CITY OF SHAWNEE<br>
NOTICE OF PUBLIC OPEN HOUSE<br>
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The City of Shawnee will host a public open house on Friday, April 18 from 12:00 - 1:30 PM. The City's Community Development/Planning Department will hold the Open House to provide interested parties an opportunity to review and discuss the proposed changes to the Shawnee Zoning Code.<br>
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The Shawnee Zoning Code was last comprehensively updated in 1989. Over the last two years, the Planning Commission and City Staff have developed revisions that have been discussed in detail at numerous public meetings and workshops. The focus of these efforts has been towards the modernization and consolidation of zoning standards to ease interpretation and to create new tools to help achieve community goals. Many tables, graphs and figures have been added to make it easier for the public to use and interpret. In addition, the proposed code is substantially shorter in total page length than the current Shawnee Zoning Code (~101 versus 203 pages).<br>
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The Open House is intended to provide the public an opportunity to gather information about the proposed changes and ask questions in an informal setting and individuals are encouraged to drop in at any time. A brief 10-minute presentation and overview of the code will be held at 12:00 and 12:45, followed by time for questions, answers and general discussion. <br>
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The Planning Commission will hold a special meeting and workshop to discuss the proposed zoning code at 1:30 PM on April 18. A formal public hearing will be held by the Planning Commission on May 7 at their regularly-scheduled meeting. The Planning Commission will forward a recommendation on the proposed zoning code to the City Commission, who will also hold a public hearing prior to adoption. <br>
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City Staff will be available at the Open House to discuss the proposed changes on a one-on-one basis with individuals that have questions in advance of attending a hearing or submitting testimony. Copies of the draft zoning code will be available at the meeting or may be obtained in advance by contacting the Planning Department (222 N. Broadway), Staff Contact: Justin Debruin, Assistant City Planner, 878-1672.<br>
Friday, April 11, 2014
Thursday, April 10, 2014
Comments from Commissioner Keith Hall, Ward 4
All I know is what I read in the papers. Unfortunately, Will Rogers had it right when he made this statement. Most folks are not close enough to the issues that we see in our newspapers to have the complete story. Like Will Rogers, I am no different for most issues as well.
Too often, whether on purpose or by accident, there are omissions of facts, misstatements, or completely erroneous information published in editorials and letters to the editor. If we take sides on an issue based on the limited information we gain from reading the paper or listening to one side, we might be taking a position that would be completely opposite than if we knew all the facts.
As most folks are aware, the City of Shawnee is currently working hard to negotiate a payment-in-lieu-of-tax agreement with the CPN. These agreements, whether formal or informal, exist between other tribes and cities in Oklahoma (including Tecumseh). Over the last several weeks, I have read several guest editorials and letters to the editor that were certainly one sided and that did not provide the complete story. Perhaps I know this only because I am one of the seven City Commissioners who are working hard to do what we believe is in the best interest for all of our citizens and not just a select few.
Since I am directly involved in this particular issue, I have had the opportunity to meet and ask questions with an extremely reputable legal firm who specializes in this type of law. I also have had the opportunity to read several Federal Court legal citations and think about this issue for many months now. So with this in mind, I would like to offer my opinion on what I believe to be incorrect or misleading statements that I have read over past few weeks.
First and foremost, the City is not trying to tax any tribe or invade its sovereignty. The United States Supreme Court has NOT ruled Tribal Nations are exempt from having to collect and remit taxes from sales to non-tribal members. On the contrary, it has said that the collection and remittance is required, that it is not a limit on tribal sovereignty, and that while normal efforts to force the Tribal Nations to pay are not available, other remedies do exist. One of these is to reach an agreement, which is what the City is attempting to do. The Tribal Nations have not disputed the finding that collection and remittance is required; instead, they have insisted that no one can make them carry out that obligation.
Another past editorial in one of our local papers stated that remittance of the tax will put the Tribal Nations at an economic disadvantage. I have not read nor heard any sound logic for this argument. One could make a very strong argument that this would put them on equal economic status with other commercial retail operations, but certainly not at a disadvantage.
I have also read that the city is against Tribal economic development and is trying to punish the Tribal Nations. This cannot be further from the truth. We are very supportive of economic development. Job creation is very appealing to the City and we would welcome the opportunity to work with the tribes in this endeavor. We are only expecting to receive the tax for retail sales to non-tribal members for the stores that are in the City limits.
It has also been stated on a few different occasions that Trust Land is not in Shawnee City limits. The land in trust south of the river was annexed prior to its becoming trust land, some over 50 years ago. Simply placing land in Tribal Trust does not take the land out of the State, the County, nor the City.
More than one editorial suggested that the money we spend for legal fees will take years to be paid back if we cannot come to agreement and we continue the argument in Federal Court. This is not the case at all. Independent research conducted several years ago estimated Shawnee was losing $350,000 to $750,000 per year in tax collections due to sales affiliated with one Tribal grocery store in our City. It could even be higher now. We will certainly be very conservative in our legal expenditures, but as you can see the potential payback is very quick.
I have read that the City has refused to provide information requested by the Tribal Nations. We have provided all of the requested information that we have in our possession. The information that was requested was also irrelevant to subject.
The City's offer to meet to negotiate was sincere. We do not desire to litigate this matter but rather would like an amicable solution to the Supreme Court decision holding that tribes are supposed to remit the tax from those that are not tribal members.
These are just a few examples of where the complete story has not been told. As Shawnee grows, and for residents to have the services they need, our budget will continue to grow each year. While sales taxes have resumed growth after some difficult years, the growth has not kept up with the budget needs. Money is needed to continue to provide our citizens the level of services they expect and deserve. Government operations are funded only by sales tax, permit fees and court fines. There is no property tax to fund police, fire, emergency response, parks, code enforcement, animal control, street repairs and other services our citizens require. When city government does not pursue lost revenues in the amount of $350,000 to $750,000 per year, a disservice is done to all of our citizens.
Sincerely,
Commission Keith Hall, Ward 4
Too often, whether on purpose or by accident, there are omissions of facts, misstatements, or completely erroneous information published in editorials and letters to the editor. If we take sides on an issue based on the limited information we gain from reading the paper or listening to one side, we might be taking a position that would be completely opposite than if we knew all the facts.
As most folks are aware, the City of Shawnee is currently working hard to negotiate a payment-in-lieu-of-tax agreement with the CPN. These agreements, whether formal or informal, exist between other tribes and cities in Oklahoma (including Tecumseh). Over the last several weeks, I have read several guest editorials and letters to the editor that were certainly one sided and that did not provide the complete story. Perhaps I know this only because I am one of the seven City Commissioners who are working hard to do what we believe is in the best interest for all of our citizens and not just a select few.
