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|Staff Activity Report for July 14 - July 20, 2013|
THIS NEWS ITEM EXPIRED 10/26/2013
AND IS NOT LONGER ACTIVE!
CITY MANAGERS OFFICE/Brian McDougal, Manager
Business license discussion and ordinance formulation
Airport insurance for mechanics on duty at the airport discussion
Spoke to the University of Central Oklahoma (UCO) Public administration students/department
Offered Assistant Airport Manager Position to Keenan English. He plans to start August 15.
Toured City of Lawton, Commachee County 911 Center
Conference calls and meetings regarding PCDA.
Spoke with the City of McLoud regarding their hiring of a City Manager and various city questions
Attended the Mayors advisory panel at the Chamber of Commerce
Meeting with Paul Liles regarding guest editorial in the News Star
Interviewed by Countywide regarding my contract
Interviewed by News-Star regarding business licenses
Conference Call with Bill Geist of Bill Geist Consulting with Wes regarding the CVB Organizational audit.
Ordered benches removed from Celebration of Life Park and Sante Fe Depot Park
ENGINEERING/STREETS/TRAFFIC CONTROL/John Krywicki, Director
Federal Street Bridge Repair Project: The entire deck/slab and parapet walls of the bridge have been removed. Contractor has begun construction of concrete slope walls under the bridge to protect the abutments from continued erosion and undermining of the abutment. Overall, project approximately 35% complete.
Airport Trails Project: Project is about 95 percent complete with punch list items left to address. They have completed almost all of the punch list but overall, but the rains this week have caused them delays in completing the punch list.
ADA Sidewalk and Ramps Project: No progress to report. Next intersection to address will be 10th and Union.
Bell Street Streetscape Project from Farrall to 7th: Farrell street lighting could start this week if ODOT approves the traffic plan. At present waiting on them. Some sodding still needs to be addressed along the retaining wall that was built on the west side up by 7th street. ODOT approved Contractors traffic control plan for routing traffic on Farrall while the crosswalk lighting work takes place across Farrall Street, and work is scheduled to begin Monday, July 29, 2013.
City Hall Parking Lot Improvements: Project is about 28% complete. Was scheduled to have a proof roll this morning but with the weather that could be pushed back till Wednesday.
STREETS PROJECT TASKS COMPLETED
Continued removal and concrete replacement on Bingham.(148x12)
Repaired watercut at 901 N. Kickapoo.(13x7)
Repaired watercut at 229 N. Kickapoo.(13x6)
Sidewalk repair at Wal-Greens on Harrison.(citizen call in)(20x5)
Washout on Faith Blvd. repaired.(12x2)
Repaired watercut at corner of Elm & Edwards.(18x10)km
South Kickapoo repaired
Faith Rd. water wash out complete
Bryan Rd curb back fill complete
Pinkston Rd. black top buckled in center of road (Citizen call in) (8x8)
EMERGENCY MANAGEMENT/Don Lynch, Director
Supervised and assisted with installation of new phone system
Worked alongside ATT and Cox to restore telephone connectivity to Tulsa via T1 line
Registered 4 individual storm shelters
Worked with a.t. & t. and departmental staff to resolve phone service outages in various city departments
Assisted Long Term Recovery Committee with access to warehouse to receive donations
Continued work with FEMA/State Officials on documentation and project worksheet preparation
Prepared presentation materials for City Commission concerning radio system upgrade
Attended Managment Team meeting on Monday morning
Presented radio system upgrade information to City Commission at special call and regular meetings Monday evening
Prepared contract documents with Motorola following approval of City Commission for lease/purchase agreement
Attended Community Emergnecy Response Team Instructor Update meeting in OKC on Tuesday afternoon
Met with members of the National Weather Service assessment team for the May disasters on Wednesday afternoon
Attended Motorola Product Showcase in Norman on Thursday afternoon
Attended Community Town Hall meeting in Moore on Thursday evening.
