Staff Activity Report for Nov 10 - Nov 16, 2013

CITY MANAGERS OFFICE/Brian McDougal, Manager
. Preparation with staff for 11/12/13 City Commission meeting
. Attended House Speakers Coffee with T.W. Shannon at Benedict Street restaurant
. Attended the Central Oklahoma Economic Development District (COEDD) quarterly meeting
. Chaired the Canadian Valley District Roundtable meeting
. Attended the monthly PCDA meeting
. Met with officials from BCI to see their head in facility, talk about the rollout of their new digital service, and discuss issues with their system
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ENGINEERING/STREETS/TRAFFIC CONTROL/John Krywicki, Director
. Federal Street Bridge Repair Project: Bridge is open to traffic! Remaining work to complete project is staining of decorative parapet wall. Staining of concrete cannot be done until newly placed concrete wall has had time to cure out (approx. 21 days), and then we will get the Contractor back the first part of December (weather permitting) to stain the wall. At that time the bridge will need to be closed again for just 2-3 days while that final work is completed.
. ADA Sidewalk and Ramps Project: There has been no production to report. They still have to install handicap ramps at the southwest corner of 10th and Union to complete this intersection. Contractor, All Roads Paving has not provided any reason(s) as to why they abandoned the jobsite and has not completed work at this intersection. A meeting was held with the Contractor and he relates he may not be able to resume work on the ramps until the middle part of January. Our displeasure was relayed to the Contractor and payment for work already performed at 10th & Union will be held until the entire work at the intersection is completed.
. 10th Street Bridge Repair: Street Department began removal/replacement of cracked concrete paving to the immediate west of bridge structure. Staff is in process of obtaining quotes from various Contractors to provide means to hammer in place pile sheeting that is needed for project to go forward. One lane of traffic is closed off over the bridge on 10th Street just east of the railroad tracks due to severe erosion having taken place from previous rainfall events. The street is being undermined, and the drainage structure is in need of rehabbing. Estimated cost of repair is at $40,000 which exceeds our threshold limit of $25,000, thus, plans and specs are in the process of being prepared so that the work can be let for bids.
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
. Registered 2 individual storm shelters
. Continued coordination with local, FEMA and State officials on projects for Disaster Recovery
. Continued preparation of materials for updated Emergency Operations Plan
. Coordinated with Motorola project manager on timelines and status of project
. Participated in State exercise titled Earth, Wind, and Fire on Thursday-Conducted Local Exercise Operations in conjunction with Bethel Acres Emergency Management
Capital Projects Update:
. Telephone System Replacement: Contract for PRI interface received from a.t. & t. and on City Commission Agenda for November 18.
. Communications Systems Upgrades: Motorola- Portable radios received at shop. Communications Technician working on programming and training package for users
. City of Shawnee: Director still working on site layout, equipment, and supply issues
. Outdoor Warning Devices: Radio control boxes installed. Vendor to return to install electrical service connections
. Public Storm Shelters: Director prepared agreement for use of facilities and sent to the organization for approval.
596 Families Registered (1541 people affected) for Disaster Assistance in Pottawatomie County
Total FEMA Verified Loss $4,515,401.55
Loss covered by FEMA Individuals & Households Program $1,649,259.06
Unmet Need: $2,865, 542, 49
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UTILITY DEPARTMENT/Steve Nelms, Director
Water Treatment Plant (Staff of 10)
Average production: *MGD: 3.488 Last week: *MGD: 3.436
*MGD: Million Gallons Daily
. Pumped 1,340,403,000MG to date compared to 1,474,785,000MG for same period last year
. All lab hourly testing was completed.
. All cleaning and maintenance was completed.
Southside Wastewater Treatment Plant (Staff of 7)
Flows averaged: *MGD: 1.321 **BOD: 12 mg/l ***TSS: effluent 5 mg/l, raw 137 mg/l *MGD: Million Gallons Daily **BOD: Biochemical Oxygen Demand ***TSS: Total Suspended Solids
. Performed routine maintenance and testing on the plant
Northside Wastewater Treatment Plant (Staff of 7)
Flows averaged: *MGD: 1.335 **BOD: 2.9 mg/l ***TSS: 5.4 mg/l
*MGD: Million Gallons Daily **BOD: Biochemical Oxygen Demand ***TSS: Total Suspended Solids
. 0 gallons of bio-solids have been hauled for this month due to the driver being on vacation
. Performed routine maintenance and testing on the plant
Water Distribution (Staff of 11)
Service Calls: 40, Main Breaks: 2, Leak Checks: 4, Cut-offs: 2, Reset Water Meters: 1, Service Lines: 0; Water/Sewer Line Locates: 238
. Worked on shop tickets, and service orders from customer service.
