October 2013.
. Zoning Code Update- Staff continues work preparing drafts of a revised Shawnee Zoning and Subdivision Code. The Planning Commission is holding a workshop in September.
. 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.
<hr>
FINANCE DEPARTMENT/Cynthia Sementelli, Finance
. Worked on bank reconciliations
. Worked on year end for auditors
. Review commission agenda with Diane
. Worked on fixed assets
. Entered budget amendments
. Signed PAA for pension choice
. Worked on year end accruals
<hr>
CITY CLERK'S OFFICE/UTILITY BILLING/Phyllis Loftis, City Clerk
City Clerk
. Preparation of City Commission and Authorities Agendas for September 3, 2013 meeting
. Filed 12 Public Nuisance Liens and 1 Lien Release with Pottawatomie County Clerk; filed 2 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 cut-off for non-payment (8/28/13)
. Billing for Zone 2 (8/28/13)
. Kiosk report for August: 183 customers used kiosks, $14,840.15 collected at kiosks.
. Routine customer service/billing, water and sewer transactions and issues involving payment arrangements, cut-offs, past-due collections and sanitation.
<hr>
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 - Cemetery, NWWTP, SWWTP deployed, WTP/Unzner Remain
o TCM Imaging Solution Project - IT continues deploying desktop software, active in Finance, HR
o Unitrends Backup Appliance Deployment - Backups are now running, tweaking schedule for optimum solution, reviewing failures, expanding use
o Mobile Device Management Deployment - Continues, preparing to send out links/configuration
o Web Server Migration - Major code redesign in progress to allow smooth migration, continued updates, mapping issues on new box
o AFIX System Replacement - Deploying localized virtual 32bit client to work around OSBI 64bit limits
o License Plate Reader Server component - Server component now installed, coordinating for uploads / server access
o EOC Interactive Projector Replacement - waiting on vendor / equipment
o Home Drive Storage migration - Test migrations performed, permission issues to resolve
o City Hall Kiosk - iPad stand configured, testing in IT before deployment
o Brazos Citation Import for Global System - Working with vendor, waiting on proper offense listing from PD
<hr>
FIRE DEPARTMENT/David Short, Chief
Suppression
Responded to 87 emergency calls broken down by type below:
. Fires: 4
. Rescue & EMS: 66
. Hazardous conditions: 4
. Service Calls: 5
. Good Intent Calls: 6
. False Alarms: 2
. Overpressure Rupture, Explosion: 0
Fire Prevention
Plan Reviews
. First Baptist Church (fire alarm system)
New Construction Inspections
. Joann's Fabrics, Shawnee Mall (alarm and sprinkler)
Requested / Administrative Inspections:
. Old ONG Bldg., 10th and Bell
. Institute of Hair Design, 1601 ½ N. Harrison
Permits and On-Site Inspections
. 2 open burn permits
. Onion Burger, 117 N. Bell (hood suppression system)
. Amplify Church, 5630 N. Harrison (alarm system)
. St. Benedict's, 632 N. Kickapoo (alarm system)
Training
Assigned Shift, Company & Individual Training:
. Auto Extrication Refresher (All Shifts) (8/28-30/13)
. Physical Fitness Incentive Testing (All Shifts) (9/3-5/13)
. Fire Instructor I @ Choctaw, OK (Kriwanek) (9/3-9/9/13)
. Fire Officer I @ El Reno, OK (Reece) (9/9-11/13) (9/23-24/13
. Rope Rescue I (9/17-18/13)
. EMT Transitional Refresher (All Shifts) (1/13-17, 20/14)
Tentative Shift, Company & Individual Training:
. Lieutenant Academy Phase I (9/23/13-10/4/13)
Training Chief Schedule:
. PFF Interviews (8/20-21/2013)
. (3) PFF Scheduled Start Date (8/25/13)
. FireHouse Software Conference @ Phoenix, AZ (9/10-13/13)
. (6) PFF Scheduled Start Date (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
. Development Minimum Company Standards (4th Quarter 2013)
. Development, Training, Implementation: Fire Ground Survival Program
. Coordination with IT Department on Deployment of iPad's, Software and Equipment to F.D. Vehicles
. FireHouse Software Integration (Dispatch CAD)
. One iPad assigned to Ladder 1 (TBD)
. IT User Group Committee
Medical Director Activities:
. EMS Skills Evaluation (TBD)
. Documentation SOG (Draft)
. Addition of Medical Equipment (TBD)
<hr>
POLICE DEPARTMENT/Russ Frantz, Chief
Police
. Police reports: 162 / arrests: 35
Total Citations: 48 Handwritten Citations: 19 E-Citations: 29 Percent of E-Citations: 60.42 %
Dispatch
. Dispatch managed 1734 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
. 9 Cases Forwarded to CID for Review
. 5 Felony Cases Assigned / 1 Misdemeanor Cases Assigned / 4 Other Cases Assigned
. 3 Felony Cases Cleared / 1 Misdemeanor Cases Cleared / 3 Other Cases Cleared
. 6 Felonies Filed through DA's Office
. 2 Total Arrests Made
. $210.49 Total Property Recovered
. 0 Pending Assignment (PA) Cases
. 1 Assists with Patrol and Other Agencies
COP's Grant Program
. Conducted Face book surveillance
. Prepared two arrest warrants
. conducted traffic stops for suspicious activity
. Investigated drug cases
. prepared reports to be filed followed up on drug tips
. interviewed informants
. conducted surveillance on suspected drug dealers and houses
. traffic stop on suspected drug dealer
. Priority Dispatch in service training
. Assist U.S. Marshals with fugitive apprehension
. Served search warrant on drug house
. Drive Sober or Get Pulled Over Campaign
Staff
Police Officers - 59 / 3 open positions / 1 deployed on Military / 53 available
. 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: 52 >Animals Impounded: 32 >Animals reclaimed: 1 >Animals adopted: 0
. Attended the ribbon cutting for AOK RR bridge dedication over the N Canadian River
. Budget, Audit and Sales tax discussion with the city treasurer
. AVEDIS grant funding discussion with the Planning Director and Operations Director
. Meeting with retailer regarding locating in Shawnee
. Workman's Compensation Conference call regarding the new state law rules and regulations
. Meeting with staff regarding sales tax audits, inspections and compliance
. Met with Last Frontier Council on wrap up of the FOS campaign
. Discussion with OBU regarding construction projects
. Met with City Attorney regarding various projects
. Met with a consultant (tweet my jobs) regarding an electronic format for City-wide job postings
<hr>
ENGINEERING/STREETS/TRAFFIC CONTROL/John Krywicki, Director
. Federal Street Bridge Repair Project: Contractor has begun construction of concrete slope walls under the bridge to protect the abutments from continued erosion and undermining of the abutment and wall have been placed. Overall, project approximately 70% complete. Contractor still has the deck and parapet wall to install and he is to begin that the week of Sept 9.
