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Welcome on Friday, December 26, 2014 to
www.Shawnee O K.org
The City of Shawnee Oklahoma

Welcome to the City of Shawnee Online City Hall. If you are a City of Shawnee Citizen, be sure to visit the Citizens Guide for quick access to information you need. If you are not a Shawnee Citizen check out the the Visitors Guide for Shawnee tourist information. View the latest City Report video below.

City Report Youtube Include - Displays most recent City Report


City Report: Saving Energy and Water

City Report Archive
Agenda30 - Meetings in the near future

News/Press Release Headline Include
Current News/Information
Commands: Show Headlines Only | Show All News

Christmas Parade Replay Nightly at 6pm
12/12/2014
The Shawnee Downtown Christmas Parade from December 4th, 2014 as organized by Save Events for Families will replay nightly at 6pm - 7pm on local cable Ch3 and streaming at http://www.ShawneeOK.org/Live for your viewing unless preempted by other broadcasts such as City Commission Meetings. If you missed the live parade or want to learn more about the parade entries and activities catch up from the podium view.

Expires:12/31/2014

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City Commission Tasks Justin Erickson for Interim City Manager Duties
12/10/2014
Mr. Erickson has been the Citys Community Development Director since August 2008 and will fill in as the Manager until a replacement is found by the City Commission.

The Commission also discusses the future process of searching for a new Manager in this meeting.

View the Video Here
Expires:12/31/2014

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Where’s the Fire?….. Hydrant
12/3/2014
Whats on the Web? Fire... Hydrants...

One of those odd questions you sometimes get from you homeowners or renters insurance is something like “is there a fire hydrant within 1000 feet of your home”. Maybe you remember that closest fire hydrant from driving around your neighborhood but maybe not. The Shawnee Fire department has made it easy to find out just that information with their online Fire Hydrant Lookup feature. Just take a click break over to http://www.ShawneeOK.org/Fire and follow the “Hydrants” link at the top. There you can plug in the address in question and search for any local hydrants.

All addresses may not map and locations for both addresses and hydrants may be approximate but it most likely will answer that 1000 foot or less question for you in no time. That’s what’s on the (Fire) web!

What’s on the Web is a short little review of what type of information you can find on the City of Shawnee’s website at http://www.ShawneeOK.org/

Expires:1/31/2015

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Winter Weather – After the Storm
11/12/2014
The aftermath of a winter storm can have an impact on a community or region for days or weeks. Here are some tips to be ready for a winter storm or extreme cold:

- Minimize outside activities. The elderly and very young should pay particular attention to not overexert themselves while shoveling snow or doing other outdoor tasks. The strain from the cold and the hard work could cause a heart attack.

- Dress in several layers of loose-fitting, lightweight clothing, rather than a single layer of heavy clothing. Outer garments should be tightly woven and water repellent. Wear a hat, mittens and sturdy waterproof boots, protecting your extremities. Cover your mouth with a scarf to protect your lungs.

- Excessive exposure can lead to frostbite, which is damaging to body tissue that is frozen. Frostbite causes a loss of feeling and a pale appearance in extremities, such as fingers, toes, ear lobes or the tip of the nose. If symptoms are detected, seek medical help immediately.

- Hypothermia can occur in extreme cases. The warning signs are uncontrollable shivering, memory loss, disorientation, incoherence, slurred speech, drowsiness and apparent exhaustion. If the persons temperature drops below 95 degrees, seek immediate medical care.

- If you lose your heat, seal off unused rooms by stuffing towels in the cracks under the doors. At night, cover windows with extra blankets or sheets.

- Food provides the body with energy for producing its own heat. Make sure you have plenty of high-energy foods on hand. It is important to also have 1 gallon of drinking water per day for each member of your household. At least a 3-day supply of food and water is recommended.

- Also, consider your pets and livestock. They will need extra food and drinking water and shelter to help them stay warm as well.

Be a good neighbor. Check with elderly or relatives and friends who may need additional assistance to ensure their safety.

Most importantly is to stay warm and stay Safe!

