Staff Activity Report for July 8-14, 2012

ENGINEERING/STREETS/TRAFFIC CONTROL/John Krywicki, Director
Engineering Department
* Kickapoo Street Widening Project (from MacArthur Street to Kickapoo Spur)
> City Staff completed all the additional easements given to the City by ODOT and submitted them back to ODOT R/W Division Monday (7/16/2012). Upon review by ODOT, they have indicated that the Citys R/W acquisition is now cleared and that the Kickapoo Project could be placed on their November bid letting after their internal review is completed.
* Harrison Street Median Landscaping Project (Median just south of I-40 and north of Gordon Cooper Vo-Tech entrance)
> Bid Opening occurred Monday, July 16, 2012, and the low bid was submitted by Rudy Construction in the amount of $98,000. Project will be awarded at the next City Commission meeting which will occur August 6, 2012, and construction work on the project would be able to start by the third week in August. The project should take no longer than 12 weeks to complete. This project will consist of concrete removal and installation of raised stamped concrete border, backfilled with suitable soil and then landscaped with a variety of bushes and ornamental plantings.
* Kickapoo & Kulhbird Lane Safety Improvements
> Bid Opening was on June 18, 2012 with the apparent low bid by C-P Integrated Services in the amount of $54,211.30. City Commission at their July 16, 2012 meeting awarded the project to C-P Integrated Services. Anticipate work starting on this project by mid August.
* ADA Sidewalk & Ramp Project
> Contractor continues to work on the sidewalk along Kennedy Street from Ford to Kickapoo Spur. The Shawnee Public Schools has agreed to the closing of two drive approaches along Kennedy at the old Brackeen Motors site which makes for a better sidewalk project.
* Gordon Cooper Bridge (southbound lanes)
> Work has started on the Project, and Contractor (PbX Corp) is approximately 80% completed. Funding for this Project has been provided by the Citizen Potawatomi Nation (CPN). The City and Citizen Potawatomi Nation (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. A change Order in the amount of $85,000 was presented to the CPN for work to repair the concrete pier caps and columns underneath the bridge deck.
* Expo Parking Lot Improvements
> CGC, LLC the contractor whom was awarded the project and City Street Department completed the project as scheduled, one week before Rodeo time. A miscellaneous punch list of items to correct has been submitted to the Contractor, and they will be working on those to complete within the next 3 weeks.
* Lake Road Bridge Repair Project
> Project is complete and both lanes are opened to traffic. Bridge surfacing is 100% better and smoother rideable deck than previous condition. Final As-Built quantities shows final construction costs to have been $615,039.10 with the original contract bid at $630,316.30. Final acceptance of project and placing Maintenance Bonds into effect will occur at the first Commission meeting in August.
* Bryan & Independence Intersection Traffic Signal Project
> Bid Opening was on June 18, 2012 with the apparent low bid by Traffic & Lighting Systems in the amount of $198,562.60. City Commission at their July 16, 2012 meeting awarded the project to Traffic & Lighting Systems.
* Bell & Farrall Street Return Modification
> Shawnee Milling completed the widening of the northwest corner of Bell & Farrall, and Bell Street is now open again. Broadway Street has now been closed permanently with Shawnee Milling removing the Broadway Street return and will be installing curb and gutter across where Broadway Street had been along Farrall.
* 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. The City Commission awarded the project to them on July 16, 2012. This is our annual asphalt streets maintenance contract and streets identified for milling and overlaying are Independence from Kickapoo to Airport Drive, Indepedence 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) (Independence from Center to Sequoyah)
> City Commission awarded the project to All Roads in the amount of $387,409.00 on July 16, 2012. As soon as we receive the executed contracts and bonding submitted by Contractor, a Pre-work meeting will be scheduled to go over work items and coordination. 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
> Ran street sweeper on major arterials and Route 1
> Checked pedestrian heads for burn outs
> Replaced stop sign at Independence & Drummond
> Laid out and painted 7th St
> Replaced stop sign at Walker Rd access
> Painted school crosswalks for Pleasant Grove and Horace Mann schools
> Set-up and recovered work zone for Utility Department on Tucker
> Set-up and recovered work zone for Utility Department on Arapaho
> Painted stop bars, arrows on 7th Street
> Deployed traffic counters on Lake Rd
> Replaced signal lamp for north bound red at Beard & Highland
> Replaced signal lamp for east bound red at Broadway & Highland
> Checked type I barricades that came in from the field and repaired type III barricades
Street Department
> Hauled 8 loads of rock from Wewoka to the Public Works Service Center yard
> Bladed the following roads: Wolverine, Ingram, Post Office Lane, Post Office Neck, Buck Lane, Clearpond Lane(south), Clearpond Road, Rose Lane, Waunda Lane, Lake Road (east of Patterson), and Hart Road.
