Staff Activity Report for September 9 - 15, 2012

ENGINEERING/STREETS/TRAFFIC CONTROL/John Krywicki, Director
Engineering Department
* Kickapoo Street Widening Project (no change on project this week)
> 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 is approximately 30% 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 35% 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 (no change on project this week)
> 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 existing trail(s) around the Airport, and trail widened to 10 feet. Design work has been completed and project is ready to let for bids if the City Commission approves the project. Anticipate requesting authorization to advertise the project at the first Commission meeting in October 2012. If approved for advertising, the project will be let for bids and the Bid Opening scheduled for November 5, 2012.
* Expo Parking Lot Improvements (no change on project this week)
> CGC, LLC have essentially been completed this project. 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 is 100% completed by PbX Corp. Final as-built construction costs were at $592,329.32 and 100% of construction is being paid by the Citizen Potawatomi Nation (CPN).
* Bryan & Independence Intersection Traffic Signal Project
> Project was awarded to Traffic & Lighting Systems in the amount of $198,562.60. The project consists of widening Independence on the east side of Bryan to allow for a designated left turn lane westbound. The subcontractor (Rudy Construction) who will be doing the paving work on this project is the same contractor doing our Harrison Median Project and will start work on the Independence & Bryan project on October 1, 2012.
* 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. Work began on 45th Street August 15th and was completed on August 27th. The asphalt resurfacing of 45th was somewhat rough in locations in the opinion of the City Construction Inspector. The City employed a testing lab (EST, Inc.) to conduct smoothness testing and the City is awaiting the results of that testing to determine locations that will need to be corrected by the Contractor. 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) (no change on project this week)
> City Commission awarded the project to All Roads in the amount of $387,409.00. 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.
Street Department
> Replaced concrete panels on Southside of Country Grove (110.5x11)
> Started water-cut at 1502 Airport Drive (48x2) still leaks, waiting on Water Department
> Repaired water-cut at 546 Center (11x14)
> Repaired valve-cuts at 528 W. Kirk (14x12) and Main & Center (6x8)
> Sweeper ran 3 days
> Saw-cut water and valve cuts at: Beard & Georgia, Beard & Pulaski, and 6 Northridge
> Roads graded: Burleson Road, Walker North, and Clear Pond (west of lake)
> Ran intakes 2 days
Traffic Control Division
> Painted double yellow lines on Kickapoo, Wolverine Rd, Union, and Bryan
> Painted curve lines at the Public Works Service Center entrance
> Recovered barricades from First Friday event
> Replaced pedestrian push button at University & Kickapoo
> Set-up and recovered work zone for the Utility Department on Main (Center - Eden)
> Painted stop bars, arrows, and crosswalk on Airport Drive
> Replaced LED for the west bound red at 45th & Hwy 177
> Replaced LED for east bound red at Commercial Drive & Kickapoo
> Replaced signal lamp for south bound green at Benedict & Kickapoo
> Replaced signal lamp for west bound left turn red at Pottenger & Kickapoo Spur
> Removed tree limbs on James Allen Bridge (east side)
> Checked intakes in sector 3
> Removed tree limbs obscuring stop signs at 37th & Market and Federal & Minnesota
> Reset the intersection of Pottenger & Kickapoo Spur (on flash)
> Replaced load switch at the intersection of Pottenger & Kickapoo Spur
> Set-up and recovered work zone for Utility Department on Northridge (Oak Hill - Beckley)
> Checked type I barricades that came in from the field
UTILITY DEPARTMENT/Jim Bierd, Director
* Water Treatment Plant (Staff of 10)
> Average production: *MGD - 5.198 Last week: *MGD - 5.468
> Pumped 1,196,229,000 MG to date compared to 1,170,438,000 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 - 1.120 **BOD - 9 mg/l ***TSS - 6
> 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 - 1.460 **BOD - 3.6 mg/l ***TSS - 5.7
> Hauled 280,000 gallons so far 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 - 116, Water/Sewer Line Locates - 85, Leak Checks - 14, Cut-offs Replaced - 2, Main Breaks Repaired - 3, and Reset Water Meters - 2
> 804 W. Ford: installed a new fire hydrant
> Installed new 20" valve at the Water Treatment Plant
> Repaired the following main breaks: 12" main at 39409 W. MacArthur, 6" main at 6 Turkey Knob, and a 6" main at 2 Turkey Knob
> 2400, 2409, and 2427 N. Beard: moved service lines from Beard Street out to Pulaski Street
> Flushed the fire hydrant at 506 W. Bluff
* Wastewater Collection (Staff of 7)
> Sewer lines flushed - 23,450 ft. Flushed (year to date) - 690,592 ft.