Expires:2/28/2015

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Winter Weather - KNOW the Lingo!
11/12/2014
It’s always good to “know the lingo” and with winter weather on the way knowing these terms is important as well. Maybe these are obvious to those who have endured years of Oklahoma winter fun but maybe not to all, especially our new friends that have recently moved here from milder climates. So read up and next time youll know for sure what all the Winter Lingo means.

Freezing Rain: rain that freezes when it hits the ground, creating a coating of ice on roads, walkways, trees, and power lines. | Seriously, it sticks to EVERYTHING!

Sleet: rain that turns to ice pellets before reaching the ground. Sleet also causes moisture on roads to freeze and become slippery. | It stings when it hits your face too.

Winter Storm Watch: a winter storm is possible in the area. Tune to NOAA Weather Radio, commercial radio, or television for more information. | Means it could happen… and usually does.

Winter Storm Warning: a winter storm is occurring or will soon occur in the area. | Means it’s on the way here.. but you’ve already did your winter preparation right? 

Blizzard Warning: sustained winds or frequent gusts to 35 mile per hour or greater and considerable amounts of falling or blowing snow (reducing visibility to less than a quarter mile) are expected to prevail for a period of three hours or longer. | Means it is hear, it is cold and it is windy, welcome to Oklahoma winter!

Frost/Freeze Warning: below freezing temperatures are expected. | Means to cover your plants and take care of your pets, it’s getting cold.

Now you know! :-)
Expires:2/28/2015

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Winter Awareness - Safe Motoring is Key!
11/12/2014
It’s Winter Awareness Day on November 12th, 2014 so guess that it is quite fitting it is COLD today.

Lets talk Winter Weather and how “Safe Motoring” is Key!

Make sure your car is properly tuned up and in good working order and that all fluids are filled to the proper levels.
Listen to winter weather advisories. Don’t get out unless absolutely necessary during inclement weather.

If you must travel during inclement weather, travel on main roads during the day and always allow more time for your travel due to wet, icy, or snow packed roads.

Slow down to allow more time for travel, keep a safe distance when driving behind other vehicles and snow plows. Remember to stay clear of the plow’s blind spots.

Buckle up. Wearing a seat belt is one of the easiest safety precautions you can take.

Have a travel agenda and let someone know the agenda, when you depart, where you are along your expected travel route, and when you have arrived at your destination.

Keep your fuel tank as full as possible at all times.
Keep a cell phone with a fully charged battery with you along with extra batteries and a charger.

Have an emergency supplies kit in your car including items such as:
• Blankets
• Extra layers of clothing
• First Aid Kit and Fire Extinguisher
• Gloves, winter hats, masks, parkas, heavy socks, and boots
• Candles with a can type base and matches (lighters don’t always work in extremely cold conditions)
• High energy foods, water, medications, and tissue paper
• Flashlights and extra batteries
• Shovel and ice scraper
• Small bag of sand or kitty litter for generating traction under vehicle wheels
• Miscellaneous tools (pliers, wrenches, screwdrivers pocket knife, tire chains, booster cables, tow ropes, gas line antifreeze

If you become stranded:
• Stay with your vehicle
• Keep the exhaust pipe clear of snow
• Run the engine and heater about ten minutes every hour to keep warm. When the engine is running, open an upwind window slightly for ventilation and do not go to sleep while the engine is running
• Tie a bright red or orange cloth to the radio antenna to signal help is needed
• Exercise to maintain body heat but avoid overexertion.
• Be careful not to waste battery power but periodically turn inside lights on at night so work crews or rescuers can see you.
• Sound three long blasts on your vehicle’s horn ten seconds apart, every 30 minutes

Be SMART, Be SAFE and Stay WARM this winter!

Expires:2/28/2015

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City Hall Closed Weds and Friday, 12/24 and 12/25 for Christmas
11/12/2014
City Hall and administrative offices will be closed on Wednesday, 12/24 and Thursday 12/25 for Christmas. Offices will be open on Friday 12/26 for business.

Have a Safe and Merry Christmas this year!
Expires:12/28/2014

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Winter Weather Preparation Time is Now
11/5/2014
Winter weather will be here before we know it and it presents many safety challenges. Although staying indoors as much as possible can help reduce the risk of falls on the ice or traffic crashes, you may also face potential indoor hazards.

