City of Shawnee Oklahoma Update: Staff Activity Report for June 10

ENGINEERING/STREETS/TRAFFIC CONTROL/John Krywicki, Director 
Engineering Department 
♦ Kickapoo Street Widening Project (from MacArthur Street to Kickapoo Spur) 
● City Staff is still in the process of obtaining the additional temporary construction easements and corrected easements that ODOT Officials indicate need to be obtained. We have now secured 32 of the 35 property parcels of those additional corrective easements and temporary construction easements. We are turning in the filed easements and documentation that we have to ODOT this Friday, June 22nd. Of the 3 remaining properties, one has been foreclosed on and is coming up for a Sheriff's Sale on a date yet to be determined. The other 2 remaining parcels may need to have the City take legal action to secure them. ODOT has indicated that EST, Inc (ODOT's consultant engineering firm that has designed the project) is completed, and ODOT will let the project for bids as soon as the City acquires the additional easements ODOT's consultant now says we need. 
♦ Harrison Street Median Landscaping Project (Median just south of I-40 and north of Gordon Cooper Vo-Tech entrance) 
● Final Plans were approved by ODOT and Project is currently out for bids. Bid Opening is scheduled for July 16, 2012. A Pre-Bid Meeting has been scheduled for June 27, 2012 with ODOT officials and all plan-holders interested in bidding project. 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. 
♦ Expo Parking Lot Improvements 
● Project was awarded to CGC, LLC in the amount of $1,696,850. Project is approximately 90% completed. Work on the project is in full progress as Contractor is hurrying to meet deadline of having project completed a week before Rodeo Time!! 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. 
♦ Lake Road Bridge Repair Project 
● Project is complete and both lanes opened to traffic. Bridge surfacing is 100% better and smoother rideable deck than previous condition. Staff will be measuring up quantities of work to determine final as-built construction costs. 
♦ Gordon Cooper Bridge (southbound lanes) 
● Work has started on the Project and is approximately 40% completed. Funding for this Project has been provided by the Citizen Potawatomi Nation (CPN). The City and CPN 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 had been completed by the City, and the CPN let the project for bids. The low bid on the project was PbX Corporation in the amount of $417,000. Project is anticipated to be completed by first week in August. 
♦ Kickapoo & Kulhbird Lane Safety Improvements 
● Design plans have been completed by City Engineering and let for bids. Bid Opening was on June 18, 2012 with the apparent low bid by C-P Integrated Services in the amount of $ 54,211.30. Bids are under review and recommendation will be made at the City Commission meeting of July 2, 2012. Anticipate construction starting by the first week in August. 
♦ Bryan & Independence Intersection Traffic Signal Project 
● Design plans were prepared by City Engineering and let for bids. Bid Opening was on June 18, 2012 with the apparent low bid by Traffic & Lighting Systems in the amount of $198,562.60. Staff will be reviewing bids and will make a recommendation of award to the City Commission at their July 2, 2012 meeting. Anticipate work starting on this project first week in August. 
♦ Bell & Farrall Street Return Modification 
● Shawnee Milling is in the process of widening the northwest corner of Bell & Farrall, relocating the curb and drainage inlet, making the radius return larger for better truck traffic movements. This modification will make it easier for trucks turning onto Farrall without having to turn wide onto Farrall taking up two lanes of traffic. Shawnee Milling is paying 100% of the construction costs for this modification. 
♦ Rehab Asphalt Streets Project (FY11-12) 
● Bids were opened at the June 18th City Commission meeting, with the apparent low bid by Nash Construction in the amount of $589,090.00. Bids are under review and a recommendation will be made at the July 2, 2012 Commission meeting. This is our annual asphalt streets maintenance contract and streets identified for milling and overlaying are Independence from Kickapoo to Airport Drive, Independence from Park to Broadway, MacArthur from Leo to Acme, 45th Street from Kickapoo to Leo, and Bradley from Center to Bryan. Anticipate construction beginning by first week in August. 
♦ Rehab Concrete Streets Project (FY11-12) 
● Bids opened at the June 18th City Commission meeting with the apparent low bid by All Roads Paving in the amount of $387,409.00. Bids are under review and a recommendation will be made at the July 2, 2012 Commission meeting. This is our annual concrete streets maintenance contract whereby badly broken and cracked concrete panels are removed and replaced. Focus of this contract will be on Independence from Center to Sequoyah. 
Traffic Control Department 
● Checked pedestrian heads for burn outs 
● Installed adopt a road signs on Northridge and on Mall Drive 
● Recovered barricades from First Friday Event 