Since I am directly involved in this particular issue, I have had the opportunity to meet and ask questions with an extremely reputable legal firm who specializes in this type of law. I also have had the opportunity to read several Federal Court legal citations and think about this issue for many months now. So with this in mind, I would like to offer my opinion on what I believe to be incorrect or misleading statements that I have read over past few weeks.
First and foremost, the City is not trying to tax any tribe or invade its sovereignty. The United States Supreme Court has NOT ruled Tribal Nations are exempt from having to collect and remit taxes from sales to non-tribal members. On the contrary, it has said that the collection and remittance is required, that it is not a limit on tribal sovereignty, and that while normal efforts to force the Tribal Nations to pay are not available, other remedies do exist. One of these is to reach an agreement, which is what the City is attempting to do. The Tribal Nations have not disputed the finding that collection and remittance is required; instead, they have insisted that no one can make them carry out that obligation.
Another past editorial in one of our local papers stated that remittance of the tax will put the Tribal Nations at an economic disadvantage. I have not read nor heard any sound logic for this argument. One could make a very strong argument that this would put them on equal economic status with other commercial retail operations, but certainly not at a disadvantage.
I have also read that the city is against Tribal economic development and is trying to punish the Tribal Nations. This cannot be further from the truth. We are very supportive of economic development. Job creation is very appealing to the City and we would welcome the opportunity to work with the tribes in this endeavor. We are only expecting to receive the tax for retail sales to non-tribal members for the stores that are in the City limits.
It has also been stated on a few different occasions that Trust Land is not in Shawnee City limits. The land in trust south of the river was annexed prior to its becoming trust land, some over 50 years ago. Simply placing land in Tribal Trust does not take the land out of the State, the County, nor the City.
More than one editorial suggested that the money we spend for legal fees will take years to be paid back if we cannot come to agreement and we continue the argument in Federal Court. This is not the case at all. Independent research conducted several years ago estimated Shawnee was losing $350,000 to $750,000 per year in tax collections due to sales affiliated with one Tribal grocery store in our City. It could even be higher now. We will certainly be very conservative in our legal expenditures, but as you can see the potential payback is very quick.
I have read that the City has refused to provide information requested by the Tribal Nations. We have provided all of the requested information that we have in our possession. The information that was requested was also irrelevant to subject.
The City's offer to meet to negotiate was sincere. We do not desire to litigate this matter but rather would like an amicable solution to the Supreme Court decision holding that tribes are supposed to remit the tax from those that are not tribal members.
These are just a few examples of where the complete story has not been told. As Shawnee grows, and for residents to have the services they need, our budget will continue to grow each year. While sales taxes have resumed growth after some difficult years, the growth has not kept up with the budget needs. Money is needed to continue to provide our citizens the level of services they expect and deserve. Government operations are funded only by sales tax, permit fees and court fines. There is no property tax to fund police, fire, emergency response, parks, code enforcement, animal control, street repairs and other services our citizens require. When city government does not pursue lost revenues in the amount of $350,000 to $750,000 per year, a disservice is done to all of our citizens.
Sincerely,
Commission Keith Hall, Ward 4
Tuesday, April 8, 2014
Staff Activity Report for March 9 - 22, 2014
CITY MANAGERS OFFICE/Brian McDougal, Manager
. Budget discussions with the Finance Director and department heads
. Work to assemble and provide the information requested by them for our discussions on March 24
. Attended Municipal Government Day at the Capital
. Attended the Oklahoma Mid-Sized City Initiative at the Capital
. Working to complete my annual ICMA Credentialed Manager Certification
. Attended the SCCDA Board meeting
. Attended the PCDA meeting
. Attended the COEDD meeting
. Met with Senator Ron Sharp regarding upcoming bills
. Met with Representative Justin Wood regarding upcoming bills
. Attended the Shawnee Regional Airport Special called meeting
. Several calls with Anglin PR regarding our Sales Tax campaign city-wide
. Attended the monthly board meeting of SEDF
. Spoke to Diamond K Kiwanis
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ENGINEERING/STREETS/TRAFFIC CONTROL/John Krywicki, Director
. ADA Sidewalk and Ramps Project: PreBid meeting was held with several contractors in attendance. An Addendum will be issued the week of April 1 prior to the Bid Opening to clarify some items of work. The Bid Opening is scheduled for the April 7, 2014 City Commission Meeting.
. Kickapoo Street from the Spur to Farrall (Under Design): Preliminary Field Review Plans have been completed and submitted to the City and ODOT for review and comments. We have a meeting scheduled Thursday April 3rd to go over items of revisions to plans. Right-of-Way and Utility Plans currently under design and are scheduled to be submitted by May 1, 2014 with final plan submittal by June 1, 2014. Upon final submittal and project cost estimates, staff from the City and ODOT will then enter into discussions about project agreement(s) and cost sharing proposals.
. Swimming Pool Parking Lot Improvements (Design Completed): Staff has completed engineering design of the swimming pool drive and parking lot improvement plans, and City Commission at their March 17th City Commission Meeting authorized staff to advertise and let the project for bids. We will let the project for bids later this summer after the Pool Project has been awarded and their Contractor underway with pool renovation and construction. The parking lot improvements will be the last major item constructed in reference to the pool project.
. Whittaker from Center to Draper Water Main Relocation: Beginning design plans. Contacted OKIE for utility locates. Adding existing gas main location to plans. Design 80% complete.
. Federal Bridge Waterline Replacement: Project was awarded to Jordan Contractors
. Water Main Looping Projects: Along Hwy 177 from GE to Leo St. Contacted OKIE for utility locates. The project consists of connecting to the existing 12" main located at Leo and Hwy 177, then continuing northwesterly along the Hwy 177 R/W line approximately 3,000 l.f. and connecting with the existing 12" main near the GE facility. Design 100% complete.
. Main Street Streetscape Project (Under Design): Preliminary plans under design (approx. 80% complete). Landscaping and irrigation design services were solicited and cost proposal being evaluated. Existing storm sewer system will be video inspected April 6th to determine condition and adequacy of existing facilities. Staff has been conducting traffic studies of the various Main Street intersections and will be reviewing whether signals are warranted at all the intersections. Tentative schedule to let project for bids is set at the end of July 2014.
. FY 2014 -2015 SMA Water/Sewer Design Projects: Met with SMA Staff regarding next fiscal year projects. Pipebursting: SMA staff compiling a list of lines. Since most of the lines categorized as "High" priority will be completed this fiscal year, the next contract will likely concentrate on neighborhoods with sewer main issues, i.e. Smoking Oaks or Larkins Meadow in order to cut down on mobilization costs for contractor hopping to various locations. Water rehab: SMA staff request that plans be prepared to replace all water mains in Thompson Heights Addition (south of Independence and east of Center) due to the high incidence of main breaks in that area. They request that plans and contract documents for these projects be completed by July 1 so that they can be bid out as soon as the new fiscal year begins. Compiling proposed quantities and will create a cost estimate for the project.
