Staff Activity Report for December 9 - 15, 2012

ENGINEERING/STREETS/TRAFFIC CONTROL/John Krywicki, Director
* Kickapoo Street Widening Project
> ODOT at their December 3rd Transportation Commission meeting awarded the Kickapoo Paving Project to Haskell-Lemon Construction for a total project construction cost of $10,930,517.98 (including water line costs). The City of Shawnee City Commission at their December 3rd meeting approved a Supplemental Agreement presented by ODOT which reduced our cap on the roadway construction costs to $136,000 of actual City funding, but the City of Shawnee is still responsible for the non-participating costs of the project which are $142,953 for the stub road being planned, and the $1,871,762 for the water line improvements (which were needing to be done regardless of the road construction). Overall, the actual City funding totals $2,150,715 of construction costs towards a 10.9 million dollar project which is approximately the City paying only 19.68% of the total cost. The City is very appreciative to ODOT and their commitment to bringing this project to fruition. The City would not have been able to undertake such a large project with our current funding availability without ODOTs support. Anticipate construction starting by March-April 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.
* 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 is 100% completed, and as-built quantities being determined for final payment and acceptance. Upon completion of establishing final as-built quantities for payment and reconciling that with the Contractor, the project will be brought forward for acceptance by the City Commission and Maintenance Bond into effect.
* 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 98% complete. Poles, mast arms and signal heads installed. One mast arm was bent during delivery to Shawnee, and Contractor had to order a new one which may not be delivered until after Christmas and scheduled to be installed the first week in January, thus, although most of the signals are installed and in-place, we will not be able to put the signals into operation until all poles and mast arms are set and properly installed.
* Rehab Concrete Streets Project (FY11-12)
> City Commission awarded the project to All Roads in the amount of $387,409.00. All Roads Paving has begun work on Independence east of Sequoyah with removal and replacement of badly broken and cracked concrete paving panels, and will continue work on Independence Street in that area for the next 5-7 weeks.
* Independence Street (west of Center Street)
> The work currently underway at this location is work being funded by the Oklahoma Corporation Commission to clean up the petroleum release that had occurred from the gas station located on the southwest corner of Independence & Center. Independence in that location is completely blocked off, although the intersection of Center & Independence will remain open, and there is detour signage setup for traffic to use Cammack Street or Federal Street to get back to Center then south towards Independence to use Independence eastward.
* Airport Trails Project
> City Commission awarded project to Bishop Paving in the amount of $633,409.90. A Pre-work meeting has been held and Bishop Paving is to start on the project the second week in January with removal of the existing track. By Contract they have 180 days to complete the reconstruction of approximately 3.75 miles of 10 foot trail being installed.
* Federal Street Bridge Repair Project
> Plans, bid documents, and specifications had been completed by City Staff, and the City Commission at their November 5, 2012 Commission meeting authorized staff to advertise the project for bid letting. Pre-bid meeting was held December 5th and an Addendum was issued to clarify some questions brought up at that meeting. The Bid Opening for the project is scheduled to occur at the December 17, 2012 City Commission meeting.
* Bell Street Streetscape Project (from Farrall to 7th Street)
> Design plans have been completed on the sidewalk from 7th to Farrall, and the City has received back approval for an enhanced lighted crosswalk across Farrall. ODOT had conducted a recent traffic and pedestrian study and came back with the conclusion that no warrants were met for signalization or crosswalk improvements; however, they have given the City to install inpaving yellow strobe lights actuated by pedestrians and a lighted flashing crosswalk signage when in use. Also we received back the OG&E cost proposal on installing decorative lighting along the sidewalk. The project will be taken forward to the December 17th City Commission meeting for authorization to advertise the sidewalk project and for approval of the OG&E proposal.
* Main Street Streetscape Project
> Field survey work has been completed and submitted to City for review. Preliminary design work has been started as time allows on this project. Project design will follow closely the design layout that was used on the Bell Street Streetscape Project.
* 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.
* City Hall Parking Lot Improvements
> Preliminary design plans for a proposed parking lot have been completed at the site of where the old Al & James Grocery once stood. Prelim plans are under review for added comments from City Administration. Cost estimate of construction based on proposed quantities of work will be completed within the next few weeks.
