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Welcome on Monday, September 22, 2014 to
www.Shawnee O K.org
The City of Shawnee Oklahoma

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Staff Activity Report for August 10 – August 23, 2014
8/29/2014
CITY MANAGERS OFFICE/Brian McDougal, Manager
• Attended the new VSI Tourism meeting.
• Attended the County Commissioners Meeting
• Attended the PCDA Meeting
• Attended the Downtown Merchants Meeting
• Attended AT&T Digital Home meeting
• Attended the International Council of Shopping Centers (ICSC) Oklahoma Deal Making Conference.
• Several Conference calls on the UP rail line between OKC and McAlester
• Met with VSI Director and WPA survey research to kick off our Citywide Branding Campaign
• Met with the Mayor regarding ongoing pool operations and concessions.


ENGINEERING/STREETS/TRAFFIC CONTROL/John Krywicki, Director
• Shawnee Market Place Development: Water line and sanitary sewer improvements are under construction and will be completed by early October. City Commission approved FINAL PLAT and Developer/Contractor will need to submit a bond or letter of credit in the dollar amount of approx. $1.6 million dollars to cover the cost of the public improvements that the City will eventually accept once installation is completed. We are still awaiting submittal of the traffic signal plans for their main entrance south of Delta Cafι, and the upgrade plans for the traffic signals at the intersection between Whataburger and Delta Cafι.
• Panda Express Site plans approved by Engineering, and site prep construction work is underway in the Walmart parking lot. Panda Express is installing the sanitary sewer extension that will become a public line upon satisfactory completion. 100% of the construction cost is being paid by Panda Express.
• Stone Creek Development on Acme Road will have their Final Plat heard before the City Planning Commission on September 3, 2014. Water, sanitary sewer, and paving & drainage plans currently under review by staff.
• Kickapoo Paving Project from the Spur to Farrall: (No Change): Engineered construction plans were completed and submitted to ODOT in May 2014 for review and comments. ODOT has indicated they are in the process of scheduling a field and plan-in-hand meeting around mid-September to go over their review.
• Main Street Streetscape Project design is substantially completed. Plans were sent to ODOT for their review and comments. We will be receiving a $400,000 grant from ODOT for the project. Depending on the length and time of ODOTs review once they allow us to submit the plans, we may not be able to advertise the project for bids or have construction begin until after the first of the year (2015). We have attended several meetings with downtown merchants to get their input on the street design and we have attended the Downtown Task Force Committee meeting to discuss the streetscape design and other issues associated with the project.
• Deer Field Estates (on Bradley just west of Elm Street): City Planning Commission will consider their Preliminary Plat at the September 3, 2014 Planning Commission meeting: We had a meeting with the Developer and his Engineer to discuss the Citys drainage concerns and to go over other issues with their preliminary plat, and we are awaiting submittals from Developers engineer of the construction plans in order to review for code compliance.
• Rehab Asphalt Streets Project (Haskel-Lemon Contractor): Work on Broadway from Federal to MacArthur has been completed. Work on Independence from Kickapoo to Broadway will begin after the intersection improvements at Kickapoo & Independence are completed on the Kickapoo Paving Project, AND, with the City prevailing at the mediation hearing dealing with 45th Street resurfacing and Nash Construction. Staff currently reviewing other asphalt streets for corrective/repair work. Cost to mill and overlay Shawnee Mall Drive was going to be about $270,000, and staff decided to solicit a crack sealing proposal instead of the mill/overlay option.
• COS-PW-13-01 Sidewalk/ADA Handicap Ramps Project (Various Locations); Parathon Construction is the contractor on the project. Work continues along Highland Street from Broadway to Union at the intersections installing ADA Handicap ramps. City will direct Contractor to next begin ramps/sidewalk at Union & 11th Street.
• Vision Bank Property Channel Improvements: Vision Bank is installing concrete drainage channel improvements east of Harrison and south of 45th Street which will be able to carry the 100 year flood flows enabling other property in the immediate vicinity to be developed by Vision Bank. Contractor had cleared trees and brush from site, and last week has begun some rough grading and dirt work. This is a Private Project paid entirely (100% of the costs) by the Developer (Vision Bank), and once satisfactorily completed in accordance with the specs and plans, then the City will accept the project for ownership and future maintenance responsibilities.
• Wyndemere Addition: Developers Engineer submitted sidewalk plans last week and after review, Staff gave approval. The sidewalk will be along MacArthur Street and will run the full frontage of the Wyndemere Addition. Developer will need to address the severe erosion taking place at their detention pond, and will need to install appropriate end sections for the inlet and outlet pipes at the detention area.
• Communication Credit Union – Kickapoo and 45th: The drive approach on 45th and sidewalks along Kickapoo and 45th have been installed. The sidewalks and ramps meet ADA requirements.
• Rehab Concrete Streets Project: The Rebid of this project was awarded to S&J Construction in the amount of $466,725. By rejecting the sole bid from the first project letting ($568,000) and advertising the project, the City saved approximately $102,000. Contractor was in the Northridge area the week of August 25th to begin saw cutting the paving panel that will be removed and replaced.
• Water Main Looping Projects: Hwy 177 – GE to Leo 12” Loop: SMA originally planned to construct this project in-house but due to being short on manpower will be contracting the project out. Center St. From REACT building to Mark St. 8” loop: Construction plans 80% complete. 45th St. west of CVS 12” Loop: Working with SMA staff to confirm locations/sizes of existing lines to determine where the crossing of 45th needs to occur.
• FY 2014 -2015 SMA Water/Sewer Design Projects: Pipe bursting: Quantities have been calculated for the Smoking Oaks/Bison/College View Additions. Water Rehab: SMA has requested that rather than replacing all waterlines in the Thompson Heights that the 8” lines between the new REACT building and Mark Dr. on Center Street be connected.
• Proposed Airport Restaurant Site: Met with City Manager, Airport Manager and Local Realtor to discuss Proposed Restaurant Site at the Shawnee Regional Airport which may be located south of the Terminal Building. We prepared some exhibits for realtor to aide in marketing the property.
• Turn Lane on MacArthur at Grove School: City Street Department has completed the right turn only lane into the Grove School facility. Completion of the turn lane, and the restriping of Bryan Street to allow for left turn only into the school facility off of Bryan, And, with Grove School changing their main drop off / pickup location to Bryan Street should alleviate some of the major traffic congestion we have been experiencing in the MacArthur-Bryan streets area in the immediate vicinity of Grove School.



EMERGENCY MANAGEMENT/Don Lynch, Director
• Assisted Police Department with preparation of range tower for demolition
• Troubleshot and coordinated with vendor for repair of an outage on the T1 circuit connecting the radio site to the zone controller in Tulsa
• Worked with contractor on installation of new conduits and antenna cable for radio system monopole
• Participated in the State Emergency Management Conference in Norman on August 18-21, 2014
• Attended the OEMA State Conference in Norman
• Assigned 6 private storm shelters in database
• Attended County Commissioner’s Meetings and gave recommendation on county burn ban
• Turned in and recorded numerous 911 remittance checks
• Coordinated with multiple entities regarding 911 addresses include Co 911, Shawnee Post Office, UPS, OG&E and ONG
• Directed multiple County 911 addressing requests to the Pottawatomie County 911 Addressing Coordinator
• Attended Board of County Commissioners Meetings on Monday afternoon 8/11
• Coordinated with Motorola Project Staff on activities and project status on communications system upgrade
• Continued work on draft Emergency Operations Plan update.
• Worked on issues and tasks and answered several telephone calls concerning operations of the Safe Room/Storm Shelter Rebate grant program
• Participated in OKWIN Partners meeting in Norman on afternoon of August 21
• Attended A.T. & T. meeting at OBU Alumni Center on Friday morning August 22
• Met with TAP Architects on dispatch remodel on Friday morning August 22



UTILITY DEPARTMENT/Steve Nelms, Director
Water Treatment Plant (Staff of 10)
Average production: *MGD: 4.260 Last week: *MGD: 3.961
*MGD: Million Gallons Daily
• Pumped 892,665,000MG to date compared to 980,133,000MG for same period last year
• All lab hourly testing was completed.
• All cleaning and maintenance was completed.
Southside Wastewater Treatment Plant (Staff of 7)
Flows averaged: *MGD: 1.236 **BOD: 10 mg/l ***TSS: 7.5 mg/l
*MGD: Million Gallons Daily **BOD: Biochemical Oxygen Demand ***TSS: Total Suspended Solids
• Performed routine maintenance and testing on the plant
Northside Wastewater Treatment Plant (Staff of 7)
Flows averaged: *MGD: 1.586 **BOD: 2.1 mg/l ***TSS: 3.0 mg/l
*MGD: Million Gallons Daily **BOD: Biochemical Oxygen Demand ***TSS: Total Suspended Solids
• 253,500 gallons of bio-solids have been hauled for the month.
• Performed routine maintenance and testing on the plant
Water Distribution (Staff of 11)
Service Calls: 96, Main Breaks: 1, Leak Checks: 32, Cut-offs: 8, Reset Water Meters: 6, Service Lines: 2; Water/Sewer Line Locates: 380
• Worked on shop tickets, and service orders from customer service.
Wastewater Collection (Staff of 7)
Sewer lines flushed: 49,525 ft. Flushed (year to date): 695,470 ft.
Total Service Calls: 79, Sewer Lines Checked: 73, Lift Stations Checked: 40 Emergency Sewer Calls: 2, Camera Lines: 865 ft., and Camera Inspections: 8
Valve Maintenance (staff of 3)
• Located/performed serviceability check on valves at 19 different locations
• Located/performed serviceability check on fire hydrants at 2 locations
• Performed annual fire hydrant flow testing at 1 locations
• Performed dead end flush at 64 different locations
* 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 Plant’s 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 sent SRB more data from the hydrant flow loggers, and largest water users. Staff gathered and submitted data for the water tower study. Staff met with newly added Carollo Engineering staff to give them a tour of both wastewater plants on Thursday, December 12th, 2013. Staff is expected to receive the Water and Sewer Treatment Draft after Christmas, from SRB. Carollo Engineers emailed a draft report for the Water & Wastewater Treatment Plants. Staff is currently reviewing this report and will work with the Engineers to evaluate the plan. SRB met with City Commission on February 3rd, 2014 to give a progress report on the Master Plan. Staff completed review and mark-ups of water plant and wastewater plants draft plans and returned to SRB for updates. Staff sent draft master plan documentation including appendices that SMA staff is currently reviewing. Staff gave SRB more data including camera footage for the wastewater model. Staff met with SRB on Friday, March 14th and went over the preliminary draft of certain chapters of the Master Plan. Questionable sections were addressed and explanations were given for some items that were unclear. We await the remaining chapters for preliminary review. Staff met with SRB and Carollo Engineers to review some sections of the Southside Wastewater Plant that needs to be addressed in the master plan. Staff had training with SRB on Friday, April 11th over the Water Model. Staff with meet with SRB on Wednesday, April 23rd to have additional training over the Water Model. SRB gave a presentation to the City Commission on May 5th. SRB will be delivering the Wastewater Treatment Volume III (Final Draft) to the city commission on May 19th. SMA is currently reviewing the Volume II Water Distribution. SMA is reviewing the water distribution draft, and delivering the final draft to the city commission July 7th, 2014. SMA had a work session with the City Commission on Monday, July 14th, 2014 on the Water Treatment CIP, and the Water Distribution CIP. SMA will have a special call meeting work session again on Monday, July 28th, 2014 to discuss the Wastewater Treatment CIP and the Wastewater Collections CIP.
Repair and Restoration of the River Bank Failure at the WTP, including sludge removal- 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. Staff collected soil samples for SRB for the sludge lagoon project at the Water Treatment Plant. On January 14th, 2014 the Notice to Bidders will run in the newspaper, with the pre-bid meeting to follow on February 11th, 2014. SMA will open bids on February 18th, 2014. SMA received bid packets on January 17th, 2014. SMA opened bids on February 18th, 2014, and will award the project on March 3rd, 2014. Project was awarded to CP3 Enterprises on March 3rd, 2014. Estimated start date is April 10th, 2014. Contractors began work on Wednesday, April 9th with taking the sludge out of the Northwest side of the lagoon. Contractors have hauled a total of 300 semi-truck loads of sludge out of the South Lagoon. All sludge has been removed. CP3 has hauled in more heavy equipment and have started working on the river bank. Contractors have started putting down rip rap along the river bank in stages. Once the contractors get the rip rap along the river they will start building up the dam with more dirt, and put down more rip rap. A change order to the contract was approved by commission on July 7th, 2014 for additional quantities for the amount of $63,963.56. Contractors have started hauling in more rip rap and putting it down along the river bank. 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. Staff collected soil samples for SRB for the sludge lagoon project at the Water Treatment Plant. On January 14th, 2014 the Notice to Bidders will run in the newspaper, with the pre-bid meeting to follow on February 11th, 2014. SMA will open bids on February 18th, 2014. SMA received bid packets on January 17th, 2014. SMA opened bids on February 18th, 2014, and will award the project on March 3rd, 2014. Project was awarded to CP3 Enterprises on March 3rd, 2014. Estimated start date is April 10th, 2014. Contractors began work on Wednesday, April 9th with taking the sludge out of the Northwest side of the lagoon. Contractors have hauled a total of 300 semi-truck loads of sludge out of the South Lagoon. All sludge has been removed. CP3 has hauled in more heavy equipment and have started working on the river bank. Contractors have started putting down rip rap along the river bank in stages. Once the contractors get the rip rap along the river they will start building up the dam with more dirt, and put down more rip rap. A change order to the contract was approved by commission on July 7th, 2014 for additional quantities for the amount of $63,963.56. Contractors have started hauling in more rip rap and putting it down along the river bank. This project was completed on August 18th, 2014. On August 22nd SRB and SMA staff will do a final inspection on the project.