. 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 installed and operational. Contractor is working on misc punch list items to complete, and will have those done within the next two weeks. OGE has been paid to install the decorative lighting from Farrall to 7th, unfortunately, they have not worked on this project as much as the City would like, and there is still 3-4 weeks of work to install the lighting if OGE would start.
. City Hall Parking Lot Improvements: Project is about 80% complete. All the concrete paving has been placed on the new parking lot project, and City employees are using the lot. This week, Contractor will mill the existing asphalt parking lot on Thursday Sept5, then after cleanup, will schedule placement of 2 asphalt surfacing the week of Sept 9th.
Projects under Design by Engineering Dept.:
. Main Street Streetscape Project
. Municipal Swimming Pool Parking Lot
. 10th Street Drainage Structure Repair
. Various water line projects for SMA
<hr>
EMERGENCY MANAGEMENT/Don Lynch, Director
. Processed 911 remittance checks
. Registered 5 individual storm shelters
. Met with State Emergency Management Staff and EXPO Center staff to coordinate a Statewide Interoperable Communications Drill at the EXPO in October
. Coordinated with departmental staff, Federal and State officials on disaster recovery issues
. Conducted internal after-action review on disaster
. Prepared materials for set up of LEPC booth at Pott. County fair
Capital Projects Update:
. Telephone System Replacement: Desk Set installation mostly complete. Few special locations left to go Coordinating with a. t. & t. to get PRI interface
. Communications Systems Upgrades: Motorola- Portable radios received at shop. Working on template design with police and fire chiefs. Mobile radios order placed shipping to occur within next 2 weeks. Staging of repeater site equipment set at the factory for the last week of September
. City of Shawnee: Director still working on site layout, equipment, and supply issues
. Outdoor Warning Devices: Have received the equipment from American Signal to convert telephone line control to radio control. Need to schedule installation with vendor
. Public Storm Shelters: Director working with 2 sites to negotiate agreement for use of facilities.
. National Incident Management System Annual Report: Computer input due for both City of Shawnee and Pottawatomie County by September 30, 2013
<hr>
UTILITY DEPARTMENT/Steve Nelms, Director
Water Treatment Plant (Staff of 10)
Average production: *MGD: 4.699 Last week: *MGD: 4.051
. Pumped 1,018,968,000MG to date compared to 1,114,522,000MG 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: 1.276 **BOD: 8 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: 1.994 **BOD: 2.2 mg/l ***TSS: 2.5 mg/l
. Hauled 583,000 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: 110, Main Breaks: 5, Leak Checks: 31, Cut-offs: 4, Reset Water Meters: 22, Service Lines: 2; Water/Sewer Line Locates: 179
. Worked on shop tickets, and service orders from customer service.
PCDA
Leak Checks: 0, Set/Reset Water Meters: 0, Meter Re-reads: 13, Water Line Locates: 19
> Total Miles: 493 Total Man Hours: 106 Main Breaks: 1
Valve Maintenance (staff of 3)
. Located/performed serviceability check on valves at 10 different locations
. Located/performed serviceability check on fire hydrants at 3 different locations
. Repaired/Rebuilt fire hydrant at 1 different locations
Wastewater Collection (Staff of 7)
Sewer lines flushed: 8,300 ft. Flushed (year to date): 710,549 ft.
Total Service Calls: 17, Sewer Lines Checked: 16, Lift Stations Checked: 24, 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 had training on it Tuesday, July 9th, 2013. Staff met with SRB on Friday, August 9th, 2013 to go over Waste Water Collection, Waste Water Treatment, Water Supply and Treatment, and Water Distribution. On August 19th, 2013 the Wastewater Hydraulic Model Software was approved by Commission. Currently waiting on installation of the software. SRB conducted a Filter Media Evaluation on Wednesday, August 28th, 2013 which lasted fourteen hours; results are still pending. Staff also had a meeting with SRB the same day, discussion of getting Commissioners updated were among the topics. Staff and Carollo Engineers met with DEQ on Thursday, August 29th, 2013 to go over possible options for the wastewater treatment system.