● Reset stop bar at I-40 & Kickapoo 
● Replaced street marker for Kulbyrd & Kickapoo and Leo & MacArthur 
● Replaced stop sign at Dunbar & Beard and Wayne & Center 
● Repaired loop for southbound left turn signal at Main & Harrison 
● Replaced pedestrian push button on MacArthur & Harrison and 10th & Harrison 
● Cleared tall grass & weeds from guard rail at Dewey & Leo 
● Assisted Street Department with concrete at the Expo Center (2 days) 
Traffic Control (continued) 
● Reset the following intersections on flash: Kickapoo Spur & Kickapoo, Bell & Main, Union & Main, Kickapoo & MacArthur, and Highland & Harrison 
● Set out barricades, drums, flagging for the JuneTeeth Parade 
● Worked on type I and type III barricades 
● Ran street sweeper on route 8 & 9 
Street Department 
● Removed concrete panels at the Expo Center (725x14) 
● Replaced concrete panels at the Expo Center (432x14) 
● Removed 35 ft. of curb and gutter at the Expo Center 
● Removed gate at the Expo Center 
● Bladed lake roads: N. Walker, Pecan Road east and west, and Ingram Road 
● Ran Intakes 1/2 day 
<HR> 
UTILITY DEPARTMENT/Jim Bierd, Director 
♦ Water Treatment Plant (Staff of 10) 
● Average production: *MGD  4.028 Last week: *MGD  4.091 
● Pumped 651,386,000 MG to date compared to 621,719,000 MG for same period last year 
● Performed routine plant maintenance 
*MGD: Million Gallons Daily 
♦ Southside Wastewater Treatment Plant (Staff of 7) 
● Flows averaged: *MGD  1.144 **BOD  9 mg/l ***TSS  5 
● 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  1.512 **BOD  2.2 mg/l ***TSS  2.1 
● Hauled 66,000 gallons of bio-solids for June 
● 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  57, Water/Sewer Line Locates  36, Leak Checks  16, Cut-offs Replaced  7, 
Main Breaks Repaired  1, and Reset Water Meters  10 
● Completed installation of the 2" water line from Leo to Dockery ball field. 
● Worked shop tickets 
♦ Wastewater Collection (Staff of 7) 
● Sewer lines flushed  15,950 ft. Flushed (year to date)  471,242 ft. 
● Total Service Calls  38, Sewer Lines Checked  25, Emergency Sewer Calls  1, and Lift 
Stations Checked  22 
● Worked on the preventative maintenance flusher list and maintenance on Lift Stations 
♦ Construction Inspector 
● Tri-Star has pipe bursted 700 ft. of sewer line just west of Pottenger starting at the manhole south of Ridgewood going south to the dead end. Services are being connected. Tri-Star is waiting on the arrival of a 4 inch push cam in order to locate services on the 4 inch lines north of Drummond and Severn. 
♦ Capital Projects 
● Water Line Replacement 
Lakeview Estates: Minnesota, Franklin, and Hughes Circle 
Budgeted project amount $500,000.00. Bids were awarded on June 4, 2012 to Jordan Contractors in the amount of $257,875.00. Plans, specifications, site and hydraulic evaluation report prepared by The Land Run Group, LLC., Shawnee, Oklahoma. A permit to construct has been submitted to Department of Environmental Quality on the 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. 
● Airport Sewer Lift Station Rehab 
Budgeted project amount $70,000.00. Actual project cost $139,918.00. Project was awarded to Slattery Construction, Woodward, Oklahoma. The Notice to Proceed was issued on March 23, 2012 with 90 days completion, approximate project date of completion is June 25, 2012. The completion date on this project has been extended until July 31, 2012. 
● 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. They have completed the sidewalk and retaining wall at 16 E. Drummond Street between Broadway & Union. Presently, 3900 ft. of pipe has been pulled and eighty-one (81) services hooked up. 
Additionally, there were two emergency point repairs on the 24" sewer main at Farrall and McKinley next to railroad tracks. To date, there have been six bursted lines and two point repairs on the project. Project is 50% complete. 
● 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-nine 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 middle of May. 
<HR> 
PLANNING/COMMUNITY DEVELOPMENT/Justin Erickson, Director 
♦ Planning 
● Staff attended various meetings including the monthly SEDF meeting 
● Staff held nuisance abatement hearings and ordered two additional structures removed 
● Staff continued work on a grant application to beautify Shawnee 
● Commercial and residential permit intake was up 
● Staff prepared materials for the City Commission meeting 
♦ Shawnee Urban Renewal Authority 
● Staff attended census training 
● Placed two projects for bid 
● Inspection for future projects was completed 
<HR> 
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 
● Completing Park inspections 
● Performing various repairs and graffiti removal in several city parks and buildings 
● Mowing and weed eating in all areas 
● Mosquito control every Tuesday and Thursday evening weather permitting 
● Daily Municipal Pool operations 
● Installation of water line at Dockery is complete 
● Setup and removal of equipment for the JuneTeenth Celebration 
♦ Cemetery Division (staff of 4) 
● 2 burials last week 
● Leveling markers, herbicide spraying, mowing, and weed eating 
♦ Central Garage (Staff of 6) 