AIRPORT/Keenan English, Assistant Airport Manager
• Oklahoma Airport Operators Association will be represented at OML in September 2014
• Next 2014 Air Show planning meeting will be held August 28, 2014
• Construction Projects
o The airport and their consultants are submitting and Early Development Packet for project funding. Project will include a new rotating beacon and new apron lighting.
• Hangars remain at full capacity
• The Airport has chosen a vendor to foam spray insulation for Hangar 13.
• The airport has signed a lease with Ag Aviation Services, a mechanic shop specializing in crop dusting aircraft repair and service. Operations will be in the “shop” hangar beginning September 1st.
• The Airport is currently collecting specifications, estimates, and financing options for a 10 unit T-hangar structure.
• Fuel filters for fuel farm facility and fuel trucks have been installed.
• The Airport has created an application and specification sheet for future private hangar development inquires.
• Commercial keypads for T-hangar gate have been installed.
• Air Show scheduled for October 4th, 2014.
Fuel Sales
Fuel sales continue to steadily increase:
• July 2013 = Avgas 5,018.15gal; Jet A 2041.15 gal
• July2014 = Avgas 3,248.19 gal; Jet A 2131.67 gal
Airport Advisory Board
• Regular meeting scheduled for Aug 20, 2014.



PARKS/CEMETERY/EQUIPMENT SERVICES/James Bryce, Director of Operations
Parks Maintenance Division (Staff of 8)
• Daily Downtown cleanup route
• Daily Park cleanup and restroom cleaning in all Parks
• Mowing/Weed eating and spraying in all parks and ROWs
• Working on Monthly Park Inspections
• Center for Employment Opportunities has been weed eating intersections, ditches and the Lake damns
Cemetery Division (staff of 4)
• 6 burials
• Mowing /weed eating/spraying
• Daily trash pickup
• Preparing for internments
Central Garage (Staff of 6)
• General servicing and repairs to vehicles and equipment including Expo
• Processing new vehicles
• Department services and repairs 238 vehicles, 206 pieces of equipment, and 4 boats
• 55 units in last two weeks with 57 total repairs
• EVT schools and testing
Shawnee Twin Lakes
• Boat traffic has been slower than normal on Lake #1 this year. The swim beaches are busy every weekend. New Lake building is being engineered and we hope to get under way with construction soon. Mowing continues around the lake.
Wes Watkins Reservoir
• Mowing has begun. Camping and swimming has picked up. Workers have also been doing some minor repairs to the sewer lines leaving the restroom facilities due to clogs.
Municipal Swimming Pool
• Demolition of the pool is almost complete. Ground prep work has begun along with some forms for concrete being built. Trusses and other supplies have been ordered and the plumbing for the bath house is started. The masonry company will be on site next week to begin their work. Everything seems to be going well and the weather has cooperated. The next contractor meeting will be September 25th.
Certified Healthy Communities
• Staff is waiting to hear about what TSET will do about the two ordinance/policies that the AG’s office ruled that we could not enact in order to be considered for a grant. I have talked with TSET and they say are name is still on the list to be considered but will need to wait to hear from them.
Alternative Fuels
• Staff has joined up with the Central Oklahoma Clean Cities as a stakeholder in hopes to be able to apply for grant monies to convert city vehicles to natural gas or propane. Stakeholders consist of individuals that work in the field of CNG/LPG, install equipment, operate converted equipment, or are looking into and tracking conversion data. Fleet maintenance has a meeting set up with LPG individuals to look at some of our equipment for quotes on conversion. Through information learned at the COCC meetings, staff has made the decision to hold off on conversions for a couple of more years. This is based on our ROI from our conversions; we need to convert vehicles running 35000 miles per year to which we do not have. We have chosen to wait and watch for the price of conversions to come down. We have also learned that UPS in Shawnee along with several other UPS locations in Ok and CO are converting all of their vehicles to propane.
KABOOM grant/YMCA partnership
• The YMCA is back in the running for funding on the KABOOM grant. As soon as a funding partner is found, the YMCA and the City will coordinate installation.
City Hall and Fire Stations Fire Alarm System
• Staff has received all estimates and given them to the Fire Department to apply for grants to install.
Red Cedar Local Emphasis Area
• Staff and one Commissioner has been working on a way to help private land owners remove red cedars from their property in order to make our effort of removing worthwhile. A LEA has been submitted through the NRCS office for grant funding for private land owners. More to come as we hear back.
Other Projects of Importance
• The YMCA received two grants through the Avedis Foundation. Staff will be helping implement these due to the involvement of City Property. Architects are working on drawings for one of the projects.
• Architects are working on the drawings for the new Lake Maintenance building that will be bid out soon.



EXPOSITION CENTER/Mike Jackson, Operations Manager
• August 11, Edward Jones Meeting, Conference Center, 25 people
• August 11, IFYR Volunteer Appreciation Dinner, Conference Center, 130 people
• IFYR Volunteers was presented a Proclamation by Mayor Wes Mainord proclaiming
• August 11, 2014 as IFYR Volunteer Day
• August 13, St. Anthony’s PAL, Conference Center, 80 people
• August 16-17, C&L Antique Arms Gun Show, Conference Center, approximately 500 people
• August 18-23, Monkey Business Children’s Consignment Sale, Conference Center, approximately 5000 people
• August 19, OG&E Meeting, Conference Center, 25 people
• August 21, SC&CDA Board Meeting
• Board approved 2013 Audit, approved the purchase of 100 poly carts & poly cart tipper for trash truck
• Also approved to seek bids for repair of horse stall panels & gates



PLANNING/COMMUNITY DEVELOPMENT/Justin Erickson, Director
• Staff met with developers to discuss potential future and current development projects.
• Staff attended a meeting with downtown merchants to discuss opportunities and concerns.
• Building inspections staff remain busy with a very high volume of permit requests and inquiries.
• Staff is reviewing development applications (building plans) for the Shawnee Marketplace project.
• Staff prepared materials for Planning Commission (September 3) and City Commission (August 2) meetings.
• Staff continues work on revising the City’s Subdivision and Development Standards.
• The City condemned three structures on August 14. Twenty-six structures have been condemned and ordered removed to date in 2014.
• Staff is preparing application forms for the next round of Downtown Faηade grants. The grant process will open in September.
• The Action Center is currently investigating the following complaints:
o Dilapidated Buildings: 32 active cases
o Derelict Vehicles: 4 active cases
o Junk/Trash: 9 active cases
o Tall Grass/Weeds: 127 active cases



FINANCE DEPARTMENT/Cynthia Sementelli, Finance
• Worked on SMA fixed asset
• Worked on General fixed assets
• Bank reconciliations
• Worked on compensated absences for audit
• Work on AR for audit
• Worked with CDBG staff to streamline work
• Preparing for year – end
• Did video clip with Daniel S. concerning the budget


CITY CLERK’S OFFICE/UTILITY BILLING/Phyllis Loftis, City Clerk
City Clerk
• Preparation of agendas for City Commission & Authorities August 18, 2014 meetings.
• Preparation of minutes for August 18, 2014 City Commission and Authorities meetings.
• Filed 33 public nuisance liens and 14 public nuisance lien releases with Pottawatomie County Clerk; filed 15 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
• Zone 1 Cut-off August 13, 2014
• Zone 1 billing August 21, 2014
• Zone 2 cut-off August 20, 2014
• 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 Remote VPN Router Replacements – PD Training / GC Tech location configured / scheduled for install
o TCM Imaging Solution Project – City Clerk Templates developed, vendor updating / installing / testing Tyler Output Processor (TOP) for deployment
o NSA 2600 High Availability VPN Router – Test configuration installed, currently being tested
o Unitrends Offsite Data Vault Project – Equipment on hand, installation pending 2600 Deploy for rack space
o Fiber Data Backup Network Deployment – Fiber cabling received, scheduling network buildout
o DataCove Email Archive Upgrade to V5 – Equipment installed, migration scheduled 08/26/2014
o Mobile Device Management Deployment – MDM deployed on Fire mobile devices, testing remote app management and deployment
o Web Server Migration – Moving to virtual server after host final configurations completed
o License Plate Reader Server component –Web code for easy lookup / integration lookups left to do / Auto-Download file push to do
o Brazos Citation Import for Global System – Solution installed, working through bugs with vendors
o GeoSafe Fire Mobile – Fire Hydrant data provided to vendor, waiting for deployment
o GeoSafe Police Mobile – Worked with vendor for Windows 8.1 GPS support, continued deployment
o GeoInfo Web App – Final code developed, need volunteer to use iPad to map/photograph murals, horses, etc.
o Police AVL Solution – Geosafe deployed on majority of systems, PD Chief to dictate usage
o Police Mobile Vendor Change – Continued migration to new vendor machine by machine
o Global/Firehouse Interface – Changes to design criteria by Fire, new code being tested
o Ch3/30 Video Server Replacement – Scheduled review later this year
o Cradlepoint / Verizon Remote Connectivity – Device on hand, tested and final configuration for deploy
o XP System Migration – Migration / replacement continues
o LiveScan Replacement – System operational, vendor needs to work out power save settings, etc.
o Afix System VPN Upgrade – Resolved and updated using 64bit VPN configurations
o Dispatch Center Move – Plans reviewed, IT only responsible for CAD network and systems
o Animal Shelter Photo Display cloud app – Meeting setting desired outcome, IT staff to dev code
o Thin Client Deployment – Reviewed/tested with RDP, video, etc. – need live field test next
o Customer Service Display System – Equipment purchased, waiting for power / video wire runs
o Configured, tested and prepped Cradlpoint/Verizon for Animal Shelter deployment
o Deployed another new fax device for dispatch area
o IT Staff attended monthly OGITA meeting in OKC 8/20/2014
o Assisted with continued office moves and changes by employees
o Continued Adobe issues with Windows 8 and Office 2013
o Continued involvement in Dispatch center move by IT staff
o Continued GeoSafe deployment and Toughbook upgrades



