Staff Activity Report for Sept 15 - Sept 21, 2013

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
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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.
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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
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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.
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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
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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)
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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