Staff Activity Report for October 21-27, 2012

ENGINEERING/STREETS/TRAFFIC CONTROL/John Krywicki, Director
Engineering Department
* Airport Trails Project
> Project is out for bids and the Bid Opening is scheduled for November 5, 2012. A Pre-Bid meeting was held, and eleven contractors (bidders) were in attendance. 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. Work is approximately 80% complete.
* 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 were completed and sent to BNSF for comments, and the BNSF is going to require us to fence off the overpass so that a passerby would not be able to throw stuff down onto the railroad tracks. At the November 5, 2012 City Commission meeting we will request authorization to advertise the project for bids, with the Bid Opening scheduled for December 3, 2012.
* Bell Street Streetscape Project (from Farrall to 7th Street)
> Field survey work and preliminary plans have been completed. Plans sent to OG&E for proposal of decorative lighting to be placed along the east side of Bell Street. 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.
* Expo Parking Lot Improvements (no change on project this week)
> CGC, LLC has completed all work under the contract and project will be taken to City Commission at their November 5, 2012 Commission Meeting to accept the project and placing maintenance bonds into effect. Original contract bid was at $1,696,850.00 and final as-built construction costs paid to Contractor was at 1,645,631.93 ($51,218.07 under original contract price).
* Rehab Asphalt Streets Project (FY11-12) (no change on project this week)
> Project was awarded to Nash Construction in the amount of $589,090.00. Contractor began on 45th Street (Leo to Kickapoo) and completed that work; however, a few areas were rough and not as smooth riding as needed to be. City employed testing lab to determine exact areas out of compliance, and those results were given to Contractor to do corrective work to remedy the issue. City has received notification (Thurs. Oct 18th) that Contractor has completed the corrective work and believes street is now acceptable. The City will re-employ testing lab to determine if corrective work is in compliance and/or if other areas still need to be addressed. As we are now approaching the late fall-early winter timeframe of the year, staff will be recommending to hold off on proceeding with the current contract and to rebid the project after the first of the year. 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, 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.
* 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 approximately 95% completed. Slope walls and concrete work has been completed, the irrigation system installed, and landscaping plantings are to be placed beginning Wednesday, October 17th taking several days to complete. Remaining work is construction of the "Welcome to Shawnee" decorative sign that will be placed in the median.
* Kickapoo & Kulhbird Lane Safety Improvements (no change on project this week)
> C-P Integrated Services was awarded the project in the amount of $ 54,211.30. Project is 100% complete. Final as-built construction costs have been determined to be at $53,966.24. The Project will be taken for acceptance and placing maintenance bonds into effect at the City Commission November 5th meeting.
* 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
> Ran Intakes 1 1/2 days
> Repaired valve-cuts at Highland & Florence (8x7), 11th & Cleveland (5x7), and on Kickapoo
in front of the Delta Café (6x6)
> Repaired water-cut at Broadway & Kirk (10x42)
> Cleaned culvert on the north side of Highland next to Shawnee Glass
> Hauled 15 loads of rock from Wewoka to the Public Works Service Center
> Street Sweeper ran 2 days
> Cleaned culvert on MacArthur next to Billy Boys BBQ and Independence by Ace (north side)
> Bladed the following roads: Daley Ln, Terrell Rd, Wolverine Rd, Magnino Rd (south), Post
Office Ln, Pecan Grove (east), Patterson Rd, Clearpond Ln (south), Westech, and Hart Rd
Traffic Control Division
> Painted stop bars, arrows, at Wolverine Rd & Kickapoo and Wolverine Rd & Harrison
> Laid out and painted crosswalks and stop bars on Bell St (Shawnee Mill)
> Set up work zone for Utility Department on Kickapoo
> Repaired parking lot lights
> Removed old guard rails and old wooden poles from Lake Rd Bridge
> Checked north bound signal at 45th & Kickapoo
> Set up work zone for the Utility Department on Kickapoo (Kickapoo Spur - Kirk)
> Recovered work zone for street dept on Kickapoo
> Installed poles for guard rails for Lake Rd Bridge
> Replaced guard rail on Lake Rd Bridge (east bound / south side)
> Straighten 15 signs around town
> Set up drums, flagging, and cones for Boo-on Bell
> Recovered drums for Street Department at Broadway & Kirk
> Checked type I barricades that came in from the field
<HR>
UTILITY DEPARTMENT/Jim Bierd, Director
* Water Treatment Plant (Staff of 10)
> Average production: *MGD - 4.270 Last week: *MGD - 4.222
> Pumped 1,387,603,000 MG to date compared to 1,349,108,000 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 - 1.022 **BOD - 9 mg/l ***TSS - 0 mg/l
> Performed regular maintenance on the plant and routine testing
*MGD: Million Gallons Daily **BOD: Biochemical Oxygen Demand ***TSS: Total Suspended Solids
* Northside Wastewater Treatment Plant (Staff of 7)
> Flows averaged: *MGD - 1.406 **BOD - 2.5 mg/l ***TSS - 4.5 mg/l
> 215,000 gallons of bio-solids have been hauled this month
> 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 - 125, Water/Sewer Line Locates - 77, Leak Checks - 18, Cut-offs Replaced - 7, Main Breaks Repaired - 2, and Reset Water Meters - 11
> Repaired the following main breaks: Kickapoo & Poplar and 2265 Gray Dove
> Replaced the following meter tiles: 522 S. Chapman and 601 S. Park
* Valve Maintenance (staff of 4)
> Located and performed serviceability check on valves at the following locations: 426 W. Midland, Kennedy & Dewey, Dewey & Wallace, Ridgewood & Philadelphia (x3), Ridgewood & Pennsylvania (x3), Oklahoma & Wallace, and Minnesota & Wallace
> Dug up, raised, and realigned valve boxes at the following locations: 4734 N. Kickapoo
* Wastewater Collection (Staff of 7)
> Sewer lines flushed - 21,125 ft. Flushed (year to date) - 803,992 ft.
