Staff Activity Report for September 16-22, 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. 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.
* 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 65% completed. 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. Also, there will be a "Welcome to Shawnee" sign placed within the median.
* 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 65% 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.
* 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 (no change on project this week)
> 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 at the first Commission meeting in October 2012; if approved, will let for bids and Bid Opening scheduled November 5, 2012.
* Expo Parking Lot Improvements
> CGC, LLC have essentially been completed this project. Contractor continues with correcting minor items on the punch list. A meeting is scheduled for October 2, 2012 with the Contractor to finalize quantities and go over their final pay application. Project will be taken to City Commission for acceptance and placement of maintenance bonds into effect at the Commission meeting of October 1, 2012.
* Bryan & Independence Intersection Traffic Signal Project (no change on project this week)
> 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. City employed a testing lab to determine extents (areas) that will need to be corrected, and the results of the testing have been turned over to the Contractor whom is scheduled for the week of October 1st to begin remediation repairs. 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 Country Grove (192x11)(25x14) (Southside complete)
> Repaired the following water-cuts: Beard & Georgia (13x10), Beard & Pulaski (27x6), 709 N. Beard (7x7), and 631 N. Broadway (12x7)
> Put an asphalt cap over a dip in the road at 605 Dill (10x10)
> Roads graded: Archery Range, Perry Road, Post Office Lane, Post Office Neck, Pecan Grove, Eckel Road, and Walker North
> Sweeper ran 4 days various locations throughout Shawnee
Traffic Control Division
> Painted double yellow lines on Garretts Lake Rd (Harrison - Leo), on 45th (Bryan - Kickapoo), and on Union (34th - 45th)
> Assisted contractor with measuring 45th St (Kickapoo - Leo)
> Replaced stop sign at 41st & Union (west bound) and Kennedy & Benedict (S bound)
> Installed stop signs in the Margaret Manor addition
> Set-up work zone for the Street Department on Country Grove Road
> Replaced signal lamp for northbound green at Benedict & Kickapoo
> Reset the intersection of Independence & Harrison (on flash / conflict)
> Replaced load switch for phase 6 at Independence & Harrison
> Painted stop bar at Federal & Airport Drive and 7th & Broadway
Traffic Control (continued)
> Painted arrows and stop bars at the following locations: Pottenger & Kickapoo Spur and Benedict & Kickapoo
> Set up work zone for the Utility Department on Oak St. (Main - Walnut) (road closure)
> Replaced LED for eastbound red at Leo & Hwy 177
> Replaced LED for eastbound red at Federal & Kickapoo
> Replaced signal lamp for northbound red at Benedict & Kickapoo
> Recovered barricades from 7th & Broadway for contractor
> Checked type I barricades that came in from the field
UTILITY DEPARTMENT/Jim Bierd, Director
* Water Treatment Plant (Staff of 10)
> Average production: *MGD - 4.684 Last week: *MGD - 5.198
> Pumped 1,230,173,000 MG to date compared to 1,201,598,000 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 - 1.124 **BOD - 7 mg/l ***TSS - no test run 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 - 1.308 **BOD - 3.6 mg/l ***TSS - 5.7
> Hauled 418,500 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 - 128, Water/Sewer Line Locates - 62, Leak Checks - 26, Cut-offs Replaced - 6, Main Breaks Repaired - 3, and Reset Water Meters - 5
> Hardesty & Red Oak (northwest corner): replaced fire hydrant
> 9th & Beard (northeast corner): rebuilt fire hydrant
> Repaired the following 6" main breaks: 1400 E. 11th, Kirk & Park, and 14 Barnes
* Wastewater Collection (Staff of 7)
> Sewer lines flushed - 22,300 ft. Flushed (year to date) - 712,892 ft.
