Staff Activity Report for Oct 27 - Nov 2, 2013

CITY MANAGERS OFFICE/Brian McDougal, Manager
. Attended the Oklahoma Academy for state goals in Norman. The subject this session was the Oklahoma's transportation infrastructure. (Internet, water, sewer, roads and electric transportation networks). Sunday - Wednesday.
. Met with OBU officials and Mayor Mainord regarding the Universitys future capitol plans.
. Met with John Ayers to discuss branding of the City.
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ENGINEERING/STREETS/TRAFFIC CONTROL/John Krywicki, Director
. Federal Street Bridge Repair Project: Overall, project is approximately 98% completed. All the deck, slab and structural components of the bridge are completed, and we are awaiting all the concrete strength test results to make sure that concrete has cured adequately. PBX has started construction of the parapet wall along the bridge length and has completed the wall on the south side of the deck. Work on the parapet wall on the north side will continue this week. After concrete has cured for 28+days, there will be a stain color applied to give it a more attractive appearance. Upon completion of the parapet walls, the contractor will then install some decorative wrought iron fencing on top of the wall, which the Railroad (BNSF) had mandated us to install some type of fencing as a condition to cross their right-of-way, and instead of using chain-link fencing we opted for something more decorative looking..
. ADA Sidewalk and Ramps Project: There has been no production to report. They still have the SW corner of 10th and Union to complete this intersection. Weather has delayed them on completing work at this intersection.
. 10th Street Bridge Repair: 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 recent 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 will need to be prepared and project let for bids. Anticipate seeking authorization to advertise project for bids at the November 18, 2013 City Commission meeting.
. 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
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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 communications interoperability exercise at EXPO on Wednesday
. Repaired telephone set in Urban Renewal Authority office, contacted repair service for line trouble in Annex building
. Attended the SE Area Emergency Management meeting with State EM Officials on Wednesday
. Met with State EM Area Coordinator on Thursday morning to close out EMPG sub-grant
. Attended the National Weather Festival in Norman on Saturday working a display booth distributing public education materials.
. Prepared PowerPoint presentation for Central Oklahoma Emergency Management Workshop
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.
. 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 preparing agreement for use of facilities.
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 $2,865,542.49
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UTILITY DEPARTMENT/Steve Nelms, Director
Water Treatment Plant (Staff of 10)
Average production: *MGD: 3.462 Last week: *MGD: 3.535
. Pumped 1,289,676,000MG to date compared to 1,414,440,000MG 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: 1.319 **BOD: 10 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: 1.496 **BOD: 2.3 mg/l ***TSS: 2.9 mg/l
. Hauled 473,000 gallons of bio-solids have been hauled for 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: 79, Main Breaks: 1, Leak Checks: 21, Cut-offs: 0, Reset Water Meters: 10, Service Lines: 6; Water/Sewer Line Locates: 150
. Worked on shop tickets, and service orders from customer service.
Valve Maintenance (staff of 3)
. Located/performed serviceability check on valves at 4 different locations
. Performed serviceability check on fire hydrants at 19 different locations
. Performed annual fire hydrant flow testing at 8 locations
Wastewater Collection (Staff of 7)
Sewer lines flushed: 23,675 ft. Flushed (year to date): 889,203 ft.
Total Service Calls: 40, Sewer Lines Checked: 39, Lift Stations Checked: 18 Emergency Sewer Calls: 2, Camera Lines: 1,326 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, and have moved to Chandler Street. They have located services and blown out manholes in order to pull new pipe.
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. Currently waiting for parts on the lift.
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.
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 continue to lay water line along Burns St. along with setting new services. Currently no services have been switched over.
Water Treatment Plant Sludge Removal, COS-SMA-14-02- Current hold on project.
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. Contractors have estimated the pipe to arrive next week, and to begin work on November 11th, 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 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
. 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.
. 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.
. The airport now has adequate supplies for spill clean-up and prevention. A Spill Prevention, Control, and Countermeasure (SPCC) plan has been drafted.
. OG&E has surveyed area for new airport signage.
. Application for World Fuel Services Alliance Program turned in. Waiting for program to go into effect.
Fuel Sales
Fuel sales continue to steadily increase:
. October 2012 = Avgas 2,998.15 gal; Jet A 1,502.11 gal
. October 2013 = Avgas 3,741.85 gal; Jet A 1,502.11 gal
Airport Advisory Board
. Regular monthly meeting scheduled for November 20, 2013.
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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
. Tear down for Boo on Bell
. Changing bulbs in snowflakes
. Working on Monthly Park Inspections
Cemetery Division (staff of 4)
. 2 burials last week
. Cemetery gates are being closed at 5:00 pm every day for winter
. Installed fence on west end of property
. Filling graves that have settled
. Installing fence on West property line
. 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
. 36 units in last week with 48 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 in two weeks. 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
. Drawings are finished, Will bid out project soon.
The Tree Bank Foundation Great Tree Giveaway
. November 9th staff will be working with volunteers to plant 30 new trees on Mall Dr. and on the new Airport trail extension. Trees will replace those that were lost.