> Total Service Calls - 38, Sewer Lines Checked -28, Lift Stations Checked - 17, and Emergency Sewer Calls - 5
> Camera inspected the 1800 block of W. MacArthur, placed it on the pipe burst list
> 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. Traffic control plan has been approved and materials are being delivered to the site. The surveyors will be out to stake the water line and construction should begin next week.
> 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 ordered. This equipment will be utilized for gathering data once received.
> 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.
<HR>
PLANNING/COMMUNITY DEVELOPMENT/Justin Erickson, Director
* Planning
> Staff held nuisance abatement hearings and one additional structure was ordered removed.
> Inspections staff remains very busy reviewing new plans and conducting inspections.
> Staff continues work on the zoning code revision process.
> Staff met with the OU Institute for Quality Communities to discuss the downtown project.
> Staff reviewed façade grant applications and prepared award announcements.
> Shawnee Urban Renewal Authority staff conducted project inspections and reviewed
rehabilitation applications.
<HR>
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
> Set up for Boo on Bell
> Started pushing/cleaning creeks back from streets
* Cemetery Division (staff of 4)
> one (1) burial last week
> Leveling markers, herbicide spraying, mowing, and weed eating
* Central Garage (Staff of 6)
> 27 units in last week with 42 total repairs to vehicles and equipment
> Processing new trucks for meter readers
> Ordering new truck for Utilities Department
> General servicing and repairs to vehicles and equipment including the Expo Center
> Exploring the possible use of CNG/Propane vehicles for city fleet
* Current Projects
> Working on Community Center Tennis Court repurposing (basketball court)
> Looking at the RFQs received for the Municipal Swimming Pool. Will begin interviews on
November 13 and 14, 2012.
> Roofing Project at the Library: final inspection complete, punch list make, mainly cleanup
needed.
> Removal of Floating Fishing Dock has started-new dock to arrive soon
> AC repair at City Hall and new AC at Auditorium (Estimates have been received)
<HR>
AIRPORT/Rex Hennen, Assistant Airport Manager
* Hangar 13 Roof Repairs
> Repairs have been made at the roof transition between the main hangar and office area.
> Repairs underway 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
> Punch list included addressing grass/sod issues and minor lighting issues: lighting issues have
been addressed and the sodding/seeding is underway.
* 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
<HR>
CITY CLERK'S OFFICE/UTILITY BILLING/Phyllis Loftis, City Clerk
* City Clerk
> Preparation of 10/29/12 City Commission Special Call Meeting
> Filed 2 Public Nuisance Liens with the Pottawatomie County Clerk
> Filed 5 Public Nuisance Liens Certifications with Pottawatomie County Treasurer
> Record search at Record Center regarding Wilbanks/city landfill
> City Clerk and Deputy City Clerk attended the Municipal Clerk Y Treasurer Conference in
Stillwater, OK
> Normal routine duties including tort claims, insurance on vehicles and property
* Utility Billing/Customer Service
> Zone 2 cut-off for non-payment (10/24/12)
> Received 5 new trucks for meter readers; lights and equipment being installed
> Routine customer service/billing transactions and issues
<HR>
INFORMATION SYSTEMS/Steve Nolen, Chief Information Officer
> Discussion in regard to contracted large printer for East Police area
> Research/Scheduled Windows 8 testing system
> Reviewed / Resolved print server resource issues
> Various Fire, HR, Accounting and other basic end user support
> Misc. Printer supply replacements / printer maintenance
> Continued review of CAD workstation issues with CAD Vendor
> Resolved CADCom/Mapping/Sync system outage
> Continued Toughbook system deployment for Police
> Re-service Utility Billing handheld reading device
> Update securities for promoted employees
> Review / restart RDP solution for updates
> Review / restart CADServer for Updates
> Install / tested mReach mobile on RDP server
> Deployed updated iPads to City Commissioners
> Reviewed GIS/Utility Modeling requirements with Utility Director
> Researched licensing options for ArcGIS/Versions/Pricing
> Adjusted various form templates for Action Center
> Meeting with CM and Chiefs reference @Shawnee PD and @Shawnee FD Twitter accounts
> Resolved Kiosk payment file errors for Utility Billing
<HR>
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
<HR>
FINANCE DEPARTMENT/Cynthia Sementelli, Finance
> Worked on year end
> Prepare statistical sections for CAFR
> Attended Kiwanis lunch
> Worked on Fixed assets for Audit
> Worked on bank statements
> Prepare budget amendments for CDBG
> Prepare presentation for special call meeting
> Review applicants for accounts payable administrator
<HR>
EXPOSITION CENTER/Mike Jackson, Operations Manager
> October 23, Pottawatomie County Farmers Union, Banquet
> October 25, OG&E Roundtable Discussion
> October 25, OG&E Training
> October 26-28, Wrangler Heartland Tour Barrel Racing
> October 26-28, (BWGOK) Basket Weavers Guild of Oklahoma
* 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
<HR>
FIRE DEPARTMENT/David Short, Chief
* Suppression
> Responded to 95 emergency calls: Breakdown of calls: Fires - 3, Rescue/EMS - 69, Service
Calls - 3, Good Intent Calls - 7, False Alarms - 5, Hazardous Conditions - 3, and Special
Incident - 3
* Training
> Probationary Fire Fighter 30 Day Skills
> Seven (7) probationary Fire Fighters reported for Orientation and Training on October 5, 2012
EMERGENCY MANAGEMENT/Don Lynch, Director
* Communications Technician
> Repaired wire junction box and speakers for Police Dept. range
> Performed maintenance and repair of emergency command post truck and trailer.
