Staff Activity Report for May 13-19, 2012

ENGINEERING/STREETS/TRAFFIC CONTROL/John Krywicki, Director
Engineering Department:
* Kickapoo Street Widening Project (from MacArthur Street to Kickapoo Spur)
> Meeting with ODOT Officials Thursday, May 24, 2012 resulted in ODOT dropping off an additional 22 Temporary Driveway and Construction easements that they say need to be acquired. At the meeting, the City submitted back to ODOT the paperwork and documentation that they previously had said needed to be addressed, and City Staff will begin working on these new easements, and anticipate it will take 3-4 weeks to get them all signed.
* Harrison Street Median Landscaping Project (Median just south of I-40 and north of Gordon Cooper Vo-Tech entrance)
> Final Plans were submitted to ODOT on Friday, May 18, 2012. Project will be advertised for bids as soon as ODOT completes their review and issues a Notice to Proceed to the City. The median just south of I-40 and north of Gordon Cooper VoTech entrance is to have the concrete removed and installation of raised stamped concrete border, backfilled with suitable soil and then landscaped with a variety of bushes and ornamental plantings. City has had to revise plans at ODOTs direction and will get those returned to ODOT within the next 2 weeks. No bid letting schedule has been determined yet.
* Expo Parking Lot Improvements
> Project was awarded to CGC, LLC in the amount of $1,696,850. Project is approximately 80% completed. The east parking lots are completed. Landscaping and irrigation of the west parking lot is to be included in the project due to action taken by the City Commission at their April 2, 2012 meeting authorizing a Change Order for landscaping and irrigation system, approximate cost of landscaping & irrigation is at $136,000.
* Gordon Cooper Bridge (southbound lanes)
> The City and Citizen Potawatomi Nation (CPN) have entered into an Agreement to provide funding to repair and resurface the bridge deck for the southbound two lanes of the bridge. Specifications, bid documents, and plans have been completed by the City, and were given to the CPN. The low bid on the project was PbX Corporation and began work on the bridge Wednesday May 23, 2012. Project will take approximately 3 months to complete.
* Kickapoo & Kulhbird Lane Safety Improvements
> Kickapoo & Kulhbird Lane Safety Improvements; Design plans completed and project currently out for bids. The Bid Opening is scheduled for June 18, 2012.
* Lake Road Bridge Repair Project
> Project was awarded to PbX Corporation in the amount of $630,316.30. Currently all deck work has been completed, but bridge is down to one lane while contractor works on repair columns and pier caps from underneath the bridge. All bridge work should be completed by end of next week and opened to two lane traffic. Staff will begin determining final quantities and costs of work from field measurements of work completed.
* Bryan & Independence Intersection Traffic Signal Project
> Design plans for the signalization of the intersection have been completed and the project is currently out for bids. The Bid Opening is scheduled for June 18, 2012.
* Rehab Asphalt Streets Project (FY11-12)
> Project is currently out for bids. The Bid Opening is scheduled for June 18, 2012.
* Rehab Concrete Streets Project (FY11-12)
> This project is a maintenance type project whereby badly broken and cracked concrete paving panels are removed and replaced. Project will be advertised for bids and the Bid Opening scheduled for June 18, 2012. Currently only $350,000 is budgeted for this maintenance project, and the main focus of repairs will be on Independence Street from Center to Sequoyah.
Traffic Control Department
> Ran street sweeper on route 6, Bell St (7th - 10th), and Main St (Kickapoo - Harrison)
> Replaced school zone sign on Bryan
> Replaced street marker for Kickapoo & Farrall
> Changed out photo cells on luminaries that were burning during the day
> Cut & put together sign for Parks Department
> Turned off school flashing lights for Shawnee and North Rock Creek Schools
> Replaced traffic loop at Highland & Harrison (westbound)
> Set out drums & flagging for Walk on the Art Side
> Set out cones & barricades for Terron Bailey Bikin for Hope House Event
> Removed tree limbs obscuring temporary signal on Lake Road Bridge
> Replaced LED for the westbound red at Independence & Harrison
> Replaced LED for the eastbound red at Leo & Hwy 177
> Set up work zone for the Utility Department on Kickapoo (Wall - Saratoga)
> Installed City of Shawnee banners
> Reset loop detector for westbound signals at Highland & Harrison
> Replaced LED for eastbound red at Main & Harrison and 45th & Kickapoo
Street Department
> Saw-cut water-cuts at 1419 N. Philadelphia and 628 W. Kirk
> Reconstructing concrete perimeter road around the Expo Center; replace flume on N. side; saw-
cut 600 ft.; sawed and sealed concrete that was poured.