FIRE DEPARTMENT/Dru Tischer, Interim Chief
Suppression
Responded to 214 emergency calls broken down by type below:
• Fires: 4
• Rescue & EMS: 168
• Hazardous conditions: 4
• Service Calls: 9
• Good Intent Calls: 21
• False Alarms: 8
• Overpressure Rupture, Explosion: 0
Fire Prevention
Plan Reviews
• 3 various locations
New Construction Inspections
• 2 various locations
Requested / Administrative Inspections:
• 16 various locations
Permits and On-Site Inspections
• 4 various locations
Training
- Assigned Shift, Company & Individual Training:
o May Day and Search & Rescue SOG Training (All Shifts) (Jul - Aug)
o IAFC Conference @ Dallas TX (Underwood, Cooley) (8/13-16/14)
o Lieutenant Academy (Bertram, McLain, Laxson) (8/19-28/14)
o Fire Marshal Association of Oklahoma Conference (Anderson) (8/26-29/14)
o Annual Fitness Test (All Shifts) (9/2,3,8/14)
o Rope Rescue II Course (9/17-20/14)
o Child Passenger Seat Technician Training (Hotella) (9/18-20/14)
- Tentative Shift, Company & Individual Training:
o Air Management Drills (All Shifts)
o Emergency Vehicle Operations Refresher (All Shifts) (TBD)
- Training Chief Schedule:
o Meetings w/ Command Staff Re: Consultant Assessment
o Meet w/ EM and PD Re: Disaster Drill (7/31/14)
o IAFC Conference @ Dallas TX (8/13-16/14)
o Lieutenant Academy (Bertram, McLain, Laxson) (8/19-28/14)
o Firehouse Education and Training Seminar (9/23-26/14)
- Training Chief Activities:
o Conduct Air Management Course / Develop Air Management Policy
o Coordinate Agreement w/ WWT for the use of Federal Bank Building
o Update Medial Directors Contract
o Coordinate Fall Training Schedule
o Coordinate w/ EM Director Re: State-Wide Disaster Exercise
o 11 Probationary Fire Fighter Skills Training and Evaluation
o GEOSAFE / CAD / Firehouse iPad Deployment
o 2014 EMT Certification Renewals (6/30/14)
o FireHouse Administration / Quality Control
o Kaplan Fire and EMS C.E.U. Administration
o 24/7 Fire Course Administration
o N.R.E.M.T. - C.E.U. Program Administration
o Electronic Entry of Dept. Personnel Training Records to FireHouse
o Development Minimum Company Standards (3rd Quarter 2014)
- Medical Director Activities:
o EMS Skills Evaluation (TBD)



POLICE DEPARTMENT/Russ Frantz, Chief
Police
• Police reports: 231 / arrests: 76
Total Citations: 168 Handwritten Citations: 90 E-Citations: 78 Traffic Accidents: 21
Dispatch
• Dispatch managed 3,641 calls (Police/Fire/EMS calls dispatched only)
Accreditation/Lt. King, Accreditation Manager
• Maintaining Accreditation Files.
• Field Training Program.
• CJIS.
• CID duties.
• Taught 40 hour FTO course
CID
• 33 Cases Forwarded to CID for Review
• 5 Felony Cases Assigned / 0 Misdemeanor Cases Assigned / 3 Other Cases Assigned
• 3 Felony Cases Cleared / 0 Misdemeanor Cases Cleared / 3 Other Cases Cleared
• 1 Felonies Filed through DA’s Office
• 8 No Further Needed (NFN) Cases
• $0 Total Property Recovered
• 2 Pending Assignment (PA) Cases
• 3 Call Out
• 29 Assists with Patrol and Other Agencies
COP’s Grant Program
• County Domestic Violence Meeting
• Man tracking operation for grand larceny suspects
• Street interdiction night -multiple traffic stops -three arrests -marijuana seizure -meth seizure -three city warrants served
• Arrested one for felony drug warrant
• Prescription Drug Abuse Committee
• Credit Card Fraud/ Seminole College
• Scheduled K-9 Sentinel meeting
• Drive Sober mobilization
• School Zones
• Swat call out: barricaded suicidal suspect
• Methamphetamine and marijuana seizure
• Meeting with Ada on multiple cases
• Assist with convicted felon with a gun investigation
• Prepare arrest affidavit on possession of CDSs with intent to distribute
• Drive Sober get pulled over media event
• Interviewed suspect in CDS case
• Traffic stop on suspected drug dealer
• Sentinel meeting
• Range day
• Schedule Santa Fe Homecoming event
• Reviewed homicide interview
Evidence
• Number of evidence items brought in: 49
• Number of evidence items released: 32
• Number of found property items taken in: 9
• Number of items submitted to the OSBI: 38
Staff
Police Officers - 59 / 1 Officers in FTO program/ 56 available
• Dispatch positions - 13 / 13 available for service / 4 in training status
• Animal Control Positions - 4 / 4 available for service
Animal Control
• Calls Responded: 148
• Animals Impounded: 62 / Animals reclaimed: 13 / Animals adopted: 2


Expires:11/29/2014

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Staff Activity Report for July 27 – August 9, 2014
8/25/2014
CITY MANAGERS OFFICE/Brian McDougal, Manager
• Met with staff regarding our ADA statements and activities. Staff will be bringing official statements to the Commission for approval.
• Assist Shawnee Milling, SEDF, the CPN and SE Oklahoma in helping A-OK railroad with the opening of the Shawnee to McAlester rail line.
• Attended the Mayors transportation meeting.
• Met with VSI staff regarding branding the City.
• Attended CMAO board meeting.
• Attended Nash Construction mediation.

ENGINEERING/STREETS/TRAFFIC CONTROL/John Krywicki, Director
Engineering:
• Received FINAL PLAT for the Shawnee Market Place Development project and it appears to be compliant with City of Shawnee Subdivision Regulations. The Shawnee Planning Commission approved the plat at their August 6th meeting, and the City Commission will consider the Final Plat at the Commissions August 18th Commission Meeting. We are awaiting submittal of final traffic signal plans for their main entrance south of Delta Cafι, and the upgrade plans for the traffic signals at the intersection between Whataburger and Delta Cafι.
• Plans for the Kwick Stop development on Kickapoo & 32nd Street have been approved.
• Panda Express Site plans approved by Engineering, and site prep construction work is underway in the Walmart parking lot. Panda Express is installing the sanitary sewer extension that will become a public line upon satisfactory completion. 100% of the construction cost is being paid by Panda Express.
• Stone Creek Development on Acme Road has submitted a revised Drainage/Detention plan which is currently under review. First submittal of the public infrastructure improvements, i.e. paving, drainage, waterlines, and sanitary sewer construction plans were submitted and are under review by Staff. Rough grading and dirt work of road locations were done at the development on Acme Road north of MacArthur.
• Kickapoo Paving Project from the Spur to Farrall: Engineered construction plans were completed and submitted to ODOT in May 2014 for review and comments. ODOT has indicated they are in the process of scheduling a field and plan-in-hand meeting around mid-September to go over their review.
• Held interdepartmental staff meeting with Engineering, Streets and Traffic Divisions
• Assisted numerous call in inquiries from citizens regarding floodplain issues, location of utilities, etc., etc.
• Main Street Streetscape Project design is substantially completed (no change). ODOT has verbally indicated that their funding source has been identified and that the City can now submit our plans for their formal review process associated with receiving the $400,000 grand. We will package up the appropriate number of copies (7) and submit them on Monday, August 18th. Before we will be allowed to advertise the project for bids, ODOT will have to review and approve the plans. Depending on the length and time of ODOTs review once they allow us to submit the plans, we may not be able to advertise the project for bids or have construction begin until after the first of the year (2015).
• Deer Field Estates (on Bradley just west of Elm Street): We had a meeting with the Developer and his Engineer to discuss the Citys drainage concerns and to go over other issues with their preliminary plat. As result of meeting, Developer will resubmit a revised Preliminary Plat and his Engineer will submit a detailed drainage/detention analysis taking into account the Citys requirements.
• Rehab Asphalt Streets Project (Haskel-Lemon Contractor): Work on Broadway from Federal to MacAthur has been completed. Work on Independence from Kickapoo to Broadway will begin after the intersection improvements at Kickapoo & Independence are completed on the Kickapoo Paving Project, AND, with the City prevailing at the mediation hearing dealing with 45th Street resurfacing and Nash Construction, Staff will recommend to mill and overlay the east half of Shawnee Mall Drive instead of resurfacing 45th due to 45th maybe needing
• MacArthur – Raley Dr. Relocation: Intersection is completed and signals are operational. OBU paid 100% of the construction costs for the improved and upgraded signals and intersection. Decorative poles, mast arms, and signals, as well as the stamped concrete through the intersection was done to match the work that will be at the intersections along Kickapoo.
• COS-PW-13-01 Sidewalk/ADA Handicap Ramps Project (Various Locations): Project has been bid and awarded to Parathon Construction. Concrete has been placed at the Bell and Highland intersection and the north side of the Union and Highland intersection. The ramps and sidewalks along Highland between Broadway and Union have been completed. City will direct Contractor to next begin ramps/sidewalk at Union & 11th Street.
• Vision Bank Property Channel Improvements: Vision Bank is installing concrete drainage channel improvements east of Harrison and south of 45th Street which will be able to carry the 100 year flood flows enabling other property in the immediate vicinity to be developed by Vision Bank. Contractor had cleared trees and brush from site, and last week has begun some rough grading and dirt work. This is a Private Project paid entirely (100% of the costs) by the Developer (Vision Bank), and once satisfactorily completed in accordance with the specs and plans, then the City will accept the project for ownership and future maintenance responsibilities.
• Wyndemere Addition: Developers Engineer submitted sidewalk plans last week and after review, Staff gave approval. The sidewalk will be along MacArthur Street and will run the full frontage of the Wyndemere Addition. Developer will need to address the severe erosion taking place at their detention pond, and will need to install appropriate end sections for the inlet and outlet pipes at the detention area.
• Communication Credit Union – Kickapoo and 45th: The drive approach on 45th and sidewalks along Kickapoo and 45th have been installed. The sidewalks and ramps meet ADA requirements.
• Rehab Concrete Streets Project: The Re-Bid of this project was awarded to S&J Construction in the amount of $466,725. By rejecting the sole bid from the first project letting ($568,000) and re-advertising the project, the City saved approximately $102,000. A PreWork meeting was held and a Notice to Proceed was issued to the Contractor effective August 18, 2014.
• Water Main Looping Projects: Hwy 177 – GE to Leo 12” Loop: SMA originally planned to construct this project in-house but due to being short on manpower will be contracting the project out. Center St. From REACT building to Mark St. 8” loop: Construction plans 80% complete. 45th St. west of CVS 12” Loop: Working with SMA staff to confirm locations/sizes of existing lines to determine where the crossing of 45th needs to occur.
• FY 2014 -2015 SMA Water/Sewer Design Projects: Pipe bursting: Quantities have been calculated for the Smoking Oaks/Bison/College View Additions.
• Water Rehab: SMA has requested that rather than replacing all waterlines in the Thompson Heights that the 8” lines between the new REACT building and Mark Dr. on Center Street be connected.
• Proposed Airport Restaurant Site: Met with City Manager, Airport Manager and Local Realtor to discuss Proposed Restaurant Site at the Shawnee Regional Airport which may be located south of the Terminal Building. We prepared some exhibits for realtor to aide in marketing the property.
• Turn Lane on MacAthur at Grove School: City Street Department has completed the right turn only lane into the Grove School facility. Completion of the turn lane, and the restriping of Bryan Street to allow for left turn only into the school facility off of Bryan, and, with Grove School changing their main drop off / pickup location to Bryan Street should alleviate some of the major traffic congestion we have been experiencing in the MacArthur-Bryan streets area in the immediate vicinity of Grove School.

