CITY MANAGERS OFFICE/Brian McDougal, Manager
. Attended the new VSI Tourism meeting.
. Attended the County Commissioners Meeting
. Attended the PCDA Meeting
. Attended the Downtown Merchants Meeting
. Attended AT&T Digital Home meeting
. Attended the International Council of Shopping Centers (ICSC) Oklahoma Deal Making Conference.
. Several Conference calls on the UP rail line between OKC and McAlester
. Met with VSI Director and WPA survey research to kick off our Citywide Branding Campaign
. Met with the Mayor regarding ongoing pool operations and concessions.
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ENGINEERING/STREETS/TRAFFIC CONTROL/John Krywicki, Director
. Shawnee Market Place Development: Water line and sanitary sewer improvements are under construction and will be completed by early October. City Commission approved FINAL PLAT and Developer/Contractor will need to submit a bond or letter of credit in the dollar amount of approx. $1.6 million dollars to cover the cost of the public improvements that the City will eventually accept once installation is completed. We are still awaiting submittal of the traffic signal plans for their main entrance south of Delta Café, and the upgrade plans for the traffic signals at the intersection between Whataburger and Delta Café.
. Panda Express Site plans approved by Engineering, and site prep construction work is underway in the Walmart parking lot. Panda Express is installing the sanitary sewer extension that will become a public line upon satisfactory completion. 100% of the construction cost is being paid by Panda Express.
. Stone Creek Development on Acme Road will have their Final Plat heard before the City Planning Commission on September 3, 2014. Water, sanitary sewer, and paving & drainage plans currently under review by staff.
. Kickapoo Paving Project from the Spur to Farrall: (No Change): Engineered construction plans were completed and submitted to ODOT in May 2014 for review and comments. ODOT has indicated they are in the process of scheduling a field and plan-in-hand meeting around mid-September to go over their review.
. Main Street Streetscape Project design is substantially completed. Plans were sent to ODOT for their review and comments. We will be receiving a $400,000 grant from ODOT for the project. Depending on the length and time of ODOTs review once they allow us to submit the plans, we may not be able to advertise the project for bids or have construction begin until after the first of the year (2015). We have attended several meetings with downtown merchants to get their input on the street design and we have attended the Downtown Task Force Committee meeting to discuss the streetscape design and other issues associated with the project.
. Deer Field Estates (on Bradley just west of Elm Street): City Planning Commission will consider their Preliminary Plat at the September 3, 2014 Planning Commission meeting: We had a meeting with the Developer and his Engineer to discuss the Citys drainage concerns and to go over other issues with their preliminary plat, and we are awaiting submittals from Developers engineer of the construction plans in order to review for code compliance.
. Rehab Asphalt Streets Project (Haskel-Lemon Contractor): Work on Broadway from Federal to MacArthur has been completed. Work on Independence from Kickapoo to Broadway will begin after the intersection improvements at Kickapoo & Independence are completed on the Kickapoo Paving Project, AND, with the City prevailing at the mediation hearing dealing with 45th Street resurfacing and Nash Construction. Staff currently reviewing other asphalt streets for corrective/repair work. Cost to mill and overlay Shawnee Mall Drive was going to be about $270,000, and staff decided to solicit a crack sealing proposal instead of the mill/overlay option.
. COS-PW-13-01 Sidewalk/ADA Handicap Ramps Project (Various Locations); Parathon Construction is the contractor on the project. Work continues along Highland Street from Broadway to Union at the intersections installing ADA Handicap ramps. City will direct Contractor to next begin ramps/sidewalk at Union & 11th Street.
. Vision Bank Property Channel Improvements: Vision Bank is installing concrete drainage channel improvements east of Harrison and south of 45th Street which will be able to carry the 100 year flood flows enabling other property in the immediate vicinity to be developed by Vision Bank. Contractor had cleared trees and brush from site, and last week has begun some rough grading and dirt work. This is a Private Project paid entirely (100% of the costs) by the Developer (Vision Bank), and once satisfactorily completed in accordance with the specs and plans, then the City will accept the project for ownership and future maintenance responsibilities.
. Wyndemere Addition: Developers Engineer submitted sidewalk plans last week and after review, Staff gave approval. The sidewalk will be along MacArthur Street and will run the full frontage of the Wyndemere Addition. Developer will need to address the severe erosion taking place at their detention pond, and will need to install appropriate end sections for the inlet and outlet pipes at the detention area.
. Communication Credit Union - Kickapoo and 45th: The drive approach on 45th and sidewalks along Kickapoo and 45th have been installed. The sidewalks and ramps meet ADA requirements.
. Rehab Concrete Streets Project: The Rebid of this project was awarded to S&J Construction in the amount of $466,725. By rejecting the sole bid from the first project letting ($568,000) and advertising the project, the City saved approximately $102,000. Contractor was in the Northridge area the week of August 25th to begin saw cutting the paving panel that will be removed and replaced.
. Water Main Looping Projects: Hwy 177 - GE to Leo 12" Loop: SMA originally planned to construct this project in-house but due to being short on manpower will be contracting the project out. Center St. From REACT building to Mark St. 8" loop: Construction plans 80% complete. 45th St. west of CVS 12" Loop: Working with SMA staff to confirm locations/sizes of existing lines to determine where the crossing of 45th needs to occur.
. FY 2014 -2015 SMA Water/Sewer Design Projects: Pipe bursting: Quantities have been calculated for the Smoking Oaks/Bison/College View Additions. Water Rehab: SMA has requested that rather than replacing all waterlines in the Thompson Heights that the 8" lines between the new REACT building and Mark Dr. on Center Street be connected.
. Proposed Airport Restaurant Site: Met with City Manager, Airport Manager and Local Realtor to discuss Proposed Restaurant Site at the Shawnee Regional Airport which may be located south of the Terminal Building. We prepared some exhibits for realtor to aide in marketing the property.
. Turn Lane on MacArthur at Grove School: City Street Department has completed the right turn only lane into the Grove School facility. Completion of the turn lane, and the restriping of Bryan Street to allow for left turn only into the school facility off of Bryan, And, with Grove School changing their main drop off / pickup location to Bryan Street should alleviate some of the major traffic congestion we have been experiencing in the MacArthur-Bryan streets area in the immediate vicinity of Grove School.
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EMERGENCY MANAGEMENT/Don Lynch, Director
. Assisted Police Department with preparation of range tower for demolition
. Troubleshot and coordinated with vendor for repair of an outage on the T1 circuit connecting the radio site to the zone controller in Tulsa
. Worked with contractor on installation of new conduits and antenna cable for radio system monopole
. Participated in the State Emergency Management Conference in Norman on August 18-21, 2014
. Attended the OEMA State Conference in Norman
. Assigned 6 private storm shelters in database
. Attended County Commissioner's Meetings and gave recommendation on county burn ban
. Turned in and recorded numerous 911 remittance checks
. Coordinated with multiple entities regarding 911 addresses include Co 911, Shawnee Post Office, UPS, OG&E and ONG
. Directed multiple County 911 addressing requests to the Pottawatomie County 911 Addressing Coordinator
. Attended Board of County Commissioners Meetings on Monday afternoon 8/11
. Coordinated with Motorola Project Staff on activities and project status on communications system upgrade
. Continued work on draft Emergency Operations Plan update.
. Worked on issues and tasks and answered several telephone calls concerning operations of the Safe Room/Storm Shelter Rebate grant program
. Participated in OKWIN Partners meeting in Norman on afternoon of August 21
. Attended A.T. & T. meeting at OBU Alumni Center on Friday morning August 22
. Met with TAP Architects on dispatch remodel on Friday morning August 22
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UTILITY DEPARTMENT/Steve Nelms, Director
Water Treatment Plant (Staff of 10)
Average production: *MGD: 4.260 Last week: *MGD: 3.961
*MGD: Million Gallons Daily
. Pumped 892,665,000MG to date compared to 980,133,000MG 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: 1.236 **BOD: 10 mg/l ***TSS: 7.5 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: 1.586 **BOD: 2.1 mg/l ***TSS: 3.0 mg/l
*MGD: Million Gallons Daily **BOD: Biochemical Oxygen Demand ***TSS: Total Suspended Solids
. 253,500 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: 96, Main Breaks: 1, Leak Checks: 32, Cut-offs: 8, Reset Water Meters: 6, Service Lines: 2; Water/Sewer Line Locates: 380
. Worked on shop tickets, and service orders from customer service.
Wastewater Collection (Staff of 7)
Sewer lines flushed: 49,525 ft. Flushed (year to date): 695,470 ft.
Total Service Calls: 79, Sewer Lines Checked: 73, Lift Stations Checked: 40 Emergency Sewer Calls: 2, Camera Lines: 865 ft., and Camera Inspections: 8
Valve Maintenance (staff of 3)
. Located/performed serviceability check on valves at 19 different locations
. Located/performed serviceability check on fire hydrants at 2 locations
. Performed annual fire hydrant flow testing at 1 locations
. Performed dead end flush at 64 different locations
* 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. Staff met with SRB and Carollo Engineers to review some sections of the Southside Wastewater Plant that needs to be addressed in the master plan. Staff had training with SRB on Friday, April 11th over the Water Model. Staff with meet with SRB on Wednesday, April 23rd to have additional training over the Water Model. SRB gave a presentation to the City Commission on May 5th. SRB will be delivering the Wastewater Treatment Volume III (Final Draft) to the city commission on May 19th. SMA is currently reviewing the Volume II Water Distribution. SMA is reviewing the water distribution draft, and delivering the final draft to the city commission July 7th, 2014. SMA had a work session with the City Commission on Monday, July 14th, 2014 on the Water Treatment CIP, and the Water Distribution CIP. SMA will have a special call meeting work session again on Monday, July 28th, 2014 to discuss the Wastewater Treatment CIP and the Wastewater Collections CIP.
