Staff Activity Report for August 26 - September 1, 2012

ENGINEERING/STREETS/TRAFFIC CONTROL/John Krywicki, Director
Engineering Department <b>No changes on projects this week</b>
* 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)
> Rudy Construction was awarded the project in the amount of $98,624.00. A Pre-work meeting was held on Wednesday, August 22, 2012 to discuss the project. Notice to Proceed will be issued effective the second week in September. 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.
* 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. Work is scheduled to begin Tuesday, September 4, 2012. This project consists of lowering the decorative wall along Kickapoo in the vicinity of Burger King/ Phillips 66 to allow for safer site distances.
* 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.
* 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.
* 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's 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.
* 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. There are still some minor disputes as to final quantities and cost of items that the City and Contractor will need to work out prior to taking the project forward for acceptance by the City Commission.
* 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. Project was completed on Monday, August 27, 2012 and opened to traffic. Final As-Built costs of the project were at $592,329.32 as a result of two change orders, one for structural concrete work on the piers & caps underneath the bridge deck, and the other change order to include traffic striping for both the southbound and northbound bridges.
* 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 the 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 Construction 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 27th. The resurfacing of 45th is under review to determine if rideability specifications have been met prior to allowing Contractor to proceed with other locations to mill/overlay. 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.
Traffic Control Division
> Painted curbs on Main St
> Set up work zone for utility dept at Main & Eden
> Replaced James Allen bridge signs
> Reset the following intersections: Garretts Lake Rd & Hwy 18 and (on flash / conflict)
> Reset the intersection of Broadway & Main (on flash / conflict)
> Painted double yellow lines at the following locations: University, Airport Drive, Federal Street, Main Street, Interstate Parkway, and Kickapoo
> Painted the following medians: Airport Drive & Independence, Bryan & Highland, and Federal & Harrison
> Painted lane lines at the following locations: Benedict & Kickapoo, Beard & Farrall, and Airport Drive & MacArthur
> Replaced Shawnee banner at Broadway & Main
> Replaced street marker for Kennedy & Farrall
> Painted dashes at the following locations: Independence, Airport Drive, and Bryan
> Checked type I barricades that came in from the field
Street Department
> Finished water-cut repair at 801 S. Kickapoo (inside the water plant) (40x20)
> Repaired sinkhole at Castle Creek
> Repair road buckle at 13 Cedar Creek (59x16)
> Saw-cut: Aydelotte, Airport Drive, Country Groves, 1209 Monroe, and 1502 Airport Drive
> Repaired water-cut at 214 W. Main (14x10)
> Repaired valve-cut at Main & Shawnee (7x7)
> Repaired busted concrete panel at 4108 Aydelotte (26x39)90% complete
> Repaired valve at Expo (4x10)
> Bladed the following roads: Archery Range, 2 of Park's roads (one on Belcher and one at the end of Lake Road), Pecan Grove East, and Pecan Grove West.
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UTILITY DEPARTMENT/Jim Bierd, Director
* Water Treatment Plant (Staff of 10)
> Average production: *MGD - 5.012 Last week: *MGD - 5.180
> Pumped 1,119,280,000 MG to date compared to 1,092,015,000 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 - 1.248 **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 - 1.681 **BOD - 2.0 mg/l ***TSS - 2.5
> Hauled 516,000 gallons 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 - 96, Water/Sewer Line Locates - 37, Leak Checks - 25, Cut-offs Replaced - 3, Main Breaks Repaired - 2, and Reset Water Meters - 1
> Repaired the following water main breaks: 4" main at 1209 E. Monroe and a 6" main at 1502 Airport Drive
> 1226 E. 10th: repaired a fire hydrant
Water Distribution (continued)
> 214 E. Main: replaced a corp and service line on 12" main
> 1 Turkey Knob: poured new sidewalk due to main break
* Wastewater Collection (Staff of 7)
> Sewer lines flushed - 8,950 ft. Flushed (year to date) - 659,492 ft.
> Total Service Calls - 20, Sewer Lines Checked -12, and Lift Stations Checked - 17
> 618 E. Oakland: completed a point repair. This line has been placed on the pipe bursting list
> 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: Chapman & Independence, 1601 Airport Drive, Center & Main, High & Main, Oak & Main, Draper & Main, 1226 E. 10th, Kickapoo & Benedict, Independence behind Atwood's, 9th & Draper, 10th & Center, 10th & Draper, 10th & Pesotum, and Eden & Main
> Dug up, raised, and realigned valve boxes at the following location: Main & Eden
> Installed inserta valve at the following location: 528 W. Kirk
> Eliminated valve at the following location: Ellis & MacArthur
* Construction Inspector
> Gray Stone Addition: sewer is in per plans and has been tested and passed. 90% of the water line has been installed.
