Staff Activity Report for June 24 - 30, 2012

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. We are now down to just two remaining parcels to acquire. One from a property that has been foreclosed and is going to a Sheriffs Sale, thus we are awaiting to see whom will own the property, then try to secure the easement, and the other remaining parcel is a correction easement because it did not close by 1.8 feet, but although the City has previously purchased the easement, the property owner is stonewalling the City and has refused to sign. This last parcel will probably have to have legal action taken against the property owner. ODOT has indicated that EST, Inc (the 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)
> Project is currently out for bids with the Bid Opening scheduled for July 16, 2012. A Pre-Bid meeting was held Wednesday, June 27th to answer any questions contractors may have had. The median just south of I-40 and north of Gordon Cooper Vo-Tech 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
> CGC, LLC the contractor whom was awarded the project is on schedule to be completed by June 29th (two weeks prior to Rodeo Time) which has been the target deadline since the project first started. City Street Department crews are also to be completed with the concrete perimeter street around the parking lot by the same target date.
* 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.
* ADA Sidewalk & Ramp Project
> Contractor has began sidewalk work along Kennedy Street from Ford to Kickapoo Spur.
> 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 completed and both lanes opened to traffic. Bridge surfacing is 100% better and smoother rideable deck than previous condition. Staff has completed determining as-built quantities, and project will be presented to the City Commission at their July 16th Commission meeting for final acceptance and placing maintenance bonds into effect.
* 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) (Independence from Center to Sequoyah)
> 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.
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UTILITY DEPARTMENT/Jim Bierd, Director
* Water Treatment Plant (Staff of 10)
> Average production: *MGD - 5.833 Last week: *MGD - 5.191
> Pumped 728,599,000 MG to date compared to 703,271,000 MG for same period last year
> Performed routine plant maintenance
*MGD: Million Gallons Daily
* Southside Wastewater Treatment Plant (Staff of 7)
> Flows averaged: *MGD - 1.099 **BOD - 10 mg/l ***TSS - 9
> 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 - 1.659 **BOD - 2.0 mg/l ***TSS - 2.5
> Hauled 306,000 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 - 51, Water/Sewer Line Locates - 30, Leak Checks - 7, Cut-offs Replaced - 3, Main Breaks Repaired - 4, and Reset Water Meters - 4
> Installed a new service line at 1905 N. Market
> Worked shop tickets
* Wastewater Collection (Staff of 7)
> Sewer lines flushed - 24,175 ft. Flushed (year to date) - 506,092 ft.
> Total Service Calls - 37, Sewer Lines Checked - 31, Emergency Sewer Calls - 2, 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: 4903 N. Harrison, 1115 N. Harrison, Shamrock Circle & Ken Del, 39th & Kickapoo, Westech & Harrison, MacArthur & Acme, Timbers & MacArthur, Wiley & Leo, Wiley & Ellis, Midland & Leo, Franklin & Leo, Rosa & Leo, Rosa & Ellis, Ellis & Midland, and Ellis & Franklin.
> Raised/realigned valve boxes at the following locations: 67 Crown Point
* Construction Inspector
> Tri-Star has finished locating services between Wallace and Wood.
> Bursting was supposed to be finished by the end of the week but Contractor was unable to pull the pipe due to the ground being very hard and compact. They are going to bring in a drill to pre-drill and burst the line to make pulling the new pipe easier.
> Hooking up two more services on Pottenger.
> Took bac-t samples at Grays Addition and they came back good Also pressure tested line and test passed.
> Started Lakeview Addition this week.
* 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. They will notify us to schedule a kickoff meeting.
> 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. 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, 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 truck was delivered on June 28, 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 mid to late June 2012.