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UTILITY DEPARTMENT/Jim Bierd, Director
* Water Treatment Plant (Staff of 10)
> Average production: *MGD - 4.531 Last week: *MGD - 4.589
> Pumped 491,369,000 MG to date compared to 466,142,000 MG for same period last year
> Performed routine plant maintenance
*MGD: Million Gallons Daily
* Southside Wastewater Treatment Plant (Staff of 7)
> Flows averaged: *MGD - 1.218 **BOD - 20 mg/l ***TSS - no test ran this week
> Performed regular maintenance 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 - 1.397 **BOD - 2.5 mg/l ***TSS - 1.7
> Hauled 306,000 gallons of bio-solids for May
> Performed regular maintenance on the plant and mowed
*MGD: Million Gallons Daily **BOD: Biochemical Oxygen Demand ***TSS: Total Suspended Solids
* Water Distribution (Staff of 11)
> Service Calls - 91, Water/Sewer Line Locates - 60, Leak Checks - 8, Cut-offs Replaced - 3,
Main Breaks Repaired - 2, and Reset Water Meters - 5
> Repaired 6" main at 2003 N. Pottenger and 8" main at 600 W. Independence
> Doing clean-up and placing top soil where needed following main break repairs
* Wastewater Collection (Staff of 7)
> Sewer lines flushed - 17,525 ft. Flushed (year to date) - 386,520 ft.
> Total Service Calls - 36, Sewer Lines Checked - 28, Emergency Sewer Calls - 1, and Lift
Stations Checked - 14
> Worked on the preventative maintenance flusher list and maintenance on Lift Stations
* Construction Inspector
> Tri-Star will be doing the point repairs on the 24" sewer main the Tuesday following the
Memorial Day holiday.
> New valves have been inserted at Cottage Place on the existing 8" line. Construction of the
new line will begin on Monday.
> 8" water tap has been made at Linden Apartments and 8" line will be laid.
* Capital Projects
> Multi-Reservoir Yield & Operations Analysis
Budgeted Project $98,300.00. Actual project cost $98,300.00. Project awarded to CDM (Camp, Dresser, and McKee) in December 2010. Project completed April 2012.Project is 100% complete.
> Sanitary Sewer Rehab Project/Pipe Bursting (Various Locations)
Budgeted project amount $500,000.00. This project has been awarded to Tri-Star Utilities, Inc., Independence, Kansas. The Notice to Proceed was issued on February 16, 2012 with 180 days for project completion with approximate date of completion August 16, 2012. As of this date, there have been four individual pipe bursted lines totaling 2230 feet. Two emergency repairs have been completed, one in the alley south of Pulaski Street between Broadway and Beard and one in the alley east of Tucker between Darrow and Anna. Following the emergency repairs Tri-Star moved to Seneca Street to start the list of line bursts and onto Chapman and 45th. They have completed the sidewalk and retaining wall at 16 E. Drummond Street between Broadway & Union. Presently 470 ft. of pipe has been pulled and six (6) services hooked up. Tri-star spent the week going back to previous jobs on Seneca and Chapman and finished clean up and raking out yards and restoring properties as they were prior to construction. They are currently bursting lines on Severn Street and will continue forward with project as planned. Tri-Star will be doing the point repairs on the 24" sewer main the Tuesday following the Memorial Day holiday. Project is 25% complete.
