Staff Activity Report for Dec 1 - Dec 7, 2013

CITY MANAGERS OFFICE/Brian McDougal, Manager
. Attended the area Red Cross board meeting. This meeting is in preparation for our "All Bets on Red" fundraising event in February.
. Preparation for the Monday's City Commission meeting.
. Conference call with Dudley Hyde with McAfee and Taft to finalize our pension choice plan decisions.
. Conference call with Leo Pressley to debrief from the Commission planning session and to discuss other future facilitation and staff training opportunities.
. Discuss with Staff regarding a proposal to potentially do corporate memberships for employees with the YMCA.
. Met with Commissioners Harrod and Agee to discuss various items such as recycling, water and sewer projects and branding of the City.
. Initial meeting with OG&E to discuss increasing our energy efficiency and Automatic Meter Reading.
. Meeting to discuss the brand of the City with John Ayers.
. Conference call to discuss the update of the City Travel, Uniform and dress policies.
. City Manager Association Board meeting conference call to discuss the replacement of our executive director.
<HR>
ENGINEERING/STREETS/TRAFFIC CONTROL/John Krywicki, Director
. Federal Street Bridge Repair Project: Weather has held up putting the final touches (i.e. staining of decorative concrete walls) of the bridge project. Bridge has been open to traffic though. The staining (coloring) of the natural rock looking concrete walls was scheduled for the first week in December, but that work had to be postponed due to the snow, ice, sleet and frigid temperatures we experienced. Because the coloring cannot be done in cold temperatures, it is difficult to schedule an exact time when that work will occur, and we will just have to wait until a warming trend is forecasted to reschedule the work.
. ADA Sidewalk and Ramps Project: Work resumed on the ramps at the intersection of 10th and Union. When that intersection is completed, we will put a halt on further work by the current contractor (All Roads Paving), and just rebid the project in early spring 2014 when weather will be more cooperative to allow steady production on this type project.
. 10th Street Bridge Repair: Street Department completed removal/replacement of cracked concrete paving to the immediate west of bridge structure, and traffic has been reopened on 10th Street. There is still a severe erosion issue at the northwest abutment of the bridge structure what has caused us to barricade off part of the street to keep traffic approximately 10-15 feet from the curbs edge. To expedite correction of the erosion problem, staff (Street Department) has purchased the steel pile sheeting separately, and have hired Rent-A-Cranes to install the pile sheeting. Work is scheduled to take place Dec 23-24, and should be accomplished within those two days. Upon completion of the sheeting installation, the Street Department will commence with backfilling and compacting the material in-place.
Projects under Design by Engineering Dept.:
. Main Street Streetscape Project
. Municipal Swimming Pool Parking Lot
. 10th Street Drainage Structure Repair
. Federal Street Bridge Waterline Replacement.
. Whitaker Street (Center to Draper) Waterline Replacement
. Tucker Sanitary Sewer Replacement Project.
. Various sanitary sewer line projects by pipe-bursting for SMA.
<HR>

EMERGENCY MANAGEMENT/Don Lynch, Director
. Registered 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
. Met with City Engineering and OK Water Resources Board officials to review new Twin Lakes Dams breach inundation maps on Wednesday morning.
. Attended several coordination calls with National Weather Service and State Emergency Management concerning impending winter storm and coordinated with city and county staff concerning potential operations.
Capital Projects Update:
. Telephone System Replacement: PRI Contract countersigned by a.t. & t. and work to be scheduled
. 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.
<HR>

