Staff Activity Report for November 4 - November 10, 2012

ENGINEERING/STREETS/TRAFFIC CONTROL/John Krywicki, Director
Engineering Department
* 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) (no change on project this week)
> 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 (no change on project this week)
> 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 (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. Work is approximately 85% complete.
* Federal Street Bridge Repair Project (no change on project this week)
> 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) (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, 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 - 4.258 Last week: *MGD - 4.275
> Pumped 1,449,317,000 MG to date compared to 1,414,678,000 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 - .994 **BOD - 10 mg/l ***TSS - 3 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 - 1.107 **BOD - 7.2 mg/l ***TSS - 2.5 mg/l
> 209,000 gallons of bio-solids were hauled the month October
> 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 - 115, Water/Sewer Line Locates - 76, Leak Checks - 15, Cut-offs Replaced - 3, Main Breaks Repaired - 1, and Reset Water Meters - 3
> Repaired the following main break: 2425 N. Kickapoo
> Poured 4 yards of concrete around Lake Channel tin horns (project is 75% complete)
> 1705 E. Bradley: Flushed and oiled fire hydrant
> 4402 Lilly Valley: Rebuilt fire hydrant
> 1414 N. Harrison: Repaired fire hydrant
* Valve Maintenance (staff of 4)
> Located and performed serviceability check on valves at the following locations: Union & Franklin, Union & Midland, Union & Georgia, Union & Pulaski, 201 E. Chicago, 1001 N. Center, Market & Highland, Minnesota & Tucker, and Minnesota & Federal.
> Dug up, raised, and realigned valve boxes at the following locations: Draper & Parker (2)
> Installed inserta valve at the following location: Beard & Highland
* Wastewater Collection (Staff of 7)
> Sewer lines flushed - 25,900 ft. Flushed (year to date) - 874,060 ft.
> Total Service Calls - 45, Sewer Lines Checked -22, Lift Stations Checked - 16, and Emergency Sewer Calls - 8
> Repaired a 10" sewer main at Wolverine Road & Hwy. 18
> Repaired a 12" sewer main at 1107 N. Philadelphia
> 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 laid over 300 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. 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.
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PLANNING/COMMUNITY DEVELOPMENT/Justin Erickson, Director
* Planning
> Staff prepared and presented materials for the Planning Commission meeting held on November
7, 2012 and for the City Commission meeting held on November 5, 2012
> Staff attended the joint City-Chamber retreat.
> 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.
Planning/Current Projects (continued)
> 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 is 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.
* Shawnee Urban Renewal Authority
> Improvements were made to a duplex structure that is being leased to Family Promise
> An Emergency Assistance project is nearing completion
> Work on specifications for another Emergency Assistance grant is underway
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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
> Cleared grass and weeds from the sidewalk on Philadelphia
> Marking all dead trees for removal
> Preparing Snowflakes for installation
> Removed Al/James sign
> Winterizing City Parks
> Prepared Veterans Memorial Park for Veterans Day Ceremony
* Cemetery Division (staff of 4)
> 1(one) burial last week
> Leveling markers and removing dead trees
* Central Garage (Staff of 6)
> 19 units in last week with 27 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
> Working on Community Center Tennis Court repurposing (basketball court)
> Municipal Swimming Pool interviews will begin on November 13 and 14, 2012.
> Library Roofing Project Library: inspection complete, punch list made, mainly cleanup needed.
