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Staff Activity Report for January 27 - February 2, 2013
* Rehab Concrete Streets Project (FY11-12)
> City Commission awarded the project to All Roads in the amount of $387,409.00. All Roads Paving has begun work on Independence east of Sequoyah with removal and replacement of badly broken and cracked concrete paving panels. Work is approximately 65% complete. Work on Independence Street will continue in this area for the next 5-7 weeks. Work on Independence Street is on-going.
* Airport Trails Project
> City Commission awarded project to Bishop Paving in the amount of $633,409.90. Work on the track has begun, and Contractor has completed removal of existing track. CKD base stabilization has begun and is on-going, expected to be completed in the next two weeks barring any bad weather. Overall, project is approximately 30% complete. By Contract they have 180 days to complete the reconstruction of approximately 3.75 miles of 10 foot trail being installed. This project will be a complete removal and replacement of the City existing trail(s) around the Airport, and trail widened to 10 feet, approximately 3.75 miles of trail. Anticipate construction being completed by June 2013.
* City Hall Parking Lot Improvements (no change on project this week)
> Preliminary design plans for a proposed parking lot have been completed at the site of where the old Al & James Grocery once stood. Prelim plans are under review for added comments from City Administration. City is in process of having underground storage tank (UST) removed which will need to be done before any parking lot work can be started. Preliminary cost estimate for the parking lot project is at $210,573 and if project is to be done this fiscal year then funding must first be identified because this project was not a budgeted project this year.
* Bryan & Independence Intersection Traffic Signal Project (no change on project this week)
> Project was awarded to Traffic & Lighting Systems in the amount of $198,562.60. Work is 100% complete and traffic signals are in operation, however, there are several items on the punch list that contractor will complete by next week. Final as-built quantities being determined for determination of final construction costs. Staff not completed with as-built determination of final construction costs, thus, project will be brought forward for acceptance and placing maintenance bond into effect upon completion of as-built quantities of work determination at the February 19, 2013 City Commission meeting..
* Main Street Streetscape Project (no change on project this week)
> Preliminary design work has been started as time allows on this project. Project design will follow closely the design layout that was used on the Bell Street Streetscape Project. Preliminary design is approximately 50% complete.
* Kickapoo Street Widening Project (no change on project this week)
> ODOT awarded the Kickapoo Paving Project to Haskell-Lemon Construction for a total project construction cost of $10,930,517.98 (including water line costs) at their December 3rd Transportation Commission meeting. Brewer Construction, a subcontractor of Haskel-Lemon will be doing all the waterline relocation and improvements, as well as installation of all the drainage and storm sewer improvements. Work is scheduled to begin on Feb 11, 2013 at the Kickapoo Spur location with work progressing northward. First section (or phase) of construction will be from the Spur to Independence Street and once that section is completed that Contractor will then move forward from Independence to Federal, and so on. Project is estimated to take 18-24 months construction time. Kickapoo will not be closed, and two-way traffic will be maintained at all times.
* Federal Street Bridge Repair Project (no change on project this week)
> Plans, bid documents, and specifications had been completed by City Staff. The project was let for bids and at the last City Commission meeting the project was awarded to PbX Corporation in the amount of $685,565. Pre-work meeting is scheduled for February 13th to go over the project and logistics of scheduling work. Anticipate issuing a Notice to Proceed by the first week in April, and Contractor will have 3 months to complete. There are several utilities hanging from the bridge deck, the most critical is the ONG gas line that feeds the eastern part of Shawnee, and ONG has requested that work not start until after the winter months because they are unable to route the amount of gas that flows through this line to adequately serve the east side of Shawnee.
* Bell Street Streetscape Project (from Farrall to 7th Street) (no change on project this week)
> Design plans have been completed on the sidewalk from 7th to Farrall, and the City has received back approval for an enhanced lighted crosswalk across Farrall. ODOT had conducted a recent traffic and pedestrian study and came back with the conclusion that no warrants were met for signalization or crosswalk improvements; however, they have given the City to install inpaving yellow strobe lights actuated by pedestrians and a lighted flashing crosswalk signage when in use. Also we received back the OG&E cost proposal on installing decorative lighting along the sidewalk. Cost of OG&E lighting will be approximately $30,050.20. City received 7 bids ranging from $95,000 to $164,000. Staff is compiling bid tabulations and will report back to the City Commission at their February 4, 2013 Commission meeting with a recommendation.
* City Wide Streets Evaluation & Inspection (no change on project this week)
> Work expected to start shortly after the Thanksgiving Holidays and take approximately 4-5 months to complete. Street selections and recommendations for upcoming street paving projects anticipated to be presented to City Commission in April 2013. Evaluations are on-going.
Street Department
> Repaired the following water-cut: 126 High (34x19), Main east of Harrison (16x7), 1 Mojave (6x12, driveway), 1134 Harrison (9x13), 1312 Alice (7x20), 700 Philadelphia (22x16), 624 W. Kirk (23x13, 50% complete) Dorothy & Franklin(17x19, 75% complete), and 3906 Marie (15x8)
> Completed repair on valve-cut at Kickapoo & Burns (4x4, sidewalk)
> Replaced 50 ft of tinhorn and put 2 end caps on at Post Office Lane and Post Office Neck
> Bladed the following roads: Eckel Rd., Nickels Rd., Daley Ln., Terrell Rd., Nix Allen Rd., Post Office Ln., Pecan Grove, Walker Rd., West Lake Rd., Cow Trail, Lake Rd. bar ditch, and Hart Rd.
Traffic Control Division
> Replaced pedestrian crossing sign on S. Bell
> Placed temporary pavement markers on 45th St
> Adjusted timing on school zone lights on Airport Dr
> Reset school zone clock on Independence
> Cut and put together signs for the Street Department and the Parks Department
> Cut decals for garage
> Checked areas for flooding and checked intakes in sector 5
> Straighten signs around town
> Set up work zone for Street Department on Dorothy
> Set up and recovered work zone for Utility Department at the intersection of Beard & Pulaski
> Set up and recovered work zone for Utility Department at the intersection of Park & Elizabeth
> Set up and recovered work zone for Utility Department on Dixon (Oakland - Farrall)
> Changed out bulbs & photo cell for luminaries at Commercial Dr & Kickapoo, I-40 & Kickapoo, Westech & Harrison, I-40 & Harrison, and 45th & Harrison
> Checked type I barricades that came in from the field