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. 115' of 12" pipe was installed at the 1100 block of Philadelphia. The 1900 block of Union has been bursted and services are being hooked up to the new line.
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. Contractors have exposed the Wes Watkins line for the meter vault, and cut into it to drain the remaining water. The meter will be assembled then lowered into the pit to assure accurate cuts are made as to not take out too much, or too little of the existing pipe. Contractors have poured the floor of the vault at Wes Watkins, and have started to assemble the meter. The remaining two meter vault areas have been located, and lines are being potholed to verify depths.
Jefferson Terrace Water Line Replacement, COS-SMA-14-01 Jordan Contractors was awarded the bid on August 5th, 2013. Currently reviewing 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- Urban Contractors was awarded the bid on August 19th, 2013. Staff met with Urban Contractors for a pre-work meeting on August 28th, 2013. Work will commence when the slip line arrives, which will be in approximately 4-6 weeks. The estimated start date for this project is September 30th, 2013.
Repair and Restoration of the River Bank Failure at the WTP- Smith Roberts Baldischwiler, LLC is currently in the engineering phase. SRB had their survey team on site August 28th, 2013.
<hr>
AIRPORT/Keenan English, Assistant Airport Manager
. Moving forward with World Fuel Services Alliance Program
. Developing improved airport emergency plan and fuel spill response procedures
Fuel Sales
July 2013 fuel sales continue to steadily increase:
. August 2012 = Avgas 1,945.64 Gallons; Jet A 1,523.16 Gallons
. August 2013 = Avgas 4,410.26 Gallons; Jet A 958.01 Gallons
Airport Advisory Board
. Regular monthly meeting scheduled for September 18, 2013.
. Donald Wade & Associates, Inc. will present airport land appraisal results to the board on September 18, 2013.
Foreign Trade Zone (FTZ) Application
. FTZ application has been approved
. Staff working with SEDF to market the airport's new designation.
2013 Fly-in, Airshow & Pancake Breakfast - October 5, 2013
. Planning underway
. Currently soliciting volunteers and sponsors
. Presentation to CVB on September 12, 2013 at 11:30 a.m.
. Rotary Club will sponsor breakfast
. Air show and static displays
<hr>
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
. Mosquito spraying in the evenings when weather allows
Cemetery Division (staff of 4)
. 1 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
. Working with insurance company on tornado reimbursement
. 22 units in last week with 33 total repairs
. EVT schools and testing
Shawnee Twin Lakes
. The repair of the floating fishing dock has started and will take a couple of weeks to complete.
. Electrician to start repairs soon.
Wes Watkins Reservoir
. Park remains busy.
. All boat ramps are busy.
. Cameras have been installed for security.
. An oversight committee meeting will be held September 5, 2013.
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 has moved slowly, should complete project by September 6th.
Auditorium Exterior Restoration and Window Replacement
. Project underway, windows have been ordered.
City Hall ADA Restroom Project
. Will bid out project soon
The Tree Bank Foundation Great Tree Giveaway
. City staff turned in an application for 500 trees last week to be given away to those affected by the tornado in May. The exact date has not been set yet but it will be towards the end of October. Staff is awaiting the confirmation that we will receive some trees.
<hr>
EXPOSITION CENTER/Mike Jackson, Operations Manager
. August 28, OGE Meeting, Conference Center, Upstairs
. August 29, FFA Greenhand Day, Conference Center
. August 31-September 1, G&S Promotions Gun & Knife Show, Conference Center
. August 31-September 1, 4th Annual Labor Day Production Goat Sale, Otto Krausse Building
. August 30-September 1, Oklahoma Quarter Horse Foundation Show, Fred Humphrey Pavilion
<hr>
PLANNING/COMMUNITY DEVELOPMENT/Justin Erickson, Director
Planning
. Staff prepared materials for the upcoming City Commission meeting on September 3.
. The City of Shawnee issued eight (8) new residential home permits in August 2013.
. Staff met with developers and discussed current and pending projects.
. 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 will consider the revisions at their September 16 regular meeting.
. Action center staff have been inundated by "tall grass and weed" complaints.
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 October 2013.
. Zoning Code Update- Staff continues work preparing drafts of a revised Shawnee Zoning and Subdivision Code. The Planning Commission is holding a workshop in September.
. 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.
<hr>
FINANCE DEPARTMENT/Cynthia Sementelli, Finance
. Worked on bank reconciliations
. Worked on year end for auditors
. Review commission agenda with Diane
. Worked on fixed assets
. Entered budget amendments
. Signed PAA for pension choice
. Worked on year end accruals
<hr>
CITY CLERK'S OFFICE/UTILITY BILLING/Phyllis Loftis, City Clerk
City Clerk
. Preparation of City Commission and Authorities Agendas for September 3, 2013 meeting
. Filed 12 Public Nuisance Liens and 1 Lien Release with Pottawatomie County Clerk; filed 2 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 cut-off for non-payment (8/28/13)
. Billing for Zone 2 (8/28/13)
. Kiosk report for August: 183 customers used kiosks, $14,840.15 collected at kiosks.
. Routine customer service/billing, water and sewer transactions and issues involving payment arrangements, cut-offs, past-due collections and sanitation.