EMERGENCY MANAGEMENT/Don Lynch, Director
• Assigned 8 private storm shelters in database
• Attended City Commission Meeting
• Coordinated with LEPC on possible locations for Pott Co Prepare Fair
• Assisted with installation of conduit from Monopole to EOC
• Answered inquiries concerning Storm Shelter Rebate Program
• Turned in and recorded numerous 911 remittance checks
• Met with Co 911 to address 911 Addressing issues
• Coordinated with multiple entities regarding 911 address include Co 911, Shawnee Post Office, UPS, OG&E and ONG
• Attended Board of County Commissioners Meetings
• Participated in OKWIN Governance conference call on Friday morning 8/8
• Coordinated with Motorola Project Staff on activities and project status on communications system upgrade
• Continued work on draft Emergency Operations Plan update.
• Worked on issues and tasks and answered several telephone calls concerning operations of the Safe Room/Storm Shelter Rebate grant program
• Served as an evaluator for the Washington County Emergency Management Dept. On a full scale exercise with an active shooter scenario at the Washington Park Mall on Sunday 7/27
• Attended the Associated Public Safety Communications Officers Annual conference in New Orleans from 8/1 to 8/6

UTILITY DEPARTMENT/Steve Nelms, Director
Water Treatment Plant (Staff of 10)
Average production: *MGD: 3.961 Last week: *MGD: 3.988
*MGD: Million Gallons Daily
• Pumped 830,510,000MG to date compared to 921,378,000MG for same period last year
• All lab hourly testing was completed.
• All cleaning and maintenance was completed.
Southside Wastewater Treatment Plant (Staff of 7)
Flows averaged: *MGD: 2.764 **BOD: 13 mg/l ***TSS: 5 mg/l
*MGD: Million Gallons Daily **BOD: Biochemical Oxygen Demand ***TSS: Total Suspended Solids
• Performed routine maintenance and testing on the plant
Northside Wastewater Treatment Plant (Staff of 7)
Flows averaged: *MGD: 1.528 **BOD: 2.1 mg/l ***TSS: 2.7 mg/l
*MGD: Million Gallons Daily **BOD: Biochemical Oxygen Demand ***TSS: Total Suspended Solids
• 253,500 gallons of bio-solids have been hauled for the month.
• Performed routine maintenance and testing on the plant
Water Distribution (Staff of 11)
Service Calls: 121, Main Breaks: 3, Leak Checks: 27, Cut-offs: 4, Reset Water Meters: 3, Service Lines: 5; Water/Sewer Line Locates: 138
• Worked on shop tickets, and service orders from customer service.
Wastewater Collection (Staff of 7)
Sewer lines flushed: 50,300 ft. Flushed (year to date): 645,945 ft.
Total Service Calls: 75, Sewer Lines Checked: 64, Lift Stations Checked: 46 Emergency Sewer Calls: 1, Camera Lines: 1,027 ft., and Camera Inspections: 2
Valve Maintenance (staff of 3)
• Located/performed serviceability check on valves at 4 different locations
• Located/performed serviceability check on fire hydrants at 0 locations
• Performed annual fire hydrant flow testing at 3 locations
• Performed dead end flush at 126 different locations
* 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 Plant’s 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 sent SRB more data from the hydrant flow loggers, and largest water users. Staff gathered and submitted data for the water tower study. Staff met with newly added Carollo Engineering staff to give them a tour of both wastewater plants on Thursday, December 12th, 2013. Staff is expected to receive the Water and Sewer Treatment Draft after Christmas, from SRB. Carollo Engineers emailed a draft report for the Water & Wastewater Treatment Plants. Staff is currently reviewing this report and will work with the Engineers to evaluate the plan. SRB met with City Commission on February 3rd, 2014 to give a progress report on the Master Plan. Staff completed review and mark-ups of water plant and wastewater plants draft plans and returned to SRB for updates. Staff sent draft master plan documentation including appendices that SMA staff is currently reviewing. Staff gave SRB more data including camera footage for the wastewater model. Staff met with SRB on Friday, March 14th and went over the preliminary draft of certain chapters of the Master Plan. Questionable sections were addressed and explanations were given for some items that were unclear. We await the remaining chapters for preliminary review. Staff met with SRB and Carollo Engineers to review some sections of the Southside Wastewater Plant that needs to be addressed in the master plan. Staff had training with SRB on Friday, April 11th over the Water Model. Staff with meet with SRB on Wednesday, April 23rd to have additional training over the Water Model. SRB gave a presentation to the City Commission on May 5th. SRB will be delivering the Wastewater Treatment Volume III (Final Draft) to the city commission on May 19th. SMA is currently reviewing the Volume II Water Distribution. SMA is reviewing the water distribution draft, and delivering the final draft to the city commission July 7th, 2014. SMA had a work session with the City Commission on Monday, July 14th, 2014 on the Water Treatment CIP, and the Water Distribution CIP. SMA will have a special call meeting work session again on Monday, July 28th, 2014 to discuss the Wastewater Treatment CIP and the Wastewater Collections CIP.
Repair and Restoration of the River Bank Failure at the WTP, including sludge removal- 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. Staff collected soil samples for SRB for the sludge lagoon project at the Water Treatment Plant. On January 14th, 2014 the Notice to Bidders will run in the newspaper, with the pre-bid meeting to follow on February 11th, 2014. SMA will open bids on February 18th, 2014. SMA received bid packets on January 17th, 2014. SMA opened bids on February 18th, 2014, and will award the project on March 3rd, 2014. Project was awarded to CP3 Enterprises on March 3rd, 2014. Estimated start date is April 10th, 2014. Contractors began work on Wednesday, April 9th with taking the sludge out of the Northwest side of the lagoon. Contractors have hauled a total of 300 semi-truck loads of sludge out of the South Lagoon. All sludge has been removed. CP3 has hauled in more heavy equipment and have started working on the river bank. Contractors have started putting down rip rap along the river bank in stages. Once the contractors get the rip rap along the river they will start building up the dam with more dirt, and put down more rip rap. A change order to the contract was approved by commission on July 7th, 2014 for additional quantities for the amount of $63,963.56. Contractors have started hauling in more rip rap and putting it down along the river bank.
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. Staff collected soil samples for SRB for the sludge lagoon project at the Water Treatment Plant. On January 14th, 2014 the Notice to Bidders will run in the newspaper, with the pre-bid meeting to follow on February 11th, 2014. SMA will open bids on February 18th, 2014. SMA received bid packets on January 17th, 2014. SMA opened bids on February 18th, 2014, and will award the project on March 3rd, 2014. Project was awarded to CP3 Enterprises on March 3rd, 2014. Estimated start date is April 10th, 2014. Contractors began work on Wednesday, April 9th with taking the sludge out of the Northwest side of the lagoon. Contractors have hauled a total of 300 semi-truck loads of sludge out of the South Lagoon. All sludge has been removed. CP3 has hauled in more heavy equipment and have started working on the river bank. Contractors have started putting down rip rap along the river bank in stages. Once the contractors get the rip rap along the river they will start building up the dam with more dirt, and put down more rip rap. A change order to the contract was approved by commission on July 7th, 2014 for additional quantities for the amount of $63,963.56. Nothing new to report other than the contractors have hauled more dirt to the dam.

AIRPORT/Keenan English, Assistant Airport Manager
• Oklahoma Airport Operators Association will be represented at OML in September 2014
• Next 2014 Air Show planning meeting will be held August 28, 2014
• Construction Projects
o The airport and their consultants are submitting and Early Development Packet for project funding. Project will include a new rotating beacon and new apron lighting.
• Hangars remain at full capacity
• The Airport is seeking estimates for railing replacements and floor treatment for the southern row of T-Hangars.
• The Airport has chosen a vendor to foam spray insulation for Hangar 13.
• The airport has signed a lease with Ag Aviation Services, a mechanic shop specializing in crop dusting aircraft repair and service. Operations will be in the “shop” hangar.
• The Airport is currently collecting specifications, estimates, and financing options for a 10 unit T-hangar structure.
• Fuel filters for fuel farm facility and fuel trucks have been ordered.
• The Airport has created an application and specification sheet for future private hangar development inquires.
• Commercial keypads for T-hangar gate access has been ordered.
Fuel Sales
Fuel sales continue to steadily increase:
• July 2013 = Avgas 5,018.15gal; Jet A 2041.15 gal
• July2014 = Avgas 3,248.19 gal; Jet A 2131.67 gal
Airport Advisory Board
• Regular meeting scheduled for Aug 20, 2014.
• Special call meeting was held Aug 6, 2014
PARKS/CEMETERY/EQUIPMENT SERVICES/James Bryce, Director of Operations
Parks Maintenance Division (Staff of 8)
• Daily Downtown cleanup route
• Daily Park cleanup and restroom cleaning in all Parks
• Mowing/Weed eating and spraying in all parks and ROWs
• Working on Monthly Park Inspections
• Center for Employment Opportunities has been weed eating intersections, the Airport area, & Cemetery
Cemetery Division (staff of 4)
• 4 burials
• Mowing /weed eating/spraying
• Daily trash pickup
• Preparing for internments
Central Garage (Staff of 6)
• General servicing and repairs to vehicles and equipment including Expo
• Processing new vehicles
• Working with insurance claims on wrecked vehicles
• Department services and repairs 238 vehicles, 206 pieces of equipment, and 4 boats
• 46 units in last two weeks with 60 total repairs
• EVT schools and testing
Shawnee Twin Lakes
• Boat traffic is picking up on Lake #1 on the weekends. The swim beaches are busy every weekend. New Lake building is being engineered and we hope to get under way with construction soon. Mowing has begun around the lake also.
Wes Watkins Reservoir
• Mowing has begun. Camping and swimming has picked up. Workers have also been doing some minor repairs to the sewer lines leaving the restroom facilities due to clogs.
Municipal Swimming Pool
• Demolition of the pool is almost complete. Ground prep work has begun along with some forms for concrete being built. Everything seems to be going well and the weather has cooperated.
Auditorium Exterior Restoration and Window Replacement
• This project is complete and a new punch will be made if needed. We will be inspecting the project soon.
Certified Healthy Communities
• Staff is waiting to hear about what TSET will do about the two ordinance/policies that the AG’s office ruled that we could not enact in order to be considered for a grant. I have talked with TSET and they say are name is still on the list to be considered but will need to wait to hear from them.
Alternative Fuels
• Staff has joined up with the Central Oklahoma Clean Cities as a stakeholder in hopes to be able to apply for grant monies to convert city vehicles to natural gas or propane. Stakeholders consist of individuals that work in the field of CNG/LPG, install equipment, operate converted equipment, or are looking into and tracking conversion data. Fleet maintenance has a meeting set up with LPG individuals to look at some of our equipment for quotes on conversion. Through information learned at the COCC meetings, staff has made the decision to hold off on conversions for a couple of more years. This is based on our ROI from our conversions; we need to convert vehicles running 35000 miles per year to which we do not have. We have chosen to wait and watch for the price of conversions to come down. We have also learned that UPS in Shawnee along with several other UPS locations in Ok and CO are converting all of their vehicles to propane.
KABOOM grant/YMCA partnership
• The YMCA is back in the running for funding on the KABOOM grant. As soon as a funding partner is found, the YMCA and the City will coordinate installation.
City Hall and Fire Stations Fire Alarm System
• Staff has received all estimates and given them to the Fire Department to apply for grants to install.
Red Cedar Local Emphasis Area
• Staff and one Commissioner has been working on a way to help private land owners remove red cedars from their property in order to make our effort of removing worthwhile. A LEA has been submitted through the NRCS office for grant funding for private land owners. More to come as we hear back.
Other Projects of Importance
• The YMCA received two grants through the Avedis Foundation. Staff will be helping implement these due to the involvement of City Property. Architects are working on drawings for one of the projects.
• Architects are working on the drawings for the new Lake Maintenance building that will be bid out soon.

