Staff Activity Report for November 11 - 17, 2012

ENGINEERING/STREETS/TRAFFIC CONTROL/John Krywicki, Director
Engineering Department (no changes this week on any of the projects)
* Main Street Streetscape Project
> Field survey work has been completed and submitted to City for review. Design work likely to begin the first week in March 2013.
* City Wide Streets Evaluation & Inspection
> Work expected to start shortly after the Thanksgiving Holidays and take approximately 4-5 months to complete. Street selections and recommendations for upcoming street paving projects anticipated to be presented to City Commission in April 2013.
* Kickapoo Street Widening Project
> The Bid Opening for the project will be November 15, 2012, and a scheduled Pre-Bid Meeting for Contractors will occur on Friday, November 2, 2012 at the ODOT offices in OKC. A Pre-Bid meeting was held November 8, 2012 and ODOT reports that there were not any significant questions that would result in issuing any Addendum. Award of project will occur at the State Transportation Commission Meeting on December 3, 2012 after ODOT staff reviews the bids and makes a recommendation. Anticipate construction starting by March 2013. Project is estimated to take 18-24 months construction time. 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. City Staff will assist with inspections during project construction.
* Bell Street Streetscape Project (from Farrall to 7th Street)
> Field survey work completed and preliminary sidewalk plans completed. We received back OG&Es cost proposal for supplying and installing the decorative lights from Farrall to 7th, and their proposal is under review. Enhanced crosswalk at Bell & Farrall will be submitted to ODOT for review and comments although ODOTs traffic/pedestrian study received on October 25, 2012 stated that the traffic study found that no volume warrants were met. 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 100% completed and as-built quantities being determined for final payment and acceptance. Anticipate recommending final acceptance and placing Maintenance Bond into effect at the December 3, 2012 City Commission meeting.
* Airport Trails Project
> Bid Opening for the project was held at the November 5, 2012 City Commission Meeting. Eight bids were received ranging from $633,000.00 to $1,475,000.00. Bids are currently under review and a recommendation will be made to the City Commissioners at their November 19, 2012 Commission meeting. This project will be a complete removal and replacement of the City existing trail(s) around the Airport, and trail widened to 10 feet, approximately 3.75 miles of trail.
* 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. Work is approximately 85% complete.
* Federal Street Bridge Repair Project
> Plans, bid documents, and specifications have been completed by City Staff and the City Commission on November 5, 2012 authorized staff to advertise the project for bid letting. The Bid Opening for the project is scheduled to occur at the December 17, 2012 City Commission meeting.
* 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.
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UTILITY DEPARTMENT/Jim Bierd, Director
* Water Treatment Plant (Staff of 10)
> Average production: *MGD - 4.099 Last week: *MGD - 4.2758
> Pumped 1,478,499,000 MG to date compared to 1,428,435,000 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 - 1.052 **BOD - 8 mg/l ***TSS - 0 mg/l
> Performed routine maintenance and testing on the plant
*MGD: Million Gallons Daily **BOD: Biochemical Oxygen Demand ***TSS: Total Suspended Solids
* Northside Wastewater Treatment Plant (Staff of 7)
> Flows averaged: *MGD - 1.162 **BOD - 4.0 mg/l ***TSS - 2.5 mg/l
> 291,500 gallons of bio-solids have been hauled to date for the month of November
> Performed routine maintenance and testing on the plant
*MGD: Million Gallons Daily **BOD: Biochemical Oxygen Demand ***TSS: Total Suspended Solids
* Water Distribution (Staff of 11)
> Service Calls - 67, Water/Sewer Line Locates - 25, Leak Checks - 8, Cut-offs Replaced - 7, Main Breaks Repaired - 1, and Reset Water Meters - 2
> Repaired the following main break: 1117 E. Chandler
> Worked Shop Tickets
* Valve Maintenance (staff of 4)
> Located and performed serviceability check on valves at the following locations: McKinley & Grant, 1701 Airport Drive, 334 S. Minnesota, Minnesota & Farrall, and Pennsylvania & Farrall.
> Dug up, raised, and realigned valve boxes at the following locations: 1001 N. Center and the City of Shawnee Water Treatment Plant.
* Wastewater Collection (Staff of 7)
> Sewer lines flushed - 9,925 ft. Flushed (year to date) - 883,985 ft.
> Total Service Calls - 24, Sewer Lines Checked - 11, Lift Stations Checked - 19, and Emergency Sewer Calls - 5
> Rehab sewer manhole in front of Delta Café
> Repaired an 8" sewer main behind 602 N. Oklahoma
> Repaired a 10" sewer main behind 912 N. McKinley
> Worked on the preventative maintenance flusher list and maintenance on Lift Stations
* Capital Projects
> Water Line Replacement Project Midland Street
Bid awarded to Jordan Contractors in the amount of $495,871.00 on September 17, 2012. Construction started on Wednesday, Oct. 31, 2012 with traffic control being set out and materials being transferred to the site. All locating and survey staking along Midland has been completed. Jordan Contractors has lain over 800 ft. of pipe.
