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Staff Activity Report for June 30 - July 6, 2013
CITY MANAGERS OFFICE/Brian McDougal, Manager
• Staff Meeting.
• Conference call with Chuck Smith from OMRF, Mannford and Guymon City Managers regarding doing a session for OML this fall.
• Meeting with Jeff Bays, and Randy Smith about continuation of the Scouting FOS campaign.
• Met with Amy Perkins to discuss Presbyterian Disaster Recovery.
• Commission Meeting
• Met with Theresa Hendrix and James Bryce regarding Community Center changes.
• Met with Justin Erickson, James Bryce and Greg Price regarding Avedis Foundation grant applications.
• Met with Robert Slavens
• Met with Daniel Shaughnessy and Steve Nolen to discuss City Connect.
• Planning Commission Meeting.

• Kickapoo Project from the Spur to MacArthur: ODOT awarded the Kickapoo Paving Project to Haskell-Lemon Construction for a total project construction cost of $10,930,517.98 (including water line costs). Work on the project is proceeding with installation of new, larger water main(s) that will be located from outside of the street paving instead of under the paving as where the existing lines are located. Water line replacement has proceeded from the Spur to Federal Street. The underground storage tanks (UST) which were discovered have been removed by the City whom hired Sierra Environmental to perform the work. A total of four underground tanks were removed. Paving construction is scheduled to begin next week from the Spur to Independence on the southbound two lanes.
• Rehab Concrete Streets Project (FY11-12): Concrete paving work has been completed and traffic striping is scheduled to be placed by Friday, July 12, 2013. As-built quantities will be determined for final payment construction costs, and anticipate taking acceptance of project to City Commission at their first meeting in August.
• Airport Trails Project: City Commission awarded project to Bishop Paving in the amount of $633,409.90. All the asphalt is in place for the track/trail, and people are able to use the facility. The Contractor has completed driveway and handicap ramp work, track has been striped. Pre final inspections was held with punch list of items given to Contractor to correct, and the Contractor should be able to complete all work within the next two weeks..
• Federal Street Bridge Repair Project: City staff completed the design plans and specifications for the project. The project was awarded to PbX Corporation in the amount of $685,565. Construction work is in progress with deck removal of the bridge Federal Street is closed and will be closed for the next two months while bridge construction is underway. Citizens are reminded that Federal Street in that area will be closed for the next several months and traffic will be detoured up Union Street to MacArthur then back to Harrison, and vice versa.
• Bell Street Streetscape Project from Farrall to 7th: Project was awarded to All Roads Paving in the amount of $98,500. Project is approximately 95% completed, but had been put on-hold while Shawnee Municipal Authority (SMA) installs a water meter and vault. SMA completed their work and the sidewalk Contractor was back on site to complete the section between the railroad tracks. The project also includes an enhanced crosswalk at Farrall with in-paving strobe lighting, however, the light fixtures had to be backordered and should be delivered by end of next week. OGE will install decorative lighting along the east side of Bell Street upon completion of the sidewalk project, and OGE has not scheduled that work yet, its TBD.
• Main Street Streetscape Project: Preliminary design work has been started as time allows on this project. Project design will follow closely the design layout that was used on the Bell Street Streetscape Project. Preliminary design approximately 80% complete. State ODOT has announced that the City of Shawnee was approved for the $400,000 enhancement grant, and with funding from the Downtown TIFF District, 302 Street Fund, and SMA, the City should be in shape to have full funding for the project. A landscape architect will be employed to finalize irrigation and landscape plans, and the City may be able to advertise this project sometime Fall 2013.
• City Hall Parking Lot Improvements: City Commission awarded the project to All Roads Paving in the amount of $195,235.40. Project began Monday June 24, 2013. All Roads completed base stabilization on June 28, 2013, however, has not been back onsite for the past two weeks and the project site has laid idle. City has notified ALL ROADS PAVING of our concerns and that they are encouraged to get construction crews back onsite asap or the City will consider the project abandoned.
• ADA Sidewalk and Ramps Project: This project was awarded to All-Roads Paving in the amount of $127,337.75. We are targeting ramps at the intersections along 10th Street from Harrison to Bell Street. Work is in progress, and Contractor has been working intersection ramps at 10th & Union and 10th & Philadelphia.
• Repaired watercut at 2205 N. Kickapoo.(12x21)
• Repaired watercut at 1818 N. Broadway .West side
• Repaired watercut at 1818 N. Broadway. East side
• Backfilled Autumn watercut and 303 S. Dixon.
• Intake repaired at 9th & Draper West corner.
• Cleaned concrete ditch at the corner of Union & 40th.