> Water Line Replacement
Lakeview Estates: Minnesota, Franklin, and Hughes Circle
Budgeted project amount $500,000.00. On Monday, May 21, 2012 bids were opened, read aloud, and tabled at the Shawnee Commission Meeting. Due to the relative closeness in all bids, all four bidders will be sent questionnaires and all evaluated to determine the best bid. As stated in the specifications, the best bid will be awarded the contract.
Plans, specifications, site and hydraulic evaluation report prepared by The Land Run Group, LLC., Shawnee, Oklahoma. An estimated cost for Lakeview project $143,085.80. A permit to construct is in the process with Department of Environmental Quality for project.
Midland Street: between Kickapoo & Airport Drive and between Midland & Franklin
The Land Run Group, LLC., Shawnee, Oklahoma are currently in the process of preparing plans, specifications, and estimated project cost.
> Mounted CCTV Multi-Conductor Inspection System (Camera Inspection Truck)
Budgeted project amount $175,000.00. Actual cost $109,786.00 awarded to Baker Equipment, Edmond, Oklahoma. The Notice of Award was issued on January 18, 2012. The estimated date of delivery on truck is scheduled for June 2012.
> Valve Insertion Equipment
Budgeted project amount $35,000.00. Insta-Valve Unit was purchased from Hydra-Stop, Alsip, IL for $37,500.00 on December 16, 2011. Twenty-two inserta-valves were purchased for $63,339.20 on January 13, 2012. On April 23, 2012, an additional twenty-nine inserta valves were ordered for installation at $89,619.30 with an approximate delivery date of May 7, 2012. As of this date, twenty valves have been installed in previously identified problem areas.
> Land Application Apparatus (Sludge Truck)
Budgeted project amount $350,000. Actual cost $304,341.00. Project awarded to Quality Truck & Equipment Company, Bloomington, IL on October 2011. Estimated date of delivery scheduled for July 2012, because manufacturer will not build truck until beginning of the new line of production that will begin the end of May.
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PLANNING/COMMUNITY DEVELOPMENT/Justin Erickson, Director
* Planning
> Staff attended various meetings and met with developers on current and pending projects.
> Staff continued work on the zoning code update.
> Staff coordinated upcoming Planning Commission workshops.
> Inspections staff conducted numerous inspections and plan reviews.
> Code enforcement conducted nuisance inspections. Current caseload for tall grass is 123 cases.
* Shawnee Urban Renewal Authority
> Placed one project out for bid.
> Staff attended HOME/CDBG training at HUD OKC office.
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PARKS/CEMETERY/EQUIPMENT SERVICES/James Bryce, Director of Operations
* Parks Maintenance Division
> Daily cleanup route on Main Street and in city parks
> Completing Park inspections
> Various repairs and graffiti removal in several city parks and buildings
> Mowing and weed eating in all areas
> Herbicide spraying fence lines
> Mosquito control every Tuesday and Thursday evening weather permitting
> Municipal pool is operational and is scheduled to open on Monday, May 28th
> Set-up for the "Walk on the Art Side" event at Main & Bell
* Cemetery Division
> Three (3) burials last week
> Leveling markers, herbicide spraying, mowing, and weed eating
* Central Garage
> 22 units in last week with 32 total repairs to vehicles and equipment
> Training has begun for EVT and ASE
> Exploring the possible use of CNG/Propane vehicles for city fleet
* Current Projects
> Lake #1 fishing dock is closed due to storm damage, no date for reopening. Budget for new
dock in FY 12-13
> Writing specifications for the Floating Fishing Dock on Lake #1
> Working on various projects on Lake #1
> Community Center Fire Suppression System installation in underway (plans submitted)
> AC repair at City Hall and new AC at Auditorium (Estimates have been received)
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AIRPORT/Rex Hennen, Assistant Airport Manager
* Airport Advisory Board
> Monthly meeting was held at 5:30 p.m., May 23, 2012 in the Airport Terminal.
&#730; Recommended lease terms for Oklahoma Aviation to present to City Commission for
execution.
&#730; In discussions with Enterprise Car Rental to locate their operations at the Airport.
