Staff Activity Report for January 2015

<a href=/publications/files/CityofShawneeJan2015Report.pdf target=_blank>Full PDF Document</a><br>
CITY MANAGERS OFFICE/Justin Erickson, Interim Manager
. Attended the Visit Shawnee, Inc. regular meeting
. Attended the EXPO Board Regular meeting
. Met individually with Mayor Mainord and City Commissioners to discuss various topics
. Met with appropriate staff to discuss major projects underway including: pool, splash pad, trails and major commercial development
. Attended the PCDA meeting
. Attended the Downtown Task Force meeting
. Met with retreat facilitator and organized City Commission Retreat
. Met with owner representative of Shawnee Mall and discussed current and future operations
. Attended the SEDF Board meeting
. Attended the Chamber Board meeting
. Met with Shawnee Public Schools to discuss school facilities and potential projects

ENGINEERING/STREETS/TRAFFIC CONTROL/John Krywicki, Director
. Rehab Asphalt Streets Project - Contractor will be performing the overlay of Pecan Grove west of Hwy. 102 in March according to the County Commissioner.
. Shawnee Marketplace - Storm sewer installation complete. All paving has been placed with the exception of the approach at the Chick-Fil-A intersection. Joint sealing has not been performed. Installation of the signals at the new intersection is underway. Upgrade of existing signals complete at Commercial Drive. Removal for widening of Commercial Drive underway. Grading areas for remaining sidewalks.
. COS-PW-13-01 Sidewalk/ADA Handicap Ramps Project (Bryan Trail) - 6' sidewalk along MacArthur to Bryan complete. Construction of 10' trail along Bryan beginning at MacArthur and continuing south. Placed driveway at 2010 N. Bryan.
. Vision Bank Property Channel Improvements- All concrete has been placed for the twin 8' x 5' drainage structure. Grading of channel bottom underway and portions of the bottom have been formed and steel is in place.
. Hyatt Addition- Clearing and grubbing underway for next phase of the public improvements. Construction staking and rough grading underway. Met with Ross Morris and the dirt contractor and informed them that the silt fencing/storm water prevention facilities need to be installed as soon as possible. Sanitary sewer installation scheduled to begin next week.
. Union Sidewalk - MacArthur to Middle School- Obtained survey from street widening project and will create cross-sections of ground for sidewalk placement and grading.
. Main Street Streetscape Project- Had a meeting with ODOT to go over preliminary comments with them. We are awaiting for ODOT to complete their environmental impact report/study so that we can proceed. Finalizing landscaping & irrigation plans, and have received OGEs cost proposal for providing and installing decorative lighting for project. Tentative schedule is to be in position to advertise the project for bids by late April-early May timeframe with construction starting later this summer.
. Boy Scout Park Splash Pad Project- City Commission authorized letting the project for bids, and also authorized staff to purchase the water feature equipment and apparatus directly from the manufacturer. Upon finalizing plan drawings and bid documents, we will get the project let for bids with the Bid Opening scheduled for March 16th, with a Notice to Proceed being issued to the Contractor effective March 23rd. Tentative completion of construction and installation of equipment is set for May 12th, barring any bad weather or unforeseen delays.
. Receipt of two Preliminary Plats- that staff is currently reviewing. One is for Tamarack housing development to be located at the Northeast Corner of Independence & Elm, and the other one is for Cooper Commercial Development located immediately east of the KFC and Holiday Inn Express off of Mall Drive.

EMERGENCY MANAGEMENT/Don Lynch, Director
. Draft Emergency Operations Plan update files were prepared and sent to all City and County Stakeholders for review. There will be a planning team meeting in February and individual stakeholders meetings in March to review each chapter of the document and make changes.
. The county-wide Hazard Mitigation Plan draft has been updated following a meeting between EM staff, the planning contractor, County Commissioner Thomas, and State EM Hazard Mitigation Team. The draft was submitted to the State for review and re-submission to FEMA Region 6 for approval.
. A transmitter building has been secured and delivery date set for the North Kickapoo Water Tower repeater site project.
. 1100 applications were received. 204 awards have been made. We are reserving 4 award slots until after notices have been sent to those not awarded a rebate in case we did not make an award to someone who was eligible for Phases 1 or 2 because of incomplete information on the registration report we received. We have selected potential recipients for those 4 remaining slots. Several telephone calls from award recipients have been handled by staff. Fifty notices to proceed have been issued so far.
. Attended the Central Oklahoma Emergency Management Conference in OKC on November 5-7
. Registered 6 private storm shelters in database
. Prepared weekly drought report/weather forecast for County Commissioners Meetings- Attended same