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. Estimated start date is April 10th, 2014. Contractors began work on Wednesday, April 9th with taking the sludge out of the Northwest side of the lagoon. Contractors have hauled a total of 300 semi-truck loads of sludge out of the South Lagoon. All sludge has been removed. CP3 has hauled in more heavy equipment and have started working on the river bank. Contractors have started putting down rip rap along the river bank in stages. Once the contractors get the rip rap along the river they will start building up the dam with more dirt, and put down more rip rap. A change order to the contract was approved by commission on July 7th, 2014 for additional quantities for the amount of $63,963.56. Contractors have started hauling in more rip rap and putting it down along the river bank. 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. Estimated start date is April 10th, 2014. Contractors began work on Wednesday, April 9th with taking the sludge out of the Northwest side of the lagoon. Contractors have hauled a total of 300 semi-truck loads of sludge out of the South Lagoon. All sludge has been removed. CP3 has hauled in more heavy equipment and have started working on the river bank. Contractors have started putting down rip rap along the river bank in stages. Once the contractors get the rip rap along the river they will start building up the dam with more dirt, and put down more rip rap. A change order to the contract was approved by commission on July 7th, 2014 for additional quantities for the amount of $63,963.56. Contractors have started hauling in more rip rap and putting it down along the river bank. This project was completed on August 18th, 2014. On August 22nd SRB and SMA staff will do a final inspection on the project.
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AIRPORT/Keenan English, Assistant Airport Manager
. Oklahoma Airport Operators Association will be represented at OML in September 2014
. Next 2014 Air Show planning meeting will be held August 28, 2014
. Construction Projects
o The airport and their consultants are submitting and Early Development Packet for project funding. Project will include a new rotating beacon and new apron lighting.
. Hangars remain at full capacity
. The Airport has chosen a vendor to foam spray insulation for Hangar 13.
. The airport has signed a lease with Ag Aviation Services, a mechanic shop specializing in crop dusting aircraft repair and service. Operations will be in the "shop" hangar beginning September 1st.
. The Airport is currently collecting specifications, estimates, and financing options for a 10 unit T-hangar structure.
. Fuel filters for fuel farm facility and fuel trucks have been installed.
. The Airport has created an application and specification sheet for future private hangar development inquires.
. Commercial keypads for T-hangar gate have been installed.
. Air Show scheduled for October 4th, 2014.
Fuel Sales
Fuel sales continue to steadily increase:
. July 2013 = Avgas 5,018.15gal; Jet A 2041.15 gal
. July2014 = Avgas 3,248.19 gal; Jet A 2131.67 gal
Airport Advisory Board
. Regular meeting scheduled for Aug 20, 2014.
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PARKS/CEMETERY/EQUIPMENT SERVICES/James Bryce, Director of Operations
Parks Maintenance Division (Staff of 8)
. Daily Downtown cleanup route
. Daily Park cleanup and restroom cleaning in all Parks
. Mowing/Weed eating and spraying in all parks and ROWs
. Working on Monthly Park Inspections
. Center for Employment Opportunities has been weed eating intersections, ditches and the Lake damns
Cemetery Division (staff of 4)
. 6 burials
. Mowing /weed eating/spraying
. Daily trash pickup
. Preparing for internments
Central Garage (Staff of 6)
. General servicing and repairs to vehicles and equipment including Expo
. Processing new vehicles
. Department services and repairs 238 vehicles, 206 pieces of equipment, and 4 boats
. 55 units in last two weeks with 57 total repairs
. EVT schools and testing
Shawnee Twin Lakes
. Boat traffic has been slower than normal on Lake #1 this year. The swim beaches are busy every weekend. New Lake building is being engineered and we hope to get under way with construction soon. Mowing continues around the lake.
Wes Watkins Reservoir
. Mowing has begun. Camping and swimming has picked up. Workers have also been doing some minor repairs to the sewer lines leaving the restroom facilities due to clogs.
Municipal Swimming Pool
. Demolition of the pool is almost complete. Ground prep work has begun along with some forms for concrete being built. Trusses and other supplies have been ordered and the plumbing for the bath house is started. The masonry company will be on site next week to begin their work. Everything seems to be going well and the weather has cooperated. The next contractor meeting will be September 25th.
Certified Healthy Communities
. Staff is waiting to hear about what TSET will do about the two ordinance/policies that the AG's office ruled that we could not enact in order to be considered for a grant. I have talked with TSET and they say are name is still on the list to be considered but will need to wait to hear from them.
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. 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 our ROI from our conversions; we need to convert vehicles running 35000 miles per year to which we do not have. We have chosen to wait and watch for the price of conversions to come down. We have also learned that UPS in Shawnee along with several other UPS locations in Ok and CO are converting all of their vehicles to propane.
KABOOM grant/YMCA partnership
. The YMCA is back in the running for funding on the KABOOM grant. As soon as a funding partner is found, the YMCA and the City will coordinate installation.
City Hall and Fire Stations Fire Alarm System
. Staff has received all estimates and given them to the Fire Department to apply for grants to install.
Red Cedar Local Emphasis Area
. Staff and one Commissioner has been working on a way to help private land owners remove red cedars from their property in order to make our effort of removing worthwhile. A LEA has been submitted through the NRCS office for grant funding for private land owners. More to come as we hear back.
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.
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EXPOSITION CENTER/Mike Jackson, Operations Manager
. August 11, Edward Jones Meeting, Conference Center, 25 people
. August 11, IFYR Volunteer Appreciation Dinner, Conference Center, 130 people
. IFYR Volunteers was presented a Proclamation by Mayor Wes Mainord proclaiming
. August 11, 2014 as IFYR Volunteer Day
. August 13, St. Anthony's PAL, Conference Center, 80 people
. August 16-17, C&L Antique Arms Gun Show, Conference Center, approximately 500 people
. August 18-23, Monkey Business Children's Consignment Sale, Conference Center, approximately 5000 people
. August 19, OG&E Meeting, Conference Center, 25 people
. August 21, SC&CDA Board Meeting
. Board approved 2013 Audit, approved the purchase of 100 poly carts & poly cart tipper for trash truck
. Also approved to seek bids for repair of horse stall panels & gates
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PLANNING/COMMUNITY DEVELOPMENT/Justin Erickson, Director
. Staff met with developers to discuss potential future and current development projects.
. Staff attended a meeting with downtown merchants to discuss opportunities and concerns.
. Building inspections staff remain busy with a very high volume of permit requests and inquiries.
. Staff is reviewing development applications (building plans) for the Shawnee Marketplace project.
. Staff prepared materials for Planning Commission (September 3) and City Commission (August 2) meetings.
. Staff continues work on revising the City's Subdivision and Development Standards.
. The City condemned three structures on August 14. Twenty-six structures have been condemned and ordered removed to date in 2014.
. Staff is preparing application forms for the next round of Downtown Façade grants. The grant process will open in September.
. The Action Center is currently investigating the following complaints:
o Dilapidated Buildings: 32 active cases
o Derelict Vehicles: 4 active cases
o Junk/Trash: 9 active cases
o Tall Grass/Weeds: 127 active cases
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FINANCE DEPARTMENT/Cynthia Sementelli, Finance
. Worked on SMA fixed asset
. Worked on General fixed assets
. Bank reconciliations
. Worked on compensated absences for audit
. Work on AR for audit
. Worked with CDBG staff to streamline work
. Preparing for year - end
. Did video clip with Daniel S. concerning the budget
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CITY CLERK'S OFFICE/UTILITY BILLING/Phyllis Loftis, City Clerk
City Clerk
. Preparation of agendas for City Commission & Authorities August 18, 2014 meetings.
. Preparation of minutes for August 18, 2014 City Commission and Authorities meetings.
. Filed 33 public nuisance liens and 14 public nuisance lien releases with Pottawatomie County Clerk; filed 15 lien certifications with Pottawatomie County Treasurer.
. Normal routine duties including tort claims, management of archived records, research of records for staff and Commissioners, distribution of payroll, preparation of inbound/outbound mail, and overseeing insurance on vehicles and property owned by the City of Shawnee.