> Began installing new lighting system for emergency command post truck.
> Other various repairs
* Emergency Management Technician
> Received potential new road names for review/approval from County 9-1-1
> Assigned addresses to city parks for setting water meters. Added addresses into INCODE &
notified staff of assignments
> Assigned 3 new addresses (not including above mentioned parks)
> Worked with Utility Billing on correct address for meter set request
> Worked on grant application & report
> Registered 4 storm shelters
> Attended OG&E community roundtable discussion
* Emergency Management Director
> Worked on draft agreement for use of facilities as public storm shelters
> Performed EOC radio tests on Wednesday morning
> Filed NIMS training records received from city employees
<HR>
POLICE DEPARTMENT/Russ Frantz, Chief
* Police
> Reports: 159
> Total Citations: 118 / Handwritten Citations: 89 / E-Citations: 29 (24.58%)
> Arrests: 36
> Narcotics Search Warrant at 803 N Hobson netted four arrests - one suspect was bit by Police
K-9 while attempting to flee
> Assisted City Marshals with Warrant Sweep operation: 24 total arrests from warrant sweep
seven (7) felonies, five (5) were Pottawatomie County warrants, one (1) Payne County warrant
with an added Possession of Marijuana charge, one (1) Harboring a Fugitive Charge, and
seventeen (17) Misdemeanor arrests; cleared 43 City warrants and one Tecumseh warrant; over
$3300 in fines paid; one (1) Obstruction charge.
> Further breakdown: 19 attempted service, 7 of those are good addresses for further action. 28
of the packets were never taken out of Court room and will be attempted at a later date.
> Boo on Bell Patrols Friday and Saturday evenings
> Assisted CLEET State Police Academy with driving training
* Dispatch
> Managed 1789 calls for service (Police/Fire/EMS)
* COPs Grant Program
> Worked School zones
> Drug tips and follow up on reported drug locations
> Mall patrol
> Assisted evening shift patrol
> 7 arrests, 4 warrants, 3 citations, and 2 impounds
> Recovered 1.5 grams of meth, scales, baggies, pipes, 10 liquid units of meth, 3 grams of
marijuana, 8.5 CDS pill, and paraphernalia
> Four community events: Boy Scouts, Jefferson School, Westside neighborhood watch meeting,
and Boo on Bell
> Followed up on cases and citizens' drug location tips
* CID
> 25 Cases Forwarded to CID for Review
> 8 Felony Cases Assigned / No Misdemeanor Case Assigned
> 1 Other Case Assigned
> 6 Felony Cases Cleared / 1 Misdemeanor Case Cleared
> 13 Felony Cases Filed through the DA's Office
> 2 Misdemeanor Cases Filed
> 4 Arrests Made
> $10,100.00 Total Property Recovered
> 8 No Further Needed (NFN) Cases Being Looked Into
> 4 Pending Assignment (PA) Case
> 1 Call Out
> 6 Assists with Patrol and Other Agencies
> Working 1 Cell Phone Forensic Case for Tecumseh PD
* Accreditation: Lt. King-Accreditation Manager
> Working on proofs for compliance
* Evidence
> Number of evidence items brought in: 63
> Number of evidence items released: 8
> Number of bicycles taken in: 1
> Number of found property items taken in: 18
> Number of drug seizure items taken in: 3
> Amount of drug seizure money taken in: $311.00
> Number of items submitted to the OSBI: 10
> Number items released from OSBI back to the Police Department: 1
> Number of evidence disposition files/cases cleared: 5
* 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
>Calls Responded to: 71 >Impounded animals: 21 >Animals reclaimed: 3 >Animals adopted: 3