Staff Activity Report for November 25 - December 1, 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
> 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.
* Traffic Control Division
> Checked bridges for guard rails and bridge end markers
> Changed out controller at the intersection of Main & Oklahoma
> Assisted radio shop with storm siren at 45th & Acme
> Checked lumaires on signal systems
> Set up and recovered work zone for Utility Dept. on Georgia (Beard - Broadway) (road closure)
> Set up work zone for Utility Dept. at Arapaho & Independence (road closure)
> Set up and recovered work zone for Utility Dept. on Market (Ayre - Severn) (road closure)
> Replaced Dead End sign and No Trucks sign at Hwy 102 & Lake Road
* Street Department
> Street sweeper ran 4 days
> Patch truck ran 3 days
> Bladed the following roads: Wolverine, Westech, Terrell Road, Daley Road, and Nix Allen
> Repaired Magnino Bridge
> Completed the water-cut at Popular west of Kickapoo (16x34)
> Repaired two valve cuts: Kiowa & Cheyenne (13x8) and Draper & Park (11x12)
> Repaired 2 water-cuts at 1226 Margaret (27x4) and 2 Kiowa (22x19)
> Hauled 12 loads of material from Expo to yard.
> Saw cut water-cuts at Tucker & Dewey, Georgia & Beard, and 1307 N. Market
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UTILITY DEPARTMENT/Jim Bierd, Director
* Water Treatment Plant (Staff of 10)
> Average production: *MGD - 4.045 Last week: *MGD - 4.161
> Pumped 1,537,152,000 MG to date compared to 1,473,139,000 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 - .999 **BOD - 10 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 - .935 **BOD - 2.8 mg/l ***TSS - 2.8 mg/l
> 566,000 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 - 37, Water/Sewer Line Locates - 11, Leak Checks - 12, Cut-offs Replaced - 5, Main Breaks Repaired - 3, and Reset Water Meters - 2
> Repaired the following main breaks: 6" mains at Tucker & Dewey and 1307 N. Market, and an 8" main at 28 W. Georgia
> Repaired a service line at 220 S. Osage
> Set forms for two (2) new tin horns at Lake Channel
> Worked Shop Tickets
* Valve Maintenance (staff of 4)
> Located/performed serviceability check on valves at the following locations: Federal Street Bridge Project (x 3) and at Georgia & Broadway
> Dug up, raised, and realigned valve boxes at the following locations: Federal Street Bridge Project (x 2)
> Installed inserta valves at the following locations: Arapaho & Independence, Legacy Park, and Georgia & Beard
* Wastewater Collection (Staff of 7)
> Sewer lines flushed - 21,675 ft. Flushed (year to date) - 923,485 ft.
> Total Service Calls - 43, Sewer Lines Checked - 27, Lift Stations Checked - 16, and Emergency Sewer Calls - 43
> Worked on the preventative maintenance flusher list and maintenance on Lift Stations
* Capital Projects
> Water Line Replacement Project Midland Street
All locating and survey staking along Midland has been completed. Jordan Contractors has lain over 1,500 ft. of pipe.
> 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 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 reports and notices for nuisance abatement hearings.
> Staff prepared materials for the December Planning Commission meeting.
> Staff met with developers over current and planned future projects.
> Staff assisted with preparations for the annual Downtown Christmas Parade.
Planning (continued)
* Current Projects (no change on projects this week)
> 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, restrooms, and sprinkler systems
> Burned tree debris at old Airport Site
* Cemetery Division (staff of 4)
> No burials last week
> Leveling markers
* Central Garage (Staff of 6)
> 28 units in last week with 37 total repairs
> Exploring the possible use of CNG/Propane vehicles for city fleet
* Current Projects
> Community Center basketball court resurfacing nearing completion
> New Fishing Wharf final inspection is scheduled for December 3, 2012
> New Library furniture to be delivered sometime January 14-18, 2012
> Municipal Swimming Pool architect selected; working on contract (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 (no changes this week on Airport Report)
* Airport Advisory Board
> Regular monthly meeting is scheduled for December 12, 2012
* OK Aeronautics Commission 3 Year Airport Pavement Inspection
> Inspection performed November 19, 2012 - Results will be forthcoming
* Foreign Trade Zone Application
> Matthew Weaver reports that the application is under final agency review
* "Oklahoma Certified Site Program - Aerospace Park"
> 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 December 3, 2012 City Commission and Authorities minutes
> Eight public nuisance liens filed with the Pottawatomie County Clerk
> Routine duties including tort claims, insurance on vehicles and property
* Utility Billing/Customer Service
> Zone 1 Billing (11/27/12)
> Zone 2 Cut-off for non-payment (11/27/12)
> Zone 3 Cut-off for non-payment (11/28/12
> Routine customer service/billing transactions and issues
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INFORMATION SYSTEMS/Steve Nolen, Chief Information Officer
> +38 Incidents - 44 Incidents = Net -6 / 239 Outstanding
> Configure new Police MFC for Scan to folders
> Updates and installs on LPR server system
> City Attorney support, (Software updates and user assistance with Calendars and Clip art)
> Prepared Fire Web Dashboard display computers
> Police support for CD Burning in CID
> Other misc. user, system, and printer support.