Utility Billing/Customer Service
. Zone 1 Cut-off August 13, 2014
. Zone 1 billing August 21, 2014
. Zone 2 cut-off August 20, 2014
. 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 Remote VPN Router Replacements - PD Training / GC Tech location configured / scheduled for install
o TCM Imaging Solution Project - City Clerk Templates developed, vendor updating / installing / testing Tyler Output Processor (TOP) for deployment
o NSA 2600 High Availability VPN Router - Test configuration installed, currently being tested
o Unitrends Offsite Data Vault Project - Equipment on hand, installation pending 2600 Deploy for rack space
o Fiber Data Backup Network Deployment - Fiber cabling received, scheduling network buildout
o DataCove Email Archive Upgrade to V5 - Equipment installed, migration scheduled 08/26/2014
o Mobile Device Management Deployment - MDM deployed on Fire mobile devices, testing remote app management and deployment
o Web Server Migration - Moving to virtual server after host final configurations completed
o License Plate Reader Server component -Web code for easy lookup / integration lookups left to do / Auto-Download file push to do
o Brazos Citation Import for Global System - Solution installed, working through bugs with vendors
o GeoSafe Fire Mobile - Fire Hydrant data provided to vendor, waiting for deployment
o GeoSafe Police Mobile - Worked with vendor for Windows 8.1 GPS support, continued deployment
o GeoInfo Web App - Final code developed, need volunteer to use iPad to map/photograph murals, horses, etc.
o Police AVL Solution - Geosafe deployed on majority of systems, PD Chief to dictate usage
o Police Mobile Vendor Change - Continued migration to new vendor machine by machine
o Global/Firehouse Interface - Changes to design criteria by Fire, new code being tested
o Ch3/30 Video Server Replacement - Scheduled review later this year
o Cradlepoint / Verizon Remote Connectivity - Device on hand, tested and final configuration for deploy
o XP System Migration - Migration / replacement continues
o LiveScan Replacement - System operational, vendor needs to work out power save settings, etc.
o Afix System VPN Upgrade - Resolved and updated using 64bit VPN configurations
o Dispatch Center Move - Plans reviewed, IT only responsible for CAD network and systems
o Animal Shelter Photo Display cloud app - Meeting setting desired outcome, IT staff to dev code
o Thin Client Deployment - Reviewed/tested with RDP, video, etc. - need live field test next
o Customer Service Display System - Equipment purchased, waiting for power / video wire runs
o Configured, tested and prepped Cradlpoint/Verizon for Animal Shelter deployment
o Deployed another new fax device for dispatch area
o IT Staff attended monthly OGITA meeting in OKC 8/20/2014
o Assisted with continued office moves and changes by employees
o Continued Adobe issues with Windows 8 and Office 2013
o Continued involvement in Dispatch center move by IT staff
o Continued GeoSafe deployment and Toughbook upgrades
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FIRE DEPARTMENT/Dru Tischer, Interim Chief
Suppression
Responded to 214 emergency calls broken down by type below:
. Fires: 4
. Rescue & EMS: 168
. Hazardous conditions: 4
. Service Calls: 9
. Good Intent Calls: 21
. False Alarms: 8
. Overpressure Rupture, Explosion: 0
Fire Prevention
Plan Reviews
. 3 various locations
New Construction Inspections
. 2 various locations
Requested / Administrative Inspections:
. 16 various locations
Permits and On-Site Inspections
. 4 various locations
Training
- Assigned Shift, Company & Individual Training:
o May Day and Search & Rescue SOG Training (All Shifts) (Jul - Aug)
o IAFC Conference @ Dallas TX (Underwood, Cooley) (8/13-16/14)
o Lieutenant Academy (Bertram, McLain, Laxson) (8/19-28/14)
o Fire Marshal Association of Oklahoma Conference (Anderson) (8/26-29/14)
o Annual Fitness Test (All Shifts) (9/2,3,8/14)
o Rope Rescue II Course (9/17-20/14)
o Child Passenger Seat Technician Training (Hotella) (9/18-20/14)
- Tentative Shift, Company & Individual Training:
o Air Management Drills (All Shifts)
o Emergency Vehicle Operations Refresher (All Shifts) (TBD)
- Training Chief Schedule:
o Meetings w/ Command Staff Re: Consultant Assessment
o Meet w/ EM and PD Re: Disaster Drill (7/31/14)
o IAFC Conference @ Dallas TX (8/13-16/14)
o Lieutenant Academy (Bertram, McLain, Laxson) (8/19-28/14)
o Firehouse Education and Training Seminar (9/23-26/14)
- Training Chief Activities:
o Conduct Air Management Course / Develop Air Management Policy
o Coordinate Agreement w/ WWT for the use of Federal Bank Building
o Update Medial Directors Contract
o Coordinate Fall Training Schedule
o Coordinate w/ EM Director Re: State-Wide Disaster Exercise
o 11 Probationary Fire Fighter Skills Training and Evaluation
o GEOSAFE / CAD / Firehouse iPad Deployment
o 2014 EMT Certification Renewals (6/30/14)
o FireHouse Administration / Quality Control
o Kaplan Fire and EMS C.E.U. Administration
o 24/7 Fire Course Administration
o N.R.E.M.T. - C.E.U. Program Administration
o Electronic Entry of Dept. Personnel Training Records to FireHouse
o Development Minimum Company Standards (3rd Quarter 2014)
- Medical Director Activities:
o EMS Skills Evaluation (TBD)
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POLICE DEPARTMENT/Russ Frantz, Chief
Police
. Police reports: 231 / arrests: 76
Total Citations: 168 Handwritten Citations: 90 E-Citations: 78 Traffic Accidents: 21
Dispatch
. Dispatch managed 3,641 calls (Police/Fire/EMS calls dispatched only)
Accreditation/Lt. King, Accreditation Manager
. Maintaining Accreditation Files.
. Field Training Program.
. CJIS.
. CID duties.
. Taught 40 hour FTO course
CID
. 33 Cases Forwarded to CID for Review
. 5 Felony Cases Assigned / 0 Misdemeanor Cases Assigned / 3 Other Cases Assigned
. 3 Felony Cases Cleared / 0 Misdemeanor Cases Cleared / 3 Other Cases Cleared
. 1 Felonies Filed through DA's Office
. 8 No Further Needed (NFN) Cases
. $0 Total Property Recovered
. 2 Pending Assignment (PA) Cases
. 3 Call Out
. 29 Assists with Patrol and Other Agencies
COP's Grant Program
. County Domestic Violence Meeting
. Man tracking operation for grand larceny suspects
. Street interdiction night -multiple traffic stops -three arrests -marijuana seizure -meth seizure -three city warrants served
. Arrested one for felony drug warrant
. Prescription Drug Abuse Committee
. Credit Card Fraud/ Seminole College
. Scheduled K-9 Sentinel meeting
. Drive Sober mobilization
. School Zones
. Swat call out: barricaded suicidal suspect
. Methamphetamine and marijuana seizure
. Meeting with Ada on multiple cases
. Assist with convicted felon with a gun investigation
. Prepare arrest affidavit on possession of CDSs with intent to distribute
. Drive Sober get pulled over media event
. Interviewed suspect in CDS case
. Traffic stop on suspected drug dealer
. Sentinel meeting
. Range day
. Schedule Santa Fe Homecoming event
. Reviewed homicide interview
Evidence
. Number of evidence items brought in: 49
. Number of evidence items released: 32
. Number of found property items taken in: 9
. Number of items submitted to the OSBI: 38
Staff
Police Officers - 59 / 1 Officers in FTO program/ 56 available
. Dispatch positions - 13 / 13 available for service / 4 in training status
. Animal Control Positions - 4 / 4 available for service
Animal Control
. Calls Responded: 148
. Animals Impounded: 62 / Animals reclaimed: 13 / Animals adopted: 2
Friday, August 29, 2014
City Hall Offices Closed for Labor Day Monday, 09/01/2014
City Hall administrative and other service offices will be closed on Monday, 09/01/2014, in honor of Labor Day. For more information about Labor Day, check out the Wiki <a href=http://en.wikipedia.org/wiki/Labor_Day>http://en.wikipedia.org/wiki/Labor_Day</a>
Wednesday, August 13, 2014
Shawnee Beautification Committee Meeting Agenda
AGENDA<br>
Shawnee Beautification Committee<br>
AUGUST 14, 2014 - 4:00 PM<br>
Shawnee City Hall Emergency Operation Center Conference Room<br>
1) Call to Order.<br>
2) Roll Call and Declaration of a Quorum.<br>
3) Approval of Minutes for JULY 2014.<br>
4) Introduction of new Beautification members. <br>
5) Discussion on Fairview Cemetery. (Linda Malley)<br>
6) Discussion on OBU freshman service projects on August 18th, 9am to 11am. (Robert Cash)<br>
7) Discussion on irrigation update on Bell St. (Robert Cash)<br>
8) Discussion on Bell Street work day (morning) on the 16th. (Robert Cash)<br>
9) Discussion on Health of turf (bermuda grass) in parks and on right-of-ways. (Robert Cash)<br>
10) Discussion on watering of trees planted in the last three years.(Robert Cash)<br>
11) Discussion on the street sweeper. (Robert Cash)<br>
12) Update on the Kickapoo project. (Justin Erickson)<br>
13) Discussion on Beautification awards. (Janet Turner)<br>
14) Old Business.<br>
15) New Business.<br>
<br>
16) Comments.<br>
<br>
17) Adjournment<br>
Shawnee Beautification Committee<br>
AUGUST 14, 2014 - 4:00 PM<br>
Shawnee City Hall Emergency Operation Center Conference Room<br>
1) Call to Order.<br>
2) Roll Call and Declaration of a Quorum.<br>
3) Approval of Minutes for JULY 2014.<br>
4) Introduction of new Beautification members. <br>
5) Discussion on Fairview Cemetery. (Linda Malley)<br>
6) Discussion on OBU freshman service projects on August 18th, 9am to 11am. (Robert Cash)<br>
7) Discussion on irrigation update on Bell St. (Robert Cash)<br>
8) Discussion on Bell Street work day (morning) on the 16th. (Robert Cash)<br>
9) Discussion on Health of turf (bermuda grass) in parks and on right-of-ways. (Robert Cash)<br>
10) Discussion on watering of trees planted in the last three years.(Robert Cash)<br>
11) Discussion on the street sweeper. (Robert Cash)<br>
12) Update on the Kickapoo project. (Justin Erickson)<br>
13) Discussion on Beautification awards. (Janet Turner)<br>
14) Old Business.<br>
15) New Business.<br>
<br>
16) Comments.<br>
<br>
17) Adjournment<br>
Tuesday, August 12, 2014
Staff Activity Report for July 13 - 26, 2014
CITY MANAGERS OFFICE/Brian McDougal, Manager
. Participated in the Greater Shawnee Area Chamber membership drive.
