Staff Activity Report for September 30 - October 6, 2012

ENGINEERING/STREETS/TRAFFIC CONTROL/John Krywicki, Director
Engineering Department
* Rehab Asphalt Streets Project (FY11-12)
> Bid was awarded to Nash Construction in the amount of $589,090.00. Work began on 45th Street August 15th and was completed on August 27th. Nash Construction is in the process of correcting work on 45th Street, and once their work is completed to the satisfaction of City Staff, they will be allowed to proceed on with their contract. Anticipate corrective work on 45th to be completed by Friday, October 12, 2012. 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 90% completed. Slope walls and concrete work are completed. Waterline has been bored under Harrison to bring water to the median for the irrigation system. Remaining work is construction of the "Welcome to Shawnee" decorative sign, and planting of the landscaping plants and bushes.
* Kickapoo & Kulhbird Lane Safety Improvements
> C-P Integrated Services was awarded the project in the amount of $ 54,211.30. Project is 100% complete, and Final Inspection on Friday, October 5, 2012 revealed that all work had been satisfactorily completed. Final as-built quantities being determined for determination of final construction costs. The project consisted 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
> 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.
* Bryan & Independence Intersection Traffic Signal Project (no change on project this week)
> 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.
* 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.
* 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 (north side) (65x11 and 82x11)
> Patch truck ran 4 days: repaired dip in road on Leo St., repaired a pothole at Kickapoo & Federal, and repaired several bad spots on Garrett's Lake Rd. east of Harrison.
> Street Sweeper ran 4 days: route 3 and at the Airport
> Hauled off material and brush from the Airport to the Public Works Service Center
> Repaired water-cut on MacArthur in one of the OBU driveways (10x10)
> Ran the street brush in the parking lot of the old Al James Building
> Bladed the following roads: Wolverine, Westech, Daley, and Acme
> Repaired a storm clay pipe
> Started water-cut at the Water Treatment Plant
Traffic Control Division
> Set up work zone for the Utility Department on Florence
> Set up work zones for the Utility Department on W. MacArthur
> Set up and recovered work zone for the Utility Department on Center
> Set up work zone for the Utility Department on Grant
> Set up work zone for the Utility Department on Broadway
Traffic Control (continued)
> Set out drums, cones, and barricades for the Shawnee Airport Pancake & Pilot Fly-in
> Set out barricades for Family Promise 5K Run
> Set out barricades for First Friday event
> Hung First Friday event banner
> Recovered barricades from Bison Bicycle Classic Race & Tour
> Finished event parking signs for airport event
> Worked Bison Classic Bicycle Race & Tour
> Painted rail on Lake Rd Bridge
> Removed stop signs at 7th & Broadway (north & south bound)
> Installed cross traffic does not stop signs at 7th & Broadway (east & west bound)
> Checked intakes in sector 3
> Assisted radio shop with storm siren on Kickapoo
> 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 - 4.297 Last week: *MGD - 5.143
> Pumped 1,298,893,000 MG to date compared to 1,263,524,000 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 - 1.226 **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 - 1.455 **BOD - 3.6 mg/l ***TSS - 5.7
> 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 - 95, Water/Sewer Line Locates - 57, Leak Checks - 22, Cut-offs Replaced - 3, Main Breaks Repaired - 6, and Reset Water Meters - 4
> 4449 N. Kickapoo: replaced fire hydrant at Center & Main
> Repaired the following main breaks: 6" mains at Broadway & Kirk, 21 Northridge, 2320 Whispering Pine, 46 Chickasaw, 4" main at 411 N. Washington, and a 12" main at 39307 W. MacArthur.
> 4881 N. Harrison: Tapped 12" main with a 1" tap
* Wastewater Collection (Staff of 7)
> Sewer lines flushed - 17,150 ft. Flushed (year to date) - 750,692 ft.