> Total Service Calls - 52, Sewer Lines Checked -32, and Lift Stations Checked - 20, and Emergency Sewer Calls - 3
> Point repair at 811 W. Midland and replaced the 24" manhole lid and ring at Center & Margaret
> 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: Market & Highland, 34th & Park, 34th & Market, Patchin & Highland, Wallace & Draper, Center & Walnut, Oak & Walnut, Main & Center, Main & High, 35th & Beard, Parker & Draper, 36th & Park, 35th & Park, Market & 37th, Market & 36th, Ridgewood & Market, Federal & Park, 34th & Park, Cammack & Market, Market & Independence, Beard & Cammack, Severn & Beard, and Dill & Market.
> Installed inserts valve at the following location: 1136 E. Main
* Construction Inspector
> Gray Stone water line installation is 95% complete
> Kickapoo Casino has water line installed. Bac-t test came back negative. Performed pressure test on Friday and the line passed
* Capital Projects
> Utility System Master Plan (no change on project this week)
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 (no change on project this week)
Budgeted project amount $257,875.00. All testing is complete on Lakeview; completed installing sod in yards; awaiting final pay request.
> Water Line Replacement Project: Midland Street (no change on project this week)
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 (no change on project this week)
Budgeted project amount $70,000.00. Actual project cost $139,918.00. Project was awarded to Slattery Construction, Woodward, Oklahoma. 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) (no change on project this week)
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 (no change on project this week)
Budgeted project amount $500,000.00. This project has been awarded to Tri-Star Utilities, Inc., Independence, Kansas. 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.
PLANNING/COMMUNITY DEVELOPMENT/Justin Erickson, Director
* Planning
> Staff held nuisance abatement hearings and two additional structures were ordered removed.
> The City has condemned 25 structures in 2012.
> Staff attended a meeting with the OU Institute of Quality Communities about the upcoming
Shawnee Downtown Revitalization efforts.
> Staff prepared items for the City Commission meeting.
> Staff made numerous inspections and reviewed new building permits submitted.
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
> Mowing and weed eating in all areas including the Lake and dams
* Cemetery Division (staff of 4)
> Five (5) burials last week
> Leveling markers, herbicide spraying, mowing, and weed eating
* Central Garage (Staff of 6)
> Inspecting 2005-2008 Crown Vics for steering problems; no recall at this time
> 36 units in last week with 53 total repairs to vehicles and equipment
> Exploring the possible use of CNG/Propane vehicles for city fleet
* Current Projects (no change on projects this week)
> 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 manufactured
> AC repair at City Hall and new AC at Auditorium (Estimates have been received)
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 (no change on project this week)
> 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
> Construction substantially complete
> Full runway open
> Final inspection scheduled for week of September 22, 2012
> Staff and inspector creating punch list which needs to be addressed prior to final payment.
* Foreign Trade Zone Application (no change on project this week)
> Matthew Weaver reports that the application is under final agency review
* Department of Commerce "Oklahoma Certified Site Program - Aerospace Park"
(no change on project this week)
> Application is being completed by SEDF and airport staff
* 2012 Pilots and Pancake Fly-in - Saturday, October 6, 2012 (no change on project this week)
> Planning for larger air show including acrobatic planes
CITY CLERK'S OFFICE/UTILITY BILLING/Phyllis Loftis, City Clerk
* City Clerk
> Preparation of 9/17/12 City Commission and Authorities agendas
> Preparation of 9/4/12 City Commission and Authorities minutes
> Attended PCDA meeting (9/13/12) and preparation of minutes
> Research regarding Washington School land; research into old city dump site
> Normal routine duties including tort claims, insurance on vehicles and property
* Utility Billing/Customer Service
> Zone 1 cut-off for non-payment (9/13/12)
> Discussion with CPN representative regarding meters to Wellness Center and Health Clinic
> Routine customer service/billing transactions and issues
INFORMATION SYSTEMS/Steve Nolen, Chief Information Officer
> +42 Incidents Added -44 Completed = Net Done of 2 : 198 outstanding
> Installed additional City Hall Fire Day Room desktop
> Replaced Dispatch area printer remapped dispatch stations
> Reviewed unreported UPS issue in 911 center dispatch system / solution in process
> Continued review for Airport WiFi captured portal, system is working again
> Published Meet Your Mayor/Commissioner for new members
> OGITA meeting in OKC / OML Presentation Prep
> Reviewed calendar sharing options / privacy setting for Manager/Attorney
> Read / Research / Testing windows 8 in our environment
> Resolved Police Mobile system issues
> Continued Toughbook police system builds