. Conference Call(s) regarding Shawnee marketplace.
. Attended the CMAO Summer Training Conference in Guthrie.
. Met with the Mayor to participate in the transportation committee to determine if a fixed transportation route will be feasible.
. Guest Speaker to Dr. Sharp public Administration Class at UCO.
. Met with volunteer Mr. Cash regarding landscaping around town.
. Met with John Ayers to begin the branding campaign.
. Several meetings regarding the status of COTS.
. Several meetings/telephone conferences regarding the A-OK Short line railroad punching through to McAllister.
. Met with YMCA Board chair and Interim Executive Director regarding their airport lease.
ENGINEERING/STREETS/TRAFFIC CONTROL/John Krywicki, Director
Engineering:
. Received FINAL PLAT for the Shawnee MarketPlace Development project and will review for adequacy. Shawnee Planning Commission will consider plat at their August 6th meeting. We are awaiting submittal of traffic signal plans for their main entrance south of Delta Café, and the upgrade plans for the traffic signals at the intersection between Whataburger and Delta Café.
. Plans for the Kwick Stop development on Kickapoo & 32nd Street have been approved.
. Panda Express Site plans approved by Engineering, and site prep construction work has started in the Walmart parking lot.
. Stone Creek Development on Acme Road has submitted a revised Drainage/Detention plan which is currently under review. Rough grading and dirtwork as begun onsite of the development on Acme Road north of MacArthur.
. Completed review of the Kickapoo Plans (Spur to Farrall) with Consultant (Poe & Associates), and we are awaiting for ODOT to schedule plan-in-hand field review meeting to go over any changes/revisions that ODOT may require.
. Held interdepartmental staff meeting with Engineering, Streets and Traffic Divisions
. Assisted numerous call in inquiries from citizens regarding floodplain issues, location of utilities, etc., etc.
. Main Street Streetscape Project design is substantially completed (no change), But, ODOT (Special Projects Div.) was not wanting them submitted nor will they review the plans until they officially are notified that the City has received their main street grant. Before we are allowed to advertise the project for bids, ODOT will have to review and approve the plans. Depending on the length and time of ODOTs review once they allow us to submit the plans, we may not be able to advertise the project for bids or have construction begin until after the first of the year (2015).
. Deer Field Estates (on Bradley just west of Elm Street): We had a meeting with the Developer and his Engineer to discuss the Citys drainage concerns and to go over other issues with their preliminary plat. As result of meeting, Developer will resubmit a revised Preliminary Plat and his Engineer will submit a detailed drainage/detention analysis taking into account the Citys requirements.
. Rehab Asphalt Streets Project (Haskel-Lemon Contractor): Work on Broadway from Federal to MacAthur has been completed. Work on Independence from Kickapoo to Broadway will begin after the intersection improvements at Kickapoo & Independence are completed on the Kickapoo Paving Project.
. MacArthur - Raley Dr. Relocation: Intersection is open both directions. Sidewalks and ADA ramps constructed on all four corners. Signalization equipment for new intersection scheduled to be installed July 17 - 18. Signalization equipment from the removed intersection has been salvaged and delivered to the Traffic Department yard at the City Public Works Facility on south Kickapoo.
. COS-PW-13-01 Sidewalk/ADA Handicap Ramps Project (Various Locations): Project has been bid and awarded to Parathon Construction. Concrete has been placed at the Bell and Highland intersection and the north side of the Union and Highland intersection. The ramps and sidewalks along Highland between Broadway and Union have been completed. City will direct Contractor to next begin ramps/sidewalk at Union & 11th Street.
. Vision Bank Property Channel Improvements: Vision Bank is installing concrete drainage channel improvements east of Harrison and south of 45th Street which will be able to carry the 100 year flood flows enabling other property in the immediate vicinity to be developed by Vision Bank. Contractor had cleared trees and brush from site, and last week has begun some rough grading and dirt work. This is a Private Project paid entirely (100% of the costs) by the Developer (Vision Bank), and once satisfactorily completed in accordance with the specs and plans, then the City will accept the project for ownership and future maintenance responsibilities.
. Wyndemere Addition: Public infrastructure (sewer, water, streets and drainage) had been completed and accepted by the City. Last week's heavy rainfall caused some severe washing of dirt/soil into the streets that the Developer will be responsible for cleaning. The end treatments of the pipes serving the detention pond will need to be constructed as soon as weather permits.
. Communication Credit Union - Kickapoo and 45th: The drive approach on 45th and sidewalks along Kickapoo and 45th have been installed. The sidewalks and ramps meet ADA requirements.
. Rehab Concrete Streets Project: The Re-Bid of this project was awarded to S&J Construction in the amount of $466,725. By rejecting the sole bid from the first project letting ($568,000) and re-advertising the project, the City saved approximately $102,000.
. Water Main Looping Projects: Hwy 177 - GE to Leo 12" Loop: SMA originally planned to construct this project in-house but due to being short on manpower will be contracting the project out. Center St. From REACT building to Mark St. 8" loop: Construction plans 80% complete. 45th St. west of CVS 12" Loop: Working with SMA staff to confirm locations/sizes of existing lines to determine where the crossing of 45th needs to occur.
. FY 2014 -2015 SMA Water/Sewer Design Projects: Pipebursting: Quantities have been calculated for the Smoking Oaks/Bison/College View Additions.
. Water Rehab: SMA has requested that rather than replacing all waterlines in the Thompson Heights that the 8" lines between the new REACT building and Mark Dr. on Center Street be connected.
. Proposed Airport Restaurant Site: Met with City Manager, Airport Manager and Local Realtor to discuss Proposed Restaurant Site at the Shawnee Regional Airport which may be located south of the Terminal Building. We prepared some exhibits for realtor to aide in marketing the property.
. Turn Lane on MacAthur at Grove School: City Street Department has completed the right turn only lane into the Grove School facility. Completion of the turn lane, and the restriping of Bryan Street to allow for left turn only into the school facility off of Bryan, and, with Grove School changing their main drop off / pickup location to Bryan Street should alleviate some of the major traffic congestion we have been experiencing in the MacArthur-Bryan streets area in the immediate vicinity of Grove School.
EMERGENCY MANAGEMENT/Don Lynch, Director
. Registered 2 individual storm shelters
. Met with TAP Architecture representatives concerning dispatch remodel on 7/2
. Participated in FEMA Emergency Communications Coordination Working Group Conference Call on afternoon of 7/3
. Attended Board of County Commissioners Meetings on Monday afternoons 6/30, and 7/7
. Participated in OKWIN Governance conference call on Friday morning 7/11
. Coordinated with Motorola Project Staff on activities and project status on communications system upgrade
. Continued work on draft Emergency Operations Plan update.
. Worked on issues and tasks and answered several telephone calls concerning operations of the Safe Room/Storm Shelter Rebate grant program
. Developed and distributed department newsletter
. Attended Oklahoma Water Resources Board Dam Safety Planning Workshop in OKC July 9
UTILITY DEPARTMENT/Steve Nelms, Director
Water Treatment Plant (Staff of 10)
Average production: *MGD: 3.988 Last week: *MGD: 4.217
*MGD: Million Gallons Daily
. Pumped 772,223,000MG to date compared to 860,626,000MG 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: 1.303 **BOD: 10 mg/l ***TSS: 31 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: 1.674 **BOD: 2.1 mg/l ***TSS: 2.5 mg/l
*MGD: Million Gallons Daily **BOD: Biochemical Oxygen Demand ***TSS: Total Suspended Solids
. 175,500 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: 121, Main Breaks: 3, Leak Checks: 33, Cut-offs: 6, Reset Water Meters: 14, Service Lines: 3; Water/Sewer Line Locates: 667
. Worked on shop tickets, and service orders from customer service.
Valve Maintenance (staff of 3)
. Located/performed serviceability check on valves at 6 different locations
. Located/performed serviceability check on fire hydrants at 1 locations
. Performed annual fire hydrant flow testing at 21 locations
. Performed dead end flush at 78 different locations
Wastewater Collection (Staff of 7)
Sewer lines flushed: 46,975 ft. Flushed (year to date): 595,645 ft.
