Staff Activity Report for October 7 - 13, 2012

ENGINEERING/STREETS/TRAFFIC CONTROL/John Krywicki, Director
Engineering Department
* Expo Parking Lot Improvements
> 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).
* 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 40% complete.
* Rehab Asphalt Streets Project (FY11-12)
> 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)
> 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
> 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.
* Bell Street Streetscape Project (from Farrall to 7th Street) (no change on project this week)
> 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. Anticipate having final construction plans to advertise project by mid-January 2013.
* 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 date for construction start time has been set at this time.
* 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 water-cut at 1209 Monroe (22x13)
> Repaired sewer-cut in alley between Union & Bell (16x10, 10x8, 8x7, and 5x4)
> Repaired the following water-cuts: 6 Northridge (19x13), Water Treatment Plant (12 ft of curb and &gutter), 11th & Florence (13x16), and Park & Kirk (28x12)
> Started intake repair at Beard & Farrall
> Repaired valve-cut at 11th & Pesotum (15x13)
> Patch truck ran 5 days
> Street Sweeper ran 4 days
> Bladed the following roads: Ingram Rd., Perry Rd., Post Office Lane, Walker Rd.(north), Pecan Grove (east and west)
> Bladed Public Works yard where rock/paving pile was removed by A-OK Railroad
Traffic Control Division
> Painted rail on Lake Road Bridge
> Installed street markers and replaced stop sign at Cherokee & Cheyenne
> Set up work zone for Utility Department on 11th
> Recovered drums, cones, flagging from Shawnee Pancake & Pilots Fly-in
> Recovered barricades, drums, cones for Family Promise 5K road race
> Recovered barricades from First Friday event
> Attended technology seminar in Midwest City
> Set up work zone for Utility Department on Margaret Street
> Replaced signal lamp for westbound green at Broadway & Highland
> Re-programmed school zone clock for Sequoyah school
> Set up work zone for Utility Department on access road by Taco Mayo (Kickapoo)
> Set up work zone for Utility Department on Market Street
> Replaced stop sign at 45th & Union
> Painted arrows only at MacArthur & Bryan
> Set up work zone for Utility Department on Kickapoo (Franklin - Midland)
> Set up work zone for Utility Department on Kickapoo (University - Pulaski)
> Removed low hanging tree limbs at 3304 N. Tucker
> Set out temporary stop sign at Shawnee & Edwards
> Checked intakes in sector 3
> Checked the intersection of Airport Drive & MacArthur
> Checked and repaired 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 - 4.332 Last week: *MGD - 4.297
> Pumped 1,330,347,000 MG to date compared to 1,292,252,000 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 - 1.049 **BOD - 9 mg/l ***TSS - 5
> 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 - 1.131 **BOD - 2.0 mg/l ***TSS - 2.5
> 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 - 99, Water/Sewer Line Locates - 61, Leak Checks - 22, Cut-offs Replaced - 2, Main Breaks Repaired - 5, and Reset Water Meters - 9
> 4449 N. Kickapoo: replaced fire hydrant at Center & Main
Water Distribution (continued)
> Repaired the following main breaks: 6" mains at 26 Arapaho, 427 W. Pulaski, 900 N. Market, and 2425 N. Kickapoo, and an 8" main at 2205 N. Kickapoo
> Cleaned up and put top soil at several locations due to previous water main breaks
* Wastewater Collection (Staff of 7)
> Sewer lines flushed - 18,075 ft. Flushed (year to date) - 768,767 ft.
> Total Service Calls - 40, Sewer Lines Checked -25, Lift Stations Checked - 14, and Emergency Sewer Calls - 7
> Worked on the preventative maintenance flusher list and maintenance on Lift Stations
* Valve Maintenance (staff of 4)
> Located/performed serviceability check on valves at the following locations: Trinity & Faith, Cammack & Bell, Emmet & Bell, Faith & Bryan, Blaise & Faith, Eric & Faith, and Liberty & Faith
> Dug up/raised valve boxes at the following locations: 805 E. Grant and 11th & Cleveland
* 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 and flow meters have been ordered, and will be utilized for gathering data once received.
> Sanitary Sewer Rehab Project at Various Locations (Pipe Bursting)
Budgeted project amount is $1,000,000.00. This project will begin in the Spring of 2013.
> 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. 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.
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PLANNING/COMMUNITY DEVELOPMENT/Justin Erickson, Director
* Planning
> Staff prepared materials for the City Commission agenda.
> Staff prepared and presented materials to the Planning Commission during a Special Meeting.
> One nuisance abatement public hearing was held.
> The City has condemned 74 structures between 2011 and the date of this report.
> Staff attended the City Beautification meeting.
> Inspections staff conducted permit review and inspections on numerous projects.