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EXPOSITION CENTER/Mike Jackson, Operations Manager
. October 29, Pott. Co. Farmers Union Insurance Banquet
. November 1, News Star Editorial Board Meeting
. November 1-2, Diva Soriee Arts & Crafts Show
. November 2-3, NBHA Barrel Racing
. November 2, Police Foundation Jam Fest

PLANNING/COMMUNITY DEVELOPMENT/Justin Erickson, Director
Planning
. Staff prepared materials for the November 4 City Commission meeting.
. Staff accepted application 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). The City Commission will deferred action on November 4 and will consider the ordinance again on November 18.
. The Planning Department issued six new home permits for the month of October.
. The Action Center is currently investigating the following complaints:
o Dilapidated Buildings: 38 active cases
o Derelict Vehicles: 1 active cases
o Junk/Trash: 10 active cases
o Tall Grass/Weeds: 59 active cases
Project Updates
. Zoning Code Update- Staff continues work preparing drafts of a revised Shawnee Zoning and Subdivision Code.
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FINANCE DEPARTMENT/Cynthia Sementelli, Finance
. Worked on year end for auditors
. 301 and 302 fixed assets reconciliation
. Prepared sales tax report
. Worked with auditors
. Meeting with City Clerk and City Manager concerning PCDA rates
. Bank reconciliations
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CITY CLERK'S OFFICE/UTILITY BILLING/Phyllis Loftis, City Clerk
City Clerk
. Preparation of City Commission and Authorities agenda for November 4, 2013 meeting
. 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 - Customer Service
. New employee training - meter reader
. Zone 3 cut-off for non-payment
. Customers using kiosks during October - 222; Amount of money collected from kiosks during October - $18,403.45.
. 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 and In use, some workstation installs left, IT continues to fine tune configuration
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, waiting on small scanners for utilities
o Unitrends Backup Appliance Deployment Part 2 - Research has begun on the budgeted secondary device
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, waiting for vendor to finalize import process
o EOC Interactive Projector Replacement - Projector installed and working 10/16/2013
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
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, meeting scheduled
o Global/Firehouse Interface - Reviewed options for deployment, desired CADServer move first
o Continued issue getting results from AT&T mobile vendor
o Review / resolve MobileServer service issues
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FIRE DEPARTMENT/David Short, Chief
Suppression
Responded to 76 emergency calls broken down by type below:
. Fires: 1
. Rescue & EMS: 60
. Hazardous conditions: 1
. Service Calls: 6
. Good Intent Calls: 3
. False Alarms: 4
. Overpressure Rupture, Explosion: 0
Fire Prevention
Plan Reviews
. Dinsmore project, 1624 N. Harrison
. Communication Federal Credit Union, 45th and Kickapoo
. GE Oil and Gas expansion (fire sprinkler system)
New Construction Inspections
. None
Requested / Administrative Inspections:
. Stay and Play #2, 30 Ken Del
. Lowes 4817 N. Kickapoo
Permits and On-Site Inspections
. None
Training
. OMAG-Sexual Harassment Training
. OMAG-Suicide Awareness for Law Enforcement
. EMS Jane-The Obese Patient
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POLICE DEPARTMENT/Russ Frantz, Chief
Police
. Police reports: 138 / arrests: 40
Total Citations: 90 Handwritten Citations: 15 E-Citations: 75 Percent of E-Citations: 83.33 %
Dispatch
. Dispatch managed 1702 calls (Police/Fire/EMS)
Accreditation/Lt. King, Accreditation Manager
. Maintenance of Accreditation Standards
. Maintenance of Policies and Procedures
. Working with CID
. Working on roll call training for shifts.
. Working on In-House Training Program.
CID
. 14 Cases Forwarded to CID for Review
. 5 Felony Cases Assigned / 0 Misdemeanor Cases Assigned / 1 Other Cases Assigned
. 4 Felony Cases Cleared / 0 Misdemeanor Cases Cleared / 5 Other Cases Cleared
. 6 Felonies Filed through DA's Office
. 5 No Further Needed (NFN) Cases
. $505 Total Property Recovered
. 9 Assists with Patrol and Other Agencies
COP's Grant Program
. Process and download phone evidence on multiple cases
. Work on reports and DA packets
. Conduct face book surveillance
. St. Anthony's Community event
. Shawnee Leadership event
. Grant paperwork
. Investigate drug tips
. Seized 350 grams of marijuana, diazepam, and liquid morphine
. Interview suspects
. Arrest one for possession of CDS with intent distribute and possession of CDS
. Served search warrant
. Seized 42 grams of marijuana and packaging materials
. Assisted US marshals with search and capture of wanted fugitive
. Patrol neighborhood and hand out candy for Halloween
Evidence
. Number of evidence items brought in: 9
. Number of evidence items released: 1
. Number of found property items taken in: 5
. Number of items submitted to the OSBI: 12
. Number of evidence disposition files/cases cleared: 1
. Items Flagged & Pulled for Destruction: 0
Staff
Police Officers - 59 / 3 open positions / 1 deployed on Military / 53 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: 93 >Animals Impounded: 16 >Animals reclaimed: 4 >Animals adopted: 0