Staff Activity Report for October 28 - November 3, 2012

ENGINEERING/STREETS/TRAFFIC CONTROL/John Krywicki, Director
Engineering Department
* 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.
* Kickapoo & Kulhbird Lane Safety Improvements
> Project is 100% completed and was accepted by the City Commission at their November 5, 2012 City Commission meeting. Original contract bid was at $54,211.30, but, Final as-built construction costs have been determined to be at $53,966.24.
* Expo Parking Lot Improvements
> Project 100% completed and was accepted by City Commission at their November 5, 2012 City Commission meeting. 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).
* Bell Street Streetscape Project (from Farrall to 7th Street) (no change on project this week)
> 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.
* 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.
* 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
> Repaired water-cuts at 400 W. Pulaski (11x9) and 312 W. 32nd (11x4)
> Repaired valve-cut at 1300 Sherry Lane (15x10)
> Repaired a sinkhole at 7th & Beard
> Repaired a tinhorn at 34th & Bell
Traffic Control Division
> Painting crosswalks, stop bars & arrows on Airport Dr
> Installing no parking signs on N. Louisa
> Installing no left turn sign on N. Union
> Replacing stop sign and street marker at Lake Rd & Hwy102
> Replacing guard rails on Lake Rd Bridge
> Installing no semi trucks allowed signs at Expo Center
> Replacing pedestrian crossing sign at 7th & Bell
> Stenciling new type I barricades
> Recovering drums, flagging and cones from Boo-on Bell
> Hanging First Friday Event banner
> Worked the Gordon Cooper Foundation Run
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UTILITY DEPARTMENT/Jim Bierd, Director
* Water Treatment Plant (Staff of 10)
> Average production: *MGD - 4.275 Last week: *MGD - 4.270
> Pumped 1,418,567,000 MG to date compared to 1,379,945,000 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 - .950 **BOD - 11 mg/l ***TSS - 5 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 - 1.084 **BOD - 2.7 mg/l ***TSS - 20.5 mg/l
> 413,000 gallons of bio-solids were hauled the month October
> 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 - 78, Leak Checks - 19, Cut-offs Replaced - 3, Main Breaks Repaired - 2, and Reset Water Meters - 3
> Repaired the following main breaks: 2 Kiowa and 321 N. Pennsylvania
> Set new meter tile at 136 W. MacArthur
> Checked lake lines and found no problems
* Valve Maintenance (staff of 4)
> Located and performed serviceability check on valves at the following locations: Gracelann & Ladylann, Woodstock & Kelly Green, Woodstock & Gracelann, Wallace & Pottenger, Ford & Pottenger, Pottenger & Dewey, Dewey & Chapman, Wood & Pottenger, Oakland & Harrison, 321 E. Main, and Milton & Oklahoma
> Dug up, raised, and realigned valve boxes at the following locations: Cheyenne & Kiowa, and 1 Larkins
* Wastewater Collection (Staff of 7)
> Sewer lines flushed - 18,450 ft. Flushed (year to date) - 822,372 ft.
> Total Service Calls - 34, Sewer Lines Checked -24, Lift Stations Checked - 17, and Emergency Sewer Calls - 3
> 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.
> 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 ordered. This equipment will be utilized for gathering data once received. 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 materials for the Planning Commission and the City Commission meetings.
> Staff reviewed and issued five (5) new home permits in October 2012.
> Development review staff met to discuss current and pending projects.
> Staff continued work on the 2012 Christmas Parade.
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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
> Installed bricks in Woodland Veterans Park
> Preparing Snowflakes for installation
> Started pushing/cleaning creeks back from streets and Marking all dead trees for removal
* Cemetery Division (staff of 4)
> No burials last week
> Leveling markers and removing dead trees
* Central Garage (Staff of 6)
> 27 units in last week with 37 total repairs to vehicles and general servicing of equipment
> Processing new trucks for meter readers
> 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 has begun
> 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
> 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
> Lighting issues have been addressed and the sodding/seeding has been completed.
* 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 11/05/12 City Commission and Authorities agendas
> Filed 9 Public Nuisance Liens with the Pottawatomie County Clerk
> Normal routine duties including tort claims, insurance on vehicles and property
* Utility Billing/Customer Service
> Zone 3 cut-off for non-payment (10/31/12)
> Zone 3 Billing (11/02/12)
> Routine customer service/billing transactions and issues
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INFORMATION SYSTEMS/Steve Nolen, Chief Information Officer
> +46 New Incidents - 29 Completed Incidents = +17 added - 228 Outstanding
> Provided file access for various downloads for engineering
> Advise dispatch what is needed to get IDs for people who are not city employees
> Meeting with police chief over Police IT needs, direction, future, projects
> Schedule remote machine install for DVR at Police Range
> Install license code for Firehouse schedule module
> Install drivers for voice recorder for end user
> Discussions with Firemen reference computer updates
> Finalize the folder security for Police Dept.