EXPOSITION CENTER/Mike Jackson, Operations Manager
• July 27-August 2, National Junior Beefmaster Breeders Association Show, approximately 400 plus head of cattle, and 300 plus youth exhibitors
• throughout this seven day event, approximately 3,000 people attended the event
• August 9, Triangle Horse Sale, approximately 600 people attended this 1 day sale

PLANNING/COMMUNITY DEVELOPMENT/Justin Erickson, Director
Planning
• Staff met with developers to discuss potential future and current development projects.
• Staff attended a meeting with downtown merchants to discuss opportunities and concerns.
• Building inspections staff remain busy with a very high volume of permit requests and inquiries.
• Staff is reviewing development applications (building plans) for the Shawnee Marketplace project.
• Staff prepared materials for Planning Commission (August 6) and City Commission (August 4) meetings.
• Staff continues work on revising the City’s Subdivision and Development Standards.
• Staff is preparing application forms for the next round of Downtown Faηade grants.
• The Action Center is currently investigating the following complaints:
o Dilapidated Buildings: 32 active cases
o Derelict Vehicles: 3 active cases
o Junk/Trash: 10 active cases
o Tall Grass/Weeds: 141 active cases
FINANCE DEPARTMENT/Cynthia Sementelli, Finance
• Worked on SMA fixed asset
• Worked on General fixed assets
• Bank reconciliations
• Began Audit papers for auditors
• Prepared sales tax report
• Prepared budget amendments
• Worked on year end allocations
CITY CLERK’S OFFICE/UTILITY BILLING/Phyllis Loftis, City Clerk
City Clerk
• Preparation of agendas for City Commission & Authorities August 7, 2014 meetings.
• Preparation of minutes for August 7, 2014 City Commission and Authorities meetings.
• Filed 46 public nuisance liens with Pottawatomie County Clerk; filed 12 lien certifications with Pottawatomie County Treasurer.
• Delivered Ordinance and Resolution to Pottawatomie County Election Board.
• Normal routine duties including tort claims, management of archived records, research of records for staff and Commissioners, distribution of payroll, preparation of inbound/outbound mail, and overseeing insurance on vehicles and property owned by the City of Shawnee.
Utility Billing/Customer Service
• Zone 3 Cut-off July 30, 2014
• Zone 3 billing August 4, 2014
• Meter reader and billing staff training on new handheld meter reading devices August 5, 2014
• Kiosks totals for July, 2014: 259 users; $22,601.30 collected.
• 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 Remote VPN Router Replacements – PD Training / GC Tech location configured / scheduled for install
o TCM Imaging Solution Project – Attorney office template developed, working with vendor for TOP installation and City Clerk templates
o Unitrends Offsite Data Vault Project – Equipment on hand, installation pending
o Fiber Data Backup Network Deployment – Waiting for fiber optic cable delivery
o DataCove Email Archive Upgrade to V5 – Equipment installed, scheduling migration
o Mobile Device Management Deployment – MDM deployed on Fire mobile devices, testing remote app management and deployment
o Web Server Migration – Moving to virtual server after host final configurations completed
o License Plate Reader Server component –Web code for easy lookup / integration lookups left to do / Auto-Download file push to do
o Home Drive Storage migration – Equipment in place, migration by departments under way
o Brazos Citation Import for Global System – Solution installed, working through bugs with vendors
o GeoSafe Fire Mobile – Fire Hydrant data provided to vendor, waiting for deployment
o GeoSafe Police Mobile – Worked with vendor for Windows 8.1 GPS support, continued deployment
o GeoInfo Web App – Final code developed, need volunteer to use iPad to map/photograph murals, horses, etc
o Police AVL Solution – Geosafe deployed on majority of systems, PD Chief to dictate usage
o Police Mobile Vendor Change – Continued migration to new vendor machine by machine
o Global/Firehouse Interface – Changes to design criteria by Fire, new code being tested
o Airport Audio Logger System – System deployed and in use
o Ch3/30 Video Server Replacement – On Hold, scheduled later this year
o NSA 2600 High Availability VPN Router – Test configuration installed, currenting being tested
o Cradlepoint / Verizon Remote Connectitity – Device on hand, tested and final configuration for deploy
o XP System Migration – Migration / replacement continues
o LiveScan Replacement – Hardware on hand, vendor underspec’d system, waiting for updates
o Afix System VPN Upgrade – Working with Feds/State for final support for 64bit VPN
o Dispatch Center Move – Reviewing plans, concerns over critical wiring not priority
o Thin Client Deployment – Reviewed/tested with RDP, video, etc – need live field test next
o Continued desktop / laptop / Police mobile system replacements
o Resolved mulitple remote connectivity outages based on vendor issues
o Worked on continuing audio issues with vendor on Ch3 local PEG channel
o Produced various live and post video City Commission meetings
o Deployed new Utility Billing handheld devices and software
o Resolved AFIX system RAID HD failure
o Updated Ch3 City Reports and video scheduling
o Developed and configured Customer Service display monitor and slide configure for future deployment

FIRE DEPARTMENT/Dru Tischer, Interim Chief
Suppression
Responded to 186 emergency calls broken down by type below:
• Fires: 5
• Rescue & EMS: 139
• Hazardous conditions: 4
• Service Calls: 12
• Good Intent Calls: 20
• False Alarms: 6
• Overpressure Rupture, Explosion: 0
Fire Prevention
Plan Reviews
• None
New Construction Inspections
• None
Requested / Administrative Inspections:
• 6 various locations
Permits and On-Site Inspections
• 1 hood system
• 1 sprinkler systemt
Training
- Assigned Shift, Company & Individual Training:
o May Day and Search & Rescue SOG Training (All Shifts) (Jul - Aug)
o IAFC Conference @ Dallas TX (Underwood, Cooley) (8/13-16/14)
o Lieutenant Academy (Bertram, McLain, Laxson) (8/19-28/14)
o Fire Marshal Association of Oklahoma Conference (Anderson) (8/26-29/14)
o Annual Fitness Test (All Shifts) (9/2,3,8/14)
o Rope Rescue II Course (9/17-20/14)
o Child Passenger Seat Technician Training (Hotella) (9/18-20/14)

- Tentative Shift, Company & Individual Training:
o Air Management Drills (All Shifts)
o Emergency Vehicle Operations Refresher (All Shifts) (TBD)

- Training Chief Schedule:
o Meetings w/ Command Staff Re: Consultant Assessment
o Meet w/ EM and PD Re: Disaster Drill (7/31/14)
o IAFC Conference @ Dallas TX (8/13-16/14)
o Lieutenant Academy (Bertram, McLain, Laxson) (8/19-28/14)
o Firehouse Education and Training Seminar (9/23-26/14)

- Training Chief Activities:
o Conduct Air Management Course / Develop Air Management Policy
o Coordinate Agreement w/ WWT for the use of Federal Bank Building
o Update Medial Directors Contract
o Coordinate Fall Training Schedule
o Coordinate w/ EM Director Re: State-Wide Disaster Exercise
o 11 Probationary Fire Fighter Skills Training and Evaluation
o GEOSAFE / CAD / Firehouse iPad Deployment
o 2014 EMT Certification Renewals (6/30/14)
o FireHouse Administration / Quality Control
o Kaplan Fire and EMS C.E.U. Administration
o 24/7 Fire Course Administration
o N.R.E.M.T. - C.E.U. Program Administration
o Electronic Entry of Dept. Personnel Training Records to FireHouse
o Development Minimum Company Standards (3rd Quarter 2014)
- Medical Director Activities:
o EMS Skills Evaluation (TBD)

POLICE DEPARTMENT/Russ Frantz, Chief
Police
• Police reports: 227 / arrests: 93
Total Citations: 153 Handwritten Citations: 99 E-Citations: 54 Traffic Accidents: 27
Dispatch
• Dispatch managed 3,713 calls (Police/Fire/EMS calls dispatched only)
Accreditation/Lt. King, Accreditation Manager
• OACP State Accreditation Compliance and Standards
• ILEA school
CID
• 8 Cases Forwarded to CID for Review
• 2 Felony Cases Assigned / 0 Misdemeanor Cases Assigned / 1 Other Cases Assigned
• 5 Felony Cases Cleared / 0 Misdemeanor Cases Cleared / 3 Other Cases Cleared
• 4 Felonies Filed through DA’s Office
• 2 No Further Needed (NFN) Cases
• $0 Total Property Recovered
• 1 Pending Assignment (PA) Cases
• 1 Call Out
• 10 Assists with Patrol and Other Agencies
COP’s Grant Program
• A-One Conference
• Alcohol Sales Compliance meeting
• Sentinel Meeting with member for next meeting ideas, sending email etc…
• Schedule Santa Fe Home Coming event
• Registered Best Practices in Public Safety
• Registered Valor Training
• Registered Drive Sober Event
• Safe Corridor Meeting
• MATSC meeting
• School Media
• Assist with traffic stop: seized marijuana and one arrested
• Conducted face book surveillance
• Conducted two drug house related traffic stops
• Conducted drug house surveillance
• Prescription drug investigation from local pharmacy
• Participated in multiple agency drug trafficking investigation
• Assisted OKC Impact with search warrant, Shawnee residence searched
• SWAT training
• Emergency Management pre exercise meeting
• AC conference equipment assistance
• Surveillance on in progress drug deal
• Debriefed marijuana operation with OKC Impact
• Prepared and filed arrest warrant for suspect on Possession and Intent of CDS
• Assist OHP with organizing and executing a search warrant on residence
• Netted seizure of two pounds of marijuana and one pound of methamphetamine

Evidence
• Number of evidence items brought in: 36
• Number of evidence items released: 18
• Number of found property items taken in: 17
• Number of items submitted to the OSBI: 20
Staff
Police Officers - 59 / 1 Officers in FTO program/ 56 available
• Dispatch positions - 13 / 13 available for service / 4 in training status
• Animal Control Positions - 4 / 4 available for service
Animal Control
• Calls Responded: 116
• Animals Impounded: 53 / Animals reclaimed: 3 / Animals adopted: 1

Expires:10/18/2014

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Staff Activity Report for July 13 - 26, 2014
8/12/2014
CITY MANAGERS OFFICE/Brian McDougal, Manager
• Participated in the Greater Shawnee Area Chamber membership drive.
• Conference Call(s) regarding Shawnee marketplace.
• Attended the CMAO Summer Training Conference in Guthrie.
• Met with the Mayor to participate in the transportation committee to determine if a fixed transportation route will be feasible.
• Guest Speaker to Dr. Sharp public Administration Class at UCO.
• Met with volunteer Mr. Cash regarding landscaping around town.
• Met with John Ayers to begin the branding campaign.
• Several meetings regarding the status of COTS.
• Several meetings/telephone conferences regarding the A-OK Short line railroad punching through to McAllister.
• Met with YMCA Board chair and Interim Executive Director regarding their airport lease.