> Kickapoo Casino: water line has been installed. Waiting to install air release valve, then the contractor will load line and testing will begin.
* 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 will meet with SMA staff on Friday, September 7th for interviews and updates to the Master Plan.
> 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 came back negative and the pressure test was successful. Installing sod in yards has begun. City crews will go by each day for a few day and water sod using the flusher truck.
> Water Line Replacement Project: Midland Street
Project is being bid out. Pre-bid meeting was held Friday, August 24, 2012. Three (3) contractors attended the meeting.
> 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 June 25, 2012. Project completed and a thorough walk thru has been done. Upon reviewing the lift station a punch list of several items has been created, which include the following: a holder for the crane cord, dress out ground when gas line is installed, pen drive on face of controller, re-install auto-dialer until future SCADA has been installed. When the punch list has been completed, and all is approved, the lift station will be ready for acceptance.
> 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 is September 3, 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. 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 opened bids on the demolition of five (5) structures that were recently declared dilapidated
> Staff prepared materials for the Planning Commission regular meeting
> taff prepared materials for the City Commission regular meeting
> Staff met with developers and discussed future potential projects
> Inspection staff remained busy with numerous ongoing construction projects throughout the
City
* Shawnee Urban Renewal Authority
> Contractor began work on project on McKinley Street
> Prepared materials for the monthly SURA Board meeting
> Contractors working on Emergency Assistance grant
> Inspections on working (current) projects and on new applicants ongoing
> Staff preparing final paperwork in order to be approved for next year's funding
> Prepared environmental for applicants approval
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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
> Mowing and weed eating in all areas including the Lake and dams
* Cemetery Division (staff of 4)
> No burials last week
> Leveling markers, herbicide spraying, mowing, and weed eating
* Central Garage (Staff of 6)
> 30 units in last week with 42 total repairs to vehicles and equipment
> 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 at the Library-should start next week
> Floating Fishing Dock on Lake #1-Bid was awarded at September 4, 2012 Commission Mtg.
> 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
&#730; 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 is complete
* 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 complete
&#730; Final asphalt course installation complete
&#730; Construction of access road serving FAA lighting equipment complete
&#730; Final grading of safety areas and shoulders underway
&#730; Installation of FAA lighting on north end underway
&#730; Installation of electrical conduit and fixtures for runway lighting complete
&#730; Sod placement 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 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 in the Airport Terminal Building
> Lease approved by City Commission
> Office modifications in terminal are complete
> Operations underway as of September 6, 2012
* Kansas City Aviation Center - Piper & Diamond Aircraft Display
> Tuesday, September 4, 2012 from 2:00 p.m. - 7:00 p.m.
> 5 aircraft will be on display for potential buyers
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CITY CLERK'S OFFICE/UTILITY BILLING/Phyllis Loftis, City Clerk
* City Clerk
> Preparation of September 4, 2012 City Commission meeting agenda
> Filed 15 nuisance liens and 9 lien releases with Pottawatomie County Clerk
> File 30 lien certifications with Pottawatomie County Treasurer
> Normal routine duties including tort claims, insurance on vehicles and property
* Utility Billing/Customer Service
> Zone 2 Billing (8/28/2012)
> Zone 3 Cut-off (8/29/2012)
> Kiosks payments for the month of August: 127 users, $10,700.21 collected
> 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
Human Resources (continued)
> 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 Fly-In meeting
> Attended PCDA Emergency Board Meeting
> Went to PCDA to see how operations are run
> Worked on Fixed assets for Audit
> Worked on bank statements
> Finished small funds audit papers
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EXPOSITION CENTER/Mike Jackson, Operations Manager
> August 27, OGE Training
> August 27- September 1, Monkey Business Children's Consignment Sale
> August 27-30, Radio Shack Training
> September 1-2, Oklahoma Foundation Quarter Horse Show
