ENGINEERING/STREETS/TRAFFIC CONTROL/John Krywicki, Director
Engineering Department
* Kickapoo Street Widening Project (from MacArthur Street to Kickapoo Spur)
> ODOT has officially set the Kickapoo Paving Project on their November letting schedule, which means the project will be advertised and the Bid Opening set for November 15, 2012, with Award of Project coming at their Commission meeting of December 3, 2012. Anticipate construction starting by March 2013. Project is estimated to take 18-24 months construction time. Kickapoo will not be closed, and two-way traffic will be maintained at all times. ODOT will handle project advertising, bid opening, bid award, and project administration & inspection. City Staff will assist with inspections during project construction.
* Harrison Street Median Landscaping Project (Median just south of I-40 and north of Gordon Cooper Vo-Tech entrance)
> Bids were received and low bid was from Rudy Construction in the amount of $98,624.00.The City Commission awarded the project to Rudy Construction at their August 6, 2012 meeting. A Pre-work meeting was held to discuss the project. Notice to Proceed will be issued effective the second week in September. This project consists 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. A Pre-work meeting was held Tuesday, July 31st to discuss the project. A Notice to Proceed will be issued effective August 28, 2012.
* ADA Sidewalk & Ramp Project
> CP-Integrated continues to work on the sidewalk along Kennedy Street from Ford to Kickapoo Spur, approximately 95% complete. 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.
* Airport Trails Project
> Preliminary survey work has begun on this project to enable design of plans to proceed. This project will be a complete removal and replacement of the City existing trail(s) around the Airport, and trail widened to 10 feet. Design work has begun and is approximately 35% complete. Anticipate being able to let this project for bids by the end of October.
* Federal Street Bridge Repair Project
> City Staff has begun preparing plans and bid documents for the repair of the Federal Street bridge over the railroad tracks. Anticipate being able to let this project for bids October 2012.
* Expo Parking Lot Improvements
> CGC, LLC have essentially been completed with only minor misc punch list items to complete. A meeting was held Wednesday, August 22, 2012 with the Contractor to go over final as-built construction quantities and costs. We anticipate the final pay request can be finalized to where it can be placed on the September 4, 2012 City Commission meeting.
* Gordon Cooper Bridge (southbound lanes)
> Work has started on the Project, and Contractor (PbX Corp) is approximately 95% 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. Bridge Deck repair quantities have been increased after onsite inspections following milling revealed additional areas that had to be addressed. 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. PbX has been having to schedule their placement of the latex modified concrete overlay for early morning hours (2:00 am-8:00 am) due to the extreme heat we have been experiencing. The latex overlay cannot be placed when temperatures exceed 90 degrees.
* 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. A Pre-work meeting was held Tuesday, July 31, 2012 to discuss project and scheduling of work. From the Pre-work meeting it was decided to issue a Notice to Proceed effective September 24, 2012 to allow delivery time for the poles and mast arms that will be needed to install the traffic signals.
* Rehab Asphalt Streets Project (FY11-12)
> The City Commission awarded the project to Nash Condtruction in the amount of $589,090.00 on July 16, 2012. Work began on 45th Street August 15th and should be completed by Friday, August 24th. Upon completion of 45th, the Contractor will move over to MacArthur to begin work there from Leo to Acme. 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, and 45th Street from Kickapoo to Leo.
* 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. A Pre-work meeting was held Friday, July 27, 2012 to discuss project and probable locations to begin maintenance repairs. 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, but a Notice to Proceed has not been issued yet until we know the scheduling of the remedial cleanup work that is to be done on Independence west of Center. That project is currently out for bids by the Oklahoma Corporation Commission and no fixed date for construction start time has been set at this time.