ENGINEERING/STREETS/TRAFFIC CONTROL/John Krywicki, Director
Engineering:
• Received FINAL PLAT for the Shawnee MarketPlace Development project and will review for adequacy. Shawnee Planning Commission will consider plat at their August 6th meeting. We are awaiting submittal of traffic signal plans for their main entrance south of Delta Cafι, and the upgrade plans for the traffic signals at the intersection between Whataburger and Delta Cafι.
• Plans for the Kwick Stop development on Kickapoo & 32nd Street have been approved.
• Panda Express Site plans approved by Engineering, and site prep construction work has started in the Walmart parking lot.
• Stone Creek Development on Acme Road has submitted a revised Drainage/Detention plan which is currently under review. Rough grading and dirtwork as begun onsite of the development on Acme Road north of MacArthur.
• Completed review of the Kickapoo Plans (Spur to Farrall) with Consultant (Poe & Associates), and we are awaiting for ODOT to schedule plan-in-hand field review meeting to go over any changes/revisions that ODOT may require.
• Held interdepartmental staff meeting with Engineering, Streets and Traffic Divisions
• Assisted numerous call in inquiries from citizens regarding floodplain issues, location of utilities, etc., etc.
• Main Street Streetscape Project design is substantially completed (no change), But, ODOT (Special Projects Div.) was not wanting them submitted nor will they review the plans until they officially are notified that the City has received their main street grant. Before we are allowed to advertise the project for bids, ODOT will have to review and approve the plans. Depending on the length and time of ODOTs review once they allow us to submit the plans, we may not be able to advertise the project for bids or have construction begin until after the first of the year (2015).
• Deer Field Estates (on Bradley just west of Elm Street): We had a meeting with the Developer and his Engineer to discuss the Citys drainage concerns and to go over other issues with their preliminary plat. As result of meeting, Developer will resubmit a revised Preliminary Plat and his Engineer will submit a detailed drainage/detention analysis taking into account the Citys requirements.
• Rehab Asphalt Streets Project (Haskel-Lemon Contractor): Work on Broadway from Federal to MacAthur has been completed. Work on Independence from Kickapoo to Broadway will begin after the intersection improvements at Kickapoo & Independence are completed on the Kickapoo Paving Project.
• MacArthur – Raley Dr. Relocation: Intersection is open both directions. Sidewalks and ADA ramps constructed on all four corners. Signalization equipment for new intersection scheduled to be installed July 17 – 18. Signalization equipment from the removed intersection has been salvaged and delivered to the Traffic Department yard at the City Public Works Facility on south Kickapoo.
• COS-PW-13-01 Sidewalk/ADA Handicap Ramps Project (Various Locations): Project has been bid and awarded to Parathon Construction. Concrete has been placed at the Bell and Highland intersection and the north side of the Union and Highland intersection. The ramps and sidewalks along Highland between Broadway and Union have been completed. City will direct Contractor to next begin ramps/sidewalk at Union & 11th Street.
• Vision Bank Property Channel Improvements: Vision Bank is installing concrete drainage channel improvements east of Harrison and south of 45th Street which will be able to carry the 100 year flood flows enabling other property in the immediate vicinity to be developed by Vision Bank. Contractor had cleared trees and brush from site, and last week has begun some rough grading and dirt work. This is a Private Project paid entirely (100% of the costs) by the Developer (Vision Bank), and once satisfactorily completed in accordance with the specs and plans, then the City will accept the project for ownership and future maintenance responsibilities.
• Wyndemere Addition: Public infrastructure (sewer, water, streets and drainage) had been completed and accepted by the City. Last week’s heavy rainfall caused some severe washing of dirt/soil into the streets that the Developer will be responsible for cleaning. The end treatments of the pipes serving the detention pond will need to be constructed as soon as weather permits.
• Communication Credit Union – Kickapoo and 45th: The drive approach on 45th and sidewalks along Kickapoo and 45th have been installed. The sidewalks and ramps meet ADA requirements.
• Rehab Concrete Streets Project: The Re-Bid of this project was awarded to S&J Construction in the amount of $466,725. By rejecting the sole bid from the first project letting ($568,000) and re-advertising the project, the City saved approximately $102,000.
• Water Main Looping Projects: Hwy 177 – GE to Leo 12” Loop: SMA originally planned to construct this project in-house but due to being short on manpower will be contracting the project out. Center St. From REACT building to Mark St. 8” loop: Construction plans 80% complete. 45th St. west of CVS 12” Loop: Working with SMA staff to confirm locations/sizes of existing lines to determine where the crossing of 45th needs to occur.
• FY 2014 -2015 SMA Water/Sewer Design Projects: Pipebursting: Quantities have been calculated for the Smoking Oaks/Bison/College View Additions.
• Water Rehab: SMA has requested that rather than replacing all waterlines in the Thompson Heights that the 8” lines between the new REACT building and Mark Dr. on Center Street be connected.
• Proposed Airport Restaurant Site: Met with City Manager, Airport Manager and Local Realtor to discuss Proposed Restaurant Site at the Shawnee Regional Airport which may be located south of the Terminal Building. We prepared some exhibits for realtor to aide in marketing the property.
• Turn Lane on MacAthur at Grove School: City Street Department has completed the right turn only lane into the Grove School facility. Completion of the turn lane, and the restriping of Bryan Street to allow for left turn only into the school facility off of Bryan, and, with Grove School changing their main drop off / pickup location to Bryan Street should alleviate some of the major traffic congestion we have been experiencing in the MacArthur-Bryan streets area in the immediate vicinity of Grove School.

EMERGENCY MANAGEMENT/Don Lynch, Director
• Registered 2 individual storm shelters
• Met with TAP Architecture representatives concerning dispatch remodel on 7/2
• Participated in FEMA Emergency Communications Coordination Working Group Conference Call on afternoon of 7/3
• Attended Board of County Commissioners Meetings on Monday afternoons 6/30, and 7/7
• Participated in OKWIN Governance conference call on Friday morning 7/11
• Coordinated with Motorola Project Staff on activities and project status on communications system upgrade
• Continued work on draft Emergency Operations Plan update.
• Worked on issues and tasks and answered several telephone calls concerning operations of the Safe Room/Storm Shelter Rebate grant program
• Developed and distributed department newsletter
• Attended Oklahoma Water Resources Board Dam Safety Planning Workshop in OKC July 9

UTILITY DEPARTMENT/Steve Nelms, Director
Water Treatment Plant (Staff of 10)
Average production: *MGD: 3.988 Last week: *MGD: 4.217
*MGD: Million Gallons Daily
• Pumped 772,223,000MG to date compared to 860,626,000MG for same period last year
• All lab hourly testing was completed.
• All cleaning and maintenance was completed.
Southside Wastewater Treatment Plant (Staff of 7)
Flows averaged: *MGD: 1.303 **BOD: 10 mg/l ***TSS: 31 mg/l
*MGD: Million Gallons Daily **BOD: Biochemical Oxygen Demand ***TSS: Total Suspended Solids
• Performed routine maintenance and testing on the plant
Northside Wastewater Treatment Plant (Staff of 7)
Flows averaged: *MGD: 1.674 **BOD: 2.1 mg/l ***TSS: 2.5 mg/l
*MGD: Million Gallons Daily **BOD: Biochemical Oxygen Demand ***TSS: Total Suspended Solids
• 175,500 gallons of bio-solids have been hauled for the month.
• Performed routine maintenance and testing on the plant
Water Distribution (Staff of 11)
Service Calls: 121, Main Breaks: 3, Leak Checks: 33, Cut-offs: 6, Reset Water Meters: 14, Service Lines: 3; Water/Sewer Line Locates: 667
• Worked on shop tickets, and service orders from customer service.
Valve Maintenance (staff of 3)
• Located/performed serviceability check on valves at 6 different locations
• Located/performed serviceability check on fire hydrants at 1 locations
• Performed annual fire hydrant flow testing at 21 locations
• Performed dead end flush at 78 different locations
Wastewater Collection (Staff of 7)
Sewer lines flushed: 46,975 ft. Flushed (year to date): 595,645 ft.
Total Service Calls: 62, Sewer Lines Checked: 59, Lift Stations Checked: 46 Emergency Sewer Calls: 2, Camera Lines: 0 ft., and Camera Inspections: 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 Plant’s 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 sent SRB more data from the hydrant flow loggers, and largest water users. Staff gathered and submitted data for the water tower study. Staff met with newly added Carollo Engineering staff to give them a tour of both wastewater plants on Thursday, December 12th, 2013. Staff is expected to receive the Water and Sewer Treatment Draft after Christmas, from SRB. Carollo Engineers emailed a draft report for the Water & Wastewater Treatment Plants. Staff is currently reviewing this report and will work with the Engineers to evaluate the plan. SRB met with City Commission on February 3rd, 2014 to give a progress report on the Master Plan. Staff completed review and mark-ups of water plant and wastewater plants draft plans and returned to SRB for updates. Staff sent draft master plan documentation including appendices that SMA staff is currently reviewing. Staff gave SRB more data including camera footage for the wastewater model. Staff met with SRB on Friday, March 14th and went over the preliminary draft of certain chapters of the Master Plan. Questionable sections were addressed and explanations were given for some items that were unclear. We await the remaining chapters for preliminary review. Staff met with SRB and Carollo Engineers to review some sections of the Southside Wastewater Plant that needs to be addressed in the master plan. Staff had training with SRB on Friday, April 11th over the Water Model. Staff with meet with SRB on Wednesday, April 23rd to have additional training over the Water Model. SRB gave a presentation to the City Commission on May 5th. SRB will be delivering the Wastewater Treatment Volume III (Final Draft) to the city commission on May 19th. SMA is currently reviewing the Volume II Water Distribution. SMA is reviewing the water distribution draft, and delivering the final draft to the city commission July 7th, 2014. SMA had a work session with the City Commission on Monday, July 14th, 2014 on the Water Treatment CIP, and the Water Distribution CIP. SMA will have a special call meeting work session again on Monday, July 28th, 2014 to discuss the Wastewater Treatment CIP and the Wastewater Collections CIP.
Repair and Restoration of the River Bank Failure at the WTP, including sludge removal- 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. Staff collected soil samples for SRB for the sludge lagoon project at the Water Treatment Plant. On January 14th, 2014 the Notice to Bidders will run in the newspaper, with the pre-bid meeting to follow on February 11th, 2014. SMA will open bids on February 18th, 2014. SMA received bid packets on January 17th, 2014. SMA opened bids on February 18th, 2014, and will award the project on March 3rd, 2014. Project was awarded to CP3 Enterprises on March 3rd, 2014. Estimated start date is April 10th, 2014. Contractors began work on Wednesday, April 9th with taking the sludge out of the Northwest side of the lagoon. Contractors have hauled a total of 300 semi-truck loads of sludge out of the South Lagoon. All sludge has been removed. CP3 has hauled in more heavy equipment and have started working on the river bank. Contractors have started putting down rip rap along the river bank in stages. Once the contractors get the rip rap along the river they will start building up the dam with more dirt, and put down more rip rap. A change order to the contract was approved by commission on July 7th, 2014 for additional quantities for the amount of $63,963.56. Nothing new to report other than the contractors have hauled more dirt to the dam.

AIRPORT/Keenan English, Assistant Airport Manager
• Oklahoma Airport Operators Association meeting was held July 17, 2014
• A lease between the City of Shawnee and Davis Martin Structures, LLC has been approved by the Shawnee Airport Authority
• The Airport is seeking estimates for railing replacements and floor treatment for the southern row of T-Hangars.
• The Airport is seeking estimates on spray foam insulation for Hangar 13.
• The airport is negotiating terms of a lease between the airport and Ag Aviation Services, a mechanic shop specializing in crop dusting aircraft repair and service.
• The Airport is currently collecting specifications, estimates, and financing options for a 10 unit T-hangar structure.
• The Airport has created an application and specification sheet for future private hangar development inquires.
• Oklahoma Aviation flight school has closed their operation at Shawnee Regional Airport. They still have main offices at Wiley Post Airport.
Fuel Sales
Fuel sales continue to steadily increase:
• June 2013 = 3,872.28 gal; Jet A 1,647.37 gal
• June 2014 = Avgas 3,842.29 gal; Jet A 4,290.51 gal
Airport Advisory Board
• July 16 2014 regular meeting cancelled.