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EMERGENCY MANAGEMENT/Don Lynch, Director
. Registered 6 individual storm shelters
. Met with Motorola sales staff concerning equipment and supplies to be ordered
. Prepared radio transmitter room for installation of servers for new dispatch consoles and radio repeaters
. Worked on attaching GPS coordinates to existing storm shelter registry
. Attended County Commissioners meeting on Monday afternoons
. Continued coordination with local, FEMA and State officials on projects for Disaster Recovery
. Continued preparation of materials for updated Emergency Operations Plan
. Submitted City's Debris Management Plan to State Emergency Management for review/approval
. Continued work on County's Debris Management Plan
. Participated in OKWIN Partners Technical and Governance Conference calls on Friday mornings
. Spoke to Dr. Barnard's Group at Arvest Bank on Friday Morning March 7
Capital Projects Update:
. Communications Systems Upgrades: Installation of servers and wiring for new dispatch consoles set for week of March 23, 2014. Work on refurbishing monopole is on hold pending re-engineering of new antenna feed line installation. Existing conduits are not usable and will have to be abandoned.
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UTILITY DEPARTMENT/Steve Nelms, Director
Water Treatment Plant (Staff of 10)
Average production: *MGD: 3.238 Last week: *MGD: 3.438
*MGD: Million Gallons Daily
. Pumped 306,452,000MG to date compared to 277,148,000MG 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: 1.583 **BOD: 18 mg/l ***TSS: 11 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: 1.595 **BOD: 3.9 mg/l ***TSS: 6.8 mg/l
*MGD: Million Gallons Daily **BOD: Biochemical Oxygen Demand ***TSS: Total Suspended Solids
. 143,000 gallons of bio-solids have been hauled for the month.
. Performed routine maintenance and testing on the plant
Water Distribution (Staff of 11)
Service Calls: 69, Main Breaks: 0, Leak Checks: 21, Cut-offs: 7, Reset Water Meters: 16, Service Lines: 17; Water/Sewer Line Locates: 69
. Worked on shop tickets, and service orders from customer service.
Valve Maintenance (staff of 3)
. Located/performed serviceability check on valves at 5 different locations
. Performed annual fire hydrant flow testing at 4 locations
Wastewater Collection (Staff of 7)
Sewer lines flushed: 28,100 ft. Flushed (year to date): 198,440 ft.
Total Service Calls: 30, Sewer Lines Checked: 37, Lift Stations Checked: 20 Emergency Sewer Calls: 2, Camera Lines: 282 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 sent SRB more data from the hydrant flow loggers, and largest water users. Staff gathered and submitted data for the water tower study. Staff met with newly added Carollo Engineering staff to give them a tour of both wastewater plants on Thursday, December 12th, 2013. Staff is expected to receive the Water and Sewer Treatment Draft after Christmas, from SRB. Carollo Engineers emailed a draft report for the Water & Wastewater Treatment Plants. Staff is currently reviewing this report and will work with the Engineers to evaluate the plan. SRB met with City Commission on February 3rd, 2014 to give a progress report on the Master Plan. Staff completed review and mark-ups of water plant and wastewater plants draft plans and returned to SRB for updates. Staff sent draft master plan documentation including appendices that SMA staff is currently reviewing. Staff gave SRB more data including camera footage for the wastewater model. Staff met with SRB on Friday, March 14th and went over the preliminary draft of certain chapters of the Master Plan. Questionable sections were addressed and explanations were given for some items that were unclear. We await the remaining chapters for preliminary review.
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. Contractors are cleaning up on Dill Street and locating services on Midland Project. Contractors are mostly cleaning up on past jobs. Point repair at 1010 N. Pennsylvania. Attaching services at Midland Project. Contractors are starting on south sewer line of Severn. Contractors are currently bursting an emergency line on the south side of Severn, from Oklahoma to Union. Contractors are currently pipe bursting Woodland Park, Pesotum, and 10th Street. Contractors are currently bursting Pesotum and 11th.
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. Lift Station has been completed. Contractors are currently waiting on electrician to install electrical meter. Electricians have installed panels and boxes. Contractors are waiting on OG&E to install new meter, and switch station from a 3 phase to a 1 phase. Lift Station has been switched over and is operating well. The Lift Station and electrical work have been completed. Contractors will be pouring driveway and installing gate.
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. Work is scheduled for the 3rd of March. All work is done, minor difficulty getting readings on SCADA.
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 98% complete with all water lines installed. All new service lines have been installed and the existing 2" main has been cut and capped. All that is left is clean up and road patching. Punch list has been completed and the final walk through will take place next week. This project is complete.
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. Base bid for project is done. It will be 6 weeks before Contractors can get more pipe to do the added footage under the clarifier into the head works of the plant. Extra line was approved by commission on January 21st, 2014, and Contractors are ordering materials. Contractor have estimated the pipe to be delivered on March 17th, 2014. Pipe has been delivered and the first 300' has been installed out of a total of 600 plus feet.
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. On January 14th, 2014 the Notice to Bidders will run in the newspaper, with the pre-bid meeting to follow on February 11th, 2014. SMA will open bids on February 18th, 2014. SMA received bid packets on January 17th, 2014. SMA opened bids on February 18th, 2014, and will award the project on March 3rd, 2014. Project was awarded to CP3 Enterprises on March 3rd, 2014.
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AIRPORT/Keenan English, Assistant Airport Manager
. Oklahoma Airport Operators Association annual conference being held April 7-9, 2014 in Ardmore, OK.
. The Shawnee Airport Authority has approved a 10 year lease with Scissortail Skydiving, LLC.
. The Shawnee Regional Airport has chosen an Airport Consultant. A General Contract will be negotiated pending the Shawnee Airport Authority's approval.
. Youth Aviation Day has been scheduled for April 5th, 2014. Registration is on the airport website.
. Hangars remain at full capacity
. Fuel Sales
Fuel sales continue to steadily increase:
. February 2013 = Avgas 1,996.57 gal; Jet A 1,415.31 gal
. February 2014 = Avgas 2,451.28 gal; Jet A 1,765.95 gal
Airport Advisory Board
. Regular monthly meeting is being held April 16, 2014.
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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
. Removed downed limbs from parks
. Workforce employees from Federal Grant working in the Lake area when weather allows, ending soon
. Working on new fencing at Lions Club Ball Fields
. Installing new backstops at Lions Club Park
. Spraying and Painting at Lions Club
. Turning on water in all parks
. Cleaning up debris behind Beautification members
. Repairs and clean up at Library and City Hall
. Working on Monthly Park Inspections
Cemetery Division (staff of 4)
. 3 burials
. Cemetery gates are being closed at 5:00 pm every day for winter
. Started spraying weed control
. Repairing water Hydrants
. Working on Flags for Memorial Day
. Preparing for internments
Central Garage (Staff of 6)
. General servicing and repairs to vehicles and equipment including Expo
. 47 units in last two weeks with 79 total repairs
. EVT schools and testing
Shawnee Twin Lakes
. New Lake building is being engineered and hope to get under way with construction soon.