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UTILITY DEPARTMENT/Jim Bierd, Director
* Water Treatment Plant (Staff of 10)
> Average production: *MGD - 5.926 Last week: *MGD - 6.321
> Pumped 1,044,536,000 MG to date compared to 1,008,678,000 MG for same period last year
> Performed routine plant maintenance and testing
*MGD: Million Gallons Daily
* Southside Wastewater Treatment Plant (Staff of 7)
> Flows averaged: *MGD - 1.039 **BOD - 9 mg/l ***TSS - no tests ran this week
> Performed regular maintenance on the plant and routine water testing
*MGD: Million Gallons Daily **BOD: Biochemical Oxygen Demand ***TSS: Total Suspended Solids
* Northside Wastewater Treatment Plant (Staff of 7)
> Flows averaged: *MGD - 1.523 **BOD - 2.0 mg/l ***TSS - 2.5
> Hauled 276,000 gallons so far for the month of August
> 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 - 71, Water/Sewer Line Locates - 38, Leak Checks - 14, Cut-offs Replaced - 2, Main Breaks Repaired - 8, and Reset Water Meters - 6
> Repaired the following water main breaks: 6" main at 1236 Laverne, 6" main at 1422 E. Remington, 6" main at 1401 E. Independence, 4" main at 227 N. McKinley, and 6" main at 1 Turkey Knob
> Repaired the following slow leaks: 12" main at 1718 E. MacArthur, 12" main at Edwards & Pesotum, and an 8" main at 3916 Pine Ridge
> Cleaned up and placed top soil on several areas due to previous main breaks
* Wastewater Collection (Staff of 7)
> Sewer lines flushed - 24,900 ft. Flushed (year to date) - 636,417 ft.
> Total Service Calls - 46, Sewer Lines Checked -37, Emergency Sewer Calls - 1, and Lift Stations Checked - 18
> 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: 4102 N. Pottenger, 4102 Pine Ridge, MacArthur & Northridge, MacArthur & Bryan, 77 Crown Point, Grove School at MacArthur & Bryan, and MacArthur & Orlando
> Dug up, raised, and realigned valve boxes at the following locations: 39th & Pine Ridge, Highland & Roosevelt, and Wade Hayes & Darrien Gordon (Expo)
Flushed valve boxes at the following locations: Minnesota & Federal x 3
* Construction Inspector
> Kickapoo Tribe is laying water line for the new casino. This will be a private line but I have been inspecting it to assure that is meets our standards so as not to affect our water system
* Capital Projects
> Utility System Master Plan
On June 18, 2012 the Commission authorized the Shawnee Municipal Authority to enter into a contract with SRB (Smith Roberts Baldischwiler, LLC) for an amount to not exceed $549,460. A Notice to Proceed was issued on June 25, 2012. City Staff gathered maps, plans, and data requested. SRB is currently reviewing and will give staff an update soon.
> Water Line Replacement: Lakeview Estates: Minnesota, Franklin, and Hughes Circle
Budgeted project amount $257,875.00. All testing is complete on Lakeview. Bac-t tests come back negative and the pressure test was successful. All that is left on this project is to sod the yards.
> 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.
> Land Application Apparatus (Sludge Truck)
Budgeted project amount $350,000. Actual cost $304,341.00. Project awarded to Quality Truck & Equipment Company on October 2011. Estimated date of delivery should be in the a week or two.
> 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. Tri-Star Utilities has finished work on the last project for this contract. They are going back to all past projects to verify clean up and that no settling has occurred.