Reviewed draft sections of the Hazard Mitigation Plan and returned comments/corrections to vendor
Provided oversight of City Hall telephone trunk cable replacement on Saturday.
Capital Projects Update:
Telephone System Replacement: Vendor has installed switching equipment and most desksets. We are working with a.t. & t. to set up the interface between the new switch and the telephone central office.
Radio System Upgrade: Contract for lease/purchase delivered to Motorola. Kickoff meeting for the project is set for August 1.
UTILITY DEPARTMENT/Steve Nelms, Director
* Water Treatment Plant (Staff of 10)
Average production: *MGD: 4.376 Last week: *MGD: 5.121
Pumped 832,812,000MG to date compared to 852,667,000MG 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: 1.365 **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: 1.746 **BOD: 2.1 mg/l ***TSS: 2.5 mg/l
Hauled 198,000 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: 73, Main Breaks: 1, Leak Checks: 16 Cut-offs: 2, Reset Water Meters: 10, Service Lines: 1; Water/Sewer Line Locates: 171
Repaired main break at 1111 N. Kennedy.
Repaired service line at 314 S. Draper. Repaired main break at 1705 E. Walnut
Worked on shop tickets, and service orders from customer service.
Leak Checks: 1, Set/Reset Water Meters: 0, Meter Re-reads: 0, Water Line Locates: 24
> Total Miles: 90 Total Man Hours: 48 Main Breaks: 1
* Valve Maintenance (staff of 3)
Located/performed serviceability check on valves at 15 different locations
Located/performed serviceability check on fire hydrants at 12 different locations
Replaced Fire Hydrant at 1 location
* Wastewater Collection (Staff of 7)
Sewer lines flushed: 23,425 ft. Flushed (year to date): 561,612 ft.
Total Service Calls: 41, Sewer Lines Checked: 37, 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 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. Contractor has moved over to Horace Mann School to burst from school to Center Street. Total pipe burst was 407. Tying in services.
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 utilitys to be relocated. All utilities are out of the way except cable. Cable Company has given a 2-4 week time frame on lines being moved.
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.
Jefferson Terrace Water Line Replacement, COS-SMA-14-01 Orion Construction was awarded the bid on July 15th, 2013.
AIRPORT/Rex Hennen, Assistant Airport Manager
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 Airports new designation
* Civil Air Patrol (CAP) National Flight Academy July 5 15.
24 teen-age students from across the United States. 7 cadets were able to take their first solo flight.
20 support staff
15 CAP aircraft from surrounding states will be used for training the cadets
Sold 1,900+ gallons of aviation fuel during the event.
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
Working on Park Inspections
Crews cleaned up area around boat ramp #1
Repaired playground equipment at Kidspace
* Cemetery Division (staff of 4)
1 burials last week
Filling graves that have settled during rains
Preparing for internments
Resetting vandalized monuments
* Central Garage (Staff of 6)
General servicing and repairs to vehicles and equipment including Expo
18 units in last week with 27 total repairs
EVT schools and testing
* Shawnee Twin Lakes
Crews worked on cleaning the boat ramps and site where the maintenance building once stood and replacement of signs that were blown over by the storm.
Crews also mowed and weedeated these areas.
* 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 working on engineered drawings and bid documents. Renderings of the pool project will placed around town for the public to see. City funding for the project will come in front of the Commission on the first August commission meeting. Project expected to go out for bid on August 19th. Pool committee is seeking additional funding from private donations.
Municipal Court Offices
Construction to begin August 19th thru the 30th. Encumbering funds and coordinating contractors.
Auditorium Exterior Restoration and Window Replacement
Bids were opened on July 15th and recommendation of award will be August 5th.
City Hall ADA Restroom Project
Will bid out project when capital budget is opened up
EXPOSITION CENTER/Mike Jackson, Operations Manager
* No report submitted for the week.
PLANNING/COMMUNITY DEVELOPMENT/Justin Erickson, Director
Staff prepared attended the City Commission meeting on July 15 and presented reports and recommendations.
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.
Building inspection staff remain very active reviewing and inspecting various construction projects in and around the City.