PARKS/CEMETERY/EQUIPMENT SERVICES/James Bryce, Director of Operations
Parks Maintenance Division (Staff of 8)
• Daily Downtown cleanup route
• Daily Park cleanup and restroom cleaning in all Parks
• Mowing/Weed eating and spraying in all parks and ROWs
• Working on Monthly Park Inspections
• Center for Employment Opportunities has been weed eating intersections and the Lake area
Cemetery Division (staff of 4)
• 2 burial
• Mowing /weed eating/spraying
• Picking up flowers from Memorial day
• Daily trash pickup
• Preparing for internments
Central Garage (Staff of 6)
• General servicing and repairs to vehicles and equipment including Expo
• Processing new vehicles
• Working with insurance claims on wrecked vehicles
• Department services and repairs 238 vehicles, 206 pieces of equipment, and 4 boats
• 47 units in last two weeks with 60 total repairs
• EVT schools and testing
Shawnee Twin Lakes
• Boat traffic is picking up on Lake #1 on the weekends. The swim beaches are busy every weekend. New Lake building is being engineered and we hope to get under way with construction soon. Mowing has begun around the lake also.
Wes Watkins Reservoir
• Mowing has begun. Camping and swimming has picked up. Workers have also been doing some minor repairs to the sewer lines leaving the restroom facilities due to clogs.
Municipal Swimming Pool
• Demolition of the pool is almost complete. Soon you will see the rebuilding begin.
Auditorium Exterior Restoration and Window Replacement
• A punch list has been made and the contractor is working to complete it. The one window that was not replaced is on order and may take a while.
Certified Healthy Communities
• Staff will be working on getting together ordinances for the Commission to consider on storefront signage and no alcohol and tobacco advertisements at city sponsored functions. This is needed in order to qualify for the grant through TSET. This may be a while getting there. Mary Ann says TSET is looking into these two items and a possible problem with them.
Alternative Fuels
• Staff has joined up with the Central Oklahoma Clean Cities as a stakeholder in hopes to be able to apply for grant monies to convert city vehicles to natural gas or propane. Stakeholders consist of individuals that work in the field of CNG/LPG, install equipment, operate converted equipment, or are looking into and tracking conversion data. Fleet maintenance has a meeting set up with LPG individuals to look at some of our equipment for quotes on conversion. Through information learned at the COCC meetings, staff has made the decision to hold off on conversions for a couple of more years. This is based on our ROI from our conversions; we need to convert vehicles running 35000 miles per year to which we do not have. We have chosen to wait and watch for the price of conversions to come down. We have also learned that UPS in Shawnee along with several other UPS locations in Ok and CO are converting all of their vehicles to propane.
KABOOM grant/YMCA partnership
• The YMCA is back in the running for funding on the KABOOM grant. As soon as a funding partner is found, the YMCA and the City will coordinate installation.
City Hall and Fire Stations Fire Alarm System
• Staff has received all estimates and given them to the Fire Department to apply for grants to install.
Red Cedar Local Emphasis Area
• Staff and one Commissioner has been working on a way to help private land owners remove red cedars from their property in order to make our effort of removing worthwhile. A LEA has been submitted through the NRCS office for grant funding for private land owners. More to come as we hear back.
Other Projects of Importance
• The YMCA received two grants through the Avedis Foundation. Staff will be helping implement these due to the involvement of City Property. Architects are working on drawings for one of the projects.
• Architects are working on the drawings for the new Lake Maintenance building that will be bid out soon.

EXPOSITION CENTER/Mike Jackson, Operations Manager (No New Info Submitted)
• June 4-7, Bluegrass Festival, 800 people attended 4 day event
• June 6-8, Fullblood Limousin Alliance Cattle Sale/Show, 400 people attended 3 day event
• June 10-11, OG&E Meeting, 90 people for 2 day event
• June 14, Family Reunion, 32 people
IFYR 2014 as of 6/19/2014
• Contestants-847
• Contestant Entries-1,474
• States-29

PLANNING/COMMUNITY DEVELOPMENT/Justin Erickson, Director (No New Info Submitted)
Planning
• Staff met with developers to discuss potential future and current development projects.
• Project Update: Zoning Code Update. The Shawnee City Commission adopted a revised Shawnee Zoning Code on June 2, 2014. The new code is effective on July 2.
• Building inspections staff remain busy with a very high volume of permit requests and inquiries.
• Staff is reviewing development applications (building plans) for the Shawnee Marketplace project.
• Staff prepared materials for Planning Commission and City Commission meetings.
• Staff attended the City Beautification Committee Meeting on June 12.
• Staff attended a meeting concerning the creation of a Park Master Plan.
• The City condemned five structures on June 12.
• Staff is assisting in the coordination of major events for Downtown Shawnee.
• The Action Center is currently investigating the following complaints:
o Dilapidated Buildings: 38 active cases
o Derelict Vehicles: 6 active cases
o Junk/Trash: 8 active cases
o Tall Grass/Weeds: 121 active cases

FINANCE DEPARTMENT/Cynthia Sementelli, Finance
• Worked on SMA fixed asset
• Worked on General fixed assets
• Bank reconciliations
• Processed 366 PAA for new fiscal year
• Meet with Leza Shaw over budget
• Prepared documents for Leza Shaw
• Worked on CDBG
• Filed 425’s for CDBG
• Began Audit papers for auditors
• Prepared sales tax report
• Prepared budget amendments
CITY CLERK’S OFFICE/UTILITY BILLING/Phyllis Loftis, City Clerk
City Clerk
• Preparation of agenda for July 7, 2014 City Commission and Authorities meetings.
• Preparation of minutes for July 7, 2014 City Commission and Authorities meetings.
• Filed 35 public nuisance liens and 5 lien releases with Pottawatomie County Clerk; filed 9 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
• Zone 3 Cut-off July 2, 2014
• Zone 3 billing July 3, 2014
• 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 Installed Audio Recorder System For Airport to track airport usage.
o Install of 2nd Monitor for Airport Manager
o Installed Router at Airport to allow both the guest Wi-Fi and Pilot Lounge system to function.
o Restored Conductivity twice to Animal Shelter, once to replace a failed UPS and another time to reset Sonic Wall device
o Installed Guest Wi-Fi Device at the Unzner Center
o Trouble shooting printing issues at Unzner Center
o Build and replacement of SMA Engineering System
o Servicing of HR MFC Device
o Research in to CM MFC device for banner page, does seem to support desire results.
o Work with Vendors on Orders and quotes
o Printer Supply Processing
o ISA Server Hard Drive failure discovery and drive replacement
o Global Software Permission changes
o Setup of 4th Dispatch system for the City of Mcloud and the work related to it.
o ISA settings changes to allow Remote Access of HVAC system for contractors
o Download and setup of software for GIS work, i.e. Sketchup, Trimble software packages
o Work on Toughbook builds and roll outs
o Install of software for SMA new Trenching solution
o WSUS Server updates and approvals
o AFIX Updates performed and reviewed.
o ID Card Printing
o Police Video Server Updates to Watchguard software.
o Repair damage to LPR system for Police, caused by negligence/abuse
o Work on Rebuilding WSMobile55 after Hard drive failure
o HR support for their Database issues they created
o Setup of 2nd OLETS station for Dispatch
o Utility Kiosk support
o Review of Records reported requirement to have FireFox browser installed
o Geosafe AVL software updates

FIRE DEPARTMENT/Dru Tischer, Interim Chief
Suppression
Responded to 178 emergency calls broken down by type below:
• Fires: 6
• Rescue & EMS: 133
• Hazardous conditions: 3
• Service Calls: 7
• Good Intent Calls: 19
• False Alarms: 8
• Overpressure Rupture, Explosion: 0
Fire Prevention
Plan Reviews
• OBU- Geiger Center
• OBU- New Athletic Building
New Construction Inspections
• Sears
Requested / Administrative Inspections:
• 11 various locations
Permits and On-Site Inspections
• 2 open burn permit
Training
- Assigned Shift, Company & Individual Training:
• May Day and Search & Rescue SOG Training (All Shifts) (Jul - Aug)
• LEPC Exercise @ Tecumseh (Larman) (7/24/14)
• IAFC Conference @ Dallas TX (Underwood, Cooley) (8/13-16/14)
• Lieutenant Academy (Bertram, McLain, Laxson) (8/19-28/14)
• Annual Fitness Test (All Shifts) (9/2,3,8/14)
• Rope Rescue II Course (9/17-20/14)
- Tentative Shift, Company & Individual Training:
o Air Management Drills (All Shifts)
o Emergency Vehicle Operations Refresher (All Shifts) (TBD)
- Training Chief Schedule:
o Meeting w/ Battalion Chiefs (7/14/14)
o 30 Day Skill Evaluation (Cannon) (7/15/14)
o Nine Month Skill Evaluations (Scarberry, Seidl, Bickel) (7/16-22/14)
o Three Month Skill Evaluation (Williams) (7/24/14)
o Dispatch New Employee Orientation (7/24/14)
o Meet w/ EM and PD Re: Disaster Drill (7/31/14)
o IAFC Conference @ Dallas TX (8/13-16/14)
o Lieutenant Academy (Bertram, McLain, Laxson) (8/19-28/14)
- Training Chief Activities:
o Conduct Air Management Course / Develop Air Management Policy
o 11 Probationary Fire Fighter Skills Training and Evaluation
o GEOSAFE / CAD / Firehouse iPad Deployment
o 2014 EMT Certification Renewals (6/30/14)
o FireHouse Administration / Quality Control
o Kaplan Fire and EMS C.E.U. Administration
o 24/7 Fire Course Administration
o N.R.E.M.T. - C.E.U. Program Administration
o Electronic Entry of Dept. Personnel Training Records to FireHouse
o Development Minimum Company Standards (3rd Quarter 2014)
- Medical Director Activities:
o EMS Skills Evaluation (TBD)

POLICE DEPARTMENT/Russ Frantz, Chief
Police
• Police reports: 260 / arrests: 82
Total Citations: 118 Handwritten Citations: 71 E-Citations: 77 Traffic Accidents: 26
Dispatch
• Dispatch managed 3,274 calls (Police/Fire/EMS calls dispatched only)
Accreditation/Lt. King, Accreditation Manager
• Working on Accreditation files
• Assisting with CID
• Nuisance Alarms.
• Field Training Program.
• CJIS.
CID
• 23 Cases Forwarded to CID for Review
• 6 Felony Cases Assigned / 0 Misdemeanor Cases Assigned / 12 Other Cases Assigned
• 3 Felony Cases Cleared / 2 Misdemeanor Cases Cleared / 4 Other Cases Cleared
• 1 Felonies Filed through DA’s Office
• 1 Arrests Made
• 5 No Further Needed (NFN) Cases
• $0 Total Property Recovered
• 4 Pending Assignment (PA) Cases
• 1 Call Out
• 2 Assists with Patrol and Other Agencies
COP’s Grant Program
• Conducted face book surveillance
• Drowning Shawnee Lake
• Drug house surveillance
• Chief conference event
• Interviewed CI
• Taser Class
• Worked on affidavit for investigation
• Street level drug interdiction
• Five defendants charged, one felony warrant served
• Seized methamphetamine, marijuana and hash
• Honor guard detail for Deputy funeral
Evidence
• Number of evidence items brought in: 44
• Number of evidence items released: 26
• Number of found property items taken in: 26
• Number of items submitted to the OSBI: 28
Staff
Police Officers - 59 / 4 Officers in FTO program/ 54 available
• Dispatch positions - 13 / 13 available for service / 4 in training status
• Animal Control Positions - 4 / 4 available for service
Animal Control
• Calls Responded: 200
• Animals Impounded: 42 / Animals reclaimed: 5 / Animals adopted: 2

Expires:10/31/2014

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Residential Storm Shelter/Safe Room Rebate Program FAQ
6/2/2014
Residential Storm Shelter/Safe Room Rebate Program

Frequently Asked Questions


1.1 Q. What is the Residential Storm Shelter/Safe Room Rebate Program?
A. A program to provide a rebate for purchase and installation of storm shelters/safe rooms for Pottawatomie County homeowners.

1.2 Q. What does the program offer?
A. The program offers a rebate of up to $2,500 to homeowners who construct a storm shelter/safe room meeting FEMA standards at their home within Pottawatomie County.

1.3 Q. How many rebates will the program fund?
A. Current funding will allow for 208 storm shelters/safe rooms.

1.4 Q. How is the program funded?
A. The American Red Cross has provided funding for the program through the generous support of donors following the May 2013 storms.