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PLANNING/COMMUNITY DEVELOPMENT/Justin Erickson, Director
No report submitted this week/On Vacation last week
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 and at the Expo Center
> Mosquito control every Tuesday and Thursday evening weather permitting
> Daily Municipal Pool operations
* Cemetery Division (staff of 4)
> No burials last week
> Leveling markers, herbicide spraying, mowing, and weed eating
* Central Garage (Staff of 6)
> 28 units in last week with 34 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 will be held at 5:30 p.m., July 18, 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
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
* 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
* Civil Air Patrol National Flight Academy: July 6-15, 2012
> 27 cadets from across the United States, 13 instructors and 25 support staff
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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 7/2/12 City Commission meeting agenda
> Continue review of property, vehicle and equipment insurance for 2012-13
> Filed 17 public nuisance liens with Pottawatomie County Clerk
> Normal routine duties including tort claims, insurance on vehicles and property
* Utility Billing/Customer Service
> Zone 3 cut-off (6/27/12)
> Zone 2 billing (6/27/12)
> Interview for customer service clerk vacancy
> 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
No report submitted this week
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INFORMATION SYSTEMS/Steve Nolen, Chief Information Officer
> +32 New Request / -24 Completed Request = +8 Net gain/ (loss) 199 Open incidents
> Updated Network Maps for City Hall, Annex, and Public Works for Network layouts for VoIP
Vendors
> Worked on Network Notes for VoIP meeting
> Reviewed IT inventory system AD integration issues - no resolution yet
> Review Fire Station 3 outage issues
> Hyper-V Training for server turn up
> Review gas monitor system needs
> Install / move / deploy mobile Police laptops
> On-site meeting review for VoIP RFP
> Deployed new Fire Chief iPad
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FIRE DEPARTMENT/David Short, Chief
No report submitted this week/On Vacation
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EMERGENCY MANAGEMENT/Don Lynch, Director
* Communications Technician
> Installed new roof mounted Weather satellite dish at City Hall
> Met with sales staff at Total Radio reviewed project status
> Installed 800 MHz radios for the utility department in vehicles 3707 and 3709 and began
troubleshooting radio wiring in HR Department SUV
* Emergency Management Technician
> Attended the Pre-Bid meeting for phone upgrade.
> Assigned 3 addresses, sent 3 to County 9-1-1 system
> Set up 3 new roads, sent to responders, city/county agencies & utility companies
> Completed identification cards for Sentinel program
> Verified official street name for Traffic Control Department
* Emergency Management Director
> Attended Board of County Commissioners meeting on Monday afternoon
> Attended Pott. Co. Fire Chiefs Association meeting on Tuesday night
> Attended Sentinels Graduation program on Thursday night
> Prepared materials for Vendor Pre-Bid Conference for Telephone System Replacement.
> Conducted pre-bid meeting on Friday
> Conducted EOC Radio Tests on Wednesday morning
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POLICE DEPARTMENT/Russ Frantz, Chief
* Police
> Reports: 138 Total Citations: 58 / Handwritten Citations: 43 / E-Citations: 15 (25.86%)
> Arrests: 13
> Assisted with Narcotics warrant roundup
* Dispatch
> Managed 1640 calls for service (Police/Fire/REACT)
* COPS Grant Program
> On Special Assignment with DA Task Force - Narcotics/wiretap operation
> Largest Drug Bust in Pottawatomie County: 38 Arrests / 16 search warrants / $112,221.00
seized / four pounds of methamphetamine seized. Operation on warrant day included 125
officers and agents from around the state
* CID
> Working two missing person cases
> Assisted with Narcotics warrant roundup
* Accreditation
> Lt King has been assigned the accreditation manager and is working the state accreditation
process for the department
> Instructed 40 hour FTO course for CLEET
* Evidence
> Number of evidence items brought in: 15
> Number of evidence items released: 8
> Number of found property items taken in: 2
> Number of items submitted to OSBI: 11
> Number of items released from OSBI back to the department: 8
> Number of evidence disposition files/cases cleared: 6
> Items Flagged and pulled for Destruction: 345
* Staff
> Police positions-59: 3 open positions / 1 in Field Training Program
> Dispatch positions-12: 7 available for service / 3 in training / two open positions
> Animal Control Positions-4: 4 available for service