> Review / resolve old DNS settings on dispatch work stations
> Assist firemen to help with converting PDF documents to editable format
> Install CAD workstation updates
> Generate various new employee / other access control / ID cards
> Updated the Police website policy, TAC team policy, manual, etc
> Install new secondary RDP and TCM Imaging Server in IT Server Room Rack
> Misc. Printer supply and end user support
> Assisted Utility Billing with bill print/outsourced questions
> Deployed additional iPad devices for Fire / update existing processes for notifications
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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
> Review CDBG budget amendments
> Completed 425's for CDBG
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EXPOSITION CENTER/Mike Jackson, Operations Manager
> November 2, News Star Editorial Board Meeting
> November 2-4, NBHA Barrel Racing
> November 3, Holiday Diva Soiree
> 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 135 emergency calls: Breakdown of calls: Fires - 6, Rescue/EMS - 92, Service
Calls - 6, Good Intent Calls - 16, False Alarms - 7, and Hazardous Conditions - 7
* Training
> Probationary Fire Fighter 30 Day Skills
> 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
> Performed EOC radio tests on Wednesday morning
> Repaired 2 Radios for Fire Department and 1 radio for Police Department
> Fixed 2 Spot lights on vehicles for Police Department
> Participated in the new radio certification and acceptance testing for OKWIN in Muskogee
> Replaced 2 strobe lights and installed an in-vehicle battery charger for radio in SMA vehicles
* Emergency Management Technician
> Continued working on final grant report and the 2013 application along with the project reports.
> Submitted information on behalf of the LEPC to State for scholarship for one person to attend
the HotZone (hazardous materials) conference in Houston
> Troubleshoot phone problem in dispatch; called vendor to perform repair
> Coordinate with AT & T for work on repair/replacement of circuit for an outdoor warning siren
> Met with employees regarding their Hepatitis B status, updated files as needed. Coordinated
shots & testing with hospital & departments.
> Updated contact information with Dispatch
> Assigned address for a city park.
* Emergency Management Director
> Attended Board of County Commissioners Meeting on Monday afternoon
> Participated in Emergency Management group radio test on Tuesday night
> Met with Disaster Service Specialist for American Red Cross to discuss preparedness activities
> Participated in the new radio certification/acceptance testing for OKWIN in Muskogee
> Received, reviewed, and filed Hazardous Materials site inventory on behalf of LEPC
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POLICE DEPARTMENT/Russ Frantz, Chief
* Police
> Reports: 133
> Total Citations: 91 / Handwritten Citations: 51 / E-Citations: 40 (43.96%)
> Arrests: 49
> Halloween Patrol
> Closed down Dietrich's Bar with ABLE Commission; seized liquor and beer
> Patrol unit vandalized - three suspects apprehended/charges pending DA's office
> Homicide solved at 709 E. 11th - suspect in custody
> Traffic Checkpoints: two DUI arrests, one pursuit with drug arrest, four vehicles impounded
* Dispatch
> Managed 1754 calls for service (Police/Fire/EMS)
* COPs Grant Program
> Worked School zones, Drug tips, mall patrol, and assisted with Community events at 1315 N.
McKinley, and United Way
> Assisted evening and day shift patrol
> 13 arrests, 18 warrants, 6 citations, and 2 impounds
> Worked Warrant sweep with county and Shawnee city Marshalls
> Assisted with the ABLE project shut down of Dietrich's, recovered four kegs of beer, over 30
cases of beer, several cases of liquor, and cash
> Assisted CID with Homicide investigation
> Arrested subject breaking into cars for possession of CDS and drug paraphernalia, seized small
amount of liquid and crystal meth, and a sawed off shotgun
> Safety checkpoints in Shawnee
* CID
> 52 Cases Forwarded to CID for Review
> 5 Felony Cases Assigned / No Misdemeanor Case Assigned
> 6 Other Case Assigned
> 5 Felony Cases Cleared / 4 Other Cases Cleared
> 2 Felony Cases Filed through the DA's Office
> 2 Arrests Made
> Homicide Case solved 709 E. 11th
* Accreditation: Lt. King-Accreditation Manager
> Working on proofs for compliance
> Continuing with In-Service policy training on all shifts.
> Conduct Basic Supervision Training for CLEET on 11-1-2012
> Nuisance alarms letters distributed for the week: 1
> Number of Calls: 3
* Evidence
> Number of evidence items brought in: 37
> Number of evidence items released: 10
> Number of evidence disposition files/cases cleared: 2
* 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: 72 >Impounded animals: 24 >Animals reclaimed: 3 >Animals adopted: 3