Staff Activity Report for Sept 29 - Oct 5, 2013 THIS NEWS ITEM EXPIRED 12/11/2013 AND IS NO LONGER ACTIVE AND MAY NOT REFLECT CURRENT INFORMATION! THIS INFORMATION IS FOR ARCHIVAL PURPOSES ONLY!
10/11/2013 CITY MANAGERS OFFICE/Brian McDougal, Manager
Conducted bi-weekly department head meeting.
Attended the YMCA board meeting.
Met with and industry partner regarding bringing a statewide event to Shawnee.
Attended the Eastern Red Cedar Committee meeting.
City Managers Association of Oklahoma board meeting conference call.
Lunch with Mike McCormick.
Met with Jim Kinnamon and the Shawnee Proud group to discuss homeless camps.
Prepared agenda for October 7, Commission meeting.
Met with bci communications to discuss service improvements and challenges.
Discuss PCDA water rates with City Clerk and Finance Director.
Met with Workforce Oklahoma, Shawnee School superintendant, Seminole School Superintendant and SEDF regarding Career Pathways for our middle school and high school citizens.
ENGINEERING/STREETS/TRAFFIC CONTROL/John Krywicki, Director
No changes this week
Federal Street Bridge Repair Project: PBx completed the bridge deck formwork last week and this week will be placing all the steel reinforcement bars and tying them together. Concrete is scheduled to begin being placed on Friday, September 27th. Work is approximately 90% complete, with about 3-4 weeks of work left to complete. They also completed hanging the support A frames to the bridge that will be used by ONG and SMA to support their gas lines and water lines respectively.
Airport Trails Project: Bishop Paving has completed the additional drain pipe in the Japanese Garden area. Final as-built quantities have been completed by our Construction Inspector, and they differ somewhat between what the Contractor has measured and turned in. We have a meeting scheduled for next with Bishop Paving to resolve the quantities and cost dispute.
ADA Sidewalk and Ramps Project: All Roads has been working on the ramps at the intersection of 10th and Union. This is an ongoing project whereby we move the contractor to various intersections where sidewalks are located but do not have any accessible handicap ramps. The City is required to install these ADA ramps at locations where street paving work has taken place if there are not any ramps at that specific location(s).
Bell Street Streetscape Project from Farrall to 7th: All Roads has everything addressed as for their contract except for the lighting at Farrell, which they have a sub TLS working on this. Once the lighted poles are relocated they will have all of their work done. OG&E has set all the night light poles and will be working on making connections Tuesday and Wednesday of this week. They seem to think they could be complete by Friday. Shawnee Mill is concerned about the light poles across from their dock, this is where semis back into the dock and they use all of the area to back into the dock. They want us to install some pipe bollards to protect the poles, need to know if this is something we want to address before one of these poles get hit by a semi.
City Hall Parking Lot Improvements: Parking lot is 100 percent complete and opened to use. Staff will be determining final as-built quantities of work for final payment determination to Contractor. Staff has determined that only City vehicles not taken home that are used on a daily basis all day long will get a reserved parking lot, all other employees and City vehicles will need to utilize the newly built parking lot on the southeast corner of Beard & 10th Street.
Concrete rehab on Independence Street: Construction 100% complete. Staff has completed measuring final as-built quantities for final payment to Contractor and have given those results to the Contractor for comparison. City always holds back 10% of payment as retainage until project costs are finalized and project accepted by the City. Anticipate taking this project forward for final acceptance to the City Commission at their October 21st City Commission meeting.
Wyndemere Place Addition Project: We received the paving and drainage plans for this proposed subdivision that will be built south of MacArthur Street just west of Bryan Street, and have completed our review, and have sent comments to the Developers Engineer for corrections.
Shawnee Mission Plaza Project: We received all the documentation and hydraulic analysis supporting a request for a Letter of Map Revision (LOMR) to FEMA for the project just north of the Sonic and south of Popeyes Chicken on north Kickapoo. We completed our review and concur with the findings, thus, have executed the Community Acknowledgement form and given to Developers Engineer. Developers Engineer has sent all the documentation and computer modeling of the drainage basin to FEMA for final review and approval of the LOMR being sought. No building permit can be issued until receipt of the LOMR from FEMA.