> Total Service Calls - 45, Sewer Lines Checked -29, Lift Stations Checked - 13, and Emergency Sewer Calls - 2
> Performed camera inspection on three sewer lines, added them to 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: Pesotum & Highland, Pesotum & Whittaker, Pesotum & 11th, Pesotum & 10th, Pesotum & 9th, Pesotum & Main(4), Florence & 10th, Florence & Highland, Florence & 11th, Center & Main(3), Main & High, Oak & Main, Draper & Main(3), Cleveland & 11th, 402 N. Cleveland, Cleveland & 9th, Roosevelt & Highland, Kimberly & 11th, Roosevelt & 9th, Tenbrook & 9th, Tenbrook & 10th, and Tenbrook & Highland.
> Installed inserts valve at the following location: 39904 W. MacArthur(12"), 1300 Sherry Lane(6"), and Main & Oak(8")
* Construction Inspector
> Gray Stone water line installation is complete and loaded. Bac-t samples will be taken next week with pressure test to follow.
> Central Disposal Office Facility: Jordan Contractors bored Hwy 18 north of 45th Street for a new water line to serve the new office facility. Bac-t samples were taken this week and we are awaiting results.
* 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
City Commission, on September 17, 2012, awarded this project to Jordan Contractors in the amount of 495,871.00.
> 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 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)
Cost $304,341.00. Project awarded to Quality Truck & Equipment Company on October 2011. Received the truck on September 15, 2012
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PLANNING/COMMUNITY DEVELOPMENT/Justin Erickson, Director
* Planning
> Staff held nuisance abatement hearings and ordered one structure removed.
> Staff met with developers and discussed pending and future projects.
> Staff prepared reports for the Planning Commission.
> The building department conducted routine inspections and reviewed new plans.
> The Action Center processed dozens of complaints and worked to resolve ongoing cases.
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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
> Pushing/cleaning creeks back from streets
> Mosquito spraying on Tuesday and Thursday evenings
* Cemetery Division (staff of 4)
> Two (2) 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 (pulled two units
due to steering problems)
> 38 units in last week with 54 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. Will begin scheduling
interviews soon.
> Roofing Project at the Library has begun, 50% complete
> 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
> Monthly meeting was held at 5:30 p.m., September 19, 2012 in the Airport Terminal
&#730; No action due to lack of quorum
* 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 held on September 25, 2012
> Punch list included addressing grass/sod issues and minor lighting issues
* 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
* 2012 Pilots and Pancake Fly-in - Saturday, October 6, 2012 (no change on project this week)
> Planning for larger air show including acrobatic planes
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CITY CLERK'S OFFICE/UTILITY BILLING/Phyllis Loftis, City Clerk
* City Clerk
> Preparation of 9/17/12 City Commission and Authorities minutes
> Began preparation of 10/1/12 City Commission and Authorities agenda
> Filed 6 public nuisance liens and 22 lien releases with Pottawatomie County Clerk
> Filed 9 lien certifications with Pottawatomie County Treasurer
> Normal routine duties including tort claims, insurance on vehicles and property
* Utility Billing/Customer Service
> Zone 2 cut-off for non-payment (9/20/12)
> Zone 1 billing (9/20/12)
> Discussion with CPN regarding meters to Firelake Grocery and Firelake Bowling Center
> Routine customer service/billing transactions and issues
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INFORMATION SYSTEMS/Steve Nolen, Chief Information Officer
No Report this week/Attended OML Conference
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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
> Met with City Manager concerning travel policy
> Met with Mayor concerning Airport walking trail
> Worked on Fixed assets for Audit
> Worked on bank statements
> Short staffed so did anything that was needed to allow finance to run smoothly
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EXPOSITION CENTER/Mike Jackson, Operations Manager
> September 19-22, Spinning Spools Quilt Show
> September 19, LEPC Meeting
> September 20, SC&CDA Board Meeting
> September 20-21, OGE Meeting
> September 22, FMCA RV Rally move in
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FIRE DEPARTMENT/David Short, Chief
* Suppression
> Responded to 94 emergency calls: Breakdown of calls: Fires - 4, Rescue/EMS - 57, Service
Calls - 5, Good Intent Calls - 23, False Alarms - 3, and Hazardous Conditions: 2
* Prevention
Requested/Administrative Inspections
> First Baptist Church Daycare Relocation, 4000 N. Kickapoo
Permits/On-site Inspections
> Boy Scout Park (inflatables)
> Select Physical Therapy, 412 N. Broadway (alarm system)
> 2110 N. Leo (open burn)
* Training
> Continuation training three (3) Probationary Fire Fighters
> Homeland Security Course - Haz Mat 360 ID (Green Shift)
> Seven (7) probationary Fire Fighters report for Orientation and Training on Sept. 24, 2012
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EMERGENCY MANAGEMENT/Don Lynch, Director
* Communications Technician
> Performed 3 radio repairs and 4 emergency lighting repairs for the Police Department
> Conducted EOC radio tests
> Completed installation of Public Address System at the Police Pistol Range
* Emergency Management Technician
> Received mapping update from County 911
> Received annexation information needed to correct 9-1-1 database files
> Set time to meet with new fire employees to discuss blood borne pathogens prevention program
> Updated information for disaster reimbursement training
> Contacted Saint Anthony Shawnee Hospital for Hepatitis B status updates & scheduling.