Valve Maintenance (staff of 3)
. Located/performed serviceability check on valves at 0 different locations
. Performed serviceability check on fire hydrants at 5 different locations
. Performed annual fire hydrant flow testing at 15 locations
Wastewater Collection (Staff of 7)
Sewer lines flushed: 14,470 ft. Flushed (year to date): 929,123 ft.
Total Service Calls: 26, Sewer Lines Checked: 25, Lift Stations Checked: 14 Emergency Sewer Calls: 3, Camera Lines: 338 ft., and Manholes located: 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. Staff had a conference call with Carollo Engineers on Wednesday, September 18th discussing the Wastewater Plant's immediate needs. Staff had a conference call with SRB on Wednesday, September 25th, items discussed were data needed for the master plan, phased projects, and updates on progress. Staff has gathered, sent part of the data, and is currently compiling the remainder of the data requested. SRB and Carollo Engineers met with City Commission and presented an update with visuals at the Special Call Meeting on Monday, September 30th. Staff had a conference call with SRB and Carollo Engineers on October 9th, 2013. SRB requested more sewer and water flow information for the water and sewer models) staff is currently working on). SRB delivered draft reports on the filter media, and returned plans and documents that were scanned recently on Friday, October 10th, 2013. Staff had a conference call with SRB on October 24th, 2013. SRB requested more sewer information for the sewer model (staff is currently working on). Staff gathered more camera footage for engineers to put in model. Staff is scheduled for more training on the water model next week.
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. Contractors are now at the location of Northridge and Janeway. Pipe has been pulled and services are being reconnected. Contractors have finished Northridge. Contractors have finished the final burst on Delaware. Contractors have moved to Chandler Street, and have located services and blown out manholes in order to pull new pipe. Contractors have moved to Beckley Street.
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. Staff met with Jordan Contractors on Wednesday, September 25th, and it was decided to remove the existing wet well, and replace with a new lift station in order to make it more efficient and current with other lift stations. Jordan has removed the old station and has poured and coated the base of the new lift station, and has set the first pre-cast section of the new wet well. Piping for wet well has been installed. Contractor is ordering a new valve box for station.
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, and the lid for the vault was poured Wednesday, September 25th. After the forms for the lid are removed the last step is to tie in the electricity for the sump pump. The Beard Street and Southside vaults have been set and are operational. All meters are installed and operational. Waiting for electricity to be ran to Wes Watkins vault. OG&E has been contacted about placing a meter at the Wes Watkins vault, and added to our existing account. Contractors are waiting on the tower for the SCADA system, which will take approximately 6 weeks.
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. Kickapoo has been bored and the 24" main on the east side has been tapped in order to tie in the new 8" main for Burns St. Approximately 100' of water line has been laid, a few of the services have been bored, and new poly line with the tracer wire has been ran. Contractors have finished the 8" water line on Burns. Waterlines on Jefferson Place and Jefferson Circle have been completed, and contractors have moved over to Chapman Street.
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. Contractors are still waiting on pipe to arrive. The estimated start date is November 18th, 2013, and pipe will be delivered on Wednesday, November 20th, 2013.
Repair and Restoration of the River Bank Failure at the WTP, including sludge removal- Smith Roberts Baldischwiler, LLC is currently in the engineering phase. SRB had their survey team on site August 28th, 2013. Staff met with SRB and FEMA on Friday, September 20th to review the erosion damage. The estimated cost for the repairs to the river bank is around $200,000.00.
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AIRPORT/Keenan English, Assistant Airport Manager
. The airport staff, with the assistance of the Airport Advisory Board, is in the process of revising and amending current Airport Commercial Services Minimums as well as Airport Rules and Regulations. Specifically, insurance requirements for A&P mechanics operating on airport property.
. City Commission Board approved to write off long outstanding airport rental Accounts Receivables.
. World Fuel Services Alliance Program has gone into effect. Pilots can now use World Fuel Alliance cards to purchase fuel at discounted prices. In exchange, World Fuels will market Shawnee Regional Airport at no cost to corporations and businesses that fly corporate jets.
. FY2013-2014 budget process complete
. Libra Electric is currently replacing and repairing various airport lighting, specifically the rotating beacon, PAPI lights, and the windsock.
. Staff is in the process of implementing the tools/technology to count operations at SNL.
. New electronic fuel pump display has arrived and is being installed. Installation will require minor electrical work done by an outside contractor.
. Staff has obtained supplies for Hangar 13 ceiling repair.
. Staff is gradually sealing T-hangars and other airport structures that are vulnerable to rain leaks.
. Dirt is being moved at 702 W. Independence to divert water that is collecting in problem areas. This property is airport property.
. The airport now has adequate supplies for spill clean-up and prevention. A Spill Prevention, Control, and Countermeasure (SPCC) plan has been drafted. Waiting approval from the Oklahoma Corporation Commission.