Being prepared and following safety precautions can help you stay safe and warm through the winter season. These simple, low-cost steps that individuals and families can take to be ready include setting aside emergency supplies, making a family emergency plan and staying informed about local conditions.

Additional winter safety tips include:

- Keep space heaters at least three feet from other objects and never leave space heaters unattended.
- Test all smoke and carbon monoxide alarms to make certain they are working properly.
- During a power outage, use flashlights as lighting sources.
- Avoid exertion as cold weather puts extra strain on your heart. Remember to stay hydrated as well.
- Make sure your home address is visible and take a few minutes to clear snow away from fire hydrants.
- When utilizing alternate heating sources, such as your fireplace, woodstove or space heater, take the necessary safety precautions.
- Keep a fire extinguisher handy; ensuring everyone knows how to use it properly.
- Use portable generators cautiously. Make sure they are operated only out-of-doors in a well ventilated area. Refuel a generator only after it has cooled. Do not connect your generator to your home’s electrical system except through an approved transfer switch installed in compliance with the local electrical code.

Be smart, get a head start!

Expires:2/28/2015

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What’s on the Web? Lets talk about Jobs at the City
10/17/2014
What’s on the Web?

This time let’s talk about: Jobs at the City

The City of Shawnee is constantly looking for qualified applicants to join our “City Family” and help take care of our citizens.

Are you looking for a career? Or maybe someone you know is? All job openings with the City are posted on… guess where? Correct, the web.

Our Human Resources page lists all the current job openings within the City including a job description, starting pay range, job functions, etc.

You can even, and should even, complete an application for the job you want on the website using the fillable PDF form. This makes your information flow much easier into the HR tracking system.

Sure you don’t want to have to check the website every day for new job openings so sign up for email notification when a new job is posted!

Looking for a City job, it’s http://www.ShawneeOK.org/JOBS to get there.

And that’s “What’s on the Web”

----------------------------------------------
What’s on the Web is a short little review of what type of information you can find on the City of Shawnee’s website at http://www.ShawneeOK.org.


Expires:12/31/2014

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Looking for a Pet or New Friend? Shawnee Online Shelter is ONLINE
10/13/2014
Sometimes it happens, your favorite little pet got out of the fence and got away. Or maybe you are just looking for a new friend to keep you company?

Now you can see the animals in the Shawnee Animal Shelter without having to make the trip out there or wait for a rescue group to post pics. The Shawnee Online Shelter is up and running showing you the pics and information of the current animals in he shelter.

Check it out at http://www.ShawneeOK.org/AnimalShelter anytime, any place. If you are using your phone try http://www.ShawneeOK.org/M/AnimalShelter to use the mobile site.
Expires:12/31/2014

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Staff Activity Report for September 7 - September 20, 2014
10/8/2014
CITY MANAGERS OFFICE/Brian McDougal, Manager
• Attended the International City Managers Association Conference in Charlotte NC.
• Met with City Attorney and Staff regarding the Citizen Potawatomi Nation detachment request.
• Attended the COEDD regular quarterly meeting.
• Attended the SEDF regular monthly meeting. Presentation by Tom Miller regarding our new Geographic Information System (GIS) manager.


