Staff Activity Report for November 18 - 14, 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 - 4.161 Last week: *MGD - 4.099
> Pumped 1,508,128,000 MG to date compared to 1,451,248,000 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 - 11 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 - 1.038 **BOD - 3.4 mg/l ***TSS - 2.7 mg/l
> 418,000 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 - 47, Water/Sewer Line Locates - 25, Leak Checks - 7, Cut-offs Replaced - 1, Main Breaks Repaired - 4, and Reset Water Meters - 2
> Repaired the following main breaks: 8" at 2200 Airport Drive, 6" at 2129 N. Broadway, 4" at 1305 Charles Drive and 531 N. Patchin.
> Worked Shop Tickets
* Valve Maintenance (staff of 4)
> Located/performed serviceability check on valves at Edwards & Shawnee
> Dug up, raised, and realigned valve boxes at the following locations: Water Treatment Plant x 2
* Wastewater Collection (Staff of 7)
> Sewer lines flushed - 17,825 ft. Flushed (year to date) - 901,810 ft.
> Total Service Calls - 32, Sewer Lines Checked - 17, Lift Stations Checked - 16, and Emergency Sewer Calls - 7
> 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 1,200 ft. of pipe.
> 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 have been installed and flow meters have been received, and will be utilized for gathering data once installed. We are waiting on software vendor to calibrate flow meters. SRB has collected dater 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.
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PLANNING/COMMUNITY DEVELOPMENT/Justin Erickson, Director
* Planning
> Staff prepared and presented materials for the City Commission meeting held on November 19.
> Staff attended a Steering Committee meeting held by the OU Institute for Quality Communities.
> As of October 2012, the Building Division has issued the following permits:
&#9642; 38 single-family home permits with an estimated total value of $6 million
&#9642; $6.8 million in new commercial buildings
&#9642; $12.7 million in new multi-family buildings
* Current 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. If the City is not successful obtaining a grant, a reduced Phase 2 project will still be implemented.
> 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. At present, review of the previous implementation plan and the preparation of documents for bid are underway.
> 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. Work on the Dexter Building at the northeast corner of Bell and Main has already begun.
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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
> Installed Christmas Decorations
> Winterizing city parks and restrooms
> Straightened Japanese Peace Garden flag poles
* Cemetery Division (staff of 4)
> One (1) burial last week
> Leveling markers
* Central Garage (Staff of 6)
> 19 units in last week with 24 total repairs to vehicles and general servicing of equipment
> Exploring the possible use of CNG/Propane vehicles for city fleet
* Current Projects
> Community Center basketball court resurfacing has begun
> Municipal Swimming Pool architect has been selected; working on the contract
> New Fishing Wharf Construction project nearing completion (no change this week)
> AC repair at City Hall and new AC at Auditorium (Estimate received) (no change this week)
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AIRPORT/Rex Hennen, Assistant Airport Manager
* Airport Advisory Board
> Regular monthly meeting is scheduled for December 12, 2012
* OK Aeronautics Commission 3 Year Airport Pavement Inspection (no change this week)
> Inspection performed November 19, 2012 - Results will be forthcoming
* Runway Rehabilitation Project (no change on project this week)
> FAA has requested minor wiring modifications to MALSR lights
> Construction substantially complete and full runway is open
* Parallel Taxiway Project (no change on project this week)
> 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
> Preliminary preparation of 12/03/12 City Commission and Authorities agendas
> Routine duties including tort claims, insurance on vehicles and property
* Utility Billing/Customer Service
> Zone 1 Billing (11/20/12) and Zone 1 Cut-off (11/14/12)
> October kiosk revenue: $13,562.40 (176 transactions)
> Routine customer service/billing transactions and issues