> Total Service Calls - 39, Sewer Lines Checked -27, Lift Stations Checked - 15, and Emergency Sewer Calls - 2
> 26 Sequoyah: completed a point repair replacing 6" busted sewer main
> 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: 11th & Center, Glenbrook & Timbers, Georgia & Park, 1922 Ridgecrest, Aspen & Timbers, River Birch & Timbers, 1933 Rain Tree, Bent Tree & Rain Tree, and 2117 Crooked Oak
> Installed inserta valve at the following location: Highland & Florence
* 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: 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 (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. 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 materials for the regular Planning Commission meeting
> Staff prepared materials for the special Planning Commission meeting
> Inspection staff conducted numerous plan reviews and building inspections
> The Department issued four (4) new home permits in September
> Code enforcement staff is preparing for the Oklahoma Code Enforcement Association Fall
Conference which will be held in Shawnee this month
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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
> Mow and weed eat at the Airport for the Fly-in
> Pushing/cleaning creeks back from streets
* Cemetery Division (staff of 4)
> 4 burials last week
> Leveling markers, herbicide spraying, mowing, and weed eating
* Central Garage (Staff of 6)
> 35 units in last week with 47 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. 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
* 2012 Pilots and Pancake Fly-in - Saturday, October 6, 2012
> The event was held Saturday, October 6, 2012
> Shawnee Sentinels and the Police Department provided traffic control and parking guidance
> Approximately 1,250 people attended despite the cold temperatures
* 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
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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 minutes
> Attended Disaster Recordkeeping review
> Normal routine duties including tort claims, insurance on vehicles and property
> Filed 7 lien releases with the Pottawatomie County Clerk
> Filed 16 lien certifications with the Pottawatomie County Treasurer
* Utility Billing/Customer Service
> Zone 3 billing (10/04/12)
> Routine customer service/billing transactions and issues
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INFORMATION SYSTEMS/Steve Nolen, Chief Information Officer
> +31 New Incidents / - 48 Closed Incidents = Net 17 closed - 197 Outstanding
> Finished build and deployment Fire Chief desktop
> Review / discussions for network firewall upgrades
> Review / discussions for continuous backup protection solutions
> General help for Police Records users
> Review / Quotes for Commission Chambers laptop / presentation / voting system
> Confirmed wireless device / access for auditors next week
> Investigation of Print Server issues
> Updated Firehouse Software to newest version
> Produced City Commission Meeting Live
> Edited/Rendered/Published archived Commission Meeting
> Review / Resolve Kiosk import account error
> Review / Assist Utility Billing on outside sewer rate questions
> Update linkage to ODOC Registrants site
> Review / Adjust web access for HR needs
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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 (no change on report this week)
> 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
> October 1-6, Sugar & Spice Children's Consignment Sale
> October 2, Lions Club Circus
> October 4, OGE Meeting
> Mowing & weed eating of grounds
> Maintenance on grounds & buildings
> Start set up for following weeks events
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FIRE DEPARTMENT/David Short, Chief
* Suppression
> Responded to 102 emergency calls: Breakdown of calls: Fires - 5, Rescue/EMS - 68, Service
Calls - 10, Good Intent Calls - 10, False Alarms - 5, Special Incident - 1, and Hazardous
Conditions - 3
* Prevention
New Construction Inspections
> North Rock Creek School/Gymnasium (50%)
Consultations/Meetings
> Primrose Communities, 1901 N. Bryan
* Training
> Vehicle Extraction Training (Green Shift)
> 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
> Repaired antenna line on community warning siren/check antenna lines on remainder of sirens
> Worked on reconfiguration and installation of equipment on radio consoles in the EOC
> Performed weekly radio tests in EOC
> Repaired radio consoles in dispatch center
* Emergency Management Technician
> Scheduled blood drive for December at City Hall
> E-mailed road closing information to emergency response agencies
> Worked with municipal court on access to Blackboard connect for warrant calls
> Received and entered 2 storm shelter registrations in database
> Processed 3 address requests
> Coordinated new road name requests with county 9-1-1
* Emergency Management Director
> Hosted spotter training Webinar in EOC on Tuesday night. Submitted roster to National
Weather Service and e-mailed certificates to attendees
> Performed outdoor warning siren check at Noon on Wednesday
> Submitted quarterly reports for hazard mitigation planning and citizens corps grants
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POLICE DEPARTMENT/Russ Frantz, Chief
* Police
> Reports: 158 Total Citations: 81 / Handwritten Citations: 63 / E-Citations: 18(22.22%)
> Burglary in progress call - resulted in drug arrest and recovery of stolen vehicle
> Narcotics operation - 1201 E Farrall - three arrests with more arrest warrants to follow /
Shawnee PD, City Marshals, Absentee Shawnee PD and National Guard helicopter participated
in the raid
> Sentinels assisted with parking at Air Show
* Dispatch
> Managed 1566 calls for service (Police/Fire/EMS)
* COPs Grant Program
> Worked School zones, Drug tips, Mall patrol, and assisted evening and midnight patrol
> Traffic stops - 2 misdemeanor arrests
> Drug Enforcement Administration Drug Take Back event resulted in 28 lbs of old medication
turned in
> CI meth buy operation, recovered approximately 1 gram of meth, arrest one for possession of
CDS, 3 citations, 18 warrants served, applied for three felony arrests, and two search warrants
> Arrested 3, 2 warrants served while executing search warrant on Farrell and recovered
approximately 6 grams of meth, 80 grams of marijuana, 102 pills packaged for sale, three
firearms, seized- three TVs, surveillance equipment, 4-wheeler, and $505 in cash, Felony arrest
for possession of stolen vehicle/ felony kidnapping warrant, and 3 impounds.
* Accreditation: Lt. King-Accreditation Manager
> Conducted Policy Training for each shift
> Nuisance alarms letters distributed for the week: 1
> Currently working on Proofs of Compliance for accreditation
* 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 88 calls > Impounded 48 animals > 12 animals reclaimed