> September 1, NBHA Barrel Racing
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INFORMATION SYSTEMS/Steve Nolen, Chief Information Officer
> +43 Incidents Added / -30 Completed Net 13 Gained / Total outstanding 186
> Assisted users with email archive configurations / questions
> Inventory of existing Police mobile deployments during PD Department meeting
> Assist court with mobile citation questions / concerns
> Assist CID with various security video codec issues
> Setup / configured gas monitoring system for SMA
> Worked on installation of pressure monitoring system software for SMA
> Configured and setup additional large format scanner/plotter for SMA
> Assisted Police Records with their relocation of personal
> Resolved various printer questions / user issues for departments
> Assisted users with various Outlook / software questions
> Resolved Agenda Automation solution outage
> Deployed iPads for new Mayor and Commissioners
> Vendor installation of security video system at Police Range
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FIRE DEPARTMENT/David Short, Chief
* Suppression
> Responded to 69 emergency calls: Breakdown of calls: Fires - 2, Rescue/EMS - 74, Service
Calls - 3, Good Intent Calls - 12, False Alarms - 2, Hazardous Conditions: 4, and Special
Incident - 1
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EMERGENCY MANAGEMENT/Don Lynch, Director
* Communications Technician
> Conducted radio inventory (portable and mobile) for entire Police and Fire Fleet. Issued hand receipts for all assigned users

Communications Technician (continued)
> Replaced radios in Engine 3 and Engine 1
> Repaired radio and lighting system for PD Units
> Prepared site at Police range for trenching for public address system installation
* Emergency Management Technician
> Assisted Police department during their dept meeting by covering dispatch
> Conducted inventory of police portable radios
> Completed address request/verifications
> Completed information for Fire Management Assistance Grant reimbursement for fire
department resources sent to fire in Norman in early August
> Received State portion on FEMA DR-1883. This disaster is now closed
* Emergency Management Director
> Worked on National Incident Management System compliance tasks
> Reviewed sections of Hazard Mitigation Plan draft for corrections/additions
> Responded to radio system operational issues after midnight both Wednesday and Thursday
mornings
> Conducted EOC Radio Tests on Wednesday morning
> Conducted Outdoor Warning Device test at Noon on Wednesday
> Prepared materials for and participated in Pre-Proposal meeting for potential Snow & Ice
Removal
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POLICE DEPARTMENT/Russ Frantz, Chief
* Police
> Reports: 162 Total Citations: 127 / Handwritten Citations: 98 / E-Citations: 29 (22.83%)
> Arrested: 35
> Department wide meeting held on 29 August 2012
> Department wide inventory and inspection of issued equipment / radios / vehicles
> Arrested rape suspect
> Investigating possible drug related shooting in 400 block of N. Washington
* Dispatch
> Managed 1775 calls for service (Police/Fire/EMS)
* COPs Grant Program
> Citations: 9 / Arrests: 2
> 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
> Assist USMS, DTF & CID missing person's case
> Patrols: School Zones Patrol, Utilize speed trailer, Mall Patrol, and Park Patrol for increased
vandalism,
> Assist patrol: day and evening shift
> Assist PCSO, LCSO, CID & DTF with area search
> Assist DTF&PCSO in homicide investigation
> Community Contacts: Sub Station, CLEET, DA Office, Domestic Violence Investigator, City
Court, MATCS, REOW, Neighborhood Watches, attended West Side Neighborhood Watch
A-Ok railroad, Tecumseh PD, Pottawatomie County
> Media c-TV interview
> Community policing online training
* CID
> 25 Cases Forwarded to CID for Review
> 6 Felony Cases Assigned / 1 Non Felony Case Assigned
> 2 Felony Cases Cleared / 2 Non Felony Cases Cleared
> 1 NFN Case 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: 18 - OPS 1701, OPS 1801-1805,
and OPS 2001-2004, and OPS 2006-2013
> List of files sent to Chief's Office for review for the week: 18 - OPS 1701, OPS 1801-1805,
and OPS 2001-2004, and OPS 2006-2013
> Assisted with inspections and inventory
> Number of Calls: 1
* Evidence
> Number of evidence items brought in: 16
> Number of evidence items released: 2
> Number of bicycles taken in: 1
> Number of found property items taken in: 4
> Number of items submitted to the OSBI: 11
> Number of items released from OSBI back to the Police Department: 4
> Number of found property items returned to owner: 2
> Number of evidence disposition files/cases cleared: 4
> Number of Police reports taken: 2
* Staff
> Police positions-59 / 2 open positions / 1 officer awaiting academy / 56 officers available
> Dispatch positions-12 / 6 available for service / 3 in training / three open positions
> Animal Control Positions-4 / 4 available for service