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)
> Rudy Construction was awarded the project in the amount of $98,624.00. Work on the Project started September 10, 2012 and project approximately 10% completed. Contractor is restricted to working from 9:00 am to 3:00 pm because we do not want any lanes of traffic blocked off during peak traffic hours. 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.
* Kickapoo & Kulhbird Lane Safety Improvements
> C-P Integrated Services was awarded the project in the amount of $ 54,211.30. Work started on this project on Monday, September 10, 2012. Contractor is approximately 15% complete with project. 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
> Contractor (CP-Integrated) has completed work on the sidewalk along Kennedy Street from Ford to the Spur, and staff will be determining final as built quantities for final payment to contractor. City has budgeted $200,000 for this type project this FY2012-2013 and staff will be letting another project in October 2012.
* 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 removal and replacement of the City's existing trail(s) around the Airport, and trail widened to 10 feet. Design work has been project is ready to let for bids if approved by the City Commission. Anticipate requesting authorization to advertise the project at the first Commission meeting in October 2012.
* Expo Parking Lot Improvements
> CGC, LLC have essentially been completed with only minor misc punch list items to complete. Contractor continues with correcting items on punch list. As soon as punch list items are 100% complete, we will then take project to City Commission for acceptance and place maintenance bonds into effect
* 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 was completed on 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. City will be engaging a testing company to do smoothness testing on 45th to determine extents and locations of surface roughness that the Contractor will need to correct.
* 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
> Removed limbs off of James Allen Bridge with assistance from Parks Department
> Replaced school zone speed assembly on Wallace
> Replaced stop sign at Hayes & Kickapoo
> Checked pedestrian heads for burn outs
> Painted lane lines (various locations)
> Laid out stop bars at Beard & Highland and Beard & Independence
> Set up and recovered work zone on Broadway for the Utility Department
> Laid out stop bar at 7th & Broadway
> Set up work zone for Utility Department at the intersection of Georgia & Beard
> Set up work zone for Utility Department at the intersection of Pulaski & Beard
> Replaced LED for NBR at Draper & Highland
> Set out temporary stop sign at 41st & Union
> Painted lane lines at the following locations: Kickapoo & MacArthur, Wolverine Road &
Kickapoo, 45th & Harrison, and Wolverine Road & Hwy 18
Street Department
> Concrete panel replacement at Airport (10x10), (14x12) and (20 x 81)
> Bladed roads: Wolverine, West Tech, Acme, Pecan Grove, Clear Pond Lane, and Lake Road
> Patch truck ran 1 day.
> Sweeper ran 2 days
> Finished concrete panels at 4108 Aydelotte
> Finished saw-cutting concrete panels on Country Grove
> Hauled 9 loads of rock from Wewoka to the Public Works Service Center
> Cleaned out culvert on Clear Pond Lane
> Saw-cut water-cuts: 627 Broadway and 706 Beard
> Saw-cut valve-cuts: 528 Kirk and Sherry Lane
<HR>
UTILITY DEPARTMENT/Jim Bierd, Director
* Water Treatment Plant (Staff of 10)
> Average production: *MGD - 5.468 Last week: *MGD - 5.012
> Pumped 1,159,269,000 MG to date compared to 1,133,377,000 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 - 1.099 **BOD - 9 mg/l ***TSS - 7
> 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 - 1.563 **BOD - 2.0 mg/l ***TSS - 5.7
> Hauled 138,000 gallons for the month of September
> 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 - 114, Water/Sewer Line Locates - 80, Leak Checks - 20, Cut-offs Replaced - 2, Main Breaks Repaired - 0, and Reset Water Meters - 5
> 524 W. Kirk: repaired a fire hydrant
> Replaced the following service lines: 631 & 631½ N. Broadway, 628 N. Broadway, and 709 N. Broadway.
> 2800 block of N. Beard between Georgia and Pulaski moved 3: service lines from 2" main on Beard Street to a 6" main on Pulaski Street.
> 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 - 7,650 ft. Flushed (year to date) - 667,142 ft.
> Total Service Calls - 26, Sewer Lines Checked -9, and Lift Stations Checked - 15, and Emergency Sewer Calls - 6
> Camera inspected the sewer main at 1237 N. Broadway
> Point repair at 116 S. Union
> Repaired the effluent line at Farrall Lift Station
> 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: Edward Water Tower, Main & Market, Main & Beard, and Kickapoo & Dill
> Replaced valve at the Water Treatment Plant in the sludge pit
> Eliminated valve at the following location: Beard & Georgia
* Construction Inspector
> Gray Stone water line installation is 95% complete. Contractor is waiting on a 90 degree bend and the fire hydrant to come in; currently removing the blow-off at the end of the current line to replace with a fire hydrant.