Traffic Control Division
> Replaced street marker for Industrial Way & Kickapoo
> Replaced weight limit sign on Kickapoo
> Checked pedestrian heads for burn outs
> Set up and recovered drums, flagging, and barricades for Christmas parade
> Set up and recovered work zone for the Utility Department on Midland
> Installed bridge end markers for bridge on Hardesty Rd
> Set up work zone for the Utility Department on Airport Dr
> Assisted Parks Department with traffic on Broadway (Woodland Park)
> Cut out street marker for Main & Pottenger and 39th & Kickapoo
> Set out temporary stop sign at Westlake & Patterson
> Checked type I barricades that came in from the field and repaired type III barricades
Streets Division
> Removed and replaced concrete panels at 1304 Nottingham Circle (23x23), Janeway &
> Northridge Intersection (13x60), and 34 Janeway Place (11x38)
> Repaired water-cuts at 2129 Broadway (7x11) and 1307 N. Market (22x11)
> Asphalt truck ran 2 days
> Sweeper ran 4 days
> Roads Bladed: Wolverine, Westech, Acme, Ingram, Post Office Lane, Post Office Neck, Eckel Road, Walker (north), and lkrd (east of Patterson)
> Saw-cut concrete panels at 2 Castle Creek
> Hauled 7 loads of rock to yard
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UTILITY DEPARTMENT/Jim Bierd, Director
* Water Treatment Plant (Staff of 10)
> Average production: *MGD - 4.012 Last week: *MGD - 4.291
> Pumped 1,596,324,000 MG to date compared to 1,518,920,000 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 - 1.011 **BOD - 11 mg/l ***TSS - 11.5 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 - .877 **BOD - 7.9 mg/l ***TSS - 4.0 mg/l
> 225,000 gallons of bio-solids have been hauled to date for the month of December
> 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 - 78, Water/Sewer Line Locates - 31, Leak Checks - 28, Cut-offs Replaced - 4, Main Breaks Repaired - 1, and Reset Water Meters - 2
> Repaired the following main break: 8" main at 1130 E. Independence
> Poured concrete on two tin horns at the Lake Channel
> Worked Shop Tickets
* Valve Maintenance (staff of 4)
> Located/performed serviceability check on valves at the following locations: Kennedy & Kickapoo Spur, Camelot & Crown Point, 300 Crown Point, Manchester & Crown Point, Nottingham & Crown Point, Cambridge & Crown Point, Castle Creek & Crown Point, 1313 Castle Creek, Crown Point & Windsor, Brentwood & Crown Point, 704 E. Independence, Independence & Center, and Independence & Tucker
> Dug up, raised, and realigned valve boxes at the following location: Kickapoo & Industrial Way
* Wastewater Collection (Staff of 7)
> Sewer lines flushed - 19,400 ft. Flushed (year to date) - 965,085 ft.
> Total Service Calls - 39, Sewer Lines Checked - 24, Lift Stations Checked - 19, and Emergency Sewer Calls - 11
> Worked on the preventative maintenance flusher list and maintenance on Lift Stations
* Capital Projects
> Water Line Replacement Project Midland Street
This week Jordan Contractors has lain all but a couple hundred feet of the 12" water line. The overall project is about 30% complete.
> Utility System Master
Contract awarded to 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. The Water Hydraulic Model will be completed by the end of this month. SRB has started work on the Wastewater Hydraulic 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
> The City of Shawnee held nuisance abatement hearings and ordered two structures removed.
> In 2012, 36 structures were condemned.
> Staff attended the final presentation of the OU Institute for Quality Communities Downtown
Shawnee Plan.
> Inspections staff remains very busy with increased permitting requirement.
> Staff review of over eight new single family home permits was undertaken.
* Current Projects (no changes on any of the projects this week)
> 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. Round 2 Façade Grants are now available and are due in February 2013.
> 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.
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PARKS/CEMETERY/EQUIPMENT SERVICES/James Bryce, Director of Operations
* Parks Maintenance Division (Staff of 10)
> Moving furniture and replacing ceiling tiles in City Hall
> Removing dead trees
> 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
> Winterizing city parks, restrooms, and sprinkler systems
* Cemetery Division (staff of 4)
> Four (4) burials last week
> Leveling markers
* Central Garage (Staff of 6)
> 30 units in last week with 30 total repairs
> Exploring the possible use of CNG/Propane vehicles for city fleet
* Current Projects (no changes on any of the projects this week)
> New Library furniture to be delivered around January 28, 2012
> Municipal Swimming Pool architect selected; working on contract
> AC repair at City Hall and new AC at Auditorium (Estimate received)
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AIRPORT/Rex Hennen, Assistant Airport Manager
* Airport Advisory Board
> Regular monthly meeting scheduled for December 16, 2012 was cancelled
* Runway Rehabilitation Project
> Project won the National Asphalt Pavement Association's "2012 Quality in Construction
(QIC) Award"!