UTILITY DEPARTMENT/Steve Nelms, Interim Director
* Water Treatment Plant (Staff of 10)
> Average production: *MGD - 3.824 Last week: *MGD - 3.824
> Pumped 126,572,000 MG to date compared to 99,891,000 MG for same period last year
> Performed routine plant maintenance and water testing
*MGD: Million Gallons Daily
* Southside Wastewater Treatment Plant (Staff of 7)
> Flows averaged: *MGD - 1.137 **BOD - 12 mg/l ***TSS - 0 mg/l
> Performed routine maintenance and testing on the plant
*MGD: Million Gallons Daily **BOD: Biochemical Oxygen Demand ***TSS: Total Suspended Solids
* Northside Wastewater Treatment Plant (Staff of 7)
> Flows averaged: *MGD - 1.235 **BOD - 3.1 mg/l ***TSS - 5.1 mg/l
> 385,000 gallons of bio-solids have been hauled for the month of January
> 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 - 124, Water/Sewer Line Locates - 37, Leak Checks - 33, Cut-offs Replaced - 1, Reset Water Meters - 14, and Main Breaks Repaired - 2
> Repaired the following main breaks: 2” main at 2409 N. Beard, 1” main at 310 E. Ohio, and a ¾” at 400 E. Main
> Assisted contractor with the 30” water line at the Water Treatment Plant
> Completed concrete forms on two (2) tin horns at the Lake Channel
> Worked Shop Tickets
* Valve Maintenance (staff of 3)
> Located/performed serviceability check on valves at the following locations: Union & Federal, Minnesota & Federal, Federal Bridge, Minnesota & Jefferson, Minnesota & Wallace, Broadway & Ayre, Parker & Center, Alice & Center, Draper & Alice, and Pesotum & Alice.
> Assisted with water main repair at Park & Emmet
* Wastewater Collection (Staff of 7)
> Sewer lines flushed - 13,200 ft. Flushed (year to date) - 61,825 ft.
> Total Service Calls - 34, Sewer Lines Checked - 21, Lift Stations Checked - 16, and Emergency Sewer Calls - 9
> Began installation of the data logger for the Master Plan
> Worked on the preventative maintenance flusher list and maintenance on Lift Stations
* Capital Projects
> Water Line Replacement Project Midland Street
This week Jordan Contractors completed installing the 12” water line and the 6” water line. The overall project is 75% complete
> Utility System Master (no change on project this week)
Contract awarded to SRB (Smith Roberts Baldischwiler, LLC) for an amount to not exceed $549,460. A Notice to Proceed was issued on June 25, 2012. SRB has started work on the Wastewater Hydraulic Model.
> Sanitary Sewer Rehab Project (Pipe Bursting) (no change on project this week)
Budgeted project amount is $1,000,000.00. This project will begin in the Spring of 2013.