&#730; Update of the Airport's Business Plan is underway.
* Parallel Taxiway Project
> All construction complete and final inspection was held Tuesday, September 6
> Punch list items have been addressed.
> FAA grant will remain open until all seeded areas have established a permanent root system.
> Portion of payment for seeding being withheld from contractor until grass established
Contractor has begun reseeding the bare areas
> A small area of the new apron paving has settled. Contractor is preparing a proposal to correct
the situation.
* Runway Rehabilitation Project
> FAA Grant: $3, 524,477 and the OAC Grant: $221,006
> Phase I construction underway:
&#730;Complete removal/replacement of east side of the south 1,700 ft. of the runway (Removal has
been completed)
> Overlay/strengthening of south 3,000 feet of the runway
&#730; Subgrade has been stabilized with lime
&#730; Placement of aggregate base is complete.
&#730; Placement of asphalt leveling course is complete.
&#730; Placement of fabric and surface course is complete.
&#730; Installation of runway edge lighting is underway.
> Installation of LED runway lights
> Grading of safety areas
* Foreign Trade Zone Application
> Matthew Weaver reports that the application is under final review and approval is imminent.
* Department of Commerce "Oklahoma Certified Site Program - Aerospace Park"
> Application is nearing final completion by SEDF and airport staff.
* 2012 Pilots and Pancake Fly-in - Saturday, October 6, 2012
> Planning for larger air show including acrobatic planes
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EXPOSITION CENTER/Mike Jackson, Operations Manager
* IFYR 2012 (entries as of April 27, 2012)
> 853 contestant
> 1,510 event entries
> States - 25 Canada - 2
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CITY CLERK'S OFFICE/UTILITY BILLING/Phyllis Loftis, City Clerk
* City Clerk
> Preparation of 5/21/12 City Commission Agenda
> Preparation of 5/23/12 Contract Review Committee Agenda
> Normal routine duties including tort claims, insurance on vehicles and property
> Filed 7 lien releases with Pottawatomie County
> General record management maintenance at Record Center
* Utility Billing/Customer Service
> Zone 1 cut-off for non-payment of accounts (5/16/12)
> Finalize agreements with US Payment to accept credit cards at Homeland kiosks
> Meeting with meter readers and city attorney regarding the prosecution of stolen meters and
devices used to obtain water illegally.
> Routine customer service/billing transactions and issues
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HUMAN RESOURCES/Tammy Johnson, Director
> Processing evaluations/PAA's for status changes/retirements/resignations
> Processing insurance status changes/retirements/resignations
> Processing Open Enrollment paperwork
> Updating/maintaining employee records for insurance
> Processing monthly reports for workman's comp and review and attend WC case proceedings
> Processing new employee insurance/retirement/new hire paperwork
> Conducting interviews for open positions
> Observe crews in the field for safe work procedures
> Processing items for compensation study
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FINANCE DEPARTMENT/Cynthia Sementelli, Finance
> Worked on Bank Reconciliations,
> Worked on 2012-2013 Budget
> Met with City Manager concerning budget
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INFORMATION SYSTEMS/Steve Nolen, Chief Information Officer
> 44 New Incidents / Closed 44 incidents
> Completed data migration from S8 to S13: 800Gb secured data move and 13TB now available
for storage
> Configured Five iPads for Fire use
Fire Training Officers
Replacement for Interim Fire Chief
FS1 System updated and Enhanced with web solutions
FS2 System build and mirrored from FS1
FS3 System build and mirrored from FS1
> Resolved Offender / Registrant displaying inactive Types
> Cleaned up CityNews mailing list of invalid addresses
> Resolved broken Court macro / updated form
> Validated Access Control upgrade project: Equipment ordered, vendor will contact to schedule
> Produce Weekly Office Productivity Tips and Shortcuts Newsletter