> Addressed a call from Comm. Center, tree at Independence & Drummond.
> Repaired water-cuts at: Chandler & Draper (25x23), Chandler & Pesotum (19x13), 1419 N. Philadelphia (10x16), Elizabeth & Minnesota (10x14), and the Homeland parking lot (15x6)
> Saw-cut valve cuts at 706 E. Main, Roosevelt & Highland
> Worked pothole list, complete at this time
> Addressed sinkhole on Walker Road
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UTILITY DEPARTMENT/Jim Bierd, Director
* Water Treatment Plant (Staff of 10)
> Average production: *MGD - 5.866 Last week: *MGD - 6.002
> Pumped 816,150,000 MG to date compared to 791,512,000 MG for same period last year
> Performed routine plant maintenance
*MGD: Million Gallons Daily
* Southside Wastewater Treatment Plant (Staff of 7)
> Flows averaged: *MGD - 1.110 **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 - 1.570 **BOD - 2.0 mg/l ***TSS - 2.5
> Hauled 180,000 gallons of bio-solids for the month so far
> 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 - 62, Water/Sewer Line Locates - 16, Leak Checks - 17, Cut-offs Replaced - 2, Main Breaks Repaired - 1, and Reset Water Meters - 1
> Replaced fire hydrant on the southwest corner of Independence & Arapaho
> Replaced old service lines at 422 N. Aydelotte and 424 N. Aydelotte
> Serviced the fire hydrants at 1211 Inverness Circle and 1312 Inverness
> Worked shop tickets
* Wastewater Collection (Staff of 7)
> Sewer lines flushed - 14,000 ft. Flushed (year to date) - 535,067 ft.
> Total Service Calls - 29, Sewer Lines Checked -14, Emergency Sewer Calls - 5, and Lift Stations Checked - 16
> Worked on the preventative maintenance flusher list and maintenance on Lift Stations
> 205 N. Aydelotte and 30 E. Severn: Camera inspection of both lines, both need to be pipe bursted.
> Wes Watkins Lift Station: need to replace check valves
* Valve Maintenance (staff of 4)
> Located and performed serviceability check on valves at the following locations: 806 N. Kickapoo, 819 N. Kickapoo (2), 715 N. Kickapoo, 663 N. Kickapoo (2), 245 S. Eden, 1110 E. Farrall, 550 N. Kickapoo, Center & Edwards, Shawnee & Edwards, 1144 E. Fay, 1102 E. Fay, 1102 E. Alice, 1048 E. Chandler, Chandler & Shawnee, 1311 N. Center, Shawnee & Parker, and 1229 N. Center (2)
Valve Maintenance (continued)
> Raised/realigned valve boxes at the following locations: 901 N. Center and Kickapoo & Industrial Way
> Repacked valves at the following location: 702 E. Main
> Installed Hydra Stop Valve at the following location: Main & Tucker (6")
* Construction Inspector
> Sewer line at Grays Addition is 85% complete
* 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. A kickoff meeting is scheduled for July 18, 2012 at 2:30 p.m.
> 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. Estimated completion of the project is August 5, 2012. Jordan Contractors is continuing to lay water line at Lake View Estates. They have lain approximately 900 ft. of line. Current location is at the intersection of Franklin & Minnesota. Job is roughly 65% complete.
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 and specifications.
> 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. They started work on this project June 29, 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, 4500 ft. of pipe has been pulled at six locations and one hundred (100) services hooked up. Moved over to 4 inch line north of Drummond and started to camera line. Project is 50% complete.
> 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 mid to late July 2012.
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PLANNING/COMMUNITY DEVELOPMENT/Justin Erickson, Director
> Staff held abatement hearings and five additional structures were ordered removed.
> Staff prepared materials for the City Commission meeting.
> Staff attended numerous meetings including the City Beautification meeting.
> Staff reviewed applications for building permits and conducted numerous inspections.