Projects under Design by Engineering Dept.:
Main Street Streetscape Project
Municipal Swimming Pool Parking Lot
10th Street Drainage Structure Repair
Various water line projects for SMA
Various sanitary sewer line projects by pipe-bursting for SMA
EMERGENCY MANAGEMENT/Don Lynch, Director
Assigned 2 addresses
Registered 2 individual storm shelters
Coordinated with departmental staff, Federal and State officials on disaster recovery issues
Worked on draft text for Emergency Operations Plan update.
Coordinated with departmental staff, Federal and State officials on disaster recovery issues
Capital Projects Update:
Telephone System Replacement: Coordinating with AT&T to get PRI interface
Communications Systems Upgrades: Motorola- Portable radios received at shop. Working on template design with police and fire chiefs. Mobile radios order placed shipping to occur within next 2 weeks. Staging of repeater site equipment set at the factory for the last week of September
City of Shawnee: Director still working on site layout, equipment, and supply issues
Outdoor Warning Devices: Have received the equipment from American Signal to convert telephone line control to radio control. Need to schedule installation with vendor
Public Storm Shelters: Director working with 2 sites to negotiate agreement for use of facilities.
National Incident Management System Annual Report: Computer input due for both City of Shawnee and Pottawatomie County by September 30, 2013
596 Families Registered (1541 people affected) for Disaster Assistance in Pottawatomie County
Total FEMA Verified Loss $4,512,685.01
Loss covered by FEMA Individuals & Households Program $1,642,919.31
UTILITY DEPARTMENT/Steve Nelms, Director
Water Treatment Plant (Staff of 10)
Average production: *MGD: 4.045 Last week: *MGD: 4.043
Pumped 1,182,991,000MG to date compared to 1,294,467,000MG for same period last year
All lab hourly testing was completed.
All cleaning and maintenance was completed.
*MGD: Million Gallons Daily
Southside Wastewater Treatment Plant (Staff of 7)
Flows averaged: *MGD: 1.165 **BOD: 11 mg/l ***TSS: 5.5 mg/l
Performed routine maintenance and testing on the plant
*MGD: Million Gallons Daily **BOD: Biochemical Oxygen Demand ***TSS: Total Suspended Solids
Northside Wastewater Treatment Plant (Staff of 7)
Flows averaged: *MGD: 1.472 **BOD: 2.5 mg/l ***TSS: 2.5 mg/l
Hauled 572,000 gallons of bio-solids have been hauled for the month of September and 49,500 gallons for the month of October
Performed routine maintenance and testing on the plant
*MGD: Million Gallons Daily **BOD: Biochemical Oxygen Demand ***TSS: Total Suspended Solids
Water Distribution (Staff of 11)
Service Calls: 121, Main Breaks: 0, Leak Checks: 33, Cut-offs: 6, Reset Water Meters: 22, Service Lines: 1; Water/Sewer Line Locates: 289
Worked on shop tickets, and service orders from customer service.
Valve Maintenance (staff of 3)
Located/performed serviceability check on valves at 8 different locations
Raised, realigned, and replaced valve box at 1 location
Replaced fire hydrant at 1 location
Repaired existing valve at 1 location
Performed annual fire hydrant flow testing at 17 locations
Wastewater Collection (Staff of 7)
Sewer lines flushed: 21,425 ft. Flushed (year to date): 816,924 ft.
