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Staff Activity Report for Oct 20 - Oct 26, 2013 THIS NEWS ITEM EXPIRED 12/27/2013 AND IS NO LONGER ACTIVE AND MAY NOT REFLECT CURRENT INFORMATION! THIS INFORMATION IS FOR ARCHIVAL PURPOSES ONLY!
11/13/2013 CITY MANAGERS OFFICE/Brian McDougal, Manager
Attended a special called meeting the Shawnee Civic & Cultural Development Authority meeting. The main topic of discussion on the agenda was facilities planning.
Met with Kelly Chandra regarding hotels and business development in the City.
Met with Tim Burg, SEDF. The purpose was to line out our strategy for retail recruitment at the International Council of Shopping Centers Conference in Dallas, TX. November 6-8.
Met with the Chairman of the Granada homeowners association and others to discuss Granada topics.
Met with several downtown business owners and the management of the News-Star and Greater Shawnee Area Chamber of Commerce to introduce them to our new District Executive of the Canadian Valley District of the Last Frontier Council.
Met with the Planning Director to discuss the proposed changes to our existing Taxi Cab ordinance.
Met with the Executive Director of the YMCA.
Met with the BNSF yardmaster at the Sante Fe Depot regarding their assistance with cleaning up their rights of way of vegetation and debris.
Met with the Staff of Saxum Communications regarding a potential sales tax campaign.
Presenter at a session for the City Managers Association of Oklahoma regarding preparation for storms.
Attended the Greater Shawnee Chamber of Commerce, Legislative Action Committee.
Spent Friday afternoon with the Sister Cities committee and the delegates and children from Nikaho Japan.
Presented to the insurance work group, outlining our recommendation as to how to distribute the new Affordable Healthcare Act taxes that are going to be passed on to the employer/employee.
Attended the Canadian Valley District, Last Frontier Council BSA, and District Nominating Committee meeting at Vision Bank.
ENGINEERING/STREETS/TRAFFIC CONTROL/John Krywicki, Director
Federal Street Bridge Repair Project: Overall, project is approximately 95% completed. All the deck, slab and structural components of the bridge are completed, and we are awaiting all the concrete strength test results to make sure that concrete has cured adequately. PBX has started construction of the parapet wall along the bridge length which will have a decorative component to them, i.e stamped concrete fascade with stained natural color. Anticipate bridge being able to be opened to traffic within the next three weeks.
ADA Sidewalk and Ramps Project: There has been no production to report. They still have the SW corner of 10th and Union to complete this intersection. Weather has delayed them on completing work at this intersection.
Bell Street Streetscape Project from Farrall to 7th: TLS has completed the relocation of the lighted poles. OG&E has addressed the leaning pole at the corner. The two light poles that Joe Ford (Shawnee Milling) wanted removed has been taken out. Project is complete
10th Street Bridge Repair: One lane of traffic is closed off over the bridge on 10th Street just east of the railroad tracks due to severe erosion having taken place from recent rainfall events. The street is being undermined, and the drainage structure is in need of rehabbing. Estimated cost of repair is at $40,000 which exceeds our threshold limit of $25,000, thus, plans and specs will need to be prepared and project let for bids. Anticipate seeking authorization to advertise project for bids at the November 18, 2013 City Commission meeting.
ONG: They will be doing an emergency line repair on 10th street from Center back west approximately two blocks.
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 4 storm shelters.
Processed 911 remittance checks
Processed requisitions, and purchase orders
Coordinated with FEMA on Project Worksheets
Prepared reports for and attended LEPC meeting on Wednesday afternoon
Processed address requests and resolved issues with address assignments also met with County Addressing coordinator on Street Index updates
Attended the OG&E Roundtable lunch with community service organizations, schools, and government agencies
Worked on obtaining emergency contact information for Resource List of Vendors of propane, diesel, heavy equipment, ice, and sanitation facilities.
Continued coordination with local, FEMA and State officials on projects for Disaster Recovery
Continued preparation of materials for updated Emergency Operations Plan
Coordinated with Motorola project manager on timelines and status of project
Participated in State communications interoperability exercise at EXPO on Wednesday
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.
City of Shawnee: Director still working on site layout, equipment, and supply issues
Outdoor Warning Devices: Radio control boxes installed. Vendor to return to install electrical service connections.
Public Storm Shelters: Director prepared agreement for use of facilities.
596 Families Registered (1541 people affected) for Disaster Assistance in Pottawatomie County
Total FEMA Verified Loss $4,515,401.55
Loss covered by FEMA Individuals & Households Program $1,649,589.06
Unmet Needs $2,865,542.49
UTILITY DEPARTMENT/Steve Nelms, Director
Water Treatment Plant (Staff of 10)
Average production: *MGD: 3.535 Last week: *MGD: 3.768
Pumped 1,264,435,000MG to date compared to 1,383,274,000MG 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: 1.151 **BOD: 11 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: 1.170 **BOD: 2.1 mg/l ***TSS: 2.5 mg/l
Hauled 385,000 gallons of bio-solids have been hauled for 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: 122, Main Breaks: 3, Leak Checks: 9, Cut-offs: 3, Reset Water Meters: 7, Service Lines: 0; Water/Sewer Line Locates: 130
Worked on shop tickets, and service orders from customer service.