Wes Watkins Reservoir
. Pipe liners have left the RV Park but three Allegiance contractors are staying there.
. The new City Manager for McLoud is on the Wes Watkins Oversight Committee.
Municipal Swimming Pool
. Project is out for bid. There is a prebid meeting on March 25th at the pool and bids are due back in on April 7th. Hope to award the following Commission Meeting. Look for a ground breaking to happen soon.
Auditorium Exterior Restoration and Window Replacement
. Project is moving along good and should be about complete. Staff will be doing a walk through on Thursday March 27th with the Contractor to create a punch list.
City Hall ADA Restroom Project
. Project is nearing completion.
Certified Healthy Communities
. The Shawnee Community has been given the Excellent certification and was recognized in a meeting in Moore on February 13th. Staff will begin to gather reference material needed to complete the grant application.
. New signage is going up 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 was December 17th. Stakeholders consist of individuals that work in the field of CNG/LPG, install equipment, operate converted equipment, or are looking into and tracking conversion data. Fleet maintenance has a meeting set up with LPG individuals to look at some of our equipment for quotes on conversion. Through information learned at the COCC meetings, staff has made the decision to hold off on conversions for a couple of more years. This is based on to get our ROI from our conversions, we need to convert vehicles running 35000 miles per to which we do not have. We have chosen to wait and watch for the price of conversions to come down.
Other Projects of Importance
. The YMCA received two grants through the Avedis Foundation. Staff will be helping implement these due to the involvement of City Property. Architects are working on drawings for one of the projects.
. Architects are working on the drawings for the new Lake Maintenance building that will be bid out soon.
. Staff has chosen a firm for The Parks Master Plan and are working on a contract to bring in front of the Commission for approval.
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EXPOSITION CENTER/Mike Jackson, Operations Manager
. March 9, Sassafras, 75 people
. March 14-16, Okie Nation Hunting & Fishing Show, Approximately 1500 people for 3 days show
. March 15-16, NBHA Barrel Race, Approximately 1000 people attended 2 day barrel race
. March 15, Birthday Party, 80 people
. March 18, OG&E, 20 people
. March 19, Emergency Management Meeting, 50 people
. March 19-23, Rollin Squares RV Rally, 14 rigs, 28 people
. March 22, Franks Motor Sports, Approximately 500 people
. March 22, Garland Arts & Crafts, Approximately 600 people
March 20, SC&CDA Board Meeting
. Board approved CBEW for 2013 audit
. Board approved a $35.00 registration service fee for online IFYR entries
. Board approved Twister Saddles for IFYR 2014 award saddles
Project Update:
. Comfort station 1 & 4 have been completed on inside remodel
. Still continue remodel on 2 & 3
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PLANNING/COMMUNITY DEVELOPMENT/Justin Erickson, Director
Planning
. Staff met with developers to discuss pending and current development projects.
. Building inspections staff remain busy with a very high volume of permit requests and inquiries.
. Staff attended the March 13 Shawnee Beautification Committee meeting.
. Staff prepared and presented materials for the March 24 City Commission meeting.
. Staff attended the Chamber of Commerce Beautification and Enhancement Committee meeting on March 20.
. The City condemned two (2) structures in March 2014.
. The City has condemned a total of four (4) structures in 2014.
. Staff completed and submitted a grant application for sidewalk and trail improvements.
. The Action Center is currently investigating the following complaints:
o Dilapidated Buildings: 30 active cases
o Derelict Vehicles: 2 active cases
o Junk/Trash: 26 active cases
o Tall Grass/Weeds: 2 active cases
Project Updates
. Zoning Code Update- Staff continues work preparing drafts of a revised Shawnee Zoning and Subdivision Code. The Planning Commission will hold a workshop on April 2.
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FINANCE DEPARTMENT/Cynthia Sementelli, Finance
. Prepare for monthly airport meeting
. Working on the budgets
. Attended the CVB monthly meeting
. Worked on sales tax collection
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CITY CLERK'S OFFICE/UTILITY BILLING/Phyllis Loftis, City Clerk
City Clerk
. Prepared March 17, 2014 City Commission and Authorities agenda and minutes.
. Prepared March 17, 2014 City Commission Reconvened meeting 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
. Zone 1 cut-off for non-payment (3-13-14)
. Zone 1 billing (3-18-14)
. 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 - Completed - IT in support only mode on project
o Ch3/30 Video Switch Failure: Completed - New switching system in place and camera re-wiring completed
o Remote VPN Replacements -Unzner Router Completed, scheduling for install along with printer, more routers ordered
o TCM Imaging Solution Project - Attorney office template developed, working with vendor for TOP installations
o Automated Offsite Backup Updates for Appliance - Reviewing additional offsite options and solutions, Vaulting solution reviewed
o Mobile Device Management Deployment - MDM deployed on Fire mobile devices, testing remote app management and deployement
o Web Server Migration - Major code updates completed, testing, updating on new box, Working on Intranet site
o License Plate Reader Server component -Web code for easy lookup / integration lookups left to do
o Home Drive Storage migration - Server spec'd and in process of order for hosting this data source, will schedule moves after server in place
o Brazos Citation Import for Global System - Waiting for vendor next move / conference
o GeoSafe Fire Mobile - iPads deployed and functioning, development updates continue
o GeoInfo Web App - Final code developed, need volunteer to use iPad to map/photograph murals, horses, etc.
o Police AVL Solution - Verizon mobile devices being deployed, GeoSafe being tested for rollout
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 Airport Audio Logger System - System built, software download and system deployment next
o Internal Fiber Interconnect / Backup sub-network build out - Specifications and option selections begun, design layout completed, doing localized public safety server deploy first
o Ch3/30 Video Server Replacement - Replacement hardware being researched
o Annual reviews for Technology Support Specialist and Software Support Specialist completed, future goals set
o Annual review for COS IT department and CIO completed, 2014 goals reviewed and action plans completed
o WSUS system patches reviewed and approved across enterprise
o Resolved home drive server drive space issues, server is scheduled for replacement
o Finished Build of basic starter system for GIS Manager
o Built and deployed Accounting Department desktop and the support related to that.
o Researched and found SMA printer solution and ordered device for Director use
o Server 2012 R2 Research and Price Quote requests for next server / virtual replacements
o Clean up older system deployed for Records archive / storage use Public works.