Total Service Calls: 34, Sewer Lines Checked: 33, Lift Stations Checked: 19 Emergency Sewer Calls: 0, Camera Lines: 858 ft., and Manholes located: 8
* Capital Projects
Utility System Master Plan- On June 18, 2012 the Commission authorized the Shawnee Municipal Authority to enter into a contract with Smith Roberts Baldischwiler, LLC for an amount to not exceed $549,460. There was $300,000 budgeted for the 2011/12 fiscal year and $300,000 for the 2012/13 year. A Notice to Proceed was issued on June 25, 2012. Data loggers have been installed and flow meters have been received, and will be utilized for gathering data once installed. SRB conducted a site visit on October 10th, 2012 to collect data for computer model. The Water Hydraulic Model will be completed by the end of April. Staff met with SRB on March 22nd, 2013 for a basis of planning meeting. SRB has started work on the Wastewater Hydraulic Model. The Water Hydraulic Model has been completed; staff had training on it Tuesday, July 9th, 2013. Staff met with SRB on Friday, August 9th, 2013 to go over Waste Water Collection, Waste Water Treatment, Water Supply and Treatment, and Water Distribution. On August 19th, 2013 the Wastewater Hydraulic Model Software was approved by Commission. Currently waiting on installation of the software. SRB conducted a Filter Media Evaluation on Wednesday, August 28th, 2013 which lasted fourteen hours; results are still pending. Staff also had a meeting with SRB the same day, discussion of getting Commissioners updated were among the topics. Staff and Carollo Engineers met with DEQ on Thursday, August 29th, 2013 to go over possible options for the wastewater treatment system. SMA staff sent SRB information requested for the Southside Wastewater Treatment Plant, and an updated list of manholes needed for the sewer model software. Staff will meet with SRB on Friday, September 13th, 2013 to receive training on the hydraulic water model software. Staff had a conference call with Carollo Engineers on Wednesday, September 18th discussing the Wastewater Plants immediate needs. Staff had a conference call with SRB on Wednesday, September 25th, items discussed were data needed for the master plan, phased projects, and updates on progress. Staff has gathered, sent part of the data, and is currently compiling the remainder of the data requested. SRB and Carollo Engineers met with City Commission and presented an update with visuals at the Special Call Meeting on Monday, September 30th.
Sanitary Sewer Rehab Project Various Locations (Pipe Bursting) - Budgeted project amount $1,000,000.00. Project was awarded to Jordan Contractors on March 4th, 2013. Review of manholes to be replaced will be done on a line by line basis. Bursting has been completed on Red Rock Street. Pipe has been pulled and services attached at the 700 block of Louisa. One manhole has been replaced and backfill of services has begun. Contractor has completed pipe burst from Horace Mann School to Center. Contractor has pulled 578 ft of sewer at the 1900 block of Broadway. 115 of 12 pipe was installed at the 1100 block of Philadelphia. The 1900 block of Union has been bursted and services are being hooked up to the new line. Contractors are now at the location of Oakland and Pennsylvania. All pipe has been pulled and services are being attached to new line. Crews have gone back to do clean up on the last two bursts. Contractors are now at the location of Northridge and Janeway. Pipe has been pulled and services are being reconnected.
Kimberly Sewer Lift Station Rehab, COS-SMA-13-04- Jordan Contractors was awarded the bid on February 4th, 2013. Contractor cut out dirt around lift station and driveway. Survey shots have been taken. Staff met with Jordan Contractors on Wednesday, September 25th, and it was decided to remove the existing wet well, and replace with a new lift station in order to make it more efficient and current with other lift stations. Work has begun by bypassing the lift. Currently waiting to have the electricity shut down in order to remove the lift.
Water Meters and Vault Structure Project, COS-SMA-14-06- Jordan Contractors was awarded this project on May 6th, 2013. Contractors have exposed the Wes Watkins line for the meter vault, and cut into it to drain the remaining water. The meter will be assembled then lowered into the pit to assure accurate cuts are made as to not take out too much, or too little of the existing pipe. Contractors have poured the floor of the vault at Wes Watkins, and have assembled the meter. Jordan Contractors have hired a contractor to build the vault itself. The remaining two meter vault areas have been located, and lines are being potholed to verify depths. The walls for the meter at Wes Watkins are being formed. The walls were poured on Thursday, September 19th, and the lid for the vault was poured Wednesday, September 25th. After the forms for the lid are removed the last step is to tie in the electricity for the sump pump. The Beard Street and Southside vaults have been set and are operational. All meters are installed and operational.
Jefferson Terrace Water Line Replacement, COS-SMA-14-01 Jordan Contractors was awarded the bid on August 5th, 2013. Estimated start date for this project is October 1st, 2013. Contractors have moved onto site.
Water Treatment Plant Sludge Removal, COS-SMA-14-02- Nutri-Jet Systems, Inc. was awarded the bid on August 5th, 2013. Estimated start date for this project is September 19th, 2013.
24 Sewer Rehab Project (Sliplining Existing 24 Concrete Pipe), COS-SMA-13-07- Urban Contractors was awarded the bid on August 19th, 2013. Staff met with Urban Contractors for a pre-work meeting on August 28th, 2013. Work will commence when the slip line arrives, which will be in approximately 4-6 weeks. The estimated start date for this project is September 30th, 2013.