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PLANNING/COMMUNITY DEVELOPMENT/Justin Erickson, Director
* Planning
> Staff received and reviewed several new home permit requests
> Staff prepared materials for the City Commission meeting
> Code compliance staff is preparing to host the Fall Conference of the Oklahoma Code
Enforcement Association in October
> Staff met with developers to facilitate the start of pending and possible future development
projects
> Staff attended the Chamber Beautification Committee meeting
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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
> Working on Park inspections
> Performing various repairs and graffiti removal in several city parks and buildings
> Pushing back trees in town and out at the lake
> Installing Disc Golf in Woodland Veterans Park
> Mowing and weed eating in all areas including the Lake and dams
* Cemetery Division (staff of 4)
> Two (2) burials last week
> Leveling markers, herbicide spraying, mowing, and weed eating
* Central Garage (Staff of 6)
> 30 units in last week with 41 total repairs to vehicles and equipment
> Servicing equipment for the Expo
> Exploring the possible use of CNG/Propane vehicles for city fleet
* Current Projects
> Looking at the RFQs received for the Municipal Swimming Pool
> Roofing Project to begin soon at the Library-waiting on bond to start
> Floating Fishing Dock on Lake #1-Bid opening set for August 20, 2012
> 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., August 15, 2012 in the Airport Terminal
˚ Discussed future marketing efforts, the Airport Business Plan, and restaurant project
recommendation from the staff
* 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
> A small area of the new apron paving has settled. Contractor has submitted a solution to correct
the situation. 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:
˚ South 2,400 feet of runway is open
> Phase II construction is underway:
˚ Safety area grading
˚ Asphalt leveling course complete
˚ Final asphalt course installation complete
˚ Construction of access road serving FAA lighting equipment complete
˚ Final grading of safety areas and shoulders underway
˚ Installation of FAA lighting on north end underway
˚ Installation of electrical conduit and fixtures for runway lighting 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
* 2012 Pilots and Pancake Fly-in - Saturday, October 6, 2012
> Planning for larger air show including acrobatic planes
* Enterprise Car Rental Office
> Lease approved by City Commission
> Office modifications under way in terminal
> Projected opening day September 6, 2012
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CITY CLERK'S OFFICE/UTILITY BILLING/Phyllis Loftis, City Clerk
* City Clerk
> Preparation of August 13, 2012 City Commission special call meeting minutes
> Preparation of August 16, 2012 special call meeting agenda
> Filed 36 lien releases with the Pottawatomie County Clerk; received $13,720.23 from County
Treasurer for liens and penalties collected.
> Filed 16 lien certifications with the Pottawatomie County Treasurer
> Normal routine duties including tort claims, insurance on vehicles and property
* Utility Billing/Customer Service
> Zone 1 cutoff for unpaid bills (8/15/2012)
> Collected $1,963.66 from 27 customers at Homeland kiosks
> Routine customer service/billing transactions and issues
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HUMAN RESOURCES/Tammy Johnson, Director
> Processing evaluations/PAA's for status changes of employees
> Processing insurance status changes/retirements/resignations
> Updating/maintaining employee records for insurance
> Processing monthly reports for workman's comp
> 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
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FINANCE DEPARTMENT/Cynthia Sementelli, Finance
> Worked on year end
> Attended Airport Meeting
> Worked on 511 cost accounting for airport
> Prepared agenda items
> Worked on statistical section of the CAFR
> Work on bank statements
<HR>
EXPOSITION CENTER/Mike Jackson, Operations Manager
> August 15, LEPC Meeting
> August 16, SC&CDA Board Meeting
> August 17, Gordon Cooper Orientation
> Mowing and weed eating of grounds
> Maintenance work on grounds and buildings
> Set up for next weeks events
<HR>
INFORMATION SYSTEMS/Steve Nolen, Chief Information Officer
> +53 Incidents Added / -51 Incidents Completed = Net gained of 2, 165 Open Items
> Computer Training lab completed in EOC for Departments to use for training
> Relocated old training system for Emergency Management per request
> Setup and configuration of Printer for Unzner Center
> Review and applied changes to Active Directory for new system
> Processed request for replacement Multi Function device for Finance
> Validated City Clerk scanning system, dusted it off for other departmental use
> Produced / Edited / Published two City Commission Meetings