UTILITY DEPARTMENT/Steve Nelms, Director
. PWSC Emergency Generator Project SMA-15-04 - Bids will be opened at the commission meeting on February 17th, 2015. A pre-bid meeting is scheduled for February 3rd, 2015.
. Tennessee Lift Station Rehab Project SMA-15-03 - Bids will be opened at the commission meeting on February 17th, 2015. A pre-bid meeting is scheduled for February 3rd, 2015.
. Tennessee Waterline Looping Project - In house project. Installed three 6" valves and laid in 260' C900 pvc water line. We made two service connections one of which increased water pressure to 503 S. Tennessee. By making this loop, we eliminated the dead end main on Tennessee between Forrest and Federal.
. Southside Waste Water Treatment Plant Emergency Generator Project SMA-15-05 - Currently in the engineering phase.
. St. Anthony's Hospital Waterline Replacement - This is an in house project. The project is 90% complete.
. Shawnee Market - Sewer line has been fully installed and tested. Recommending acceptance. Water line around the main complex has had bac-t samples taken. Awaiting results.
Repair and Restoration of River Bank Failure at the WTP - This project was completed on August 18th, 2014. On August 22nd SRB and SMA staff did a final inspection on the project. The pond will not hold water and currently is under review between Contractor, SRB, and SMA.

AIRPORT/Keenan English, Assistant Airport Manager
. SAA approved a lease with Red Cloud Aviation, LLC to rent the Bodard Hangar. Red Cloud provides maintenance, flight instruction, aircraft management.
. Oklahoma Airport Operators Association quarterly meeting was held Jan. 21, 2015 - Edmond. Yearly conference is March 8th in Tulsa.
. FAA-AIP-3-0040-0088-16-2015, rotating beacon, apron lighting, and AWOS. Project is waiting for FAA approval. AWOS phase I benefit cost analysis complete and approved by FAA.
. Independent engineering firm has been hired to provide an independent fee analysis on cost estimates for projects.
. Disadvantaged Business Enterprise has been approved and published.
. Airport has replaced cables on bi folding doors and have replaced all lights and ballasts in the Bodard Hangar.
. New outdoor and indoor security cameras have been installed.
. Large door springs have been replaced on Bob O'Connor's hangar
. New parts for fuel farm have been received and scheduled for installation. Parts include a water defense system for Jet fuel tank.

PARKS/CEMETERY/EQUIPMENT SERVICES/James Bryce, Director of Operations
. Municipal Swimming Pool - Contractor is moving along with the concrete work, warmer temps are allowing the contractor to pour concrete. With the award of the parking and drive project, contractor is having to move items around to allow for the other contractor to have room to work. Branco, the pool contractor, has been working 4 - 10 hour days a week but are going to 5 - 10 hour days. Contractor's monthly meeting will be Thursday February 26th at 1:00 pm at the pool.
. Boyscout Splash Pad- Staff is asking to go out for bid on this project February 2, 2015. The project has received one grant so far from the Avedis Foundation for $203,293.75. Staff is still waiting to hear from the TSET Foundation for $110,000.00, the pool committee will provide $50,000.00, and the City will pick up the remaining $43,293.75. Project is scheduled to be completed in late May or Early June.
. Certified Healthy Communities- Staff has submitted the grant material for the TSET money. If awarded, the funding will go towards the Splash Pad Project in Boy Scout Park, we will not hear on this until after their board meeting on February 20th.
. 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. On another note, we have been paying a lot less for gas and diesel leaving extra money in the budget that could be used for conversions. Staff is looking at this and hope to be able to convert a few vehicles.
. 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.
. Kiwanis park restroom project at the lake- Canadian Valley Electric has agreed to put in the electric service here as long as the City clears the ROW for them. The process has been started through DEQ for the septic system and well. Staff is working with the Kiwanis group to develop a plan and how much funding will come from each. The DEQ process will take 3 months for their review.
. Parks Master Plan- We are about 2 ½ weeks out of the Master Plan survey being delivered to the selected residents. After all responses are in, it should take about another 4 weeks to compile the data.
. Other Projects of Importance
o New Lake Maintenance Building
o Engineering for the Heat and Air at the Auditorium
o New restroom facility at Boy Scout Park

EXPOSITION CENTER/Mike Jackson, Operations Manager
. January 3, OPCA Pig Show, Otto Krausse Building, approximately 800 people
. January 4, Central Area Church of Christ, Conference Center, 600 people
. January 10, OCCRA Motorcross Banquet, Conference Center, 580 people
. January 10, Outlaw Motor Sports, Fred Humphrey Pavilion Section G, approximately 400 people
. January 16-18, Triangle Horse Sale, Otto Krausse Building & Fred Humphrey Pavilion
. 733 head of horses sold, approximately 5000 people for 3 day sale
. January 17, Oklahoma Turkey Federation Banquet, Conference Center, 200 people
. January 21, St. Anthony's PAL, 80 people
. January 23-25, Red Dirt Agility Club Dog Show, Fred Humphrey Pavilion Section G, approximately 300 people
. January 23, City Commission Retreat, Conference Center
. January 31-February 1, HOYRA Youth Rodeo, Fred Humphrey Pavilion, approximately 600 people for 2 day rodeo

