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Staff Activity Report for Sept 1 - Sept 7, 2013 THIS NEWS ITEM EXPIRED 12/16/2013 AND IS NO LONGER ACTIVE AND MAY NOT REFLECT CURRENT INFORMATION! THIS INFORMATION IS FOR ARCHIVAL PURPOSES ONLY!
9/16/2013 CITY MANAGERS OFFICE/Brian McDougal, Manager
Attended the ribbon cutting for AOK RR bridge dedication over the N Canadian River
Budget, Audit and Sales tax discussion with the city treasurer
AVEDIS grant funding discussion with the Planning Director and Operations Director
Meeting with retailer regarding locating in Shawnee
Workmans Compensation Conference call regarding the new state law rules and regulations
Meeting with staff regarding sales tax audits, inspections and compliance
Met with Last Frontier Council on wrap up of the FOS campaign
Discussion with OBU regarding construction projects
Met with City Attorney regarding various projects
Met with a consultant (tweet my jobs) regarding an electronic format for City-wide job postings
ENGINEERING/STREETS/TRAFFIC CONTROL/John Krywicki, Director
Federal Street Bridge Repair Project: PBx is working on the deck beams attaching metal straps to the existing beams where they can weld the metal angles to these straps. They are also hanging the support A frames to the south side of the bridge, an extension to the deck beyond the bridge beams themselves. Slopes are in place on both sides. Welder is scheduled back Tuesday to continue with the welding of the metal straps to the angles. According to PBx they should be installing the pans that span the beams by weeks end.
Airport Trails Project: Project is complete except for the additions to the drain pipe that is scheduled to be installed around the garden area. A final totals of all pay items is 75 percent complete, had scheduled a meeting with Travis a couple of weeks back but he never showed up.
Bell Street Streetscape Project from Farrall to 7th: All Roads has everything addressed as for their contract except for the lighting at Farrell, which they have a sub TLS working on this. Once the lighted poles are relocated they will have all of their work done. OG&E has set all the night light poles and will be working on making connections Tuesday and Wednesday of this week. They seem to think they could be complete by Friday. Shawnee Mill is concerned about the light poles across from their dock, this is where semis back into the dock and they use all of the area to back into the dock. They want us to install some pipe bollards to protect the poles, need to know if this is something we want to address before one of these poles get hit by a semi.
City Hall Parking Lot Improvements: Project is 95 percent complete; all that is left off the original contract is stripping the parking lot. I will have Traffic department remove the existing signs in the parking lot, need direction on if we want to install new poles for the signs or mount the signs on the building. Additional parking blocks will need to be installed on the new design.
Projects under Design by Engineering Dept.:
Main Street Streetscape Project
Municipal Swimming Pool Parking Lot
10th Street Drainage Structure Repair
Various water line projects for SMA
EMERGENCY MANAGEMENT/Don Lynch, Director
Attended OKWIN Storm Plan meeting in Edmond on Friday
Worked on addressing requests, coordinated with County 9-1-1 addressing technician on issues
Registered 2 individual storm shelters
Continued work with FEMA/State Officials on documentation and project worksheet preparation
Coordinated with departmental staff, Federal and State officials on disaster recovery issues
Set up LEPC booth at Pott. County fair
Capital Projects Update:
Telephone System Replacement: Coordinating with a. t. & t. to get PRI interface
Communications Systems Upgrades: Motorola- Portable radios received at shop. Working on template design with police and fire chiefs. Mobile radios order placed shipping to occur within next 2 weeks. Staging of repeater site equipment set at the factory for the last week of September
City of Shawnee: Director still working on site layout, equipment, and supply issues
Outdoor Warning Devices: Have received the equipment from American Signal to convert telephone line control to radio control. Need to schedule installation with vendor
Public Storm Shelters: Director working with 2 sites to negotiate agreement for use of facilities.
National Incident Management System Annual Report: Computer input due for both City of Shawnee and Pottawatomie County by September 30, 2013
UTILITY DEPARTMENT/Steve Nelms, Director
Water Treatment Plant (Staff of 10)
Average production: *MGD: 4.739 Last week: *MGD: 4.699
Pumped 1,053,777,000MG to date compared to 1,153,209,000MG 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: 1.187 **BOD: 9 mg/l ***TSS: 3.5 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: 1.679 **BOD: 2.2 mg/l ***TSS: 2.5 mg/l
Hauled 132,000 gallons of bio-solids have been hauled so far this month
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: 58, Main Breaks: 1, Leak Checks: 20, Cut-offs: 1, Reset Water Meters: 3, Service Lines: 3; Water/Sewer Line Locates: 209
Worked on shop tickets, and service orders from customer service.
Leak Checks: 0, Set/Reset Water Meters: 0, Meter Re-reads: 13, Water Line Locates: 19
> Total Miles: 493 Total Man Hours: 106 Main Breaks: 1
Valve Maintenance (staff of 3)
Located/performed serviceability check on valves at 11 different locations
Located/performed serviceability check on fire hydrants at 1 location
Wastewater Collection (Staff of 7)
Sewer lines flushed: 13,275 ft. Flushed (year to date): 723,824 ft.