The Action Center is currently investigating the following complaints:
o Dilapidated Buildings: 38 active cases
o Derelict Vehicles: 3 active cases
o Junk/Trash: 9 active cases
o Tall Grass/Weeds: 118 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.
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 implantation of budget
Worked on capital budget
Did monthly allocations
Worked on year end for auditors
Set up Project management
Worked with SMA over budget issues
CITY CLERKS OFFICE/UTILITY BILLING/Phyllis Loftis, City Clerk
* City Clerk
Preparation of minutes for July 8, 2013 City Commission and Authorities meetings.
Continued review of all city insurance policies and determination of coverage on vehicles, equipment and buildings.
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 1 cutoff for non-payment (7-17-13
Zone 1 billing (7-19-13)
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
VoIP phones placed by vendor
Server configured, users added
IT Continues desktop software install
Cannot move forward without PRI for line move by Emergency Management
Schedule cutover mid-August
o Remote VPN Replacements
Configuring Cemetery remote router
Configuring WTP remote router
o TCM Imaging Solution Project
IT continues software installs
Reviewed options with HR for their use
o Unitrends Backup Appliance Deployment scheduled late July
o Mobile Device Management Deployment - continues
o Web Server Migration - waiting
o AFIX System Replacement
Will use 32bit VM on new AFIX until OSBI moves to 64bit standard
o License Plate Reader Server component
Waiting on vendor for server component install
o EOC Interactive Projector Replacement
Waiting on equipment receive by vendor
o ProQA CAD Deployment
Assist with invalid nature code configurations by vendor/employees
FIRE DEPARTMENT/David Short, Chief
Responded to 97 emergency calls broken down by type below:
Rescue & EMS: 69
Hazardous conditions: 1
Service Calls: 2
Good Intent Calls: 17
False Alarms: 4
* Fire Prevention
Amplify Church, N. Harrison
Oklahoma Heart Hospital, 3306 N. Kickapoo (fire alarm system)
New Construction Inspections
North Rock Creek School/Gymnasium (final)
Requested / Administrative Inspections:
Permits and On-Site Inspections
3 open burn
SFD Training Division Weekly Activity Report
Assigned Shift, Company & Individual Training:
Facility Tour @ AT&T (All Shifts) (7/10-11, 17/13)
Thermal Imager Training (All Shifts) (7/11, 17, 23/13)
Facility Tour @ Georg Fischer (All Shifts) (7/18, 22-23/13)
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:
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
POLICE DEPARTMENT/Russ Frantz, Chief
Police reports: 150 / arrests: 32
Total Citations: 91 Handwritten Citations: 6 E-Citations: 85 Percent of E-Citations: 93.41 %
Dispatch managed 1983 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
Number of evidence items brought in: 28
Number of found property items taken in: 9
Number of found property items returned to owner: 4
Number of evidence disposition files/cases cleared: 5
Items Flagged & Pulled for Destruction: 163
8 Cases Forwarded to CID for Review
5 Felony Cases Assigned / 0 Misdemeanor Cases Assigned / 3 Other Cases Assigned
7 Felony Cases Cleared / 0 Misdemeanor Cases Cleared / 0 Other Cases Cleared
13 Felonies Filed through DAs Office
4 Total Arrests Made
$3,500 Total Property Recovered
2 Pending Assignment (PA) Cases
7 Assists with Patrol and Other Agencies
* COPs Grant Program
Package and send off evidence
Felony jury trial
Arrested one for possession of marijuana with intent to distribute
Attended chief investigators luncheon
One felony arrest warrant (arrest one)
Internet sexual sting
Taught Taser Classes
Police Officers - 59 / 3 open positions / 1 deployed on Military / 55available
Dispatch positions - 13 / 11 available for service / 2 in training status / 3 open position
Animal Control Positions - 4 / 3 available for service
* Animal Control
> Calls Responded: 84 >Animals Impounded: 42 >Animals reclaimed: 2 >Animals adopted: 0