<hr>
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 - Cemetery, NWWTP, SWWTP deployed, WTP/Unzner Remain
o TCM Imaging Solution Project - IT continues deploying desktop software, active in Finance, HR
o Unitrends Backup Appliance Deployment - Backups are now running, tweaking schedule for optimum solution, reviewing failures, expanding use
o Mobile Device Management Deployment - Continues, preparing to send out links/configuration
o Web Server Migration - Major code redesign in progress to allow smooth migration, continued updates, mapping issues on new box
o AFIX System Replacement - Deploying localized virtual 32bit client to work around OSBI 64bit limits
o License Plate Reader Server component - Server component now installed, coordinating for uploads / server access
o EOC Interactive Projector Replacement - waiting on vendor / equipment
o Home Drive Storage migration - Test migrations performed, permission issues to resolve
o City Hall Kiosk - iPad stand configured, testing in IT before deployment
o Brazos Citation Import for Global System - Working with vendor, waiting on proper offense listing from PD
<hr>
FIRE DEPARTMENT/David Short, Chief
Suppression
Responded to 87 emergency calls broken down by type below:
. Fires: 4
. Rescue & EMS: 66
. Hazardous conditions: 4
. Service Calls: 5
. Good Intent Calls: 6
. False Alarms: 2
. Overpressure Rupture, Explosion: 0
Fire Prevention
Plan Reviews
. First Baptist Church (fire alarm system)
New Construction Inspections
. Joann's Fabrics, Shawnee Mall (alarm and sprinkler)
Requested / Administrative Inspections:
. Old ONG Bldg., 10th and Bell
. Institute of Hair Design, 1601 ½ N. Harrison
Permits and On-Site Inspections
. 2 open burn permits
. Onion Burger, 117 N. Bell (hood suppression system)
. Amplify Church, 5630 N. Harrison (alarm system)
. St. Benedict's, 632 N. Kickapoo (alarm system)
Training
Assigned Shift, Company & Individual Training:
. Auto Extrication Refresher (All Shifts) (8/28-30/13)
. Physical Fitness Incentive Testing (All Shifts) (9/3-5/13)
. Fire Instructor I @ Choctaw, OK (Kriwanek) (9/3-9/9/13)
. Fire Officer I @ El Reno, OK (Reece) (9/9-11/13) (9/23-24/13
. Rope Rescue I (9/17-18/13)
. EMT Transitional Refresher (All Shifts) (1/13-17, 20/14)
Tentative Shift, Company & Individual Training:
. Lieutenant Academy Phase I (9/23/13-10/4/13)
Training Chief Schedule:
. PFF Interviews (8/20-21/2013)
. (3) PFF Scheduled Start Date (8/25/13)
. FireHouse Software Conference @ Phoenix, AZ (9/10-13/13)
. (6) PFF Scheduled Start Date (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
. Development Minimum Company Standards (4th Quarter 2013)
. Development, Training, Implementation: Fire Ground Survival Program
. Coordination with IT Department on Deployment of iPad's, Software and Equipment to F.D. Vehicles
. FireHouse Software Integration (Dispatch CAD)
. One iPad assigned to Ladder 1 (TBD)
. IT User Group Committee
Medical Director Activities:
. EMS Skills Evaluation (TBD)
. Documentation SOG (Draft)
. Addition of Medical Equipment (TBD)
<hr>
POLICE DEPARTMENT/Russ Frantz, Chief
Police
. Police reports: 162 / arrests: 35
Total Citations: 48 Handwritten Citations: 19 E-Citations: 29 Percent of E-Citations: 60.42 %
Dispatch
. Dispatch managed 1734 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
. 9 Cases Forwarded to CID for Review
. 5 Felony Cases Assigned / 1 Misdemeanor Cases Assigned / 4 Other Cases Assigned
. 3 Felony Cases Cleared / 1 Misdemeanor Cases Cleared / 3 Other Cases Cleared
. 6 Felonies Filed through DA's Office
. 2 Total Arrests Made
. $210.49 Total Property Recovered
. 0 Pending Assignment (PA) Cases
. 1 Assists with Patrol and Other Agencies
COP's Grant Program
. Conducted Face book surveillance
. Prepared two arrest warrants
. conducted traffic stops for suspicious activity
. Investigated drug cases
. prepared reports to be filed followed up on drug tips
. interviewed informants
. conducted surveillance on suspected drug dealers and houses
. traffic stop on suspected drug dealer
. Priority Dispatch in service training
. Assist U.S. Marshals with fugitive apprehension
. Served search warrant on drug house
. Drive Sober or Get Pulled Over Campaign
Staff
Police Officers - 59 / 3 open positions / 1 deployed on Military / 53 available
. 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: 52 >Animals Impounded: 32 >Animals reclaimed: 1 >Animals adopted: 0
Tuesday, September 3, 2013
Staff Activity Report for Aug 18 - Aug 24, 2013
CITY MANAGERS OFFICE/Brian McDougal, Manager
. Attended the ribbon cutting for AOK RR bridge dedication over the N Canadian River
. Budget, Audit and Sales tax discussion with the city treasurer
. AVEDIS grant funding discussion with the Planning Director and Operations Director
. Meeting with retailer regarding locating in Shawnee
. Workman's Compensation Conference call regarding the new state law rules and regulations
. Meeting with staff regarding sales tax audits, inspections and compliance
. Met with Last Frontier Council on wrap up of the FOS campaign
. Discussion with OBU regarding construction projects
. Met with City Attorney regarding various projects
. Met with a consultant (tweet my jobs) regarding an electronic format for City-wide job postings
<HR>
ENGINEERING/STREETS/TRAFFIC CONTROL/John Krywicki, Director
No new report submitted.
. 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.
<HR>
EMERGENCY MANAGEMENT/Don Lynch, Director
No new report submitted.
