Staff Activity Report for March 2015

CITY MANAGERS OFFICE/Justin Erickson, Interim Manager
. Attended the EXPO Board Regular meeting
. Met individually with Mayor Mainord and various City Commissioners to discuss City business
. Met with appropriate City Staff to discuss major projects underway including: pool, splash pad, trails and major commercial development
. Attended the Shawnee Planning Commission meeting
. Participated in the Shawnee Library National Reading Day Event
. Met with the Tim Burg and discussed economic development activity
. Met with Staff and others concerning a potential 911 merger
. Met with individuals and groups concerning use of the City Auditorium
. Attended the Greater Shawnee Area Chamber Board meeting
. Met with Finance Director and discussed budget process and outlook
. Attended the Downtown Task Force meeting (Chamber)
. Attended the Shawnee Urban Renewal Authority meeting
. Met with Federal congressional staff and discussed local and regional issues
. Met with representatives from Vyve Communications to discuss service issues and contract renewal
. Attended Urban Renewal public hearing regarding updated of the City's Consolidated Housing Plan
. Attended Avedis event focused on Community Renewal International
. Attended the University of Oklahoma Placemaking Conference
. Attended a VSI Board Meeting
. Attended a mid-City legislative meeting
. Attended the SEDF Board meeting
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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 - Public waterlines and sanitary sewer improvements are completed. Perimeter road and signalized intersections completed. Drainage and storm sewer completed. Work remaining includes widening of entrance between Whataburger and Delta Cafe, installation of sidewalks, and landscaping needs completed. HOBBY LOBBY is open!!!! We have received from Developer maintenance bonds for the water and sanitary sewer improvements, and we are awaiting submittal of the paving maintenance bond and submittal of the As-Built plans for the Public Improvements to be accepted. Upon receipt of those items and completion of work we will bring the item to the City Commission for official acceptance of the public improvements and determination of actual dollar costs of those improvements for sales tax reimbursement calculation as required by the Contract between the City and the Developer.
. COS-PW-13-01 Sidewalk/ADA Handicap Ramps Project (Bryan Trail) - 6' sidewalk along MacArthur to Bryan complete. Construction of 10' trail along Bryan south of MacArthur is still in progress. The 10 trail will run from MacArthur to Highland Avenue.
. Vision Bank Property Channel Improvements- 100% of the cost for these drainage improvements are borne by the Developer (Vision Bank). All concrete has been placed for the twin 8' x 5' drainage structure that will be under future road extension. Construction of concrete drainage channel continues. Upon completion of all work, Developer will need to submit As-Builts of plans to FEMA for them to issue the Letter of Map Revision (LOMR) that is needed for future development to occur on that site.
. Pool Parking Lot Project- Contract awarded to CGC Inc. in the dollar amount of $369,305.25. Grading of the parking area south of the tennis courts is underway. Fill material has been hauled in to the site. The damage poles still need to be replaced as well as repair to the tennis court fencing. Overall project approx. 15% complete.
. Hyatt Addition- Clearing and grubbing has been completed and rough grading of future streets completed. Silt fencing and stormwater prevention facilities have been installed. Sanitary sewer installation is currently underway. The costs for all construction work taking place is 100% borne by the Developer (Mezdi Azimi).
. 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- We have finally received ODOTs comments concerning the completion of ODOTs environmental review portion of the project from them, and have received a Categorical Exclusion which means we will not have to do any further NEPA approvals by FHWA. Finalizing landscaping & irrigation plans are in progress, 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- Water feature apparatus were ordered by the City from ARC, Inc in the dollar amount of $131, 130.00. The City also let for bids the construction and installation of the splash pad and the project was awarded to C3 Construction in the dollar amount of $148,364.00. A PreWork meeting with the Contractor is scheduled for Monday, March 23, 2015, and the Notice to Proceed will be issued effective March 25th. Completion date is tentatively scheduled for May 20th.
. 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.
. SMA Waterline Looping Project-SMA is planning to bid out a city wide water line looping project. The project will include various locations and will be bid on an estimated quantity basis much like the sanitary sewer pipe bursting projects. Working on preparing the DEQ application for the project.
. Street Selections for Maintenance Work-Currently, existing asphalt streets are being evaluated and rated to determine ranking and priorities of streets selected for maintenance. This work is very time consuming, every street has to be inspected and stress conditions of roadway determined and quantified. Anticipate project inventory being completed by end of June 2015.