> 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
* 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
* Runway Rehabilitation Project (no change on project this week)
> Construction substantially complete
> Full runway open
> Final inspection held on September 25, 2012
Airport (continued)
* Parallel Taxiway Project (no change on project this week)
> All construction complete
> FAA grant will remain open until all seeded areas have established a permanent root system
* 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 11/5/12 City Commission and Authorities minutes
> Deputy attended Avendis Foundation strategy meeting
> Filed 6 Public Nuisance Lien Releases with Pottawatomie County Clerk
> Normal routine duties including tort claims, insurance on vehicles and property
* Utility Billing/Customer Service
> Zone 3 Billing
> Routine customer service/billing transactions and issues
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INFORMATION SYSTEMS/Steve Nolen, Chief Information Officer
> +32 New Incidents - 32 Completed Incidents = Net 0, 228 Outstanding
> Resolved web data sync issues Sunday
> Updated Fire Administrative Dashboard for all station display, calendar, etc
> Preparing new presentation systems for Commission Chambers/E-Voting System
> Reviewed / Resolved South Side Waste system issues
> Dispatch end user support related to old CAD server decommission
> Reviewed Printer hardware issues at WTP
> City Attorney and HR End user support
> Misc printer supply requests and computer user request
> Reviewed options for mobile system for SMA Master Plan/Pressure gauge logging
> Continued Police Toughbook setups / builds
> Reset Access Control system due to continued performance issues
> Print new Police sentinel cards
> Contact Access Control Vendor about system continued issues
> Worked with Dispatch Supervisor for CAD changes / details needed for escalation to supporting
vendor
> Update maps on Police mobile unit for officer - should auto-update
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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
> Worked on Fixed assets for Audit
> Worked on bank statements
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EXPOSITION CENTER/Mike Jackson, Operations Manager
> Staff work during the week tearing down from previous events and set up for upcoming events
> Repaired horse stalls and maintenance to grounds
* 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 99 emergency calls: Breakdown of calls: Fires - 7, Rescue/EMS - 68, Service
Calls - 3, Good Intent Calls - 9, False Alarms - 7, and Hazardous Conditions - 5
* Training
> Probationary Fire Fighter 30 Day Skills completed
> Continuation Training of Seven (7) probationary Fire Fighters
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EMERGENCY MANAGEMENT/Don Lynch, Director
* Communications Technician
> Performed weekly EOC radio tests
> Temporarily repaired outdoor warning siren on 45th Street west of Acme Road
> Installed new mobile radio in Utilities valve supervisor vehicle
> Repaired spot light on Police vehicle
> Repaired 2 portables for Fire Department
* Emergency Management Technician
> Worked on LEPC projects & report paperwork
> Confirmed addressing on new development
> Sent road closure notifications out to responders
* Emergency Management Director
> Performed EM group radio tests on Tuesday night
> Prepared for and conducted Citizens Emergency Management Team meeting on Saturday
> Contacted communications consulting engineering firm concerning work on capitol projects
> Coordinated with Federal Communications Commission on Radio Station license modifications
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POLICE DEPARTMENT/Russ Frantz, Chief
* Police
> Reports: 117
> Total Citations: 42 / Handwritten Citations: 15 / E-Citations: 27 (64.29%)
> Arrests: 22
> Traffic stop with drug arrest
> Search warrant of 222 S Oklahoma St for narcotics
* Dispatch
> Managed 1688 calls for service (Police/Fire/EMS)
* COPs Grant Program
> Worked School zones, drug tips, mall patrol, assisted evening and day shift patrol
> 7 arrests, 17 warrants, 4 citations, 3 impound, and follow up on reported drug locations
> Met with citizen regarding drug activity and assisted with Community events
> Honor Guard for Veterans Day assembly
> Seized 17.5 grams of marijuana, 1.5 grams of meth, three meth pipes with residue, scales, and
oxycodone pills
* CID
> 14 Cases Forwarded to CID for Review
> 3 Felony Cases Assigned / No Misdemeanor Case Assigned / 1 Other Case Assigned
> 2 Felony Cases Cleared / No Misdemeanor Cases Cleared
> 6 Felony Cases Filed through the DA's Office
> 1 Arrest Made
> $1,700 Total Property Recovered
> 3 No Further needed (NFN) Cases Being Looked Into
> 6 Pending Assignment (PA) Cases
> 1 Call Out
> 4 Assists with Patrol and Other Agencies
> Det. Crouch gone during the week for LEDT training
* 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: 79
> Number of evidence items released: 2
> Number of drug seizure items taken in: 1
> Amount of drug seizure money taken in: $367.00
> Number of items submitted to the OSBI: 24
> Number of items released from OSBI back to the Department: 5
> Number of evidence disposition files/cases cleared: 2
> Conducted interview in Missing Person Case
* 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
No Report this week