Repair and Restoration of the River Bank Failure at the WTP- Smith Roberts Baldischwiler, LLC is currently in the engineering phase. SRB had their survey team on site August 28th, 2013. Staff met with SRB and FEMA on Friday, September 20th to review the erosion damage. The estimated cost for the repairs to the river bank is around $200,000.00.
AIRPORT/Keenan English, Assistant Airport Manager
Application for World Fuel Services Alliance Program turned in
Developing improved airport emergency plan and fuel spill response procedures
Hangers remain at full capacity
The airport now has adequate supplies for spill clean-up and prevention. A Spill Prevention, Control, and Countermeasure (SPCC) plan has been drafted.
Early Project Development (EPD) packets due to the OAC no later than September 30, 2013 for project funding for 2014. SNL has no new major projects requiring state and/or federal funding scheduled for 2014.
Fuel sales continue to steadily increase:
September 2012 = Avgas 2,918.26 Gallons; Jet A 489 Gallons
September 2013 = Avgas 3,265.23 Gallons; Jet A 2,510.05 Gallons
Airport Advisory Board
Regular monthly meeting scheduled for October 16, 2013.
Foreign Trade Zone (FTZ) Application
FTZ application has been approved
Staff working with SEDF to market the airports new designation.
2013 Fly-in, Airshow & Pancake Breakfast October 5, 2013
After action to occur on October 18, 2013 at 6:00pm
Final donations have been turned in.
Air show expenses were significantly less than projected
Attendance estimated between 500 and 750 people
The 2013 Shawnee Air Expo, in terms of safety, attendance, and operations, was considered to be a success. No major problems arose during the course of the event nor were there were there any immediate issues with volunteers, sponsors, performers, attendees, or vendors.
PARKS/CEMETERY/EQUIPMENT SERVICES/James Bryce, Director of Operations
Parks Maintenance Division (Staff of 8)
Daily cleanup route on Main St and Parks
Mowing/weed eating in Parks/Lake/Street ROWs
Working on Park Inspections
Mosquito spraying in the evenings when weather allows
Working on Park inspections
Cemetery Division (staff of 4)
1 burials last week
Filling graves that have settled during rains
Cemetery gates are being closed at 5:00 p.m. every day for winter
Preparing for internments
Mowing/ Weed eating
Central Garage (Staff of 6)
General servicing and repairs to vehicles and equipment including Expo
Working with insurance company on tornado reimbursement
24 units in last week with 24 total repairs
EVT schools and testing
Shawnee Twin Lakes
The repair of the floating fishing dock is complete.
Electrician has started repairs.
Workforce grant has six workers at the Lake picking up trash in the ROWs and cutting trees that are down or damaged
Wes Watkins Reservoir
Crews are working on mowing and weed eating.
Scheduling another trip to look at beaver dams and enclosed boat dock
Municipal Swimming Pool
Architects working on engineered drawings and bid documents. Renderings of the pool project have been placed at the Shawnee Mall and City Hall for the public to see. City funding for the project was approved at the Commission on August 5th. Project expected to go out for bid toward the end of October. Pool committee is seeking additional funding from private donations, they only need $180,000.00 more.
Auditorium Exterior Restoration and Window Replacement
Project is moving along good and is about 50% complete; windows should be coming in soon
City Hall ADA Restroom Project
Drawings are finished, Will bid out project soon.
The Tree Bank Foundation Great Tree Giveaway
City staff turned in an application for 500 trees last week to be given away to those affected by the tornado in May. The exact date has not been set yet but it will be towards the end of October. We will be receiving 250 trees on October 23rd. The species will be a mixture of oaks, maples, junipers, hollies, sycamores, crape myrtles and redbuds (as available at the time of delivery). The giveaway event will be scheduled on October 26th from 8:00 am till Noon or when the trees are gone.
EXPOSITION CENTER/Mike Jackson, Operations Manager
September 30-October 6, Sugar & Spice Childrens Consignment Sale, Conference Center
October 1, Leadership Shawnee, Conference Center
October 3, Red Cross, Conference Center
October 4-5, Triangle Horse Sale
PLANNING/COMMUNITY DEVELOPMENT/Justin Erickson, Director
No changes this week
Staff met with developers and discussed current and pending projects.