● 25 units in last week with 39 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 
● AC repair at City Hall and new AC at Auditorium (Estimates have been received) 
<HR> 
AIRPORT/Rex Hennen, Assistant Airport Manager 
♦ Airport Advisory Board 
● Monthly meeting will be held at 5:30 p.m., June 20, 2012 in the Airport Terminal 
♦ 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 completed reseeding/sodding 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: 
˚ 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 
˚ Subgrade has been stabilized with lime 
˚ Placement of aggregate base is complete 
Runway Rehabilitation Project (continued) 
˚ Placement of asphalt leveling course is complete 
˚ Placement of fabric and surface course is complete 
˚ Installation of runway edge lighting is underway 
● Installation of LED runway lights: electrical conduit and concrete bases for lights are being 
installed 
● Grading of safety areas 
● Sodding and runway striping are scheduled to begin this week 
♦ 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 being completion by SEDF and airport staff. 
♦ 2012 Pilots and Pancake Fly-in - Saturday, October 6, 2012 
● Planning for larger air show including acrobatic planes 
<HR> 
EXPOSITION CENTER/Mike Jackson, Operations Manager 
♦ IFYR 2012 (entries as of June 21, 2012) 
● 983 contestant 
● 1,700 event entries 
● States - 31 Canada - 3 
<HR> 
CITY CLERK'S OFFICE/UTILITY BILLING/Phyllis Loftis, City Clerk 
♦ City Clerk 
● Preparation of 6/18/12 City Commission meeting agenda 
● Prepared new contract with COCAA/COTS 
● Normal routine duties including tort claims, insurance on vehicles and property 
♦ Utility Billing/Customer Service 
● Zone 1 cut-off (6/13/12) 
● Continue last minute preparations for Homeland kiosk. 
● Routine customer service/billing transactions and issues 
● Worked with IT and TPSi to establish QR codes on water bills 
<HR> 
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 
<HR> 
FINANCE DEPARTMENT/Cynthia Sementelli, Finance 
● Prepared monthly sales tax report 
● Worked on budget presentation and budget memo 
● Worked on budget summary 
● Prepared budget amendments 
<HR> 
INFORMATION SYSTEMS/Steve Nolen, Chief Information Officer 
● +49 New Incidents / -32 Resolved = +17 Incidents Gain/(loss) 176 open incidents 
● Printer supply order, UPS quotes and follow ups 
● Resolved Agenda Server service issue 
● Updated Police Mobile systems 
● Assist Financial auditors with Internet access, Incode, and Application Xtender. 
● Enter various Help Requests that were emailed instead of direct form input 
● Reset password for Police officers / assist with RDP login and Police RMS 
● Assist Police records with using "aliases" options again 
● Work on Police Mobile unit deployments 
● Resolve printer spooler issues for employees 
● Change / Update tape archive 
● Re-submit e-Citation supervisor/prosecutor approval process, pricing and documentation to City 
Attorney 
● Broadcast, Produced and Published PAVE forums 
● Produced and published City Commission meeting 
● Reviewed quality control issues with e-Citation imports / court responsibilities 
● Reviewed paperless form options / iPad solutions for HR internal forms 
● Replaced streaming media device for Ch30 
<HR> 
FIRE DEPARTMENT/Dru Tischer, Interim Chief 
♦ Suppression 
● Responded to 104 emergency calls: Breakdown of calls: Fires  4, Rescue/EMS  71, 
Hazardous Conditions  3, Service Calls  3, Good Intent Calls  15, and False Alarms  8 
♦ Prevention 
Requested/Administrative Inspections 
● Chandler and Associates, 316 N. Broadway 
Consultations/Meetings 
● Development Review Committee Meeting 
Permits/On-Site Inspections 
● 177 & MacArthur, (open burn) and the Shawnee Community at 804 S. Park, (inflatable) 
<HR> 
EMERGENCY MANAGEMENT/Don Lynch, Director 
● The Pottawatomie County Amateur Radio Club met in the EOC on Tuesday night 
● EM Radio test performed on Tuesday night 
● Community Warning Devices were silently tested at Noon on Wednesday 
● Storm Spotter Team met in the EOC on Thursday night 
♦ Communications Technician 
● Conducted EOC Radio Tests on Wednesday morning 
● Repaired emergency lights on 2 police vehicles 
● Performed construction work in EOC 
♦ Emergency Management Technician 
● Researched addressing issue with/for developer 
● Coordinated with post office on addressing issues 
● Worked on LEPC meeting information & grants 
● Worked on OBU addresses assigned to buildings & coordinating the changes with the Utility 
Billing Department 
♦ Emergency Management Director 
● Attended the Pott. Co. E-9-1-1 Trust Authority Meeting on Monday morning 
● Attended the Emergency Operations Center Management and Operations training course in 
OKC on Tuesday through Thursday 
● Met with Susan Morris, the new Red Cross Service Center Manager on Friday. Program and 
project status and combined training opportunities were discussed 
<HR> 
POLICE DEPARTMENT/Russ Frantz, Chief 
No report this week/Chief Frantz is on vacation

City of Shawnee Oklahoma Update

Thursday, June 21, 2012

Staff Activity Report for June 10 - 16, 2012

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