• Met with FEMA and State Public Assistance Teams reference reimbursement procedures for Mutual Aid Resources
• Coordinated with various organizations concerning disaster relief and recovery efforts
• Trained debris monitor staff, met with FEMA and State officials to certify trucks and spot checked debris management operations
• Coordinated with Police Department personnel on 9-1-1 center projects.
Capital Projects Update:
• Telephone System Replacement: Servers installed. Work to begin on configuring the programming for desk sets.
• Radio System Upgrade: Working with bond council to determine appropriate funding avenue.

UTILITY DEPARTMENT/Steve Nelms, Director
* Water Treatment Plant (Staff of 10)
Average production: *MGD: 5.419 Last week: *MGD: 5.307
• Pumped 763,367,000MG to date compared to 766,535,000MG for same period last year
• All lab hourly testing was completed.
• All cleaning and maintenance was completed.
*MGD: Million Gallons Daily
* Southside Wastewater Treatment Plant (Staff of 7)
Flows averaged: *MGD: 1.450 **BOD: 11 mg/l ***TSS: 6 mg/l
• Performed routine maintenance and testing on the plant
*MGD: Million Gallons Daily **BOD: Biochemical Oxygen Demand ***TSS: Total Suspended Solids
* Northside Wastewater Treatment Plant (Staff of 7)
Flows averaged: *MGD: 1.759 **BOD: 2 mg/l ***TSS: 2.5 mg/l
• Hauled 88,000 gallons of bio-solids have been hauled so far this month
• 187,000 gallons of bio-solids were hauled in the month of June.
• Performed routine maintenance and testing on the plant
*MGD: Million Gallons Daily **BOD: Biochemical Oxygen Demand ***TSS: Total Suspended Solids
* Water Distribution (Staff of 11)
Service Calls: 28, Main Breaks: 1, Leak Checks: 8, Cut-offs: 3, Reset Water Meters: 4, Water/Sewer Line Locates: 138
• Repaired main break at 802 W. Ayre
• Disconnected two service lines at the old IGA on Beard St.
• Repaired service line at 132 N. Bell.
• Worked on shop tickets, and service orders from customer service.
Leak Checks: 1, Set/Reset Water Meters: 0, Meter Re-reads: 41, Water Line Locates: 12
> Total Miles: 272 Total Man Hours: 48
* Valve Maintenance (staff of 3)
• Located/performed serviceability check on valves at 11 different locations
• Located/performed serviceability check on fire hydrants at 24 different locations
* Wastewater Collection (Staff of 7)
Sewer lines flushed: 20,050 ft. Flushed (year to date): 512,052 ft.
Total Service Calls: 43, Sewer Lines Checked: 23, Lift Stations Checked: 26, and Emergency Sewer Calls: 4

* 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 has training on it Tuesday, July 9th, 2013.
Sanitary Sewer Rehab Project Various Locations (Pipe Bursting)- Budgeted project amount $1,000,000.00. Project was awarded to Jordan Contractors on March 4th, 2013. Review of manholes to be replaced will be done on a line by line basis. Bursting has been completed on Red Rock Street. Pipe has been pulled and services attached at the 700 block of Louisa. One manhole has been replaced and backfill of services has begun.
Kimberly Sewer Lift Station Rehab, COS-SMA-13-04- Jordan Contractors was awarded the bid on February 4th, 2013. Contractor is gearing up for the job; currently waiting on other utility’s to be relocated. All utilities are out of the way except cable.
Water Meters and Vault Structure Project, COS-SMA-14-06- Jordan Contractors was awarded the bid on May 6th, 2013. Estimated start date for this project is July 15th, 2013.

AIRPORT/Rex Hennen, Assistant Airport Manager
* Rainfall
The airport has received 20”+ of rain since April 1st of this year.
* Fuel Sales
June 2013 fuel sales were considerably higher than June 2012 due to more favorable weather conditions overall. Fuel sales continue to steadily increase:
• June 2012 = Avgas 2,428.33 Gallons; Jet A 188.79 Gallons
• June 2013 = Avgas 3,872.28 Gallons; Jet A 1,647.37 Gallons
* Foreign Trade Zone Application (approved)
• Working with SEDF to market the Airport’s new designation
* Civil Air Patrol (CAP) National Flight Academy – July 5 – 15.
• 24 teen-age students from across the United States
• 15 instructors
• 20 support staff
• 15 CAP aircraft from surrounding states will be used for training the cadets