Staff completed a draft of a revised City code concerning drivers for hire (taxicabs) and mailed it to related companies providing service in the City of Shawnee in June. The City Commission will consider the revisions on October 21.
The Action Center is currently investigating the following complaints:
o Dilapidated Buildings: 35 active cases
o Derelict Vehicles: 5 active cases
o Junk/Trash: 13 active cases
o Tall Grass/Weeds: 99 active cases
Wayfinding - Staff is continuing work on a Phase 1 Wayfinding Bid Packet to include the EXPO and main entrance signs to the City. Sign companies have been contacted so that preliminary cost estimates can be known and the phase can be scaled accordingly. The expected bid time is November 2013.
Zoning Code Update- Staff continues work preparing drafts of a revised Shawnee Zoning and Subdivision Code. The Planning Commission is held a workshop in September. A workshop to discuss Industrial Zoning is scheduled for October 2 as part of the regular planning commission agenda.
Business Licenses- Staff is working with other City Staff to prepare documents and procedures for the enactment (subject to City Commission approval) of a business license requirement in the City of Shawnee. More information with be forthcoming.
FINANCE DEPARTMENT/Cynthia Sementelli, Finance
Worked on year end for auditors
301 and 302 fixed assets reconciliation
Closed the fiscal year
Worked on computer issue concerning AP
Meeting with City Clerk and City Manager concerning PCDA rates
Worked on yearly accrual
Did budget amendments for meeting
CITY CLERKS OFFICE/UTILITY BILLING/Phyllis Loftis, City Clerk
Preparation of City Commission and Authorities agenda for October 7 , 2013 meeting
Filed 15 Public Nuisance Liens and 16 Public Nuisance Lien Releases with Pottawatomie County Clerk.
Meeting with staff regarding PCDA rates
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 for non-payment (10/2/13)
Zone 3 billing (10/4/13)
195 customers using kiosks in September; $16,662.35 bills paid at kiosks in September.
Routine customer service/billing, water and sewer transactions and issues involving payment arrangements, cut-offs, past-due collections and sanitation.
INFORMATION SYSTEMS/Steve Nolen, Chief Information Officer
Continued project review / management for master projects
o Watch Guard In Car Video Project Project Completed and In use, some workstation installs left, IT continues to fine tune configuration
o VoIP Telephony Project IT deploying desktop software, still waiting on PRI, remote location testing completed
o Remote VPN Replacements Five remotes completed, Animal Shelter, Water Treatment Plant, Unzner Center left
o TCM Imaging Solution Project Activated in HR, Finance, waiting on small scanners for utilities
o Unitrends Backup Appliance Deployment Project fully deployed, beginning review of secondary device
o Mobile Device Management Deployment Continues, preparing to send out links/configuration
o Web Server Migration Major code updates completed, testing, updating on new box, Working on Intranet site
o AFIX System Replacement Deploying localized virtual 32bit client to work around OSBI 64bit limits
o License Plate Reader Server component Server component now installed, waiting for vendor to finalize import process
o EOC Interactive Projector Replacement Waiting on vendor / equipment, contact made
o Home Drive Storage migration Test migrations performed, permission issues to resolve
o City Hall Kiosk iPad Kiosk Deployed, additional content continues, presented solution at OML
o Brazos Citation Import for Global System Working with vendor, waiting on proper offense listing from PD
o GeoSafe Fire Mobile Demo scheduled for Fire review, IT has been reviewing past few months
o Many end user printer, password, simple how do I questions
o Updated Court systems for Credit Card processing beyond existing two cash drawers
o Provided Sound Effects laptop for Fire Clown project
o Deployed Police in Car Laptops
o Reviewed Access Control issues at Fire Stations
o Reviewed folder permissions issues on shared folders with end user file copy / paste issues
