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Staff Activity Report for Sept 8 - Sept 14, 2013 (REPUBLISHED) THIS NEWS ITEM EXPIRED 12/23/2013 AND IS NO LONGER ACTIVE AND MAY NOT REFLECT CURRENT INFORMATION! THIS INFORMATION IS FOR ARCHIVAL PURPOSES ONLY!
9/23/2013 CITY MANAGERS OFFICE/Brian McDougal, Manager
Met with existing mall ownership regarding issues problems and concerns regarding Shawnee mall.
Met with staff regarding new parking configuration at City hall.
Meeting with staff regarding our contract for recycling with Central disposal.
Met with staff regarding totaled Police vehicle.
ENGINEERING/STREETS/TRAFFIC CONTROL/John Krywicki, Director
Federal Street Bridge Repair Project: PBx continues working on the bridge deck with setting formwork and attaching metal straps to the existing beams where they can weld the metal angles to these straps. Work is approximately 85% complete, with about 5-6 weeks of work left to complete. 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. Staff determining final as-built quantities of work for final construction costs closeout. Contractor is in process of installing additional drainage improvements to address a water issue that was created due to the natural grades and slope of the land in an area by the Japanese Gardens at the track.
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 will also determine sign placement for reserved parking for City vehicles only. City Street Department will be removing and replacing the alley between Broadway and Beard from 10th Street to City Hall. The alley paving will go back as concrete pavement.
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
Worked on addressing requests, coordinated with County 9-1-1 addressing technician on issues
Assigned 2 addresses
Registered 3 individual storm shelters
Coordinated with departmental staff, Federal and State officials on disaster recovery issues
Attended State Interoperable Communications Plan update meeting on Wednesday morning.
Met with Bethel Acres Emergency Manager and Health Department Local Emergency Response Coordinator on Thursday concerning planning and exercise activities.
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: 4.947 Last week: *MGD: 4.739
Pumped 1,090,008,000MG to date compared to 1,190,959,000MG 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: 1.320 **BOD: 9 mg/l ***TSS: 4.5 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: 1.622 **BOD: 3.5 mg/l ***TSS: 3.7 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: 57, Main Breaks: 4, Leak Checks: 12, Cut-offs: 2, Reset Water Meters: 6, Service Lines: 0; Water/Sewer Line Locates: 200
Worked on shop tickets, and service orders from customer service.
Leak Checks: 0, Set/Reset Water Meters: 0, Meter Re-reads: 2, Water Line Locates: 5
● Total Miles: 239 Total Man Hours: 65 Main Breaks: 4
Valve Maintenance (staff of 3)
Located/performed serviceability check on valves at 4 different locations
Located/performed serviceability check on fire hydrants at 47 location
Wastewater Collection (Staff of 7)
Sewer lines flushed: 28,950 ft. Flushed (year to date): 752,774 ft.
Total Service Calls: 53, Sewer Lines Checked: 50, Lift Stations Checked: 16 and Emergency Sewer Calls: 0
♦ 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.
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.
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. The walls for the meter at Wes Watkins are being formed and the contractor is set to pour on Monday, September 16th, 2013. The other two vaults have been excavated and will be set Monday, September 16th, 2013.
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.
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.
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
July 2013 fuel sales continue to steadily increase:
August 2012 = Avgas 1,945.64 Gallons; Jet A 958.01 Gallons
August 2013 = Avgas 3,728.41 Gallons; Jet A 1,223.99 Gallons
FY to Date 13-14 = Avgas 6,355.90 Gallons; Jet A 2,481.17 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/Street ROWs
Restroom repairs to several buildings
Working on Park Inspections
Mosquito spraying in the evenings when weather allows
Sprayed fence lines a Dockery, Lions, Milstead, and Lilac ball fields
Cemetery Division (staff of 4)
2 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
26 units in last week with 41 total repairs
EVT schools and testing
Shawnee Twin Lakes
The repair of the floating fishing dock has started and is nearing completion.
Electrician has started repairs.
Wes Watkins Reservoir
Crews are working on mowing and weed eating.
On my drive through of the park, there were several RVs using the area.
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 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 10-11, OGE Meeting, Conference Center, Upstairs
September 11-14, Baptist Campers on a Mission, Grandstands
September 14-15, Oklahoma Junior High School Rodeo, Grandstands Arena
September 14, Canadian Valley Electric Coop Annual Meeting, Conference Center
PLANNING/COMMUNITY DEVELOPMENT/Justin Erickson, Director
Staff attended the annual meeting and planning session of the Shawnee Economic Development Foundation.
Staff attended the Downtown Taskforce Committee meeting at the Chamber of Commerce.
Staff attended the City Beautification Meeting.
Staff held nuisance abatement hearings to discuss potentially dilapidated buildings
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: 29 active cases
o Derelict Vehicles: 7 active cases
o Junk/Trash: 16 active cases
o Tall Grass/Weeds: 115 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.
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 16 Public Nuisance Liens with Pottawatomie County Clerk and 5 Lien Releases with Pottawatomie County Clerk; filed 11 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.
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 100 emergency calls broken down by type below:
Rescue & EMS: 68
Hazardous conditions: 1
Service Calls: 5
Good Intent Calls: 11
False Alarms: 6
Overpressure Rupture, Explosion: 0
Reach sub-station, Center and Independence
New Construction Inspections
Amplify Church, 5630 N. Harrison (Hydraulic test on sprinkler system)
Requested / Administrative Inspections:
Permits and On-Site Inspections
3 Open burn Permits issued
Amplify Church, 5630 N. Harrison (sprinkler system)
Assigned Shift, Company & Individual Training:
Physical Fitness Incentive Testing (All Shifts) (9/3-5/13)
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:
(3) PFF Orientation & Training (8/25/13 9/6/13)
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: 160 / arrests: 35
Total Citations: 52 Handwritten Citations: 7 E-Citations: 45 Percent of E-Citations: 86.54 %
Dispatch managed 1699 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
21 Cases Forwarded to CID for Review
5 Felony Cases Assigned / 0 Misdemeanor Cases Assigned / 2 Other Cases Assigned
5 Felony Cases Cleared / 0 Misdemeanor Cases Cleared / 4 Other Cases Cleared
6 Felonies Filed through DAs Office
10 No Further Needed (NFN) Cases
3 Pending Assignment (PA) Cases
10 Assists with Patrol and Other Agencies
COPs Grant Program
Investigated drug tips
Conducted drug house surveillance
K&T marijuana seizure
Expo community Event
Prepare and served two house search warrants.
Arrested one for: trafficking in methamphetamine and multiple other charges.
Arrested three more for possession of CDS.
Seized meth, cash, and a vehicle
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: 58 ●Animals Impounded: 42 ●Animals reclaimed: 5 ●Animals adopted: 1
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.