Staff Activity Report for September 23 - 29, 2012

ENGINEERING/STREETS/TRAFFIC CONTROL/John Krywicki, Director
Engineering Department
* 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. Anticipate having final construction plans to advertise project by mid-January 2013
* 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 80% 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 95% 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. Contractor has scheduled a final inspection with City Engineering staff for Friday, October 5, 2012 to go over the project and prepare a punch list of items to correct, if any.
* Airport Trails Project
> 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.
* 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. The project consists of widening Independence on the east side of Bryan to allow for a designated left turn lane westbound.
* Rehab Asphalt Streets Project (FY11-12)
> Bids was awarded to Nash Construction in the amount of $589,090.00, and the City Commission awarded the project to them on July 16, 2012. Work began on 45th Street August 15th and was completed on August 27th. The resurfacing surface 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 they reported areas of the street are measurably out of tolerance. Information has been given to Nash Construction, and they are to be onsite, Tuesday, October 9, 2012 to begin diamond grinding areas to get the surfacing acceptable to City staff. 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.
* 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.
* 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.
* Expo Parking Lot Improvements (no change on project this week)
> 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.
* 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
> Replace concrete panels on Country Grove (northside) (164x11) (60% complete)
> Saw-cut water and valve cuts: Main & Oak, 11th & Florence, and Park & Kirk
> Roads graded: Wolverine, Westech, Nix Allen, Terrell, and Daley Lane
> Ran intakes 2 days
Traffic Control Division
> Painted stop bars and arrows on crosswalks at Beard & Farrall and Bryan & Highland
> Replaced street marker for Hayes & Kickapoo
> Installed street markers for Margaret Manor addition
> Worked Bison Bicycle Classic Race & Tour (29 Sept 12)
> Started painting railing on Lake Road Bridge
> Set up work zone for Utility Department at Forrest & Pottenger and 11th & Pesotum
> Checked intakes in sector 3
> Reset street marker for Aspen & Cypress
> Worked on signs for Shawnee Pancake & Fly-in event
> Replaced end of road marker on Walker Rd
> Checked the southbound left turn signal at Kickapoo & MacArthur
> Set out type III barricade at Kennedy & Independence for Expo Center
> Straighten signs around town
> Checked the intersection of I-40 & Kickapoo and Broadway & Highland
> Replaced clock for school zone light on Highland
> 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 - 5.143 Last week: *MGD - 4.684
> 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 - 1.208 **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 - 1.469 **BOD - 3.6 mg/l ***TSS - 5.7
> Hauled 572,500 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 - 126, Water/Sewer Line Locates - 61, Leak Checks - 42, Cut-offs Replaced - 2, Main Breaks Repaired - 3, and Reset Water Meters - 4
> 4449 N. Kickapoo: rebuilt fire hydrant and replaced/oiled breakaway kit
> Repaired the following main breaks: 12" main at 4817 N. Kickapoo, 6" main at Pottenger & Forrest, and a 4" main at 312 W. 32nd
> 422 N. Oklahoma: repaired the service line
> Worked shop tickets
> Flushed two fire hydrants on costumer request
* Wastewater Collection (Staff of 7)
> Sewer lines flushed - 20,650 ft. Flushed (year to date) - 733,542 ft.
> Total Service Calls - 45, Sewer Lines Checked -32, Lift Stations Checked - 15, and Emergency Sewer Calls - 3
> 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: Ellis & Rosa, Walnut & Lindale, Walnut & Osage, Walnut & Draper, Oakland & Harrison, Draper & Whittaker, McKinley & Highland, Anna & McKinley, McKinley & Darrow, Wayne & McKinley, Tucker & Payne, Grant & Tucker, Tucker & Jefferson, and Ridgewood & Tucker
> Installed inserta valve at the following location: 11th & Pesotum
* Construction Inspector
> Gray Stone water line installation is complete; Bac-t samples were taken. DEQ results were negative on the first sample, but positive on the second. Contractor has reloaded line with chlorine and I will retest next week.