PARKS/CEMETERY/EQUIPMENT SERVICES/James Bryce, Director of Operations
* Parks Maintenance Division (Staff of 8)
• Daily cleanup route on Main St and Parks
• Mowing/weed eating in Parks/Lake
• Cleaned up after 4th of July event
• Cleaned up ROWs and creek around Expo
• Working on Park Inspections
* Cemetery Division (staff of 4)
• 3 burials last week
• Filling graves that have settled during rains
• Preparing for internments
• Resetting vandalized monuments from a week ago
• Leveling markers
* Central Garage (Staff of 6)
• General servicing and repairs to vehicles and equipment including Expo
• 25 units in last week with 28 total repairs
• EVT schools and testing
* Shawnee Twin Lakes
• The Twin Lakes were very busy over the Holiday weekend.
• Boat ramp on Lake #1 ran out of parking. Patrons had to use the area where the old maintenance building stood and property on the North side of the road.
• Camping is slow with only 4 to 5 campsites being used.
* Wes Watkins Reservoir
• Park remains busy.
• RV sites stay full on the weekends and tent camping varies with the weather.
* Current Projects
Municipal Swimming Pool
• Architects are working on engineered drawings and bid documents. Finishing up on core sampling and survey work. Setting up for Geo sampling of the ground around the pool. Fundraising and City funding under way.
Municipal Court Offices
• Setting up meeting between contractors and court employees to set date for construction
Auditorium Exterior Restoration and Window Replacement
• Re-Bid opening on July 15th Commission Agenda.
City Hall ADA Restroom Project
• Will bid out project when capital budget is opened up

EXPOSITION CENTER/Mike Jackson, Operations Manager
* IFYR totals as of June 30, 2013
> Contestants Entries – 917 >Event Entries – 1,572 >States – 29

* Planning
• Staff prepared attended the Planning Commission regular meeting and presented reports.
• Staff completed a draft of a revised City code concerning drivers for hire (taxicabs) and mailed it to related companies providing service in the City of Shawnee in June. The City Commission is expected to consider the ordinance in August.
• Staff attended the Chamber of Commerce Beautification and Enhancement Committee meeting.
• The Action Center is currently investigating the following complaints:
o Dilapidated Buildings: 35 active cases
o Derelict Vehicles: 2 active cases
o Junk/Trash: 6 active cases
o Tall Grass/Weeds: 106 active cases
* Project Updates
• Wayfinding - Staff is continuing work on a Phase 1 Wayfinding Bid Packet to include the EXPO and main entrance signs to the City. Sign companies have been contacted so that preliminary cost estimates can be known and the phase can be scaled accordingly. The expected bid time is September 2013.
• Code Revision - Staff continues work preparing drafts of a revised Shawnee Zoning and Subdivision Code. The Planning Commission is expecting to hold another workshop in July or August, with the expected completion of the codes expected in late-2013. The residential code section are complete, expecting final edits. Current work centers on commercial zoning designations and design standards.
• Business Licenses- Staff is working with other City Staff to finalize ordinances and procedures for the enactment (subject to City Commission approval) of a business license requirement in the City of Shawnee. More information with be forthcoming.

FINANCE DEPARTMENT/Cynthia Sementelli, Finance
• Worked on implantation of budget
• Worked on capital budget
• Did monthly allocations
• Worked on year end for auditors
• Set Project management
• Bank reconciliations

* City Clerk
• Preparation of minutes for July 1, 2013 City Commission and Authorities meeting
• Continued checking reports regarding water meter status
• Continued review of all city insurance policies and determination of coverage on vehicles, equipment and buildings.
• Swear in new planning commissioner
• Staff discussion regarding security cameras in customer service area
• Normal routine duties including tort claims, management of archived records, research of records for staff and Commissioners, distribution of payroll, preparation of inbound/outbound mail, and overseeing insurance on vehicles and property owned by the City of Shawnee.
* Utility Billing/Customer Service
• Zone 3 billing (7/3/13)
• Meeting with staff and HD Supply regarding automatic meter reading system for PCDA meters.
• 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 VoIP Telephony Project – Vendor is installing VOIP / software on server
o Remote VPN Replacements – Configuring Cemetery remote
o TCM Imaging Solution Project – Training started, finance installs scheduled
o Unitrends Backup Appliance Deployment – scheduled mid-July
o Mobile Device Management Deployment - continues
o Web Server Migration - waiting
o AFIX System Replacement – Waiting on OSBI
o License Plate Reader Server component – waiting on vendor
o EOC Interactive Projector Replacement – waiting on vendor
• Continued specialty system replacement builds
• Performed physical install of Server18
• Finalized VoIP server core configuration, turned over to vendor
• Imaging System (TCM) training completed for Finance
• Debugging assistance for court remote video system