ENGINEERING/STREETS/TRAFFIC CONTROL/John Krywicki, Director
• Met with Superintendent of Shawnee MarketPlace Development Project to go over Shawnees bonding requirements for maintenance bond(s) submittal to get City to accept improvements once they are completed. Also spoke with him about main entrance and intersection (traffic signal) improvements, and that we are still waiting on final design plans for the signal improvements to both entrances.
• Met with Rick Austin and his Engineer (Crafton-Tull & Associates) to go over previous plans for the Woodsong and Woodsong Garden subdivisions. Mr. Austin has purchased the property associated with phase 3 of those projects and is looking at changing the layout that was presented several years ago when those properties were preliminary platted.
• Engineering Dept. Staff has been mapping the tracts of land requested to be de-annexed by the CPN. CPN submitted petition with 43 legal descriptions of separate tracts of land that they have control over.
• Stone Creek Addition (Acme Road), we have stopped all review and comments on submitted improvement plans until de-annexation issue is decided by City Commission. Developer has petitioned his property to be de-annexed from the City.
• Vision Bank Channel Improvements have come to a halt while the property owner and their Engineer explore other options available to realign the channel differently.
• Deer Field Estates: Planning and City Commission approved the Preliminary Plat, and staff are still awaiting submittal of their waterline, sanitary sewer, paving and drainage plans for our review that is required. Also, awaiting submittal of their storm water / detention calculations and construction plans from developers Engineer.
• Got letters to OG&E as official requests from the City for proposals for decorative lighting project(s) on our Main Street Streetscape Project and around our completed Airport Trails Facility Project. This coming week, we will also get out two additional letters for our Kickapoo Street Paving Project (MacArthur to Midland) and for the private development of Shawnee MarketPlace Development.
• Main Street Streetscape Project: Have met with Downtown Task Force Committee and the Downtown Merchants Association for input to design elements of the project. Also, have submitted 90% design complete plans to ODOT for their review and comments, and we have provided all City Commissioners same for their review and comments.
• Kickapoo Paving Project (Spur to Farrall); we held plan review meeting with ODOT (various divisions) for their comments on Tuesday, Sept 23rd. We will cause the plans to be revised to address their changes and comments, and then have prepared a detailed construction cost estimate based on the design plans to date. Next step after getting true accurate costs for entire project, and broken down into phases, will be to meet with ODOT officials to discuss funding and levels of participation that can be realized.
• Traffic congestion we have been experiencing in the MacArthur-Bryan streets area in the immediate vicinity of Grove School.


EMERGENCY MANAGEMENT/Don Lynch, Director
• Coordinated with Tom Miller to obtain GPS coordinates for shelters located the county for COEDD
• Registered multiple private storm shelters in database
• Prepared drought report for County Commission Meeting
• Turned in and recorded numerous 911 remittance checks
• Attended LEPC meeting and conducted treasurer’s report
• Attended Board of County Commissioners Meetings on Monday afternoon Sept. 8 and 15
• Participated in OKWIN Governance conference call on Friday mornings August 29 and Sept. 5
• 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
• Attended City Commission meeting on evening of September 15.
• Met with Daniel Shaughnessy to develop video segments on LEPC for Channel 3
• Met with representatives of U.S. Department of Labor and Workforce Oklahoma on Sept. 16 to provide information on grants management on temporary help we received
• Met on morning of Sept. 18 with Mindy Wood of Shawnee Magazine on article for October edition of the magazine
• Conducted weekly tests of outdoor warning devices.
• Worked on development of scenario and Master Sequence of Event List for Earth Wind and Fire 2014 Exercise



UTILITY DEPARTMENT/Steve Nelms, Director
Water Treatment Plant (Staff of 10)
Average production: *MGD: 3.855 Last week: *MGD: 4.658
*MGD: Million Gallons Daily
• Pumped 1, 018,494,000MG to date compared to 1,862,000MG 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: 1.143 **BOD: 9 mg/l ***TSS: 7 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: 1.481 **BOD: 2.0 mg/l ***TSS: 2.8 mg/l
*MGD: Million Gallons Daily **BOD: Biochemical Oxygen Demand ***TSS: Total Suspended Solids
• 286,500 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: 116, Main Breaks: 1, Leak Checks: 44, Cut-offs: 8, Reset Water Meters: 7, Service Lines: 2; Water/Sewer Line Locates: 358
• Worked on shop tickets, and service orders from customer service.
Wastewater Collection (Staff of 7)
Sewer lines flushed: 56,025 ft. Flushed (year to date): 802,395 ft.
Total Service Calls: 78, Sewer Lines Checked: 74, Lift Stations Checked: 55 Emergency Sewer Calls: 4, Camera Lines: 0 ft., and Camera Inspections: 0
Valve Maintenance (staff of 3)
• Located/performed serviceability check on valves at 13 different locations
• Located/performed serviceability check on fire hydrants at 56 locations
• Performed annual fire hydrant flow testing at 1 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 had a special call meeting work session again on Monday, July 28th, 2014 to discuss the Wastewater Treatment CIP and the Wastewater Collections CIP. SMA will have a special call meeting work session again on Tuesday, September 23rd, 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. 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
• Hangar 13 project is complete. Project consisted of spraying new foam insulation on the ceiling covering 6,400 sq ft
• The airport is currently working on a contract with the USDA for wildlife management services.
• New pedestrian doors installed in maintenance hangar
• The Airport is currently collecting specifications, estimates, and financing options for a 10 unit T-hangar structure.
• Air Show scheduled for October 4th, 2014.
• International Cessna 140 Association conference will be held October 8 - 12
Fuel Sales
Fuel sales continue to steadily increase:
• August 2013 = Avgas 3,278.41 gal; Jet A 1,223.99gal
• August 2014 = Avgas 3,632.01 gal; Jet 2,998.27 gal
Airport Advisory Board
• AAB meeting was held on Sept. 17, 2014.
• Board recommended the edited contract with Lochner Aviation Services to apply for NPE funding to finance Airport lighting project at the September 17th AAB meeting.