> 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 and the results were negative, setting up a time to pressure test line.
* 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 Project: 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)
City Commission, on September 17, 2012, awarded this project to Jordan Contractors in the amount of 495,871.00.
> 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. We tested the lift station and added additional items to the previous punch list. When the punch list has been completed, and all is approved, the lift station will be ready for acceptance.
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PLANNING/COMMUNITY DEVELOPMENT/Justin Erickson, Director
* Planning
> Staff prepared reports for the regular Planning Commission meeting on October 3.
> Staff prepared reports for the Special Planning Commission meeting on October 10.
> Staff reviewed revised development plans for an ongoing project nearing completion.
> Staff processed land use application of various sort.
> Staff met with developers and reviewed future projects.
> Staff attended the Downtown Revitalization meeting led by the University of Oklahoma.
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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
> Delivered 20 tables to the Library for their book sale and 1 bleacher to the Depot for a
Homecoming event
* Cemetery Division (staff of 4)
> No 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; repaired two
units due to steering problems
> 29 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. 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
* 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 (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
* 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
> Planning for larger air show including acrobatic planes
> The Shawnee Police Department, Shawnee Sentinels, and the Traffic Control Department will
be providing traffic control and parking guidance. The Fire Department will be providing a
manned fire truck as required by the FAA.
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CITY CLERK'S OFFICE/UTILITY BILLING/Phyllis Loftis, City Clerk
* City Clerk
> Preparation of 10/1/12 City Commission and Authorities agendas
> Attended special called PCDA meeting (9/28/12) and preparation of minutes
> Normal routine duties including tort claims, insurance on vehicles and property
> Filed 6 public nuisance liens and 1 public nuisance lien release with the Pottawatomie County
Clerk
> Filed 12 lien certifications with the Pottawatomie County Treasurer
* Utility Billing/Customer Service
> Zone 3 cut-off for non-payment (9/27/12)
> Zone 2 billing (9/27/12)
> Routine customer service/billing transactions and issues
> Total kiosk payments at Homeland Stores in September - $12,219.11
> Total amount of delinquent bills collected by staff in September - $2,990.48
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INFORMATION SYSTEMS/Steve Nolen, Chief Information Officer
> +20 Incidents / -14 Completed = Net 6 Gain - 214 Outstanding
> CIO Nolen attended and presented at OML / OGITA Conference in OKC
&#9702;Presented topics included iPad 101, iPad 202, Remote Access/Desktops, and iPads in Daily
Government Use
&#9702;Nolen also assisted and manned the OGITA booth during the conference
> Reviewed/resolve Animal Shelter connectivity outage
> Assisted Police with security video data retrieval
> Reviewed / adjusted backups on RDP server
> Assisted Fire end user issues
> Photos for seven new firemen for access control / ID cards
> Validate usernames and passwords for court cash collections accounts
> Updated Police mobile PC's, review registrant website needs
> Assist finance in regard to processing Worker Comp third party checks
> Speed test for CIO for Net Motion vs Non Net Motion systems
> Reset Access Control node at Public Works due to performance issues
> Generate multiple Access Control / ID cards for Fire and other employees
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
> Closed out books
> Worked on Fixed assets for Audit
> Worked on bank statements
> Prepare for audits to come
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EXPOSITION CENTER/Mike Jackson, Operations Manager
> September 24-29, FMCA RV Rally; 510 rigs, 784 nights stayed
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FIRE DEPARTMENT/David Short, Chief
* Suppression
> Responded to 108 emergency calls: Breakdown of calls: Fires - 1, Rescue/EMS - 84, Service
Calls - 5, Good Intent Calls - 11, False Alarms - 3, and Hazardous Conditions: 4
* Prevention
New Construction Inspections
> Primrose Communities, 1901 N. Bryan (B-Wing sprinkler system) Requested/Administrative Inspections
> St. Gregory's Remodel
Permits/On-site Inspections
> 1200 W. Benedict (open burn)
> Shawnee High School (fireworks)
* Training
> Continuation training three (3) Probationary Fire Fighters
> Seven (7) probationary Fire Fighters reported for Orientation and Training on Sept. 24, 2012
> Child Passenger Safety Technician Course taken by 13 members
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EMERGENCY MANAGEMENT/Don Lynch, Director
* Communications Technician
> Repaired emergency lights on 2 Police Vehicles
> Repaired radar equipment in 1 Police Vehicle
> Installed new wireless receiver at the Police Pistol Range
> Installed radio in Fire Station 3 hazmat trailer prime mover
> Replaced 2 damage radios at Fire Station 1 and sent damaged radios to the factory repair depot
> Conducted weekly EOC radio tests on Wednesday morning
* Emergency Management Technician
> Received 30 registrations for storm spotter webinar
> Worked with AT & T/Co 911 on MSAG correction on new address
> Processed paperwork for new employees Blood borne pathogens prevention program files
> Received 3 plats for review.