* Planning
> Prepared reports and materials for the City Commission meeting
> Prepared reports and materials for the Planning Commission meeting
> Processed five (5) new single-family residential permits in January 2013
> Staff continued work on preparing bid documents for implementation of the Wayfinding Study
> Staff met with developers and discussed future commercial projects
* Shawnee Urban Renewal Authority
> Conducted daily inspections on active projects
> Employee attended HUD Environmental Training in Dallas, TX
> Prepared documents and placed project out for bid
* Current Projects (no change on projects this week)
> Façade Grant Program
Round 2 Façade Grants are now available and are due in February 2013.
> Land Development Code
Staff continues work on revising the City’s development regulations. The Planning Commission will hold a workshop session on February 6, 2013.
> Downtown Streetscape Project
Staff is awaiting a funding decision from ODOT on a Transportation Enhancement Grant that was submitted almost two years ago. A survey was recently done of the area and engineering and design work is ongoing so that the project can be bid immediately upon notice of funding decision. Phase 2 of the Streetscape Plan will improve a four-block area of Main Street with new sidewalks, landscaping, street lights, signal lights, pedestrian improvements and utility work. If the City is not successful obtaining a grant, a reduced Phase 2 project will still be implemented.
> Wayfinding Study Implementation
Staff is preparing to bid the wayfinding (signage) project in early 2013. At present, review of the previous implementation plan and the preparation of documents for bid are underway.

PARKS/CEMETERY/EQUIPMENT SERVICES/James Bryce, Director of Operations
* Parks Maintenance Division (Staff of 10)
> Daily cleanup route on Main Street and in city parks
> Preparing equipment for herbicide spraying
> Painting and hanging fence at the Community Center Basketball Court
> Removing dead trees at the Lake and in town
> Cleaned up camping areas at the Lake
> Cleaned up water damage at the Library
> Performing various repairs and graffiti removal in several city parks and buildings
* Cemetery Division (staff of 4)
> One (1) burial last week
> Leveling markers and preparing equipment for herbicide spraying
* Central Garage (Staff of 6)
> 22 units in last week with 34 total repairs
* Current Projects
> Preparing contract for Municipal Swimming Pool architect
> Scheduling removal of fuel storage tank at City Hall
> Preparing a project list for National Guard volunteers (no change on project)
> AC repair at City Hall and new AC at Auditorium (Estimate received) (no change on project)

AIRPORT/Rex Hennen, Assistant Airport Manager
* Airport Advisory Board
> Regular monthly meeting scheduled for February 20, 2013
* Runway Rehabilitation Project (no change on project)
> Construction substantially complete; full runway open
> FAA has requested minor wiring modifications to MALSR lights
> Project won the National Asphalt Pavement Association’s “2012 Quality in Construction (QIC) Award”!
> Project also runner up for Oklahoma Asphalt Pavement Association’s “Airport Paving
Project of the Year”!
* Foreign Trade Zone Application (no change on project)
> FTZ application has been approved
> Staff will work with SEDF to market the Airport’s new designation
* “Oklahoma Certified Site Program - Aerospace Park” (no change on project)
> Application is being completed by SEDF and airport staff

EXPOSITION CENTER/Mike Jackson, Operations Manager
> January 31-February 2, Central District Livestock Show
> February 1, News Star Editorial Board
> Staff worked on tear down from previous event and set up for Central Districts
> Central District was up from last year with about 100 entries more, several exhibitors and their families stayed in hotels and ate at our local restaurants.
* Comfort Station Project (no change on project)
> Patterson & Associates Construction award bid for roof replacement, siding, and gutter on four (4) comfort stations in the amount of $47,019.00

* City Clerk
> Preparation of 2/4/13 City Commission and Authorities agendas
> Filed 3 public nuisance liens with the Pottawatomie County Clerk and 40 public nuisance lien certifications with the Pottawatomie County Treasurer.
> Normal routine duties including tort claims, insurance on vehicles and property
* Utility Billing/Customer Service
> Routine customer service/billing transactions and issues
> Zone 2 billing (1/28/13)
> Kiosks Collections for January, 2013: $15,176.28 total amount collected with 179 transactions

FINANCE DEPARTMENT/Cynthia Sementelli, Finance
No report submitted this week/On vacation last week

INFORMATION SYSTEMS/Steve Nolen, Chief Information Officer
> Participated in planning meeting with vendor and CM on future City Reports videos
> CIO attended GovTech Editorial Round up with State CIO
> CIO attended OGITA officers meeting / conference planning session
> Scheduled systems / promoted live broadcast of OBU Basketball game on Ch30/Streaming
> Provided broadcast / camera production for Department Presentations in Chamber
> Resolved Agenda Quick outage issue
> Replace toner carts in Court, Annex, Etc
> Review / Plan unified solution for Kaplain training imports for Firehouse
> Resolved incorrectly marked CAD calls as completed to remove from MReach
> Participated in Employee Insurance work group
> Attended Blackboard connect meeting