Total Service Calls: 62, Sewer Lines Checked: 59, Lift Stations Checked: 46 Emergency Sewer Calls: 2, Camera Lines: 0 ft., and Camera Inspections: 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. Staff met with SRB and Carollo Engineers to review some sections of the Southside Wastewater Plant that needs to be addressed in the master plan. Staff had training with SRB on Friday, April 11th over the Water Model. Staff with meet with SRB on Wednesday, April 23rd to have additional training over the Water Model. SRB gave a presentation to the City Commission on May 5th. SRB will be delivering the Wastewater Treatment Volume III (Final Draft) to the city commission on May 19th. SMA is currently reviewing the Volume II Water Distribution. SMA is reviewing the water distribution draft, and delivering the final draft to the city commission July 7th, 2014. SMA had a work session with the City Commission on Monday, July 14th, 2014 on the Water Treatment CIP, and the Water Distribution CIP. SMA will have a special call meeting work session again on Monday, July 28th, 2014 to discuss the Wastewater Treatment CIP and the Wastewater Collections CIP.
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. Estimated start date is April 10th, 2014. Contractors began work on Wednesday, April 9th with taking the sludge out of the Northwest side of the lagoon. Contractors have hauled a total of 300 semi-truck loads of sludge out of the South Lagoon. All sludge has been removed. CP3 has hauled in more heavy equipment and have started working on the river bank. Contractors have started putting down rip rap along the river bank in stages. Once the contractors get the rip rap along the river they will start building up the dam with more dirt, and put down more rip rap. A change order to the contract was approved by commission on July 7th, 2014 for additional quantities for the amount of $63,963.56. Nothing new to report other than the contractors have hauled more dirt to the dam.
AIRPORT/Keenan English, Assistant Airport Manager
. Oklahoma Airport Operators Association meeting was held July 17, 2014
. A lease between the City of Shawnee and Davis Martin Structures, LLC has been approved by the Shawnee Airport Authority
. The Airport is seeking estimates for railing replacements and floor treatment for the southern row of T-Hangars.
. The Airport is seeking estimates on spray foam insulation for Hangar 13.
. The airport is negotiating terms of a lease between the airport and Ag Aviation Services, a mechanic shop specializing in crop dusting aircraft repair and service.
. The Airport is currently collecting specifications, estimates, and financing options for a 10 unit T-hangar structure.
. The Airport has created an application and specification sheet for future private hangar development inquires.
. Oklahoma Aviation flight school has closed their operation at Shawnee Regional Airport. They still have main offices at Wiley Post Airport.
Fuel Sales
Fuel sales continue to steadily increase:
. June 2013 = 3,872.28 gal; Jet A 1,647.37 gal
. June 2014 = Avgas 3,842.29 gal; Jet A 4,290.51 gal
Airport Advisory Board
. July 16 2014 regular meeting cancelled.
PARKS/CEMETERY/EQUIPMENT SERVICES/James Bryce, Director of Operations
Parks Maintenance Division (Staff of 8)
. Daily Downtown cleanup route
. Daily Park cleanup and restroom cleaning in all Parks
. Mowing/Weed eating and spraying in all parks and ROWs
. Working on Monthly Park Inspections
. Center for Employment Opportunities has been weed eating intersections and the Lake area
Cemetery Division (staff of 4)
. 2 burial
. Mowing /weed eating/spraying
. Picking up flowers from Memorial day
. Daily trash pickup
. Preparing for internments
Central Garage (Staff of 6)
. General servicing and repairs to vehicles and equipment including Expo
. Processing new vehicles
. Working with insurance claims on wrecked vehicles
. Department services and repairs 238 vehicles, 206 pieces of equipment, and 4 boats
. 47 units in last two weeks with 60 total repairs
. EVT schools and testing
Shawnee Twin Lakes
. Boat traffic is picking up on Lake #1 on the weekends. The swim beaches are busy every weekend. New Lake building is being engineered and we hope to get under way with construction soon. Mowing has begun around the lake also.
Wes Watkins Reservoir
. Mowing has begun. Camping and swimming has picked up. Workers have also been doing some minor repairs to the sewer lines leaving the restroom facilities due to clogs.
Municipal Swimming Pool
. Demolition of the pool is almost complete. Soon you will see the rebuilding begin.
Auditorium Exterior Restoration and Window Replacement
. A punch list has been made and the contractor is working to complete it. The one window that was not replaced is on order and may take a while.
Certified Healthy Communities
. Staff will be working on getting together ordinances for the Commission to consider on storefront signage and no alcohol and tobacco advertisements at city sponsored functions. This is needed in order to qualify for the grant through TSET. This may be a while getting there. Mary Ann says TSET is looking into these two items and a possible problem with them.
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. 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 our ROI from our conversions; we need to convert vehicles running 35000 miles per year to which we do not have. We have chosen to wait and watch for the price of conversions to come down. We have also learned that UPS in Shawnee along with several other UPS locations in Ok and CO are converting all of their vehicles to propane.
KABOOM grant/YMCA partnership
. The YMCA is back in the running for funding on the KABOOM grant. As soon as a funding partner is found, the YMCA and the City will coordinate installation.
City Hall and Fire Stations Fire Alarm System
. Staff has received all estimates and given them to the Fire Department to apply for grants to install.
Red Cedar Local Emphasis Area
. Staff and one Commissioner has been working on a way to help private land owners remove red cedars from their property in order to make our effort of removing worthwhile. A LEA has been submitted through the NRCS office for grant funding for private land owners. More to come as we hear back.
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.
EXPOSITION CENTER/Mike Jackson, Operations Manager (No New Info Submitted)
. June 4-7, Bluegrass Festival, 800 people attended 4 day event
. June 6-8, Fullblood Limousin Alliance Cattle Sale/Show, 400 people attended 3 day event
. June 10-11, OG&E Meeting, 90 people for 2 day event
. June 14, Family Reunion, 32 people
IFYR 2014 as of 6/19/2014
. Contestants-847
. Contestant Entries-1,474
. States-29
PLANNING/COMMUNITY DEVELOPMENT/Justin Erickson, Director (No New Info Submitted)
Planning
. Staff met with developers to discuss potential future and current development projects.
. Project Update: Zoning Code Update. The Shawnee City Commission adopted a revised Shawnee Zoning Code on June 2, 2014. The new code is effective on July 2.
. Building inspections staff remain busy with a very high volume of permit requests and inquiries.
. Staff is reviewing development applications (building plans) for the Shawnee Marketplace project.
. Staff prepared materials for Planning Commission and City Commission meetings.
. Staff attended the City Beautification Committee Meeting on June 12.
. Staff attended a meeting concerning the creation of a Park Master Plan.
. The City condemned five structures on June 12.
. Staff is assisting in the coordination of major events for Downtown Shawnee.
. The Action Center is currently investigating the following complaints:
o Dilapidated Buildings: 38 active cases
o Derelict Vehicles: 6 active cases
o Junk/Trash: 8 active cases
o Tall Grass/Weeds: 121 active cases
FINANCE DEPARTMENT/Cynthia Sementelli, Finance
. Worked on SMA fixed asset
. Worked on General fixed assets
. Bank reconciliations
. Processed 366 PAA for new fiscal year
. Meet with Leza Shaw over budget
. Prepared documents for Leza Shaw
. Worked on CDBG
. Filed 425's for CDBG
. Began Audit papers for auditors
. Prepared sales tax report
. Prepared budget amendments
CITY CLERK'S OFFICE/UTILITY BILLING/Phyllis Loftis, City Clerk
City Clerk
. Preparation of agenda for July 7, 2014 City Commission and Authorities meetings.
. Preparation of minutes for July 7, 2014 City Commission and Authorities meetings.
. Filed 35 public nuisance liens and 5 lien releases with Pottawatomie County Clerk; filed 9 lien certifications with Pottawatomie County Treasurer.
. Normal routine duties including tort claims, management of archived records, research of records for staff and Commissioners, distribution of payroll, preparation of inbound/outbound mail, and overseeing insurance on vehicles and property owned by the City of Shawnee.
Utility Billing/Customer Service
. Zone 3 Cut-off July 2, 2014
. Zone 3 billing July 3, 2014
. Routine customer service/billing, water and sewer transactions and issues involving payment arrangements, cut-offs, past-due collections and sanitation.
INFORMATION SYSTEMS/Steve Nolen, Chief Information Officer
. Continued project review / management for master projects
o Installed Audio Recorder System For Airport to track airport usage.
o Install of 2nd Monitor for Airport Manager
o Installed Router at Airport to allow both the guest Wi-Fi and Pilot Lounge system to function.
o Restored Conductivity twice to Animal Shelter, once to replace a failed UPS and another time to reset Sonic Wall device
o Installed Guest Wi-Fi Device at the Unzner Center
o Trouble shooting printing issues at Unzner Center
o Build and replacement of SMA Engineering System
o Servicing of HR MFC Device
o Research in to CM MFC device for banner page, does seem to support desire results.
o Work with Vendors on Orders and quotes
o Printer Supply Processing
o ISA Server Hard Drive failure discovery and drive replacement
o Global Software Permission changes
o Setup of 4th Dispatch system for the City of Mcloud and the work related to it.
o ISA settings changes to allow Remote Access of HVAC system for contractors
o Download and setup of software for GIS work, i.e. Sketchup, Trimble software packages
o Work on Toughbook builds and roll outs
o Install of software for SMA new Trenching solution
o WSUS Server updates and approvals
o AFIX Updates performed and reviewed.
o ID Card Printing
o Police Video Server Updates to Watchguard software.