Valve Maintenance (staff of 3)
Located/performed serviceability check on valves at 8 different locations
Performed annual fire hydrant flow testing at 4 locations
Wastewater Collection (Staff of 7)
Sewer lines flushed: 20,325 ft. Flushed (year to date): 865,528 ft.
Total Service Calls: 38, Sewer Lines Checked: 36, Lift Stations Checked: 16 Emergency Sewer Calls: 2, Camera Lines: 1,538 ft., and Manholes located: 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. 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. SRB and Carollo Engineers met with City Commission and presented an update with visuals at the Special Call Meeting on Monday, September 30th. Staff had a conference call with SRB and Carollo Engineers on October 9th, 2013. SRB requested more sewer and water flow information for the water and sewer models) staff is currently working on). SRB delivered draft reports on the filter media, and returned plans and documents that were scanned recently on Friday, October 10th, 2013. Staff had a conference call with SRB on October 24th, 2013. SRB requested more sewer information for the sewer model (staff is currently working on). Staff gathered more camera footage for engineers to put in model. Staff is scheduled for more training on the water model next week.
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. Pipe has been pulled and services are being reconnected. Contractors have finished Northridge. Contractors have finished the final burst on Delaware, and will move to Chandler St.
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. Jordan has removed the old station and has poured and coated the base of the new lift station, and has set the first pre-cast section of the new wet well. Currently waiting for parts on the lift.
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. All meters are installed and operational. Waiting for electricity to be ran to Wes Watkins vault.
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. Kickapoo has been bored and the 24 main on the east side has been tapped in order to tie in the new 8 main for Burns St. Approximately 100 of water line has been laid, a few of the services have been bored, and new poly line with the tracer wire has been ran. Contractors continue to lay water line along Burns St. along with setting new services. Currently no services have been switched over.
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. Contractors have estimated the pipe to arrive next week, and to begin work on November 11th, 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. Waiting for program to go into effect.
FY2013-2014 budget process complete
Airport staff is taking inventory of airport lighting outages to be replaced. Libra Electric is scheduled to troubleshoot rotating beacon issues as well as replace existing lighting outages.
Staff is in the process of implementing the tools/technology to count operations at SNL.
New fuel pump display has been ordered.
Staff has obtained supplies for Hangar 13 ceiling repair.
Staff is gradually sealing T-hangars and other airport structures that are vulnerable to rain leaks.
Staff is cleaning Hangar 13 in preparation of temporarily housing a corporate jet.
The airport now has adequate supplies for spill clean-up and prevention. A Spill Prevention, Control, and Countermeasure (SPCC) plan has been drafted.
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 2,510.05 Gallons
Airport Advisory Board
Regular monthly meeting scheduled for November 20, 2013.
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
Set up for Boo on Bell
Started raising the tree canopies in all parks
Cemetery Division (staff of 4)
0 burials last week
Filling graves that have settled
Cemetery gates are being closed at 5:00 p.m. every day for winter
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 to get Police vehicles repaired
Checking into grant information for natural gas conversions
33 units in last week with 46 total repairs
EVT schools and testing
Shawnee Twin Lakes
The repair of the floating fishing dock is complete.
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, weed eating, and removing dead trees.
Several pipe liners are staying in the RV Park and several RV groups are keeping the Park full
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, they only need $180,000.00 more. We are experiencing some difficulty with the State Health Department and hope to remedy it soon.
Auditorium Exterior Restoration and Window Replacement
Project is moving along good and is about 50% complete; windows should be coming in soon
City Hall ADA Restroom Project
Drawings are finished, Will bid out project soon.
The Tree Bank Foundation Great Tree Giveaway
City staff gave out 250 trees on Saturday, October 26th to tornado affected families.
EXPOSITION CENTER/Mike Jackson, Operations Manager
October 22, 4H Banquet, Conference Center
October 24, OGE, Conference Center
October 24-27, Basket Weavers Guild of Oklahoma, Conference Center
October 24-27, ALSA National Llama Show, Otto Krausse Building
October 25-27, Wrangler Heartland Tour Barrel Racing, Fred Humphrey Pavilion
October 26, Sister Cities Reception, Conference Center
PLANNING/COMMUNITY DEVELOPMENT/Justin Erickson, Director
Staff is developing code language to address concerns about faηade treatments on commercial buildings along major corridors.
Staff attended the City Commission meeting on October 21.
Staff met with the Shawnee Industrial Authority to update them on the faηade grant program that they financially support.
Staff met with developers and discussed current and pending projects.
Staff completed work on a revised taxicab ordinance (vehicle for hire). The City Commission will consider the ordinance on November 4.
