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Staff Activity Report for Sept 22 - Sept 28, 2013 THIS NEWS ITEM EXPIRED 1/7/2014 AND IS NO LONGER ACTIVE AND MAY NOT REFLECT CURRENT INFORMATION! THIS INFORMATION IS FOR ARCHIVAL PURPOSES ONLY!
10/7/2013 DATE: Monday, October 07, 2013
CITY MANAGERS OFFICE/Brian McDougal, Manager
Attended the 2013 ICMA Conference
ENGINEERING/STREETS/TRAFFIC CONTROL/John Krywicki, Director
Federal Street Bridge Repair Project: PBx completed the bridge deck formwork last week and this week will be placing all the steel reinforcement bars and tying them together. Concrete is scheduled to begin being placed on Friday, September 27th. Work is approximately 90% complete, with about 3-4 weeks of work left to complete. They also completed hanging the support A frames to the bridge that will be used by ONG and SMA to support their gas lines and water lines respectively.
Airport Trails Project: Bishop Paving has completed the additional drain pipe in the Japanese Garden area. Final as-built quantities have been completed by our Construction Inspector, and they differ somewhat between what the Contractor has measured and turned in. We have a meeting scheduled for next with Bishop Paving to resolve the quantities and cost dispute.
ADA Sidewalk and Ramps Project: All Roads has been working on the ramps at the intersection of 10th and Union. This is an ongoing project whereby we move the contractor to various intersections where sidewalks are located but do not have any accessible handicap ramps. The City is required to install these ADA ramps at locations where street paving work has taken place if there are not any ramps at that specific location(s).
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: Parking lot is 100 percent complete and opened to use. Staff will be determining final as-built quantities of work for final payment determination to Contractor. Staff has determined that only City vehicles not taken home that are used on a daily basis all day long will get a reserved parking lot, all other employees and City vehicles will need to utilize the newly built parking lot on the southeast corner of Beard & 10th Street.
Concrete rehab on Independence Street: Construction 100% complete. Staff has completed measuring final as-built quantities for final payment to Contractor and have given those results to the Contractor for comparison. City always holds back 10% of payment as retainage until project costs are finalized and project accepted by the City. Anticipate taking this project forward for final acceptance to the City Commission at their October 21st City Commission meeting.
Wyndemere Place Addition Project: We received the paving and drainage plans for this proposed subdivision that will be built south of MacArthur Street just west of Bryan Street, and have completed our review, and have sent comments to the Developers Engineer for corrections.
Shawnee Mission Plaza Project: We received all the documentation and hydraulic analysis supporting a request for a Letter of Map Revision (LOMR) to FEMA for the project just north of the Sonic and south of Popeyes Chicken on north Kickapoo. We completed our review and concur with the findings, thus, have executed the Community Acknowledgement form and given to Developers Engineer. Developers Engineer has sent all the documentation and computer modeling of the drainage basin to FEMA for final review and approval of the LOMR being sought. No building permit can be issued until receipt of the LOMR from FEMA.
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
Various sanitary sewer line projects by pipe-bursting for SMA
EMERGENCY MANAGEMENT/Don Lynch, Director
Registered 2 individual storm shelters
Coordinated with departmental staff, Federal and State officials on disaster recovery issues
Worked on draft text for Emergency Operations Plan update.
Attended State LEPC Conference on Tuesday and Wednesday
Coordinated with departmental staff, Federal and State officials on disaster recovery issues
Spoke to Animal Rescue Center personnel about disaster response and recovery planning
Capital Projects Update:
Telephone System Replacement: Coordinating with AT&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: 4.043 Last week: *MGD: 4.681
Pumped 1,153,457,000MG to date compared to 1,263,209,000MG 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: 1.173 **BOD: 10 mg/l ***TSS: 0 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: 1.426 **BOD: 8.8 mg/l ***TSS: 2.5 mg/l
Hauled 418,000 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: 73, Main Breaks: 0, Leak Checks: 9, Cut-offs: 2, Reset Water Meters: 15, Service Lines: 3; Water/Sewer Line Locates: 324
Worked on shop tickets, and service orders from customer service.
Valve Maintenance (staff of 3)
Located/performed serviceability check on valves at 10 different locations
Located/performed serviceability check on fire hydrants at 4 location
Performed annual fire hydrant flow testing at 12 locations
Wastewater Collection (Staff of 7)
Sewer lines flushed: 21,225 ft. Flushed (year to date): 795,449 ft.
Total Service Calls: 36, Sewer Lines Checked: 35, Lift Stations Checked: 18 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. 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 Plants 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.
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 pipe has been pulled and services are being attached to new line. Crews have gone back to do clean up on the last two bursts. Contractors are now at the location of Northridge and Janeway. All services have been located and are being exposed. Pulling of the line will commence this next week.
