Staff Activity Report for October 14-20, 2012

ENGINEERING/STREETS/TRAFFIC CONTROL/John Krywicki, Director
Engineering Department
* Rehab Concrete Streets Project (FY11-12)
> 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, and work is anticipated to begin the first week in December to coincide with the planned work on Independence just west of Center that the Oklahoma Corporation Commission is proposing to clean up the contaminated area because of gas leakage from the station on the southwest corner of Independence and Center.
* Bryan & Independence Intersection Traffic Signal Project
> Project construction started October 1, 2012 and subcontractor (Rudy Construction) is proceeding with the widening portion of the project. Project was awarded to Traffic & Lighting Systems in the amount of $198,562.60. Concrete and paving work almost completed, and when Traffic Systems began placement of poles and mast arms for signal installation, they discovered to our pleasant surprise, existing conduit and electrical pull boxes that had been installed when the street was originally constructed in 1991. The conduit was pressure tested and checked, and is quite useable, and this will result in us of not having to install any new conduit, road bores or pull boxes at a savings of approximately $7,000 off of our current project. Overall, project is approximately 70% complete.
* Bell Street Streetscape Project (from Farrall to 7th Street)
> Field survey work has begun on this proposed project which includes sidewalk construction along the east side of Bell Street, includes decorative light(s), and an enhanced lighted crosswalk at Bell & Farrall, if approved by ODOT. OG&E was contacted about installing decorative lighting and they are to get back a cost proposal to the City within the next 3-4 weeks. Anticipate having final construction plans to advertise project by mid-January 2013.
* Expo Parking Lot Improvements (no change on project this week)
> CGC, LLC has completed all work under the contract and project will be taken to City Commission at their November 5, 2012 Commission Meeting to accept the project and placing maintenance bonds into effect. Original contract bid was at $1,696,850.00 and final as-built construction costs paid to Contractor was at 1,645,631.93 ($51,218.07 under original contract price).
* Rehab Asphalt Streets Project (FY11-12) (no change on project this week)
> Project was awarded to Nash Construction in the amount of $589,090.00. Contractor began on 45th Street (Leo to Kickapoo) and completed that work; however, a few areas were rough and not as smooth riding as needed to be. City employed testing lab to determine exact areas out of compliance, and those results were given to Contractor to do corrective work to remedy the issue. City has received notification (Thurs. Oct 18th) that Contractor has completed the corrective work and believes street is now acceptable. The City will re-employ testing lab to determine if corrective work is in compliance and/or if other areas still need to be addressed. As we are now approaching the late fall-early winter timeframe of the year, staff will be recommending to hold off on proceeding with the current contract and to rebid the project after the first of the year. 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.
* Harrison Street Median Landscaping Project (Median just south of I-40 and north of Gordon Cooper Vo-Tech entrance) (no change on project this week)
> 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 95% completed. Slope walls and concrete work has been completed, the irrigation system installed, and landscaping plantings are to be placed beginning Wednesday, October 17th taking several days to complete. Remaining work is construction of the "Welcome to Shawnee" decorative sign that will be placed in the median.
* Kickapoo & Kulhbird Lane Safety Improvements (no change on project this week)
> C-P Integrated Services was awarded the project in the amount of $ 54,211.30. Project is 100% complete. Final as-built construction costs have been determined to be at $53,966.24. The Project will be taken for acceptance and placing maintenance bonds into effect at the City Commission November 5th meeting.
* 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. Final plans are completed, and we are awaiting comments and input from the BSNF whose railroad and right-of-way that the Federal Street Bridge crosses.
* Airport Trails Project (no change on project this week)
> Final construction plans were completed and the City Commission gave approval at their October 1, 2012 meeting for staff to advertise the project for bids. This project will be a complete removal and replacement of the existing trail(s) around the Airport, and trail widened to 10 feet, approximately 3.75 miles of trail. Bid opening for the project is scheduled for November 5, 2012.
* 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. 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. We will assist with inspections during project construction.
Street Department
> Repaired the following watercuts: Sherry Lane (19x5), 2205 N. Kickapoo (21x9), 2425 N.
