Staff Activity Report for June 17 - 23, 2012

ENGINEERING/STREETS/TRAFFIC CONTROL/John Krywicki, Director
Engineering Department
<B>NO UPDATES ON PROJECTS THIS WEEK</b>
* 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 Sheriffs 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 (ODOTs 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 ODOTs 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.
* 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.
* 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.
* 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.
* 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.
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UTILITY DEPARTMENT/Jim Bierd, Director
* Water Treatment Plant (Staff of 10)
> Average production: *MGD - 5.191 Last week: *MGD - 5.028
> Pumped 687,723,000 MG to date compared to 660,253,000 MG for same period last year
> Performed routine plant maintenance
*MGD: Million Gallons Daily
* Southside Wastewater Treatment Plant (Staff of 7)
> Flows averaged: *MGD - 1.370 **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 - 1.840 **BOD - 2.0 mg/l ***TSS - 1.3
> Hauled 198,000 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 - 83, Water/Sewer Line Locates - 51, Leak Checks - 16, Cut-offs Replaced - 3, Main Breaks Repaired - 1, and Reset Water Meters - 4
> Made ¾ inch taps at 2600, 2601, 2604, and 2605 Ella Drive for new service lines
> Replaced a service line and meter box at 1231 E. 10th.
> Replaced a service line at 147 AOK.
> Poured two beaver slides at the Water Treatment Plant
> Poured concrete on two tin horns at the lake channel
* Wastewater Collection (Staff of 7)
> Sewer lines flushed - 10,675 ft. Flushed (year to date) - 481,917 ft.
> Total Service Calls - 26, Sewer Lines Checked - 21, Emergency Sewer Calls - 1, and Lift Stations Checked - 15
> Worked on the preventative maintenance flusher list and maintenance on Lift Stations
* Valve Maintenance (staff of 4)
> Located and performed serviceability check on valves at the following locations: 630 N. Chapman, 1801 N. Park, 2801 N. Kickapoo, 32nd & Market, 202 W. 33rd, Forrest & Broadway,
Federal & Park, and Cammack & Park
> Raised/realigned valve boxes at the following locations: Tennessee & Dunbar and 623 S. Union
> Cut in valves at Woodland Park
> Repacked valves at Beard & Dunbar 16"
> Opened 30" valve at the Water Treatment Plant
> Assisted with a main break at Harrison & I-40
* Construction Inspector
> Tri-Star has finished on Pottenger and has moved to the line between Wallace & Wood and Kickapoo & Chapman.
* 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 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.
> 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 at six locations 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 the 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 the end of June 2012.
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PLANNING/COMMUNITY DEVELOPMENT/Justin Erickson, Director
No report this week/Justin is on vacation
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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
> Mosquito control every Tuesday and Thursday evening weather permitting
> Daily Municipal Pool operations
> Installation of water line at Dockery is complete
* Cemetery Division (staff of 4)
> 2 burials last week
> Leveling markers, herbicide spraying, mowing, and weed eating
* Central Garage (Staff of 6)
> 32 units in last week with 45 total repairs to vehicles and equipment
> Servicing equipment for the Expo
> Exploring the possible use of CNG/Propane vehicles for city fleet
* Current Projects
> Lake #1 fishing dock is closed due to storm damage. 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)
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AIRPORT/Rex Hennen, Assistant Airport Manager
* Airport Advisory Board
> Monthly meeting was held at 5:30 p.m., June 20, 2012 in the Airport Terminal
* 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.
* 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)
&#730; 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
> Installation of LED runway lights: electrical conduit, concrete bases, and light fixtures have
been installed.