The Action Center is currently investigating the following complaints:
o Dilapidated Buildings: 36 active cases
o Derelict Vehicles: 3 active cases
o Junk/Trash: 9 active cases
o Tall Grass/Weeds: 67 active cases
Zoning Code Update- Staff continues work preparing drafts of a revised Shawnee Zoning and Subdivision Code. The Planning Commission held a workshop in October to discuss the Industrial Code. A workshop to discuss Commercial Zoning is scheduled for December.
FINANCE DEPARTMENT/Cynthia Sementelli, Finance
301 and 302 fixed assets reconciliation
Attended the Oklahoma Municipal Clerks and Treasures Conference
Worked with auditors
CITY CLERKS OFFICE/UTILITY BILLING/Phyllis Loftis, City Clerk
Preparation of City Commission and Authorities minutes for October 21, 2013 meeting
Attended Oklahoma Municipal Clerks & Treasurers Conference in Stillwater
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
New employee training - Customer Service
New employee training meter reader
Zone 2 cut-off for non-payment
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 Project Completed and In use, some workstation installs left, 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 Six remotes completed, Animal Shelter completed, Water Treatment Plant, Unzner Center left
o TCM Imaging Solution Project Activated in HR, Finance, waiting on small scanners for utilities
o Unitrends Backup Appliance Deployment Part 2 Research has begun on the budgeted 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, Working on Intranet site
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, waiting for vendor to finalize import process
o EOC Interactive Projector Replacement Projector installed and working 10/16/2013
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, COMPLETED
o Brazos Citation Import for Global System Working with vendor, waiting on proper offense listing from PD, meeting scheduled
o GeoSafe Fire Mobile Demo completed, deployment plan being developed
o GeoInfo Web App Final code developed, need volunteer to use iPad to map/photograph murals, horses, etc
o Police AVL Solution Discussion GPS device options, why Global Software cannot support standard cell card GPS, meeting scheduled
o Global/Firehouse Interface Reviewed options for deployment, desired CADServer move first
o Continued issue getting results from AT&T mobile vendor
o Review / resolve MobileServer service issues
o Create new Access Control / ID cards for several employees
o Continued Toughbook deployments
o Continued Watchguard video system deployments
o Continued end user / printer / password resets / mapping printers / simple end user question resolutions
FIRE DEPARTMENT/David Short, Chief
Responded to 81 emergency calls broken down by type below:
Rescue & EMS: 64
Hazardous conditions: 1
Service Calls: 5
Good Intent Calls: 5
False Alarms: 3
Overpressure Rupture, Explosion: 0
New Construction Inspections
Requested / Administrative Inspections:
Permits and On-Site Inspections
Assigned Shift, Company & Individual Training:
Lieutenant Academy Phase II (3 Members) (12/3/13)
EMT Transitional Refresher (All Shifts) (1/13-17, 20/14)
Training Chief Schedule:
(4) PFF Orientation & Training 2013B (10/14/13 10/25/13)
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 (3) Probationary Fire Fighters
Continuation Training (3) Lt. Candidates
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)
POLICE DEPARTMENT/Russ Frantz, Chief
Police reports: 125 / arrests: 39
Total Citations: 104 Handwritten Citations: 41 E-Citations: 63 Percent of E-Citations: 60.58 %
Dispatch managed 1469 calls (Police/Fire/EMS)
Accreditation/Lt. King, Accreditation Manager
Maintenance of Accreditation Standards
Maintenance of Policies and Procedures
Working with CID
Working on roll call training for shifts.
Working on In-House Training Program.
14 Cases Forwarded to CID for Review
2 Felony Cases Assigned / 0 Misdemeanor Cases Assigned / 4 Other Cases Assigned
1 Felony Cases Cleared / 0 Misdemeanor Cases Cleared / 5 Other Cases Cleared
1 Felonies Filed through DAs Office
2 No Further Needed (NFN) Cases
1 Assists with Patrol and Other Agencies
COPs Grant Program
Arrest one for Possession of CDS, Stolen Vehicle, and A&B on an Officer seized marijuana and prescription pills
Search warrant return in Seminole county conducted drug house
Met with Media and Bands for Upcoming Event
Surveillance conducted face book surveillance
Processed anonymous drug tips
Processed phone order evidence
Wrote and served narcotic search warrant
Arrested one for (Possession of CDS with Intent marijuana, Possession of a firearm while on supervised probation, unlawful use of a telecommunication device to facilitate a felony, and possession of CDS prescription pills Arrested one for Possession of Marijuana and Possession of CDS prescription pills seized a .45 caliber Mac 10 firearm, marijuana, hydrocodone, and Xanax
Grove School internet safety
Officer Appreciation Program
Number of evidence items brought in: 8
Number of evidence items released: 6
Number of found property items taken in: 17
Number of found property items returned to owner: 10
Number of items submitted to the OSBI: 2
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 / 11available for service / 3 in training status / 2 open position
Animal Control Positions - 4 / 4 available for service
> Calls Responded: 99 >Animals Impounded: 35 >Animals reclaimed: 7 >Animals adopted: 3
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.