Kickapoo (18x13), 39403 W. MacArthur (18x20), 432 N. Washington (17x11), and 1502 Airport
Drive (48x3)
> Repaired a valve-cut at Main & Oak (9x10)
> Repaired the sidewalk on the east side of Neal's Furniture (6x10)
Street Department (continued)
> Graded the following roads: Lake Road (east of Patterson), Mangino Road, Pecan Grove (west), Eckel Road, Walker Road (north), and Cow Trail
> Patch truck ran 3 days
> Street Sweeper ran 5 days
> Hauled 2 loads of rock from Wewoka to the Public Works Service Center
> Completed vehicle and equipment maintenance
Traffic Control Division
> Painted stop bars, arrows, and crosswalks at Bryan & MacArthur
> Painted stop bars, arrows at 45th & Harrison and 45th & Kickapoo
> Painted double yellow lines on Independence (Harrison - Broadway), Leo & Hwy 177, and on Center Street
> Painted stop bar at Leo & Hwy 177 and Beard & Independence
> Painted arrows on Wolverine Rd
> Installed school zone advance sign on MacArthur
> Installed end of road markers on Monticello
> Checked pedestrian heads for burn outs
> Replaced stop sign at Edwards & Shawnee
> Hung spaghetti banners for Salvation Army
> Recovered work zone for Street Department on Kickapoo (Franklin - Midland)
> Recovered work zone for Street Department on Kickapoo (Midland - Pulaski)
> Set out advance warning signs for Utility Department at Pottenger & Independence
> Cut out no semi trucks allowed signs for expo center
> Replaced signal lamp for east bound red at Benedict & Kickapoo
> Replaced signal lamp for north bound red at Union & Highland
> Replaced signal lamp with LED for north bound left turn red at Independence & Harrison
> Removed broken visor for east bound greenat Union & Highland
> Removed pedestrian crossing sign at 7th & Bell
> Checked type I barricades that came in from the field
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UTILITY DEPARTMENT/Jim Bierd, Director
* Water Treatment Plant (Staff of 10)
> Average production: *MGD - 4.222 Last week: *MGD - 4.332
> Pumped 1,360,888,000 MG to date compared to 1,321,649,000 MG for same period last year
> Performed routine plant maintenance and water testing
*MGD: Million Gallons Daily
* Southside Wastewater Treatment Plant (Staff of 7)
> Flows averaged: *MGD - 1.062 **BOD - 9 mg/l ***TSS - 5 mg/l
> Performed regular maintenance on the plant and routine testing
*MGD: Million Gallons Daily **BOD: Biochemical Oxygen Demand ***TSS: Total Suspended Solids
* Northside Wastewater Treatment Plant (Staff of 7)
> Flows averaged: *MGD - 1.348 **BOD - 3.2 mg/l ***TSS - 2.5 mg/l
> 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 - 115, Water/Sewer Line Locates - 60, Leak Checks - 35, Cut-offs Replaced - 6, Main Breaks Repaired - 2, and Reset Water Meters - 2
> 711 E. Highland: set new meter tile and poured concrete
Water Distribution (continued)
> 403 E. Pulaski: flushed dead-end water main line
> Repaired the following main breaks: 6" main at 1503 Airport Drive and a 12" main at 310 E. Ohio
* Valve Maintenance (staff of 4)
> Dug up, raised, and realigned valve boxes at the following locations: Sac & Fox Casino, Minnesota & Federal, 301 W. MacArthur, and 11th & Cleveland
* Wastewater Collection (Staff of 7)
> Sewer lines flushed - 14,100 ft. Flushed (year to date) - 782,867 ft.
> Total Service Calls - 32, Sewer Lines Checked -19, Lift Stations Checked - 19, and Emergency Sewer Calls - 10
> Camera inspected the 1900 block of N. Union, placed it on the pipe burst list
> Worked on the preventative maintenance flusher list and maintenance on Lift Stations
* 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. Data loggers have been installed and flow meters have been ordered. This equipment will be utilized for gathering data once received.
> Sanitary Sewer Rehab Project (Pipe Bursting) (no change on project this week)
Budgeted project amount is $1,000,000.00. This project will begin in the Spring of 2013.
> 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 complete and upon inspecting the lift station a punch list of several items had been created. Electrical work was finished with the exception of the USB port.