> Updated Police Mobile website with new information as requested
* Major Project Updates
> Imaging System Replacement- PO Received, scheduling with Vendor
> License Plate Reader - Virtual server built / waiting on new vehicle
> Fire iPad Deployments - Continues, units queued for processing
> Police iPad Deployments - units queued, waiting for scheduling builds
> VoIP Phone System - Emergency Management reviewing bids, IT has not been invited
> Commission iPad refreshment - In progress, new members rolling out first
<HR>
FIRE DEPARTMENT/David Short, Chief
* Suppression
> Responded to 78 emergency calls: Breakdown of calls: Fires - 1, Rescue/EMS - 54,
Hazardous Conditions - 6, Service Calls - 4, Good Intent Calls - 9, and False Alarms - 4
* Prevention
Plan Reviews
> Unit Liner, 7901 N. Kickapoo (Fire Sprinkler System)
Follow-up Inspections
> Hope House, 326 W. 11th
> Head Start, 1002 W. 7th
Investigations
> 31903 Lake Road (vehicle fire)
* Training
> Fire C.E.U. Training: Portable Fire Extinguishers and Fire Officer
> EMS C.E.U. Training: Burns, Chest Pain, and Dehydration
> Fire Behavior-Controlled Ventilation Fires (Red & Green Shifts)
> Continuation training three (3) Probationary Fire Fighters
<HR>
EMERGENCY MANAGEMENT/Don Lynch, Director
* Communications Technician
> Repaired radio problem for 2 police vehicles
> Repaired spotlight for one police vehicle
> Performed shop maintenance and inventory material
> Performed EOC radio tests on Wednesday morning
* Emergency Management Technician
> Worked on LEPC grant paperwork
> Continued participation and follow-up on water restriction patrol efforts
> Processed employee records on blood borne pathogens training and vaccinations
> Attended the LEPC on Wednesday afternoon
* Emergency Management Director
> Processed National Incident Management System training review paperwork for City and
County Departments
> Attended Board of County Commissioners Meeting on Monday afternoon
> Participated in the meeting of the Inter Tribal Emergency Management Coalition on Tuesday
morning in Tecumseh
> Hosted the Pottawatomie County Amateur Radio Club in the EOC on Tuesday evening
> Participated in the EM Group radio test on Tuesday evening
> Spoke at the summer meeting of the American Meteorological Society in Norman Wednesday
concerning partnerships between the emergency management and weather communities to
make the nation weather ready
> Attended the Pottawatomie County E-9-1-1 Advisory Board meeting and participated in
Communications Unit Leaders After-Action review on fires on Thursday
> Traveled to Associated Public Safety Communications Officers Annual Conference on Saturday
<HR>
POLICE DEPARTMENT/Russ Frantz, Chief
* Police
> Reports: 156 Total Citations: 104 / Handwritten Citations: 45 / E-Citations: 59 (56.73%)
> Arrests: 11
> Searched and apprehended an felon with US Marshalls
> Midnights worked a disturbance where subject was struck with beer bottle and shot at attackers
> Participated in Early Childhood Center welcome back to school
> First meeting for new LE Explorer Post
* Dispatch
> Managed 1825 calls for service (Police/Fire/EMS)
* COPs Grant Program
> Citations: 4
> Arrests: 2
> Warrants: 1
> Drug tip hotline, Met with citizens re: complaints of Narcotics being sold in their neighborhood
> Crime stoppers, surveillance on suspected narcotics houses
> Boy Scout facilitators for Explorer program / Met with Explorer participants
> Patrols: School Zones Patrol, Utilize speed trailer, Mall Patrol, Park Patrol for increased
vandalism, and assisted patrol: day and evening shift
> Met with CID re: Drug and Burglary cases
> Community Contacts: Sub Station, CLEET, DA Office, Domestic Violence Investigator, City
Court, MATCS, REOW, Neighborhood Watches, attended West Side Neighborhood Watch
> Attended Drive Soberer Get Pulled Over Event OHS
* CID
> 26 Cases forwarded to CID for review
> 7 Felony Cases assigned / 5 Non Felony Cases assigned
> 1 NFN Cases being looked into
> 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: 12 - OPS 901, OPS 904, OPS 905, OPS
1101-1104, OPS 1201-1203, and OPS 1301-1302
> List of files sent to Chief's Office for review for the week: 9 - OPS 1101-1104, OPS 1201-
1203, and OPS 1301-1302
> Delivered 2 citations to 1830 N. Beard
> Number of Police Reports Taken: 2 Number of Calls: 3
* Evidence
> Number of evidence items brought in: 22
> Number of evidence items released: 11
> Number of found property items taken in: 6
> Number of items submitted to the OSBI: 9
> Number of items released from OSBI back to the department: 6
> Number of found property items returned to owner: 1
> Number of evidence disposition files/cases cleared: 1
* Staff
> Police positions-59 / 2 open positions / 1 officer awaiting academy date / 56 officers available
> Dispatch positions-12 / 7 available for service / 3 in training / two open positions
> Animal Control Positions-4 / 4 available for service
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