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EMERGENCY MANAGEMENT/Don Lynch, Director
. STORM SHELTER REBATE PROGRAM:
o 1100 applications were received. 204 awards have been made.
o 8 notices to proceed have been issued bringing the total to date to 68.
o 30 inspections were completed and requests for payment were processed.
o 27 claims were processed and paid.
. Department hosted a luncheon and briefing with a delegation of 9 people from Sejong City, South Korea on March 26 to discuss our World Health Organization Safe Community designation and share lessons learned from the application and maintenance process.
. EM participated in the Northeastern State University-Broken Arrow Campus Homeland Security Program Advisory Committee meeting on March 31.
. Director assisted Maud Emergency Management and Maud Schools with tour of public schools building for areas of sheltering in place in case of a tornado.
. Staff attended Board of County Commissioners meeting each Monday morning providing fire weather forecast information and burn ban recommendations to the Board.
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UTILITY DEPARTMENT/Steve Nelms, Director
. PWSC Emergency Generator Project SMA-15-04 - City Commission awarded the project to All Phase Electric on March 2nd, 2015. A pre-work meeting was held on March 23rd, 2015. Contractor has an estimated start date of April 6th, 2015.
. Tennessee Lift Station Rehab Project SMA-15-03 - City Commission awarded the project to Jordan Contractors on March 2nd, 2015. A pre-work meeting was held on March 23rd, 2015. Contractors have an estimated start date of April 6th, 2015.
. 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 100% complete.
. Repair and Restoration of River Bank Failure at the WTP - This project was completed on August 18th, 2014. Staff met with PSI on February 10th, 2015 to inspect and discuss the lagoon. PSI came out on February 20th, 2015 to conduct soil testing. Currently awaiting results. SMA and Smith Roberts met with City Attorney on March 19th, 2015 to discuss project.
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AIRPORT/Keenan English, Assistant Airport Manager
Shawnee Airport Authority
. Approved new lease with Johnson SnoBall
. Approved mortgage of leasehold to Metro Mart, Inc
Airport Advisory Board
. AAB recommended leasing 85 acres of Airport property for hay cutting and bailing
. Oklahoma Airport Operators Association annual conference was held March 8 - 11 in Tulsa, OK
Construction Projects
. FAA-AIP-3-0040-0088-16-2015, rotating beacon, apron lighting, and AWOS. Project is waiting for FAA approval. AWOS phase's I and II of the benefit cost analysis is complete and approved by FAA. Phase III in progress.
. Disadvantaged Business Enterprise has been approved and published.
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PARKS/CEMETERY/EQUIPMENT SERVICES/James Bryce, Director of Operations
. Municipal Swimming Pool - Contractors have been on the grounds completing masonry work, interior and exterior electrical work, painting, backfilling, and plumbing. They have also been forming and pouring decks along with fence installation and shade structures.
. Boyscout Splash Pad- The Operations Department went out for bid on a new restroom facility to complement the Park and splash pad and received them back in Mach 16th. Since receiving back in the bids, Staff has redesigned the restroom and will be going back out for bid.
. Certified Healthy Communities- The City finally got word that we were awarded the $110,000.00 grant from TSET. This money will go towards the Boy Scout Splash Pad and Restroom Project.
. 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- The Parks Master Plan survey went out and is in the hands of the public. After all responses are in, it should take about another 4 weeks to compile the data.
. Lake Maintenance building- Staff will be awarding this project April 6th and construction will begin soon.
. Auditorium HVAC Design-Staff is going through references and verifying the capability of the architect company. As soon as that is finished, staff will start negotiations with the selected firm for a contract.
. Santa Fe Depot Floor Repair- The floors in the restrooms at the depot have been bad for many years but they took a turn for the worst here lately. Staff has hired a contractor to replace the entire floor under the two restroom areas.
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EXPOSITION CENTER/Mike Jackson, Operations Manager
. March 3-5, Pottawatomie County JR Livestock Show, approximately 1,000 people for3 days show
. March 5-7, Monkey Business Children's Consignment Sale, approximately 800 people
. March 6, Pottawatomie County JR Livestock Show Premium Sale, approximately 600 people
. March 6-8, Almost Ready to Cruise Car Club Car Show/Swap Meet, approximately 1,200 people
. March 9, Gordon Richards FFA Achievement Banquet, 45 people
. March 10, Shawnee Police Foundation Banquet, 150 people
. March 10, Arvest Bank, 100 people
. March 13-14, Red Alliance Cow Sale, approximately 600 people
. March 14, Changing Winds Pow-Wow, approximately 400 people
. March 18-22, Rollin Squares RV Rally, 20 rigs, 40 people x 4 days
. March 20-21, Buckles & Banners Goat Sale, approximately 400 people
. March 21-22, NBHA Barrel Racing, 350 barrel racers per day, approximately 800 people
. March 25-26, Salvation Army, 150 people
. March 26, Bison Federal Credit Union Customer Appreciation Banquet, 100 people
. March 27, Taste of Home Cooking School Show, approximately 600 people
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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 and several projects have been recently completed.