o Repair damage to LPR system for Police, caused by negligence/abuse
o Work on Rebuilding WSMobile55 after Hard drive failure
o HR support for their Database issues they created
o Setup of 2nd OLETS station for Dispatch
o Utility Kiosk support
o Review of Records reported requirement to have FireFox browser installed
o Geosafe AVL software updates
FIRE DEPARTMENT/Dru Tischer, Interim Chief
Suppression
Responded to 178 emergency calls broken down by type below:
. Fires: 6
. Rescue & EMS: 133
. Hazardous conditions: 3
. Service Calls: 7
. Good Intent Calls: 19
. False Alarms: 8
. Overpressure Rupture, Explosion: 0
Fire Prevention
Plan Reviews
. OBU- Geiger Center
. OBU- New Athletic Building
New Construction Inspections
. Sears
Requested / Administrative Inspections:
. 11 various locations
Permits and On-Site Inspections
. 2 open burn permit
Training
- Assigned Shift, Company & Individual Training:
. May Day and Search & Rescue SOG Training (All Shifts) (Jul - Aug)
. LEPC Exercise @ Tecumseh (Larman) (7/24/14)
. IAFC Conference @ Dallas TX (Underwood, Cooley) (8/13-16/14)
. Lieutenant Academy (Bertram, McLain, Laxson) (8/19-28/14)
. Annual Fitness Test (All Shifts) (9/2,3,8/14)
. Rope Rescue II Course (9/17-20/14)
- Tentative Shift, Company & Individual Training:
o Air Management Drills (All Shifts)
o Emergency Vehicle Operations Refresher (All Shifts) (TBD)
- Training Chief Schedule:
o Meeting w/ Battalion Chiefs (7/14/14)
o 30 Day Skill Evaluation (Cannon) (7/15/14)
o Nine Month Skill Evaluations (Scarberry, Seidl, Bickel) (7/16-22/14)
o Three Month Skill Evaluation (Williams) (7/24/14)
o Dispatch New Employee Orientation (7/24/14)
o Meet w/ EM and PD Re: Disaster Drill (7/31/14)
o IAFC Conference @ Dallas TX (8/13-16/14)
o Lieutenant Academy (Bertram, McLain, Laxson) (8/19-28/14)
- Training Chief Activities:
o Conduct Air Management Course / Develop Air Management Policy
o 11 Probationary Fire Fighter Skills Training and Evaluation
o GEOSAFE / CAD / Firehouse iPad Deployment
o 2014 EMT Certification Renewals (6/30/14)
o FireHouse Administration / Quality Control
o Kaplan Fire and EMS C.E.U. Administration
o 24/7 Fire Course Administration
o N.R.E.M.T. - C.E.U. Program Administration
o Electronic Entry of Dept. Personnel Training Records to FireHouse
o Development Minimum Company Standards (3rd Quarter 2014)
- Medical Director Activities:
o EMS Skills Evaluation (TBD)
POLICE DEPARTMENT/Russ Frantz, Chief
Police
. Police reports: 260 / arrests: 82
Total Citations: 118 Handwritten Citations: 71 E-Citations: 77 Traffic Accidents: 26
Dispatch
. Dispatch managed 3,274 calls (Police/Fire/EMS calls dispatched only)
Accreditation/Lt. King, Accreditation Manager
. Working on Accreditation files
. Assisting with CID
. Nuisance Alarms.
. Field Training Program.
. CJIS.
CID
. 23 Cases Forwarded to CID for Review
. 6 Felony Cases Assigned / 0 Misdemeanor Cases Assigned / 12 Other Cases Assigned
. 3 Felony Cases Cleared / 2 Misdemeanor Cases Cleared / 4 Other Cases Cleared
. 1 Felonies Filed through DA's Office
. 1 Arrests Made
. 5 No Further Needed (NFN) Cases
. $0 Total Property Recovered
. 4 Pending Assignment (PA) Cases
. 1 Call Out
. 2 Assists with Patrol and Other Agencies
COP's Grant Program
. Conducted face book surveillance
. Drowning Shawnee Lake
. Drug house surveillance
. Chief conference event
. Interviewed CI
. Taser Class
. Worked on affidavit for investigation
. Street level drug interdiction
. Five defendants charged, one felony warrant served
. Seized methamphetamine, marijuana and hash
. Honor guard detail for Deputy funeral
Evidence
. Number of evidence items brought in: 44
. Number of evidence items released: 26
. Number of found property items taken in: 26
. Number of items submitted to the OSBI: 28
Staff
Police Officers - 59 / 4 Officers in FTO program/ 54 available
. Dispatch positions - 13 / 13 available for service / 4 in training status
. Animal Control Positions - 4 / 4 available for service
Animal Control
. Calls Responded: 200
. Animals Impounded: 42 / Animals reclaimed: 5 / Animals adopted: 2
. Participated in the Greater Shawnee Area Chamber membership drive.
. Conference Call(s) regarding Shawnee marketplace.
. Attended the CMAO Summer Training Conference in Guthrie.
. Met with the Mayor to participate in the transportation committee to determine if a fixed transportation route will be feasible.
. Guest Speaker to Dr. Sharp public Administration Class at UCO.
. Met with volunteer Mr. Cash regarding landscaping around town.
. Met with John Ayers to begin the branding campaign.
. Several meetings regarding the status of COTS.
. Several meetings/telephone conferences regarding the A-OK Short line railroad punching through to McAllister.
. Met with YMCA Board chair and Interim Executive Director regarding their airport lease.
ENGINEERING/STREETS/TRAFFIC CONTROL/John Krywicki, Director
Engineering:
. Received FINAL PLAT for the Shawnee MarketPlace Development project and will review for adequacy. Shawnee Planning Commission will consider plat at their August 6th meeting. We are awaiting submittal of traffic signal plans for their main entrance south of Delta Café, and the upgrade plans for the traffic signals at the intersection between Whataburger and Delta Café.
. Plans for the Kwick Stop development on Kickapoo & 32nd Street have been approved.
. Panda Express Site plans approved by Engineering, and site prep construction work has started in the Walmart parking lot.
. Stone Creek Development on Acme Road has submitted a revised Drainage/Detention plan which is currently under review. Rough grading and dirtwork as begun onsite of the development on Acme Road north of MacArthur.
. Completed review of the Kickapoo Plans (Spur to Farrall) with Consultant (Poe & Associates), and we are awaiting for ODOT to schedule plan-in-hand field review meeting to go over any changes/revisions that ODOT may require.
. Held interdepartmental staff meeting with Engineering, Streets and Traffic Divisions
. Assisted numerous call in inquiries from citizens regarding floodplain issues, location of utilities, etc., etc.
. Main Street Streetscape Project design is substantially completed (no change), But, ODOT (Special Projects Div.) was not wanting them submitted nor will they review the plans until they officially are notified that the City has received their main street grant. Before we are allowed to advertise the project for bids, ODOT will have to review and approve the plans. Depending on the length and time of ODOTs review once they allow us to submit the plans, we may not be able to advertise the project for bids or have construction begin until after the first of the year (2015).
. Deer Field Estates (on Bradley just west of Elm Street): We had a meeting with the Developer and his Engineer to discuss the Citys drainage concerns and to go over other issues with their preliminary plat. As result of meeting, Developer will resubmit a revised Preliminary Plat and his Engineer will submit a detailed drainage/detention analysis taking into account the Citys requirements.
. Rehab Asphalt Streets Project (Haskel-Lemon Contractor): Work on Broadway from Federal to MacAthur has been completed. Work on Independence from Kickapoo to Broadway will begin after the intersection improvements at Kickapoo & Independence are completed on the Kickapoo Paving Project.
. MacArthur - Raley Dr. Relocation: Intersection is open both directions. Sidewalks and ADA ramps constructed on all four corners. Signalization equipment for new intersection scheduled to be installed July 17 - 18. Signalization equipment from the removed intersection has been salvaged and delivered to the Traffic Department yard at the City Public Works Facility on south Kickapoo.
. COS-PW-13-01 Sidewalk/ADA Handicap Ramps Project (Various Locations): Project has been bid and awarded to Parathon Construction. Concrete has been placed at the Bell and Highland intersection and the north side of the Union and Highland intersection. The ramps and sidewalks along Highland between Broadway and Union have been completed. City will direct Contractor to next begin ramps/sidewalk at Union & 11th Street.
. Vision Bank Property Channel Improvements: Vision Bank is installing concrete drainage channel improvements east of Harrison and south of 45th Street which will be able to carry the 100 year flood flows enabling other property in the immediate vicinity to be developed by Vision Bank. Contractor had cleared trees and brush from site, and last week has begun some rough grading and dirt work. This is a Private Project paid entirely (100% of the costs) by the Developer (Vision Bank), and once satisfactorily completed in accordance with the specs and plans, then the City will accept the project for ownership and future maintenance responsibilities.
. Wyndemere Addition: Public infrastructure (sewer, water, streets and drainage) had been completed and accepted by the City. Last week's heavy rainfall caused some severe washing of dirt/soil into the streets that the Developer will be responsible for cleaning. The end treatments of the pipes serving the detention pond will need to be constructed as soon as weather permits.
. Communication Credit Union - Kickapoo and 45th: The drive approach on 45th and sidewalks along Kickapoo and 45th have been installed. The sidewalks and ramps meet ADA requirements.
. Rehab Concrete Streets Project: The Re-Bid of this project was awarded to S&J Construction in the amount of $466,725. By rejecting the sole bid from the first project letting ($568,000) and re-advertising the project, the City saved approximately $102,000.