Total Service Calls: 17, Sewer Lines Checked: 22, Lift Stations Checked: 20, and Emergency Sewer Calls: 1
* 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.
Sanitary Sewer Rehab Project Various Locations (Pipe Bursting) - Budgeted project amount $1,000,000.00. Project was awarded to Jordan Contractors on March 4th, 2013. Review of manholes to be replaced will be done on a line by line basis. Bursting has been completed on Red Rock Street. Pipe has been pulled and services attached at the 700 block of Louisa. One manhole has been replaced and backfill of services has begun. Contractor has completed pipe burst from Horace Mann School to Center. Contractor has pulled 578 ft of sewer at the 1900 block of Broadway. 115 of 12 pipe was installed at the 1100 block of Philadelphia. The 1900 block of Union has been bursted and services are being hooked up to the new line. Contractors are now at the location of Oakland and Pennsylvania. All services have been located and new pipe will be pulled starting Monday, September 9th, 2013.
Kimberly Sewer Lift Station Rehab, COS-SMA-13-04- Jordan Contractors was awarded the bid on February 4th, 2013. Contractor cut out dirt around lift station and driveway. Survey shots will be taken to verify final grade.
Water Meters and Vault Structure Project, COS-SMA-14-06- Jordan Contractors was awarded this project on May 6th, 2013. Contractors have exposed the Wes Watkins line for the meter vault, and cut into it to drain the remaining water. The meter will be assembled then lowered into the pit to assure accurate cuts are made as to not take out too much, or too little of the existing pipe. Contractors have poured the floor of the vault at Wes Watkins, and have assembled the meter. Jordan Contractors have hired a contractor to build the vault itself. The remaining two meter vault areas have been located, and lines are being potholed to verify depths.
Jefferson Terrace Water Line Replacement, COS-SMA-14-01 Jordan Contractors was awarded the bid on August 5th, 2013. Currently reviewing contracts and bonds.
Water Treatment Plant Sludge Removal, COS-SMA-14-02- Nutri-Ject Systems, Inc. was awarded the bid on August 5th, 2013.
24 Sewer Rehab Project (Sliplining Existing 24 Concrete Pipe), COS-SMA-13-07- Urban Contractors was awarded the bid on August 19th, 2013. Staff met with Urban Contractors for a pre-work meeting on August 28th, 2013. Work will commence when the slip line arrives, which will be in approximately 4-6 weeks. The estimated start date for this project is September 30th, 2013.
Repair and Restoration of the River Bank Failure at the WTP- Smith Roberts Baldischwiler, LLC is currently in the engineering phase. SRB had their survey team on site August 28th, 2013.
AIRPORT/Keenan English, Assistant Airport Manager
Moving forward with World Fuel Services Alliance Program
Developing improved airport emergency plan and fuel spill response procedures
July 2013 fuel sales continue to steadily increase:
August 2012 = Avgas 1,945.64 Gallons; Jet A 1,523.16 Gallons
August 2013 = Avgas 4,410.26 Gallons; Jet A 958.01 Gallons
Airport Advisory Board
Regular monthly meeting scheduled for September 18, 2013.
Donald Wade & Associates, Inc. will present airport land appraisal results to the board on September 18, 2013.
Foreign Trade Zone (FTZ) Application
FTZ application has been approved
Staff working with SEDF to market the airports new designation.
2013 Fly-in, Airshow & Pancake Breakfast October 5, 2013
Currently soliciting volunteers and sponsors
Presentation to CVB on September 12, 2013 at 11:30 a.m.
Rotary Club will sponsor breakfast
Air show and static displays
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
Restroom repairs to several buildings
Helped EXPO move bleachers for Fair
Moved items around at City Hall for Court
Working on Park Inspections
Mosquito spraying in the evenings when weather allows
Cemetery Division (staff of 4)
0 burials last week
Filling graves that have settled during rains
Preparing for internments
Central Garage (Staff of 6)
General servicing and repairs to vehicles and equipment including Expo
Working with insurance company on tornado reimbursement
22 units in last week with 33 total repairs
EVT schools and testing
Shawnee Twin Lakes
The repair of the floating fishing dock has started and is nearing completion, just waiting on the walkways.
Electrician has started repairs.
Wes Watkins Reservoir
Lake level is 1 ½ ft. below normal.
Municipal Swimming Pool
Architects working on engineered drawings and bid documents. Renderings of the pool project have been placed at the Shawnee Mall and City Hall for the public to see. City funding for the project was approved at the Commission on August 5th. Project expected to go out for bid soon. Pool committee is seeking additional funding from private donations.
Municipal Court Offices
Construction is complete, just need to move everything back into the offices.
Auditorium Exterior Restoration and Window Replacement
Project is moving along good, windows are still about a month off
City Hall ADA Restroom Project
Will bid out project soon
The Tree Bank Foundation Great Tree Giveaway
City staff turned in an application for 500 trees last week to be given away to those affected by the tornado in May. The exact date has not been set yet but it will be towards the end of October. We will be receiving 250 trees on October 23rd. The species will be a mixture of oaks, maples, junipers, hollies, sycamores, crape myrtles and redbuds (as available at the time of delivery).