. 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.
<HR>
UTILITY DEPARTMENT/Steve Nelms, Director
Water Treatment Plant (Staff of 10)
Average production: *MGD: 4.051 Last week: *MGD: 3.945
. Pumped 984,550,000MG to date compared to 1,076,934,000MG 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: 1.598 **BOD: 7 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: 2.022 **BOD: 2.1 mg/l ***TSS: 2.5 mg/l
. Hauled 418,000 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: 88, Main Breaks: 0, Leak Checks: 31, Cut-offs: 5, Reset Water Meters: 7, Service Lines: 1; Water/Sewer Line Locates: 194
. Replaced meter tiles at multiple locations.
. Worked on shop tickets, and service orders from customer service.
PCDA
Leak Checks: 0, Set/Reset Water Meters: 0, Meter Re-reads: 0, Water Line Locates: 0
> Total Miles: 152 Total Man Hours: 18 Main Breaks: 0
Valve Maintenance (staff of 3)
. Located/performed serviceability check on valves at 0 different locations
. Located/performed serviceability check on fire hydrants at 15 different locations
. Repaired/Rebuilt fire hydrant at 2 different locations
Wastewater Collection (Staff of 7)
Sewer lines flushed: 26,625 ft. Flushed (year to date): 702,249 ft.
Total Service Calls: 30, Sewer Lines Checked: 29, Lift Stations Checked: 20, 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 had training on it Tuesday, July 9th, 2013. Staff met with SRB on Friday, August 9th, 2013 to go over Waste Water Collection, Waste Water Treatment, Water Supply and Treatment, and Water Distribution. Staff will meet with DEQ on Thursday, August 29th, 2013 to explore Wastewater Systems grants.
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. 115' of 12" pipe was installed at the 1100 block of Philadelphia. Contractor has moved to the 1900 block of Union, and started uncovering services.
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. Contractors have exposed the Wes Watkins line for the meter vault, and cut into it to drain the remaining water. The meter will be assembled then lowered into the pit to assure accurate cuts are made as to not take out too much, or too little of the existing pipe.
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
Urban Contractors was awarded the bid on August 19th, 2013.
Repair and Restoration of the River Bank Failure at the WTP Smith Roberts Baldischwiler, LLC is currently in the engineering phase.
<HR>
AIRPORT/Keenan English, Assistant Airport Manager
. Moving forward with World Fuel Services Alliance Program
. FY2013-2014 budget process complete
. Developing improved airport emergency plan and fuel spill response procedures
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 September 18, 2013.
. Donald Wade & Associates, Inc. will present airport land appraisal results to the board on September 18, 2013.
Runway Rehabilitation Project
. All construction complete
. Grant(s) officially closed out.
Foreign Trade Zone (FTZ) Application
. FTZ application has been approved
. Staff working with SEDF to market the airport's new designation.
2013 Fly-in, Airshow & Pancake Breakfast - October 5, 2013
. Planning underway
. Currently soliciting volunteers and sponsors
. Application for CVB event funding has been submitted
. Rotary Club will sponsor breakfast
. Air show and static displays
<HR>
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
. Worked with OBU freshmen delivering mulch for their projects
. Worked flower bulb giveaway at Lake
Cemetery Division (staff of 4)
. 1 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
. 22 units in last week with 29 total repairs
. EVT schools and testing
Shawnee Twin Lakes
. The repair of the floating fishing dock has started and will take a couple of weeks to complete.
. Crews are preparing for the Labor Day Weekend.
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 is underway, should complete project by August 30th.
Auditorium Exterior Restoration and Window Replacement
. Project underway, windows have been ordered.
City Hall ADA Restroom Project
. Will bid out project soon
Flower Bulb Giveaway
. America responds with Love (a nonprofit organization) donated a semi load of flower bulbs to Shawnee and Moore to be distributed in the tornado affected areas. We have received a partial shipment to be distributed right away and the rest will come next spring. Gilbert and Sons Trucking was kind enough to stop by Joplin, Mo. On their way through and pick up the bulbs and deliver them to Shawnee for free, a big thanks to them. Shawnee will keep some bulbs to be planted around town, some will go to other small towns that were hit by the tornado, and the rest was given to the residents of Pott. Co. for planting. Many residents turned out this last weekend to get their free flowers.
The Tree Bank Foundation Great Tree Giveaway
. City staff turned in an application for 500 trees last week to be given away to those affected by the tornado in May. The exact date has not been set yet but it will be towards the end of October.
<HR>
EXPOSITION CENTER/Mike Jackson, Operations Manager
. August 19-24, Monkey Business Children's Consignment Sale
. August 23-24, Will Rogers Classic Goat Sale
. Upcoming Events
. August 31-September 1, G&S Promotions Gun & Knife Show
. August 31-September 1, Oklahoma Quarter Horse Foundation Show
. September 5-7, Pottawatomie County Free Fair
<HR>
PLANNING/COMMUNITY DEVELOPMENT/Justin Erickson, Director
Planning
. Staff prepared materials for the upcoming City Commission meeting on September 3.
. 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 will consider the revisions at their September 16 regular meeting.
. Action center staff have been inundated by "tall grass and weed" complaints.
. The Action Center is currently investigating the following complaints:
o Dilapidated Buildings: 31 active cases
o Derelict Vehicles: 5 active cases
o Junk/Trash: 15 active cases
o Tall Grass/Weeds: 163 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 October 2013.
. Zoning Code Update- Staff continues work preparing drafts of a revised Shawnee Zoning and Subdivision Code. The Planning Commission is holding a workshop in 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.