PARKS/CEMETERY/EQUIPMENT SERVICES/James Bryce, Director of Operations
Parks Maintenance Division (Staff of 8)
• Daily Downtown cleanup route
• Routine maintenance on buildings
• 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)
• 2 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 71 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
• Currently the facility has a Lake Ranger, Part time grounds keeper, Park Manager, and a part time janitorial person for the weekends. Camping and daily use has slowed downed.
Municipal Swimming Pool
• Demolition of the pool is complete. Ground prep work has begun along with some forms for concrete being built. Trusses and other supplies have been ordered, plumbing for the bath house is going good, mason work has been started. The next contractor meeting will be October 23rd.
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.
Parks Master Plan
• Shafer, Kline, & Warren, Inc. is going through the information collected the three days they were here to compile the questions for the survey. Information will be in next week for the Steering Committee to look over.



EXPOSITION CENTER/Mike Jackson, Operations Manager
• September 9, FCCLA Conference, Conference Center, 250 people
• September 10-13, Baptist Campers on a Mission, Grandstands East & West 32 rigs, 64 people for 4 nights
• September 11-14, Circle L Productions Barrel Racing, Fred Humphrey Pavilion 460 Barrel Racers, approximately 960 people per day for 4 day barrel race
• September 13, Canadian Valley Electric Coop Annual Meeting 1800 people
• September 13-14, Oklahoma JR High School Rodeo, Grandstands Arena 125 contestants, 375 people per day for 2 day rodeo
• September 16, St. Anthony’s Pal, Conference Center, 80 people
• September 17-20, Spinning Spools Quilt Show, Conference Center Approximately 300 people per day for the 4 day show
• September 20, SC&CDA Board Meeting
• Board accepted bid of Dunlap Construction for repair of horse stall panels and gates Guest at board meeting was Cindy Bowling owner of Triangle Horse Sale and Jim Ware from Weatherford, TX, Cindy Bowling who has been owner of Triangle Horse Sale for 30 plus years and has had the sale at the Expo as long as well made the announcement that Jim Ware has purchased Triangle Horse Sale and ownership will take over at the January Sale



PLANNING/COMMUNITY DEVELOPMENT/Justin Erickson, Director
• Staff met with developers to discuss potential future and current development projects.
• Staff prepared materials and presented information at the September 15 City Commission meeting.
• Building inspections staff remain busy with a very high volume of permit requests and inquiries. Several major commercial projects are underway, including the following projects:
o Shawnee Marketplace;
o OBU Dormitory, Thurmond Hall remodel, Nursing Building;
o New restaurants: Chick-fil-A; Qdoba Grill, Panda Express; and
o St. Anthony Hospital expansion.
• Staff is working to implement sidewalk and trail improvements at several locations in the City.
• Staff continues work on revising the City’s Subdivision and Development Standards. This initiative is expected to be complete in 2015.
• The City has opened the fourth round of the Downtown Faηade Grant program. Applications are due October 20. The program provides up to $2,500 in matching funds to individuals seeking to improve the front faηades of their building in historic downtown Shawnee.
• The Action Center is currently investigating the following complaints:
o Dilapidated Buildings: 34 active cases
o Derelict Vehicles: 6 active cases
o Junk/Trash: 12 active cases
o Tall Grass/Weeds: 65 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 meetings.
• Preparation of minutes for 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
• Zone 1 billing
• Zone 2 cut-off
• 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 deployed and working
o Animal Control VPN migration to cellular – CradlePoint modem deployed and functioning
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, Public Safety Server room installation in progress, IT Server room 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 – Virtual server configured, migration pending
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, still 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 – Canceled project, SMA GIS is doing similar work at this time
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 Video Server Replacement – Scheduled review later this year
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, now another vendor says they need 32bit :-/
o Dispatch Center Move – Plans reviewed, IT only responsible for CAD network and systems, waiting for next action
o Animal Shelter Photo Display cloud app – App developed, testing by Animal Control, PD Admin
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 Emergency Operations Center Dashboard – Cloud application completed by IT and deployed in EOC displaying GeoSafe, Fire Dashboard, Weather, and basic web cameras
o MobileServer Server Migration – Need new server/virt to handle NetMotion and GeoSafe services, in planning stages
o GIS Map Publication Points – Internal use of hosted GIS services in use, need to publish this data for public use, end user cloud app for managing publication points for easy citizen access