PLANNING/COMMUNITY DEVELOPMENT/Justin Erickson, Director
. Staff met with developers and consultants to discuss potential future and current development projects.
. Staff continues to be very involved in downtown revitalization efforts and attends that monthly merchant meetings and the Chamber's Downtown Taskforce.
. Building inspections staff remain busy with a very high volume of permit requests and inquiries. There are numerous large construction projects underway throughout the community.
. The Shawnee Urban Renewal Authority met and approved several rehabilitation projects.
. The Department issued 51 permits for new single-family homes in 2014.
. Staff continues work on revising the City's Subdivision and Development Standards.
. Prepared draft of a Downtown Maintenance Ordinance for review by the Downtown Task Force.
. The City condemned two structures on January 8. Thirty-four structures were condemned in 2014. A total of 158 structures have been condemned since 2011.
. The Action Center is currently investigating the following complaints:
o Dilapidated Buildings: 36 active cases
o Derelict Vehicles: 2 active cases
o Junk/Trash: 30 active cases
o Tall Grass/Weeds: 20 active cases

FINANCE DEPARTMENT/Cynthia Sementelli, Finance
. Prepare sales tax report
. Did an analysis on use tax/sales tax
. Began setting up budget documents
. Prepared for airport meeting
. Met with HUD in Oklahoma City
. Met with City Manager and Engineer concerning pool parking lot
. Met with Interim City Manager concerning retreat
. Completed the 425's for CDBG
. Met with James Bryce and Interim City Manager concerning splash pad
CITY CLERK'S OFFICE/UTILITY BILLING/Phyllis Loftis, City Clerk
City Clerk
. Preparation of agendas and minutes for City Commission & Authorities regular and special called meetings.
. 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
. 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 Remote VPN Router Replacements - PD Gym/Etc Point need cabling review/modem testing
o TCM Imaging Solution Project - Final vendor review/training to be scheduled for enterprise roll
o NSA 2600 High Availability VPN Router - Primary HA Router Deployed, Secondary Unit being configured for high availability deployment.
o Fiber Data Backup Network Deployment - Fiber cabling received, scheduling network buildout
o Mobile Device Management Deployment - MDM Deploy continues on new/touched devices
o Web Server Migration - Virtual migration completed, performance enhanced
o GeoSafe Fire Mobile - Fire Hydrant data provided to vendor, waiting for deployment
o GeoSafe Police Mobile - Deployments continue, OLETS diagram completed, server setup next
o Police AVL Solution - Geosafe deployed on majority of systems, PD Chief to dictate usage
o Global/Firehouse Interface - Changes to design criteria by Fire, new code being tested
o Ch3 Video Server Replacement - Scheduled review later this year
o XP System Migration - Migration / replacement continues
o Dispatch Center Move - Waiting for cable tray and equipment for wiring project
o Thin Client Deployment - Continued testing of devices for local/remote deployments
o Valve Exercise Data Tracking - Technical info/contacts with vendor completed, reviewing
o HR Policy Deployment Web App - In development review stage
o Stoplight Controller Connectivity - Equipment obtained and modified for mounting, to be deployed
o IT Vehicle Replacement - Options reviewed with Equipment Services, working with Admin
o Airport DVR System Deployment - Completed, playback issues on remote location to review
o Annex DVR System Replacement - Waiting for equipment from Vendor for deployment
o Dispatch Access Control Deployment - Waiting on construction in Dispatch for vendor schedule
o North City Hall Door Access Control Deployment - Waiting for vendor to advise scheduling
o A Better Light Presentation Project - Outline proposal being drafted for process presentation
o New Hire Orientation Video Series - Waiting on HR and Vendor to develop product for deploy
o Promotional On Hold Audio - Project on hold due to budget questions and content
o Dispatch Camera Update Project - Waiting to review options with PD Chief before contacting vendor
o SQL Server Migration - Research / Design of server in progress
o Public Safety Server Room Upgrades - Planning on outside vendor separation, four post install

FIRE DEPARTMENT/Dru Tischer, Interim Chief
Suppression
Responded to 493 emergency calls broken down by type below:
. Fires: 27
. Rescue & EMS: 357
. Hazardous conditions: 12
. Service Calls: 27
. Good Intent Calls: 47
. False Alarms: 21
. Overpressure Rupture, Explosion: 1
Fire Prevention
Plan Reviews
. None
New Construction Inspections
. 3 various locations
Requested / Administrative Inspections:
. 5 various locations
Permits and On-Site Inspections
. 2 various locations

POLICE DEPARTMENT/Russ Frantz, Chief
Police
. Police reports: 533 / arrests: 205
Total Citations: 354 Handwritten Citations: 191 E-Citations: 163 Traffic Accidents: 41
Dispatch
. Dispatch managed 7,126 calls (Police/Fire/EMS calls dispatched only)
Staff
. Police Officers - 59 / 2 Officers at Academy/1 waiting to go/ 56 available
. Dispatch positions - 15 / 14 available for service /3 in training status/ 1 open position
. Animal Control Positions - 4 / 3 available for service