> Kickapoo Casino has water line installed. Loaded the line on Tuesday and flushed and took first bac-t on Wednesday. Took 2nd bac-t on Thursday and will do pressure test as soon at results come back from DEQ.
* 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 met with SMA staff on Friday, September 7th for interviews/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. Completed installing sod in yards; awaiting final pay request.
> 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 delivery is the week of 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.
<HR>
PLANNING/COMMUNITY DEVELOPMENT/Justin Erickson, Director
* Planning
> The Building Department issued five new home permits in August.
> The Action Center is working 138 active cases
> Staff presented reports at the Planning Commission meeting
* Shawnee Urban Renewal Authority
> Three projects in process, two emergencies and one rehabilitation effort
> Consolidated Action Plan completed and ready to submit to HUD for approval
> Working on specifications for next project
<HR>
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)
> Three (3) burials last week
> Leveling markers, herbicide spraying, mowing, and weed eating
* Central Garage (Staff of 6)
> 28 units in last week with 39 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 has begun
> Floating Fishing Dock on Lake #1-Bid was awarded; new dock being namufactured
> AC repair at City Hall and new AC at Auditorium (Estimates have been received)
<HR>
AIRPORT/Rex Hennen, Assistant Airport Manager
* Airport Advisory Board
> Monthly meeting will be held at 5:30 p.m., September 19, 2012 in the Airport Terminal
˚ Discuss future marketing efforts; board is working with an OBU marketing class to gather
marketing data and create marketing plan.
* Parallel Taxiway Project
> All construction complete and punch list items have been addressed
> FAA grant will remain open until all seeded areas have established a permanent root system
* 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 complete
˚ Sod placement complete
˚ Runway striping scheduled to be complete September 14, 2012
* 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
* Kansas City Aviation Center - Piper & Diamond Aircraft Display
> Tuesday, September 4, 2012 from 2:00 p.m. - 7:00 p.m.
> 5 aircraft were on display for potential buyers
> Event was well received
<HR>
CITY CLERK'S OFFICE/UTILITY BILLING/Phyllis Loftis, City Clerk
* City Clerk
> Preparation of September 4, 2012 City Commission and authorities minutes
> Preliminary preparation of September 17, 2012 City Commission agenda
> Normal routine duties including tort claims, insurance on vehicles and property
* Utility Billing/Customer Service
> Zone 3 Billing (9/4/2012)
> Meeting with CPN representatives regarding water issues
> Routine customer service/billing transactions and issues
<HR>
INFORMATION SYSTEMS/Steve Nolen, Chief Information Officer
> +33 new incidents / -19 completed incidents = net gain of 14 | total open incidents 200
> Reviewed / tested options for hotspot replacement at Shawnee Airport
> Deployed remote management options and system reviewed for PCDA systems
> Produced the 09/04/2012 live City Commission meeting
> Extracted / edited / rendered 09/04/2012 City Commission Meeting video
> Converted home security video to standardized codec for CID
> Software Configuration changes for Finance posting needs
> Setup Time Entry for new PCDA contract
> Resolved another error from Kiosk system for Utility Billing
> Convert Commission web page to database / update bios for Mayor, Ward2, and Ward4
> Validated export information for Attorney reference open records request
> Updated online payment options for various outsourced solutions
<HR>
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 com
> 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
<HR>
FINANCE DEPARTMENT/Cynthia Sementelli, Finance
> Worked on year end
> Prepared agenda items
> Worked on sales tax report
> Worked on CDBG PR 26
> Worked on Fixed assets for Audit
> Worked on bank statements
> Finished small funds audit papers
> Worked on stat section for CAFR
<HR>
EXPOSITION CENTER/Mike Jackson, Operations Manager
> September 4-8, Pottawatomie County Fair
> September 4, Radio Shack Training
> September 6, OG&E Meeting
> September 8, Birthday Party
<HR>
FIRE DEPARTMENT/David Short, Chief
* Suppression
> Responded to 108 emergency calls: Breakdown of calls: Fires - 10, Rescue/EMS - 76, Service
Calls - 7, Good Intent Calls - 7, False Alarms - 4, Hazardous Conditions: 3, and Special
Incident - 1
* Prevention
Plan Reviews
> Trican Well Service, 41500 Wolverine Road (Fire Alarm System)
> Lifestyle Plaza Retail Center, 45th & Kickapoo
> Shawnee Bible Church, 45th & Bryan
New Construction Inspections
> Primrose Community, 1905 N. Bryan - Wings A & B attic sprinkler system
Consultations/Meetings
> St. Gregory's Remodel
> First Baptist Church Remodel
Permits/On-site Inspections
> Airport Drive (tent)
> Expo Center, County Free Fair (carnival)
* Training
> Continuation training three (3) Probationary Fire Fighters
> Seven (7) probationary Fire Fighters report for Orientation and Training on Sept. 24, 2012
<HR>
EMERGENCY MANAGEMENT/Don Lynch, Director
* Communications Technician
> Performed EOC radio tests on Wednesday morning
> Worked at Police Pistol Range running cable for Public Address system.