> Water Line Replacement Project: Midland Street (no change on project this week)
City Commission, on September 17, 2012, awarded this project to Jordan Contractors in the amount of $495,871.00.
PLANNING/COMMUNITY DEVELOPMENT/Justin Erickson, Director
* Planning
> Staff presented at the OK Code Enforcement Association Fall Conference at the Expo.
> Staff attended and presented reports at the City Commission meeting.
> Staff continues to assist in the coordination of the annual Christmas Parade.
> Staff held meetings with developers and applicants.
> Action Center staff started a new emphasis on dilapidated buildings and is actively working
through the existing inventory.
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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
> Mowing and weed eating in all areas including the Lake and dams
> Cleaned up trash dumped on Oakland Street and Slover Bridge
> Installed plaque at Japanese Peace Garden
* Cemetery Division (staff of 4)
> one (1) burial last week
> Leveling markers, herbicide spraying, mowing, and weed eating
* Central Garage (Staff of 6)
> 29 units in last week with 33 total repairs to vehicles and equipment
> Processing new trucks for meter readers
> Ordering new truck for Utilities Department
> Repaired Fire Department vehicles
> Exploring the possible use of CNG/Propane vehicles for city fleet
* Current Projects
> Working on Community Center Tennis Court repurposing (basketball court)
> Looking at the RFQs received for the Municipal Swimming Pool. Will begin scheduling
interviews soon.
> Roofing Project at the Library to have final inspection next week
> Removal of Floating Fishing Dock has started-new dock to arrive soon
> 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., October 17, 2012 in the Airport Terminal
> Bert Humphreys was installed as board member replacing Mike Langley
* Runway Rehabilitation Project (no change on project this week)
> Construction substantially complete
> Full runway open
> Final inspection held on September 25, 2012
> Punch list included addressing grass/sod issues and minor lighting issues: lighting issues have
been addressed and the sodding/seeding is underway.
* Parallel Taxiway Project (no change on project this week)
> All construction complete
> FAA grant will remain open until all seeded areas have established a permanent root system
* Foreign Trade Zone Application (no change on project this week)
> Matthew Weaver reports that the application is under final agency review
* "Oklahoma Certified Site Program - Aerospace Park" (no change on project this week)
> Application is being completed by SEDF and airport staff
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CITY CLERK'S OFFICE/UTILITY BILLING/Phyllis Loftis, City Clerk
* City Clerk
> Preparation of 10/15/12 City Commission and Authorities minutes
> Filed 7 Public Nuisance Liens with the Pottawatomie County Clerk
> Record search at Record Center for 1985 SMA minutes
> Normal routine duties including tort claims, insurance on vehicles and property
* Utility Billing/Customer Service
> Zone 1 cut-off for non-payment (10/17/12)
> Zone 1 billing (10/19/12)
> Routine customer service/billing transactions and issues
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INFORMATION SYSTEMS/Steve Nolen, Chief Information Officer
> +36 News Incidents - 21 completed Incidents = 15 Additional / 203 Outstanding
> Deployed Genlock for Commission Video broadcasts
> Produced live City Commission Meeting
> Produced / published City Commission Video Archive
> CIO Participated in State and Local Virtual conference 10/16 and 10/17/2012
> Promoted Police Foundation Concert
> Resolved iPad data outage
> Worked with CAD vendor about CAD performance issues
> Create new user for Police in Audio Logger / Trained user
> Updated MU33 police mobile device / re-deployed
> Installed file format converter for Police mobile unit
> Review mReach installation on RDP server
> Resolved HR website edit issues with user
> Advised Attorney office in regard to remote laptop use for Attorney
> Completed survey in regard to Global Software Conference feedback
> Completed several new employee photos/IDs/Access Control configurations
> Began deployment of four (4) Toughbooks for Police
> Assist Cemetery for setup of temporary help laptop at remote location
> Deployment of misc desktop replacement systems
> Deployment of printer for Fire Admin
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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 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