FIRE DEPARTMENT/Dru Tischer, Interim Chief
Suppression
Responded to 197 emergency calls broken down by type below:
• Fires: 8
• Rescue & EMS: 142
• Hazardous conditions: 3
• Service Calls: 10
• Good Intent Calls: 23
• False Alarms: 11
• Overpressure Rupture, Explosion: 0
Fire Prevention
Plan Reviews
• None
New Construction Inspections
• 2 various locations
Requested / Administrative Inspections:
• 8 various locations
Permits and On-Site Inspections
• 4 various locations
Training
- Assigned Shift, Company & Individual Training:
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 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 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
- Medical Director Activities:
o EMS Skills Evaluation (TBD)



POLICE DEPARTMENT/Russ Frantz, Chief
Police
• Police reports: 227 / arrests: 80
Total Citations: 187 Handwritten Citations: 80 E-Citations: 107 Traffic Accidents: 21
Dispatch
• Dispatch managed 3,550 calls (Police/Fire/EMS calls dispatched only)
Accreditation/Lt. King, Accreditation Manager
• Maintaining Accreditation Files.
• Field Training Program.
• CJIS.
• CID duties.
CID
• 43 Cases Forwarded to CID for Review
• 11 Felony Cases Assigned / 0 Misdemeanor Cases Assigned / 3 Other Cases Assigned
• 11 Felony Cases Cleared / 0 Misdemeanor Cases Cleared / 5 Other Cases Cleared
• 6 Felonies Filed through DA’s Office
• 16 No Further Needed (NFN) Cases
• $260 Total Property Recovered
• 6 Pending Assignment (PA) Cases
• 1 Call Out
• 4 Assists with Patrol and Other Agencies
COP’s Grant Program
• Conducted drug house surveillance
• Prepared multiple search warrants returns
• Lowes Picture of Range and Gym
• City Commission Meeting
• Conducted face book surveillance
• SPD firearms training
• Interviewed informants
• Safe Corridor meeting
• MATCS meeting
• Interrogatories responses and discovery evidence collection for distribution and forfeiture case
• Meeting with ADA to prep for court
• Met with Fire and EMG management for upcoming scenario
• Sort and categorized evidence for child pornography case
• Schedule next week Sentinel Training at Airport
• Prepared search warrant for cell phone
• Conducted face book surveillance
• Conducted drug house surveillance
• VALOR training
Media Homicide
• SWAT training
• Met with CID for Seminole State College incident
• Processed phone downloads
• Tecumseh meeting for Officer to assist Drive Sober event
• Searched residence and recovered indoor marijuana grow
• Scheduled National Take Back Initiative
• Drive Sober or get pulled over event
Evidence
• Number of evidence items brought in: 44
• Number of evidence items released: 12
• Number of found property items taken in: 18
• Number of items submitted to the OSBI: 22
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: 60 / Animals reclaimed: 13 / Animals adopted: 0

Expires:12/31/2014

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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

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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

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Be sure to check on the necessary permits and licenses. Call the Code Enforcement Division at 405-878-1666 if you have questions regarding City Building Codes. Zoning issues are handled by the Community Development Division 

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