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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 including the Lake and dams
> Mosquito control every Tuesday and Thursday evening weather permitting
> Daily Municipal Pool operations
> Repaired swim areas at the Lake
> Mowed frog ponds for the Water Department
* Cemetery Division (staff of 4)
> No burials last week-one disinterment
> Leveling markers, herbicide spraying, mowing, and weed eating
* Central Garage (Staff of 6)
> 23 units in last week with 40 total repairs to vehicles and equipment
> Servicing equipment for the Expo
> Exploring the possible use of CNG/Propane vehicles for city fleet
* Current Projects
> Roofing Project to begin soon at the Library
> Lake #1 fishing dock is closed due to storm damage. Budget for new dock in FY 12-13
> Bidding out 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)
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AIRPORT/Rex Hennen, Assistant Airport Manager
* Airport Advisory Board
> Monthly meeting was held at 5:30 p.m., July 18, 2012 in the Airport Terminal
&#730; Discussed future marketing efforts
&#730; Discussed implementing tie-down fees for airplane parking on the ramp
* Parallel Taxiway Project
> All construction complete
> 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 has submitted a solution to correct
the situation which has been reviewed and approved by the airport's engineer
Work will be done with asphalt operations of Runway Project Phase II
* Runway Rehabilitation Project
> FAA Grant: $3, 524,477 and the OAC Grant: $221,006
> Phase I construction is complete:
&#730; South 2,400 feet of runway is open
> Phase II construction is underway:
&#730; Safety area grading
&#730; Asphalt leveling course nearing completion
&#730; Construction of access road serving FAA lighting equipment underway
* Foreign Trade Zone Application
> Matthew Weaver reports that the application is under final agency review
* Department of Commerce "Oklahoma Certified Site Program - Aerospace Park"
> Application is being completed by SEDF and airport staff
* Civil Air Patrol National Flight Academy: July 6-15, 2012
> 27 cadets from across the United States, 13 instructors, and 25 support staff
> Airport sold approximately 2,300 gallons of fuel to the CAP
> CAP estimates they spent $20,000 total in the community for the event
* 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 Update:
> 857 contestants
> 29 states
> $112,000 in ticket sales, that is up $12,000 from last year, will have attendance count next week
> Trade show vendors reported sales were good for them and those that were here last year said
their sales were up
> Recognized 20 year volunteers, sponsors, personnel, and staff during rodeo on arena floor and
presented them with a 20 year buckle. These are people that have been with IFYR for 20 years
> Inducted Ken Etchieson & Suzanne Gilbert into IFYR Hall of Fame
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CITY CLERK'S OFFICE/UTILITY BILLING/Phyllis Loftis, City Clerk
* City Clerk
> Preparation of 7/16/12 agenda
> Filed 1 lien release with Pottawatomie County Clerk
> Filed 22 lien certifications with Pottawatomie County Treasurer
> Normal routine duties including tort claims and insurance on vehicles/property
> Attended IT work Committee meeting
> Research of documents at Records Center
* Utility Billing/Customer Service
> Re-evaluate applications to continue process to fill customer service clerk vacancy
> Routine customer service/billing transactions and issues
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HUMAN RESOURCES/Tammy Johnson, Director
No Report submitted this week/On Vacation
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FINANCE DEPARTMENT/Cynthia Sementelli, Finance
No Report submitted this week
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INFORMATION SYSTEMS/Steve Nolen, Chief Information Officer
> +41 New Incidents / -63 Completed Incidents = -22 Gain/loss = 168 outstanding
> Installed new data port and relocated computer and printer at Fire Station #2
> Various generic end user assistance across departments
> Review Coban Police In-Car Video Camera System
> Updated configuration on HR MFC device per request, validated and tested
> Review of C920 printer issues at Public works, made replacement recommendation
Information Systems (continued)
> Finalized Hyper V server configuration for ALPR Police Project
> Access Control system button replacement all applicable doors
> Review Fire Station #2 phone and T1 outages - AT&T issue
> Validated various network / app configurations for Court
> Deploy case/keyboards for iPad devices as requested
> Solicit Department Head input on outstanding IT incidents
I T Major Project Updates
> Imaging System Replacement
o Rescheduling Paperless Court Demos
o Scheduling for Commission Approval August
> Web Server Move
