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
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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 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
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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.
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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
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
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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
. 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).
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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
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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.
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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
. Signed PAA for pension choice
. Worked on year end accruals
. Attended the CVB Monthly meeting
. Prepared financials for Airport Advisory meeting
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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.
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INFORMATION SYSTEMS/Steve Nolen, Chief Information Officer
. Continued project review / management for master projects
o VoIP Telephony Project - IT deploying desktop software, waiting on PRI
o Remote VPN Replacements - 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
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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)
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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