. OG&E has surveyed area for new airport signage.
. The airport is in the process of hiring a new part-time weekend maintenance position.
Fuel Sales
Fuel sales continue to steadily increase:
. October 2012 = Avgas 2,998.15 gal; Jet A 2,504 gal
. October 2013 = Avgas 3,741.85 gal; Jet A 1,502.11 gal
Airport Advisory Board
. Regular monthly meeting was held on November 20th, 2013.
. The AAB recommended donating old unused runway/taxiway lights.
. The AAB recommended modifications of a certain T-Hanger be allowed.
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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 (slowing down)
. Workforce employees from Federal Grant working in the Lake area
. Slope mowing dams for inspection
. Changing bulbs in snowflakes
. Working on Monthly Park Inspections
Cemetery Division (staff of 4)
. 1 burials last week
. Cemetery gates are being closed at 5:00 pm every day for winter
. Filling graves that have settled
. Preparing for internments
. Leveling markers
Central Garage (Staff of 6)
. General servicing and repairs to vehicles and equipment including Expo
. Working with insurance company to get Police vehicles repaired
. Checking into grant information for natural gas conversions
. 24 units in last week with 29 total repairs
. EVT schools and testing
Shawnee Twin Lakes
. The repair of the floating fishing dock is complete.
. 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.
. Several pipe liners are staying in the RV Park and several RV groups are keeping the Park full
Municipal Swimming Pool
. Architects will have complete engineered drawings to the Health Department for review this coming week. Staff and architects have had to work through some issues with the Health Department on code interpretation. Staffs best guess on going out for bid will be the end of December or the first of January. A presentation of the fundraising will be presented at the next Commission meeting on November 18th.
Auditorium Exterior Restoration and Window Replacement
. Project is moving along good and is about 50% complete; windows should be coming in soon
City Hall ADA Restroom Project
. Project out for bid.
Certified Healthy Communities
. The application for certification has been turned in; staff is waiting to hear on certification. When the grant process opens up staff will fill out paperwork and submit. In the mean time staff is working on a sample ordinance for store front signage regulation and policies on tobacco and alcohol advertisement.
. Staff is also working with Gateway to Prevention on signage for the new tobacco ordinance.
Alternative Fuels
. Staff has joined up with the Central Oklahoma Clean Cities as a stakeholder in hopes to be able to apply for grant monies to convert city vehicles to natural gas or propane. More to come on this as we start to attend meetings.
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EXPOSITION CENTER/Mike Jackson, Operations Manager
. November 12, Special Call Commission Meeting
. November 14, Women of Distinction Conference
. November 14-16, National JR Bull Riders
. November 16, Wedding Reception
. November 16-17, Garland Arts & Crafts Show
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PLANNING/COMMUNITY DEVELOPMENT/Justin Erickson, Director
Planning
. Staff is reviewing applications for Round #3 of the Façade Grant Program
. Staff met with developers and discussed current and pending projects.
. Staff completed work on a revised taxicab ordinance (vehicle for hire).
. Staff prepared materials for the November 18 City Commission meeting.
. The City of Shawnee held dilapidated building hearings and one structure was ordered removed.
. The Action Center is currently investigating the following complaints:
o Dilapidated Buildings: 37 active cases
o Derelict Vehicles: 1 active cases
o Junk/Trash: 10 active cases
o Tall Grass/Weeds: 51 active cases
Project Updates
1. Zoning Code Update- Staff continues work preparing drafts of a revised Shawnee Zoning and Subdivision Code. The Planning Commission will discuss commercial zoning at their December 4 regular meeting.

FINANCE DEPARTMENT/Cynthia Sementelli, Finance
. Prepare monthly sales tax report
. Prepare for monthly airport meeting
. Worked on the MD & A letter for auditors
. Worked on transmittal letter for audit
. Worked in statistical section for audit
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CITY CLERK'S OFFICE/UTILITY BILLING/Phyllis Loftis, City Clerk
City Clerk
. Preparation of City Commission and Authorities agendas for November 18, 2013 meeting
. Preparation of November 12, 2013 Special Call Retreat minutes.