. Water Main Looping Projects: Hwy 177 - GE to Leo 12" Loop: SMA originally planned to construct this project in-house but due to being short on manpower will be contracting the project out. Center St. From REACT building to Mark St. 8" loop: Construction plans 80% complete. 45th St. west of CVS 12" Loop: Working with SMA staff to confirm locations/sizes of existing lines to determine where the crossing of 45th needs to occur.
. FY 2014 -2015 SMA Water/Sewer Design Projects: Pipebursting: Quantities have been calculated for the Smoking Oaks/Bison/College View Additions.
. Water Rehab: SMA has requested that rather than replacing all waterlines in the Thompson Heights that the 8" lines between the new REACT building and Mark Dr. on Center Street be connected.
. Proposed Airport Restaurant Site: Met with City Manager, Airport Manager and Local Realtor to discuss Proposed Restaurant Site at the Shawnee Regional Airport which may be located south of the Terminal Building. We prepared some exhibits for realtor to aide in marketing the property.
. Turn Lane on MacAthur at Grove School: City Street Department has completed the right turn only lane into the Grove School facility. Completion of the turn lane, and the restriping of Bryan Street to allow for left turn only into the school facility off of Bryan, and, with Grove School changing their main drop off / pickup location to Bryan Street should alleviate some of the major traffic congestion we have been experiencing in the MacArthur-Bryan streets area in the immediate vicinity of Grove School.
EMERGENCY MANAGEMENT/Don Lynch, Director
. Registered 2 individual storm shelters
. Met with TAP Architecture representatives concerning dispatch remodel on 7/2
. Participated in FEMA Emergency Communications Coordination Working Group Conference Call on afternoon of 7/3
. Attended Board of County Commissioners Meetings on Monday afternoons 6/30, and 7/7
. Participated in OKWIN Governance conference call on Friday morning 7/11
. Coordinated with Motorola Project Staff on activities and project status on communications system upgrade
. Continued work on draft Emergency Operations Plan update.
. Worked on issues and tasks and answered several telephone calls concerning operations of the Safe Room/Storm Shelter Rebate grant program
. Developed and distributed department newsletter
. Attended Oklahoma Water Resources Board Dam Safety Planning Workshop in OKC July 9
UTILITY DEPARTMENT/Steve Nelms, Director
Water Treatment Plant (Staff of 10)
Average production: *MGD: 3.988 Last week: *MGD: 4.217
*MGD: Million Gallons Daily
. Pumped 772,223,000MG to date compared to 860,626,000MG 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: 1.303 **BOD: 10 mg/l ***TSS: 31 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: 1.674 **BOD: 2.1 mg/l ***TSS: 2.5 mg/l
*MGD: Million Gallons Daily **BOD: Biochemical Oxygen Demand ***TSS: Total Suspended Solids
. 175,500 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: 121, Main Breaks: 3, Leak Checks: 33, Cut-offs: 6, Reset Water Meters: 14, Service Lines: 3; Water/Sewer Line Locates: 667
. Worked on shop tickets, and service orders from customer service.
Valve Maintenance (staff of 3)
. Located/performed serviceability check on valves at 6 different locations
. Located/performed serviceability check on fire hydrants at 1 locations
. Performed annual fire hydrant flow testing at 21 locations
. Performed dead end flush at 78 different locations
Wastewater Collection (Staff of 7)
Sewer lines flushed: 46,975 ft. Flushed (year to date): 595,645 ft.
Total Service Calls: 62, Sewer Lines Checked: 59, Lift Stations Checked: 46 Emergency Sewer Calls: 2, Camera Lines: 0 ft., and Camera Inspections: 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. Staff met with SRB and Carollo Engineers to review some sections of the Southside Wastewater Plant that needs to be addressed in the master plan. Staff had training with SRB on Friday, April 11th over the Water Model. Staff with meet with SRB on Wednesday, April 23rd to have additional training over the Water Model. SRB gave a presentation to the City Commission on May 5th. SRB will be delivering the Wastewater Treatment Volume III (Final Draft) to the city commission on May 19th. SMA is currently reviewing the Volume II Water Distribution. SMA is reviewing the water distribution draft, and delivering the final draft to the city commission July 7th, 2014. SMA had a work session with the City Commission on Monday, July 14th, 2014 on the Water Treatment CIP, and the Water Distribution CIP. SMA will have a special call meeting work session again on Monday, July 28th, 2014 to discuss the Wastewater Treatment CIP and the Wastewater Collections CIP.
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. Estimated start date is April 10th, 2014. Contractors began work on Wednesday, April 9th with taking the sludge out of the Northwest side of the lagoon. Contractors have hauled a total of 300 semi-truck loads of sludge out of the South Lagoon. All sludge has been removed. CP3 has hauled in more heavy equipment and have started working on the river bank. Contractors have started putting down rip rap along the river bank in stages. Once the contractors get the rip rap along the river they will start building up the dam with more dirt, and put down more rip rap. A change order to the contract was approved by commission on July 7th, 2014 for additional quantities for the amount of $63,963.56. Nothing new to report other than the contractors have hauled more dirt to the dam.
AIRPORT/Keenan English, Assistant Airport Manager
. Oklahoma Airport Operators Association meeting was held July 17, 2014
. A lease between the City of Shawnee and Davis Martin Structures, LLC has been approved by the Shawnee Airport Authority
. The Airport is seeking estimates for railing replacements and floor treatment for the southern row of T-Hangars.
. The Airport is seeking estimates on spray foam insulation for Hangar 13.
. The airport is negotiating terms of a lease between the airport and Ag Aviation Services, a mechanic shop specializing in crop dusting aircraft repair and service.
. The Airport is currently collecting specifications, estimates, and financing options for a 10 unit T-hangar structure.
. The Airport has created an application and specification sheet for future private hangar development inquires.
. Oklahoma Aviation flight school has closed their operation at Shawnee Regional Airport. They still have main offices at Wiley Post Airport.
Fuel Sales
Fuel sales continue to steadily increase:
. June 2013 = 3,872.28 gal; Jet A 1,647.37 gal
. June 2014 = Avgas 3,842.29 gal; Jet A 4,290.51 gal
Airport Advisory Board
. July 16 2014 regular meeting cancelled.
PARKS/CEMETERY/EQUIPMENT SERVICES/James Bryce, Director of Operations
Parks Maintenance Division (Staff of 8)
. Daily Downtown cleanup route
. Daily Park cleanup and restroom cleaning in all Parks
. Mowing/Weed eating and spraying in all parks and ROWs
. Working on Monthly Park Inspections
. Center for Employment Opportunities has been weed eating intersections and the Lake area
Cemetery Division (staff of 4)
. 2 burial
. Mowing /weed eating/spraying
. Picking up flowers from Memorial day
. Daily trash pickup
. Preparing for internments
Central Garage (Staff of 6)
. General servicing and repairs to vehicles and equipment including Expo
. Processing new vehicles
. Working with insurance claims on wrecked vehicles
. Department services and repairs 238 vehicles, 206 pieces of equipment, and 4 boats
. 47 units in last two weeks with 60 total repairs
. EVT schools and testing
Shawnee Twin Lakes
. Boat traffic is picking up on Lake #1 on the weekends. The swim beaches are busy every weekend. New Lake building is being engineered and we hope to get under way with construction soon. Mowing has begun around the lake also.
Wes Watkins Reservoir
. Mowing has begun. Camping and swimming has picked up. Workers have also been doing some minor repairs to the sewer lines leaving the restroom facilities due to clogs.
Municipal Swimming Pool
. Demolition of the pool is almost complete. Soon you will see the rebuilding begin.
Auditorium Exterior Restoration and Window Replacement
. A punch list has been made and the contractor is working to complete it. The one window that was not replaced is on order and may take a while.
Certified Healthy Communities
. Staff will be working on getting together ordinances for the Commission to consider on storefront signage and no alcohol and tobacco advertisements at city sponsored functions. This is needed in order to qualify for the grant through TSET. This may be a while getting there. Mary Ann says TSET is looking into these two items and a possible problem with them.
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. 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 our ROI from our conversions; we need to convert vehicles running 35000 miles per year to which we do not have. We have chosen to wait and watch for the price of conversions to come down. We have also learned that UPS in Shawnee along with several other UPS locations in Ok and CO are converting all of their vehicles to propane.
KABOOM grant/YMCA partnership
. The YMCA is back in the running for funding on the KABOOM grant. As soon as a funding partner is found, the YMCA and the City will coordinate installation.
City Hall and Fire Stations Fire Alarm System
. Staff has received all estimates and given them to the Fire Department to apply for grants to install.
Red Cedar Local Emphasis Area
. Staff and one Commissioner has been working on a way to help private land owners remove red cedars from their property in order to make our effort of removing worthwhile. A LEA has been submitted through the NRCS office for grant funding for private land owners. More to come as we hear back.
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.
EXPOSITION CENTER/Mike Jackson, Operations Manager (No New Info Submitted)
. June 4-7, Bluegrass Festival, 800 people attended 4 day event
. June 6-8, Fullblood Limousin Alliance Cattle Sale/Show, 400 people attended 3 day event
. June 10-11, OG&E Meeting, 90 people for 2 day event
. June 14, Family Reunion, 32 people
IFYR 2014 as of 6/19/2014
. Contestants-847
. Contestant Entries-1,474
. States-29
PLANNING/COMMUNITY DEVELOPMENT/Justin Erickson, Director (No New Info Submitted)
Planning
. Staff met with developers to discuss potential future and current development projects.