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FINANCE DEPARTMENT/Cynthia Sementelli, Finance
> Worked on year end
> Prepare statistical sections for CAFR
> Worked on Fixed assets for Audit
> Worked on bank statements
> Worked on CDBG 425's
> Worked on water rates with Jim Bierd
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EXPOSITION CENTER/Mike Jackson, Operations Manager
> October 16, St. Anthony's Think Pink
> October 18, Oklahoma Code Enforcement Meeting
> October 19-20, Triangle Horse Sale
> October 20, Wedding Reception
* SC&CDA Board Meeting
> The trustee members voted on October 18, 2012 to award bid for roof replacement, siding, and
gutter on four (4) comfort stations to Patterson & Associates Construction in the amount of
$47,019.00
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FIRE DEPARTMENT/David Short, Chief
* Suppression
> Responded to 108 emergency calls: Breakdown of calls: Fires - 5, Rescue/EMS - 74, Service
Calls - 7, Good Intent Calls - 15, False Alarms - 4, False Alarms - 4, and Hazardous
Conditions - 3
* Training
> Probationary Fire Fighter 30 Day Skills
> Seven (7) probationary Fire Fighters reported for Orientation and Training on October 5, 2012
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EMERGENCY MANAGEMENT/Don Lynch, Director
* Communications Technician
> Completed the national All-Hazard Type III Communications Technician Course in OKC
* Emergency Management Technician
> Reprogrammed phone in dispatch
> Worked with Fire Department on blood borne training for new employees
> Discussed chemical disposal planning with school administrators
> Attended Local Emergency Planning Committee meeting
> Contacted potential new member from Industry for LEPC
> Received request for addressing city parks for setting water meters
> Received & reviewed final plat
* Emergency Management Director
> Attended the SE Area Emergency Managers meeting in Byng on Tuesday afternoon
> Participated in EM Radio Tests on Tuesday night
> Performed EOC Radio Tests on Wednesday morning
> Performed Community Outdoor Warning Device test at Noon on Wednesday
> Attended the Local Emergency Planning Committee on Wednesday afternoon
> Attended the Mass Immunization Plan Stakeholders Meeting on Wednesday afternoon
> Spoke to Oklahoma Animal Control Officers meeting on Thursday afternoon in Shawnee about
disaster preparedness and response
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POLICE DEPARTMENT/Russ Frantz, Chief
* Police
> Reports: 168
> Total Citations: 82 / Handwritten Citations: 43 / E-Citations: 39 (47.5%)
> Arrests: 31
> Narcotics operation netted three arrests
> Two robberies: One suspect identified-pending warrant of arrest
> K-9 Officers did demo for Bark in the Park event
> Animal Control along with Gordon Cooper hosted this year's OK Animal Control Conference
* Dispatch
> Managed 1597 calls for service (Police/Fire/EMS)
* COPs Grant Program
> Worked School zones
> Drug tips, Follow up on reported drug location
> Mall patrol
> Assisted evening shift patrol
> 4 felony arrests and 3 warrants served
> Recovered firearm from felon
* CID
> 34 Cases Forwarded to CID for Review
> 8 Felony Cases Assigned / 1 Misdemeanor Case Assigned
> 8 Felony Cases Cleared / 1 Misdemeanor Case Cleared
> 1 Felony filed through the DA's Office
> 1 arrest made
> $3,050.00 Total Property Recovered
> 4 No Further Needed (NFN) Cases Being Looked Into
> 1 Pending Assignment (PA) Case
> 2 Call Outs
> 7 Assists with Patrol and Other Agencies
> Working 1 Cell Phone Forensic Case for Tecumseh PD
* Accreditation: Lt. King-Accreditation Manager
> Conducted In-Service Training for Animal Control
> Working on proofs of compliance
* Evidence
> Number of evidence items brought in: 9
> Number of evidence items released: 1
> Number of bicycles taken in: 1
> Number of found property items taken in: 1
> Items Flagged & Pulled for Destruction: 21
> Number of police reports taken: 1
> Notes: Conducted 3 interviews on Missing Person Case, Closed Professional Standards Case
and Cleared 2 Cases on Obscene Phone Calls w/Affidavit Submitted for Arrest Warrant
* Staff
> Police positions-59 / 2 open positions / 1 officer attending academy / 1 officer on light duty / 55
officers available
> Dispatch positions-13 / 6 available for service / 6 in training / one open position
> Animal Control Positions-4 / 4 available for service
* Animal Control
>Responded to 75 calls >Impounded 29 animals >4 animals reclaimed >4 animals adopted