UTILITY DEPARTMENT/Steve Nelms, Director
Water Treatment Plant (Staff of 10)
Average production: *MGD: 3.332 Last week: *MGD: 3.345
*MGD: Million Gallons Daily
. Pumped 1,563,407,000MG to date compared to 1,414,643,000MG 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: 1.084 **BOD: 18 mg/l ***TSS: 7 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: 1.152 **BOD: 3.7 mg/l ***TSS: 4.8 mg/l
*MGD: Million Gallons Daily **BOD: Biochemical Oxygen Demand ***TSS: Total Suspended Solids
. 99,000 gallons of bio-solids have been hauled for this month
. Performed routine maintenance and testing on the plant
Water Distribution (Staff of 11)
Service Calls: 59, Main Breaks: 2, Leak Checks: 16, Cut-offs: 3, Reset Water Meters: 2, Service Lines: 0; Water/Sewer Line Locates: 263
. Worked on shop tickets, and service orders from customer service.
Valve Maintenance (staff of 3)
. Located/performed serviceability check on valves at 8 different locations
. Performed serviceability check on fire hydrants at 1 different location
. Performed annual fire hydrant flow testing at 15 locations
Wastewater Collection (Staff of 7)
Sewer lines flushed: 17,675 ft. Flushed (year to date): 998,848 ft.
Total Service Calls: 32, Sewer Lines Checked: 28, Lift Stations Checked: 17 Emergency Sewer Calls: 2, Camera Lines: 564 ft., and Manholes located: 5
* 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 sent SRB more data from the hydrant flow loggers and largest water users. Staff gathered and submitted data for the water tower study.
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. Contractors are attaching services on Beckley run. Contractors are prepping line off of Market and Dill for bursting, and cleaning up previous projects.
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. The new valve box has arrived and contractors with start again on Monday, November 25th, 2013. Pumps have been installed and all plumbing from old wet well to new station has been done. Contractors are currently waiting on electrician.
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. Project is about 85% complete with all water lines installed. Waiting for results on Bac-t samples for first run. Waiting on results on Bac-t for Overland Court. Running new service lines.
24" Sewer Rehab Project (Sliplining Existing 24" Concrete Pipe), COS-SMA-13-07- Urban 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. Project started on Wednesday, November 20th, 2013. Contractors dug receiving pit and started to push pipe. Approximately 800' has been pushed. Slip line has been installed from the start of the project to the manhole inside the treatment plant. Waiting on estimate to do section under clarifier to head works.
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. Staff collected soil samples for SRB for the sludge lagoon project at the Water Treatment Plant.
<HR>

AIRPORT/Keenan English, Assistant Airport Manager
. 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
. PAPI lights and runway lights have been repaired. Awaiting parts for the windsock and rotating beacon.
. Staff is in the process of installing hardware/ software 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. Repairs will start on December 18th.
. 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. Waiting approval from the Oklahoma Corporation Commission and the City Engineering Department.
. New airport sign is being built.
. The airport has hired a new part-time weekend position.
. Airport website changes are being made.
. The airport is seeking options/quotes to remove donated piers from OBU's property to a city location that has not yet been determined.
Fuel Sales
Fuel sales continue to steadily increase:
. November 2012 = Avgas 2,930.02 gal; Jet A 1,680.89 gal
. November 2013 = Avgas 2,956.42 gal; Jet A 5,148.14 gal
Airport Advisory Board
. Regular monthly meeting for December 18th has been cancelled
. The AAB recommended donating old unused runway/taxiway lights.
. The AAB recommended modifications of a certain T-Hanger be allowed.
<HR>

PARKS/CEMETERY/EQUIPMENT SERVICES/James Bryce, Director of Operations
Parks Maintenance Division (Staff of 8)
. Daily cleanup route on Main St and Parks
. Mowing/weed eating in Parks/Lake/street ROWs (slowing down)
. Workforce employees from Federal Grant working in the Lake area
. Helped build parade float
. Helping Traffic control hang snowflakes
. Clearing sidewalks and parking lots of snow and ice
. Put up Christmas decorations
. 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
. 46 units in last week with 56 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.
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. Our first meeting is December 17th.
<HR>

EXPOSITION CENTER/Mike Jackson, Operations Manager
. December 5, OG&E
. December 6, Realtors Party
. December 7-8, HOYRA, canceled due to weather
. December 7, Birthday Party
. December 7, Memorial Service
<HR>

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 attended the December 2 City Commission meeting.
. Staff attended and presented information at the December 4 Planning Commission meeting.
. Staff presented an update on current development activity to the Chamber of Commerce Ambassador Committee.
. The Action Center is currently investigating the following complaints:
o Dilapidated Buildings: 37 active cases
o Derelict Vehicles: 4 active cases
o Junk/Trash: 15 active cases
o Tall Grass/Weeds: 44 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 January 8 regular meeting.
<HR>

FINANCE DEPARTMENT/Cynthia Sementelli, Finance
. Prepare for monthly airport meeting
. Worked on the MD & A letter for auditors
. Attended the CVB monthly meeting
. Worked on sales tax collection
. Worked on transmittal letter for audit
. Worked in statistical section for audit
<HR>