Storm Shelters

2.1 Q. What is a storm shelter?
A. A storm shelter is a designed and engineered location which provides near-absolute protection from extreme wind events such as tornados.

2.2 Q. Am I 100% safe from a tornado while in a storm shelter?
A. To date, a wind event exceeding the maximum design criteria in the FEMA guidance has not been observed; however such an event may have occurred in the past or may potentially occur in the future. For this reason, the protection provided by storm shelters is called near-absolute rather than absolute. Source: FEMA-361, Design and Construction Guidance for Community Safe Rooms; p. 1-2.

2.3 Q. What is the difference between a storm shelter, a safe room, and a place of refuge?
A. For purposes of this program the terms storm shelter and safe room are interchangeable and refer to an engineered structure that meets FEMA criteria and provides near absolute protection from wind events. A place of refuge, however, is a location that is a place of last resort and provides only limited protection from the effects of an extreme wind event. Places of Refuge are not eligible for the rebate program.

2.4 Q. Which is better, an above or below ground storm shelter?
A. That depends on your particular preference and circumstance. Both were found to perform well in a review in the aftermath of the May 19th tornado.


Program Eligibility, Registration and Selection

3.1 Q. Who is eligible for the program?
A. Persons who are both the homeowner and resident of a single-family residence located within the Pottawatomie County. The residence where the storm shelter is installed must be the primary residence of the homeowner (no cabins, lake homes, guest homes, etc.).

3.2 Q. Who or what properties are NOT eligible for the program?
A. - Renters
- Secondary homes of a homeowner (rental properties, lake homes, cabins, etc.)
- Apartment complexes, duplexes, and other multi-family residences
- Businesses and commercial properties
- Any location outside of Pottawatomie County.
- Persons who already have installed a storm shelter at their home (with exception noted in 3.3 below).

3.3 Q. My home was destroyed by the May 19th tornado and I have already rebuilt and have included a storm shelter in my new home. Is it eligible for the rebate?
A. Yes. If your home was destroyed by the May 19th tornado and youve already installed a storm shelter in your new (replacement) home, it may be eligible for a rebate. All other requirements still are in effect, and in particular, the shelter must meet or exceed the standards as established in FEMA Publication 361 (and the vendor/builder must certify this).

3.4 Q. I own a second home where my son/daughter and their families reside in. Is it eligible for the rebate?
A. No. Only the primary home of a homeowner is eligible for the program. You must both own the home and live in it (as your primary residence) to be considered.

3.5 Q. My home was destroyed/damaged by the May 19th tornado, and I am rebuilding or have bought a home outside of Pottawatomie County. Am I eligible for the rebate?
A. No. Only storm shelters that will be installed inside Pottawatomie County are eligible for the program.

3.6 Q. My home was destroyed/damaged by the May 19th tornado, and I am rebuilding or have bought a home in another part of Pottawatomie County. Am I eligible for the rebate?
A. Yes. If the storm shelter/safe room will be installed inside Pottawatomie County, you are eligible for the program.

3.7 Q. How do I register for the program?
A. Registration will be an online process via the States SoonerSafe registration page, at www.soonersafe.ok.gov.

3.8 Q. I dont use a computer. How can I register for the program?
A. Computers are available for public use at the Shawnee Public Library. Also, you may come to the Emergency Management Office at Shawnee City Hall and an employee will assist you with registering.


3.9 Q. Can I mail or fax in a registration form instead of submitting it online?
A. No. Registration is only available online.

3.10 Q. What are the registration dates?
A. Registration for the program will begin on June 1, 2014, and continue through June 31, 2014.

3.11 Q. Why am I registering on a State of Oklahoma website for a City of Shawnee and Pottawatomie County program?
A. The State has been gracious to allow us to use their existing storm shelter registration system. This reduces the administrative cost to the program and allows for more funds to be expended in rebates. This also registers you for the States SoonerSafe program, increasing your chances of being selected to participate in a rebate program.

3.12 Q. Can multiple people in my household register for a rebate?
A. No. Only one person may register per physical home address.

3.13 Q. Does registering on this website mean that I will receive a rebate?
A. No. Registering ensures you will be considered for the program, but does not guarantee that you will receive a rebate.

3.14 Q. When will selection of program recipients be made?
A. A date for selection of recipients has not been set; however, selection will likely be made in late July or early August depending on how long it takes to verify requirements in the applications.

3.15 Q. How will recipients be selected?
A. Once all applications are vetted, it will be determined how many valid applications remain. We have funding for 208 rebates, so well screen the applications to determine which homes were destroyed by the May 19, 2013 tornado and apply those against the 208. If we have more than 208 qualifying applications we will have a computer program randomly pick applications until we have the 208. This will be known as Phase 1. If there are less than 208 qualifying applications in Phase 1, then we will screen the remaining applications for those homes that were damaged by the tornado on May 19. The same process will apply. If we have more applications than we have funding, well have a computer select, if we have fewer qualifying applications than we have funding, well award to all those qualifying. This will be known as Phase 2. If funding is still available after all qualifying applications in Phases 1&2 have been awarded, then well move to Phase 3 which will be all qualifying applications in the remainder of the county and the computer selection methodology described in Phases 1&2 will be applied. This selection methodology is based on keeping with requirements of the funds that were donated to the American Red Cross who is funding the program.

3.16 Q. Does anyone receive priority in the program?
A. Homeowners whose primary residences were destroyed or received damage in the May 19th, 2013 tornados will receive priority for selection. All other applicants will then be considered.

3.17 Q. I didnt get selected. Now what?
A. Those registrants not selected will remain in the State rebate program database, and will be eligible for future selection in that program.



For Those Selected

4.1 Q. I was selected for the rebate program. Now what?
A. Those selected for the program will have various verifications made by the program administration to ensure that the location is a viable place for construction of a storm shelter. Those verifications include checking that the location is not within a designated floodplain, isnt in a historical district or house, etc. Once those verifications are made, the program administrator will send each selectee a form for the participant to complete, sign and return. Upon receipt, the Program Administrator will send an approval package that contains all information needed for the applicant to begin the purchase and installation of a storm shelter.

4.2 Q. What kind of a storm shelter can I build? Above ground? Below ground? In my garage?
A. Any type of storm shelter may be constructed, so long as it meets or exceeds the requirements as established in FEMA Publication 361.

4.3 Q. Do I need a building permit?
A. If you live inside the City Limits of Shawnee Tecumseh or McLoud, the answer is yes. You or your contractor must receive a permit for construction of a storm shelter from the City prior to any installation. If you live elsewhere in the county, the answer is No.

4.4 Q. How long do I have to construct my storm shelter?
A. Applicants will have 45 days from the date of the approval letter to contract with a vendor for provision and installation of their storm shelter; and one year from the date of the approval letter to complete construction of their storm shelter, have it inspected and approved, and return all paperwork to the Grant Administrator.

4.5 Q. Is there a list of approved storm shelter vendors?
A. No. We suggest you choose your vendor based on the same principles you would use to choose someone to build or remodel your home. However, it is imperative that the vendor certify to you that their product meets or exceeds the criteria as established in FEMA Publication 361.

4.6 Q. Can I put a storm shelter in my front yard?
A. If you live in a city or town, please check with your local governmental officials for the answer. If you live in the unincorporated areas of the county the answer is yes.



After the Storm Shelter/Safe Room is Installed

5.1 Q. My storm shelter/safe room is in. What now?
A. Once your storm shelter/safe room has been installed, you need to have your vendor complete part of the Storm Shelter Completion and Rebate Request Form that you received in your approval packet. You also need to contact the Program Administrator for an inspection.

5.2 Q. What will the Inspector do?
A. The Inspector will be visually verifying that your storm shelter meets FEMA criteria and that it was installed to code. Hell also take a couple of pictures of the storm shelter and also determine the latitude/longitude (GPS coordinates) for the door.

5.3 Q. What else do I need to do to receive my rebate?
A. You will need to complete, sign, and return the Storm Shelter Completion and Rebate Request Form to the Program Administrator.

5.4 Q. When will I receive my rebate?
A. Once your completed form is received by the Program Administrator, the Administrator will verify that all paperwork is complete and take steps to issue your rebate.

5.5 Q. Do I have to pay for my storm shelter prior to receiving the rebate?
A. Yes. This is a rebate program.

5.6 Q. How much will the rebate be?
A. The rebate amount is for the actual cost of the storm shelter/safe room as shown on the paid invoice up to a maximum of $2500.

Using My Storm Shelter/Safe Room

6.1 Q. Do I need to register my storm shelter with the Emergency Management Department?
A. No. Emergency Management will receive a list of installations from the Program Administrator

6.2 Q. Is the storm shelter registry shared with the public?
A. No, we do not publish the storm shelter registry. (However, it is public information that may be requested via an Open Records Act request.)

6.3 Q. Am I required to open my storm shelter to the public?
A. No. This is your shelter, you determine who you allow into it.

6.4 Q. What maintenance do I need to do to my storm shelter?
A. In general, keep it clean and inspect it once in a while for proper operation of the door and vents, moisture, rust, etc. Your vendor may have additional information for your specific model and installation.


6.5 Q What should I do or take into the storm shelter with me when weather is threatening?
A. A short list might include:
- a flashlight
- a weather radio and perhaps a commercial broadcast (AM/FM) radio (and understand that reception may be poor due to the location and/or materials in the storm shelter)
- wear boots or other thick-soled shoes - remember, there may be only debris left when you leave the storm shelter
- water and snacks
- essential medicines
- a jack, come-along and chain, or other items that might assist in opening a damaged door.
It is recommended to keep much of this and other items in an emergency bag or go kit. Information and a full checklist of items may be found at www.ready.gov.

Taxation and Funding

7.1 Q. If I receive the rebate, will I have to claim it as income on my taxes?
A. No.

7.2 Q. If I build a storm shelter, can I claim any tax exemptions?
A. Yes. The Oklahoma Constitution provides for up to one hundred square feet of a storm shelter installed after January 1, 2002 shall be exempt from taxation.


Expires:12/31/2014

Add Comment

Comments:
DON LYNCH said...
Please refer to items 3.7 and 3.8 in the Frequently Asked Questions. Registration is online at www.soonersae.ok.gov
If you do not have computer access you can use the public computers at the public library in Shawnee or you can come by our office in the basement of Shawnee City Hall, 16 West 9th Street during normal business hours and register. Thanks for your question. DL
6/9/2014 10:47:00 AM
Jodi Stinson said...
Where do I get the registration form for the Storm shelter rebate program for Pott county?
6/7/2014 5:30:05 PM
Don Lynch said...
Let me clarify the response listed in the comments section. If you are already registered in the SoonerSafe program, we will get your listing. However, if you purchase and install a safe room/shelter prior to receiving a Notice of Award from our rebate program, you will only be eligible to receive a rebate if your home was destroyed by the May 19, 2013 tornado. Please see items 3.2 and 3.3 on the Frequently Asked Questions sheet. Thanks. DL
6/3/2014 7:34:24 PM
Don Lynch said...
Don Lynch, Emergency Manager Director says:

Yes. If they are already in the SoonerSafe program, we will get their registration. Thanks. DL

6/3/2014 2:59:16 PM
Dawna Mills said...
I am waiting on a shelter to be installed, no set date but on the list, do I qualify
6/3/2014 2:03:51 PM
Dawna Mills said...
If I''m already entered in the Soonersafe rebate do I need to do anything else?
6/3/2014 1:22:50 PM


Curbside Recycling webpage is now available.
2/19/2014
The City of Shawnee is proud to announce that we will be starting a curbside recycling program on March 03, 2014. More information can be found on our Curbside Recycling page. Please click the link below to view it:
Expires:10/1/2014
Link: http://www.shawneeok.org/PublicWorks/Sanitation/curbside.asp

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