o Updated City Clerk iPad for records archive internal cloud/web app use in the field
o Planned SWWTP network reconfiguration for access control system deployment
o Resolved unfiltered cable modem connection outage with vendor to resolution
o OGITA planning meeting for April conference in Shawnee
o Deployed new MFC for City management department, including scan to folders and setup. Also pulled back existing printers
o Dealt with HVAC failure in primary server room due to inadequate loop flow in main system
o Added backup cooling requirement project to IT for this area to insure future resolutions
o Continued Access Control / ID deployments
o Reviewed MapInfo license requirements for CAD server upgrades
o Updated Shoretel client to debug Outlook conflicts that keep appearing
o Updated various Global software clients for new records version
o Continued attempts to obtain proper mapping files from Lincoln county for 9-1-1 mapping
o Continued GeoSafe rollout and MU unit deployments
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FIRE DEPARTMENT/David Short, Chief
Suppression
Responded to 188 emergency calls broken down by type below:
. Fires: 12
. Rescue & EMS: 124
. Hazardous conditions: 9
. Service Calls: 9
. Good Intent Calls: 28
. False Alarms: 6
. Overpressure Rupture, Explosion: 0
Fire Prevention
Plan Reviews
. OBU Chick-Fil-A (hood suppression system)
. OBU Chick-Fil-A (fire alarm system)
New Construction Inspections
. OBU Geiger Center, Chick-Fil-A (final inspection)
. G.E. Oil and Gas new addition (final inspection)
Requested / Administrative Inspections:
. 7 different locations
Permits and On-Site Inspections
. 1 alarm system
. 1 hood suppression system
. 1 open burn permit
Training
. 4th Quarter 2013 Minimum Company Standards (9 Incomplete)
. EOC Tech Spring Fire Academy (Degraffenreid) (2/27/14 - 5/30/14)
. 2013B 90 Day PFF Skills Due (2/28/14) (4 Incomplete)
. PFF Initial Fitness Evaluation (Rollins, Inman) (Retest 3/10/14)
. Shift Training with ONG (All Shifts) (3/11-13/14)
. Oklahoma State Fire Chaplains Workshop (Ogle) (3/28-29/14)
. CPST CEU Course @ Owasso, OK (Taron) (4/2/14)
. OK Fire Recertification @ Moore, OK (Underwood) (4/3/14)
. FDIC 2014 @ Indianapolis, IN (Underwood) (4/6-12/14)
. TSAC Conference @ San Diego, CA (Killgore) (4/15-17/14)
. Haz Mat Technician Refresher (All Shifts) (6/9-14/14)
. Annual Fitness Test (All Shifts) (9/2,3,8/14)
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POLICE DEPARTMENT/Russ Frantz, Chief
Police
. Police reports: 313 / arrests: 88
Total Citations: 228 Handwritten Citations: 105 E-Citations: 123
Dispatch
. Dispatch managed 3,032 calls (Police/Fire/EMS)
Accreditation/Lt. King, Accreditation Manager
. Working in accreditation files
. Assisting with CID
. Working on CJIS requirements
CID
. 38 Cases Forwarded to CID for Review
. 12 Felony Cases Assigned / 0 Misdemeanor Cases Assigned / 11 Other Cases Assigned
. 13 Felony Cases Cleared / 0 Misdemeanor Cases Cleared / 3 Other Cases Cleared
. 8 Felonies Filed through DA's Office
. 12 No Further Needed (NFN) Cases
. $0 Total Property Recovered
. 7 Assists with Patrol and Other Agencies
COP's Grant Program
. Multiple meetings with Shawnee confidential informants
. Conducted face book surveillance
. Grant Paperwork
. Surveillance Drug house in Shawnee
. Assist evening shift with fight call/lewd molestation Conducted controlled methamphetamine buy from source who supplies Shawnee with methamphetamine
. Organize Color Guard Equipment
. Prepared search warrant and operations order
. Police Foundation Meeting
. Meeting with OKC IMPACT TEAM Assist OKC pd
. Assisted IMPACT team with search warrant and search for subject involved in trafficking methamphetamine and burglaries in the Shawnee and Oklahoma City areas
. Sentinels and Explorer new applications
. Search warrant of Shawnee methamphetamine dealer's residence.
. Seized methamphetamine, a handgun, scales, baggies, and 907.36 dollars in us currency Arrested two
. Traffic Seatbelt Event
Evidence
. Number of evidence items brought in: 25
. Number of evidence items released: 6
. Number of found property items taken in: 14
. Number of items submitted to the OSBI: 8
. Number of evidence disposition files/cases cleared: 2
. Items Flagged & Pulled for Destruction: 0
Staff
Police Officers - 59 / 4 in CLEET Academy / 54 available
. Dispatch positions - 13 / 11available for service / 2 in training status / 2 open position
. Animal Control Positions - 4 / 4 available for service
Animal Control
> Calls Responded: 223 >Animals Impounded: 63 >Animals reclaimed: 8 >Animals adopted: 2
. Budget discussions with the Finance Director and department heads
. Work to assemble and provide the information requested by them for our discussions on March 24
. Attended Municipal Government Day at the Capital
. Attended the Oklahoma Mid-Sized City Initiative at the Capital
. Working to complete my annual ICMA Credentialed Manager Certification
. Attended the SCCDA Board meeting
. Attended the PCDA meeting
. Attended the COEDD meeting
. Met with Senator Ron Sharp regarding upcoming bills
. Met with Representative Justin Wood regarding upcoming bills
. Attended the Shawnee Regional Airport Special called meeting
. Several calls with Anglin PR regarding our Sales Tax campaign city-wide
. Attended the monthly board meeting of SEDF
. Spoke to Diamond K Kiwanis
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ENGINEERING/STREETS/TRAFFIC CONTROL/John Krywicki, Director
. ADA Sidewalk and Ramps Project: PreBid meeting was held with several contractors in attendance. An Addendum will be issued the week of April 1 prior to the Bid Opening to clarify some items of work. The Bid Opening is scheduled for the April 7, 2014 City Commission Meeting.
. Kickapoo Street from the Spur to Farrall (Under Design): Preliminary Field Review Plans have been completed and submitted to the City and ODOT for review and comments. We have a meeting scheduled Thursday April 3rd to go over items of revisions to plans. Right-of-Way and Utility Plans currently under design and are scheduled to be submitted by May 1, 2014 with final plan submittal by June 1, 2014. Upon final submittal and project cost estimates, staff from the City and ODOT will then enter into discussions about project agreement(s) and cost sharing proposals.
. Swimming Pool Parking Lot Improvements (Design Completed): Staff has completed engineering design of the swimming pool drive and parking lot improvement plans, and City Commission at their March 17th City Commission Meeting authorized staff to advertise and let the project for bids. We will let the project for bids later this summer after the Pool Project has been awarded and their Contractor underway with pool renovation and construction. The parking lot improvements will be the last major item constructed in reference to the pool project.
. Whittaker from Center to Draper Water Main Relocation: Beginning design plans. Contacted OKIE for utility locates. Adding existing gas main location to plans. Design 80% complete.