CITY CLERK'S OFFICE/UTILITY BILLING/Phyllis Loftis, City Clerk
City Clerk
. Preparation of City Commission and Authorities minutes for the December 2, 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
. Zone 3 billing (12/4/13)
. Zone 3 cut-off (12/4/13)
. Routine customer service/billing, water and sewer transactions and issues involving payment arrangements, cut-offs, past-due collections and sanitation.
<HR>

INFORMATION SYSTEMS/Steve Nolen, Chief Information Officer
. Continued project review / management for master projects
o VoIP Telephony Project - Still waiting for PRI from AT&T for several months now
o Remote VPN Replacements - Water Treatment Plant and Unzner Center Scheduled next week
o TCM Imaging Solution Project - Utility Billing functioning with scanner, Need review with finance for more use, Court paperless final
o Unitrends Backup Appliance Deployment Part 2 - Secondary Unit received, being configured for deployment
o Mobile Device Management Deployment - Continued deployment on one by one basis
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 completed, need web code for easy lookup / integration lookups
o EOC Interactive Projector Replacement -Waiting for 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 - Waiting for vendor next move / conference
o GeoSafe Fire Mobile - iPads being deployed for testing and final configuration tweaking by Fire Training
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 Police Mobile Vendor Change - Received all cell cards for police mobiles, migration continues one by one MU system
o Global/Firehouse Interface - Newest version being sourced and deployed on sync system
o Digital Cutover changes for BCI Cable / Ch30 to Ch3 - Inventory of City Hall / Annex TVs' required for digital tuning, Meeting with John Gibbs completed, future meetings planned
o Airport Audio Logger System - System built, software being installed and tested for deployment
o Internal Fiber Interconnect / Backup sub-network build out - Specifications and option selections begun
o Provided PIO duties for winter weather activity
o Various workstation patches reviewed and applied across the enterprise
<HR>

FIRE DEPARTMENT/David Short, Chief
Suppression
Responded to 96 emergency calls broken down by type below:
. Fires: 7
. Rescue & EMS: 62
. Hazardous conditions: 2
. Service Calls: 5
. Good Intent Calls: 14
. False Alarms: 6
. Overpressure Rupture, Explosion: 0
Fire Prevention
Plan Reviews
. None
New Construction Inspections
. None
Requested / Administrative Inspections:
. 3 different locations
Permits and On-Site Inspections
. 1 open burn permit
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)
<HR>

POLICE DEPARTMENT/Russ Frantz, Chief
Police
. Police reports: 120 / arrests: 22
Total Citations: 60 Handwritten Citations: 13 E-Citations: 47 Percent of E-Citations: 78.33 %
Dispatch
. Dispatch managed 1420 calls (Police/Fire/EMS)
Accreditation/Lt. King, Accreditation Manager
. Working in accreditation files
. Assisting with new officers
CID
. 23 Cases Forwarded to CID for Review
. 7 Felony Cases Assigned / 0 Misdemeanor Cases Assigned / 4 Other Cases Assigned
. 7 Felony Cases Cleared / 0 Misdemeanor Cases Cleared / 1 Other Cases Cleared
. 4 Felonies Filed through DA's Office
. 7 No Further Needed (NFN) Cases
. $2,981 Total Property Recovered
. 2 Assists with Patrol and Other Agencies
COP's Grant Program
. DA Task Force - Range day
. Conducted Face Book surveillance
. Conducted drug house surveillance
. Investigated drug tips
. MATSC meeting
. Safe Corridor meeting
. Traffic stop arrested two for possession of CDS Methamphetamine
. Seized approx $3320
. Prepared cases for DAs office
. Meeting with ADA re: trafficking
. Honor guard detail: funeral of former officer
. Search for wanted felon
. Coordinate with OBN for evidence on trafficking case
. Process meth lab fire
. Assisted with EOD
Evidence
. Number of evidence items brought in: 54
. Number of evidence items released: 1
. Number of found property items taken in: 32
. Number of items submitted to the OSBI: 4
. Number of evidence disposition files/cases cleared: 1
. Items Flagged & Pulled for Destruction: 0
Staff
Police Officers - 59 / 3 in training status / 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: 56 >Animals Impounded: 26 >Animals reclaimed: 9 >Animals adopted: 0