<HR>
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
. Worked on fixed assets for year end
<HR>
CITY CLERK'S OFFICE/UTILITY BILLING/Phyllis Loftis, City Clerk
City Clerk
. Preparation of City Commission and Authorities minutes for August 19, 2013 meeting
. Filed 30 Public Nuisance Liens Lien Releases with Pottawatomie County Clerk; filed 11 Public Nuisance Lien Certifications with Pottawatomie County Treasurer.
. Prepared ordinances for publication following city commission meeting
. Research regarding deed to Airport property for Operations Director
. Research regarding deed to North Airport property for Police Dept.
. Processed insurance claims for wrecked vehicles
. Helped process tort claim for citizens involved in accident with police vehicle
. 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 (8/21/13)
. Billing for Zone 1 (8/21/13)
. Routine customer service/billing, water and sewer transactions and issues involving payment arrangements, cut-offs, past-due collections and sanitation.
<HR>
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, NWWTP, WTP 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, reviewing failures
o Mobile Device Management Deployment - Continues, preparing to send out links/configuration
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 - Received software, scheduling for near future install
o EOC Interactive Projector Replacement - waiting on vendor / equipment
o Home Drive Storage migration - Researching automated solutions
o City Hall Kiosk - iPad stand ordered, web configuration continues
<HR>
FIRE DEPARTMENT/David Short, Chief
Suppression
Responded to 91 emergency calls broken down by type below:
. Fires: 1
. Rescue & EMS: 67
. Hazardous conditions: 2
. Service Calls: 4
. Good Intent Calls: 12
. False Alarms: 5
. Overpressure Rupture, Explosion: 0
Fire Prevention
Plan Reviews
. First Baptist Church (fire alarm system)
New Construction Inspections
. None
Requested / Administrative Inspections:
. Youth and Family Head Start, 1002 W. 7th
Permits and On-Site Inspections
. 3 open burn permits
. Spotlight on Shawnee Special Event
. First Baptist Church (alarm system)
Training
Assigned Shift, Company & Individual Training:
. Auto Extrication Refresher (All Shifts) (8/28-30/13)
. Fire Marshal's Association of Oklahoma @ Broken Bow, OK (Anderson) (8/28-30)
. Physical Fitness Incentive Testing (All Shifts) (9/3-5/13)
. Fire Instructor I @ Choctaw, OK (Kriwanek) (9/3-9/9/13)
. Fire Officer I @ El Reno, OK (Reece) (9/9-11/13) (9/23-24/13
. Rope Rescue I (9/17-18/13)
. EMT Transitional Refresher (All Shifts) (1/13-17, 20/14)
Tentative Shift, Company & Individual Training:
. Lieutenant Academy Phase I (TBD)
Training Chief Schedule:
. PFF Interviews (8/20-21/2013)
. (3) PFF Scheduled Start Date (8/25/13)
. FireHouse Software Conference @ Phoenix, AZ (9/10-13/13)
. (6) PFF Scheduled Start Date (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
. Development Minimum Company Standards (4th Quarter 2013)
. Development, Training, Implementation: Fire Ground Survival Program
. Coordination with IT Department on Deployment of iPad's, Software and Equipment to F.D. Vehicles
. FireHouse Software Integration (Dispatch CAD)
. One iPad assigned to Ladder 1 (TBD)
. IT User Group Committee
Medical Director Activities:
. EMS Skills Evaluation (TBD)
. Documentation SOG (Draft)
. Addition of Medical Equipment (TBD)
<HR>
POLICE DEPARTMENT/Russ Frantz, Chief
Police
. Police reports: 143 / arrests: 31
Total Citations: 83 Handwritten Citations: 13 E-Citations: 70 Percent of E-Citations: 84.34 %
Dispatch
. Dispatch managed 1724 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
. 14 Cases Forwarded to CID for Review
. 0 Felony Cases Assigned / 0 Misdemeanor Cases Assigned / 4 Other Cases Assigned
. 9 Felony Cases Cleared / 0 Misdemeanor Cases Cleared / 2 Other Cases Cleared
. 5 Felonies Filed through DA's Office
. 2 Total Arrests Made
. Total Property Recovered
. 1 Pending Assignment (PA) Cases
. 1 Assists with Patrol and Other Agencies
COP's Grant Program
. Grant paperwork
. Internet Sting
. Police foundation meeting
. Administrative meeting
. Arrest in Tecumseh Lewd Acts
. Conducted drug house surveillance
. Assist with arrest for Possession of CDS with intent to distribute (seized approx. 8 grams of meth and a vehicle)
. Search for wanted felon
. K&T seized 1/4 ounce of marijuana
. Night Fire Training
. Investigated drug tips Marijuana trafficking and cultivation
. Attended State Senate officer award ceremony
. Processed phone evidence on distribution of CDS case
Staff
Police Officers - 59 / 3 open positions / 1 deployed on Military / 54 available
. 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: 51 >Animals Impounded: 40 >Animals reclaimed: 1 >Animals adopted: 4
. Attended the ribbon cutting for AOK RR bridge dedication over the N Canadian River
. Budget, Audit and Sales tax discussion with the city treasurer
. AVEDIS grant funding discussion with the Planning Director and Operations Director
. Meeting with retailer regarding locating in Shawnee
. Workman's Compensation Conference call regarding the new state law rules and regulations
. Meeting with staff regarding sales tax audits, inspections and compliance
. Met with Last Frontier Council on wrap up of the FOS campaign
. Discussion with OBU regarding construction projects
. Met with City Attorney regarding various projects
. Met with a consultant (tweet my jobs) regarding an electronic format for City-wide job postings
<HR>
ENGINEERING/STREETS/TRAFFIC CONTROL/John Krywicki, Director
No new report submitted.
