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