> Worked with Municipal Court employees to utilize BlackBoard Connect for contacting
individuals with outstanding warrants.
* Emergency Management Director
> Attended County Commissioners Meeting on Monday afternoon
> Attended the County Fire Chiefs meeting in Brooksville on Tuesday night
> Participated in the EM group radio tests on Tuesday night
> Attended the Oklahoma Municipal League conference in OKC on Wednesday and Thursday
> Directed Storm Watch activation on Wednesday afternoon and evening
> Prepared and submitted Quarterly Report for EMPG sub-grant
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POLICE DEPARTMENT/Russ Frantz, Chief
* Police
> Reports: 137 Total Citations: 55 / Handwritten Citations: 38 / E-Citations: 17(30.91%)
> Arrested: 16
> Hit and Run accident with injury - victim is 11 yrs old / suspect apprehended is 17 yrs old
> Fight at VFW - Warrants being sought on multiple suspects
> Officers worked Burglary I / Robbery at Chapel Ridge Apartments - suspects known -filed for
warrants
> Suicide by firearm
> Annual Firearms Qualifications
> Two officers completed Investigator Academy
> Two officers attended FBI Negotiator training course
* Dispatch
> Managed 1563 calls for service (Police/Fire/EMS)

* COPs Grant Program
> Attended CLEET training
> Shawnee Police Foundation Golf Tournament Fund Raiser
> Assisted Absentee Shawnee Police
> Follow up on drug tip lead
> Assist evening shift patrol, worked Day Shift, School patrols and traffic 2 citations
> Two consent to search for narcotics performed
> Drug take back program at the mall
* CID
> 10 Cases Forwarded to CID for Review
> 9 Felony Cases Assigned / 4 Non Felony Cases Assigned
> 12 Felony Cases Cleared
> 6 Non Felony Cases Cleared
> 4 Felony Cases filed through the DA's office
> 1 NFN Case being looked into
> 2 Total Arrests Made
> $500.00 Total Property Recovered
> 2 Call Outs
* Accreditation: Lt. King-Accreditation Manager
> Completed Policy Review with Union; Made final corrections
> Policy Review Process is complete
> Policy Review Folders complete; next step is preparing Standard Work Sheets
> Conducted In-Service Training for Dispatch on Open Carr
> Conducted Policy Training for each shift
> Met with school representatives regarding nuisance alarms
* Evidence
> Number of evidence items brought in: 64
> Number of evidence items released: 10
> Number of found property items taken in: 13
> Number of items submitted to the OSBI: 8
> Number of items released from OSBI back to the Police Department: 4
> Number of evidence disposition files/cases cleared: 10
> Number of police reports taken: 1
> Performed Firearms Qualification on Wednesday
> Alarm Installation at Public Works Storage Building on Thursday
* 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
* Animal Control
> Responded to 83 calls > Impounded 38 animals > Adopted out 3 animals