> 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. Data loggers have been installed and flow meters have been received, and will be utilized for gathering data once installed. When IT has completed installation of the software we will install the flow meters. SRB conducted a site visit on October 10, 2012 to collect data for computer model.
> 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.
PLANNING/COMMUNITY DEVELOPMENT/Justin Erickson, Director
* Planning
> Staff attended the Chamber Beautification Meeting.
> Staff continued assisting in the coordination of the annual Christmas Parade.
> Staff attended the Shawnee Economic Development Foundation monthly meeting.
> Staff held nuisance abatement hearings and ordered two structures removed.
&#9642; So far in 2012, the City has ordered 31 structures removed.
&#9642; Over 25 structures have been removed to date.
* Current Projects (no changes this week on any of the projects)
> Downtown Streetscape Project: Staff is awaiting a funding decision from ODOT on a Transportation Enhancement Grant that was submitted almost two years ago. A survey was recently done of the area and engineering and design work is ongoing so that the project can be bid immediately upon notice of funding decision. Phase 2 of the Streetscape Plan will improve a four-block area of Main Street with new sidewalks, landscaping, street lights, signal lights, pedestrian improvements and utility work.
> Land Development Code: Staff continues work on revising the City's development regulations. The Planning Commission will hold a workshop session on December 5, 2012.
> Wayfinding Study Implementation: Staff is preparing to bid the wayfinding (signage) project in early 2013.
> Façade Grant Program: The City announced the award of three grants to downtown business owners that will use the match funding to improve the front facades of their buildings. The historically-accurate restoration projects include the removal of non-historic facades and the restoration of historically-accurate and original window features.
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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 some areas including the Lake and dams
> Helping Traffic Control with the installation of Snowflakes
> Installing Christmas Decorations in Woodland Veterans Park and Life Park
* Cemetery Division (staff of 4)
> No burials last week
> Leveling markers and removing dead trees
* Central Garage (Staff of 6)
> 20 units in last week with 25 total repairs to vehicles and general servicing of equipment
> Ordering new truck for Utilities Department
> Exploring the possible use of CNG/Propane vehicles for city fleet
* Current Projects (no change on projects this week)
> Working on Community Center Tennis Court repurposing (basketball court)
> Municipal Swimming Pool interviews have been completed .
> New Fishing Wharf Construction project nearing completion
> 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
> Regular monthly meeting scheduled on November 21, 2012 was cancelled
* Oklahoma Aeronautics Commission 3 Year Airport/Pavement Inspection
> Inspection performed November 19, 2012 - Results will be forthcoming
* Runway Rehabilitation Project
> FAA has requested minor wiring modifications to MALSR lights
> Construction substantially complete and full runway is open
* Parallel Taxiway Project
> All construction complete and grant(s) close-out is underway
* Hangar 13 Roof Repairs (no change on project this week)
> Repairs have been made at the roof transition between the main hangar and office area.
> Repairs are complete to west side of roof
* 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 11/19/12 City Commission and Authorities minutes
> Routine duties including tort claims, insurance on vehicles and property
* Utility Billing/Customer Service
> Zone 1 Billing (11/19/12) and Zone 1 Cut-off (11/14/12)
> Routine customer service/billing transactions and issues
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INFORMATION SYSTEMS/Steve Nolen, Chief Information Officer
> +21 new incidents - 9 completed = Net 9 added | 237 outstanding
>In Depth backup processes / systems review and recommendation letter
>All IT staff attended OGITA Mobile Device Management Conference in OKC Weds
>Update Firehouse auto tasks and Fire dashboard system / test
>Open up various web URLs for temporary file access
>Assist Police for evidence room security alarm installation
>Continued software deployments on new Tough books system
>Install / configure Flow / Pressure tracking software for SMA on temporary laptop
>Resolve user error on RDP connections - still using old server
>Review / resolve video playback issues for Fire Station
>Assisted various City Departments with hardware and software issues
>Work with Access Control vendor for door issues
>Work with Access Control vendor for system upgrades / performance issues
>Deployed replacement presentation system in Commission Chambers
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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
> Prepared budget amendments