. 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.
<HR>
EMERGENCY MANAGEMENT/Don Lynch, Director
No new report submitted.
. 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.
<HR>
UTILITY DEPARTMENT/Steve Nelms, Director
Water Treatment Plant (Staff of 10)
Average production: *MGD: 4.051 Last week: *MGD: 3.945
. Pumped 984,550,000MG to date compared to 1,076,934,000MG 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: 1.598 **BOD: 7 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: 2.022 **BOD: 2.1 mg/l ***TSS: 2.5 mg/l
. Hauled 418,000 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: 88, Main Breaks: 0, Leak Checks: 31, Cut-offs: 5, Reset Water Meters: 7, Service Lines: 1; Water/Sewer Line Locates: 194
. Replaced meter tiles at multiple locations.
. Worked on shop tickets, and service orders from customer service.
PCDA
Leak Checks: 0, Set/Reset Water Meters: 0, Meter Re-reads: 0, Water Line Locates: 0
> Total Miles: 152 Total Man Hours: 18 Main Breaks: 0
Valve Maintenance (staff of 3)
. Located/performed serviceability check on valves at 0 different locations
. Located/performed serviceability check on fire hydrants at 15 different locations
. Repaired/Rebuilt fire hydrant at 2 different locations
Wastewater Collection (Staff of 7)
Sewer lines flushed: 26,625 ft. Flushed (year to date): 702,249 ft.
Total Service Calls: 30, Sewer Lines Checked: 29, Lift Stations Checked: 20, 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 had training on it Tuesday, July 9th, 2013. Staff met with SRB on Friday, August 9th, 2013 to go over Waste Water Collection, Waste Water Treatment, Water Supply and Treatment, and Water Distribution. Staff will meet with DEQ on Thursday, August 29th, 2013 to explore Wastewater Systems grants.
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. 115' of 12" pipe was installed at the 1100 block of Philadelphia. Contractor has moved to the 1900 block of Union, and started uncovering services.
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. Contractors have exposed the Wes Watkins line for the meter vault, and cut into it to drain the remaining water. The meter will be assembled then lowered into the pit to assure accurate cuts are made as to not take out too much, or too little of the existing pipe.
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
Urban Contractors was awarded the bid on August 19th, 2013.
Repair and Restoration of the River Bank Failure at the WTP Smith Roberts Baldischwiler, LLC is currently in the engineering phase.
<HR>
AIRPORT/Keenan English, Assistant Airport Manager
. Moving forward with World Fuel Services Alliance Program
. FY2013-2014 budget process complete
. Developing improved airport emergency plan and fuel spill response procedures
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 September 18, 2013.
. Donald Wade & Associates, Inc. will present airport land appraisal results to the board on September 18, 2013.
Runway Rehabilitation Project
. All construction complete
. Grant(s) officially closed out.
Foreign Trade Zone (FTZ) Application
. FTZ application has been approved
. Staff working with SEDF to market the airport's new designation.
2013 Fly-in, Airshow & Pancake Breakfast - October 5, 2013
. Planning underway
. Currently soliciting volunteers and sponsors
. Application for CVB event funding has been submitted
. Rotary Club will sponsor breakfast
. Air show and static displays
<HR>
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
. Worked with OBU freshmen delivering mulch for their projects
. Worked flower bulb giveaway at Lake
Cemetery Division (staff of 4)
. 1 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
. 22 units in last week with 29 total repairs
. EVT schools and testing
Shawnee Twin Lakes
. The repair of the floating fishing dock has started and will take a couple of weeks to complete.
. Crews are preparing for the Labor Day Weekend.
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 is underway, should complete project by August 30th.
Auditorium Exterior Restoration and Window Replacement
. Project underway, windows have been ordered.
City Hall ADA Restroom Project
. Will bid out project soon
Flower Bulb Giveaway
. America responds with Love (a nonprofit organization) donated a semi load of flower bulbs to Shawnee and Moore to be distributed in the tornado affected areas. We have received a partial shipment to be distributed right away and the rest will come next spring. Gilbert and Sons Trucking was kind enough to stop by Joplin, Mo. On their way through and pick up the bulbs and deliver them to Shawnee for free, a big thanks to them. Shawnee will keep some bulbs to be planted around town, some will go to other small towns that were hit by the tornado, and the rest was given to the residents of Pott. Co. for planting. Many residents turned out this last weekend to get their free flowers.
The Tree Bank Foundation Great Tree Giveaway
. City staff turned in an application for 500 trees last week to be given away to those affected by the tornado in May. The exact date has not been set yet but it will be towards the end of October.
<HR>
EXPOSITION CENTER/Mike Jackson, Operations Manager
. August 19-24, Monkey Business Children's Consignment Sale
. August 23-24, Will Rogers Classic Goat Sale
. Upcoming Events
. August 31-September 1, G&S Promotions Gun & Knife Show
. August 31-September 1, Oklahoma Quarter Horse Foundation Show
. September 5-7, Pottawatomie County Free Fair
<HR>
PLANNING/COMMUNITY DEVELOPMENT/Justin Erickson, Director
Planning
. Staff prepared materials for the upcoming City Commission meeting on September 3.