. Federal Bridge Waterline Replacement: Project was awarded to Jordan Contractors
. Water Main Looping Projects: Along Hwy 177 from GE to Leo St. Contacted OKIE for utility locates. The project consists of connecting to the existing 12" main located at Leo and Hwy 177, then continuing northwesterly along the Hwy 177 R/W line approximately 3,000 l.f. and connecting with the existing 12" main near the GE facility. Design 100% complete.
. Main Street Streetscape Project (Under Design): Preliminary plans under design (approx. 80% complete). Landscaping and irrigation design services were solicited and cost proposal being evaluated. Existing storm sewer system will be video inspected April 6th to determine condition and adequacy of existing facilities. Staff has been conducting traffic studies of the various Main Street intersections and will be reviewing whether signals are warranted at all the intersections. Tentative schedule to let project for bids is set at the end of July 2014.
. FY 2014 -2015 SMA Water/Sewer Design Projects: Met with SMA Staff regarding next fiscal year projects. Pipebursting: SMA staff compiling a list of lines. Since most of the lines categorized as "High" priority will be completed this fiscal year, the next contract will likely concentrate on neighborhoods with sewer main issues, i.e. Smoking Oaks or Larkins Meadow in order to cut down on mobilization costs for contractor hopping to various locations. Water rehab: SMA staff request that plans be prepared to replace all water mains in Thompson Heights Addition (south of Independence and east of Center) due to the high incidence of main breaks in that area. They request that plans and contract documents for these projects be completed by July 1 so that they can be bid out as soon as the new fiscal year begins. Compiling proposed quantities and will create a cost estimate for the project.
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EMERGENCY MANAGEMENT/Don Lynch, Director
. Registered 6 individual storm shelters
. Met with Motorola sales staff concerning equipment and supplies to be ordered
. Prepared radio transmitter room for installation of servers for new dispatch consoles and radio repeaters
. Worked on attaching GPS coordinates to existing storm shelter registry
. Attended County Commissioners meeting on Monday afternoons
. Continued coordination with local, FEMA and State officials on projects for Disaster Recovery
. Continued preparation of materials for updated Emergency Operations Plan
. Submitted City's Debris Management Plan to State Emergency Management for review/approval
. Continued work on County's Debris Management Plan
. Participated in OKWIN Partners Technical and Governance Conference calls on Friday mornings
. Spoke to Dr. Barnard's Group at Arvest Bank on Friday Morning March 7
Capital Projects Update:
. Communications Systems Upgrades: Installation of servers and wiring for new dispatch consoles set for week of March 23, 2014. Work on refurbishing monopole is on hold pending re-engineering of new antenna feed line installation. Existing conduits are not usable and will have to be abandoned.
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UTILITY DEPARTMENT/Steve Nelms, Director
Water Treatment Plant (Staff of 10)
Average production: *MGD: 3.238 Last week: *MGD: 3.438
*MGD: Million Gallons Daily
. Pumped 306,452,000MG to date compared to 277,148,000MG 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: 1.583 **BOD: 18 mg/l ***TSS: 11 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: 1.595 **BOD: 3.9 mg/l ***TSS: 6.8 mg/l
*MGD: Million Gallons Daily **BOD: Biochemical Oxygen Demand ***TSS: Total Suspended Solids
. 143,000 gallons of bio-solids have been hauled for the month.
. Performed routine maintenance and testing on the plant
Water Distribution (Staff of 11)
Service Calls: 69, Main Breaks: 0, Leak Checks: 21, Cut-offs: 7, Reset Water Meters: 16, Service Lines: 17; Water/Sewer Line Locates: 69
. Worked on shop tickets, and service orders from customer service.
Valve Maintenance (staff of 3)
. Located/performed serviceability check on valves at 5 different locations
. Performed annual fire hydrant flow testing at 4 locations
Wastewater Collection (Staff of 7)
Sewer lines flushed: 28,100 ft. Flushed (year to date): 198,440 ft.
Total Service Calls: 30, Sewer Lines Checked: 37, Lift Stations Checked: 20 Emergency Sewer Calls: 2, Camera Lines: 282 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 sent SRB more data from the hydrant flow loggers, and largest water users. Staff gathered and submitted data for the water tower study. Staff met with newly added Carollo Engineering staff to give them a tour of both wastewater plants on Thursday, December 12th, 2013. Staff is expected to receive the Water and Sewer Treatment Draft after Christmas, from SRB. Carollo Engineers emailed a draft report for the Water & Wastewater Treatment Plants. Staff is currently reviewing this report and will work with the Engineers to evaluate the plan. SRB met with City Commission on February 3rd, 2014 to give a progress report on the Master Plan. Staff completed review and mark-ups of water plant and wastewater plants draft plans and returned to SRB for updates. Staff sent draft master plan documentation including appendices that SMA staff is currently reviewing. Staff gave SRB more data including camera footage for the wastewater model. Staff met with SRB on Friday, March 14th and went over the preliminary draft of certain chapters of the Master Plan. Questionable sections were addressed and explanations were given for some items that were unclear. We await the remaining chapters for preliminary review.
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. Contractors are cleaning up on Dill Street and locating services on Midland Project. Contractors are mostly cleaning up on past jobs. Point repair at 1010 N. Pennsylvania. Attaching services at Midland Project. Contractors are starting on south sewer line of Severn. Contractors are currently bursting an emergency line on the south side of Severn, from Oklahoma to Union. Contractors are currently pipe bursting Woodland Park, Pesotum, and 10th Street. Contractors are currently bursting Pesotum and 11th.
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. Lift Station has been completed. Contractors are currently waiting on electrician to install electrical meter. Electricians have installed panels and boxes. Contractors are waiting on OG&E to install new meter, and switch station from a 3 phase to a 1 phase. Lift Station has been switched over and is operating well. The Lift Station and electrical work have been completed. Contractors will be pouring driveway and installing gate.
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. Work is scheduled for the 3rd of March. All work is done, minor difficulty getting readings on SCADA.
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 98% complete with all water lines installed. All new service lines have been installed and the existing 2" main has been cut and capped. All that is left is clean up and road patching. Punch list has been completed and the final walk through will take place next week. This project is complete.
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. Base bid for project is done. It will be 6 weeks before Contractors can get more pipe to do the added footage under the clarifier into the head works of the plant. Extra line was approved by commission on January 21st, 2014, and Contractors are ordering materials. Contractor have estimated the pipe to be delivered on March 17th, 2014. Pipe has been delivered and the first 300' has been installed out of a total of 600 plus feet.
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. On January 14th, 2014 the Notice to Bidders will run in the newspaper, with the pre-bid meeting to follow on February 11th, 2014. SMA will open bids on February 18th, 2014. SMA received bid packets on January 17th, 2014. SMA opened bids on February 18th, 2014, and will award the project on March 3rd, 2014. Project was awarded to CP3 Enterprises on March 3rd, 2014.