FIRE DEPARTMENT/David Short, Chief
* Suppression
Responded to 95 emergency calls broken down by type below:
• Fires: 15
• Rescue & EMS: 61
• Hazardous conditions: 0
• Service Calls: 5
• Good Intent Calls: 0
• False Alarms: 2
* Fire Prevention
Plan Reviews
• None
Permits and On-Site Inspections
• Burn Permits issued: 5
• St. Anthony Hospital (alarm system)
* Training
SFD Training Division Weekly Activity Report
Assigned Shift, Company & Individual Training:
• Fire Fighter / Technical Rescue Training @ G.C.T.C. (All Shifts) (6/26-28/13)
• 2nd Quarter Minimum Company Standards Due (10) (All Shifts) (6/30/13)
• Facility Tour @ AT&T (All Shifts) (7/10-11, 17/13)
• Review 2013 State EMS Protocols (All Shifts) (7/23-25/13)
• Physical Fitness Incentive Testing (All Shifts) (9/3-5/13)
• EMT Transitional Refresher (All Shifts) (1/13-17, 20/14)
Tentative Shift, Company & Individual Training:
• Wind-Driven Fires Class (TBD)
Training Chief Activities:
• Kaplan Fire and EMS C.E.U. Program Management
• N.R.E.M.T. - C.E.U. Program Management
• Continuation Training (7) Probationary Fire Fighter’s

* Police
• Police reports: 177 / arrests: 45
Total Citations: 149 Handwritten Citations: 13 E-Citations: 136 Percent of E-Citations: 91.28 %
• Interdiction Traffic Stop – two arrests, almost two pounds marijuana, one firearm, cash and 2011 Nissan Maxima seized
• Communications Upgrade/ Tower Project
• Meeting with Doug Walker of Walker Funeral Home on escorts
• Meeting with Jack Cantrell about St Gregory starting a Police Dept.
• Meeting with Wal-Mart on grant
• 4th of July Patrols / Lake Patrol
* Dispatch
• Dispatch managed 2170 calls (Police/Fire/EMS)
* Accreditation/Lt. King, Accreditation Manager
• Working on new hire orientation program and an officer handbook
• Reviewing In-House Recruit Training Manual from Stillwater PD and editing for our use
• Nuisance alarm letter distributed for the week: 2
• CID duties
* Evidence
• Number of evidence items brought in: 52
• Number of bicycles taken in: 1
• Number of found property items taken in: 7
• Number of found property items returned to owner: 3
• Number of items submitted to the OSBI: 18
• Number of items released from OSBI back to the dept: 8
• Number of evidence disposition files/cases cleared: 2
• Items Flagged & Pulled for Destruction: 53
o Notes: Paper work pulled on 82 Gun Cases. Moved 11 Cash Cases to Cash Storage
• 12 Cases Forwarded to CID for Review
• 5 Felony Cases Assigned / 0 Misdemeanor Cases Assigned / 4 Other Cases Assigned
• 7 Felony Cases Cleared / 0 Misdemeanor Cases Cleared / 3 Other Cases Cleared
• 3 Felonies Filed through DA’s Office
• $980 Total Property Recovered
• 5 Pending Assignment (PA) Cases
• 5 Assists with Patrol and Other Agencies
* COP’s Grant Program
• Grant admin meeting
• Meeting USMS
• Safe Corridor
• MATCS meeting
• Meeting with TPD
• K&T Kickapoo Motel
• Grant paperwork
• Lake patrol
* Staff
Police Officers - 59 / 3 open positions / 1 deployed on Military / 55available
• Dispatch positions - 13 / 11 available for service / 2 in training status / 2 open position
• Animal Control Positions - 4 / 3 available for service
* Animal Control
> Calls Responded: 63 >Animals Impounded: 34 >Animals reclaimed: 2 >Animals adopted: 3

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If you're thinking about starting a construction project?
Be sure to check on the necessary permits and licenses. Call the Code Enforcement Division at 405-878-1666 if you have questions regarding City Building Codes. Zoning issues are handled by the Community Development Division 

Building Permits and Licenses If you’re thinking about starting a construction project, be sure to check on the necessary permits and licenses. You can download a permit application at Building Permits and Licenses or call 405-878-1666 if you have any questions.

Residential or "Garage" Sales require a permit too. The cost is $10.00 for a 2 day permit and you are allowed 3 sales a year. The price includes 3 signs. They can be obtained at 222 N Broadway and you can call 405-878-1616 if you have any questions. Your sale will be Listed Here for free as well.

The City issues numerous other permits and licenses. If in doubt, call the Planning and Building Department at one of the above numbers.

Need to Report Nuisance Property?
You can view and report high grass and weeds, inoperative cars, derelict cars, or vacant buildings, online at the Action Center or call 405-878-1602.

Housing Information
Several assistance programs are available to help ensure that our citizens are able to afford quality housing. The City's CDBG Urban Renewal Office administers loan and grant programs for emergency repairs and home improvement.