> Worked on bank statements
> Worked on Management Discussion Letter for audit
> Prepare for Commission meeting- bond issue
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EXPOSITION CENTER/Mike Jackson, Operations Manager
> November 13, Lincoln Co. Farm Center Banquet, Conference Center
> November 15, Women of Distinction Conference, Conference Center
> Canadian Valley, Conference Center
> SC&CDA Board Meeting
> November 16-17, Good Sams Planning Meeting, Conference Center
> November 16-18, Red Dirt Agility Show, Fred Humphrey Pavilion
> November 17-18, Garland Arts & Crafts Show, Conference Center
> November 17-18, Go Getters RV Rally, Grandstands West
> November 17, Miears Auction, Otto Krausse Building
* SC&CDA Board Meeting
> Patterson & Associates Construction award bid for roof replacement, siding, and gutter on four
(4) comfort stations 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 - 6, Rescue/EMS - 66, Service
Calls - 8, Good Intent Calls - 18, False Alarms - 7, and Hazardous Conditions - 3
* Prevention
New Construction Inspections
> Cottage Park, N. Kickapoo (50%)
> Primrose Community, 1905 N. Bryan
Requested/Administrative Inspections
> St. Gregory's Home Integration, 1900 W. MacArthur
Consultations/Meetings
> Al-Ko Kober, 201 S. Kennedy
Permits and On-Site Inspections
> Open Burns: 43106 E. MacArthur, 10 Mohican Circle, and 1001 S. Beard
* Training
> Continuation Training of Seven (7) probationary Fire Fighters
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EMERGENCY MANAGEMENT/Don Lynch, Director
* Communications Technician
> Removed emergency lights, radios, and other equipment from 2 police vehicles being taken out
of service
> Performed weekly maintenance and exercising of Emergency Management vehicles
> Performed weekly radio tests in Emergency Operations Center
* Emergency Management Technician
> Processed new street additions with County 9-1-1 Addressing Technician
> Continued to work with Blackboard Connect to get phone numbers and data from Municipal
Court into system for automated calling of warrant holders
* Emergency Management Director
> Participated in the EM group radio tests on Tuesday night
> Participated in a tabletop exercise concerning theoretical breach of the Norman (Lake
Thunderbird) Dam on Thursday
* Current Projects
> Radio System: One license remains to modify with Federal Communications Commission for
Narrowbanding; purchase order and scope of Work list issued to vendor for Narrowbanding.
> Telephone System Replacement: Proposals narrowed to 4 potential systems; scheduling
interviews with vendors
> Public Tornado Shelters: Continuing work on draft memorandum of agreement language;
Coordinated with Assistant Airport Manager on potential use of the vault in the old Reserve
Center Building. Unfortunately, the vault has only cinderblock walls which do not meet FEMA
safe room criteria. We are going to add retrofitting this structure to our project let in our hazard
mitigation plan.
> Hazard Mitigation Plan: FEMA has revised the criteria and format for approving plans; we are
working with our vendor and the State Emergency Management Office to develop a new format
for the plans. We still have 2 years remaining on our planning grant.
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POLICE DEPARTMENT/Russ Frantz, Chief
* Police
> Reports: 135
> Total Citations: 90 / Handwritten Citations: 62 / E-Citations: 28 (31.11%)
> Shawnee PD Gang Unit located/arrested a shooting suspect wanted in OKC shooting incident
> Retired Shawnee Police Officer funeral detail
* Dispatch
> Managed 1581 calls for service (Police/Fire/EMS)
* COPs Grant Program
> Follow up on drug tips and reported drug locations
> Assisted evening and day shift patrol,
> Worked with DAs office on Marijuana grow case and homicide case
> Met with citizen regarding drug activity
> Honor Guard for Retired Officer funeral
> Honor Guard practice for Law Enforcement Memorial Ceremony
* CID
> 17 Cases Forwarded to CID for Review
> 3 Felony Cases Assigned / 1 Misdemeanor Case Assigned
> 13 Other Cases Assigned / 8 Other Cases Cleared
> 7 Felony Cases Cleared / 0 Misdemeanor Cases Cleared
> 1 Felony Filed through DA's Office
> $17,800.00 Total Property Recovered
> 5 No Further needed (NFN) Cases Being Looked Into
> 5 Assists with Patrol and Other Agencies
> 2 Cell Phone Forensic Cases
* Accreditation: Lt. King-Accreditation Manager
> Working on proofs for compliance
> Continuing with In-Service policy training on all shifts
> Nuisance alarms letters distributed for the week: 1
* Evidence
> Number of evidence items brought in: 19
> Number of found property items taken in: 15
> Number of found property items returned to owner: 9
> Number of items submitted to the OSBI: 4
> Number of police reports taken: 1
* Staff
> Police Officers-59 / 2 open positions / 1 in academy / 1 on light duty / 55 available for service
> Dispatch positions-13 / 7 available for service / 4 in training / two open position
> Animal Control Positions-4 / 4 available for service
* Animal Control
>Calls Responded: 66 >Impounded animals: 21 >Animals reclaimed: 2 >Animals adopted: 2