FIRE DEPARTMENT/David Short, Chief
* Suppression
> Responded to 88 emergency calls: Breakdown of calls: Fires - 5, Good Intent Calls - 16,
Rescue/EMS - 55, False Alarms - 4, and Hazardous Conditions - 1
* Prevention
New Construction Inspections
> OBU Apartments, 500 W. University (Building – 1st floor 50%)
> 1012 N. Pennsylvania (structure fire)
> 701 W. Hayes (structure fire)
Permits and On-Site Inspections
> OBU Apartments, 500 W. University
> Shawnee Memory Care (hood suppression system)
* Training
> Probationary Fire Fighter three (3) month skills assigned
> Continuation Training seven (7) Probationary Fire Fighters
> Eaton Hydraulics Facility Tour

* Communications Technician
> Programmed radios in 15 outdoor warning sirens for narrowband configuration
> Repaired 2 radios for the Police Department
> Repaired lighting system and gun rack electronic release on Police Vehicle
> Conducted EOC radio tests on Wednesday morning
* Emergency Management Technician
> Assigned address for new Villagio addition
> Prepared first draft of inter-local agreement for facility use as public tornado shelters
> Prepared first draft of Occupant Emergency Plan for City Hall and Annex
> Updated Twin Lakes Dam Breach Emergency Action Plan
* Emergency Management Director
> Participated in EM Radio Tests on Tuesday Night
> Met with representatives of Blackboard Connect on new product suite on Thursday
> Met with CK Telephone on contract language and other items on Thursday
> Hosted meeting of County Emergency Management Directors in the EOC on Thursday
* Current Projects
> Telephone System Replacement
Process of coordinating contract with vendor under way; working on list of equipment needed
> Narrowbanding
Fire Stations # 2 and 3 control stations are awaiting installation/reprogramming from Total Radio
800 MHz radio connection to EOC console awaiting interface cables from Motorola
Awaiting VHF/UHF licenses from FCC
> 800 MHz Upgrade/Enhancement
Proceeding with verifying project requirements and components list

* Police
> Reports: 163 / Total Citations: 75 / Handwritten Citations: 53 / E-Citations: 22 (29.33%)
> Arrests: 39
> Kidnapping / assault with firearm call – suspects in custody
> Assisted FBI in apprehending child porn suspects and assisted with search warrants
> Architects looked at old “Sears” building as possible law enforcement site
* Dispatch
> Managed 1553 calls for service (Police/Fire/EMS)
* COPs Grant Program
> Worked drug tips, Mall patrol, and assisted evening and day shift patrols
> Special assignment and assisted the DA’s office
> Followed up on homicide investigations
> Assisted FBI in apprehending child porn suspects and assisted with search warrants
* Evidence
> Number of evidence items brought in: 32 Number of evidence items released: 6
> Number of found property items taken in: 2 Found property items returned to owner: 2

> 41 Cases Forwarded to CID for Review
> 8 Felony Cases Assigned / 1 Other Case Assigned
> 12 Felony Cases Cleared / 4 Other Cases Cleared
> 8 Felony Cases Filed through DA’s Office
> 3 Total Arrests Made
> $1,542.77 Total Property Recovered
> Working one child pornography digital forensic case for Seminole PD
* Accreditation: Lt. King, Accreditation Manager
> Working on preparing the department for State Accreditation and proofs of compliance
> Working on Criminal Justice Information Services Facility Protection & Security requirements
> Instructed Supervisor Liability Course for CLEET & SPD and In-Service policy training
* Animal Control
>Calls Responded: 66 >Impounded animals: 22 >Animals reclaimed: 0 >Animals adopted: 2
* Staff
> Police Officers - 59 / 2 open positions / 1 in FTO Training / 2 on extended leave / 54 available
for service
> Dispatch positions - 13 / 10 available for service / 2 in training / 2 open positions / 1 on extended leave
> Animal Control Positions - 4 / 4 available for service



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If you're thinking about starting a construction project?
Be sure to check on the necessary permits and licenses. Call the Code Enforcement Division at 405-878-1666 if you have questions regarding City Building Codes. Zoning issues are handled by the Community Development Division 

Building Permits and Licenses If you’re thinking about starting a construction project, be sure to check on the necessary permits and licenses. You can download a permit application at Building Permits and Licenses or call 405-878-1666 if you have any questions.

Residential or "Garage" Sales require a permit too. The cost is $10.00 for a 2 day permit and you are allowed 3 sales a year. The price includes 3 signs. They can be obtained at 222 N Broadway and you can call 405-878-1616 if you have any questions. Your sale will be Listed Here for free as well.

The City issues numerous other permits and licenses. If in doubt, call the Planning and Building Department at one of the above numbers.

Need to Report Nuisance Property?
You can view and report high grass and weeds, inoperative cars, derelict cars, or vacant buildings, online at the Action Center or call 405-878-1602.

Housing Information
Several assistance programs are available to help ensure that our citizens are able to afford quality housing. The City's CDBG Urban Renewal Office administers loan and grant programs for emergency repairs and home improvement.