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