> Staff attended the annual Oklahoma Planning Association annual conference
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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 at the Lake (two locations)
* Cemetery Division (staff of 4)
> No burials last week
> Leveling markers, herbicide spraying, mowing, and weed eating
* Central Garage (Staff of 6)
> 33 units in last week with 44 total repairs to vehicles and equipment
> 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 has begun, near completion
> 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)
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AIRPORT/Rex Hennen, Assistant Airport Manager
* Airport Advisory Board
> Next monthly meeting will be held at 5:30 p.m., October 17, 2012 in the Airport Terminal
* Runway Rehabilitation Project
> 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
CITY CLERK'S OFFICE/UTILITY BILLING/Phyllis Loftis, City Clerk
* City Clerk
> Preparation of 10/15/12 City Commission and Authorities agendas
> Assisted PCDA staff with agenda preparation and attended the PCDA meeting (10/11/12)
> Normal routine duties including tort claims, insurance on vehicles and property
* Utility Billing/Customer Service
> Routine customer service/billing transactions and issues
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INFORMATION SYSTEMS/Steve Nolen, Chief Information Officer
> +27 News Incidents - 36 Completed = -9 Net gate/loss | 188 Outstanding
> Software Tech Ayers attended Global Software Conference
> Replaced Toughbook in K9 unit
> Various desktop refreshment / new systems built / ready to deploy
> Support for Financial Consultants on site
> Account use correction and profile setup for ATT connection and VNP
> Support for Cemetery Department for printing and scanning issues
Information Systems (continued)
> Review and attempt recovery of "suggested" contacts listing
> Hardware replacement in Police Records
> Started review of Electronic Voting system hardware for wiring
> Various PIO duties for information flow / social media posts/questions/answers
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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
> Covered PCDA daily operations
> Worked on Fixed assets for Audit
> Worked with Auditors this week
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EXPOSITION CENTER/Mike Jackson, Operations Manager
> October 8, 4H Banquet
> October 11, Fire Prevention Week, Fire Clowns Show
> October 11, Tasty Affair
> October 12-14, Oklahoma Foundation Quarter Horse Show
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FIRE DEPARTMENT/David Short, Chief
* Suppression
> Responded to 90 emergency calls: Breakdown of calls: Fires - 6, Rescue/EMS - 61, Service
Calls - 6, Good Intent Calls - 4, False Alarms - 5, Special Incident - 1, False Alarms - 9, and
Hazardous Conditions - 4
* Prevention
New Construction Inspections
> Select Physical Therapy, 412 N. Broadway (project complete)
> Kickapoo Casino, MacArthur & Hwy 177
Requested/Administrative Inspections
> CTSA Daycare, 1533 N. McKinley
Permits & Onsite Inspections
> OBU Campus (bonfire)
* Training
> Continuation training three (3) Probationary Fire Fighters
> 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
> Worked on installation of radios in the Emergency Operations Center Radio Room
> Performed EOC radio tests on Wednesday morning
> Worked on radio inventory
* Emergency Management Technician
> Sent road closure information out to responders
> Received plat from Planning for review
> Received disaster reimbursement from State
> Submitted reimbursement documentation on 7 disasters to auditors
> Working on address for conditional use permit received by planning
* Emergency Management Director
> Worked on review process for telephone system proposals
> Activated the Emergency Operations Center and worked storm watch activities on Saturday
> Worked on development of combined county-wide training and exercise calendar for 2013
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POLICE DEPARTMENT/Russ Frantz, Chief
* Police
> Reports: 135 Total Citations: 79 Arrests: 28
> Officers arrested two subjects for trespassing on posted property / this was the property that had
the drug raid the week before
> Officers arrested subject for Social Host violation for having under age drug/alcohol party for
minors
> Qualified Sheriff Office deputies, Meeker PD, and the Citizen Potawatomi Tribal Police at the
firing range
* Dispatch
> Managed 1482 calls for service (Police/Fire/EMS)
* COPs Grant Program
> Worked School zones
> Follow up on drug tips
> Mall patrol
> Assisted evening shift patrol
> 3 felony arrests, Follow up on reported drug location
> Traffic stop w/ Marihuana recovered; file for out of custody warrant
> Two community events: Careers on Wheels and Retail safety day at Kmart with sentinels
> Face book surveillance / Followed up on cases
* CID
> 12 Cases Forwarded to CID for Review
> 3 Felony Cases Assigned / 1 Non Felony Case Assigned
> 7 Felony Cases Cleared / 1 Non Felony Case Cleared
> 1 Felony Filed through the DA's Office
> $269.99 Total Property Recovered
> Two Detectives at Supervisory School
* Accreditation: Lt. King-Accreditation Manager
> Instructed FTO Course for CLEET all week
* Evidence
> Number of evidence items brought in: 90
> Number of drug seizure items taken in: 6
> Amount of drug seizure money taken in: $505.00
> Number of items submitted to the OSBI: 24
> Number of items released from OSBI back to the Police Department: 9
> Number of police reports taken: 1
* 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 79 calls >Impounded 28 animals >10 animals reclaimed >4 animals adopted