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AIRPORT/Keenan English, Assistant Airport Manager
. Oklahoma Airport Operators Association annual conference being held April 7-9, 2014 in Ardmore, OK.
. The Shawnee Airport Authority has approved a 10 year lease with Scissortail Skydiving, LLC.
. The Shawnee Regional Airport has chosen an Airport Consultant. A General Contract will be negotiated pending the Shawnee Airport Authority's approval.
. Youth Aviation Day has been scheduled for April 5th, 2014. Registration is on the airport website.
. Hangars remain at full capacity
. Fuel Sales
Fuel sales continue to steadily increase:
. February 2013 = Avgas 1,996.57 gal; Jet A 1,415.31 gal
. February 2014 = Avgas 2,451.28 gal; Jet A 1,765.95 gal
Airport Advisory Board
. Regular monthly meeting is being held April 16, 2014.
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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
. Removed downed limbs from parks
. Workforce employees from Federal Grant working in the Lake area when weather allows, ending soon
. Working on new fencing at Lions Club Ball Fields
. Installing new backstops at Lions Club Park
. Spraying and Painting at Lions Club
. Turning on water in all parks
. Cleaning up debris behind Beautification members
. Repairs and clean up at Library and City Hall
. Working on Monthly Park Inspections
Cemetery Division (staff of 4)
. 3 burials
. Cemetery gates are being closed at 5:00 pm every day for winter
. Started spraying weed control
. Repairing water Hydrants
. Working on Flags for Memorial Day
. Preparing for internments
Central Garage (Staff of 6)
. General servicing and repairs to vehicles and equipment including Expo
. 47 units in last two weeks with 79 total repairs
. EVT schools and testing
Shawnee Twin Lakes
. New Lake building is being engineered and hope to get under way with construction soon.
Wes Watkins Reservoir
. Pipe liners have left the RV Park but three Allegiance contractors are staying there.
. The new City Manager for McLoud is on the Wes Watkins Oversight Committee.
Municipal Swimming Pool
. Project is out for bid. There is a prebid meeting on March 25th at the pool and bids are due back in on April 7th. Hope to award the following Commission Meeting. Look for a ground breaking to happen soon.
Auditorium Exterior Restoration and Window Replacement
. Project is moving along good and should be about complete. Staff will be doing a walk through on Thursday March 27th with the Contractor to create a punch list.
City Hall ADA Restroom Project
. Project is nearing completion.
Certified Healthy Communities
. The Shawnee Community has been given the Excellent certification and was recognized in a meeting in Moore on February 13th. Staff will begin to gather reference material needed to complete the grant application.
. New signage is going up 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 was December 17th. Stakeholders consist of individuals that work in the field of CNG/LPG, install equipment, operate converted equipment, or are looking into and tracking conversion data. Fleet maintenance has a meeting set up with LPG individuals to look at some of our equipment for quotes on conversion. Through information learned at the COCC meetings, staff has made the decision to hold off on conversions for a couple of more years. This is based on to get our ROI from our conversions, we need to convert vehicles running 35000 miles per to which we do not have. We have chosen to wait and watch for the price of conversions to come down.
Other Projects of Importance
. The YMCA received two grants through the Avedis Foundation. Staff will be helping implement these due to the involvement of City Property. Architects are working on drawings for one of the projects.
. Architects are working on the drawings for the new Lake Maintenance building that will be bid out soon.
. Staff has chosen a firm for The Parks Master Plan and are working on a contract to bring in front of the Commission for approval.
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EXPOSITION CENTER/Mike Jackson, Operations Manager
. March 9, Sassafras, 75 people
. March 14-16, Okie Nation Hunting & Fishing Show, Approximately 1500 people for 3 days show
. March 15-16, NBHA Barrel Race, Approximately 1000 people attended 2 day barrel race
. March 15, Birthday Party, 80 people
. March 18, OG&E, 20 people
. March 19, Emergency Management Meeting, 50 people
. March 19-23, Rollin Squares RV Rally, 14 rigs, 28 people
. March 22, Franks Motor Sports, Approximately 500 people
. March 22, Garland Arts & Crafts, Approximately 600 people
March 20, SC&CDA Board Meeting
. Board approved CBEW for 2013 audit
. Board approved a $35.00 registration service fee for online IFYR entries
. Board approved Twister Saddles for IFYR 2014 award saddles
Project Update:
. Comfort station 1 & 4 have been completed on inside remodel
. Still continue remodel on 2 & 3
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PLANNING/COMMUNITY DEVELOPMENT/Justin Erickson, Director
Planning
. Staff met with developers to discuss pending and current development projects.
. Building inspections staff remain busy with a very high volume of permit requests and inquiries.
. Staff attended the March 13 Shawnee Beautification Committee meeting.
. Staff prepared and presented materials for the March 24 City Commission meeting.
. Staff attended the Chamber of Commerce Beautification and Enhancement Committee meeting on March 20.
. The City condemned two (2) structures in March 2014.
. The City has condemned a total of four (4) structures in 2014.
. Staff completed and submitted a grant application for sidewalk and trail improvements.
. The Action Center is currently investigating the following complaints:
o Dilapidated Buildings: 30 active cases
o Derelict Vehicles: 2 active cases
o Junk/Trash: 26 active cases
o Tall Grass/Weeds: 2 active cases
Project Updates
. Zoning Code Update- Staff continues work preparing drafts of a revised Shawnee Zoning and Subdivision Code. The Planning Commission will hold a workshop on April 2.
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FINANCE DEPARTMENT/Cynthia Sementelli, Finance
. Prepare for monthly airport meeting
. Working on the budgets
. Attended the CVB monthly meeting
. Worked on sales tax collection
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CITY CLERK'S OFFICE/UTILITY BILLING/Phyllis Loftis, City Clerk
City Clerk
. Prepared March 17, 2014 City Commission and Authorities agenda and minutes.