> Create new accounts for Engineering, Court, etc
> Assist CID in viewing security video
> Create Access Control / ID cards and add users to system
> Assist in setup and tear down for HR open enrollment process
> Review / Resolve Brazo ticket writer issues
> Setup Pitney Bowes software and equipment and trained end user
> Assisted Attorney office with various issues
> Routine misc printer and user support issues
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FIRE DEPARTMENT/Dru Tischer, Interim Chief
* Suppression
> Responded to 81 emergency calls: Breakdown of calls: Fires - 8, Rescue/EMS - 52, Hazardous
Conditions - 2, Service Calls - 1, Good Intent Calls - 14, and False Alarms - 3, and Special
Incidents - 1
* Prevention
Public Education
DHS annual safety training
Consultations/Meetings
> Development Review Committee Mtg
Investigations
> 326 N. Aydelotte
Permits and On-Site Inspections
> 34004 Belcher (open burn)
> 115 E. Main, Walk on the Art Side (special event)
> Open Burns - 2: Patterson & Homer and 3710 N. Bryan
* Training
> Physical Fitness
> Street & Hydrant Review,
> Kaplan EMS C.E.U. Training: Anaphylaxis, Pediatric Seizures
> Kaplan Fire C.E.U. Training: Incident Command System, Building Construction, and Fire
Anatomy & Behavior
> Continuation training three (3) Probationary Fire Fighters
> Continuation training two (2) Lieutenant Candidates
> Total Staff Training Hours = 544
EMERGENCY MANAGEMENT/Don Lynch, Director
> EOC radio tests were conducted on Wednesday morning
> Outdoor Warning Devices were audibly tested at Noon on Wednesday.
> Processed 5 address requests
> Assigned a new street name
> Processed 3 safe room registrations
> Attended the LEPC meeting on Wednesday afternoon
> Reviewed preliminary plat of new addition for address assignment
> Contacted school officials to encourage attendance at final meeting of the hazard mitigation
Planning team
> Attended the monthly Central Oklahoma Urban Area Security Initiative interoperable
Communications committee meeting on Monday afternoon
> Worked on Jurisdiction profile for Hazard Mitigation Plan
> Attended the LEPC meeting on Wednesday afternoon
> Worked on list of potential mitigation projects for hazard mitigation plan.
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POLICE DEPARTMENT/Russ Frantz, Chief
* Police
> 40 Arrests - 81 reports
> Total Citations: 104/Handwritten Citations: 64 E-Citations: 40 (38.46%)
* Dispatch
> Handled 1707 calls for service (Police/Fire/REACT)
* COPS Grant Program
> 2 Citations - 1 Arrests
> Assisted Dayshift, Evening Shift, and DTF
> Assisted DA with investigation follow-up
> Safe Highway Media Corridor
> Field Training Officer Program
> Initiated programs picked up: Reserve program, Drug tip hotline, Crime stoppers, and Take 25
Events with Citizen Pottawatomie Nation
> Community Relations class for Sentinels
> Boy Scout facilitators for Explorer program
> Patrols: Extra patrol, School Zones Patrol, Mall Patrol, and Park Patrol for increased vandalism
> Planned activities: Boy Scouts, Sentinels, DL checks, Warrant sweeps, Compliance Checks, and
Safety Corridor,
> Assisted patrol Days, Midnights, and Evenings
> Community Contacts: Sub Station, DA Office, PCSO & DTF, City Court, MATCS, REOW,
Neighborhood Watches, A-Ok railroad, Tecumseh PD, Pottawatomie County, and CPN Police
* Accreditation
> Lt King has been assigned the accreditation manager and is working the state accreditation
process for the department
> Number of Accreditation files worked on this week: 7 - OPS 301 - 307
> Number of Police Reports Taken: 1 Number of Calls: 1
* Evidence
> Number of evidence items brought in: 30
> Number of evidence items released: 5
> Number of found property items taken in: 1
> Number of found property items returned to owner: 1
> Number of evidence disposition files/cases cleared: 2
> Number of Police Reports Taken: 3 Number of Calls: 1
* Staff
> Police positions-59: 3 open positions / 2 not available for Service / 1 in Field Training Program
> Dispatch positions-12: 9 available for service / 1 in training / 2 positions to fill
> Animal Control Positions-4: 4 available for service