. 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
. New employee training - meter reader
. Zone 1 cut-off (Nov. 13th) for non-payment
. 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 - Project completed on five police units, server and client functions done. COMPLETED
o VoIP Telephony Project - IT deploying desktop software, still waiting on PRI, remote location testing completed
o Remote VPN Replacements - Six remotes completed, Animal Shelter completed, Water Treatment Plant, Unzner Center left
o TCM Imaging Solution Project - Activated in HR, Finance, scanners deployed in Utility billing, waiting on utility billing for review or process
o Unitrends Backup Appliance Deployment Part 2 - Finalized selection of RC823 device, waiting for PO for purchase processing
o Mobile Device Management Deployment - Continues, preparing to send out links/configuration
o Web Server Migration - Major code updates completed, testing, updating on new box, Working on Intranet site
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, server component now functional, review SQL access next
o EOC Interactive Projector Replacement - Projector installed and working, Emergency Management to attend training and train others/manage
o Home Drive Storage migration - Test migrations performed, permission issues to resolve
o Brazos Citation Import for Global System - Working with vendor, waiting on proper offense listing from PD, meeting scheduled
o GeoSafe Fire Mobile - Demo completed, deployment plan being developed, iPads received, preparing to deploy
o GeoInfo Web App - Final code developed, need volunteer to use iPad to map/photograph murals, horses, etc
o Police AVL Solution - Discussion GPS device options, why Global Software cannot support standard cell card GPS, Verizon testing GPS solution
o Global/Firehouse Interface - Newest version being sourced and deployed on sync system
o AED software setup for Fire, had to show user how to login
o Conference call with Global Software reference AVL for Police, GPS questions, etc
o Restoration of files from backup system due to Dropbox sync issues
o Resolved connection issue at WTP, cable vendor installed filter in front of facility, killed connection
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FIRE DEPARTMENT/David Short, Chief
Suppression
Responded to 82 emergency calls broken down by type below:
. Fires: 2
. Rescue & EMS: 54
. Hazardous conditions: 3
. Service Calls: 1
. Good Intent Calls: 14
. False Alarms: 8
. Overpressure Rupture, Explosion: 0
Fire Prevention
Plan Reviews
. None
New Construction Inspections
. None
Requested / Administrative Inspections:
. Complaint inspection at Shawnee Dialysis, 3807 N. Kickapoo
Permits and On-Site Inspections
. OBU Alumni Building, 500 W. MacArthur (alarm system)
. Shawnee High School (fireworks)
Training
. Lieutenant Academy Phase II (3 Members) (12/3/13)
. Shift Training w/ Medical Director (12/17-19/13)
. EMT Transitional Refresher (All Shifts) (1/13-17, 20/14)
. Dispatcher Training Planning Committee Meeting @ G.C.T.C. (11/18/13)
. Draft May Day SOG Submitted (5/30/13)
. Draft NFIRS SOG
. FireHouse Management & Quality Control
. N.R.E.M.T. - C.E.U. Program Management
. Continuation Training (7) Probationary Fire Fighter's
. Continuation Training (3) Lt. Candidates
. Development Minimum Company Standards (4th Quarter 2013)
. FireHouse Software Integration with Global CAD (TBD)
. GEOSAFE Deployment - All Apparatus (TBD)
. EMS Skills Evaluation (TBD)
. Documentation SOG (Draft)
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POLICE DEPARTMENT/Russ Frantz, Chief
Police
. Police reports: 134 / arrests: 45
Total Citations: 96 Handwritten Citations: 13 E-Citations: 83 Percent of E-Citations: 86.46 %
Dispatch
. Dispatch managed 1568 calls (Police/Fire/EMS)
Accreditation/Lt. King, Accreditation Manager
. Out of the office
CID
. 20 Cases Forwarded to CID for Review
. 1 Felony Cases Assigned / 1 Misdemeanor Cases Assigned / 3 Other Cases Assigned
. 4 Felony Cases Cleared / 1 Misdemeanor Cases Cleared / 5 Other Cases Cleared
. 5 Felonies Filed through DA's Office
. 11 No Further Needed (NFN) Cases
. $0 Total Property Recovered
. 4 Assists with Patrol and Other Agencies
COP's Grant Program
. Secured and packaged case evidence
. Conducted drug house surveillance
. Worked on Warrant AFF
. Assisted with EODS
. Assist with child death investigation
. Conducted drug investigations
. Investigated drug tips
. Police Explorer meeting
. Assisted with joint agency drug investigation
. Conducted Facebook surveillance
. Attempted forfeiture paperwork service
. Interviewed informant
. Prepared for court prelim
. Testified in District court Prelim hearing
. Prepared for jury trail
. Transport and interviewed witness in jury trial case
Evidence
. Number of evidence items brought in: 14
. Number of evidence items released: 0
. Number of found property items taken in: 9
. Number of items submitted to the OSBI: 0
. Number of evidence disposition files/cases cleared: 0
. Items Flagged & Pulled for Destruction: 0
Staff
Police Officers - 59 / 3 open positions / 1 deployed on Military / 51 available
. Dispatch positions - 13 / 11available for service / 3 in training status / 2 open position
. Animal Control Positions - 4 / 4 available for service
Animal Control
> Calls Responded: 108 >Animals Impounded: 55 >Animals reclaimed: 12 >Animals adopted: 0