. Project Update: Zoning Code Update. The Shawnee City Commission adopted a revised Shawnee Zoning Code on June 2, 2014. The new code is effective on July 2.
. Building inspections staff remain busy with a very high volume of permit requests and inquiries.
. Staff is reviewing development applications (building plans) for the Shawnee Marketplace project.
. Staff prepared materials for Planning Commission and City Commission meetings.
. Staff attended the City Beautification Committee Meeting on June 12.
. Staff attended a meeting concerning the creation of a Park Master Plan.
. The City condemned five structures on June 12.
. Staff is assisting in the coordination of major events for Downtown Shawnee.
. The Action Center is currently investigating the following complaints:
o Dilapidated Buildings: 38 active cases
o Derelict Vehicles: 6 active cases
o Junk/Trash: 8 active cases
o Tall Grass/Weeds: 121 active cases
FINANCE DEPARTMENT/Cynthia Sementelli, Finance
. Worked on SMA fixed asset
. Worked on General fixed assets
. Bank reconciliations
. Processed 366 PAA for new fiscal year
. Meet with Leza Shaw over budget
. Prepared documents for Leza Shaw
. Worked on CDBG
. Filed 425's for CDBG
. Began Audit papers for auditors
. Prepared sales tax report
. Prepared budget amendments
CITY CLERK'S OFFICE/UTILITY BILLING/Phyllis Loftis, City Clerk
City Clerk
. Preparation of agenda for July 7, 2014 City Commission and Authorities meetings.
. Preparation of minutes for July 7, 2014 City Commission and Authorities meetings.
. Filed 35 public nuisance liens and 5 lien releases with Pottawatomie County Clerk; filed 9 lien certifications with Pottawatomie County Treasurer.
. Normal routine duties including tort claims, management of archived records, research of records for staff and Commissioners, distribution of payroll, preparation of inbound/outbound mail, and overseeing insurance on vehicles and property owned by the City of Shawnee.
Utility Billing/Customer Service
. Zone 3 Cut-off July 2, 2014
. Zone 3 billing July 3, 2014
. Routine customer service/billing, water and sewer transactions and issues involving payment arrangements, cut-offs, past-due collections and sanitation.
INFORMATION SYSTEMS/Steve Nolen, Chief Information Officer
. Continued project review / management for master projects
o Installed Audio Recorder System For Airport to track airport usage.
o Install of 2nd Monitor for Airport Manager
o Installed Router at Airport to allow both the guest Wi-Fi and Pilot Lounge system to function.
o Restored Conductivity twice to Animal Shelter, once to replace a failed UPS and another time to reset Sonic Wall device
o Installed Guest Wi-Fi Device at the Unzner Center
o Trouble shooting printing issues at Unzner Center
o Build and replacement of SMA Engineering System
o Servicing of HR MFC Device
o Research in to CM MFC device for banner page, does seem to support desire results.
o Work with Vendors on Orders and quotes
o Printer Supply Processing
o ISA Server Hard Drive failure discovery and drive replacement
o Global Software Permission changes
o Setup of 4th Dispatch system for the City of Mcloud and the work related to it.
o ISA settings changes to allow Remote Access of HVAC system for contractors
o Download and setup of software for GIS work, i.e. Sketchup, Trimble software packages
o Work on Toughbook builds and roll outs
o Install of software for SMA new Trenching solution
o WSUS Server updates and approvals
o AFIX Updates performed and reviewed.
o ID Card Printing
o Police Video Server Updates to Watchguard software.
o Repair damage to LPR system for Police, caused by negligence/abuse
o Work on Rebuilding WSMobile55 after Hard drive failure
o HR support for their Database issues they created
o Setup of 2nd OLETS station for Dispatch
o Utility Kiosk support
o Review of Records reported requirement to have FireFox browser installed
o Geosafe AVL software updates
FIRE DEPARTMENT/Dru Tischer, Interim Chief
Suppression
Responded to 178 emergency calls broken down by type below:
. Fires: 6
. Rescue & EMS: 133
. Hazardous conditions: 3
. Service Calls: 7
. Good Intent Calls: 19
. False Alarms: 8
. Overpressure Rupture, Explosion: 0
Fire Prevention
Plan Reviews
. OBU- Geiger Center
. OBU- New Athletic Building
New Construction Inspections
. Sears
Requested / Administrative Inspections:
. 11 various locations
Permits and On-Site Inspections
. 2 open burn permit
Training
- Assigned Shift, Company & Individual Training:
. May Day and Search & Rescue SOG Training (All Shifts) (Jul - Aug)
. LEPC Exercise @ Tecumseh (Larman) (7/24/14)
. IAFC Conference @ Dallas TX (Underwood, Cooley) (8/13-16/14)
. Lieutenant Academy (Bertram, McLain, Laxson) (8/19-28/14)
. Annual Fitness Test (All Shifts) (9/2,3,8/14)
. Rope Rescue II Course (9/17-20/14)
- Tentative Shift, Company & Individual Training:
o Air Management Drills (All Shifts)
o Emergency Vehicle Operations Refresher (All Shifts) (TBD)
- Training Chief Schedule:
o Meeting w/ Battalion Chiefs (7/14/14)
o 30 Day Skill Evaluation (Cannon) (7/15/14)
o Nine Month Skill Evaluations (Scarberry, Seidl, Bickel) (7/16-22/14)
o Three Month Skill Evaluation (Williams) (7/24/14)
o Dispatch New Employee Orientation (7/24/14)
o Meet w/ EM and PD Re: Disaster Drill (7/31/14)
o IAFC Conference @ Dallas TX (8/13-16/14)
o Lieutenant Academy (Bertram, McLain, Laxson) (8/19-28/14)
- Training Chief Activities:
o Conduct Air Management Course / Develop Air Management Policy
o 11 Probationary Fire Fighter Skills Training and Evaluation
o GEOSAFE / CAD / Firehouse iPad Deployment
o 2014 EMT Certification Renewals (6/30/14)
o FireHouse Administration / Quality Control
o Kaplan Fire and EMS C.E.U. Administration
o 24/7 Fire Course Administration
o N.R.E.M.T. - C.E.U. Program Administration
o Electronic Entry of Dept. Personnel Training Records to FireHouse
o Development Minimum Company Standards (3rd Quarter 2014)
- Medical Director Activities:
o EMS Skills Evaluation (TBD)
POLICE DEPARTMENT/Russ Frantz, Chief
Police
. Police reports: 260 / arrests: 82
Total Citations: 118 Handwritten Citations: 71 E-Citations: 77 Traffic Accidents: 26
Dispatch
. Dispatch managed 3,274 calls (Police/Fire/EMS calls dispatched only)
Accreditation/Lt. King, Accreditation Manager
. Working on Accreditation files
. Assisting with CID
. Nuisance Alarms.
. Field Training Program.
. CJIS.
CID
. 23 Cases Forwarded to CID for Review
. 6 Felony Cases Assigned / 0 Misdemeanor Cases Assigned / 12 Other Cases Assigned
. 3 Felony Cases Cleared / 2 Misdemeanor Cases Cleared / 4 Other Cases Cleared
. 1 Felonies Filed through DA's Office
. 1 Arrests Made
. 5 No Further Needed (NFN) Cases
. $0 Total Property Recovered
. 4 Pending Assignment (PA) Cases
. 1 Call Out
. 2 Assists with Patrol and Other Agencies
COP's Grant Program
. Conducted face book surveillance
. Drowning Shawnee Lake
. Drug house surveillance
. Chief conference event
. Interviewed CI
. Taser Class
. Worked on affidavit for investigation
. Street level drug interdiction
. Five defendants charged, one felony warrant served
. Seized methamphetamine, marijuana and hash
. Honor guard detail for Deputy funeral
Evidence
. Number of evidence items brought in: 44
. Number of evidence items released: 26
. Number of found property items taken in: 26
. Number of items submitted to the OSBI: 28
Staff
Police Officers - 59 / 4 Officers in FTO program/ 54 available
. Dispatch positions - 13 / 13 available for service / 4 in training status
. Animal Control Positions - 4 / 4 available for service
Animal Control
. Calls Responded: 200
. Animals Impounded: 42 / Animals reclaimed: 5 / Animals adopted: 2
Thursday, August 7, 2014
Water Taste / Order Concerns Update 08/07/2014
The current taste/odor event should pass shortly, the WTP is adjusting to the event. The taste/odor comes from the source water, and its very difficult to remove, but after treatment the finish water is safe to drink.
The most common complaint associated with surface water treatment is taste/odor. We are currently in the very early process of getting approval from ODEQ to rehabilitate the filters at the WTP (water treatment plant) changing the filter media from sand/anthracite to GAC (granular activated carbon) that will absorb the taste/odor during these events.
Steve Nelms
Utility Director
The most common complaint associated with surface water treatment is taste/odor. We are currently in the very early process of getting approval from ODEQ to rehabilitate the filters at the WTP (water treatment plant) changing the filter media from sand/anthracite to GAC (granular activated carbon) that will absorb the taste/odor during these events.
Steve Nelms
Utility Director
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