o Server built / Additional Drive space added
o Project on hold for time allowed
> Virus Scanner Version Migration
o Version upgrade downloaded
o Project on hold for time allowed
> Access Control Node Deployments
o Project reviewed with Vendor
o Scheduled final review with Fire Admin
o Expected activation early August
> ALPR System Deployment
o Hyper V Host server completed
o Virtual server deployed / configured
o Backup software upgrades for Hyper V in progress
> Backup Systems Assessment
o Project on hold for time allowed
> CAD / Firehouse Interface Deployment
o Final reviews of data interchange requirements in progress
o Scheduled for early August
> VoIP Phone System Project
o @Waiting for vendor submissions from RFP
> Mobile Device Management Deployment
o @Waiting for oGITA white paper for comparisons
> GeoInfo Web Data Deployment
o Beta code completed
o Need to update mobile version to re-read GPS data
o Need to find volunteers for field project
> iPads in Fire Department
o Build in progress for Engine#1, mount testing in Fire
o Additional builds / deploys will follow
> iPads in Police Department
o Build for Patrol / Records input in progress
o Build for CID area in planning stages
> GeoInfo Web Services
o Core App completed / Testing underway
o Need to identify parties to input data
> QR Code Project
o Citations and Utility Bill completed
o others Link to GeoInfo Web Services
o Facility Services concept complete
o Need laminated small/large print options
> General iPad Tablet Refreshments
o Queued for August / September
> CADCom Citizen Service App
o ShawneePD and ShawneeFD service on hold for now

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FIRE DEPARTMENT/David Short, Chief
* Suppression
> Responded to 98 emergency calls: Breakdown of calls: Fires - 9, Rescue/EMS - 72,
Hazardous Conditions - 1, Service Calls - 4, Good Intent Calls - 6, and False Alarms - 4
* Training
> Physical Fitness, Street & Hydrant Review, Aerial and Ground Ladders, Equipment, and Self
Study
> Kaplan Fire C.E.U. Training: Burns, Chest Pain, Dehydration, Portable Fire Extinguishers, and
Fire Officer
> Continuation training three (3) Probationary Fire Fighters
> Continuation training two (2) Lieutenant Candidates
> Total Staff Training Hours = 42.5
EMERGENCY MANAGEMENT/Don Lynch, Director
* Communications Technician
> Repaired Broken XTS 2500s
> Replaced LNA for Weather satellite dish.
> Repaired faulty XTS 2500 for Fire Station 3
> Conducted EOC radio tests
> Met with OKWIN System licensees and technicians and Motorola Engineers on system loading
and storm plans
* Emergency Management Technician
> Sent new road notifications to responders, utilities & agencies. Set up in FireHouse and street
index
> Assisted Mayor and Utilities Department with preparation and distribution of Blackboard
connect message on water restrictions
> Resolved addressing issues with planning & utility billing (different issues)
> Assigned 2 new addresses
* Emergency Management Director
> Met with building officials on potential public tornado shelter location
> Attended the Central Oklahoma Urban Area Security Initiative Budget Committee meeting on
Tuesday afternoon
> Hosted the Pottawatomie County Amateur Radio Club in the EOC on Tuesday night
> Participated in EM radio test on Tuesday night
> Mentored OSU-OKC Responder Management Degree program student with practicum
> Attended the Statewide Interoperable Governance Board meeting
> Met with OKWIN System licensees and technicians and Motorola Engineers on system loading
and storm plans
> Met with tornado spotters in EOC on Thursday evening
> Participated in the OKWIN technical committee conference call on Friday morning
POLICE DEPARTMENT/Russ Frantz, Chief
* Police
> Reports: 174 Total Citations: 87 / Handwritten Citations: 38 / E-Citations: 49 (56.32%)
> Arrests: 23
> Working two burglary I / Kidnapping cases
* Dispatch
> Managed 1752 calls for service (Police/Fire/REACT)
* CID
> 19 Cases forwarded to CID for review / 5 Felony Cases assigned / 0 Non Felony Cases
assigned
> 4 Felony Cases cleared / 2 Non Felony Cases cleared
> 1 Call Out
> 2 Assists with Patrol and Other Agencies
> Continued Work Child Porn Computer Forensic Case from Public Library
> Continued Work on 2 Missing Persons Cases
> Worked one Cell Phone Case
* 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: 14 - OPS 301-307 and OPS 309-315
> Number of Accreditation files sent to Chief's office for review: 14 - OPS 301-307 and OPS
309-315
> Number of calls: 4
* Evidence
> Number of evidence items brought in: 24
> Number of evidence items released: 2
> Number of found property items taken in: 1
> Items Flagged and pulled for Destruction: 195
> Number of police reports taken: 1
* Staff
> Police positions-59 / 3 open positions
> Dispatch positions-12: 7 available for service / 3 in training / two open positions
> Animal Control Positions-4: 4 available for service