* OK Aeronautics Commission 3 Year Airport Pavement Inspection (no change on project)
> Inspection performed November 19, 2012 - Results will be forthcoming
* Foreign Trade Zone Application (no change on project)
> Matthew Weaver reports that the application is under final agency review
* "Oklahoma Certified Site Program - Aerospace Park" (no change on project)
> 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
> Prepared 12/17/12 City Commission and Authorities minutes
> Researched issue of February election with County Election Board
> Normal routine duties including tort claims, insurance on vehicles and property
* Utility Billing/Customer Service
> Routine customer service/billing transactions and issues
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INFORMATION SYSTEMS/Steve Nolen, Chief Information Officer
> +26 New Incidents - 13 completed incidents = net 13 additional / 259 outstanding
> Vast portion of week was spent on new carpet project at City Hall
> Move all critical operation systems to new locations
> Clean out / move out all existing IT operations
> Move all Finance, City Management, and Attorney systems out
> Review / resolve Animal Shelter connectivity outage
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HUMAN RESOURCES/Tammy Johnson, Director
No Report this week/On Vacation
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FINANCE DEPARTMENT/Cynthia Sementelli, Finance
No Report this week/On Vacation
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EXPOSITION CENTER/Mike Jackson, Operations Manager
> December 12-13, OG&E Training/Conference Center
> December 13, Pottawatomie County JR Livestock Nominations/Fred Humphrey Pavilion
> December 14, Newton Wall Holiday Party/Conference Center
> OG&E, Holiday Party and Unit Liner Holiday Party/Conference Center
> December 15, Bicycle Giveaway, Faith Christian Church/Otto Krausse Building
* Comfort Station Project (no change on project)
> 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 112 emergency calls: Breakdown of calls: Fires - 2, Good Intent Calls - 21,
Rescue/EMS - 75, Service Calls - 5, False Alarms - 5, and Hazardous Conditions - 4
* Prevention
Plan Reviews, Permits, and On-site Inspections
> Shawnee Memory Care, 1723 Airport Road (alarm system)
Requested/Administrative Inspections
> Gateway to Prevention, 1010 E. 45th Street
* Training
> Probationary Fire Fighter three (3) month skills assigned
> Continuation Training seven (7) Probationary Fire Fighters
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EMERGENCY MANAGEMENT/Don Lynch, Director
* Communications Technician
> Conducted weekly EOC radio tests on Wednesday morning
> Worked on preparing radios for installation in EOC Radio Room
* Emergency Management Technician (Position is currently vacant)
> EM Technician candidate interviews were conducted in the EOC on Thursday afternoon. A
candidate was selected and a job offer given.
* Emergency Management Director
> Gave speech to Noon Lions Club on Thursday concerning emergency management
* Current Projects (no changes on any of the projects this week)
> Radio System
One license remains to modify with Federal Communications Commission 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: 135 / Total Citations: 53 / Handwritten Citations: 29 / E-Citations: 24 (45.28%)
> Arrests: 29
> DUI accident / Pursuit - suspect in custody for driving under the influence of drugs, hit and run
accident and attempting to elude officers
> 13 Shoplifter incidents
> 5 Emergency Orders of Detention (EOD) - mental/overdose incidents
* Dispatch
> Managed 1491 calls for service (Police/Fire/EMS)
* COPs Grant Program
> Worked School zones, Drug tips, Mall patrol, assisted evening, midnights, and day shift patrol
> Assisted with the following community events: Motorcycle Toy Run, Shop with a Cop
Program, and the Bikes for Kids Program
> Follow up investigations, meeting with OSBI and the Pottawatomie County Sheriff's office
* CID
> 20 Cases Forwarded to CID for Review
> 5 Felony Cases Assigned
> 7 Felony Cases Cleared / 1 Other Case Cleared
> 2 Felony Cases Filed through DA's Office
> $427.56 Total Property Recovered
* Evidence
> Number of evidence items brought in: 17
> Number of found property items taken in: 8 Number of found items returned to owner: 9
> Number of items submitted to the OSBI: 5
> Number of items released from OSBI back to the Police Department: 5
* Animal Control
>Calls Responded: 68 >Impounded animals: 21 >Animals reclaimed: 4 >Animals adopted: 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 / 3 in training / 3 open position
> Animal Control Positions-4 / 4 available for service