> Assisted SMA Director with the pressure monitors / software
> Reviewed / Resolved Access Control / door lock questions at Fire station 3
> Reviewed final DVR/Security Camera install at Police Firing Range
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
FINANCE DEPARTMENT/Cynthia Sementelli, Finance
> Worked on year end
> Prepared agenda items
> Covered PCDA daily operations and PCDA payroll
> Attended the PCDA monthly meeting
> Met with City Manager concerning travel policy
> Met with Mayor concerning the finances of the City
> Worked on Fixed assets for Audit
> Worked on bank statements
> Worked on stat section for CAFR
> Short staffed so did anything that was needed to Allow finance to run smoothly
EXPOSITION CENTER/Mike Jackson, Operations Manager
> September 12-15, Baptist Campers on a Mission
> September 13-15, Buckles & Banners Boer Goat Sale
> September 15, Canadian Valley Coop Annual Meeting & Banquet

FIRE DEPARTMENT/David Short, Chief
* Suppression
> Responded to 85 emergency calls: Breakdown of calls: Fires - 8, Rescue/EMS - 59, Service
Calls - 3, Good Intent Calls - 8, False Alarms - 6, and Hazardous Conditions: 1
* Prevention
Plan Reviews
> North Rock Creek Manor, 3901 N. Kickapoo (fire sprinkler system)
> Select Physical Therapy, 412 & 416 N. Beard (fire alarm system)
Permits/On-site Inspections
> Kids Space Park (inflatables)
* Training
> Continuation training three (3) Probationary Fire Fighters
> Seven (7) probationary Fire Fighters report for Orientation and Training on Sept. 24, 2012
EMERGENCY MANAGEMENT/Don Lynch, Director
* Communications Technician
> Repaired 2 light bars, strobe box, and vehicle power supply for the Police Department
> Completed radio installation and connected an antenna to radio for animal control
> Continued work at the pistol range for the installation of a new public address system
> Conducted EOC radio tests on Wednesday morning
* Emergency Management Technician
> Confirmed meeting with Oklahoma Blood Institute representative to schedule blood drives
> Sent out new road notification
> Worked with County 911 Addressing on possible names for new roads in new addition
> Resolved confusion on address with post office and customer
> Added 2 personal tornado shelters to the database
* Emergency Management Director
> Met with Police and Fire Chiefs to discuss status of communications projects.
> Met with Police Support Services Administrator and representative of A.T.& T. concerning
upgrade/replacement of 9-1-1 call taking equipment
> Hosted the SE Oklahoma Amateur Radio Emergency Services group in the EOC .
> Hosted the Pottawatomie County Amateur Radio Club in the EOC on Tuesday night
> Participated in the weekly Pott. Co. EM radio tests on Tuesday night
> Met with Mayor, City Manager, and Police Chief concerning 9-1-1 service
> Coordinated with National Weather Service on Tornado Town Hall program
> Coordinated with American Red Cross on disaster exercise activities
> Continued work on VHF radio Narrowbanding
POLICE DEPARTMENT/Russ Frantz, Chief
* Police
> Reports: 148Total Citations: 56 / Handwritten Citations: 35 / E-Citations: 21(37.50%)
> Arrested: 35
> Firearms Training conducted at Shawnee Police Range
> Pursuit - arrest of two subjects / filed for warrant on third suspect
> Arrested two burglary suspects at Dietrich's Club
> Two officers at Criminal Investigation Academy / One Officer at Basic Police Academy

* Dispatch
> Managed 1555 calls for service (Police/Fire/EMS)
* COPs Grant Program
> Citations: 4Arrests: 2
> Seizure of one vehicle F-150 pickup and 8.5 g of meth and approx. 10 g of marijuana
> Assisted Range with Training and Attended CLEET Training
> Attended Neighborhood Watch meeting and Health Fair at Shawnee Mall
> Initiated programs picked up: Reserve program, Drug tip hotline, Crime stoppers, and Boy
Scout facilitators for Explorer program
> Patrols: Extra patrol, School Zones Patrol, Mall Patrol, Park Patrol for increased vandalism, and
Assisted day and evening shift
* CID
> 25 Cases Forwarded to CID for Review
> 7 Felony Cases Assigned / 1 Non Felony Case Assigned
> 6 Felony Cases Cleared / 3 Non Felony Cases Cleared
> 3 Felony Cases filed through the DA's Office
> Arrest (s): 1
> $300.00 Total Property Recovered
> 1 NFN Case being looked into
> 1 Call Out
* Accreditation: Lt. King-Accreditation Manager
> Number of Accreditation files worked on this week: 16 - PER 201-210, PER 301, and PER
401-405
> List of files sent to Chief's Office for review for the week: 16 - PER 201-210, PER 301, and
PER 401-405
> Conducted Policy Training for each shift
* Evidence
> Number of evidence items brought in: 26
> Number of evidence items released: 5
> Number of items submitted to the OSBI: 16
> Number of items released from OSBI back to the Police Department: 8
> Number of evidence disposition files/cases cleared: 5
* Animal Control
> Responded to 99 calls > Impounded 32 animals > Adopted out 2 animals
> 10 animals were reclaimed by their owners
* Staff
> Police positions-59 / 2 open positions / 1 officer awaiting academy / 56 officers available
> Dispatch positions-13 / 6 available for service / 6 in training / one open position
> Animal Control Positions-4 / 4 available for service