> Installed emergency equipment and radios in 2 street department vehicles
> repaired emergency equipment in 3 utility vehicles
> Repaired power problem with dispatch radio console
* Emergency Management Technician
> Processed new employees for blood borne files; worked with contact at St Anthony's Shawnee
Hospital for Hep B series documentation and scheduling
> Verified address with county, assigned address for new construction
> Continued Radio Inventory
> Processed two (2) storm shelter registrations
> Made preparations for Pottawatomie County Fair and staffed the booth Friday afternoon
> Spoke with Sapulpa Police on our experience with BlackBoard Connect
> Coordinated with Oklahoma Blood Institute on dates for blood drives at City Hall
* Emergency Management Director
> Attended Board of County Commissioners meeting on Tuesday afternoon
> Provided information concerning value of emergency management program to Bethel Acres
Town Board meeting on Tuesday night.
> Participated in EM Team radio tests on Tuesday evening
> Met Shawnee Public Schools concerning updates to school emergency plan
> Coordinated with County Central Dispatch, Pink Fire Department, and City of Tulsa on digital
radio talk group problems on Pink radio site.
> Assisted Earlsboro Fire Department with questions concerning NIMS Compliance
<HR>
POLICE DEPARTMENT/Russ Frantz, Chief
* Police
> Reports: 200 Total Citations: 123 / Handwritten Citations: 70 / E-Citations: 53 (43.09%)
> Arrested: 35
> Department training on New Oklahoma Open Carry Gun Law
> Search warrant at Club House at 7th & Pennsylvania on alleged rape case
> Suicide by hanging - female victim
* Dispatch
> Managed 1766 calls for service (Police/Fire/EMS)
* COPs Grant Program
> Citations: 9 / Arrests: 4 / Warrants: 5
> Initiated programs picked up: Reserve program, Drug tip hotline, Crime stoppers, Boy Scout
facilitators for Explorer program
> Patrols: Extra patrol, School Zones Patrol, Mall Patrol, Park Patrol for increased vandalism
> Assisted day and evening shift
> Community Contacts: Sub Station, DA Office, Warrant Officers, City Court, DTF,
Neighborhood Watches, A-Ok railroad, and the Citizen Pottawatomie Police Department
> One Felony warrant, Drug investigation w/ DTF & PCSO- Marijuana grow
> Met with Pottawatomie County Deputy re: mutual drug problems
> Extra security for highly attended Planning meeting concerning the SRM
> Community Response Domestic Violence meeting
> Set up bicycle safety presentation at Pleasant Grove elementary school
* CID
> 31 Cases Forwarded to CID for Review
> 9 Felony Cases Assigned / 4 Non Felony Case Assigned
> 11 Felony Cases Cleared / 1 Non Felony Cases Cleared
> $125.00 Total Property Recovered
> 5 NFN Case being looked into
> 4 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: 20 - OPS 2001-2013 and PER 101-107
> List of files sent to Chief's Office for review for the week: 7 - PER 101-107
> Assisted with inspections and inventory
> Number of Calls: 1
* Evidence
> Number of evidence items brought in: 19
> Number of bicycles taken in: 1
> Number of found property items taken in: 3
> Number of Police reports taken: 1
> Worked on Sandy Rea Missing Person's Case
* Animal Control
> Reporting will begin the week of September 9, 2012
* 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
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