> Was notified of a correction needed in the street index and made the necessary change.
* Emergency Management Director
> Attended County Commissioners Meeting on Monday Afternoon
> Processed notifications of lifting of burn ban
> Attended OKFirst Refresher Training on Tuesday
> Attended LEPC Meeting on Wednesday afternoon
> Conducted Communications Systems briefing for county public safety agencies on Thursday
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POLICE DEPARTMENT/Russ Frantz, Chief
* Police
> Reports: 156
> Stand off at 707 N Tucker - suspect in custody
> Arrested suspect for indecent exposure
> Arrested a suspect for domestic abuse that broke his wife's arm and his child's nose and then
wanted to fight officers
> Burglary suspect arrested at Union & Highland
> Suicide by firearm at Shawnee Lake area
> Patrol unit damaged due to hitting a deer
> Two officers attending Investigator Academy
> One Officer in Police Academy
* Dispatch
> Managed 1666 calls for service (Police/Fire/EMS)
* COPs Grant Program
> Safety Program at Old Navy at the Mall
> Attended CLEET CID Academy training
> Met with Pleasant Grove Superintendant re: traffic safety issues in front of school
> Citizen's drug tip follow-ups with DTF
> Assist Day, Evening, and Midnight shift patrol, Assist DHS with child welfare check
> Search for drive by shooting suspect
> Three Bicycle Safety Presentations at Pleasant Grove Elementary School
* CID
> 23 Cases Forwarded to CID for Review
> 4 Felony Cases Assigned / 1 Non Felony Case Assigned
> 3 Call Outs
> 7 Assists with Patrol and Other Agencies
> Working 40 Cell Phone Forensic Cases for DA Task Force
> Working 1 Cell Phone Forensic Case for Shawnee PD
> Working 1 Cell Phone Forensic Case for Pottawatomie County Sheriff's Office (Bethel Teacher
Case)
> Worked one Cell Phone Forensic Case for OBU Police
> Worked Two Cell Phone Forensic Cases for Tecumseh Police
> Three (3) Detectives in training all week
* Accreditation: Lt. King-Accreditation Manager
> Number of Accreditation files worked on this week: 12 - PER 501, PER 503, PER 601, PER
701-707, and PER 801-802
> List of files sent to Chief's Office for review for the week: 12 - PER 501, PER 503, PER 601,
PER 701-707, and PER 801-802
> Prepared In-Service Training for Dispatch on Open Carry
> Prepared In-Service Training for Animal Control on City Ordinances
> Conducted Policy Training and In-Service Training (Open Carry) for each shift
* Animal Control
> Responded to 81 calls > Impounded 34 animals > Adopted out 10 animals
> 5 animals were reclaimed by their owners
* Staff
> Police positions-59 / 2 open positions / 1 officer attending 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