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INFORMATION SYSTEMS/Steve Nolen, Chief Information Officer
> +18 New - 11 Completed = Net 7 gained 237 Outstanding Incidents
> Resolved @ShawneeFD Twitter issues
> Produced/Edited/published 11/19/2012 City Commission Meeting
> Updated police internal webpage
> Resolved connectivity issue at Animal Control facility
> Review / restart web services
> Assigned IPs to new servers, labeled and tested
> Final of virtual server for License Plate Reader system
> Finished and deployed newer presentation laptop commission Chambers
> Misc User, printer and hardware support
> Rescheduled Ch30 for holidays, no News30
> Update social media schedulers for holiday closings
> CIO Nolen co-presented the CHOICES program via Kiwanis to 8th graders
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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
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EXPOSITION CENTER/Mike Jackson, Operations Manager
> November 18, Garland Arts & Crafts, Conference Center
> Go Getters RV Rally, Grandstands West
> Red Dirt Agility Show, Fred Humphrey Pavilion
> November 23-24, Bull Sale & Futurity, Otto Krausse Building
> November 24, Excel Auction, Otto Krausse Building
* SC&CDA Board Meeting (no change on project this week)
> 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 88 emergency calls: Breakdown of calls: Fires - 7, Rescue/EMS - 64, Service
Calls - 3, Good Intent Calls - 10, False Alarms - 2, Hazardous Conditions - 1, and Special
Incident - 1
* Prevention
New Construction Inspections
> North Rock Creek School Gymnasium
Consultations/Meetings
> Alpha Dynamic Life Safety Systems (OBU Apartments)
Permits and On-Site Inspections
> Open Burn: 104 N. Leo
* Training
> Probationary Fire Fighter three (3) month skills
> Continuation Training seven (7) Probationary Fire Fighters
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EMERGENCY MANAGEMENT/Don Lynch, Director
* Communications Technician
> Police Department: Repaired spotlight on vehicle; repaired 2 mobile radios/2 hand held radios
> Fire Department: Repaired 1 mobile radio
> Conducted EOC radio tests on Wednesday morning
* Emergency Management Technician
> Worked on completing outstanding immediate priority projects as employee is being promoted
to HR Department
* Emergency Management Director
> Attended Board of County Commissioners Meeting on Monday afternoon
> Revised Job Description for Emergency Management Technician
> Worked on narrowbanding radio licenses
> Coordinated with Radio Project Engineering Consultant on project
* Current Projects (no change on projects this week)
> 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; 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: 147
> Arrests: 33
> Total Citations: 79 / Handwritten Citations: 47 / E-Citations: 32 (40.51%)
> Kidnapping case: suspect in custody and child returned to parent
> Attempted suicide by gunshot / subject still alive and transported to medical facility
* Dispatch
> Managed 1538 calls for service (Police/Fire/EMS)
* COPs Grant Program
> Worked School zones
> Assisted evening, midnights, and day shift patrol
> 5 arrests; 2 citations; 2 impounds; 3 EODS
> Worked with DAs office; served two search warrants; seized three vehicles
> Assist OSBI with fugitive investigation and assist w/homicide investigation
> Met with citizen regarding drug activity and follow up on reported drug locations
> Assisted with Community events and Honor Guard detail
> Facebook surveillance
* CID
> 6 Cases Forwarded to CID for Review
> 2 Felony Cases Assigned
> 1 Other Case Cleared
> 4 Felony Cases Cleared
> 1 Felony Filed through DA's Office
> 3 No Further needed (NFN) Cases Being Looked Into
> 1 Assists with Patrol and Other Agencies
* Accreditation: Lt. King-Accreditation Manager
> Working on proofs for compliance
> Continuing with In-Service policy training on all shifts
> Assigned IA investigation
* Evidence
> Number of evidence items brought in: 12
> Number of evidence items released: 8
> Number of found property items taken in: 10
> Number of evidence disposition files/cases cleared: 2
> Completed IA investigation
* Animal Control
>Calls Responded: 45 >Impounded animals: 14 >Animals reclaimed: 3 >Animals adopted: 0
* 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 / 3 in training / 3 open position
> Animal Control Positions-4 / 4 available for service