. 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 will consider the revisions at their September 16 regular meeting.
. Action center staff have been inundated by "tall grass and weed" complaints.
. The Action Center is currently investigating the following complaints:
o Dilapidated Buildings: 31 active cases
o Derelict Vehicles: 5 active cases
o Junk/Trash: 15 active cases
o Tall Grass/Weeds: 163 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 October 2013.
. Zoning Code Update- Staff continues work preparing drafts of a revised Shawnee Zoning and Subdivision Code. The Planning Commission is holding a workshop in 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.
<HR>
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
. Worked on fixed assets for year end
<HR>
CITY CLERK'S OFFICE/UTILITY BILLING/Phyllis Loftis, City Clerk
City Clerk
. Preparation of City Commission and Authorities minutes for August 19, 2013 meeting
. Filed 30 Public Nuisance Liens Lien Releases with Pottawatomie County Clerk; filed 11 Public Nuisance Lien Certifications with Pottawatomie County Treasurer.
. Prepared ordinances for publication following city commission meeting
. Research regarding deed to Airport property for Operations Director
. Research regarding deed to North Airport property for Police Dept.
. Processed insurance claims for wrecked vehicles
. Helped process tort claim for citizens involved in accident with police vehicle
. 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 (8/21/13)
. Billing for Zone 1 (8/21/13)
. Routine customer service/billing, water and sewer transactions and issues involving payment arrangements, cut-offs, past-due collections and sanitation.
<HR>
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, NWWTP, WTP 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, reviewing failures
o Mobile Device Management Deployment - Continues, preparing to send out links/configuration
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 - Received software, scheduling for near future install
o EOC Interactive Projector Replacement - waiting on vendor / equipment
o Home Drive Storage migration - Researching automated solutions
o City Hall Kiosk - iPad stand ordered, web configuration continues
<HR>
FIRE DEPARTMENT/David Short, Chief
Suppression
Responded to 91 emergency calls broken down by type below:
. Fires: 1
. Rescue & EMS: 67
. Hazardous conditions: 2
. Service Calls: 4
. Good Intent Calls: 12
. False Alarms: 5
. Overpressure Rupture, Explosion: 0
Fire Prevention
Plan Reviews
. First Baptist Church (fire alarm system)
New Construction Inspections
. None
Requested / Administrative Inspections:
. Youth and Family Head Start, 1002 W. 7th
Permits and On-Site Inspections
. 3 open burn permits
. Spotlight on Shawnee Special Event
. First Baptist Church (alarm system)
Training
Assigned Shift, Company & Individual Training:
. Auto Extrication Refresher (All Shifts) (8/28-30/13)
. Fire Marshal's Association of Oklahoma @ Broken Bow, OK (Anderson) (8/28-30)
. Physical Fitness Incentive Testing (All Shifts) (9/3-5/13)
. Fire Instructor I @ Choctaw, OK (Kriwanek) (9/3-9/9/13)
. Fire Officer I @ El Reno, OK (Reece) (9/9-11/13) (9/23-24/13
. Rope Rescue I (9/17-18/13)
. EMT Transitional Refresher (All Shifts) (1/13-17, 20/14)
Tentative Shift, Company & Individual Training:
. Lieutenant Academy Phase I (TBD)
Training Chief Schedule:
. PFF Interviews (8/20-21/2013)
. (3) PFF Scheduled Start Date (8/25/13)
. FireHouse Software Conference @ Phoenix, AZ (9/10-13/13)
. (6) PFF Scheduled Start Date (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
. Development Minimum Company Standards (4th Quarter 2013)
. Development, Training, Implementation: Fire Ground Survival Program
. Coordination with IT Department on Deployment of iPad's, Software and Equipment to F.D. Vehicles
. FireHouse Software Integration (Dispatch CAD)
. One iPad assigned to Ladder 1 (TBD)
. IT User Group Committee
Medical Director Activities:
. EMS Skills Evaluation (TBD)
. Documentation SOG (Draft)
. Addition of Medical Equipment (TBD)
<HR>
POLICE DEPARTMENT/Russ Frantz, Chief
Police
. Police reports: 143 / arrests: 31
Total Citations: 83 Handwritten Citations: 13 E-Citations: 70 Percent of E-Citations: 84.34 %
Dispatch
. Dispatch managed 1724 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
. 14 Cases Forwarded to CID for Review
. 0 Felony Cases Assigned / 0 Misdemeanor Cases Assigned / 4 Other Cases Assigned
. 9 Felony Cases Cleared / 0 Misdemeanor Cases Cleared / 2 Other Cases Cleared
. 5 Felonies Filed through DA's Office
. 2 Total Arrests Made
. Total Property Recovered
. 1 Pending Assignment (PA) Cases
. 1 Assists with Patrol and Other Agencies
COP's Grant Program
. Grant paperwork
. Internet Sting
. Police foundation meeting
. Administrative meeting
. Arrest in Tecumseh Lewd Acts
. Conducted drug house surveillance
. Assist with arrest for Possession of CDS with intent to distribute (seized approx. 8 grams of meth and a vehicle)
. Search for wanted felon
. K&T seized 1/4 ounce of marijuana
. Night Fire Training
. Investigated drug tips Marijuana trafficking and cultivation
. Attended State Senate officer award ceremony
. Processed phone evidence on distribution of CDS case
Staff
Police Officers - 59 / 3 open positions / 1 deployed on Military / 54 available
. 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: 51 >Animals Impounded: 40 >Animals reclaimed: 1 >Animals adopted: 4
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