. Prepared March 17, 2014 City Commission Reconvened meeting 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
. Zone 1 cut-off for non-payment (3-13-14)
. Zone 1 billing (3-18-14)
. 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 - Completed - IT in support only mode on project
o Ch3/30 Video Switch Failure: Completed - New switching system in place and camera re-wiring completed
o Remote VPN Replacements -Unzner Router Completed, scheduling for install along with printer, more routers ordered
o TCM Imaging Solution Project - Attorney office template developed, working with vendor for TOP installations
o Automated Offsite Backup Updates for Appliance - Reviewing additional offsite options and solutions, Vaulting solution reviewed
o Mobile Device Management Deployment - MDM deployed on Fire mobile devices, testing remote app management and deployement
o Web Server Migration - Major code updates completed, testing, updating on new box, Working on Intranet site
o License Plate Reader Server component -Web code for easy lookup / integration lookups left to do
o Home Drive Storage migration - Server spec'd and in process of order for hosting this data source, will schedule moves after server in place
o Brazos Citation Import for Global System - Waiting for vendor next move / conference
o GeoSafe Fire Mobile - iPads deployed and functioning, development updates continue
o GeoInfo Web App - Final code developed, need volunteer to use iPad to map/photograph murals, horses, etc.
o Police AVL Solution - Verizon mobile devices being deployed, GeoSafe being tested for rollout
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 Airport Audio Logger System - System built, software download and system deployment next
o Internal Fiber Interconnect / Backup sub-network build out - Specifications and option selections begun, design layout completed, doing localized public safety server deploy first
o Ch3/30 Video Server Replacement - Replacement hardware being researched
o Annual reviews for Technology Support Specialist and Software Support Specialist completed, future goals set
o Annual review for COS IT department and CIO completed, 2014 goals reviewed and action plans completed
o WSUS system patches reviewed and approved across enterprise
o Resolved home drive server drive space issues, server is scheduled for replacement
o Finished Build of basic starter system for GIS Manager
o Built and deployed Accounting Department desktop and the support related to that.
o Researched and found SMA printer solution and ordered device for Director use
o Server 2012 R2 Research and Price Quote requests for next server / virtual replacements
o Clean up older system deployed for Records archive / storage use Public works.
o Updated City Clerk iPad for records archive internal cloud/web app use in the field
o Planned SWWTP network reconfiguration for access control system deployment
o Resolved unfiltered cable modem connection outage with vendor to resolution
o OGITA planning meeting for April conference in Shawnee
o Deployed new MFC for City management department, including scan to folders and setup. Also pulled back existing printers
o Dealt with HVAC failure in primary server room due to inadequate loop flow in main system
o Added backup cooling requirement project to IT for this area to insure future resolutions
o Continued Access Control / ID deployments
o Reviewed MapInfo license requirements for CAD server upgrades
o Updated Shoretel client to debug Outlook conflicts that keep appearing
o Updated various Global software clients for new records version
o Continued attempts to obtain proper mapping files from Lincoln county for 9-1-1 mapping
o Continued GeoSafe rollout and MU unit deployments
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FIRE DEPARTMENT/David Short, Chief
Suppression
Responded to 188 emergency calls broken down by type below:
. Fires: 12
. Rescue & EMS: 124
. Hazardous conditions: 9
. Service Calls: 9
. Good Intent Calls: 28
. False Alarms: 6
. Overpressure Rupture, Explosion: 0
Fire Prevention
Plan Reviews
. OBU Chick-Fil-A (hood suppression system)
. OBU Chick-Fil-A (fire alarm system)
New Construction Inspections
. OBU Geiger Center, Chick-Fil-A (final inspection)
. G.E. Oil and Gas new addition (final inspection)
Requested / Administrative Inspections:
. 7 different locations
Permits and On-Site Inspections
. 1 alarm system
. 1 hood suppression system
. 1 open burn permit
Training
. 4th Quarter 2013 Minimum Company Standards (9 Incomplete)
. EOC Tech Spring Fire Academy (Degraffenreid) (2/27/14 - 5/30/14)
. 2013B 90 Day PFF Skills Due (2/28/14) (4 Incomplete)
. PFF Initial Fitness Evaluation (Rollins, Inman) (Retest 3/10/14)
. Shift Training with ONG (All Shifts) (3/11-13/14)
. Oklahoma State Fire Chaplains Workshop (Ogle) (3/28-29/14)
. CPST CEU Course @ Owasso, OK (Taron) (4/2/14)
. OK Fire Recertification @ Moore, OK (Underwood) (4/3/14)
. FDIC 2014 @ Indianapolis, IN (Underwood) (4/6-12/14)
. TSAC Conference @ San Diego, CA (Killgore) (4/15-17/14)
. Haz Mat Technician Refresher (All Shifts) (6/9-14/14)
. Annual Fitness Test (All Shifts) (9/2,3,8/14)
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POLICE DEPARTMENT/Russ Frantz, Chief
Police
. Police reports: 313 / arrests: 88
Total Citations: 228 Handwritten Citations: 105 E-Citations: 123
Dispatch
. Dispatch managed 3,032 calls (Police/Fire/EMS)
Accreditation/Lt. King, Accreditation Manager
. Working in accreditation files
. Assisting with CID
. Working on CJIS requirements
CID
. 38 Cases Forwarded to CID for Review
. 12 Felony Cases Assigned / 0 Misdemeanor Cases Assigned / 11 Other Cases Assigned
. 13 Felony Cases Cleared / 0 Misdemeanor Cases Cleared / 3 Other Cases Cleared
. 8 Felonies Filed through DA's Office
. 12 No Further Needed (NFN) Cases
. $0 Total Property Recovered
. 7 Assists with Patrol and Other Agencies
COP's Grant Program
. Multiple meetings with Shawnee confidential informants
. Conducted face book surveillance
. Grant Paperwork
. Surveillance Drug house in Shawnee
. Assist evening shift with fight call/lewd molestation Conducted controlled methamphetamine buy from source who supplies Shawnee with methamphetamine
. Organize Color Guard Equipment
. Prepared search warrant and operations order
. Police Foundation Meeting
. Meeting with OKC IMPACT TEAM Assist OKC pd
. Assisted IMPACT team with search warrant and search for subject involved in trafficking methamphetamine and burglaries in the Shawnee and Oklahoma City areas
. Sentinels and Explorer new applications
. Search warrant of Shawnee methamphetamine dealer's residence.
. Seized methamphetamine, a handgun, scales, baggies, and 907.36 dollars in us currency Arrested two
. Traffic Seatbelt Event
Evidence
. Number of evidence items brought in: 25
. Number of evidence items released: 6
. Number of found property items taken in: 14
. Number of items submitted to the OSBI: 8
. Number of evidence disposition files/cases cleared: 2
. Items Flagged & Pulled for Destruction: 0
Staff
Police Officers - 59 / 4 in CLEET Academy / 54 available
. Dispatch positions - 13 / 11available for service / 2 in training status / 2 open position
. Animal Control Positions - 4 / 4 available for service
Animal Control
> Calls Responded: 223 >Animals Impounded: 63 >Animals reclaimed: 8 >Animals adopted: 2
Shawnee's Annual Trash Off Day April 12, 2014!
Location: Kidspace Park 8:00 am - Noon
Bring your Family, Friends, Groups, Businesses out and sign up for a one day event to help Shawnee clean up it's roadsides. -Vests, Gloves, and Trash Bags will be provided-
For more information call 405-878-1529
You help is appreciated!
Bring your Family, Friends, Groups, Businesses out and sign up for a one day event to help Shawnee clean up it's roadsides. -Vests, Gloves, and Trash Bags will be provided-
For more information call 405-878-1529
You help is appreciated!
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