. Staff continues work on revising the City's Subdivision and Development Standards.
. Staff attended the Shawnee Beautification meeting
. Staff attended an Avedis event focused on Community Renewal International
. Staff and Planning Commission members attended the University of Oklahoma Placemaking Conference
. Staff refined a draft of a Downtown Maintenance Ordinance for review by the Downtown Task Force. The Planning Commission will discuss the ordinance on April 1.
. Staff prepared reports and attended the Shawnee Planning Commission regular meeting.
. The City condemned five structures on March 12. Eight structures have been condemned in 2015. A total of 164 structures have been condemned since 2011.
. The Action Center is currently investigating the following complaints:
o Dilapidated Buildings: 39 active cases
o Derelict Vehicles: 6 active cases
o Junk/Trash: 27 active cases
o Tall Grass/Weeds: 6 active cases
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FINANCE DEPARTMENT/Cynthia Sementelli, Finance
. Prepare sales tax report
. Did an analysis on use tax/sales tax
. Met with Department heads concerning budgets
. Worked on General Fund and Misc funds
. Prepared for airport meeting
. Attended Airport monthly meeting
. Met with City Manager on various issues
. Worked on personal side of budget
. Did monthly allocations
. Bank Reconciliations
. Worked on Fixed Assets
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CITY CLERK'S OFFICE/UTILITY BILLING/Phyllis Loftis, City Clerk
City Clerk
. Preparation of agendas and minutes for City Commission & Authorities regular meetings.
. Training of new Deputy City Clerk.
. Filed 4 public nuisance liens and 21 lien releases with Pottawatomie County Clerk; filed 9 public nuisance 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
. Routine customer service/billing, water and sewer transactions and issues involving payment arrangements, cut-offs, past-due collections and sanitation.
. 305 payments made a Homeland Store kiosks resulting in $25,241.88 collected for March, 2015.
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INFORMATION SYSTEMS/Steve Nolen, Chief Information Officer
. Continued project review / management for master projects
o Remote VPN Router Replacements -Federal building finalized, planning Aquatics Center
o TCM Imaging Solution Project - V4 issues continue with INCODE, working towards resolution
o NSA 2600 High Availability VPN Router - Primary HA Router Deployed, Secondary Unit being configured for high availability deployment.
o XP System Migration - Migration / replacement continues
o Thin Client Deployment - Continued testing of devices for local/remote deployments
o GIS Specialist Employee - GIS Employee hired 03/30, orientation begins
o GIS Project Prioritization - Merging SMA and IT project list for work scheduling and prioritization
o Airport DVR System Deployment - Reviewing playback performance issues on remote connect
o Dispatch Access Control Deployment - System installed, waiting on final construction for turn up
o North City Hall Door Access Control Deployment - Waiting for vendor to advise scheduling
o A Better Light Presentation Project - Project on hold for now
o Police Range Security Cameras - March recorder ordered, preparing for config and deploy
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FIRE DEPARTMENT/Dru Tischer, Interim Chief
Suppression
Responded to 471 emergency calls broken down by type below:
. Fires: 17
. Rescue & EMS: 364
. Hazardous conditions: 11
. Service Calls: 25
. Good Intent Calls: 43
. False Alarms: 11
. Overpressure Rupture, Explosion: 0
Fire Prevention
Plan Reviews
. 1 locations
New Construction Inspections
. 11 various locations
Requested / Administrative Inspections:
. 2 various locations
Permits and On-Site Inspections
. 7 various locations
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POLICE DEPARTMENT/Russ Frantz, Chief
Police
. Police reports: 466 / arrests: 219
Total Citations: 314 Handwritten Citations: 188 E-Citations: 124 Traffic Accidents: 44
Dispatch
. Dispatch managed 6,992 calls (Police/Fire/EMS calls dispatched only)
Staff
. Police Officers - 59 / 1 Officer at Academy/2 Officers in FTO training/ 58 available
. Dispatch positions - 15 / 10 available for service /3 in training status/ 2 open position
. Animal Control Positions - 4 / 4 available for service