o Assisted Finance in running financial reports
o Produced live City Commission and video post production
o Assisted Court in regard to e-citation errors and quality control requirements to insure good data
FIRE DEPARTMENT/David Short, Chief
Responded to 87 emergency calls broken down by type below:
Rescue & EMS: 61
Hazardous conditions: 4
Service Calls: 4
Good Intent Calls: 3
False Alarms: 6
Overpressure Rupture, Explosion: 0
OBU Apartments, 1002 W. MacArthur
Cargill Alumni Center Remodel at OBU, 1002 W. MacArthur
New Construction Inspections
Sakura Japanese Restaurant, Shawnee Mall
Requested / Administrative Inspections:
Youth and Family Hope House, 326 W. 11th
Permits and On-Site Inspections
2 open burn permits
Sakura Japanese Restaurant, Shawnee Mall (Hood Suppression System)
Assigned Shift, Company & Individual Training:
EMD Training (All Shifts) (9/30/13-10/2/13)
Physical Fitness Incentive Make- Up Testing (All Shifts) (9/30/13-10/2/13)
Fire Officer I @ Poteau, OK (Kriwanek) (11/2,3,9,10,16/13)
Lieutenant Academy Phase II (3 Members) (12/3/13)
EMT Transitional Refresher (All Shifts) (1/13-17, 20/14)
Training Chief Schedule:
(4) PFF Orientation & Training 2013B (10/14/13 10/25/13)
Training Chief Activities:
Draft May Day SOG Submitted (5/30/13)
Draft NFIRS SOG
FireHouse Management & Quality Control
Kaplan Fire and EMS C.E.U. Program Management
N.R.E.M.T. - C.E.U. Program Management
Electronic Entry of Dept. Personnel Training Records to FireHouse
Continuation Training (3) Probationary Fire Fighters
Continuation Training (3) Lt. Candidates
Development Minimum Company Standards (4th Quarter 2013)
Development, Training, Implementation: Fire Ground Survival Program
Coordination with IT Department on Deployment of iPads, Software and Equipment to F.D. Vehicles
FireHouse Software Integration (Dispatch CAD)
One iPad assigned to Ladder 1 (TBD)
IT User Group Committee
Medical Director Activities:
EMS Skills Evaluation (TBD)
Documentation SOG (Draft)
Addition of Medical Equipment (TBD)
POLICE DEPARTMENT/Russ Frantz, Chief
Police reports: 156 / arrests: 75
Total Citations: 80 Handwritten Citations: 19 E-Citations: 61 Percent of E-Citations: 76.25 %
Dispatch managed 2859 calls (Police/Fire/EMS)
Accreditation/Lt. King, Accreditation Manager
Maintenance of Accreditation Standards
Maintenance of Policies and Procedures
Working with CID
Delivered one nuisance alarm letter.
Attended meeting on Emergency Detentions.
Prepared and started in-service training on emergency detention changes.
Submitted two hour mental health training course to CLEET and obtained CLEET number.
Submitted eight hour law enforcement ethics training course to CLEET and obtained CLEET number.
Working on roll call training for shifts.
Working on In-House Training Program.
14 Cases Forwarded to CID for Review
5 Felony Cases Assigned / 0 Misdemeanor Cases Assigned / 5 Other Cases Assigned
5 Felony Cases Cleared / 2 Misdemeanor Cases Cleared / 10 Other Cases Cleared
3 Felonies Filed through DAs Office
9 No Further Needed (NFN) Cases
4 Pending Assignment (PA) Cases
6 Assists with Patrol and Other Agencies
COPs Grant Program
Attempted controlled buy
Search for fugitive
Arrested one for Multiple felony warrants
Arrested two for harboring a fugitive
Conducted face book surveillance
Monthly DTF meeting
Shawnee Fly In / Pilots and Pancake event
Tac Team Tryouts
Worked bomb threat case
Followed up on leads interviewed informants
Meeting with ADA
Assisted with Range
Case work on report and evidence for cases
Follow up on drug tips
Search for witness
Number of evidence items brought in: 42
Number of evidence items released: 6
Number of found property items taken in: 160
Number of found property items returned to owner: 4
Number of evidence disposition files/cases cleared: 1
Items Flagged & Pulled for Destruction: 0
Police Officers - 59 / 3 open positions / 1 deployed on Military / 53 available
Dispatch positions - 13 / 12 available for service / 3 in training status / 1 open position
Animal Control Positions - 4 / 3 available for service
> Calls Responded: 70 >Animals Impounded: 22 >Animals reclaimed: 2 >Animals adopted: 0