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 have been taken. Staff met with Jordan Contractors on Wednesday, September 25th, and it was decided to remove the existing wet well, and replace with a new lift station in order to make it more efficient and current with other lift stations.
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. The walls for the meter at Wes Watkins are being formed. The walls were poured on Thursday, September 19th, and the lid for the vault was poured Wednesday, September 25th. After the forms for the lid are removed the last step is to tie in the electricity for the sump pump. The Beard Street and Southside vaults have been set and are operational.
Jefferson Terrace Water Line Replacement, COS-SMA-14-01 Jordan Contractors was awarded the bid on August 5th, 2013. Estimated start date for this project is October 1st, 2013. Contractors will start moving onto site this upcoming week.
Water Treatment Plant Sludge Removal, COS-SMA-14-02- Nutri-Ject Systems, Inc. was awarded the bid on August 5th, 2013. Estimated start date for this project is September 19th, 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. 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.
AIRPORT/Keenan English, Assistant Airport Manager
Application for World Fuel Services Alliance Program turned in
Developing improved airport emergency plan and fuel spill response procedures
Hangers remain at full capacity
Fuel sales continue to steadily increase:
September 2012 = Avgas 2,918.26 Gallons; Jet A 489 Gallons
September 2013 = Avgas 3,265.23 Gallons; Jet A 1,223.99 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
Planning committee meeting on September 24, 2013
Final donations have been turned in
Supplies and vendors purchased and confirmed
Shawnee Convention Bureau approved to fund advertising expenses
Rotary Club will sponsor breakfast
Forecast for the day of Airshow looks to be cool, partly cloudy, and with a small chance of isolated showers.
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/Street ROWs
Working on Park Inspections
Mosquito spraying in the evenings when weather allows
Working on Park inspections
Cemetery Division (staff of 4)
2 burials last week
Filling graves that have settled during rains
Preparing for internments
Mowing/ Weed eating
Central Garage (Staff of 6)
General servicing and repairs to vehicles and equipment including Expo
Working with insurance company on tornado reimbursement
26 units in last week with 37 total repairs
EVT schools and testing
Shawnee Twin Lakes
The repair of the floating fishing dock is complete.
Electrician has started repairs.
Workforce grant has six workers at the Lake picking up trash in the ROWs and cutting trees that are down or damaged
Wes Watkins Reservoir
Crews are working on mowing and weed eating.
Scheduling another trip to look at beaver dams
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.
Auditorium Exterior Restoration and Window Replacement
Project is moving along good, windows should be coming in soon
City Hall ADA Restroom Project
Should finish drawings this next week. 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). The giveaway event will be scheduled on October 26th from 8:00 am till Noon or when the trees are gone.
EXPOSITION CENTER/Mike Jackson, Operations Manager
September 25, St. Anthonys PAL, Conference Center
September 26, Tasty Affair, Conference Center
September 27-29, Don Smith Boer Goat Production Sale, Otto Krausse Building Section B
September 27- 29, Zippdog Sale, Conference Center
September 28, Shawnee High School 60th Class Reunion
PLANNING/COMMUNITY DEVELOPMENT/Justin Erickson, Director
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 on October 21.
The Action Center is currently investigating the following complaints:
o Dilapidated Buildings: 35 active cases
o Derelict Vehicles: 5 active cases
o Junk/Trash: 13 active cases
o Tall Grass/Weeds: 99 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 November 2013.
Zoning Code Update- Staff continues work preparing drafts of a revised Shawnee Zoning and Subdivision Code. The Planning Commission is held a workshop in September. A workshop to discuss Industrial Zoning is scheduled for October 2 as part of the regular planning commission agenda.