EXPOSITION CENTER/Mike Jackson, Operations Manager
September 5-7, Pottawatomie County Fair
September 5, OGE
PLANNING/COMMUNITY DEVELOPMENT/Justin Erickson, Director
Staff presented materials at the City Commission meeting on September 3.
Staff presented materials at the Planning Commission meeting on September 4.
Staff met with nonprofit agencies working on upcoming large events in Downtown Shawnee.
Staff met with developers and discussed current and pending projects.
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 will consider the revisions in October.
The Action Center is currently investigating the following complaints:
o Dilapidated Buildings: 30 active cases
o Derelict Vehicles: 6 active cases
o Junk/Trash: 13 active cases
o Tall Grass/Weeds: 130 active cases
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 October 2013.
Zoning Code Update- Staff continues work preparing drafts of a revised Shawnee Zoning and Subdivision Code. The Planning Commission is holding a workshop in September. A workshop to discuss Industrial Zoning is scheduled for October 2.
Business Licenses- Staff is working with other City Staff to prepare documents 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 bank reconciliations
Worked on year end for auditors
Worked on fixed assets
Entered budget amendments
Signed PAA for pension choice
Worked on year end accruals
Attended the CVB Monthly meeting
Prepared financials for Airport Advisory meeting
CITY CLERKS OFFICE/UTILITY BILLING/Phyllis Loftis, City Clerk
Preparation of City Commission and Authorities Agendas meeting for September 3, 2013 meeting
Filed 14 Public Nuisance Liens with Pottawatomie County Clerk.
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 for non-payment (9/4/13)
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 IT deploying desktop software, waiting on PRI
o Remote VPN Replacements Cemetery, NWWTP, SWWTP deployed, WTP/Unzner Remain
o TCM Imaging Solution Project IT continues deploying desktop software, active in Finance, HR
o Unitrends Backup Appliance Deployment Backups are now running, tweaking schedule for optimum solution, reviewing failures, expanding use
o Mobile Device Management Deployment Continues, preparing to send out links/configuration
o Web Server Migration Major code redesign in progress to allow smooth migration, continued updates, mapping issues on new box
o AFIX System Replacement Deploying localized virtual 32bit client to work around OSBI 64bit limits
o License Plate Reader Server component Server component now installed, coordinating for uploads / server access
o EOC Interactive Projector Replacement waiting on vendor / equipment
o Home Drive Storage migration Test migrations performed, permission issues to resolve
o City Hall Kiosk iPad stand configured, testing in IT before deployment
o Brazos Citation Import for Global System Working with vendor, waiting on proper offense listing from PD
FIRE DEPARTMENT/David Short, Chief
Responded to 91 emergency calls broken down by type below:
Rescue & EMS: 57
Hazardous conditions: 3
Service Calls: 5
Good Intent Calls: 5
False Alarms: 11
Overpressure Rupture, Explosion: 0
Amplify Church, 5630 N. Harrison (fire alarm system)
Amplify Church, 5630 N. Harrison (sprinkler system)
St. Benedicts, 632 N. Kickapoo (fire alarm system)
New Construction Inspections
Shawnee Wound Care, 3700 N. Kickapoo (alarm and sprinkler)
Requested / Administrative Inspections:
Wesley United Methodist, 302 E. Independence
County Fair, Expo Center
Permits and On-Site Inspections
County Fair, Expo Center
Chief Underwood is out of state attending class.
POLICE DEPARTMENT/Russ Frantz, Chief
Police reports: 176 / arrests: 32
Total Citations: 118 Handwritten Citations: 19 E-Citations: 99 Percent of E-Citations: 83.90 %
Dispatch managed 1666 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
Working on Mental Health Training Program
Working on Police Priority Dispatch training for each shift
17 Cases Forwarded to CID for Review
6 Felony Cases Assigned / 0 Misdemeanor Cases Assigned / 3 Other Cases Assigned
4 Felony Cases Cleared / 0 Misdemeanor Cases Cleared / 2 Other Cases Cleared
4 Felonies Filed through DAs Office
3 Total Arrests Made
$900.00 Total Property Recovered
0 Pending Assignment (PA) Cases
Assists with Patrol and Other Agencies
COPs Grant Program
Conducted face book surveillance
Conducted stationary and intermittent surveillance
Alive at 25
Investigated citizen drug tips
Monthly DTF meeting
Processed phone for evidence
Prepared Intel reports
Traffic stop pursuant to drug house surveillance
Police Officers - 59 / 3 open positions / 1 deployed on Military / 53 available
Dispatch positions - 13 / 11 available for service / 2 in training status / 3 open position
Animal Control Positions - 4 / 3 available for service
> Calls Responded: 42 >Animals Impounded: 36 >Animals reclaimed: 7 >Animals adopted: 2
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
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.
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.