> Review Firehouse autotask start issues
> Resolve CADCom/KML/Dropbox/etc replicator outage
> Re-schedule Ch30 / News30 / etc
> Began configuration for specialized Police training laptop for undercover work
> Update Incode / network permissions for new HR employee
> Updated Police toughbook for Netmotion / new AT&T application
> Review / restart GeoSafe node services for vendor, provide event log data
> Installed Police Records upgrade on RDP client server and software upgrade on CAD server
> Deploy special services training laptops for Police
> Update police mobile page with new contract and policy.
> Update access control permissions for Police Records
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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
> Meeting to discuss Kickapoo Street Project funding
> Prepared statistical sections for CAFR and worked on Management Discussion Letter for audit
> Prepared budget amendments and worked on bank statements
> Worked on Christmas parade
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EXPOSITION CENTER/Mike Jackson, Operations Manager
> November 27th, (OSEEGIB) Oklahoma State & Education Employees Group Insurance
Program, Conference Center
> November 30th, OG&E, Conference Center
> December 1st, Shawnee/Tecumseh Indian Education Student Powwow & Craft Market 2012,
Otto Krausse Building
> December 1-2, (HOYRA) Heart of Oklahoma Youth Rodeo, Fred Humphrey Pavilion
* 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 107 emergency calls: Breakdown of calls: Fires - 6, Good Intent Calls - 13,
Rescue/EMS - 79, Service Calls - 4, and False Alarms - 5
* 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
> Conducted weekly EOC radio tests on Wednesday morning
> Repaired 2 radios for the Fire Department and 1 radio for the Police Department
> Replaced 2 radios for Police Department
> Prepared and installed electrical power for Police Department range storage container
* Emergency Management Technician (Position is currently vacant)
* Emergency Management Director
> Coordinated with vendors on radio system Narrowbanding and expansion projects
> Attended the 2nd half of the State Emergency Managements Comprehensive Exercise Design
and Evaluation course on Tuesday and Wednesday.
> Participated in the Weekly EM group radio tests on Tuesday night.
* Current Projects (no change on 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.
Emergency Management (continued)
> 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: 145
> Arrests: 52
> Total Citations: 119 / Handwritten Citations: 80 / E-Citations: 39 (32.77%)
> Global Records System updates/upgrades
* Dispatch
> Managed 1707 calls for service (Police/Fire/EMS)
* COPs Grant Program
> Worked School zones, Drug tips, and Mall Patrol, group of citizens tour of Police Department
> Assisted evening, midnights, day shift patrol and the DAs office
> Served two search warrants reference drug /homicide case
> Recovered 14.8 grams of Heroin and 1 gram of cocaine
> Set up next alcohol compliance check and ABLE assignment
* CID
> 15 Cases Forwarded to CID for Review
> 3 Felony Cases Assigned / 2 Other Cases Assigned
> 4 Felony Cases Cleared / 2 Other Cases Cleared
> $1,000.00 Total Property Recovered
> 6 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
> Nuisance alarms letters distributed for the week: 1
* Evidence
> Number of evidence items brought in: 13
> Number of evidence items released: 4
> Number of found property items taken in: 6
> Number of items submitted to the OSBI: 5
> Number of items released from OSBI back to the Police Department: 11
> Number of evidence disposition files/cases cleared: 2
* Animal Control
>Calls Responded: 93 >Impounded animals: 23 >Animals reclaimed: 8 >Animals adopted: 3
* 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