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 year end for auditors
SMA fixed assets
Attended Airport Fly in meeting
Attended Christmas Parade meeting
Worked on Purchase order issue
Worked on budget Brochure
Worked on items for special call meeting
CITY CLERKS OFFICE/UTILITY BILLING/Phyllis Loftis, City Clerk
Preparation of City Commission and Authorities agenda for September 30, 2013 special called meeting
Filed 6 Public Nuisance Liens with Pottawatomie County Clerk and 10 Public Nuisance Lien Certifications with the 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 2 cut-off for non-payment (9/25/13)
Zone 2 billing (9/27/13)
Customer Service Clerk interviews
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 Watch Guard In Car Video Project Initial installation completed, system in use, IT continues to fine tune configuration
o VoIP Telephony Project IT deploying desktop software, still waiting on PRI, remote location testing completed
o Remote VPN Replacements Cemetery, NWWTP, SWWTP deployed, WTP/Unzner Remain
o TCM Imaging Solution Project Activated in HR, Finance, waiting on small scanners for utilities
o Unitrends Backup Appliance Deployment Project fully deployed, beginning review of secondary device
o Mobile Device Management Deployment Continues, preparing to send out links/configuration
o Web Server Migration Major code updates completed, testing, updating 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 Kiosk Deployed, additional content continues, presented solution at OML
o Brazos Citation Import for Global System Working with vendor, waiting on proper offense listing from PD
o Various basic end user support such as email, time approval, logging in, password resets, etc
o Updated various Access Control permissions and ID card configurations for new and leaving employees
o RMA for warranty issues with various Dell hardware, onsite support, processing
o Reviewing issues with Exchange server backup via Unitrends backup appliance
o Resolved domain authentication issues related to aging CADServer domain controller
o Updated various web content and updated code for migration
o Updated ch30 scheduling for OBU News 30 and other content
o Continued iPad device updates and deployments / redeployments
FIRE DEPARTMENT/David Short, Chief
Responded to 117 emergency calls broken down by type below:
Rescue & EMS: 80
Hazardous conditions: 3
Service Calls: 4
Good Intent Calls: 18
False Alarms: 4
Overpressure Rupture, Explosion: 0
Review plans for OBU dorm
New Construction Inspections
Final Inspection for FBC daycare
Requested / Administrative Inspections:
Permits and On-Site Inspections
Special Event permit 11th and Pesotum
Shawnee Mall (Hood System)
Assigned Shift, Company & Individual Training:
Fire Officer I @ El Reno, OK (Reece, Henry, Sheppard) (9/9-11/13) (9/23-24/13)
Fire Instructor I @ MWC, OK (Kriwanek) (9/16-18, 19/13)
Rope Rescue I (9/17-18/13)
Lieutenant Academy Phase I (9/23/13 10/4/13)
EMT Transitional Refresher (All Shifts) (1/13-17, 20/14)
Training Chief Schedule:
FireHouse Software Conference @ Phoenix, AZ (9/10-13/13)
(6) PFF Orientation & Training (TBD)
Training Chief Activities:
Draft May Day SOG Submitted (5/30/13)
Draft NFIRS SOG
FireHouse Management & Quality Control
Kaplan Fire and EMS C.E.U. Program Management
N.R.E.M.T. - C.E.U. Program Management
Electronic Entry of Dept. Personnel Training Records to FireHouse
Continuation Training (6) Probationary Fire Fighters
Development Minimum Company Standards (4th Quarter 2013)
Development, Training, Implementation: Fire Ground Survival Program
Coordination with IT Department on Deployment of iPads, Software and Equipment to F.D. Vehicles
FireHouse Software Integration (Dispatch CAD)
One iPad assigned to Ladder 1 (TBD)
IT User Group Committee
Medical Director Activities:
EMS Skills Evaluation (TBD)
Documentation SOG (Draft)
Addition of Medical Equipment (TBD)
POLICE DEPARTMENT/Russ Frantz, Chief
Police reports: 147 / arrests: 52
Total Citations: 100 Handwritten Citations: 26 E-Citations: 74 Percent of E-Citations: 74.00 %
Dispatch managed 1659 calls (Police/Fire/EMS)
Accreditation/Lt. King, Accreditation Manager
Maintenance of Accreditation Standards
Maintenance of Policies and Procedures
13 Cases Forwarded to CID for Review
Felony Cases Assigned / 0 Misdemeanor Cases Assigned / 5 Other Cases Assigned
8 Felony Cases Cleared / 0 Misdemeanor Cases Cleared / 2 Other Cases Cleared
Felonies Filed through DAs Office
9 No Further Needed (NFN) Cases
Pending Assignment (PA) Cases
Assists with Patrol and Other Agencies
COPs Grant Program
Conspiracy to traffic CDS case
Assisted with Range
Interviewed multiple suspects and informants
Conducted drug house surveillance
Interviewed possible case witnesses methamphetamine seizure- 226 grams arrest one for Trafficking in CDS
Sentinel Traffic training
Number of evidence items brought in: 77
Number of evidence items released: 5
Number of found property items taken in:22
Number of found property items returned to owner: 0
Number of evidence disposition files/cases cleared: 2
Items Flagged & Pulled for Destruction: 0
Police Officers - 59 / 3 open positions / 1 deployed on Military / 53 available
Dispatch positions - 13 / 12 available for service / 3 in training status / 1 open position
Animal Control Positions - 4 / 3 available for service
> Calls Responded: 79 >Animals Impounded: 27 >Animals reclaimed: 3 >Animals adopted: 1
Events in next 7 Days
Title @ Location
Shawnee and Pottawatomie County Book Signing @ 614 E Main St, Shawnee, OK 2:00:00 PM 4:00:00 PM
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.