> Grading of safety areas complete
> Sodding and runway striping are 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 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 June 27, 2012)
> 1,008 contestant
> 1,724 event entries
> States - 32 Canada - 3
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CITY CLERK'S OFFICE/UTILITY BILLING/Phyllis Loftis, City Clerk
* City Clerk
> Preparation of 6/18/12 City Commission meeting minutes
> Review of property, vehicle and equipment insurance for 2012-13
> Obtained Legal Notice from Shawnee News Star regarding Charter Change election and
forwarded it to Governor's office
> Normal routine duties including tort claims, insurance on vehicles and property
* Utility Billing/Customer Service
> Zone 2 cut-off (6/20/12)
> Zone 1 billing (6/20/12)
> Reviewed and approved Central Disposal monthly invoice
> Continued working with US Payments regarding Homeland kiosks
> Ordered banners regarding payments at Homeland stores
> 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
> Processing PAA's for budget
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FINANCE DEPARTMENT/Cynthia Sementelli, Finance
> Start on the import of the budget
> Work on closing year end
> Started work papers for auditors
> Worked on CDBG drawdown and reconciliations
> Input budget amendments
> Worked on capital project numbering system
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INFORMATION SYSTEMS/Steve Nolen, Chief Information Officer
> LPR Legal discussions and Policy needs request
> Scheduled CH30 Commission meeting broadcast / recording
> Attended Apple / Verizon iOS in Government Seminar
> Begin GeoInfo online database project for various geo located City data
> Discussed internal online database information for City Attorney vs. Global Records
> Updated online Incident management system for new features
> Planning for OLETS/NCIC Switch move to new server
> Debug Geosafe server issues for vendor
> Review tablet solutions for mobile Police
> Set up new account for Attorney assistant in Global Records
> Reviewed options for location of new gas monitoring systems
> Continued mobile police PC builds
> Installed and configured new hard drive array on future web server
> Updating network mapping project for VoIP meeting
> Various CID Computer and Printer Support
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FIRE DEPARTMENT/David Short, Chief
* Suppression
> Responded to 107 emergency calls: Breakdown of calls: Fires - 6, Rescue/EMS - 81,
Hazardous Conditions - 1, Service Calls - 5, Good Intent Calls - 7, and False Alarms - 7
* Prevention
Requested/Administrative Inspections
> Immanuel Baptist Day Care
Consultations/Meetings
> New recruit interviews
Permits/On-Site Inspections
> Open burns: 1413 E. Bradley and 3720 N. Bryan
* Training
> Physical Fitness, Street & Hydrant Review, Rope Rescue, Truck Company Operations, and
Company Evolutions
> 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 = 65.50
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EMERGENCY MANAGEMENT/Don Lynch, Director
* Communications Technician
> Installed our new Emergency Managers Weather Information Network satellite receiver system.
* Emergency Management Technician
> Assisted new Fire Chief with office outfitting including telephone installation and keys.
> Assisted with cable installation and alignment.
* Emergency Management Director
> Attended the Pottawatomie County Board of County Commissioners Meeting on Monday
afternoon
> Attended the Southeast Area Emergency Management Workshop in Durant on Wednesday
through Friday. (This was required under our sub grant agreement with the State)
> Attended the Pottawatomie County Amateur Radio Clubs National Field Day exercise on
Saturday
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POLICE DEPARTMENT/Russ Frantz, Chief
* Police
> Reports: 177 Total Citations: 132 / Handwritten Citations: 42 / E-Citations: 90 (68.18%)
> Arrests: 26
> Arrested lawn mower thieves
> Held police candidate interviews
> Sentinel Class is proceeding and doing well (Police Volunteer Group)
* Dispatch
> Managed 2033 calls for service (Police/Fire/REACT)
* COPS Grant Program
> Special assignment with District Attorney Task Force
* CID
> 22 Cases Forwarded to CID for Review
> 8 Felony Cases Assigned / 3 Non Felony Case Assigned
> 13 Felony Cases Cleared / 0 Non Felony Cases Cleared
> 12 Felony Charges Filed through DA's Office
> 1 Arrest Made and 1 Call Out
* 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: 11 - OPS 201- 202 and OPS 204-212
> List of files sent to Chief's Office for review for the week: OPS 201- 202 and OPS 204-212
> Nuisance alarm letters distributed for the week: 2
> Number of Police Reports Taken: 1 Number of Calls: 4
> Assisted Patrol on Tuesday, June 5, 2012 - Funeral
* Evidence
> Number of evidence items brought in: 15
> Number of evidence items released: 8
> Number of found property items taken in: 3
> Number of items submitted to OSBI: 19
> Number of items released from OSBI back to the department: 7
> Number of evidence disposition files/cases cleared: 8
> Items Flagged and pulled for Destruction: 250
* Staff
> Police positions-59: 3 open positions / 1 in Field Training Program
> Dispatch positions-12: 9 available for service / 3 in training
> Animal Control Positions-4: 4 available for service